Data Protection complaints process:
1. You can submit a complaint via our Data Protection Contact form, or email to dpomatters@kent.ac.uk.
2. Although we provide these methods, you can complain in any way you choose.
3. We will acknowledge your complaint within 30 days of receiving it anywhere in the University.
4. We need to have sufficient information to be satisfied about your identity, but we will use the least privacy intrusive way to verify your identity.
5. If you are a third party acting on someone else’s behalf to make a complaint, we require evidence that you (as a third party) are authorised to act on the complainant’s behalf. We will not investigate the complaint until we receive verification of the appropriate authority.
6. We may ask you to provide evidence or supporting information to help us investigate your complaint. If this is necessary, we will ask for more information as quickly as possible. We may also ask what outcome you are looking for.
7. We will investigate the complaint without undue delay.
8. We will make an appropriate level of enquiries based on the circumstances of the complaint.
9. We will keep you updated on the progress of the investigation without undue delay.
10. If the investigation is likely to take some time, we will follow up on our initial response, so you know we are working to resolve the issue.
11. When we have completed the investigation, we will let you know the outcome without an unjustifiable or excessive delay.
12. There may be instances where a data protection complaint is part of a wider complaint about other issues. We will provide an outcome to the data protection complaint at the earliest opportunity.
13. In our response, we will explain what we have done to resolve your data protection complaint and, where appropriate, any actions we have taken as a result.
14. If you have any questions about the outcome, we would be happy to answer them to help provide more detail where requested, or to clarify our decision.
15. You have the right to complain to the ICO at any time.
16. We will handle your personal data in accordance with the Assurance & Data Protection Office Privacy Notice. We will not keep personal information for longer than necessary.