Complaint Resolution Policy Template for England and Wales

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Key Requirements PROMPT example:

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."

Document background
The Complaint Resolution Policy serves as a cornerstone document for organizations operating in England and Wales, establishing standardized procedures for managing customer grievances effectively. This document is essential for ensuring regulatory compliance, particularly with consumer protection legislation and industry-specific requirements. The policy typically includes detailed processes for complaint submission, investigation, resolution, and appeals, while incorporating relevant timelines and service standards. Organizations implement this policy to demonstrate their commitment to customer service, maintain regulatory compliance, and ensure consistent handling of complaints across their operations.
Suggested Sections

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

Optional Sections

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)

Suggested Schedules

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

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions
Clauses
Relevant Industries
Relevant Teams
Relevant Roles
Industries

Consumer Rights Act 2015: Primary legislation governing consumer rights and business obligations in the UK, including complaint handling requirements for goods, services, and digital content

Equality Act 2010: Legislation ensuring complaints are handled without discrimination and providing equal access to complaint procedures for protected characteristics

Data Protection Act 2018 and UK GDPR: Regulations governing how personal data within complaints must be processed, stored, and protected

Enterprise Act 2002: Framework for dealing with super-complaints and consumer protection enforcement

Alternative Dispute Resolution for Consumer Disputes Regulations 2015: Regulations requiring businesses to inform consumers about available ADR options for unresolved complaints

Financial Services and Markets Act 2000: Specific requirements for financial services complaint handling and regulatory compliance

FCA Handbook (DISP): Financial Conduct Authority's dispute resolution rules and guidance for handling complaints in financial services

Care Quality Commission Regulations: Healthcare-specific requirements for complaint handling in medical and care settings

Housing Act 2004: Legislation relevant to housing-related complaints and dispute resolution

Education Act 2002: Framework for handling complaints in educational institutions

Companies Act 2006: General business obligations including aspects of customer service and complaint handling

Business Protection from Misleading Marketing Regulations 2008: Requirements regarding accurate business communications and handling of related complaints

Consumer Protection from Unfair Trading Regulations 2008: Rules protecting consumers from unfair practices and related complaint procedures

Limitation Act 1980: Statutory time limits for bringing legal claims and implications for complaint handling timeframes

Civil Procedure Rules: Court rules that may apply if complaints escalate to legal proceedings

Practice Directions on Pre-Action Conduct: Guidelines for behavior and procedures before formal legal proceedings, including complaint resolution attempts

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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