Skating Panda Grievance and Whistleblowing Policy
Last Updated and Effective as of: January 2026
Applies To: Employees, Clients, Suppliers, Contractors, Partners, and the General Public
Contact: All grievances and whistleblower reports should be sent to: info@skatingpanda.com
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Purpose
The Company is committed to conducting its business responsibly, ethically, and transparently. This policy sets out a clear framework for raising, handling, and resolving grievances or whistleblowing concerns raised by internal and external stakeholders. It aims to ensure concerns are addressed fairly, consistently, and without fear of retaliation.
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Scope
This policy applies to all individuals and entities who interact with the Company, including:
- Employees, contractors, and temporary workers
- Customers and clients
- Suppliers, service providers, and business partners
- External stakeholders and members of the public
The policy applies to grievances and concerns related to the Company’s activities, operations, conduct, or obligations.
- Submitting a Grievance or Concern
3.1 Reporting Channels
Grievances and whistleblowing concerns may be raised through any of the following channels:
- The Company’s Contact Us page
- The Privacy Notice page
- Any other reporting channel designated by the Company
Each of these channels will clearly state that they may be used to submit grievances or concerns. Submissions received through these channels will be assessed and managed in accordance with this policy.
3.2 Information to Include
To enable appropriate review, submissions should include sufficient detail such as a description of the concern, relevant dates, individuals involved, and any supporting information where available. Anonymous submissions are accepted, although providing contact details may assist the process.
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Grounds for Accepting a Grievance
A grievance will normally be accepted where it:
- Relates directly to the Company’s business activities, services, decisions, or conduct
- Raises concerns about legal compliance, ethical standards, internal policies, or contractual obligations
- Involves allegations of misconduct, discrimination, harassment, data protection or privacy breaches, health and safety risks, environmental impact, or other improper behaviour
- Is submitted honestly and contains enough information to allow an initial assessment
A grievance may not be accepted where it:
- Is frivolous, malicious, or intentionally misleading
- Concerns matters wholly outside the Company’s control or responsibility
- Has already been reviewed and concluded, unless significant new information is provided
These acceptance criteria are published to ensure transparency for all stakeholders.
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Grievance Handling Process and Timeframes
The Company seeks to manage grievances efficiently while ensuring fairness and due consideration. The indicative stages are:
- Acknowledgement – Receipt of the grievance will normally be confirmed within five working days.
- Initial Review – An initial assessment will usually be completed within ten working days to determine whether the grievance meets the acceptance criteria.
- Engagement or Fact-Finding – Where appropriate, meetings or information requests will take place within two weeks of acceptance.
- Investigation – Investigations will be proportionate to the issue raised and are generally expected to conclude within twenty working days.
- Outcome Notification – A written decision or outcome will normally be communicated within seven working days of the investigation or final meeting.
If additional time is required, the complainant will be informed of the reason and the revised timeframe.
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Resolution of Grievances
Depending on the nature of the issue, resolution may involve one or more of the following:
- Providing clarification or further information
- Taking corrective or preventative actions
- Updating policies, procedures, or controls
- Applying disciplinary or contractual measures where appropriate
- Offering mediation or facilitated discussion
- Escalating matters to external authorities where legally required
The Company will communicate outcomes clearly and explain how decisions were reached where feasible.
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Grievances Not Accepted – Explanation of Decision
Where a submission is determined not to qualify as a grievance under this policy, the Company will, where the complainant is identifiable:
- Communicate the decision in writing
- Clearly explain the reasons for non-acceptance
- Where relevant, indicate alternative routes or contacts for the issue raised
This approach ensures transparency and accountability in decision-making.
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Right to Be Accompanied (Employees Only)
Employees raising a grievance under this policy retain any statutory or contractual right to be accompanied at grievance or appeal meetings, in accordance with applicable employment legislation and internal employment grievance procedures. This may include the right to be accompanied by a colleague or trade union representative. This provision applies to employees only and does not extend to external stakeholders.
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Protection Against Retaliation
Any form of retaliation against individuals who raise concerns in good faith is strictly prohibited. This includes dismissal, disadvantage, harassment, intimidation, or other unfavourable treatment. Protection applies regardless of whether the concern is ultimately substantiated.
Confidentiality will be maintained as far as reasonably possible, subject to legal and regulatory requirements.
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Appeals and Mediation
Where appropriate, individuals may request a review or appeal of a grievance outcome. Mediation may also be considered at any stage of the process if it is likely to assist in reaching a fair and constructive resolution.
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Policy Availability and Review
This policy is publicly available and communicated to relevant stakeholders. It will be reviewed periodically and updated as necessary to reflect changes in legal requirements or organisational practices.
This policy is non-contractual and does not form part of any employment or commercial agreement