Grievance Policy

Version 2.0 – Updated October 2025



Purpose of the Grievance Policy

At Recruit Mint, we are committed to providing a fair, safe, and transparent working environment for all employees and temporary workers.

This policy outlines the procedure for raising and resolving problems, complaints, or concerns in a timely, consistent, and confidential manner.



It ensures that everyone working with Recruit Mint is treated with respect and that grievances are handled fairly, in line with the ACAS Code of Practice on Disciplinary and Grievance Procedures, the Employment Agencies Act 1973, and the Conduct of Employment Agencies and Employment Businesses Regulations 2003.

Scope

This policy applies to:

• All employees of Recruit Mint
• All temporary workers, agency staff, and contractors engaged or supplied by Recruit Mint

Temporary workers may raise grievances either directly with their Recruit Mint Consultant or the HR Manager.

Where a grievance relates to a client site, Recruit Mint will liaise with the client to ensure the concern is addressed appropriately.

Principles

• Grievances will be dealt with fairly, promptly, and confidentially.
• Employees and workers will not suffer detriment or victimisation for raising genuine concerns.
• Everyone has the right to be accompanied at formal grievance and appeal meetings by a workplace colleague, trade union representative, or an accredited staff association member.
• We encourage resolution through informal discussion wherever possible before progressing to formal stages.
• All parties will be given the opportunity to state their case and present evidence.
• Records will be kept securely in line with data protection legislation (UK GDPR).

Definitions

• Grievance: A formal or informal complaint, concern, or issue raised by an employee or temporary worker relating to their employment or treatment at work.
• Complainant: The individual raising the grievance.
• Respondent: Any person the grievance is about (if applicable).
• Working Days: Monday to Friday, excluding public holidays.

Informal Grievance Procedure

Where possible, employees or workers should raise concerns informally with their Line Manager, Recruit Mint Consultant, or HR Manager.

Most issues can be resolved quickly through open communication and without the need for formal proceedings.



If the matter cannot be resolved informally or the employee prefers to raise it formally, the following procedure should be followed.

Formal Grievance Procedure

The grievance must be put in writing, outlining the nature of the complaint, relevant details, and any supporting evidence.

It should be sent to:

• The Line Manager (for employees), or
• The HR Manager / Recruit Mint Consultant (for temporary workers).

If the grievance concerns that person, it should be sent directly to the Managing Director.

2. Grievance Meeting

A grievance meeting will normally be arranged within five (5) working days of receiving the written grievance.

You have the right to be accompanied by a workplace colleague or trade union representative.

During the meeting:

• You’ll have the opportunity to explain the issue and suggest outcomes.
• The manager or HR representative will gather relevant information, interview witnesses (if necessary), and assess the facts.

If further investigation is required, you’ll be informed, and the investigation will be completed as soon as reasonably practicable.

3. Outcome

Once the investigation is complete, you’ll receive a written response setting out:

• The outcome of the grievance
• Any actions that will be taken
• Your right to appeal the decision

This outcome will normally be provided within ten (10) working days of the meeting.

4. Appeal Process

If you are not satisfied with the outcome, you may appeal in writing to the Director within five (5) working days of receiving the decision.

The appeal should clearly state the grounds — for example, that:

• New evidence has come to light;
• The procedure was not followed correctly; or
• The outcome was unreasonable.

An appeal meeting will be arranged, normally within five (5) working days of receiving your appeal.

Where possible, a more senior or impartial manager (not previously involved) will hear the appeal.

You have the right to be accompanied at the appeal meeting.


The final decision will be confirmed in writing within five (5) working days of the meeting, and this decision will be final.

Recordkeeping and Data Protection

• All formal grievances and outcomes are recorded and logged by the HR and Compliance Team.
• Records are retained for a minimum of 12 months (or longer where legally required) in accordance with UK GDPR.
• Information will only be shared on a need-to-know basis and handled in line with our Data Protection Policy.

Non-Retaliation

Recruit Mint guarantees that no employee, worker, or applicant will face dismissal, detriment, or victimisation for raising a genuine grievance or supporting someone else in doing so.

Any form of retaliation will be treated as a disciplinary matter.

Concurrent Disciplinary Action

Where a grievance is raised during ongoing disciplinary proceedings, the grievance process may be temporarily paused if the issues are directly related.

If the grievance is unrelated, both procedures may continue simultaneously, ensuring fairness in both processes.

Policy Review

This policy will be reviewed annually by the Recruit Mint Team or sooner if required by changes in employment law or company structure.

The review date and version number will be recorded below.



Last reviewed: October 2025
Next review due: October 2026