# Regulatory Complaint Response Workflows

## Workflow 1: Complaint Receipt and Triage

```
[DPA Correspondence Received]
         │
         ▼
[Log REG-YYYY-NNNN]
   - DPA identity + reference
   - Complaint summary
   - Response deadline
         │
         ▼
[Severity Assessment]
   │
   ├── Routine (rights exercise issue) ──► DPO leads, standard timeline
   ├── Significant (systemic issue) ──► DPO + GC, briefing within 48h
   └── Critical (enforcement risk) ──► DPO + GC + CEO, board notice within 24h
         │
         ▼
[Assign Response Team]
[Set Internal Milestone Dates]
   - Investigation complete: 14 days
   - Draft response: 21 days
   - Review and approval: 25 days
   - Submit to DPA: before deadline
```

## Workflow 2: Internal Investigation

```
[Investigation Initiated]
         │
         ▼
[Review Internal Records]
   ├── DSAR/rights request register
   ├── Art. 30 processing records
   ├── Consent records
   ├── Data breach register
   ├── DPIAs
   └── Relevant correspondence
         │
         ▼
[Interview Relevant Staff]
   - Document accounts
   - Preserve evidence
         │
         ▼
[Assess Allegations]
   ├── Substantiated ──► Identify gaps, plan remediation
   ├── Partially substantiated ──► Address valid points, rebut others
   └── Unsubstantiated ──► Prepare evidence of compliance
         │
         ▼
[Compile Evidence Package]
```

## Workflow 3: Response Preparation and Submission

```
[Investigation Complete]
         │
         ▼
[Draft Response]
   - Acknowledgement + DPA reference
   - Factual background
   - Point-by-point response to allegations
   - Supporting evidence
   - Remediation actions (if applicable)
   - Cooperation statement
         │
         ▼
[DPO Review]
   ├── Approved ──► [Severity check]
   │                  ├── Routine ──► Submit
   │                  └── Significant/Critical ──► External counsel review
   │
   └── Revisions needed ──► Revise and re-review
         │
         ▼
[Final Approval]
   - Sign-off per escalation level
         │
         ▼
[Submit to DPA Before Deadline]
   - Record submission date and method
   - Retain copy of response and all attachments
```

## Workflow 4: Remediation Tracking

```
[Compliance Gap Identified]
         │
         ▼
[Create Remediation Action]
   - Gap description
   - Root cause
   - Corrective action
   - Owner + target date
   - Verification method
         │
         ▼
[Monthly Progress Review]
   ├── On track ──► Continue monitoring
   ├── Delayed ──► Escalate to DPO
   └── Complete ──► Verify and close
         │
         ▼
[All Actions Complete]
   - Update complaint register
   - Report to board
   - Include in annual compliance report
```