Synergy Automotive Trading as Synergy Car Leasing Data Protection Complaints Procedure
Purpose: This procedure outlines how Synergy Car Leasing handles complaints relating to the use, handling, or protection of personal data in line with UK GDPR and ICO expectations.
What is a Data Protection Complaint: A data protection complaint relates to concerns about how personal data has been collected, used, stored or shared. This includes but is not limited to misuse of personal data, marketing consent concerns, data accuracy issues, or dissatisfaction with a Subject Access Request (DSAR) outcome.
How to Submit a Complaint: Customers can raise a data protection complaint by contacting the Compliance Team at [email protected] with details of their concern.
Process:
- Log: The complaint will be recorded in the Data Protection Complaints Log.
- Assess: Compliance will assess whether the issue is a data protection complaint, general complaint, or data breach.
- Investigate: A proportionate investigation will be undertaken.
- Respond: A clear response will be provided for outlining findings and outcomes.
- Close: The complaint will be formally closed and recorded.
Timeframes: We will aim to acknowledge complaints within 7 working days and respond to complaints without undue delay within 30 days but not exceeding the data protection requirements of 90 days.
Escalation: If you are not satisfied with the response, you have the right to escalate your complaint to the Information Commissioner’s Office (ICO).
Governance and Reporting: All data protection complaints are monitored by the Compliance function and reported through governance reporting to identify trends, risks, and potential improvements.