Grievance policy

Our commitment to openness

The Marketing Pod believes in open lines of communication. We are committed to fostering a respectful, fair working environment.

As part of our B Corp commitment, we are obliged to provide details of our grievance policy on our website. It reflects our values of honesty and transparency.

Grievance procedure

This policy sets out the procedure for stakeholder grievances and applies to clients, customers, suppliers, collaborators and members of the public.

Grounds for accepting grievances include service quality, contractual issues, professional standards, health and safety, or ethical concerns.

Specifically, The Marketing Pod encourages the reporting of concerns related to:

• Ethical misconduct (e.g., fraud, corruption, bribery)
• Environmental violations or unsustainable practices
• Human rights violations or abuse
• Unsafe or illegal workplace behaviour
• Breaches of our policies, codes of conduct, or third-party obligations

Issues not related to the company’s conduct, or internal HR matters not relevant to third parties, may not be investigated through this process.

If you wish to make a formal grievance it must be set out in writing. Please send this via post for the attention of the Directors, or by email to complaints@marketingpod.com

We will acknowledge each grievance and, after an Initial Review, will record it in our Action Report Register within 5 working days. 

Following this, an investigation will commence. This may take up to 30 days, depending on complexity.

Upon conclusion of the investigation, a written outcome with a clear explanation of the decision will be shared, ideally within 5 working days after the conclusion of the investigation. All resolution timescales may vary depending on the complexity of the case.

Appeals

Appeals may be raised with an independent Director or external mediator.

Confidentiality

All grievances will be handled confidentially. Information will only be shared on a need-to-know basis. No client, or stakeholder will suffer retaliation for raising a grievance in good faith. Retaliation will be treated as serious misconduct and may result in disciplinary or contractual action.

Gross misconduct

An employee can be dismissed without notice if, after an investigation and disciplinary hearing, they are found to have committed gross misconduct.

Examples of gross misconduct include:

• Theft or fraud
• Violence or bullying
• Retaliation against whistleblowing
• Serious damage to property
• Misusing the organisation’s name
• Refusing to follow reasonable instructions
• Unlawful discrimination or harassment
• Damaging the organisation’s reputation
• Serious breach of confidentiality

These actions are serious enough to end the employment contract, as they destroy trust and make continued employment impossible. The employee will receive written notice of the decision and their right to appeal.

Monitoring and review

Records of grievances will be maintained confidentially within our Action Report Register and reviewed regularly. This policy will be reviewed annually by the Board of Directors to ensure it remains effective and compliant with best practice and B Corp standards.

External Whistleblower protection policy (Clients, Customers, Suppliers,  Stakeholders)

Our practice is committed to the highest standards of integrity, accountability, and transparency. This Whistleblower Policy provides a mechanism for external stakeholders to raise concerns about malpractice, wrongdoing, or breaches of ethical standards in a safe, confidential, and protected way. It sits alongside our Grievance Procedure and introduces an external route for complaints.

Scope

This policy applies to all external stakeholders (clients, suppliers, collaborators, or members of the public). It covers concerns about criminal offences, fraud, breaches of legal or regulatory obligations, health and safety risks, environmental damage, professional misconduct, breaches of policies or ethical standards, and attempts to conceal wrongdoing.

Our commitment

We are committed to protecting whistleblowers from retaliation, maintaining confidentiality, seeking consent before involving additional parties, and following a fair process. Any retaliation against a whistleblower will be treated as gross misconduct and subject to disciplinary action.

Raising a concern

Concerns may be raised internally with a Director or the Managing Director, or externally with an independent body (e.g. ACAS).

Investigation process

Concerns will be assessed promptly and impartially as outlined in our Grievance Process, with updates provided to the whistleblower where possible. If misconduct is substantiated, corrective or disciplinary action will be taken.

Consequences for retaliation

• Employees: Subject to disciplinary action, up to and including termination.
• Suppliers/Vendors/Clients: Subject to contract termination and permanent disqualification.
• Directors: Subject to suspension or termination.

Confidentiality and data protection

Information will be handled in compliance with UK data protection law. Confidentiality will be respected throughout, with disclosure only where strictly necessary or legally required.

Responsibilities

Stakeholders should raise concerns in good faith. Directors and the Managing Director oversee the process. The Board will review anonymised reports.

Monitoring and review

This policy will be reviewed annually by the Board of Directors to ensure compliance with legal obligations, best practice standards, and B Corp certification requirements.