Cloud 9 Digital Design Ltd. views complaints as an opportunity to learn and improve for the future, as well as a chance to put things right for the person or organisation that has made the complaint.
Our policy is:
- To provide a fair complaints procedure which is clear and easy to use for anyone wishing to make a complaint
- To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint
- To make sure everyone at Cloud 9 Digital Design Ltd. knows what to do if a complaint is received
- To make sure all complaints are investigated fairly and in a timely way
- To make sure that complaints are, wherever possible, resolved and that relationships are repaired
- To gather information which helps us to improve what we do Definition of a Complaint A complaint is any expression of dissatisfaction, whether justified or not, about any aspect of Cloud 9 Digital Design Ltd..
Complaints may come from any person or organisation who has a legitimate interest in Cloud 9 Digital Design Ltd. A complaint can be received by email or in writing.
This policy does not cover complaints from staff, who should use Cloud 9 Digital Design Ltd.’s Discipline and Grievance policies. Confidentiality All complaint information will be handled sensitively, telling only those who need to know and following any relevant data protection requirements. Responsibility Overall responsibility for this policy and its implementation lies with the management committee.
This policy is reviewed regularly and updated as required.
Adopted on: 8th January 2018
Last reviewed: 8th January 2018
Written complaints should be sent to:
Cloud 9 Digital Design Ltd.
Lowlands, Old Warwick Road,
or by email to:
Complaints may arrive through channels publicised for that purpose or through any other contact details or opportunities the complainant may have.
Complaints received in person need to be recorded.
The person who receives an in person complaint should:
- Write down the facts of the complaint
- Take the complainant’s name, address and telephone number
- Note down the relationship of the complainant to Cloud 9 Digital Design Ltd. (for example: client, supplier)
- Tell the complainant that we have a complaints procedure
- Tell the complainant what will happen next and how long it will take
- Where appropriate, ask the complainant to send a written account by post or by email so that the complaint is recorded in the complainant’s own words.
In many cases, a complaint is best resolved by the person responsible for the issue being complained about. If the complaint has been received by that person, they may be able to resolve it swiftly and should do so if possible and appropriate. Whether or not the complaint has been resolved, the complaint information should be passed to a Director within one week.
On receiving the complaint, the Director records it in the complaints log. If it has not already been resolved, they delegate an appropriate person to investigate it and to take appropriate action. If the complaint relates to a specific person, they should be informed and given a fair opportunity to respond.
Complaints should be acknowledged by the person handling the complaint within a week. The acknowledgement will say who is dealing with the complaint and when the person complaining can expect a reply.
A copy of this complaints procedure should be attached. Ideally complainants should receive a definitive reply within four weeks. If this is not possible because for example, an investigation has not been fully completed, a progress report will be sent with an indication of when a full reply will be given.
Whether the complaint is justified or not, the reply to the complainant will describe the action taken to investigate the complaint, the conclusions from the investigation, and any action taken as a result of the complaint.
The decision taken at this stage is final, unless the Board decides it is appropriate to seek external assistance with resolution.
Variation of the Complaints Procedure
The Board may vary the procedure for good reason. This may be necessary to avoid a conflict of interest, or to improve service.
Monitoring and Learning from Complaints
Complaints are reviewed annually to identify any trends, which may indicate a need to take further action.