Introduction

This policy outlines how individuals or companies can raise concerns about the way WorkNest Ltd (trading as Youmanage) handles personal data and how these concerns will be addressed in line with UK data protection legislation.

WorkNest Ltd is a company registered in England and Wales with company number (CRN 04382739) and whose registered office is at 2nd Floor, 20 Grosvenor Place, London, England, SW1X 7HN. 

WorkNest is the data controller of personal information we collect. WorkNest is registered with the Information Commissioner’s Office as a data controller under reference:  Z2442783.

Scope

This policy applies to any personal identifiable data we are processing as a data controller. This will include the personal data of the following categories of data subject:

• Prospects, including their representatives and employees
• Clients, including their representatives, employees, and former employees
• Suppliers, including their representatives and employees

Complaints may relate to:

• Inaccurate or outdated personal information
• Unlawful data sharing
• Failure to respond to a data subject request, including Subject Access Requests (SARs) or Subject Erasure Requests (SERs)
• Excessive data retention
• Inappropriate use of profiling, automated decision making or artificial intelligence
• Breach of data protection rights

How to make a complaint

For any queries, concerns, or complaints you may have about how WorkNest collects, uses or stores your personal information, you can contact our Data Protection Officer at [email protected] 

Or you can write to: 

Data Protection Officer 

WorkNest 
Woodhouse 
Church Lane 
Aldford 
Chester  
CH3 6JD

For ease of the investigation, please kindly provide the following information:

• Full name
• Contact details
• Description of your concerns
• Any supporting evidence

Without the above information, we may not be able to complete a full investigation or contact you for further information or with a response.

If the complaint is made on behalf of someone else, such as a solicitor on behalf of a client, proof of authority to act must be provided.

Identity verification

To protect personal data, WorkNest may request ID verification before investigating a complaint.

Acknowledgement and response times

Complaints will be acknowledged within 14 calendar days.

A full response will be provided without undue delay within 30 calendar days, unless complexity requires more time.

If there is likely to be a delay, we will inform the complainant about our progress and ensure that we have a clear record of communication with the complainant.

Investigation process

The Data Protection Officer (DPO) will review the complaint. Relevant stakeholders at WorkNest will be consulted as part of the investigation.

If the DPO is directly named in the complaint, the review will instead be undertaken by the Chief Technology Officer (CTO) or a named Director.

The complainant will be informed of the outcome and any remedial actions taken.

Escalation

If the complainant is dissatisfied with the outcome, they may escalate the matter to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

ICO helpline number: 0303 123 1113 

ICO website: ico.org.uk 

Record keeping

All complaints and outcomes will be logged securely and retained in line with WorkNest’s existing retention for complaints.

Review

This policy will be reviewed annually or upon significant and relevant legislative changes.