Handling Complaints Policy Template for England and Wales

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Key Requirements PROMPT example:

Handling Complaints Policy

"I need a Handling Complaints Policy for my fintech startup that complies with FCA regulations and specifically addresses both digital and telephone complaints, to be implemented by March 2025."

Document background
The Handling Complaints Policy serves as a cornerstone document for organizations operating in England and Wales, establishing standardized procedures for addressing customer grievances effectively and legally. This document is essential for maintaining service quality, ensuring regulatory compliance, and protecting both the organization and its stakeholders. It details the complete complaint journey from initial receipt through to resolution, incorporating requirements from relevant legislation and industry best practices. The policy is particularly crucial in regulated industries where specific complaint handling requirements must be met.
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. Principles of Complaints Handling: Core principles guiding the complaints process

4. Complaint Registration Process: How complaints are received and logged

5. Timeline and Response Standards: Expected timeframes for handling complaints

6. Roles and Responsibilities: Who is responsible for different aspects of complaints handling

7. Appeals Process: How to appeal decisions made

Optional Sections

1. Industry-Specific Requirements: Additional requirements specific to regulated industries (for organizations operating in regulated sectors)

2. Special Categories of Complaints: Handling of sensitive or high-priority complaints (for organizations dealing with sensitive matters or vulnerable customers)

3. Third Party Representatives: Handling complaints made through authorized representatives (when accepting complaints through third parties)

Suggested Schedules

1. Complaint Form Template: Standard form for recording complaints

2. Complaint Handler Guidelines: Detailed guidance for staff handling complaints

3. Response Letter Templates: Standard templates for responding to complaints

4. Escalation Matrix: Framework showing escalation levels and responsible persons

5. Data Protection Guidelines: Specific guidelines for handling personal data in complaints

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
Industries

Consumer Rights Act 2015: Primary legislation governing consumer rights and business obligations, including requirements for handling consumer complaints and providing satisfactory services

Equality Act 2010: Ensures complaints handling procedures are non-discriminatory and accessible to all, protecting individuals from discrimination based on protected characteristics

Data Protection Act 2018: Regulates how personal information in complaints must be handled, stored, and processed, ensuring privacy and data protection compliance

UK General Data Protection Regulation (UK GDPR): Post-Brexit data protection framework requiring specific handling of personal data in complaints processes, including rights of access and deletion

Human Rights Act 1998: Ensures complaints procedures respect fundamental human rights, including the right to a fair hearing and respect for private life

Financial Services and Markets Act 2000: Specific requirements for financial services companies in handling complaints, including mandatory procedures and reporting

FCA Handbook DISP Rules: Detailed regulations from the Financial Conduct Authority specifically governing complaint handling in financial services sector

Alternative Dispute Resolution Regulations 2015: Framework for alternative dispute resolution procedures in consumer disputes, including requirements for ADR providers

BS ISO 10002:2018: British Standard providing guidelines for complaints handling in organizations, including quality management and customer satisfaction principles

Limitation Act 1980: Sets statutory time limits for bringing legal claims, which must be considered in complaints handling procedures and policy timeframes

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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