Data Protection Complaints Procedure
1. Purpose
Pro Foodservice Reps Ltd (PFR) is committed to protecting the privacy and personal data of our customers, suppliers, employees and website visitors. We take all concerns regarding the handling of personal data seriously and are committed to investigating and resolving complaints fairly and promptly. This procedure explains how individuals can raise concerns about the way we collect, use, store or process personal information.
2. Scope
This procedure applies to complaints relating to:
- The collection or use of personal information
- Marketing communications and consent preferences
- Data accuracy and correction requests
- Data retention and deletion requests
- Subject Access Requests
- Data security and confidentiality concerns
- Any other matter relating to the processing of personal data by Pro Foodservice Reps Ltd (PFR)
3. How to Make a Complaint
If you have a concern about how we process your personal data, please contact us using one of the following methods: Email: info@prorepsuk.com
Post:
Pro Food Service Reps Ltd
Rolleston Lodge Business Centre
Harborough Road
Billesdon
Leicestershire
LE7 9EL
Telephone: 01162 599393
To help us investigate your complaint efficiently, please provide:
- Your full name
- Contact details
- Details of your concern
- Relevant dates or correspondence
- Any supporting documentation
4. Acknowledgement of Complaints
We will acknowledge receipt of your complaint within 30 days of receiving it. Where additional information is required to investigate the matter, we may contact you to request further details.
5. Investigation Process
Upon receipt of a complaint, we will:
- Review the details of the complaint
- Investigate the circumstances surrounding the concern
- Consult relevant personnel where necessary
- Review applicable policies, procedures and records
- Determine whether any corrective action is required
- We will handle all complaints fairly, impartially and in accordance with our obligations under UK data protection legislation
6. Outcome of the Complaint
Once our investigation has been completed, we will provide you with a response explaining:
- The outcome of our investigation
- Any actions taken or proposed
- Any steps we have implemented to prevent similar issues occurring in the future (where applicable)
We aim to resolve complaints without undue delay and will keep you informed if our investigation is likely to take longer than expected.
7. Escalation to the Information Commissioner’s Office (ICO)
If you are dissatisfied with our response, you have the right to raise your concerns with the Information Commissioner’s Office (ICO).The ICO is the UK’s independent authority responsible for upholding information rights and data protection laws.
You can contact the ICO via:
Website: https://www.ico.org.uk
Telephone: 0303 123 1113
Address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
We would, however, appreciate the opportunity to address your concerns before you contact the ICO.
8. Record Keeping
We maintain records of data protection complaints, investigations and outcomes in accordance with our legal and regulatory obligations. Records are retained only for as long as necessary to demonstrate compliance and support any subsequent enquiries or investigations.
9. Review of this Procedure
This procedure is reviewed periodically to ensure it remains compliant with applicable data protection legislation and regulatory guidance.
Last Updated: June 2026
Version: 1.0
