At Chalk Architects, we are committed to conducting our business responsibly, ethically and professionally. We want anyone affected by our business, including employees, clients, consultants, contractors, suppliers and other stakeholders, to feel able to raise concerns safely, confidentially and in good faith.
We believe that identifying and resolving concerns promptly helps us maintain high standards of professional practice, supports positive working relationships and contributes to continual improvement.
Grievances may relate to any aspect of Chalk Architects' business activities, professional conduct or workplace practices. We welcome concerns relating to, but not limited to:
Grievances should be submitted by email to hello@chalkarchitects.co.uk
Please provide as much information as possible, including:
Where appropriate, concerns may also be raised anonymously. While anonymous reports may limit our ability to investigate fully, every concern received will be considered carefully.
This policy is publicly published on our website. If needed, stakeholders can directly ask for any support needed to access & understand it from the Directors of Chalk Architects Ltd.
We will acknowledge receipt of your grievance within three working days. An initial review will determine whether further information is required and whether a formal investigation should be undertaken. Where necessary, we may contact the person raising the grievance to request additional details.
Once a grievance has been accepted, we will:
1. Investigate
Gather relevant information and evidence, which may include discussions with employees, clients, consultants, contractors, suppliers or other relevant parties. We aim to complete investigations within 15 working days, although more complex matters may require additional time.
2. Take appropriate action
Where an investigation identifies issues requiring action, we will implement appropriate measures.
These may include:
3. Communicate the outcome
Where appropriate and legally permissible, we will communicate the outcome or proposed next steps to the person who raised the grievance within 20 working days.
The response will explain:
4. Close the case
A grievance will be formally closed once the investigation has concluded, any necessary actions have been identified or implemented, and the outcome has been communicated.
If additional time is required due to the complexity of the matter, we will keep the complainant informed and provide revised timescales.
The Practice Director is responsible for managing grievances and coordinating investigations.
Any serious concerns involving health and safety, discrimination, human rights, professional misconduct, safeguarding or legal compliance will be escalated immediately to the Directors.
All grievances will be handled as confidentially as possible. Confidentiality and protection from retaliation- information relating to a grievance will only be shared with those who need access in order to investigate and resolve the matter, unless disclosure is required by law.
The identity of the individual raising the concern will be protected wherever reasonably practicable.
Protection from retaliation - Chalk Architects has zero tolerance for retaliation against anyone who raises a concern honestly and in good faith.
No employee, consultant, contractor or supplier will suffer adverse treatment because they have raised a genuine concern or participated in an investigation. Regular check ins will be conducted with those who have raised grievances to ensure no retaliation has occurred.
Any individual found to have retaliated against someone raising a grievance in good faith may be subject to disciplinary action, which could include dismissal, termination of appointment or termination of contractual relationships.
If the person raising the grievance believes the matter has not been handled appropriately or new evidence becomes available, they may request a review by the Directors.
Appeals should be submitted by email within 10 working days of receiving the outcome and should clearly explain the reasons for requesting a review.
The Directors will consider the appeal and aim to respond within 10 working days.
Chalk Architects is committed to continually improving its governance and business practices.
This Grievance Procedure will be reviewed annually, or sooner if required by changes in legislation, professional standards or business operations.
