Terms & Conditions

1. Our Aim

Sara Duane is committed to providing a quality service and working in an open and accountable way that builds trust and respect. One of the ways in which we can continue to improve our service is by listening and responding to the views of our clients and in particular by responding positively to complaints, and by rectifying mistakes.

Therefore we aim to ensure that:

• making a compliment or complaint is as easy as possible
• we welcome compliments, feedback and suggestions
• we treat a complaint as a clear expression of dissatisfaction with our service which calls for an immediate response
• we deal with it promptly, politely and, when appropriate, confidentially
• we respond in the right way – for example, with an explanation, or an apology where we have got things wrong, or information on any action taken etc.
• we learn from complaints, use them to improve our service, and review annually our complaints policy and procedures

We recognise that many concerns will be raised informally, and dealt with quickly.

• Our aims are to:
  resolve informal concerns quickly
• keep matters low-key
• enable mediation between the complainant and the individual to whom the complaint has been referred

This policy ensures that we welcome compliments and provide guidelines for dealing with complaints from members of the public about our services, facilities, staff and volunteers.

2. Definitions

A compliment is an expression of satisfaction about the standard of service we provide.
A complaint is defined as any expression of dissatisfaction, however, it is expressed. This would include complaints expressed face to face, via a phone call, in writing, via email or any other method. All staff should have sufficient knowledge to be able to identify an “expression of dissatisfaction” even when the word “complain” or “complaint” is not used.

3. Purpose

We are always glad to hear from people who are satisfied with the services we offer. All compliments are recorded, acknowledged, and a copy is sent to the relevant individuals to provide feedback to the staff or service.

4. Complaints

The formal complaints procedure is intended to ensure that all complaints are handled fairly, consistently and wherever possible resolved to the complainant’s satisfaction.

5. Responsibilities

Sara Duane’s responsibility will be to:

• acknowledge the formal complaint in writing;
• respond within a 7 days;
• deal reasonably and sensitively with the complaint; and
  take action where appropriate.

A complainant’s responsibility is to:

• bring their complaint, in writing, to Sara Duane’s attention normally within 8 weeks of the issue arising;
• raise concerns promptly and directly with Sara Duane;
• explain the problem as clearly and as fully as possible, including any action taken to date;
• allow Sara Duane a reasonable time to deal with the matter, and
• recognise that some circumstances may be beyond Sara Duane’s control

6. Confidentiality

Except in exceptional circumstances, every attempt will be made to ensure that both the complainant and Sara Duane maintain confidentiality. However the circumstances giving rise to the complaint may be such that it may not be possible to maintain confidentiality (with each complaint judged on its own facts). Should this be the case, the situation will be explained to the complainant.

7. Complaints Procedure

Written records must be made by Sara Duane at each stage of the procedure.

Stage 1
In the first instance, Sara Duane must establish the seriousness of the complaint. An informal approach is appropriate when it can be achieved. But if concerns cannot be satisfactorily resolved informally, then the formal complaints procedure should be followed.

Stage 2
If the complaint cannot be resolved informally, the complainant should be advised that a formal complaint may be made and the following procedure should be explained to them.
A formal complaint can be made either verbally or in writing. If in writing the attached form should be used. If verbally, a statement should be taken by Sara Duane.
Sara Duane depending on the nature of the complaint, must acknowledge the complaint in writing within 7 days of receiving it.
Sara Duane will investigate the complaint. Any conclusions reached should be documented on the Complaints Form.
The person making the complaint will receive a response based on the investigation within 4 weeks of the complaint being received. If this is not possible then a letter must be sent explaining why.

Stage 3
If the complainant is not satisfied with the above decision then they will be invited to resubmit their complaint with further supporting evidence. If the complainant cannot provide further evidence then this will conclude the matter.
If further evidence is submitted, then Sara Duane will re -examine the complaint and may wish to carry out further interviews and examine any further evidence. They will respond within 4 weeks in writing. This decision will be final.