Data protection complaint form template
Section 164A(2) gives a complaint form as an example of how to facilitate complaints. A good form is short, asks only what you need to investigate, and never becomes the only way in.
What the form is for
The form exists to get you enough information to investigate without a round of follow-up questions. Every extra field costs you completions, and an abandoned form does not stop the complaint arriving by email instead.
Fields and why each one is there
| Field | Required? | Why |
|---|---|---|
| Full name | Yes | To identify the data subject and locate their records |
| Email address | Yes | The acknowledgement has to reach them |
| Postal address or phone | Optional | Alternative contact and accessibility |
| Any reference you hold with us | Optional | Customer or account number speeds up the search substantially |
| What your complaint is about | Yes | Free text, generous limit. Do not force a category on the complainant |
| When it happened, approximately | Optional | Narrows the records you have to search |
| What outcome you are looking for | Optional | Often resolves the complaint faster than investigation alone |
| Are you complaining on someone else's behalf | Optional | Triggers an authority check before you disclose anything |
| Accessibility or contact preferences | Optional | Part of facilitating complaints for everyone |
| File upload | Optional | Screenshots and letters save a round trip |
Form introduction and confirmation text
Make a data protection complaint Use this form if you are unhappy about how [organisation name] has handled your personal data. You can also email [email address], write to [postal address] or call [number]. You do not have to use this form. We will acknowledge your complaint within 30 days of receiving it, and normally within [5] working days. We will make enquiries, keep you updated and tell you the outcome without undue delay. [Fields: Your name (required) - Email address (required) - Phone or postal address (optional) - Any reference number you have (optional) - What is your complaint about? (required, free text) - Roughly when did this happen? (optional) - What outcome are you hoping for? (optional) - Are you complaining on behalf of someone else? (optional) - Do you have any contact or accessibility preferences? (optional) - Attach a file (optional)] We use the information you give us to investigate and respond to your complaint, and we keep a record of it for [3] years. Our privacy notice at [URL] explains how we handle your personal data. Confirmation shown after submission: Thank you. We have received your complaint and your reference is [REF]. We will acknowledge it in writing within 30 days and normally much sooner. If you do not hear from us, contact [name] at [email address]. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint at any time.
What must happen after submission
- The submission is timestamped and stored somewhere other than one person's inbox.
- The complainant gets an immediate confirmation with a reference.
- A named person is alerted and the complaint appears on a list that is actually reviewed.
- The acknowledgement required by section 164A(3) is sent, whether automatically or by hand.
A form that emails a shared inbox achieves the first two at best. If you would rather the receipt date, reference, acknowledgement and audit trail were handled for you, use complaint logging software behind the form.
Accessibility
- Real labels on every field, not placeholder text only.
- Errors described in text next to the field, not colour alone.
- Works with a keyboard and at 200 per cent zoom.
- No CAPTCHA that blocks screen reader users without an alternative.
- A phone number and postal address on the same page as the form.
Prove you met the duty, not just that you meant to
The work in section 164A is operational: spotting the complaint, dating it, acknowledging it within 30 days, keeping the person informed and recording the outcome. PrivacyComplaints does that part for small organisations.