This Policy and Procedure has been established to ensure that all customer Comments, Compliments and Complaints are reported to a central point, monitored and recorded in a standard format. All complaints, if necessary, will be investigated by the Senior Management Team who are responsible for closely monitoring and reviewing all complaints thoroughly to ensure a satisfactory conclusion is achieved. This ensures our clients feel confident that their comments, compliments and complaints are recognised, acknowledged, listened to and acted upon promptly and fairly where required and if appropriate.
We welcome Comments, Compliments and Complaints and look upon them as an opportunity to learn, adapt, improve and provide better services.
BulliesOut is committed to ensuring that its work is of the highest quality. We believe that through effective management and investigation of comments, compliments and complaints, we can identify learning to achieve high quality work and continuous improvement as an organisation. The following principles underpin BulliesOut’s approach to handling comments, compliments and complaints.
Definition of a comment: a remark, observation or criticism that may require immediate action but does not require a full investigation. Let us know your thoughts on what we could do better. We will record the details of all comments received to a central register and then pass them on to the Department concerned so that they can look at how improvements can be made.
A compliment is any expression of praise or congratulations (for the Charity or a member of its Team) that goes beyond positive recognition. We really appreciate it when people take the time to tell us when things have gone well. It is important for us to celebrate success and continue providing quality services.
If the compliment is about an individual team member, they are informed in writing by their Line Manager and a copy of the compliment and letter is stored in their Personnel File.
Definition of a Complaint: An expression of dissatisfaction, whether verbal or written, and whether justified or not and which requires further investigation.
We will do our very best to correct mistakes and address your concerns in a way that is satisfactory for you. If you have a resolution to your complaint in mind, then please let us know when you contact us. We want to reach the best possible conclusion for all involved.
At BulliesOut we work hard to ensure that our work, events, and activities are well-received and positive experiences. If you have positive comments about our work or how we have helped you, please email email@example.com so we can track that feedback and act on it where necessary.
We know that there may be times when we do not meet our own high standards and if this does happen, we want to hear about it, deal with the situation as quickly as possible and put measures in place to stop it happening again.
It is simple, you can decide exactly how you would like to get in touch with us:
You can call us on 029 2049 2169. One of our team will be ready and willing to help. Our office is open Monday to Friday from 9.00am to 4.30pm. Outside of these hours you can always leave us a message and a contact number, and we will return your call as soon as possible.
You can email us at firstname.lastname@example.org
Or you can write to us at:
T109, Titan House
Cardiff Bay Business Centre
Please include your name, address and a contact telephone number in your email or letter so that we can get back in touch with you easily.
The following principles underpin BulliesOut’s approach to our complaint’s procedure:
We will always treat you respectfully and with courtesy, give you time to tell us about your feedback, keep you appraised of our progress and provide you with a prompt response. We will also let you know what to do next if you remain unhappy and wish to escalate your complaint further.
From time to time, we may receive complaints that do not relate directly to something that BulliesOut has done or has control over, and we are therefore not able to provide a resolution. We are a charity with limited resources, and we must use these in the best way possible. This can mean not engaging in lengthy debates on issues that are unrelated to our work.
There may be rare occasions when we chose not to respond to a complaint at all.
BulliesOut cannot respond to complaints made anonymously. However, we will investigate the complaint and use the information to improve in any way that we can.
We endeavour to provide a full response to all complaints within ten working days. However, you will receive an acknowledgement of your complaint within 5 working days of receipt. Where possible, we will deal with it more quickly and if we feel it may take longer, we will let you know.
BulliesOut is a governed by the Fundraising Regulator and is committed to the highest standards in fundraising practice. If your complaint is to do with fundraising and you feel that it has been unresolved by us, then the Fundraising Regulator may be able to investigate your complaint.
You must contact them within two months of receiving your response from us.
2nd Floor CAN Mezzanine Building
49-51 East Road
0300 999 3407
Alternatively, if your complaint is related to another area of our work and you do not feel completely satisfied by our response then you can contact The Charity Commission at the address below.
The Charity Commission
PO Box 1227
0845 3000 218
We treat all feedback, comments and complaints as an opportunity to improve. We are happy to acknowledge the mistakes that we have made, provide an apology necessary and then try to prevent them from happening again in the future.