Objective Of the Policy
Data Trained Education Private Limited seeks to maintain and enhance our reputation of providing you with high quality products and services. We value complaints as they assist us to improve our products, services and customer service.
Data Trained Education Private Limited is committed to being responsive to the needs and concerns of our customers or potential customers and to resolving your complaint as quickly as possible.
This policy has been designed to provide guidance to both our customers and staff on the manner in which Data Trained Education Private Limited receives and manages your complaint. We are committed to being consistent, fair and impartial when handling your complaint.
The objective of this policy is to ensure:
- You are aware of our Query Escalation Matrix, Complaint Lodgement and Handling Processes,
- Both you and our staff understand our complaints handling process,
- Your complaint is investigated impartially with a balanced view of all information or evidence,
- We take reasonable steps to actively protect your personal information,
- Your complaint is considered on its merits taking into account individual circumstances and needs.
Definition of a Complaint
In this policy a complain means an expression of dissatisfaction by a customer relating to e-learning services provided by us.
Before raising a complain, a learner needs to follow the Escalation Matrix as follows :
- Raise your query via Live Chat option available on DataTrained’s official website and LMS or Calling at the Official Number shared with you.
- In case your query doesn’t get solved or if you’re not happy with the outcome of the resolution, email to firstname.lastname@example.org
- In case, your query doesn’t get resolved by any of the above 2 options, you need to write to email@example.com
In case, your query, doesn’t get solved or have not been resolved as per your expectations, then only you can raise a complain.
How a complaint can be made
If you are dissatisfied with the e-learning service provided by us, you should in the first instance consider speaking directly with the staff member/s you have been dealing with following the Escalation Matrix shared above. If you are uncomfortable with this or consider the relevant staff member is unable to address your concerns you can lodge a complaint with us in one of the following ways:
- Send an email to firstname.lastname@example.org
- By writing to us Nitish Kumar, DataTrained Education Private Limited, B13, Sector 02, Noida – 201301, Uttar Pradesh, India
If we receive your complaint verbally and we consider it appropriate, we may ask you to put your complaint in writing
The information you need to tell us
When we are investigating your complaint we will be relying on information provided by you and information we may already be holding. We may need to contact you to clarify details or request additional information where necessary. To help us investigate your complaint quickly and efficiently we will ask you for the following information:
- Your name and contact details,
- The name of the person you have been dealing with about your e-learning service,
- The nature of the complaint,
- Details of any steps you have already taken to resolve the compliant,
- Details of conversations you may have had with us that may be relevant to your complaint,
- Copies of any documentation which supports your complaint.
When taking a complaint, we will record your name and contact details. We will also record all details of your complaint including the facts and the cause/s of your complaint, the outcome and any actions taken following the investigation of your complaint. We will also record all dates and times relating to actions taken to resolve the complaint and communications between us.
As part of our on-going improvement plan, complaints will be monitored for any identifying trends by management and rectification/remedial action taken to mitigate any identified issues.
If you lodge a complaint we will record your personal information solely for the purposes of addressing your complaint. Your personal details will actively be protected from disclosure, unless you expressly consent to its disclosure.
Where a third party travel supplier such as a tour operator, was involved in your travel services, we may be required to speak with them to fully investigate your complaint.
Feedback to Customers
Data Trained Education Private Limited is committed to resolving your issues at the first point of contact, however, this will not be possible in all circumstances, in which case a more formal complaints process will be followed.
We will acknowledge receipt of your complaint within three (3) business days. Once your complaint has been received, we will undertake an initial review of your complaint.
There may be circumstances during the initial review or investigation of your complaint where we may need to clarify certain aspects of your complaint or request additional documentation from you. In such circumstances we will explain the purpose of seeking clarification or additional documentation and provide you with feedback on the status of your complaint at that time.
We are committed to resolving your complaint within 30 business days of you lodging your complaint, however, this may not always be possible on every occasion. Where we have been unable to resolve your complaint within 30 business days, we will inform you of the reason for the delay and specify a date when we will be in a position to finalise your complaint.
During the initial review or investigation stage we may need to seek further clarification or documentation from you to assist us in resolving your complaint.
If we have sought clarification or additional documentation from you and we are waiting on you to provide this information, we may not be able to meet our 30 business day finalisation commitment. In such circumstances upon receipt of your clarification or additional documentation we will indicate to you when we expect to be able to finalise your complaint.
Once we have finalised your complaint, we will advise you of our findings and any action we have taken. We will do this in writing, unless it has been mutually agreed that we can provide it to you verbally.
You have the right to make enquiries about the current status of your complaint at any time by contacting us.
Our 6 Step Complaint Process
- We acknowledge:
Within three business days of receiving your complaint we will acknowledge receipt of your complaint.
- We review:
We undertake an initial review of your complaint and determine what if any additional information or documentation may be required to complete an investigation. We may need to contact you to clarify details or request additional information where necessary.
- We investigate:
Within 30 business days of receiving your compliant we will investigate your complaint objectively and impartially, by considering the information you have provided us, our actions in relation to your dealings with us and any other information which may be available, that could assist us in investigating your complaint.
- We respond:
Following our investigation we will notify you of our findings and any actions we may have taken in regards to your complaint.
- We take action:
Where appropriate we amend our business practices or policies.
- We record
We will record your complaint for continuous improvement process and monitoring through regular review, your personal information will be recorded in accordance with relevant privacy legislation.