Complaints Procedure
Complaints Procedure for Carpet Cleaning Greenwich
Carpet Cleaning Greenwich is committed to delivering reliable, high quality carpet and upholstery cleaning services. We recognise that, on occasion, things may not go as planned. When this happens, we want to know about it so we can put things right quickly and improve our service. This Complaints Procedure explains how you can raise a concern with us and what you can expect in response.
Our Commitment to You
We take all complaints seriously and treat every concern as an opportunity to improve. Our aims when handling a complaint are to:
Listen to your experience and understand the issue clearly.
Respond promptly, politely, and professionally.
Investigate the matter carefully and fairly.
Offer a reasonable solution wherever possible.
Use the outcome to enhance our cleaning processes, training, and customer care.
What This Procedure Covers
This procedure applies to complaints about our domestic and commercial cleaning services, including but not limited to:
Carpet cleaning and stain removal.
Rug and upholstery cleaning.
End of tenancy and move in or move out cleaning that includes floor and fabric care.
Conduct and behaviour of cleaning technicians.
Appointment management, punctuality, and access issues.
Service quality, results achieved, or damage allegedly caused during a visit.
If your complaint relates to something outside our control, we will explain this and, where possible, guide you on the most appropriate next steps.
How to Make a Complaint
You can make a complaint in the way that is most convenient for you. You may contact us in writing or by speaking directly to a member of our team. When you raise a complaint, please provide the following information to help us investigate quickly and effectively:
Your full name and the address where the service took place.
The date and approximate time of the appointment.
A clear description of what went wrong and what outcome you are seeking.
Any relevant photographs, notes, or other details that help explain the issue.
If you raise a concern during or immediately after the service, please speak to the cleaning technician on site as well as the office team so that we can try to resolve the matter straightaway.
Time Limits for Raising a Complaint
We ask that you contact us as soon as you become aware of a problem. For most service issues, it is helpful if you notify us within 48 hours of the appointment, particularly for matters relating to visible cleaning results or alleged damage. This allows us to assess the situation accurately and, where appropriate, arrange a revisit or inspection.
Our Complaints Handling Stages
We follow a clear and structured approach when dealing with complaints.
Stage 1: Initial Acknowledgement
Once we receive your complaint, we will record the details and acknowledge receipt. We aim to acknowledge all complaints within two working days. At this stage we may contact you to clarify any points or request further information.
Stage 2: Investigation
Your complaint will be reviewed by a member of our management or customer care team. The investigation may include:
Speaking with the cleaning technician or team who attended your property.
Reviewing job notes, booking information, and any photographs taken.
Assessing whether the work carried out was consistent with our methods and standards.
If necessary, we may ask to revisit your property to inspect the area or items in question, always by prior arrangement and at a convenient time for you.
Stage 3: Response and Outcome
After investigation, we will provide you with a written or verbal response, setting out:
Our understanding of your complaint.
The steps we have taken to investigate.
Our findings and, where appropriate, an apology.
Any proposed resolution, which may include corrective work, a partial or full refund, or another practical solution.
We aim to provide a full response within ten working days of acknowledging your complaint. If the issue is complex and more time is needed, we will let you know and keep you updated.
If You Remain Dissatisfied
If you are not satisfied with our initial response, you may ask for your complaint to be reviewed by a more senior member of our team. They will:
Reconsider the details of your complaint.
Review the initial investigation and response.
Assess whether our decision and proposed solution are fair and reasonable.
We will provide a final position on your complaint after this review, explaining our reasoning and any further steps we can reasonably take.
Fairness, Confidentiality, and Data Handling
We handle all complaints with fairness and discretion. Your complaint will not affect your right to use our services in future, and no member of staff will treat you less favourably for raising a concern. We store complaint records securely and only share information internally on a need to know basis so we can investigate and resolve the matter.
Any personal information you provide as part of a complaint is used solely for handling your concern, improving our services, and meeting our legal obligations. We keep such information in line with our data protection responsibilities.
Learning From Complaints
Carpet Cleaning Greenwich values feedback, including critical comments and complaints, as a tool for continuous improvement. We regularly review complaint records to identify trends and recurring issues. Where appropriate, we may:
Update staff training and guidance.
Refine our cleaning methods, products, and equipment.
Improve our communication before, during, and after appointments.
Adjust internal processes to prevent similar issues from arising in the future.
By following this Complaints Procedure, we aim to resolve problems fairly, maintain trust with our customers, and ensure our carpet and upholstery cleaning services remain reliable and professional across the areas we serve.