Template Letter for Individual Raising a Complaint

Summary

This is a template letter published by the Jersey Office of the Information Commissioner (JOIC) for individuals who wish to raise a data protection concern directly with an organisation (the data controller) before escalating the matter to JOIC. It is a drafting aid, not a binding rule, and must be adapted to the individual's own circumstances.

• Purpose: Helps an individual formally notify an organisation of a concern about how their personal data is being processed.
• Process signalled: States that JOIC expects the individual to give the organisation a chance to resolve the concern before a formal complaint is made to JOIC.
• Suggested response window: The template asks the organisation to provide a full response within four weeks, or to explain any delay and give a revised timeframe.
• Escalation route: Notes that if the individual is unsatisfied with the organisation's response, they may raise the matter formally with JOIC, providing the letter and any reply received.

The document itself does not impose statutory obligations; it reflects JOIC's expectation that individuals attempt direct resolution first and gives organisations informal notice of a reasonable response period before a formal complaint may follow.

Applies to

data controllers, organisations processing personal data

Deadlines

• four (4) weeks: Suggested timeframe requested by the individual for the data controller to provide a full response to the complaint before escalation to JOIC