VIRTUAL PERSONAL ASSISTANT SERVICES
Data Complaints Policy
CW Virtual PA Services
Last Updated: 10 August 2026
Purpose
CW Virtual PA Services is committed to protecting the personal data of our clients, website visitors and business contacts. We take all concerns relating to the handling of personal information seriously and aim to resolve any complaints promptly, fairly and transparently.
This policy explains how individuals can raise a complaint about the way we collect, use, store or manage personal data.
Making a Complaint
If you believe that CW Virtual PA Services has not handled your personal information in accordance with UK data protection legislation, we encourage you to contact us in the first instance so that we can investigate and resolve the matter.
Complaints can be submitted by:
Email: info@cwvirtualpa.co.uk
Website: www.cwvirtualpa.co.uk
Please provide as much information as possible, including:
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Your name and contact details
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A description of your complaint
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The date or time period involved
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Any relevant documents or correspondence
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The outcome you are seeking
What Happens Next
Once we receive your complaint, we will:
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Acknowledge receipt within five working days.
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Investigate the concerns raised.
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Contact you if we require any additional information.
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Respond in writing within one calendar month, where possible.
If the complaint is particularly complex or involves a large amount of information, we may require additional time. If this is necessary, we will explain the reason for the delay and provide an updated timescale in accordance with UK GDPR requirements.
Our Investigation
During our investigation we may:
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Review relevant records and correspondence.
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Speak with individuals involved.
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Review our procedures and security measures.
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Assess whether any breach of data protection legislation has occurred.
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Take appropriate corrective action where required.
Possible Outcomes
Following our investigation we may:
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Explain why we believe your personal information has been processed correctly.
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Correct inaccurate personal information.
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Update or delete personal information where appropriate.
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Restrict or stop certain processing activities.
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Improve our procedures or staff training.
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Offer an apology where we have made an error.
If You Are Not Satisfied
If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.
Information about how to make a complaint can be found on the ICO website:
Telephone: 0303 123 1113
We encourage you to contact us first so that we have the opportunity to resolve your concerns.
Data Subject Rights
Making a complaint does not affect your rights under UK GDPR. You may also request to:
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Access your personal information.
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Correct inaccurate information.
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Request the deletion of your data where applicable.
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Restrict or object to certain processing.
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Withdraw consent where processing is based on consent.
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Request a copy of your personal information in a portable format where applicable.
Requests relating to these rights should be sent to:
Confidentiality
All complaints will be handled confidentially and only shared with individuals who need the information to investigate and resolve the matter.
Records of complaints will be retained securely in accordance with our Data Retention Policy.
Review of this Policy
This policy will be reviewed regularly to ensure it remains accurate and complies with current UK data protection legislation.
Policy Owner: CW Virtual PA Services
Review Frequency: Annually or sooner if legislation changes.
Next Review Date: August 2027