Template — Requires legal review Draft based on the Housing Ombudsman's Complaint Handling Code (April 2024) and Care Act 2014 good practice. Please have a solicitor review and confirm relevant ombudsman routes before publishing.

Complaints Procedure

Last updated: [Date to confirm] Version: 1.0 (Draft)

We want every resident, family member, professional partner, and visitor to feel that Diverse Supported Accommodation CIC takes complaints seriously. When something goes wrong, we want to know — so we can put it right for you, and so we can fix the cause for everyone else.

What this procedure covers

This procedure covers complaints about:

  • Our properties (condition, maintenance, repairs, cleanliness, gardens)
  • Our tenancy and landlord services
  • The behaviour of our staff or contractors
  • How we have communicated or acted as a CIC

For complaints about a support provider operating in one of our properties, please raise it directly with that organisation in the first instance — and let us know, so we can track it as part of our oversight. If the complaint is about safeguarding, see our Safeguarding Adults statement.

Our principles

Every complaint we receive will be handled:

  • Promptly — within the published timescales below
  • Fairly — listened to and considered on its merits
  • Confidentially — shared only with those who need to know
  • Without detriment — no resident will be disadvantaged for complaining
  • Accessibly — we'll adapt the process if you need it (easy read, alternative format, support to put a complaint in writing)

Stage 1 — Quick resolution

Most concerns can be sorted quickly by raising them with our team directly. Email info@dsacic.co.uk with "Concern" in the subject line, or speak to a member of staff if one is on site.

  • Acknowledgement: within 2 working days
  • Resolution attempted: within 5 working days

If we can resolve your concern at this stage to your satisfaction, that's the end of the process. If not, you can escalate to Stage 2.

Stage 2 — Formal complaint

If your concern wasn't resolved at Stage 1 — or if it's serious enough to need a formal investigation from the start — you can make a formal complaint in writing.

Email info@dsacic.co.uk with "Formal complaint" in the subject line, or send a letter to:

Diverse Supported Accommodation CIC
71-75 Shelton Street
London WC2H 9JQ

Please tell us:

  • Who you are and how we can reach you
  • What happened (with dates, times, names where you know them)
  • What you've already tried and what response you received
  • What you'd like us to do to put it right
  • Acknowledgement: within 5 working days
  • Investigation & response: within 10 working days of acknowledgement
  • Extension: we will let you know in writing if more time is needed, and why. Total time will not exceed 20 working days without your agreement.

Our response will set out: what we have found, whether we agree the complaint is upheld, what we will do (or have done) to put it right, and any wider lessons learnt.

Stage 3 — External escalation

If you're not satisfied with our final Stage 2 response, you have the right to escalate to an external body. The route depends on what the complaint is about:

Housing matters — Housing Ombudsman

For complaints relating to our role as a landlord (property condition, repairs, tenancy management):

Housing Ombudsman Service
PO Box 1484, Unit D, Preston PR2 0ET
housing-ombudsman.org.uk · 0300 111 3000

Data protection — Information Commissioner's Office

If your complaint is specifically about how we have handled your personal data, see the route in our Privacy & Cookies policy.

CIC governance — CIC Regulator

If your complaint concerns our conduct as a Community Interest Company (e.g. asset-lock compliance, community interest):

Office of the Regulator of Community Interest Companies
gov.uk/cic-regulator

Local authority safeguarding

For safeguarding concerns, see our Safeguarding Adults statement for direct contact routes to local authority safeguarding teams.

Accessibility

If you need this procedure in another format (large print, easy-read, in another language, or with help to put a complaint into writing), email us at info@dsacic.co.uk and we will arrange it.

Anonymous complaints

You can complain anonymously and we will investigate to the extent possible — but we won't be able to come back to you with the outcome, and our ability to resolve the issue may be limited. We'd encourage you to put your name on the complaint where you feel safe to do so.

Review

This procedure is reviewed annually. We monitor complaint trends and report key findings as part of our annual CIC34 report on Companies House.