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Coinford believes that all employees should be treated fairly, respectfully, and with dignity. The Company is committed to maintaining an open and honest working environment where employees feel confident raising concerns without fear of disadvantage or reprisal.
Any employee who is unhappy about the treatment they have received, or about any aspect of their work, should in the first instance discuss the matter informally with their line manager, who will attempt to resolve it on an informal basis.
If an employee feels unable to approach their line manager directly, they should contact the HR Department, who will discuss ways in which the matter can be addressed.
Coinford strictly prohibits victimisation or retaliation against anyone who raises a grievance, acts as a witness, or participates in an investigation. Any such behaviour will be treated as misconduct under the Disciplinary Policy and may result in dismissal.
This policy follows the ACAS Code of Practice on Disciplinary and Grievance Procedures and complies with the Equality Act 2010.
This policy applies to all employees of Coinford Ltd, including apprentices, agency staff, and contractors. It covers all work-related grievances, including those relating to working relationships, working conditions, management decisions, or breaches of policy, such as harassment, bullying, or sexual harassment.
Employees are encouraged to raise issues informally in the first instance, as early intervention often leads to quicker resolution. Managers should handle such matters sensitively and discreetly, in consultation with HR if necessary.
If informal resolution is not appropriate (for example, in cases involving serious allegations such as bullying, discrimination, or sexual harassment), employees should raise a formal grievance immediately.
The first stage of the formal process is to submit a written grievance. This should clearly set out:
Your complaint should be titled “Formal Grievance” and sent to your line manager. If the grievance concerns your line manager or a senior manager, you may send it directly to the HR Department or, if necessary, the CEO to ensure impartiality.
Where appropriate, mediation or informal discussions may still be offered as part of resolution efforts.
While employees are encouraged to raise grievances openly, Coinford recognises that in some cases individuals may wish to report concerns anonymously. Anonymous complaints will be reviewed and investigated where there is sufficient information to do so fairly.
Coinford aims to arrange a grievance hearing within seven working days of receiving a formal grievance and to provide a written outcome within 14 working days. Where more time is required due to complexity or the need for further investigation, the employee will be kept informed of progress and expected timeframes.
The grievance hearing will be conducted by your line manager (or another impartial manager) and attended by an HR representative.
At the hearing, you will be asked to explain your complaint and the outcome you are seeking. The meeting may be adjourned for further investigation if needed.
Employees have the right to be accompanied by a fellow employee or a qualified trade union representative at any grievance or appeal hearing.
All grievance matters will be handled with strict confidentiality and in accordance with the UK GDPR and Data Protection Act 2018. Information will only be shared where necessary to investigate or resolve the grievance. Breaches of confidentiality may be treated as a disciplinary matter.
Electronic recordings of grievance meetings are not permitted unless agreed in advance by HR, for example, as a reasonable adjustment under the Equality Act 2010. Unauthorised recordings may result in disciplinary action.
Following the grievance hearing, you will receive a written outcome detailing the findings and any action to be taken. You may discuss this informally with HR or your manager.
If you are dissatisfied with the outcome, you have the right to appeal.
If you wish to appeal the decision, you must do so in writing to the HR Manager within seven working days of receiving the outcome.
Your appeal should clearly state:
The appeal will normally be heard within seven working days by a Director or other senior manager not previously involved. The decision at this stage will be final.
Where appropriate, grievances may be resolved through mediation, provided all parties agree. Mediation involves an impartial third party helping both sides reach a mutually acceptable solution.
If you require assistance in raising a grievance due to a disability, language barrier, or other accessibility needs, please inform HR@coinford.co.uk so reasonable adjustments can be made.
Employees involved in grievance proceedings may also access support from:
Following the conclusion of a grievance, HR will review outcomes to identify any learning points or areas for policy, training, or cultural improvement. This supports Coinford’s ongoing commitment to a fair and respectful workplace.
This policy should be read alongside:
This policy aligns with:
