Data protection complaints form

1Introduction

2Privacy Notice

3Contact details

4Complaint information

5Data breach

6Review and submit

Introduction

Use this form to raise concerns about how the University processes your personal data.

You can use this form for complaints about:

How your personal data has been handled.
The handling or outcome of a Subject Access Request.
How your data protection rights have been applied.
A possible personal data incident.

If your concern does not relate to personal data, it falls outside of this process scope. As a student, you can raise a concern with us.

Informal resolution

Where possible, we recommend contacting the relevant team or department directly to try to resolve the issue before submitting a formal complaint.

Reasonable adjustments

If you have accessibility requirements, please email us at dpo@arts.ac.uk and we can discuss how you can make your complaint.

Before you start

To complete this form, you will need:

details of the incident or issue
identification – at least 1 form of ID and signed authority/consent if you are acting as a representative.

Types of ID that we accept are:

passport
student ID
Staff Payroll number
driving licence.

Form guidance

Please keep your answers clear and concise to help us investigate your complaint more quickly.

Privacy Notice

Data controller

The University of the Arts London (UAL) is the data controller for the personal data you provide in this complaints form.

Purpose of processing

We collect and process personal data you provide to:

record and manage data protection complaints
investigate concerns about how personal data has been processed
communicate with you about your complaint
implement any actions or outcomes arising from the complaint
comply with legal and regulatory obligations relating to data protection.

Legal basis

Personal data

Processing of your personal data is necessary under Article 6(1)(c) UK GDPR – Legal Obligation. This processing enables UAL to fulfil its obligations under applicable data protection legislation, including maintaining a complaints process.

Special category data

Your complaint may include special category data e.g. ethnicity data. Where this data is processed in your complaint, UAL will process this information under Article 9(2)(g) UK GDPR – Substantial public interest.

This processing is carried out in accordance with the UAL's Appropriate Policy Document (APD). The document sets out safeguards for handling special category data in compliance with the Data Protection Act 2018.

Categories of personal data collected

The information we may collect includes:

your name and contact details
proof of identity
details of your complaint and any personal data involved
details of the organisation, department the complaint relates to
supporting documentation
accessibility requirements where relevant.

Representative information

If a complaint is submitted by a representative acting on behalf of a data subject, UAL may process:

the representative’s name and contact details
evidence of authority to act on behalf of the data subject.

This information is processed solely to verify authority and administer the complaint.

Your personal data may be shared with

Relevant UAL staff responsible for investigating or responding to the complaint.
Other UAL departments where necessary to resolve the complaint.
Regulatory bodies where required by law.

Data retention

Information relating to complaints will be retained for 6 years after the complaint has been closed.

Full privacy information

For further privacy information, including your privacy rights: arts.ac.uk/privacy-information

Privacy Notice agreement(Required)

I have read and agree with UAL’s Privacy Notice

Contact details

Are you submitting this complaint on behalf of someone else?

Yes – I am acting as a representative

Representative's details

Representative's name(Required)

Given Name Family Name

Representative's email address(Required)

All communications about this complaint will be sent by email. Please make sure your email address is accurate.

Relationship to the data subject(Required)

Note: By "data subject" we mean a person whose personal data is the subject of this complaint.

Please specify(Required)

Consent/authority evidence(Required)

The information included in the consent or authority document must be sufficient for us to verify the data subject’s identity.

Written consent form
Other valid proof of authority

Max. file size: 10 MB.

Your details

Full name(Required)

Given Name Family Name

Email address(Required)

All communications about this complaint will be sent by email. Please make sure your email address is accurate.

Do you have any accessibility requirements regarding how we can communicate with you?(Required)

Yes

Tell us what adjustments we should make so you can access and understand our communications

Please do not provide any health conditions.

Complaint information

Type of complaint(Required)

Please select all that apply

Failure to respond to a Subject Access Request (SAR) within the statutory deadline of 1 calendar month or the extended timeframe of 3 calendar months for complex requests

Incomplete or unsatisfactory SAR response

Inaccurate personal data held

Failure to delete personal data

Unauthorised or unlawful processing or use of personal data

Failure to uphold data protection rights (e.g. rectification, restriction, objection, automated decision-making, profiling)

Data breach concern (e.g. loss, unauthorised disclosure)

Other data protection concern

Please describe(Required)

Which part of the university is your complaint about?(Required)

Information Governance/Data Protection Team

Colleges

UAL Institutes

Central Services

UAL Services and Subsidiaries

Other

Not known

Colleges(Required)

Camberwell College of Arts

Central Saint Martins

Chelsea College of Arts

London College of Communication

London College of Fashion

Wimbledon College of Arts

UAL Institutes(Required)

School of Pre-degree Studies

UAL Creative Computing Institute

UAL Decolonising Arts Institute

UAL Fashion Textiles and Technology Institute

AKO Storytelling Institute

Central Services(Required)

Finance

Legal

UAL Services and Subsidiaries(Required)

UAL Online

UAL Awarding Body

Short Courses Ltd

ArtsTemp Ltd

Please specify(Required)

Briefly describe your complaint(Required)

Please include:

what happened
what data was involved (if known)
why you believe data protection law has not been complied with.

Have you tried to resolve the matter informally by contacting the relevant UAL team?

Examples: clarification or explanation provided, correction of administrative error, completion of delayed SAR.

Yes

Consider an informal resolution.
Many issues can be resolved quickly without a formal investigation.

Please briefly explain the outcome(Required)

For example: completion of delayed SAR, correction, etc.

Date of issue(Required)

The date when the data protection issue you are complaining about first occurred or when you first became aware of it.

Day

Month

Year

What outcome are you seeking from this complaint?(Required)

This helps us understand your expectations and may allow us to resolve your complaint more quickly.

Review or change a decision we have made

Correction or deletion of personal data

Apology for a mistake or error

Other

Please describe(Required)

Data breach

How did you become aware of the possible breach?(Required)

What type of personal data is involved?(Required)

For contact details, health data, etc.

Whose data is involved?(Required)

Who may have had access to the data?(Required)

Is the issue ongoing?(Required)

Yes

Have you experienced harm of distress as a result?

Review and submit your responses

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Declaration

Declaration(Required)

I confirm that the information provided in this form is true and accurate to the best of my knowledge.