Data Complaints Process

Last Updated: June 2026

1. About this notice

We take the privacy and security of your personal data seriously. If you have a concern about how we have collected, used, shared, stored or deleted your personal information - including how we have used any automated tools or AI in a way that affects your personal data - we want to hear from you. We will do our best to put things right.

This notice explains your rights, how to raise a concern with us, what to expect when you do, and what to do if you are not satisfied with our response.

Your right to complain directly to us is a statutory right under the Data (Use and Access) Act 2025. You do not need to go to the ICO first - we are your first point of contact, though you are always free to contact the ICO directly if you prefer.

Your rights under UK data protection law

Under UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025, you have the right to:

Access the personal data we hold about you (sometimes called a subject access request, or SAR).
Ask us to correct information that is wrong or incomplete.
Ask us to delete your data in certain circumstances.
Ask us to restrict how we use your data while a complaint is being looked into.
Receive a copy of your data in a commonly used, portable format.
Object to us using your data in certain ways.
Not be subject to a decision made solely by automated means where that decision has a significant effect on you.
Under the Data (Use and Access) Act 2025, ask us to explain in plain terms how an automated decision affecting you was made, request that a person reviews that decision, and ask us to reconsider the outcome.

If you would like to exercise any of these rights, please contact us using the details below.

2. What Is a Data Protection Complaint?

A data protection complaint is any expression of dissatisfaction regarding how we handle personal information or comply with data protection legislation.

Examples include concerns about:

Access to your personal information
Accuracy of personal information we hold
Data security and confidentiality
Unauthorised disclosure of personal information
Retention of personal information
Marketing communications
Your data protection rights
Any other aspect of our processing of personal data

What this process does not cover

General dissatisfaction with the quality of our service, where personal data is not the issue - please contact us at info@theexecutiveadmin.co.uk and we will do our best to help.
Billing or payment queries - please contact us at info@theexecutiveadmin.co.uk
Complaints about the outcome of a data subject access request that was handled correctly and on time.
Complaints about a third party's conduct or professional practice - these should be directed to the relevant professional body or regulator.
Employment or HR grievances - these follow a separate process, even where a data request forms part of the grievance.

If you are not sure whether your concern is a data protection matter, please contact us anyway and we will help you direct it to the right place.

There are no formal requirements for how you raise a complaint. You can contact us verbally, in writing, or through any of the channels listed above.

3. How to Make a Complaint

If you have a concern about how we have handled your personal data, please contact us in the first instance so that we have the opportunity to investigate and resolve the issue.

You can submit your complaint by:

Email: info@theexecutiveadmin.co.uk

Post: The Executive Admin Ltd, 11 Atholl Avenue, Stretford, Manchester, M32 9LZ

Please provide:

Your name and contact details
Details of your complaint
Any relevant dates or correspondence
What outcome you would like to see

4. What Happens Next?

Acknowledgement

We will acknowledge receipt of your complaint within 30 calendar days.

Investigation

We will investigate your complaint fairly and thoroughly, without undue delay. This may include reviewing records and system logs, and speaking to relevant team members or suppliers

Response

We aim to give you a full response within one calendar month of receiving your complaint. In complex cases, we may extend this by up to a further two months. If we need to do this, we will tell you within the first month and explain why.

Our response will explain:

What we investigated and how.
What we found, and the reasons for our decision.
What action (if any) we have taken or will take as a result.

Your right to take your complaint to the ICO if you are not satisfied.

We will not charge a fee for handling your complaint, unless it is clearly unfounded or excessive - in which case we will explain this to you before proceeding.

5. Complaint Outcomes

Following our investigation, we will explain:

What we have found
Whether any data protection obligations have been breached
Any actions we have taken or intend to take
Any lessons learned or improvements identified

Where appropriate, we will take corrective action to address any issues identified.

6. If You Are Not Satisfied

If you remain unhappy with our response, you have the right to raise your concerns with the Information Commissioner's Office (ICO), the UK's independent authority responsible for upholding information rights.

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: Information Commissioner's Office (ICO)

You can also submit a complaint online via the ICO's website.

7. Record Keeping

We maintain records of all data protection complaints received, including:

Date received
Nature of the complaint
Actions taken
Outcome
Any remedial measures implemented

These records help us demonstrate compliance, identify trends and improve our data protection practices.

8. Review of This Procedure

We review this procedure regularly and update it when required to reflect changes in legislation, regulatory guidance or our business practices.

The Executive Admin Ltd

For general data protection enquiries, please contact:

Email: info@theexecutiveadmin.co.uk