Compliments & Complaints Policy

Our Aim

Premier Fleet Solutions Ltd is committed to providing a quality service and working in an open and accountable way that builds trust and respect. One of the ways in which we can continue to improve our service is by listening and responding to the views of our clients and stakeholders, and in particular by, responding positively to complaints, and by putting mistakes right. 

Therefore we aim to ensure that:

• Making a compliment or complaint is as easy as possible
• We welcome compliments, feedback and suggestions
• We treat a complaint as a clear expression of dissatisfaction with our service which calls for an immediate response
• We deal with it promptly, politely and, when appropriate, confidentially
• We respond in the right way – for example, with an explanation, or an apology where we have got things wrong, or information on any action taken etc.
• We learn from complaints, use them to improve our service, and review annually our complaints policy and procedures
• We recognise that many concerns will be raised informally and dealt with quickly. 

We commit to:

•            resolving informal concerns quickly

•            keeping matters low-key

•            enabling mediation between the complainant and the individual to whom the complaint has been referred

This policy ensures that we welcome compliments and provide guidelines for dealing with complaints from members of the public about our services, facilities, staff and contractors.

Definitions

A compliment is an expression of satisfaction about the standard of service we provide.

A complaint is defined as any expression of dissatisfaction, however, it is expressed. This would include complaints expressed face to face, via a phone call, in writing, via email or any other method. All staff should have sufficient knowledge to be able to identify an “expression of dissatisfaction” even when the word “complain” or “complaint” is not used.

Purpose

We are always glad to hear from people who are satisfied with the services we offer.  All compliments are acknowledged, and feedback is given directly to the staff involved.

Complaints

The formal complaints procedure is intended to ensure that all complaints are handled fairly, consistently and wherever possible resolved to the complainant’s satisfaction.

Responsibilities

 Premier Fleet Solutions Limited responsibility will be to:

•            Acknowledge the formal complaint in writing

•            Respond within 5 working days

•            Deal reasonably and sensitively with the complaint

•            Take action where appropriate.

A complainant’s responsibility is to:

•            Bring their complaint, verbally or in writing, to Premier Fleet Solution Ltd.’s attention normally within 8 weeks of the issue arising.

•            Raise concerns promptly and directly with a member of the management team in Premier Fleet Solutions Ltd.

•            Explain the problem as clearly and as fully as possible, including any action taken to date.

•            Allow Premier Fleet Solutions Ltd a reasonable time to deal with the matter.

•            Recognise that some circumstances may be beyond Premier Fleet Solution Ltd.’s control.

Confidentiality

Except in exceptional circumstances, every attempt will be made to ensure that both the complainant and Premier Fleet Solutions Ltd maintain confidentiality. However, the circumstances giving rise to the complaint may be such that it may not be possible to maintain confidentiality (with each complaint judged on its own facts). Should this be the case, the situation will be explained to the complainant.

Complaints Procedure

Written records must be made by Premier Fleet Solutions Ltd at each stage of the procedure.

Stage 1

In the first instance, management must establish the seriousness of the complaint. An informal approach is appropriate when it can be achieved. But if concerns cannot be satisfactorily resolved informally, then the formal complaints procedure should be followed.

Stage 2

If the complaint cannot be resolved informally, the complainant should be advised that a formal complaint may be made and the following procedure should be explained to them by a Director.

1. A formal complaint can be made either verbally or in writing. If in writing the attached form should be used. If verbally, a statement should be taken by a member of the admin team.

b) In all cases, the complaint must be passed on to Sarah Martin – Operations Director. In the event of a complaint about Sarah Martin the complaint should be passed to Paul Martin – Managing Director and if the complaint is about the Paul Martin this must be passed on to Jane Iveson – HR with Confidence for an independent investigation

c) The Operations Director or Managing Director, depending on the nature of the complaint, must acknowledge the complaint in writing within one week of receiving it.

d) One of the above will investigate the complaint. Any conclusions reached should be discussed with the staff member involved.

e) The person making the complaint will receive a response based on the investigation within four weeks of the complaint being received. If this is not possible then a letter must be sent explaining why.

Stage 3

If the complainant is not satisfied with the above decision then Sarah Martin / Paul Martin or if required Jane Iveson will examine the complaint and may wish to carry out further interviews, examine files / notes. They will respond within four weeks in writing. Their decision will be final.

Premier Fleet Solutions Complaints Form