DATA PROTECTION COMPLAINTS PROCEDURE

Effective Date: 19th June 2026

Purpose

Blue Conker is committed to protecting the privacy and personal data of our clients, members, subscribers, suppliers and website users.

This procedure explains how individuals can make a complaint regarding our handling of their personal data and how we will investigate and respond.

How to Make a Complaint

If you believe that Blue Conker has not handled your personal data in accordance with applicable data protection laws, you may submit a complaint using any of the following methods:

Email: [email protected]

Post:

Blue Conker

Havelock Villa

38 Wimpole Road

Colchester

Essex CO1 2DL

Your complaint should include:

• Your name and contact details

• A description of your concern

• Any relevant dates or correspondence

• Details of the personal data involved (if known)

• The outcome you are seeking

You do not need to use a specific form to make a complaint.

Acknowledgement of Complaints

We will acknowledge receipt of your complaint within 30 calendar days of receiving it.

Our acknowledgement will:

• Confirm receipt of your complaint

• Explain the next steps in our investigation process

• Provide contact details for the person handling your complaint

Investigation Process

Upon receipt of a complaint, we will:

• Review the details provided

• Make any appropriate enquiries necessary to investigate the matter

• Request additional information if required

• Review relevant records, systems and communications

• Consider whether any corrective action is necessary

We will investigate complaints without undue delay and will keep you informed of progress where appropriate.

Complaint Outcomes

Following our investigation, we will provide a written response setting out:

• Our findings

• Any action taken or proposed

• Any remedial measures implemented

• The reasons for our decision

We will communicate the outcome without undue delay.

Escalation Rights

If you are dissatisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office

Website: https://www.ico.org.uk

Telephone: 0303 123 1113

We encourage individuals to allow us the opportunity to investigate and resolve concerns before contacting the ICO.

Record Keeping

Blue Conker maintains a register of all data protection complaints received.

Records will include:

• Date received

• Nature of complaint

• Investigation actions taken

• Outcome

• Date closed

Complaint records will be retained for a minimum of six years.

Responsibility

Responsibility for handling data protection complaints rests with:

Sara Heard

CEO

Blue Conker

[email protected]

Review

This procedure will be reviewed annually and updated whenever required by changes in applicable data protection laws or regulatory guidance.