UK Complaints Policy

Introduction
Smart Parking Limited takes complaints seriously as they help us to improve areas of our products and services and to resolve any issues relating to the consistency and quality of our business operations.

Our complaints policy is an opportunity for customers to tell us when we might have fallen short of expectation, and how we can put things right.

Smart Parking Limited receive, evaluate, make and record its decisions on complaints in a non-discriminatory manner, in accordance with the requirements of the accredited parking association.

Policy Scope
The policy is designed to deal with concerns raised in relation to parking enforcement only; complaints that do not relate to matters pertaining to The private parking sector single Code of Practice are not covered under the scope of the policy.

Definition of a Complaint
The complaints policy is not intended to be used as a method for motorists to appeal a Parking Charge (PC). Matters relating specifically to appeals must be made in writing as instructed on the notice itself.

If a complaint is received that is considered to be or includes an appeal against the validity of an PC, we will treat it as an appeal and advise the customer of this, unless we are informed that the customer does not wish it to be so handled.

Our definition of a complaint is something about the quality of the service provided by an organisation, its processes and/or the behaviour of its staff.

Our definition of an appeal – correspondence shared against the decision of an organisation – in this instance, the decision to issue a Parking Charge– where a change to that decision is required.

How to make a Complaint
Motorists who wish to make a complaint must do so in writing. This is to ensure we know exactly what the nature of the complaint is and this reduces the possibility of ambiguity or of the customer’s complaint not being correctly recorded over the telephone. The complaint will then be registered onto our system and a unique reference code generated.

Once the complaint has been received, we will acknowledge the complaint within 14 days and provide the unique reference code. The acknowledgement will be sent to the name and address or email provided. In the absence of valid contact details, it may not be possible to process a complaint or process it within the published timeframes.

A complaint must be made in writing via email or post:
Email: complaints@smartparking.com

Postal Address: Unit 43 Elmdon Trading Estate, Bickenhill Lane, Birmingham, B37 7HE – please put for the attention of the Complaints Department.

How Complaints will be recorded
Complaints will be recorded on a complaint’s register and kept on file for 36 months and these will be available on request to authorised bodies. The details that will be retained will be:
o Date of complaint
o Copy of complaint
o Copy of all correspondence
o The outcome
o Details of any corrective action required

All personal data will be redacted in line with GDPR requirements.

The complaints register will be reviewed every 12 months to identify trends and training opportunities.

Investigating complaints
Investigations shall be completed by a trained complaints handler. The complaint handler shall;
o Review the complaint
o Gather evidence to uphold or dismiss the complaint. This may include speaking with a member of staff who has been involved and reviewing the Parking Charge issued.
o Review against the private parking sector single Code of Practice to see if there has been a breach

We will respond to complaints within 28 days of receipt. In some cases, however, the allotted timeframe could be extended due to the nature of the complaint and the complexities surrounding any investigation. If we are unable to reply to the complaint within 28 days, the customer will be written to, to advise of progress.

Concluding complaints
Complaints must be investigated and concluded within 28 days of receipt.

Responses should follow the way in which the complaint was initially lodged by the motorist i.e. if the complaint was submitted by post, the response will be sent through the post unless the complainant has specifically requested a response via another form of communication.

The outcome will then be recorded under a complaints log.

Escalation Process
If the customer remains dissatisfied with our determination of the complaint, we will provide you with the details to enable you to complain to our Accredited Trade Association or Conformity Assessment Body (full details will be provided at the appropriate time).

In order to escalate a complaint to our Accredited Trade Association or Conformity Assessment Body, the customer must supply our Accredited Trade Association or Conformity Assessment Body with a copy of our final complaint response.

Our Accredited Trade Association or Conformity Assessment Body will not review escalated complaints where this is not provided by the customer.

Corrective action
In the event that the complaint is upheld, any corrective action shall be recorded in the complaints log. Corrective action may include;
o Staff training
o Staff disciplinary
o Amending processes
o Suspending enforcement of a site

Confidentiality
All complaints will be dealt with in accordance with the requirements of the Data Protection Act 2018.

Please note, when a complaint concerns the issuing of an PC issued by us, Smart Parking Limited are the data controller. As such the customer should be aware that any information provided in connection with the complaint will be used by Smart Parking Limited to help us deal with it. The customer’s information may also be passed to Smart Parking Limited staff who were enforcing any parking restrictions or conditions at the relevant site. Information may also be shared with the landowner and any permit service provider if relevant to allowing the complaint to be investigated and resolved.

For more information on how we use your information you can contact our data protection officer dpo@smartparking.com . More information about your rights concerning the use of your personal data is available within our privacy policy found on our website https://www.smartparking.com/uk/personal-data-privacy-policy