1. Purpose

We are committed to maintaining an open, fair, and respectful environment where all colleagues and stakeholders feel safe to raise concerns. This procedure provides a clear and accessible way to raise grievances and seek resolution without fear of retaliation.

This policy applies to all employees and external stakeholders (including contractors, suppliers, and partners).

2. Raising a Grievance

Grievances can be raised:

• Informally with your Line Manager where appropriate
• Formally in writing via:
• Your Line Manager
• A more senior manager (if the grievance relates to your Line Manager or they are unavailable)
• The People & Culture team
• A publicly accessible grievance form available on our website

We aim to make this process accessible, confidential, and safe for all stakeholders.

3. Grounds for Accepting a Grievance

A grievance will typically be accepted where it relates to:

• Terms and conditions of employment
• Health, safety, or wellbeing concerns
• Discrimination, harassment, or bullying
• Ethical concerns, including breaches of company values or policies
• Environmental or social impact concerns related to our operations
• Any action or behaviour perceived as unfair, inappropriate, or unlawful

If a concern does not meet these criteria, we will explain why it is not being treated as a formal grievance and, where appropriate, direct you to an alternative process.

4. Grievance Process and Timelines

We aim to handle grievances promptly and fairly. The typical process is:

Step 1.

• A formal grievance should be submitted in writing.
• We will acknowledge receipt within 5 working days.

Step 2.

• We assess whether the issue qualifies as a grievance.
• If not accepted, we will provide a clear explanation.

Step 3.

• A meeting will usually be arranged within 10 working days.
• You have the right to be accompanied by a workplace colleague or trade union representative.
• An impartial investigator may be appointed where appropriate.

Step 4.

• A written outcome will be provided within 10 working days of the meeting (where possible).
• The outcome will outline findings, decisions, and any actions.

Step 5.

• You may appeal in writing within 5 working days of receiving the outcome.
• An appeal meeting will be arranged, and a final decision will be communicated in writing.

Timelines may vary depending on the complexity of the case, but we will keep you informed throughout.

5. Resolution Approach

We are committed to resolving grievances in a fair and constructive manner. Resolutions may include:

• Facilitated discussions or mediation
• Changes to working arrangements or practices
• Disciplinary action where appropriate
• Policy or process improvements

We aim to ensure outcomes are proportionate, transparent, and aligned with our values.

6. Protection from Retaliation

We strictly prohibit any form of retaliation against individuals who raise concerns in good faith.

This includes, but is not limited to:

• Dismissal or disciplinary action
• Unfair treatment or exclusion
• Negative impact on career progression

Any retaliation will be treated as a serious disciplinary matter.

Confidentiality will be maintained wherever possible. Information will only be shared where necessary to investigate and resolve the grievance.

7. Communication and Transparency

We will:

• Provide regular updates at each stage of the grievance process
• Clearly communicate outcomes and next steps
• Confirm when the grievance has been resolved

If a grievance is not accepted, we will explain the reasons clearly and respectfully.

8. Support and Confidentiality

We encourage colleagues to support one another throughout the process, though this is not mandatory.

All parties involved are expected to:

• Respect confidentiality
• Handle information sensitively

In some cases, you may be asked to confirm confidentiality in writing.

9. Accessibility and Continuous Improvement

This policy and the grievance submission process are publicly accessible. We regularly review grievance data and feedback to improve our practices and ensure fairness, transparency, and accountability.