Complaints Procedure

Complaints Policy & Process

The Trams to Newhaven Team views complaints as an opportunity for continual improvement, as well as a chance to review processes and practices in order to deliver a more customer focussed experience for residents, businesses and stakeholders affected by the construction works.

Definition of a complaint

A complaint is a communication of dissatisfaction about any work being carried out by the project team whether received verbally face-to-face, by phone, in writing, or email.

Trams to Newhaven Team complaints policy

To have a clear and simple complaints policy available to anyone with a complaint
To publicise the process, so that complainants know what steps to take
To ensure all in connection to the project team know the actions to take on receipt of a complaint
To ensure all complaints are investigated in a fair and efficient way
To ensure all complaints are resolved in a timely manner and relationships improved where possible
To ensure lessons are learned to prevent future complaints arising

Confidentiality

All complaints will be handled sensitively, and information shared only on a 'need to know' basis. All information is stored in compliance with current GDPR legislation.

Responsibility & Review

Given the complex nature of the project and the number of partners involved its delivery, complaints will be allocated to the most appropriate partner to review and respond to. There may be instances where multiple partners are required to input into any response that is issued and resolution that is required. In this instance, one partner will be nominated to coordinate the overall response. This policy is not static and will be reviewed and updated as required.

Complaints Monitoring & Lessons Learned

Complaints data will be reviewed regularly to assess any trends requiring action.

Complaints Log

All complaints received by the responsible party are to be logged as per their Complaints Log and to be reported on a monthly basis within the monthly progress report. You can download our Stakeholder Communications Dashboard every month.

Complaints Process

1. Complaint received

Details recorded: Name address, phone number, email address, nature of relationship and complaint.

2. Complaint categorised

Categories: Noise, Dirt and Dust, Parking, Safety, Inconsiderate Behaviour, Road Conditions and Vehicle Movements, Environmental Concerns, Pedestrian Access Obstruction, Property Damage,Site Lighting, Working Hours, Support for Business and Other. An acknowledgement of the project recieving the complaint will be given to the person making the complaint within 48 hours.

3. Complaint investigated

Each identified responsible party will investigate the complaint. Any remedial action will be logged.

4.Complaint Outcome

Each identified responsible party will send a follow-up letter or electronic email to the complainant, outlining the complaint details, remedial action being taken by the responsible parties and a timeline for completion.

5.Complaints Log

Each identified responsible party will update their Complaints Log providing action progress updates daily. The Log will be signed by a nominated Senior Project representative weekly and by the Project Director on submission of the monthly report.

The Log is provided to City of ��ý Council monthly with a list of any breaches of the Code of Construction Practice occurring including the nature and duration of the breach, the action taken to mitigate the breach and steps taken to minimise the likelihood of subsequent occurrence of the breach.

6. Complaints Monitoring & Lessons Learned

Complaints data will be reviewed regularly to assess any trends requiring action and will be published monthly on the project website.

What if I'm dissatisfied with the outcome of my complaint?

If you are dissatisfied the project's response to your complaint, it can be escalated to the City of ��ý Council and investigated as a Stage 2 complaint. Read more about this process here.

What if I’m still dissatisfied?

After we have given you our final decision, if you are still dissatisfied with our decision or the way we dealt with your complaint, you can ask the to look at it.

You can ask the Scottish Public Service Ombudsman to look at your complaint if:

you have gone all the way through the Trams to Newhaven complaints handling procedure
it is less than 12 months after you became aware of the matter you want to complain about; and
the matter has not been (and is not being) considered in court.

Scottish Public Service Ombudsman contact details are:

Telephone: 0800 377 7330
Webform:

Getting help to make your complaint

If you are unable or reluctant to make a complaint yourself. We accept complaints from the representative of a person who is dissatisfied with our service. We can take complaints from a friend, relative, or an advocate, if you have given them your consent to complain on your behalf.

You can find out about advocates in your area by contacting the Scottish Independent Advocacy Alliance:

Scottish Independent Advocacy Alliance

Tel: 0131 510 9410

You can find out about advisers in your area through Citizens Advice Scotland:

Tel: 0800 028 1456

If you have trouble putting your complaint in writing, or want this information in another format, such as large font, or Braille, please contact us.

Our contact details

By telephone 0131 322 1122 Monday to Sunday 8am to 7pm
In person to one of our Public Liaison Assistants who regularly walk along the route and wear a Trams to Newhaven uniform
On Twitter tagging the handle
On email to Newhaven.tram@edinburgh.gov.uk
In writing to Trams to Newhaven, 165 Leith Walk, ��ý, EH6 8NR

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