Complaints Procedure for Carpet Cleaning Richmond upon Thames
This Complaints Procedure explains how customers of Carpet Cleaning Richmond upon Thames can raise concerns about our carpet, upholstery, and related cleaning services, and how we will respond. Our aim is to resolve any issues quickly, fairly, and transparently, and to use feedback to continually improve our service in the local area.
Our commitment to you
We are committed to providing a professional and reliable cleaning service. If you are unhappy with any aspect of the work carried out, our staff, or our communication, we want to hear from you. We will treat every complaint seriously, investigate it thoroughly, and aim to reach a fair resolution as soon as reasonably possible.
We will always:
Listen carefully to your concerns, treat you with respect and courtesy, keep your information confidential where possible, investigate impartially and objectively, explain our findings and any actions we will take, and use your feedback to improve our carpet cleaning services across our service area.
What this procedure covers
This procedure covers complaints related to our cleaning services, including carpet cleaning, rug cleaning, upholstery cleaning, stain removal, and associated customer service issues. It applies to the work carried out at your home or business premises and to any communication you have with us before or after the service.
This procedure does not cover issues unrelated to our services, such as disputes between third parties or matters that fall outside our reasonable control, such as access restrictions or hazards that prevent us from safely completing the work.
How to make a complaint
You can raise a complaint in a way that is convenient for you. Wherever possible, please contact us as soon as you become aware of a problem so we can address it promptly.
You may contact us by your usual communication method with our company. When submitting a complaint, please provide the following details:
Your full name, your address where the service was carried out, the date of the cleaning service, a clear description of what went wrong, and what outcome you are seeking, for example a re-clean of a specific area, an explanation, or another form of resolution.
Providing as much information as possible helps us investigate thoroughly and respond more quickly.
Informal resolution
Many concerns can be resolved quickly and informally. We encourage you to raise any issues with us at the earliest opportunity, for example on the day of service or shortly afterwards. If you contact us informally, we will aim to:
Understand your concern in detail, review any relevant information and notes from the cleaning visit, agree any practical steps we can take, such as returning to address a missed area, and confirm with you whether you are satisfied with the proposed solution.
If you are not satisfied with the outcome of the informal conversation, or if the matter is more serious or complex, you can make a formal complaint using the process below.
Formal complaints process
When you make a formal complaint, we will follow these stages.
Stage one: Acknowledgement
We will acknowledge your complaint within a reasonable timeframe after receiving it. In our acknowledgement, we will confirm that we have received your complaint, outline the next steps in the process, and provide an estimated timescale for our investigation and response.
Stage two: Investigation
A designated person within Carpet Cleaning Richmond upon Thames will review your complaint. The investigation may include checking the booking details and service records, reviewing any notes or photographs taken by our cleaning team, speaking to the staff involved where appropriate, and, if needed, asking you for further information.
We aim to complete the investigation within a reasonable period. If there is a delay, we will let you know and explain the reason.
Stage three: Response and outcome
Once our investigation is complete, we will provide you with a written or recorded response that explains what we have found, confirms whether your complaint has been upheld in full, in part, or not upheld, and sets out any actions we will take to put things right where appropriate.
Possible outcomes may include an apology and explanation, a re-clean of specific areas, a partial or full adjustment to the service charge where justified, or changes to our internal processes or staff training to prevent similar issues in future.
If you remain dissatisfied
If you are not satisfied with our response, you may ask us to review the decision. A more senior member of our team, who was not directly involved in the original investigation where possible, will reconsider the complaint and our handling of it. We will then provide you with a final response, explaining whether our original decision stands or whether we will take further action.
In some circumstances, you may have the option to seek independent advice or take further steps, such as alternative dispute resolution or legal action. This procedure does not affect your statutory rights.
Timescales
While exact timescales may vary depending on the complexity of the complaint and the availability of information, our aim is to:
Acknowledge your complaint as soon as reasonably possible, complete our initial investigation within a reasonable period, and keep you informed if more time is needed. We will always seek to handle your complaint without unnecessary delay.
Confidentiality and data protection
We treat all complaints with sensitivity and confidentiality. Information you provide will only be shared with those who need it to investigate and respond to your complaint, or where we are required to disclose it by law. We will handle your personal data in line with our data protection obligations and will keep records of complaints and their outcomes for an appropriate period.
Using complaints to improve our service
We value feedback from our customers across the areas we serve, as it helps us improve the quality and reliability of our carpet and upholstery cleaning services. We regularly review the complaints we receive to identify patterns, staff training needs, and areas where our processes or communication can be improved.
By following this Complaints Procedure, we aim not only to resolve individual issues but also to enhance our overall service for all customers who choose Carpet Cleaning Richmond upon Thames.