Grievance and Complaints Policy

Purpose

First Intuition are committed to applying the highest standards of ethics transparency and accountability. This policy outlines how stakeholders may raise grievances or report misconduct and the procedures we follow to address these concerns. It also highlights our strict procedures for whistleblowers and zero tolerance approach to retaliation.

Scope

This policy applies to all stakeholders including but not limited to:

– Clients and customers

– Suppliers

– Business Partners

– Community members of the public

What can be reported

We encourage reporting of any issues relating to ethical misconduct (e.g., fraud, corruption, bribery)

• Environmental violations or unsustainable practices
• Human rights violations or abuse
• Unsafe or illegal workplace behaviour
• Breaches of our policies, codes of conduct, or third-party obligations

 

Excluded issues

Issues not related to the company’s conduct, or internal HR matters, issues relating to recruitment, and not relevant to third parties, may not be investigated through this process.  Similarly, complaints relating to the assessment of student work should be addressed through the academic complaints policy.

 

How to Submit a Grievance

You may raise a grievance by sending an email to complaints@fi.co.uk.  The reporting message should contain details such as a description of the violation, date, time, location, and any supporting evidence.

You may choose to remain anonymous.

Grievance Handling Process

 

Responsibilities

Ethics Case Manager: Assigned to each grievance; manages communication and coordination.

Investigative Team: May include internal or external experts, depending on the issue.

Senior Leadership: Investigative Team: Reviews high-risk or sensitive cases.

 

Actions Against Third Parties

If the investigation finds that a third party (e.g., vendor, supplier, client) has acted unethically or illegally, First Intuition may:

– Terminate the contract or engagement

– Report the matter to regulatory authorities

– Prohibit future collaboration

 

Disciplinary Procedure for Staff

Our aim is to support all employees in meeting the standards expected of them, fostering an environment where issues are resolved quickly and informally whenever possible. Our investigations will be carried out in line with UK human law, fair practice and will follow the procedures described in our internal staff manuals.

 

Communication of Appeal

Once we have completed our investigation we will inform you of the decision as far as UK privacy laws permit.

If you disagree with a disciplinary decision, you have the right to appeal. Just let us know in writing within a week of the decision. We’ll arrange for a manager not involved in the original process to review it and provide a final response.

 

Documentation

To keep everything transparent, all formal procedures and decisions will be documented and shared with you. This ensures both parties have a clear understanding of what was discussed and agreed upon.

 

Whistleblower Protection Policy

First Intuition takes any report of unethical behaviour seriously and has in place procedures to protect whistle-blowers.

 

Staff and workers

Whistleblowing is one of the most effective ways of preventing and eliminating wrongdoing at work. We recognise that raising a whistleblowing concern can be daunting. However, we encourage out Team to report concerns internally as soon as possible where wrongdoing is suspected. Our internal policy sets out the procedure for raising a whistleblowing concern and the support and protection that is available as a result.

Further information on whistleblowing, including your rights as a whistleblower, can be found on the Gov.uk website at the following link: gov.uk/whistleblowing

Employees can contact the Protect charity which is specifically set up to advise and support individuals and organisations in the case of whistleblowing: protect-advice.org.uk/

 

Protection for external stakeholders

First Intuition strictly prohibits retaliation against any external stakeholder who reports a concern under the process above,  as long as they act in good faith, regardless of the outcome of the investigation. For the avoidance of doubt this provision does not apply to current staff or prospective staff.

 

Protection from Retaliation

Retaliation includes, but is not limited to:

– Harassment or intimidation

– Contract cancellation

– Denial of future work or business

 

Consequences for Retaliation

Employees: Subject to disciplinary action, up to and including termination.

Suppliers/Vendors/Clients: Subject to contract termination and permanent disqualification.

Partners: Subject to suspension or termination of business relationships.

 

Anonymity & Confidentiality

• Complainants may report choose to remain anonymous by omitting personal details in email or post.
• All reports are handled with strict confidentiality. Identities are only disclosed with consent or when legally required.
• Access to grievance details is limited to personnel involved in the investigation.

 

Communication and Updates

Complainants (unless anonymous) will receive regular updates on the progress of the grievance.

A summary of the findings and actions taken will be shared once the matter is resolved. In cases where the grievance is not investigated, a written explanation will be provided.

 

Policy Accessibility

This policy is publicly available and may also be referenced in our contracts, onboarding documents, and vendor agreements.

 

Review

This policy will be reviewed annually or in response to significant legal, regulatory, or organisational changes.

Date updated: March 2026