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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."
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
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)
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
Complainant
Escalation
Resolution
Service Level Agreement (SLA)
Working Day
Business Day
Complaint Handler
Root Cause Analysis
Alternative Dispute Resolution (ADR)
Ombudsman
Appeal
Senior Management
Vexatious Complaint
Third Party Representative
Confidential Information
Personal Data
Data Subject
Regulatory Body
Vulnerable Customer
Compensation
Redress
Written Communication
Electronic Communication
Acknowledgement
Final Response
Service Recovery
Complaint Register
Investigation
Material Complaint
Accessibility
Confidentiality
Data Protection
Complaint Registration
Investigation Process
Response Times
Escalation Procedures
Record Keeping
Staff Training
Quality Monitoring
Reporting Requirements
Appeals Process
Compensation
Alternative Dispute Resolution
Regulatory Compliance
Service Standards
Communication Methods
Special Cases Handling
Vulnerable Customers
Third Party Representatives
Document Retention
Performance Monitoring
Review and Updates
Roles and Responsibilities
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