Self Storage Richmond Complaints Procedure

This Complaints Procedure explains how customers of Self Storage Richmond can raise concerns about our storage facilities and associated removal-related services, and how we will respond. Our aim is to resolve issues promptly, fairly and consistently, and to use feedback to improve our services.

Objective of this Complaints Procedure

The objective of this procedure is to provide a clear and accessible route for customers to express dissatisfaction, whether about storage units, site facilities, customer service, invoicing, or any removal-related arrangements made through us or in connection with moving goods into or out of storage. We treat all complaints seriously and handle them with respect and confidentiality.

What This Procedure Covers

This procedure applies to complaints from current or former customers of Self Storage Richmond relating to:

Condition, suitability or accessibility of storage units or common areas.

Booking, handling or administration of storage agreements.

Customer service received from our staff or representatives.

Charges, billing, payments and account queries.

Issues connected with removal-related services associated with moving goods to or from our storage facility, where those services have been arranged through us or form part of a combined service offering.

It does not cover purely commercial disputes with third parties that have no direct connection to our services, nor does it replace any statutory rights you may have under consumer law.

Who May Complain

Any individual, business or organisation that uses, or has used, our storage facilities or removal-related arrangements can raise a complaint. A complaint can also be made on your behalf by an authorised representative, such as a family member, colleague or legal adviser, provided they identify themselves and confirm that they have your permission to act for you.

How to Make a Complaint

You may raise a complaint in writing or verbally. To help us investigate effectively, please include the following information where possible:

Your full name and, if applicable, your business name.

Your storage unit number or account reference, if known.

The date or period when the issue occurred.

A clear description of what went wrong and how it has affected you.

Details of any removal-related services involved, such as moving goods into or out of our storage, and who arranged them.

Any steps you have already taken to try to resolve the matter.

What outcome or resolution you are seeking.

If you make a complaint verbally, we may ask you to confirm key details in writing so that there is a clear record of your concerns and our responses.

Stage One: Frontline Resolution

In the first instance, we encourage you to raise any concern with a member of the team at the facility where you hold your storage unit or where your issue arose. Many matters can be resolved quickly and informally at this stage.

We will listen carefully, clarify the details and aim to provide an immediate response where possible. If an instant solution is not feasible, we will explain what steps we intend to take, what information we may need from you, and when you can expect to hear from us again.

Stage Two: Formal Written Complaint

If you are not satisfied with the outcome of frontline resolution, or if your complaint is serious or complex, you may raise a formal complaint. When we receive a formal complaint:

We will acknowledge receipt and confirm that your complaint is being treated under the formal procedure.

We may contact you to clarify issues or request further information.

We will conduct a thorough and impartial review of the matter, which may include speaking with relevant staff, reviewing documents, visit records, storage unit notes and any removal-related arrangements that are part of the complaint.

We aim to provide a written response to your formal complaint within a reasonable period. If our investigation is likely to take longer, we will keep you informed of progress and explain the reasons for any delay.

Stage Three: Escalation and Review

If, after receiving our formal response, you remain dissatisfied, you may request that your complaint is escalated for further review. At this stage:

Your complaint and all previous correspondence will be reviewed by a senior member of our management team who was not directly involved in the original decision, wherever possible.

We may contact you to discuss your ongoing concerns and to ensure we fully understand the issues that remain unresolved.

Following this review, we will issue a final response setting out our position and any further actions we are prepared to take.

Timescales and Communication

We aim to acknowledge all formal complaints promptly. Our goal is to resolve most issues within a reasonable timeframe, depending on complexity and the information required. Some complaints, particularly those involving detailed operational matters or removal-related services delivered in conjunction with other providers, may take longer to investigate.

We will keep you updated at key points, and you are welcome to contact us for an update if you have not heard from us within the timescale previously indicated.

Outcomes and Remedies

Where a complaint is upheld, we will seek a fair remedy. Depending on the circumstances, this may include an explanation, an apology, corrective action, or other appropriate steps designed to put matters right as far as reasonably possible.

If the complaint concerns removal-related services associated with your storage, we will clarify the extent of our responsibility and, where relevant, may liaise with any involved contractors or service partners to understand what has occurred and what can be done to resolve the issue.

Confidentiality and Data Protection

All complaints are handled in confidence and in line with our data protection obligations. Information will only be shared with staff or third parties to the extent necessary to investigate and resolve your complaint, or where required by law.

Using Feedback to Improve Our Services

We value the feedback that complaints provide. Information from complaints is reviewed periodically to identify patterns, trends or recurring problems. This helps us improve the management of our storage facilities and any related removal arrangements, staff training and customer communication.

Your Legal Rights

This Complaints Procedure does not affect your legal rights. You remain free to seek independent advice at any time or to pursue other remedies available to you under applicable law.