A privacy complaint, served as a Standard Notice to Address Grievance, says that you got something wrong, often that you ignored a request. Record every notice served on you, answer it, and keep the answer with it.
Who can do this
An owner, editor or contributor of your workspace can record and answer notices. A viewer can see the register.
A complaint is not a request
A request asks for something, such as a copy of someone's data or its deletion. Answering it closes it. A complaint alleges a failure. No statutory period runs on it, but if it goes unanswered the person may complain to the Commission, and they cannot withdraw that complaint once it is made.
If the person is asking you to do something with their data, log it under Privacy requests as well.
Find the register
Open Records & controls → Privacy complaints. The figures at the top are Not yet answered, Escalated and Served this year. Each notice shows whether it is answered, who served it, when, and who holds it.
Who may serve a notice
- The person whose data it is.
- Someone acting for them, such as a lawyer, a parent or a guardian.
- A civil society organisation, on behalf of people generally. They do not need to be your customer.
A person does not have to serve a notice before complaining to the Commission.
Record a notice
Press Record one served, then fill in:
- Who served it, in whatever form they gave it.
- In what capacity: The person themselves, Somebody acting for them or A civil society organisation.
- What they alleged, in their own words, not a summary. The wording is the evidence.
- The day it was served, not the day it reached you.
- A reference, if they named a request or activity.
- Who holds it. A notice nobody holds is the one that goes unanswered.
- An optional note on what the notice sits on top of.
Press Record it, then Open it.
Answer it
On the register or the notice's page, press Answer this notice. Write What you told them, then press Record the answer. The answer is kept, because it is what the Commission would read if the matter goes further. Answering does not end the matter. The person can still go to the Commission.
If it went to the Commission
On the notice's page, under If they went to the Commission, press Record that it escalated. Add the Commission's reference if you have one. It ties their letters to this notice. Recording it is not an admission of anything.
Common questions
"Is there a deadline?" No statutory period runs on a grievance, so nothing is marked overdue. The register counts how long each notice has gone unanswered instead.
"Should we summarise what they said?" No. Record their words as served.
"Do we file our answer with the Commission?" Not through Asiri. Send your answer to the person who served the notice and record it here, dated.