Complaints

How to log a complaint on GDPRiS

Complaints

From time-to-time schools will need to log a complaint which is to do with data protection which may be tied to an Incident (data breach or cyber related) or an Information Request. The Complaints feature will allow schools to log these complaints.

How to log a Complaint

In the GDPRiS Portal go to the Complaints section via the navigation menu. Incidents, Complaints and Information Requests\Complaints

On the Complaints page, click on the “Add Complaint” button.

Add the Basic information for the complaint.

The Type list is made up of the following entries:

• School is withholding data.
• School has not responded in time.
• School has provided incorrect information.
• Reoccurring breaches.
• Poor Breach response.
• Disagree with exemptions.
• Inadequate technical or organisational security.
• Data is being used beyond original purpose.
• Incorrect/absent lawful basis.
• Excessive data is being held.
• Data is inaccurate.
• Data should have been deleted.
• Inadequate privacy information. 

 

Type in the information about the complaint.

Add the information about the Complainant as well as their expectations of the complaint.

Select if the complaint is reportable to ICO or if the complaint should be timed. If Timed is selected, there is a 30 day period for the complaint to be responded to.

Confirm all the information on the complaint and either click “Save” to create the complaint, “Back” to go back to the relevant stage which needs correcting or “Cancel” to discard all information for this complaint.

When a complaint is created, your SchoolDPStaff users will be sent a notification.

Linking the Complaint to an Information Request or Incident

Complaints can be linked to either an Information Request or Incident.

Edit the complaint via the pencil icon on the right-hand side of the complaint.

Click “Add Link” at the top of the Complaint.

Use the toggle at the top of the page to select either Information Request or Incident to link your complaint to.

Select the Information Request or Incident by putting a tick in the box next to the item and then click “Save”.

Once a complaint has been linked, you can view the item it has been linked to by clicking either the “View Information Request” or “View Incident” button at the top of the complaint.

Communication & Comments

Complaints has a feature where you can add comments from ICO or from another source so that they are included in the complaint.

When adding a Communication from ICO, make sure to tick the “From ICO” box.

Editing or Adding Supporting Document Location

If you need to either add or edit a Supporting Document Location, click on the pencil icon inside the Complaint on the Supporting Document Locations section.

If you need to add multiple document locations, click the “+” icon to add more locations.

User Guides: DP Staff Complaints