Grievance Policy

Grievance Policy

Last Reviewed: 06/02/2024

Next Review Date : 06/02/2027

Policy Statement

This policy sets out the process for employees to raise concerns or complaints in a fair, confidential, and structured manner. HDS is committed to ensuring that all employees are treated fairly and consistently, with grievances handled promptly and impartially.
The Company may seek guidance from its external HR and legal advisors at the Federation of Small Businesses (FSB) to ensure compliance with employment law and best practice.

 1. Introduction

This policy outlines the rights of employees to raise grievances, the structured approach HDS will take in handling grievances, and the correct steps for employees to follow if they wish to raise a grievance.

It is important to note that this policy is not contractual and does not form part of the employee’s terms and conditions of employment.

This policy applies to all employees of HDS, regardless of role or length of service.

 2. Principles

The primary purpose of this procedure is to provide employees with a platform to address concerns about practices, policies, or treatment within HDS, with the aim of achieving a speedy resolution where genuine problems exist.

This policy ensures that all employees, regardless of seniority or status, can take appropriate action if they experience difficulties in an atmosphere of trust and collaboration.

While day-to-day communication is encouraged to resolve working issues, this procedure is designed for issues that cannot be resolved informally. HDS is committed to dealing objectively and constructively with all grievances, providing employees with confidence that their problems will be addressed fairly. Additionally, this policy provides a process to escalate complaints if they remain unresolved.

All grievance matters will be handled sensitively and confidentially. Employees have the right to be accompanied at any formal grievance or appeal meeting by a fellow employee.

Where required, HDS may seek advice or guidance from its external HR and legal advisors through the FSB to ensure that the process remains fair, compliant, and consistent with employment law and best practice.

 3. HDS Responsibilities

The Company’s responsibilities include listening to the employee’s complaint, clarifying the issues raised, identifying possible causes, exploring potential solutions in collaboration with the employee, and responding to complaints in a timely and fair manner.

Managers involved in handling grievances will ensure impartiality and consistency. Where appropriate, external HR or legal advice may be sought from the FSB to assist with complex or sensitive cases.

 4. Procedure

Informal:
Employees should first discuss grievances informally with their line manager. If the matter is not resolved satisfactorily, or if it is too serious to be handled informally, the employee should submit a written grievance to their line manager.

Stage 1:
Once a written grievance has been submitted, the employee’s line manager (or another appointed manager if the grievance concerns the line manager) will invite the employee to a meeting to discuss the grievance. The employee has the right to be accompanied at this meeting by a fellow employee.

The meeting will normally take place within 10 working days of receiving the grievance. Following the meeting and any necessary investigation, a written outcome will be provided within 5 working days, including the right to appeal if the employee is not satisfied with the outcome.

Stage 2:
If the employee wishes to appeal the decision, they must do so in writing within 5 working days of receiving the Stage 1 outcome, clearly setting out their grounds for appeal.

The appeal will be heard by a more senior or independent manager who has not been involved in the previous stage. A meeting will normally be held within 10 working days of receiving the appeal, and the decision from this meeting will be final.

 5. Investigations

The Company is committed to fully investigating all formal grievances. This may involve meeting with the employee, interviewing witnesses, and reviewing relevant documentation. A written investigation report may be shared with the parties involved, where appropriate.

Records of grievance proceedings, including meeting notes and investigation findings, will be retained confidentially and in line with data protection requirements. Access will be restricted to those directly involved in handling or resolving the grievance.

Where appropriate, the Company may consult with the FSB’s HR or legal advisors for guidance during the investigation process to ensure compliance and impartiality.

 6. Mediation

Either party may request mediation at any stage of the process to help reach a mutually agreeable outcome.

Mediation is not a legal requirement, however the Company will consider whether mediation is appropriate and, if so, arrange for an independent person to facilitate the discussion.

Employees who are found to have raised malicious or deliberately false complaints may be subject to disciplinary action.

 7. Review

This policy will be reviewed every three years or sooner if necessary, or following advice from the FSB or any change in legislation or best practice guidance.

Joe Charlesworth

Director - Highway Data Systems Ltd