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Complaint Process Policy
"We need a Complaint Process Policy for our UK-based fintech startup that complies with FCA regulations and includes specific procedures for handling both digital banking complaints and cryptocurrency-related disputes, to be implemented by March 2025."
1. Purpose and Scope: Defines the policy's objectives and applicability
2. Definitions: Key terms used throughout the policy
3. Complaint Submission Process: How to submit complaints, including channels and requirements
4. Timeline and Acknowledgment: Response times and initial handling procedures
5. Investigation Process: Steps taken to investigate complaints
6. Resolution and Response: How decisions are made and communicated
7. Appeals Process: How to challenge decisions and escalation procedures
1. Industry-Specific Procedures: Additional requirements for regulated industries (e.g., FCA, NHS, SRA requirements)
2. International Complaints: Special procedures for handling complaints from international customers
3. Compensation Framework: Guidelines and procedures for making compensation decisions
1. Complaint Form Template: Standard form for submitting complaints
2. Contact Information: List of relevant contact points and departments
3. Service Level Agreements: Detailed timeframes for different types of complaints
4. External Bodies: List of relevant ombudsmen and regulatory bodies
Authors
Complainant
Resolution
Service Level Agreement
Escalation
Working Day
Business Hours
Acknowledgment
Investigation
Appeals Process
Alternative Dispute Resolution
Ombudsman
Regulatory Body
Compensation
Complaint Handler
Senior Manager
Root Cause
Service Failure
Formal Complaint
Informal Complaint
Written Communication
Electronic Communication
Personal Data
Confidential Information
Vulnerable Customer
Third Party Representative
Redress
Resolution Time
Complaint Register
Final Response
Roles and Responsibilities
Confidentiality
Data Protection
Submission Process
Acknowledgment
Investigation
Resolution
Timeframes
Escalation
Appeals
Record Keeping
Reporting
Quality Monitoring
Training
Accessibility
Vulnerable Customers
Third Party Representatives
Alternative Dispute Resolution
Compensation
Communication Methods
Documentation Requirements
Review and Updates
Regulatory Compliance
External Reporting
Service Recovery
Staff Support
Learning and Improvement
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