Data Protection Complaints Policy

Veritas Fox Ltd, trading as veritas_fox ("we", "us", "our"), is committed to handling personal data lawfully, fairly and transparently. This policy explains how you can complain to us if you believe we have not handled your personal data in line with data protection law, and how we will deal with your complaint.

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It reflects our obligations under the Data (Use and Access) Act 2025, the UK GDPR and the Data Protection Act 2018.

 

1. Who this policy applies to

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This policy applies to any individual whose personal data we process, including clients, prospective clients, website visitors, business contacts and suppliers. You can make a complaint whether or not you are a customer of ours.

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2. What is a data protection complaint

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A data protection complaint is any concern you raise about how we have collected, used, stored, shared or otherwise processed personal data relating to you, or to someone you are acting on behalf of. For example:

• we have used your personal data in a way you did not expect or did not agree to;

• we have not responded properly to a request to exercise your data protection rights (such as access, correction or erasure);

• you have concerns about how securely we hold your personal data; or

• you believe we have shared your personal data without a proper basis.

 

3. How to make a complaint

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You can make a data protection complaint using any of the methods below. You do not have to use a particular form, and we will handle your complaint however it reaches us, even if you contact us through a different channel.

• By email: hello@veritasfox.com

• By post: Data Protection Lead, Veritas Fox Ltd, 3a Sundorne Road, London SE7 7PR

 

To help us deal with your complaint quickly, please include: your name and contact details; a clear description of your concern; any relevant dates, reference numbers or previous correspondence; and what you would like us to do to put things right.

 

4. Acknowledging your complaint

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We will acknowledge your complaint within 30 days of receiving it. Where we are able to complete our review and give you our outcome within that 30-day period, we may respond with the outcome directly instead of sending a separate acknowledgement first.

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5. How we will handle your complaint

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We will take appropriate steps to respond to your complaint without undue delay. This includes making reasonable and proportionate enquiries into the concerns you have raised.

We will keep you informed of the progress of your complaint and of the timeframes involved, and we will explain the reasons for any delay. The time we need will depend on the nature and complexity of your complaint.

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We are not required to take steps that would be unreasonable or disproportionate. Where we decide that a step falls into that category, we will record that decision, together with the enquiries we have made and the reasons for our conclusions.

 

6. Our response and outcome

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Once we have completed our review, we will inform you of the outcome without undue delay. Our response will explain what we found, the reasons for our findings, and any action we have taken or will take as a result.

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7. If you are not satisfied: complaining to the ICO

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If you are unhappy with how we have handled your complaint, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection. You can complain to the ICO at any time, although we would welcome the chance to address your concerns first.

• Online: ico.org.uk/make-a-complaint

• Helpline: 0303 123 1113

• By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

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8. Related information

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Further details of how we collect and use personal data are set out in our Privacy Notice, available on our website under legal at www.veritasfox.com. Our ICO registration reference is ZC194839