Data Protection Portal – Frequently Asked Questions (FAQs)

1. What is personal data?

Personal data is any information that can identify you directly or indirectly. This includes your name, email address, phone number, employee ID, IP address, or any other identifier tied to you.

2. What is this portal for?

This portal allows you to:

• Submit requests to access, update, or delete your data
• Exercise your data protection rights
• Contact the Data Protection Officer (DPO)

3. What are my data protection rights?

Depending on applicable laws, you may have the right to:

• Access your personal data
• Correct inaccurate or incomplete data
• Request deletion (the “right to be forgotten”)
• Restrict or object to processing
• Request data portability
• Withdraw consent at any time

4. How do I submit a data request?

You can submit a request by:

1. Navigating to the “Submit Request” section
2. Selecting the type of request (e.g., DSAR, Right to be forgotten, no more contact )
3. Completing the online form
4. Submitting any required verification details

5. How long will it take to process my request?

We aim to respond within 30 days of receiving your request. In some cases, this may be extended if the request is complex or involves multiple systems.

6. Will I need to verify my identity?

Yes. To protect your data, we may require identity verification before processing your request. This ensures that personal data is not disclosed to unauthorized individuals.

7. Is there a cost for submitting a request?

No, requests are normally free of charge. However, we may charge a reasonable fee if requests are repetitive, excessive, or unfounded.

8. What happens after I submit a request?

After submission:

• You’ll receive an acknowledgment
• Your request will be reviewed and validated
• Relevant teams will retrieve or act on your data
• You’ll receive a response once processing is complete

9. Can I track the status of my request?

Yes, tracking is enabled in this portal, you can log in to view:

• Request status
• Estimated timelines
• Updates or required actions

10. What if my request is rejected?

If your request cannot be fulfilled, we will explain why.

11. How is my personal data protected?

We use a combination of:

• Secure systems and encryption
• Access controls and monitoring
• Staff training and policies

to ensure your data is handled securely.

12. Who can I contact for more information?

You can contact our Data Protection Officer (DPO) via:

• Email: dpo@uckg.org
• Contact form: Available in the portal

13. Can I withdraw my consent?

Yes. If processing is based on your consent, you can withdraw it at any time through this portal or by contacting us.

14. What types of data do you collect?

We may collect:

• Contact information
• Technical data (e.g., IP address)

Details are outlined in our Privacy Notice.

15. How long is my data retained?

We only retain personal data for as long as necessary to fulfill the purpose it was collected for, or as required by law.

16. Do you share my data with third parties?

We may share data with trusted third parties (e.g., service providers) where necessary. All third parties are required to protect your data.

17. How can I update my personal information?

You can update your details by submitting through this portal.

18. What is a Subject Access Request (SAR)?

A Subject Access Request allows you to request a copy of the personal data we hold about you.

19. Can I request deletion of my data?

Yes, you can request deletion. However, some data may need to be retained to meet legal or operational obligations.

20. What should I do if I suspect a data breach?

If you believe your data has been compromised:

• Report it immediately via the portal
• Or contact the DPO directly