Grievance Procedure

Last Updated: 11/7/2026

1. Purpose and Commitment

Love Thy Self is committed to maintaining ethical, respectful, and transparent
relationships with all stakeholders. This Grievance Procedure provides a clear,
accessible, and fair mechanism for stakeholders to raise concerns or complaints
relating to our conduct, decisions, or business activities. We will manage all
grievances promptly, impartially, and in line with applicable legal requirements and
recognised best practice.

2. Accessibility of the Grievance Mechanism

Stakeholders may raise a grievance through any of the following channels:

  • Completion of the Grievance Form available on our website:
    www.lovethyself.shop
  • Email submission to: sales@lovethyself.shop

All routes are equally valid and monitored regularly.

3. Scope

This procedure applies to all stakeholders, including employees, contractors,
consultants, suppliers, partners, clients, community members, and any other party
affected by Love Thy Self’s activities.

4. Grounds for Accepting a Grievance

A concern will be accepted as a grievance where it:

  • Relates directly to Love Thy Self’s operations, conduct, decisions, or business
    relationships; 
  • Raises an issue of actual or potential harm, unfair treatment, misconduct,
    unethical behaviour, or failure to meet stated commitments;
  • Is raised in good faith by an identified or identifiable stakeholder

Grievances may relate to, but are not limited to:

  • Employment or engagement conditions
  • Health, safety, or wellbeing concerns
  • Bullying, harassment, discrimination, or intimidation
  • Ethical, legal, or compliance concerns
  • Organisational practices, decision‑making, or business impacts

5. Grounds for Not Accepting a Grievance

Where a concern does not meet the above criteria (for example, where it is outside
our control, lacks sufficient information, or relates to a matter already resolved), Love
Thy Self will:

  • Explain clearly why the issue has not been accepted as a grievance;
  • Where appropriate, signpost the stakeholder to an alternative process or
    escalation route

This explanation will be provided in writing.

6. Governance

Mita Patel Director and Founder is responsible for managing grievances under this
policy. Where a grievance involves HR or relates to non‑employment matters, an alternative
impartial lead will be appointed to ensure independence and fairness.


7. Grievance Process, Timelines, and Resolution

Step 1: Submission and Acknowledgement

Grievances should be submitted in writing and include sufficient detail to allow
investigation (nature of concern, relevant dates, evidence where available).
Love Thy Self will acknowledge receipt within 5 working days and confirm whether
the issue has been accepted as a grievance.

Step 2: Investigation and Facilitation of Resolution

An initial grievance meeting or discussion will usually be offered within 5 working
days of acceptance. The purpose of this stage is to:

  • Understand the concern in full
  • Review relevant information or evidence
  • Explore proportionate and appropriate resolution options

Stakeholders may be accompanied by a representative or supporter where
appropriate. Where required, further investigation will be undertaken, and the stakeholder will be
kept informed of progress.

Step 3: Outcome and Ongoing Communication

A written outcome will normally be provided within 10 working days of the conclusion
of the investigation. The outcome will:

  • Explain the decision reached and the rationale
  • Set out any actions or remedies agreed
  • Confirm whether the grievance is considered resolved

Love Thy Self will regularly communicate progress at each stage and confirm
formally when the grievance has been closed.

Step 4: Appeal

Stakeholders may appeal the outcome within 5 working days, stating their grounds
for appeal. Appeals will be reviewed by a director or senior representative not
previously involved. A final written decision will normally be issued within 5 working
days of the appeal review. This decision is final.

7. Protection from Retaliation

Love Thy Self strictly prohibits any form of retaliation, victimisation, or disadvantage
against stakeholders who raise concerns in good faith.  

Controls and safeguards include:

  • Confidential handling of grievances
  • Limited access to grievance information on a need‑to‑know basis
  • Monitoring for adverse treatment following grievance submission
  • Prompt investigation of any allegations of retaliation
  • Disciplinary action where retaliation is identified

Any stakeholder who believes they have suffered retaliation is encouraged to raise
this immediately and it will be treated as a serious matter.

8. Confidentiality and Data Protection

All grievances will be handled sensitively and confidentially, subject to legal and
investigatory requirements. Records will be stored securely and retained only for as
long as necessary in line with applicable data protection laws.

9. Policy Review

This procedure will be reviewed annually to ensure it remains effective, accessible,
and compliant with relevant laws and best practice. Anonymised data will be used to
compile an annual report to identify trends and patterns to improve policies and
practices.