Company Grievance Policy

1. Purpose
The purpose of this policy for Stephen Betts Limited is to provide a clear and fair process for employees and external stakeholders to raise concerns or complaints about work-related or service-related matters. The Company is committed to promoting a positive working environment and ensuring that all grievances are handled promptly, fairly, and confidentially.

2. Scope
This policy applies to:
- Employees: all permanent, temporary, and contract staff.
- External parties: including customers, suppliers, contractors, or members of the public who have dealings with the Company.

3. Definition of a Grievance
A grievance is any concern, problem, or complaint that an individual wishes to raise in connection with their employment or dealings with the Company.
Examples include (but are not limited to):
- Working conditions or treatment at work
- Bullying, harassment, or discrimination
- Health and safety concerns
- Breach of Company policy or procedure
- Unfair treatment by management or colleagues
- Poor service or conduct affecting external stakeholders

4. Guiding Principles
- All grievances will be handled fairly, consistently, and without bias.
- Complaints will be dealt with promptly and confidentially.
- Employees or complainants will not suffer victimisation or retaliation for raising a genuine grievance.
- The Company encourages informal resolution wherever possible.
- All parties will have the opportunity to present their case and evidence before a decision is made.

5. Informal Resolution
Where appropriate, employees are encouraged to raise concerns informally with their line manager or supervisor in the first instance. External parties should contact the relevant Company representative to discuss their concern. The aim is to resolve issues quickly and amicably without the need for formal procedures.

6. Formal Grievance Procedure

Step 1 – Submitting a Formal Grievance:
If the issue cannot be resolved informally, the complainant should submit a formal written grievance to:
- Employees: their line manager, or if the grievance concerns that person, to HR or a senior manager.
- External parties: the Company’s complaints email or address listed on its website.

The written grievance should include:
- The nature of the complaint
- Relevant facts, dates, and supporting evidence
- The desired outcome or resolution

Step 2 – Acknowledgement: The Company will acknowledge receipt of the grievance within five (5) working days and confirm who will be handling the matter.

Step 3 – Investigation: A fair and impartial investigation will be carried out by an appropriate manager or HR representative. This may involve meeting with the complainant, speaking with witnesses, and reviewing documentation or evidence.

Step 4 – Grievance Meeting: The complainant will be invited to a formal grievance meeting to discuss their concerns in detail. Employees may be accompanied by a colleague or trade union representative. External complainants may be accompanied by a support person if they wish.

Step 5 – Decision and Outcome: Following the meeting and investigation, a written outcome will be provided within ten (10) working days, outlining the findings, any actions to be taken, and the right of appeal (for employees). If additional time is required, the complainant will be informed of the reasons and expected timeframe.

7. Appeal Procedure (Employees Only)
If an employee is dissatisfied with the outcome, they may appeal in writing within five (5) working days of receiving the decision. The appeal should be addressed to a more senior manager who was not involved in the original investigation. An appeal meeting will be arranged, and the final decision will be confirmed in writing.

8. External Complaints
External complaints will be reviewed and responded to by the relevant department or senior manager. Where appropriate, corrective action will be taken to resolve the issue and prevent recurrence. Anonymous complaints will be considered at the Company’s discretion.

9. Confidentiality
All information related to a grievance will be treated as confidential and only shared with those directly involved in the process.

10. Record Keeping
The Company will maintain records of grievances, investigations, and outcomes in accordance with data protection legislation (UK GDPR and the Data Protection Act 2018).

11. Protection from Victimisation
No employee or external party will be subjected to any form of disadvantage or retaliation for raising a grievance in good faith.

12. Policy Review
This policy will be reviewed annually or sooner if required by changes in legislation or best practice.

13. Contact Details
If you feel that you would like to raise any concern with the company please address this to charlesbetts@bettsmetals.co.uk