Symposed

Data Protection Complaints Procedure

Last updated 6 July 2026

1. What this procedure covers

Use this procedure if you believe Symposed has collected, used, shared, retained, secured or otherwise handled personal information about you in a way that breaches data protection law or our Privacy Notice.

A request to access, erase, correct or exercise another data right may also be handled under our data-rights process. We will identify the correct process even if you do not use legal terminology.

2. How to complain

Submit a complaint through our contact form. Please provide:

  • your name and the email address associated with your Symposed account, if applicable;

  • a clear description of what you believe happened;

  • the relevant date, project, message, account or feature where known;

  • what outcome you are seeking; and

  • any relevant evidence, while avoiding unnecessary patient or third-party data.

You do not need to quote the UK GDPR or any other legislation for us to treat a genuine concern as a data protection complaint.

3. What we will do

1. Facilitate the complaint and record it through our complaints process.

2. Acknowledge receipt within 30 days of receiving it.

3. Without undue delay, take appropriate steps to respond, including making appropriate enquiries.

4. Keep you informed where appropriate, particularly if the matter requires more time or information.

5. Without undue delay, tell you the outcome of the complaint and any action we have decided to take.

We may ask for proportionate information to verify identity or clarify the concern. We will not ask for more information than reasonably necessary.

4. Possible outcomes

Depending on the complaint, we may correct or delete information, change a setting, explain our processing, improve a process, take security or moderation action, refuse a request where a legal exception applies, or conclude that our processing was lawful. We will explain the outcome to the extent reasonably possible and lawful.

5. Complaining to the ICO

You can complain to the Information Commissioner's Office (ICO), the UK data protection regulator. We ask that you first give us an opportunity to address the matter, but you are not required to do so. Information about making a complaint is available on the ICO website.

6. Contact

Data protection complaints: our contact form

Controller: Symposed