Data protection complaint procedure

Kingston University will abide by its Data Protection Policy and Privacy notices, which can be found on our Policies and regulations webpage, under Information regulations.

If you have a concern about how we process your personal information you can make a complaint. You will need to state clearly the grounds for your complaint.

If your complaint is about the results or management of a Data Subject Request, it must be made within 30 days of the completion of your request and will only be considered outside this timeframe in exceptional circumstances.

You can submit a complaint under this procedure if you have a concern about:

• how we are collecting, using or disposing of your personal data
• the results or management of a Data Subject Request
• any other matter related to your rights as a data subject under data protection legislation.

The following issues will not be considered under this procedure:

• concerns about other people’s personal data
• Freedom of Information requests
• requests for access to university systems
• any other concerns that are not related to your rights as a data subject under data protection legislation.

Stage 1: Informal resolution

You can raise questions or concerns about data protection to the Data Protection Officer at [email protected]. If your complaint is about the results or management of a Data Subject Request, you must submit it within 30 days of completion of your request.

We will respond to you within 15 working days and will attempt to answer your question or concern fully at this stage. If we are required to perform additional searches or other actions as a result of your query, we will agree a timescale to do this with you.

If you are not satisfied with the outcome, you may submit a formal complaint, within 30 days of our response.

Stage 2: Formal complaint

If you are not satisfied with the outcome of the Stage 1 informal resolution, you may submit a formal complaint to the Data Protection Officer, within 30 days of our response.

If you wish to submit a Stage 2 formal complaint, please complete this online form: Data Protection complaint.

We will respond to you within 15 working days. If we are required to perform additional searches or other actions as a result of your complaint, we will agree a timescale to do this with you.

If you remain dissatisfied with the outcome of the Stage 2 formal complaint, you have the right to contact the Information Commissioner's Office (ICO).