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Complaint Resolution Policy
"I need a Complaint Resolution Policy for my fintech startup that complies with FCA regulations and includes specific provisions for handling digital banking complaints, to be implemented by March 2025."
1. Purpose and Scope: Defines the objective of the policy and its application scope
2. Definitions: Key terms used throughout the policy
3. Complaint Submission Process: How to submit complaints and required information
4. Timeline and Acknowledgment: Response times and acknowledgment procedures
5. Investigation Process: Steps taken to investigate complaints
6. Resolution and Response: How decisions are made and communicated
7. Appeals Process: Procedures for appealing decisions
1. Industry-Specific Procedures: Additional procedures required for specific sectors (used when operating in regulated industries)
2. International Complaints: Procedures for handling cross-border complaints (used for businesses operating internationally)
3. Vulnerable Customers: Special provisions for vulnerable customers (used when dealing with retail customers)
1. Complaint Form Template: Standard form for submitting complaints
2. Contact Information: List of relevant contact points and departments
3. Service Level Agreements: Detailed response times and service standards
4. External Resolution Bodies: List of relevant ombudsmen and ADR schemes
Authors
Alternative Dispute Resolution (ADR)
Complainant
Business Days
Confidential Information
Customer
Escalation
Formal Complaint
Informal Complaint
Investigation
Material Complaint
Non-Material Complaint
Policy
Resolution
Response Time
Service Level Agreement
Staff Member
Senior Management
Third Party
Vulnerable Customer
Written Communication
Working Days
Acknowledgement
Appeal
Complaint Handler
Complaint Register
Root Cause
Regulatory Body
Ombudsman
Vexatious Complaint
Complaint Submission
Acknowledgment
Investigation Process
Resolution Timeframes
Escalation Procedures
Appeals Process
Confidentiality
Data Protection
Record Keeping
Staff Responsibilities
Service Standards
Communication Methods
Third Party Involvement
Regulatory Reporting
Quality Assurance
Training Requirements
Policy Review
Vulnerable Customers
Vexatious Complaints
Alternative Dispute Resolution
Compensation
Documentation Requirements
Performance Monitoring
External Reporting
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