The Embodied Coach Ltd – Data Protection Complaints Policy

Data controller: Fredrik Andersson, The Embodied Coach Ltd (Co. No. 16184560)
Registered address: 20 Winlock Road, London, N1
Effective date: 19 June 2026
Last reviewed: 19 June 2026 | Next review: 19 June 2027

1. Purpose

The Embodied Coach Ltd is committed to protecting personal data and handling any concerns about how that data is used fairly, transparently, and promptly. This policy explains how you can raise a data protection complaint with us, what happens after you do, and how to take the matter further if you remain unhappy with our response.

This policy is published in line with the UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025, which from 19 June 2026 requires every data controller to operate a clear, accessible complaints process and to give individuals the right to complain to the organisation directly before contacting the Information Commissioner’s Office (ICO).

2. What Is a Data Protection Complaint?

A data protection complaint is any expression of dissatisfaction about how The Embodied Coach Ltd collects, uses, stores, shares, retains, or otherwise processes your personal data. Complaints can be made verbally, in writing, by email, or via any other channel — no special form or wording is required.

Examples of what is covered:

A subject access request that was handled incorrectly, incompletely, or late.
Personal data shared without your consent or without a lawful basis.
Personal data kept for longer than necessary.
A request to correct or delete your data that was not actioned.
A data breach affecting your personal data.

Examples of what is not covered by this policy:

Being unhappy with the outcome of a subject access request that was handled correctly and on time.
General dissatisfaction with coaching, consultancy services, or customer service.
Complaints unrelated to the handling of personal data.

These matters are handled as general customer service complaints rather than under this Data Protection Complaints Policy.

3. How to Make a Complaint

Data protection complaints should be submitted by email to:

Fredrik Andersson
info@embodied-coach.com

Please include as much detail as possible, including your name and contact details, what happened, when it happened, and what outcome you are looking for. This helps us investigate your complaint quickly and thoroughly.

4. Our Complaints Process

Acknowledgement — within 3 working days. We will confirm receipt of your complaint, let you know who is handling it, and explain what happens next.
Investigation — ongoing, with regular updates. We will investigate your complaint promptly, make reasonable enquiries, and keep you informed of progress throughout.
Written response — within 30 days. We will provide a full written response setting out our findings, any action taken, and your right to escalate the matter to the ICO. If a complaint is particularly complex and we need more time, we will tell you why and keep you updated.

5. Record Keeping

We keep a record of every data protection complaint we receive, including:

The date the complaint was received.
The date the complaint was acknowledged.
Investigation steps taken.
The outcome and any action taken.
The date the complaint was closed.

These records help us resolve complaints consistently and demonstrate compliance with our legal obligations.

6. Your Right to Escalate

If you are not satisfied with our response, or if we have not resolved your complaint within a reasonable time, you have the right to complain to the UK’s data protection regulator:

Information Commissioner’s Office (ICO)
https://ico.org.uk/make-a-complaint/

You can contact the ICO at any stage, but we encourage you to raise your concern with us first so that we have the opportunity to put things right.

7. Publication and Review

This policy is published on our website at embodied-coach.com and is referenced in our privacy notice. It is reviewed annually, or sooner if our practices or the law change.