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Grievance and Whistleblower Protection Policy

Last updated 20/11/25

1. Purpose

Our company is committed to providing a safe, respectful, and professional environment for our employees, clients, and suppliers. This policy outlines how concerns, complaints, and grievances can be raised, and how we will address them fairly, promptly, and confidentially. It also outlines our Whistleblowing protection policy providing a safe and confidential way to report concerns about wrongdoing without fear of retaliation.

2. Scope

This policy applies to:

  • Employees (full-time and part-time)
  • Clients
  • Suppliers, vendors, and external partners

It covers all interactions and business activities involving our company.

3. What Is a Grievance or Complaint?

A grievance or complaint may include:

  • Unfair treatment or unprofessional conduct
  • Harassment, discrimination, bullying, or intimidation
  • Unethical, fraudulent, bribery
  • Environmental violations or unsustainable practices
  • Unsafe or illegal workplace behaviour
  • Breaches of policies, agreements, or expectations
  • Any concern impacting business relationships, safety, or wellbeing

4. How to Raise a Grievance or Complaint

You should put your grievance in writing and submit it to our Sales and Operations Director charles@teamtactics.co.uk. Subject (‘’Confidential – Grievance/Whistleblower’’).

5. Grievance Handling Process

  • Acknowledgement – You will receive an acknowledgement email within 3 working days.
  • Initial Review – initial information will be reviewed by Charles Bird within 7 working days.
  • Investigation – We will conduct an inquiry into the matter to include gathering all information within 30 working days. We will provide updates every 10 working days.
  • Decision and Resolution – Summery of our findings and reasoning behind our decision. A written outcome will be provided. Timeframe varies by complexity.

6. Resolution

Following the investigation:

  • The outcome will be communicated with an explanation of how we reached the decision. If the grievance is not accepted, a clear explanation will be provided
  • Appropriate corrective or preventive actions will be taken
  • Where relevant, improvement plans may be implemented to avoid recurrence

If the party is not satisfied with the decision, they may request an appeal or second review by a senior director.

7. Record Keeping

All complaints and grievances are documented and stored securely in accordance with privacy standards and applicable laws.

8. Grievance Procedure for Staff

1

Most grievances can be resolved quickly and informally through discussion with your line manager. If this does not resolve the problem, you should initiate the formal procedure set out below.

1.2

This procedure applies to all employees regardless of length of service.

1.3

You can raise a grievance if:

  • You feel raising it informally has not worked
  • You do not want it dealt with informally
  • Bullying or discrimination at work

This list is not exhaustive.

2. Step 1: Written Grievance

2.1

You should put your grievance in writing and submit it to your line manager. If your grievance concerns your line manager, you may submit it to Tina Bird.

2.2

The written grievance should set out the nature of the complaint, including any relevant facts, dates, and names of individuals involved so that we can investigate it.

3. Step 2: Meeting

3.1

We will arrange a grievance meeting, normally within one week of receiving your written grievance. You should make every effort to attend.

3.2

You may bring a companion to the grievance meeting if you make a reasonable request in advance and tell us the name of your chosen companion. The companion may be either a trade union representative or a colleague, who will be allowed reasonable paid time off from duties to act as your companion.

3.3

If you or your companion cannot attend at the time specified you should let us know as soon as possible and we will try, within reason, to agree an alternative time.

3.4

We may adjourn the meeting if we need to carry out further investigations, after which the meeting will usually be reconvened.

3.5

We will write to you, usually within one week of the last grievance meeting, to confirm our decision and notify you of any further action that we intend to take to resolve the grievance. We will also advise you of your right of appeal.

4. Step 3: Appeals

4.1

If the grievance has not been resolved to your satisfaction you may appeal in writing to Tina Bird, or whoever directed, stating your full grounds of appeal, within one week of the date on which the decision was sent or given to you.

4.2

We will hold an appeal meeting, normally within two weeks of receiving the appeal. This will be dealt with impartially by a manager who has not previously been involved in the case. You will have a right to bring a companion (see paragraph 3.2).

4.3

We will confirm our final decision in writing, usually within one week of the appeal hearing. There is no further right of appeal

Whistleblowing Protection Policy

9. Protection for Whistleblowers

Anyone who raises a genuine concern is protected under this policy. This includes protection from:

10. Retaliation

We strictly prohibit retaliation against individuals who report concerns in good faith. Retaliation includes:

  • Dismissal or demotion
  • Harassment, bullying, or intimidation
  • Threats or adverse treatment
  • Withholding of contracts, services, or business opportunities (for suppliers/partners)

11. Consequences for Retaliation

  • Any attempt at retaliation will be subject to disciplinary action and may lead to dismissal for employees
  • Supplier contracts subject to review and termination.

12. Confidentiality

All reports will be handled discreetly. The identity of the whistleblower will only be shared with individuals directly responsible for investigating the complaint unless:

  • The whistleblower consents, or
  • Disclosure is required by law

Anonymous reports are accepted and will be investigated as fully as possible.

13. Fair Treatment

A whistleblower who makes a report in good faith will not face negative consequences, even if the concern turns out to be mistaken.

14. Communication

After receiving a protected disclosure, the company will:

  • Acknowledge receipt (when contact information is provided)
  • Review the concern promptly
  • Conduct a fair, confidential, and impartial investigation
  • Take appropriate corrective or preventive action
  • Provide feedback where possible

15. Policy Review

This policy is reviewed annually to ensure it remains effective, compliant with legislation, and aligned with best practices.