How To Pay hereinafter (HTP) operates an email based HelpDesk for all complaints and disputes.
To make a complaint you should email firstname.lastname@example.org with your full name, email address and mobile phone number together with the country code. You must provide full information relating to the complaint and attach any evidence if available, so that the first staff member that accepts your email is able to quickly investigate and respond to you in writing.
When sending an email to email@example.com you will be issued a Ticket Number in order to track the progress.
This policy is intended to ensure that HTP can handle customer complaints fairly, efficiently and effectively. The complaint management system is intended to:
This policy applies to all complaints from the public made to or about HTP, regarding its services, staff and complaint handling.
Expression of dissatisfaction made to or about HTP, its products, services and staff or the handling of a complaint where a response or resolution is explicitly or implicitly expected or legally required.
A complaint covered by this Policy can be distinguished from:
All policies, procedures, practices, staff, hardware and software used by HTP in the management of complaints.
An unresolved complaint escalated either within or outside of HTP organisation.
Opinions, comments and expressions of interest or concern, made directly or indirectly, explicitly or implicitly, to or about HTP, its products, services or complaint handling where a response is not explicitly or implicitly expected or legally required.
A report about wrong doing made by a public official that meets the requirements..
committed to seeking and receiving feedback and complaints about its services, systems, practices, procedures, products and complaint handling.Any concerns raised in feedback or complaints will be dealt with within a reasonable time frame. Customers making complaints will be:
will take all reasonable steps to ensure that customers making complaints are not adversely affected because a complaint has been made by them or on their behalf.
accepts anonymous complaints and will carry out an investigation of the issues raised where there is enough information provided.
We will ensure that information about how and where complaints may be made to or about us is well publicised. We will ensure that our systems to manage complaints are easily understood and accessible to everyone, particularly customers who may require assistance.
If a person prefers or needs another person or organisation to assist or represent them in the making and/ or resolution of their complaint, we will communicate with them through their representative if this is their wish. Anyone may represent a person wishing to make a complaint with their consent (e.g. advocate, family member, legal or community representative, member of Parliament, another organisation).
Complaints made to HTP are free.
Where possible, complaints will be resolved at first contact with HTP.
HTP will promptly acknowledge receipt of complaints. HTP will assess and prioritise complaints in accordance with the urgency and/or seriousness of the issues raised. If a matter concerns an immediate risk to safety or security the response will be immediate and will be escalated appropriately.HTP is committed to managing customers’ expectations, and will inform them as soon as possible, of the following:
HTP will advise customers as soon as possible when they are unable to deal with any part of a complaint and provide advice about where such issues and/or complaints may be directed (if known and appropriate).
HTP will also advise customers’ as soon as possible when they are unable to meet the timeframes for responding to their complaints and the reason for the delay.
HTP will address each complaint with integrity and in an equitable, objective and unbiased manner.
HTP will ensure that the person handling a complaint is different from any staff member whose conduct or service is being complained about.
Conflicts of interests, whether actual or perceived, will be managed responsibly. In particular, internal reviews of how a complaint was managed will be conducted by a person other than the original decision maker.
HTP staff are empowered to resolve complaints promptly and with as little formality as possible. HTP will adopt flexible approaches to service delivery and problem solving to enhance accessibility for customers’ making complaints and/or their representatives.
HTP will assess each complaint on its merits and involve customers making complaints and/or their representative in the process as far as possible.
HTP will protect the identity of customers making complaints where this is practical and appropriate.Personal information that identifies individuals will only be disclosed or used by HTP as permitted under the relevant privacy laws, secrecy provisions and any relevant confidentiality obligations.
Where a complaint involves multiple organisations, HTP will work with the other organisation/s where possible, to ensure that communication with the customer making a complaint and/or their representative is clear and coordinated.
Subject to privacy and confidentiality considerations, communication and information sharing between the parties will also be organised to facilitate a timely response to the complaint.
Where a complaint involves multiple areas within the HTP organisation, responsibility for communicating with the customer making the complaint and/or their representative will also be coordinated.
Where HTP services are contracted out, HTP expect contracted service providers to have an accessible and comprehensive complaint management system. HTP take complaints not only about the actions of its staff but also the actions of service providers.
When similar complaints are made by related parties HTP will try to arrange to communicate with a single representative of the group.
All staff managing complaints are empowered to implement HTP complaint management system as relevant to their role and responsibilities
Staff are encouraged to provide feedback on the effectiveness and efficiency of all aspects of the complaint management system.
HTP is committed to being accessible and responsive to all customers who approach them with feedback or complaints. At the same time the success of HTP depends on:
When customers behave unreasonably in their dealings with HTP, their conduct can significantly affect the progress and efficiency of HTP complaint handling process. As a result, HTP will take proactive and decisive action to manage any conduct that negatively and unreasonably affects it and will support its staff to do the same in accordance with this policy.
When responding to complaints, HTP staff will act in accordance with its complaint handling procedures as well as any other internal documents providing guidance on the management of complaints.
HTP staff will also consider any relevant legislation and/or regulations when responding to complaints and feedback.
The five key stages in our complaint management system are set out below.
Unless the complaint has been resolved at the outset, HTP will record the complaint and its supporting information. HTP will also assign a unique identifier to the complaint file.The record of the complaint will document:
HTP will acknowledge receipt of each complaint promptly, and preferably within one working day.
Consideration will be given to the most appropriate medium (e.g. email, letter, telephone) for communicating with the person making a complaint.
After acknowledging receipt of the complaint, HTP will confirm whether the issue/s raised in the complaint is/are within its control. HTP will also consider the outcome/s sought by the person making a complaint and, where there is more than one issue raised, determine whether each issue needs to be separately addressed.
When determining how a complaint will be managed, HTP will consider:
After assessing the complaint, HTP will consider how to manage it. To manage a complaint HTP may:
HTP will keep the person making the complaint up to date on its progress, particularly if there are any delays and will also communicate the outcome of the complaint using the most appropriate medium. Which actions HTP decide to take will be tailored to each case and take into account any statutory requirements.
Following consideration of the complaint and any investigation into the issues raised, HTP will contact the person making the complaint and advise them:
HTP will keep comprehensive records about:
HTP will ensure that outcomes are properly implemented, monitored and reported to the complaint handling manager and/or senior management.
HTP will inform customers who make complaints to or about them or about any internal or external review options available to them.
HTP aim to resolve complaints at the first level, the frontline. Wherever possible staff will be adequately equipped to respond to complaints, including being given appropriate authority, training and supervision.
Where this is not possible, HTP may decide to escalate the complaint to a more senior officer within HTP. This second level of complaint handling will provide for the following internal mechanisms:
Where a person making a complaint is dissatisfied with the outcome of HTP’s review of their complaint, they may seek an external review of our decision. The costs of any such arbitration will be on the person making the complaint.
HTP will ensure that complaints are recorded in a systematic way so that information can be easily retrieved for reporting and analysis.Regular reports will be run on:
Regular analysis of these reports will be undertaken to monitor trends, measure the quality of HTP customer service and make improvements.
Both reports and their analysis will be provided to HTP’’s CEO and senior management for review.
HTP will continually monitor its complaint management system to
HTP is committed to improving the effectiveness and efficiency of its complaint management system. To this end, HTP will: