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Complaints Management Policy
"Need a Complaints Management Policy for our new fintech startup that complies with US federal regulations and specifically addresses handling of digital banking complaints, to be implemented by March 2025."
1. Purpose and Scope: Defines the objectives of the policy and its application scope
2. Definitions: Key terms used throughout the policy including types of complaints, resolution status, and relevant terminology
3. Roles and Responsibilities: Outlines who is responsible for various aspects of complaints management including frontline staff, managers, and compliance team
4. Complaint Receipt and Recording: Procedures for receiving and logging complaints including channels, documentation requirements, and initial processing
5. Complaint Assessment and Resolution Process: Steps for evaluating and resolving complaints including classification, investigation, and resolution procedures
6. Response Timeframes: Standard timeframes for complaint handling and resolution at each stage of the process
7. Documentation Requirements: Requirements for recording and maintaining complaint records including retention periods and data protection
1. Industry-Specific Procedures: Additional procedures specific to regulated industries such as healthcare or financial services
2. External Reporting Requirements: Procedures for reporting to regulatory bodies and compliance requirements
3. Social Media Complaints Handling: Specific procedures for managing and responding to complaints received through social media channels
1. Complaint Form Template: Standard form for recording complaints including all necessary fields and information
2. Response Letter Templates: Standard templates for responding to different types of complaints at various stages
3. Escalation Matrix: Detailed hierarchy and contact information for complaint escalation procedures
4. Regulatory Reporting Templates: Standardized forms and formats for regulatory reporting requirements
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