Data Protection Complaints

Sheffield Hallam University is committed to handling personal data fairly, transparently and in accordance with data protection legislation.

If your concern relates to a Freedom of Information request, please refer to the University’s Freedom of Information Internal Review process. This procedure applies only to concerns about personal data.

Questions and Clarifications

If you have received a response to a data subject rights request and would like clarification, or if you have any questions about how your personal data has been processed, please contact the Information Governance team and we will try to assist in the first instance. We may be able to help by explaining:

Complaints

If you are dissatisfied with how your personal data has been handled, or with a response you have received, you may raise a formal complaint. This may include dissatisfaction with:

The purpose of the complaints process is to consider whether the University has complied with its obligations under data protection law in relation to your personal data.

Making a Complaint

To help us consider your complaint fairly and efficiently, please make your complaint in writing and include:

To support a focused and timely review, please ensure:

Please send your complaint to:

Email (preferred): dpo@shu.ac.uk
Address (alternative): Data Protection Officer, Sheffield Hallam University, Howard Street, Sheffield, S1 1WB

Complaint Handling

On receipt of a complaint, we will:

We will provide an outcome without undue delay once our enquiries are complete. Where appropriate, we will keep you informed of progress while your complaint is under consideration.

Complaints will be considered by the Data Protection Officer, or their nominee, and the person carrying out the review will not have been involved in the original matter where possible.

We will write to you with the outcome of your complaint. This may:

Use of Artificial Intelligence (AI)

Whilst we recognise that tools such as generative AI can be helpful in structuring written submissions, you are strongly encouraged not to rely on these tools as the sole basis for your complaint. Complaints that are drafted primarily by AI can sometimes include generic, inaccurate or non-specific information, which may obscure the key facts and issues relevant to your case. This can delay the assessment process and, in some instances, lead to misunderstandings about the nature of the concern being raised. We therefore recommend that any complaint is based on your own words and experience, ensuring that it clearly and accurately reflects the specific circumstances and outcomes you are seeking.

Information Commissioner’s Office

If you remain dissatisfied after the University has considered your complaint, you have the right to raise your concerns with the Information Commissioner’s Office (ICO).