Data Protection Complaint Form

Data Protection Concern Form

Please use this form to raise a concern or complaint about how personal information has been used or handled by the Trust or one of its academies.
Guidance

Personal information (sometimes called personal data) means any information that can identify a person. This includes information about pupils, parents, carers or staff.

Use this form if you have concerns about how personal information has been used or shared by the Trust or its schools.

This form follows UK data protection laws.

Need help?

If you need help completing this form, please contact our Trust's Data Protection Officer (DPO) via email to dpo@abbeytrust.org

What will happen after you submit your data protection concern?
- We will confirm that we have received your complaint. We will normally acknowledge your complaint within 30 days, in line with data protection law.
- Your concern will be handled using the Trust’s data protection complaints process. This is separate from the Trust’s general complaints procedure.
- The Trust’s Data Protection Officer (DPO) may contact you if we need more information.
- We will review the information you have provided and take appropriate steps to investigate.
- If our investigation takes longer, we will keep you updated.
- Once our investigation is complete, we will explain the outcome and any actions we have taken.
If you are not satisfied with our response, you have the right to raise your concern with the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.

Our aim is to resolve data protection concerns fairly and as quickly as possible.

If you need to provide more information after submitting this form, please contact: dpo@abbeytrust.org

Whose information is this concern about?

Please tell us who the concern is about. This is the person whose personal information (data) is involved. For example, this could be a pupil, parent, or staff member.
Name *
Full name(s) of the person or people whose information is involved.
Pupil / StudentParent / CarerStaff MemberFormer Pupil / StudentSomeone else (please explain)
If 'someone else', please provide more details so we can identify them*
Their date of birth or school year/class group (optional)
If the person is a pupil or former pupil, giving their date of birth or other information will help us to identify the correct person
YesNoNot sure

Your details (person making the complaint)

Please give your details below. This is the person completing the form and contacting us about the concern. If you are filling this in for someone else (for example a child), please tell us your relationship to them.
Your name*
Your full name
I am the person the concern is aboutParent / CarerLegal GuardianSomeone else (please specify)
If 'someone else', please give more details*
For example: family member, social worker, advocate, or another representative.
Your email*
We will use this address to contact you about your concern
Your address*

Street Address

Street Address Line 2

TownCity

Post Code
Your phone number (optional)
We may use this if we need to contact you quickly about your complaint

Complaints involving children

Your answers on this form suggest that your complaint involves information about a child. Children can sometimes make their own decisions about their personal information. This depends on how well they understand what the complaint is about, not just their age. Children aged 13 or over are more likely to be able to make their own decisions, but we may need to check this on a case-by-case basis.
Child or children under 13Child or children aged 13 or over
Yes - I have parental responsibility for the child(ren) this complaint is aboutNo - I do not have parental responsibility for the child(ren) this complaint is about
If you do not have parental responsibility, please tell us more about your relationship to the child and any relevant legal or care arrangements.*
Please tell us your relationship to the child and anything important we should know about who cares for them or makes decisions for them. We may need to contact you for more information.
I am the child aged 13 or over and I am making this complaint myselfI am making this complaint on behalf of the child (or children) aged 13 or over and they have given their consentI am making this complaint on behalf of the child (or children) aged 13 or over as they are not capable of giving consent
Please note: children aged 13 or over may be able to make their own decisions about their personal information, so we may need to confirm their agreement before continuing. If you have evidence of the child’s agreement, please upload it here. If you do not have this yet, you can still submit the form and the Data Protection Officer may contact you to request it.

If the child is aged 13 or over, we need evidence that they agree to you making this complaint on their behalf. This is required even if you have parental responsibility. Examples of evidence may include a signed note, email, message, or other written confirmation from the child showing they agree.
Cancelof
Please explain why the child is not able to give consent*
Please help us understand why the child cannot give consent themselves. For example, you may wish to explain: • Any learning needs or disabilities • Medical or wellbeing reasons• Communication difficulties • Their age or level of understanding • Any other reason you believe they cannot make this decision. Please only include information that is relevant to this complaint.

Final checks
Please visit our website or contact our DPO for more information

You can visit www.abbeymat.org to read more about how we use and keep information in our Privacy Notices and Retention Schedule:
- Privacy Notices
- Record Retention Schedule
Need more help?

If you are not sure about anything in this form or can't find the answer you are looking for on our website, please contact our Data Protection Officer (DPO) via email to: dpo@abbeytrust.org
The information I have provided is true to the best of my knowledgeI understand the Trust may share information internally if needed to investigate this complaintI understand that information about this complaint will be kept according to the Trust’s retention policyIf I am acting for someone else, I confirm I have permission or authority to do so
Signature*

Clear
Date*

DayMonthYear
Date
Should be Empty:

Data Protection Concern Form

Tell us about your data protection concern

Tell us about your data protection concern (continued)

Whose information is this concern about?

Your details (person making the complaint)

Complaints involving children

Final checks