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Instant Valuation

GDPR Complaint Policy

GDPR & Data Protection Complaints Policy

Monroe Estate Agents

Last updated: 2 November 2026
Next review: 2 November 2027

1. Introduction

Monroe Estate Agents is committed to protecting personal information and ensuring that it is collected, used, stored and processed responsibly and in accordance with applicable data protection legislation.

We take all concerns regarding the handling of personal information seriously. This policy explains how you can raise a data protection complaint, how we will investigate it and what steps you can take if you remain dissatisfied with our response.

This policy should be read alongside our Privacy Policy.

2. Who this policy applies to

This policy applies to the following organisations:

  • Monroe Estate Agents Ltd.

  • Monroe Land and New Homes Limited.

  • Monroe Estate Agents (Yorkshire) Ltd.

  • Monroe Estate Agents (Guiseley) Ltd.

For the purposes of this policy, references to "Monroe Estate Agents", "Monroe", "we", "us" or "our" refer to the relevant organisation responsible for processing your personal information.

3. What is a data protection complaint?

A data protection complaint is any concern or dissatisfaction relating to how we collect, use, store, share or otherwise process personal information.

Examples of complaints may include:

  • Personal information being collected or used without an appropriate lawful basis.

  • Personal information being shared with an unauthorised third party.

  • Inaccurate or outdated personal information being held.

  • Personal information not being kept secure or being disclosed accidentally.

  • A request to access, correct or delete personal information not being handled appropriately.

  • Personal information being retained for longer than necessary.

  • Concerns about marketing communications or the use of personal information for marketing purposes.

  • Concerns about how we have responded to a data protection rights request.

4. How to make a complaint

If you are unhappy with how Monroe Estate Agents has handled your personal information, we encourage you to contact us in the first instance so that we have an opportunity to investigate and resolve your concerns.

You can submit your complaint in writing using the following contact details:

Data Protection Contact: Leanna Corban

Email: leanna@monroeestateagents.com

Post:
Leanna Corban
Monroe Estate Agents
37 Park Square North
Leeds
LS1 2NY

When submitting a complaint, please provide as much information as possible, including:

  • Your full name and contact details.

  • A description of your complaint and the circumstances surrounding it.

  • Details of the personal information or processing activity concerned, where known.

  • Any relevant dates, correspondence or supporting information.

  • Details of the outcome or resolution you would like us to consider.

We may contact you if we require further information to investigate your complaint.

5. How we handle complaints

All data protection complaints will be treated seriously, handled confidentially and investigated fairly.

Our complaints process will generally follow these stages:

Stage 1 – Acknowledgement

We will acknowledge receipt of your complaint within five working days wherever reasonably practicable.

Stage 2 – Investigation

We will review the details of your complaint, establish the relevant facts and consider how your personal information has been handled.

Where necessary, we may review internal records, relevant correspondence, system activity and the actions of any third-party service providers involved.

Stage 3 – Assessment

We will assess whether the handling of your personal information was appropriate and in accordance with applicable data protection legislation, including the UK GDPR and Data Protection Act 2018.

If we identify any shortcomings, we will consider what corrective action is necessary.

Stage 4 – Response

We aim to provide a full written response within 30 calendar days of receiving your complaint.

If a complaint is particularly complex or requires further investigation, it may take longer to resolve. In these circumstances, we will keep you informed of the progress and provide an indication of when you can expect a further response.

Stage 5 – Resolution

Where appropriate, we will take steps to resolve the complaint. This may include correcting inaccurate information, reviewing access permissions, updating internal procedures, providing further information or taking other appropriate corrective action.

We will explain the outcome of our investigation and any action taken or proposed.

6. If you are unhappy with our response

If you remain dissatisfied following our investigation, you can request that your complaint is reconsidered by contacting us using the details in Section 4.

You also have the right to raise your concerns directly with the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

You do not have to complete our internal complaints process before contacting the ICO.

Information Commissioner's Office (ICO)

Website: https://ico.org.uk/

Telephone: 0303 123 1113

The ICO provides guidance on your data protection rights and can consider complaints about how organisations handle personal information.

7. Confidentiality and protection of personal information

Any personal information provided to us as part of a complaint will only be used where necessary to investigate, manage and respond to the complaint.

We will take appropriate steps to ensure that complaint information is handled securely and only accessed by individuals who need it for legitimate business or investigative purposes.

We will not treat anyone unfairly or disadvantage them for raising a genuine data protection concern.

8. Complaint records and retention

We will maintain appropriate records of data protection complaints, including:

  • The date the complaint was received.

  • The nature of the complaint.

  • The investigation undertaken.

  • Any correspondence and communication.

  • The outcome and any corrective action taken.

Complaint records will be retained in accordance with our internal data retention procedures and applicable legal and regulatory requirements.

9. Staff responsibilities

All Monroe Estate Agents employees are responsible for handling personal information appropriately and following our data protection procedures.

Any member of staff who receives a data protection complaint must ensure that it is promptly referred to the designated Data Protection Contact.

Employees must not attempt to dismiss, ignore or independently resolve a formal data protection complaint without appropriate authorisation.

10. Review of this policy

This policy will be reviewed annually or sooner where necessary to reflect changes in legislation, regulatory guidance, our business operations or internal data protection procedures.

The latest version will be made available on the Monroe Estate Agents website where applicable.

Last updated: 2 November 2026
Next review: 2 November 2027