Bitz ‘n’ PC’s Ltd takes its obligations under the UK GDPR (2018), the Data Protection Act (2018), and the Privacy and Electronic Communications Regulations (PECR) very seriously.
The procedure below shows how we will respond to complaints from individuals relating to the use of their personal data and complaints made in relation to the processing of personal data.
Complaint Received
If a customer, employee, or any other individual raises a complaint related to personal data processing with Bitz ‘n’ PC’z Ltd, the complaint will automatically forwarded to the company’s Data Protection Officer (DPO) without delay.
Acknowledge Receipt
The DPO will acknowledge receipt of the complaint within 5 working days of receiving it, providing information about how the complaint will be handled and the expected timeframe for resolution.
To protect your personal data, we will seek to confirm your identity if there is any doubt about the identity of the person making a complaint. A copy of a passport or photo driving licence are acceptable forms of identification.
Bitz ‘n’ PC’z Ltd will only accept a complaint from an individual’s representative, if the representative provides written consent from the individual authorising the representative to act on their behalf in relation to the complaint.
Investigation
The DPO will conduct a thorough investigation of the complaint to determine the nature and extent of the issue. The investigation will include gathering any relevant evidence and interviewing any parties involved.
In some scenarios we can refuse to handle the complaint. This will be when a complaint is deemed to be manifestly unfounded, abusive, vexatious or excessive. Where a complaint is deemed to be manifestly unfounded, excessive, abusive or vexatious, Bitz ‘n’ PC’z Ltd will contact the individual and in a reasonable timeframe explain to them:
a. the reasons for refusing to consider the complaint;
b. their right to make a complaint to the ICO;
c. their right to pursue their data subject rights through a judicial remedy.
Resolution
Based on the findings of the investigation, the DPO will determine the appropriate action to be taken to resolve the complaint. This may include implementing corrective measures, such as changing processes or updating policies.
Communication
The DPO will communicate the resolution of the complaint to the individual who raised it, providing details of any actions taken and the outcome of the investigation. If the complaint is upheld, the DPO will also provide information on any remedial actions that have been taken to prevent similar issues in the future.
If you’re not satisfied with our handling of your complaint, you can make a complaint to the ICO
Record Keeping
Bitz ‘n’ PC’z Ltd will maintain a record of all data protection complaints received, including the nature of the complaint, the actions taken and the resolution. This information will be anonymised and retained for a minimum of six years.
Review
Bitz ‘n’ PC’z Ltd will regularly review its data protection complaints procedure to ensure it remains up to date and effective in addressing any data protection issues that may arise.
Training
All Bitz ‘n’ PC’z Ltd employees and sub-contractors are made aware of the data protection complaints procedure and how to follow it. Training and awareness programs are implemented to ensure that all staff members are equipped to handle complaints effectively and in accordance with UK GDPR and the Data Protection Act.
