Customer Complaints Policy, Process and Procedure
Introduction
The purpose of this policy is to stipulate how we will identify, manage and respond to any complaints received. This will include our regulatory obligations as an FCA regulated firm, but also our commitment to our customers and our endeavour to always provide the best possible service.
Complaint handling forms a key part of our staff training programme and we ensure that all customer facing staff have been trained in how to identify and manage complaints accordingly.
Complaint handling forms a key part of our staff training programme and we ensure that all customer facing staff have been trained in how to identify and manage complaints accordingly.
When we are made aware of any shortcomings in our products or services, we will always respond in a professional and courteous manner, ensuring that all complaints are handled objectively and without undue delay.
The responsibility for complaint handling in our business sits with the Complaints Manager.
We believe that we provide a first-class service to our Customers.
To ensure that this statement remains true we will proactively:
- Explain each Customer how to make a complaint when they first do business with us;
- Train all of our staff to identify and handle complaint, but also to understand the importance of our complaint management system;
- Respond positively and professionally if our Customers do complain; and
- Learn from any feedback provided by our Customers and amend our processes if appropriate to avoid repeat complaints.
This policy will cover the handling of both eligible and ineligible complaints. The FCA define an eligible complaint as, 'Any expression of dissatisfaction, whether oral or written, and whether justified or not, from or on behalf of an eligible complainant about the firm’s provision of, or failure to provide, a financial service'.
For our business, eligible complaints will only be complaints relating to the finance products we offer to our customers as a credit broker. For these complaints we have strict regulations and time limits which we are aware of and must adhere to. This policy stipulates how we will ensure we are meeting these regulatory requirements.
Eligible complaints must also be from an eligible complainant, which would be one of our customers, or someone who has been appointed to act on behalf of our customer.
Ineligible complaints are all other complaints which do not meet the FCA definition and are not linked to our regulated activity of credit broking. These are not covered by FCA regulations, however we will endeavour to handle these in much the same way as we would an eligible complaint, to ensure complainants are kept informed of the status and progress of their complaint. Ineligible complaints can include but are not limited to; complaints about the standard of customer service or complaints about the timeliness and tidiness of our installation or delivery staff.
Handling Complaints
Customers can make a complaint free of charge by any reasonable means (letter, email, telephone call, personal visit).
When we receive a complaint from a Customer we will immediately start to collate the information we need to complete the Complaint Management Form.
Our first step is to assess whether the complaint points raised relate to us or a 3rd party, such as the lender who provides the loan to the customer and whether the complaint is an eligible complaint from an eligible complainant.
After the initial information has been collected, the Complaints Manager will assign the complaint to an appropriate member of staff. The designated person will not have any conflicts of interest in managing and investigating the complaint. All complaints will be investigated competently, diligently and impartially so we can be sure that we are able to treat our customers fairly.
Following the steps shown on the ‘process flow’ below the complaint will be thoroughly investigated and the Customer will be kept appraised by the agreed communication method on a regular basis.
Once the complaint has been fully investigated the Complaints Manager will authorise any appropriate action which may or may not involve compensating the customer.
Steps Taken to Resolve Complaints
We will endeavour to resolve complaints in a timely manner and to the satisfaction of all concerned.
This means we will aim to resolve all complaints quickly while making certain they are also investigated thoroughly, to reassure customers that their complaints have been reviewed fully and the resolution is well founded.
The following standards have been agreed throughout our business and are in line with our regulatory obligations:
COPMPLAINTS PROCEDURE
Step-by-step complaints procedure
If you're not completely happy with our service we’d like to hear about it so we can do something to put it right.
We do everything we can to make sure our customers get the best products and service possible, however, sometimes we understand that we may not get things right.
When this happens, we want you to tell us what went wrong so we can put things right.
We want to:
How and where to complain
If you are not satisfied with any aspect of our service or products you can tell us in the following ways:
In writing – write to us at the address 23 Fairways, Brookfield Centre, Cheshunt, Hertfordshire, EN8 0NL. Address your letter to the Customer Complaint Manager.
By telephone – call us on 0800 488 0008 during our office hours and ask for the Customer Complaint Manager.
By email – using the email address info@roomsense.co.uk
How long will it take?
We aim to resolve your complaint straightaway but if we can’t, then we will write to you within five business days to tell you:
We aim to resolve all complaints as quickly as possible but it may take longer if it is complex.
We will keep you informed on a regular basis but if you need an update, please call us on 0800 488 0008 and ask to speak to the person handling your complaint.
If we cannot resolve your complaint
If we can’t resolve your complaint within eight weeks, we will send you a letter explaining our reasons for the delay and an indication of when we expect to provide our final response.
The Financial Ombudsman Service
Our aim is to resolve all complaints internally. However, if after receiving our final response letter, or if eight weeks have passed, you may have the right to refer your complaint to the Financial Ombudsman Service (FOS). Their contact details are shown below.
Please note: Only complaints relating to the sale of financial services should be referred to FOS.
If you would like the Financial Ombudsman Service to look into your complaint you must contact them within six months of the date of our final response letter.
The Financial Ombudsman Service Exchange Tower London, E14 9SR
Telephone: 0800 023 4567
Email: complaint.info@financial-ombudsman.org.uk
Further information can be obtained from the Financial Ombudsman Service’s website at www.financial-ombudsman.org.uk
Policy Reviews
This Policy Statement, along with any supporting documents, will be reviewed at least once a year and amended as required to ensure it remains up to date with any regulatory or internal business changes.
Last updated: August 2023