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Client Complaint Policy Template for England and Wales

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Key Requirements PROMPT example:

Client Complaint Policy

"I need a Client Complaint Policy for my fintech startup that complies with FCA regulations and includes specific procedures for handling cryptocurrency-related disputes, to be implemented by March 2025."

Document background
The Client Complaint Policy serves as a crucial document for organizations operating in England and Wales, establishing transparent and consistent procedures for addressing customer dissatisfaction. This document is essential for regulatory compliance, particularly in regulated industries, and demonstrates commitment to customer service excellence. The policy must align with various legislative requirements including the Financial Services and Markets Act 2000, Consumer Rights Act 2015, and relevant regulatory frameworks.
Suggested Sections

1. Purpose and Scope: Defines the policy's objectives and applicability

2. Definitions: Key terms used throughout the policy

3. How to Make a Complaint: Process and channels for submitting complaints

4. Complaint Handling Process: Steps taken to investigate and resolve complaints

5. Timeframes: Response times and resolution deadlines

6. Record Keeping: Documentation requirements for complaints

Optional Sections

1. Industry-Specific Procedures: Additional requirements for regulated industries (include when operating in regulated sectors)

2. International Complaints: Handling complaints from international clients (include when serving international customers)

3. Vulnerable Customers: Special procedures for vulnerable individuals (include when dealing with retail customers)

Suggested Schedules

1. Complaint Form Template: Standard form for recording complaints

2. Contact Information: Details of relevant departments and external bodies

3. Flowchart of Complaint Process: Visual representation of complaint handling procedure

4. Regulatory Requirements Summary: Overview of applicable regulatory obligations

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓÆµ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions






























Clauses






























Industries

Financial Services and Markets Act 2000: Primary legislation governing financial services regulation in the UK, establishing regulatory framework and consumer protection measures

Consumer Rights Act 2015: Key legislation defining consumer rights and business obligations, including quality of service and unfair terms

Data Protection Act 2018 and UK GDPR: Legislation governing how personal data must be handled during the complaints process, including storage and processing of complaint information

Equality Act 2010: Ensures fair treatment and non-discrimination in handling complaints, including making reasonable adjustments for disabled customers

FCA Handbook - DISP Rules: Financial Conduct Authority's specific rules for handling complaints in regulated firms, including timeframes and reporting requirements

FCA Handbook - PRIN: Principles for Businesses setting out fundamental obligations of firms under the regulatory system

Alternative Dispute Resolution Regulations 2015: Framework for alternative dispute resolution procedures and requirements for businesses to inform consumers about ADR options

Legal Services Act 2007: Regulatory framework for legal services providers, including complaint handling requirements for legal firms

Financial Services Act 2012: Additional regulatory requirements for financial services firms, including provisions for consumer protection

Limitation Act 1980: Defines statutory time limits for bringing legal claims, relevant for establishing complaint submission deadlines

Business Protection from Misleading Marketing Regulations 2008: Regulations protecting businesses from misleading marketing, relevant for B2B complaint handling

Consumer Protection from Unfair Trading Regulations 2008: Protects consumers from unfair practices and sets standards for business conduct that may be relevant to complaints

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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