Grievance & Disciplinary Procedure

 

Registered Office: Courtyard Offices, Apsley House, Waterloo Lane, Chelmsford, CM1 1BD
Website: https://whitefiretechnologies.com

1. Purpose

White Fire Technologies (“we”, “our”, “us”) is committed to maintaining a fair, safe, and respectful environment for all learners, staff, and partners. This procedure provides:

• A framework for raising and resolving concerns (grievances).
• A fair and consistent process for dealing with misconduct or performance issues (disciplinary).
• Compliance with UK legal standards, including the ACAS Code of Practice.

2. Scope

This Procedure applies to:

• Employees and contractors of White Fire Technologies.
• Students, graduates, freshers, and career switchers enrolled in our programmes.
• Internship participants placed in partner organisations through us.

3. Principles

• Fairness – All parties will be treated with dignity and respect.
• Transparency – Processes and decisions will be explained clearly.
• Confidentiality – Information will be handled sensitively and only shared with those who need to know.
• Impartiality – Decisions will be made objectively, free from bias.
• Right to representation – Employees may be accompanied by a colleague or trade union representative. Learners may bring a parent/guardian (if under 18) or nominated supporter.
• Right to appeal – All parties have the right to appeal formal decisions.

4. Grievance Procedure

4.1 What is a Grievance?

A grievance is a concern, problem, or complaint that an employee or learner wishes to raise. Examples include:

• Bullying, harassment, or discrimination.
• Health & safety concerns.
• Unfair treatment by staff or trainers.
• Issues with course delivery or internship arrangements.

4.2 Informal Resolution

• We encourage concerns to be raised informally first, through discussion with the trainer, line manager, or programme coordinator.
• Many issues can be resolved quickly and amicably without a formal process.

4.3 Formal Grievance Process

If informal steps do not resolve the matter, the following process applies: 1. Written Complaint

• Submit a grievance in writing to info@whitefiretechnologies.com.
• Include details of the issue, relevant dates, and any evidence.

2. Acknowledgement

• Acknowledgement of receipt will be sent within 5 working days.

3. Investigation

• A manager or appointed officer will investigate the matter fairly and impartially.
• Witnesses may be interviewed, and evidence reviewed.

4. Grievance Meeting

• The complainant will be invited to a meeting to present their case.
• They may be accompanied as per rights outlined in Section 3.

5. Decision

• A written decision will be provided within 10 working days of the meeting.

6. Appeal

• Appeals must be submitted within 7 working days of the decision.
• A senior manager not previously involved will review the case.
• The appeal decision is final.

5. Disciplinary Procedure

5.1 What is Misconduct?

Misconduct refers to behaviour that breaches company rules, learner code of conduct, or contractual obligations. Examples:

• Persistent lateness or poor attendance.
• Failure to follow health & safety instructions.
• Disruptive behaviour in training or online classes.
• Breach of data protection or confidentiality rules.

5.2 What is Gross Misconduct?

Gross misconduct is behaviour serious enough to justify immediate dismissal or removal from a programme. Examples:

• Theft, fraud, or dishonesty.
• Violence, threats, or harassment.
• Deliberate damage to property.
• Serious breach of safeguarding duties.
• Plagiarism or cheating in assessments.
• Misuse of company IT systems for illegal or harmful purposes.

5.3 Disciplinary Process

1. Informal Stage

• Minor issues may first be addressed informally with guidance or coaching.

2. Investigation

• For formal issues, an impartial investigator is appointed.
• The employee or learner will be notified of the allegation in writing.

3. Disciplinary Hearing

• A meeting is arranged with at least 48 hours’ notice.
• The individual may present evidence and call witnesses.

4. Decision

• Following the hearing, a decision will be made, considering all evidence.
• Outcomes may include no action, a verbal/written warning, suspension, or dismissal/removal from the programme.

5. Appeal

• Appeals must be submitted within 7 working days of the decision.
• A different senior manager will hear the appeal.
• The appeal decision is final.

5.4 Disciplinary Outcomes

• Verbal Warning – For minor first offences, recorded for 6 months.
• Written Warning – For repeated or more serious misconduct, recorded for 12 months.
• Final Written Warning – For serious misconduct or repeated issues, valid for 18 months.
• Dismissal/Removal – For gross misconduct or failure to improve after warnings.

6. Record Keeping

• All grievance and disciplinary records are kept securely and confidentially.
• Records are retained for a minimum of 6 years in line with legal requirements.
• Data is processed in line with GDPR & Data Protection Policy.

7. Safeguarding & Equality Considerations

• Complaints relating to harassment, discrimination, or safeguarding are prioritised and handled sensitively.
• Adjustments will be made for individuals with disabilities or other protected characteristics under the Equality Act 2010.
• Learners under 18 will have parents/guardians informed where appropriate.

8. Malicious or Vexatious Complaints

• Complaints made in bad faith or with malicious intent may themselves be subject to disciplinary action.
• Genuine mistakes or misunderstandings will not be penalised.

9. Protection from Victimisation

• No employee or learner will be penalised for raising a genuine grievance.
• Retaliation against whistle-blowers or complainants is treated as gross misconduct.

10. Monitoring & Review

• Grievance and disciplinary cases are reviewed annually for fairness and consistency.
• Policy is reviewed every 12 months or when legal guidance changes.

11. Contact

HR & Compliance Department
White Fire Technologies
Courtyard Offices, Apsley House, Waterloo Lane, Chelmsford, CM1 1BD
Email: deepak@whitefiretechnologies.com