When business owners think about data protection, they often think about cyber attacks, privacy notices and data breaches.
However, one of the most significant compliance changes arriving this year has received surprisingly little attention.
From 19 June 2026, organisations handling personal data will be required to have a formal process for receiving, investigating and responding to data protection complaints.
For many SMEs, this requirement may come as a surprise.
Most organisations already have customer complaints procedures and many have employee grievance processes. What they do not always have is a documented process specifically designed to deal with concerns relating to personal information.
The new rules reflect a wider trend in regulation. Increasingly, regulators are focusing not only on whether businesses comply with the rules but also on how they respond when concerns are raised.
This shift places greater emphasis on governance, accountability and transparency.
For business owners, the good news is that compliance does not necessarily require complex systems or expensive software.
In many cases, the foundations already exist.
Businesses should begin by reviewing existing complaints procedures and considering whether they adequately address data protection concerns. Staff should understand how complaints may arise and know who is responsible for handling them.
Importantly, a data protection complaint does not always arrive labelled as such.
A customer questioning how their information has been used, an employee raising concerns about personnel records or a supplier querying data retention practices may all trigger the need for an appropriate response.
Sue Soper, Practice Manager at Davenports Group, commented:
“Many businesses already deal with concerns about personal information from time to time. The new requirement is really about ensuring there is a clear, documented process behind those conversations. Businesses that prepare now will find compliance straightforward. Those that wait until a complaint arrives may find themselves reacting under pressure.”
One misconception is that these requirements only matter if something has gone wrong.
In reality, an effective complaints process can help demonstrate professionalism and build trust with customers, employees and suppliers. It can also help prevent minor concerns escalating into formal complaints or regulatory enquiries.
Businesses increasingly operate in an environment where governance standards are under greater scrutiny. Larger organisations are carrying out more supplier due diligence, cyber insurers are asking more questions and customers are becoming more aware of their rights.
Against that backdrop, strong governance is becoming a commercial advantage rather than simply a compliance obligation.
The organisations that respond most effectively will not necessarily be those with the largest compliance departments. They will be those with practical procedures, trained staff and a culture of accountability.
The introduction of mandatory data protection complaints processes is another reminder that compliance is no longer simply about paperwork. It is about demonstrating that your business is organised, responsible and prepared.
At Davenports Group, we help businesses strengthen governance, improve processes and navigate regulatory change with confidence.
