Dispute Resolution: Complaints - FCA

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Dispute resolution: Complaints

DISP Contents Dispute resolution: Complaints DISP INTRO INTRO 1 DISP 1 Introduction Introduction Treating complainants fairly 1.1 1.1A 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.10A 1.10B 1.11 1 Annex 1 1 Annex 1AD 1 Annex 1AA Purpose and application Complaints handling requirements for MiFID complaints Consumer awareness rules Complaints handling rules Complaints resolution rules Complaints resolved by close of the third business day Complaints time limit rules Complaints forwarding rules Complaints time barring rule Complaints record rule Complaints reporting rules Complaints data publication rules Payment services and electronic money complaints reporting The Society of Lloyd's Complaints return form Electronic money and payment services complaints return form Notes on completing electronic money and payment services complaints return form 1 Annex 1AB Claims management complaints and redress return form 1 Annex 1AC FPR-Complaints – Funeral Plans complaints return 1 Annex 1B Complaints publication report 1 Annex 1C Illustration of the online reporting requirements, referred to in DISP 1.10.2AR 1 Annex 2 Application of DISP 1 to type of respondent / complaint 1 Annex 3 Appropriate wording for inclusion in a final response or written acceptance 1 Annex 4 Appropriate wording for inclusion in a final response, written acceptance or summary resolution communication DISP 2 2.1 2.2 2.3 2.5 2.6 2.7 2.8 DISP–i Jurisdiction of the Financial Ombudsman Service Purpose, interpretation and application Which complaints can be dealt with under the Financial Ombudsman Service? To which activities does the Compulsory Jurisdiction apply? To which activities does the Voluntary Jurisdiction apply? What is the territorial scope of the relevant jurisdiction? Is the complainant eligible? Was the complaint referred to the Financial Ombudsman Service in time? www.handbook.fca.org.uk Release 28 Apr 2023

DISP Contents 2 Annex 1 DISP 3 Complaint handling procedures of the Financial Ombudsman Service 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 Purpose, interpretation and application Jurisdiction Dismissal without consideration of the merits and test cases Referring a complaint to another complaints scheme or court Resolution of complaints by the Ombudsman Determination by the Ombudsman Awards by the Ombudsman Dealing with information Delegation of the Ombudsman's powers DISP 4 Standard terms 4.1 4.2 Purpose and application Standard terms DISP 5 Funding Rules 5 Annex 1R DISP App 1 App App App App App App 1.1 1.2 1.3 1.4 1.5 1.6 DISP App 3 App App App App App App App App App App App Release 28 Regulated Activities for the Voluntary Jurisdiction at 1 August 2022 3.1 3.2 3.3 3.3A 3.4 3.5 3.6 3.7 3.7A 3.8 3.9 [deleted: provisions relating to the funding rules for the Financial Ombudsman Service are set out in FEES 5 (Financial Ombudsman Service Funding)] Handling Mortgage Endowment Complaints Introduction The standard approach to redress Remortgaging Policy reconstruction Additional considerations Valuing Relevant Benefits Handling Payment Protection Insurance complaints Introduction The assessment of a complaint The approach to considering evidence at step 1 The approach to considering evidence at step 2 Root cause analysis Re-assessing rejected claims at step 1 Determining the effect of a breach or failing at step 1 Approach to redress at step 1 Approach to redress at step 2 Other appropriate redress at steps 1 and 2 Other matters concerning redress at steps 1 and 2 Apr 2023 www.handbook.fca.org.uk DISP–ii

DISP Contents App 3.10 App 3.11 DISP App 4 App 4.1 App 4.2 App 4.3 App 4.4 App 4.5 App 4 Annex 1 App 4 Annex 2 App 4 Annex 3 Application: evidential provisions and guidance Obligation to write letters to certain rejected complainants Handling pension transfer redress calculations Definitions Application Steps for redress calculation Redress calculation Technical guidance Assumptions for calculation of redress Information for redress calculation Redress steps in diagrammatic form Transitional provisions and Schedules TP 1 Sch 1 Sch 2 Sch 3 Sch 4 Sch 5 Sch 6 DISP–iii Transitional provisions Record keeping requirements Notification requirements Fees and other required payment Powers Exercised Actions for damages for contravention under section 138D of the Act Rules that can be waived www.handbook.fca.org.uk Release 28 Apr 2023

Dispute resolution: Complaints Chapter INTRO Introduction Release 28 Apr 2023 www.handbook.fca.org.uk DISP INTRO/1

DISP INTRO : Introduction Section INTRO 1 : Introduction INTRO INTRO 1 INTRO Introduction This part of the FCA Handbook sets out how complaints are to be dealt with by respondents (firms, payment service providers, electronic money issuers, CBTL firms, designated credit reference agencies, designated finance platforms and VJ participants) and the Financial Ombudsman Service. It refers to relevant provisions in the Act and in transitional provisions made by the Treasury under the Act. It includes rules and directions made by the FCA and rules made (and standard terms set) by FOS Ltd with the consent or approval of the FCA. INTRO The powers to make rules and directions (or set standard terms) relating to firms, payment service providers, electronic money issuers, CBTL firms, designated credit reference agencies, designated finance platforms and VJ participants derive from various legislative provisions; but the rules (and standard terms) have been co-ordinated to ensure that they are identical, wherever possible. INTRO Chapter 1: Treating complainants fairly DISP 1 contains rules and guidance on how respondents should deal with complaints promptly and fairly, including complaints that could be referred to the FOS. INTRO Chapters 2 - 4: The Financial Ombudsman Service Chapters 2, 3 and 4 set out how the Financial Ombudsman Service (operated by FOS Ltd) considers unresolved complaints. Chapter 2 sets out the scope of the Financial Ombudsman Service's two jurisdictions: the Compulsory Jurisdiction; and the Voluntary Jurisdiction. The scope of the two jurisdictions is defined by: the type of activity to which the complaint relates; the place where the activity took place; the eligibility of the complainant; and the time limits for referring a complaint to the Financial Ombudsman Service. Chapter 3 sets out the procedures of the Financial Ombudsman Service, including consideration and determination of complaints and how the Financial Ombudsman Service deals with information received. DISP INTRO/2 www.handbook.fca.org.uk Release 28 Apr 2023

DISP INTRO : Introduction Section INTRO 1 : Introduction Chapter 4 sets out the terms under which VJ participants participate in the Voluntary Jurisdiction. INTRO Appendix 1: FCA's guidance on handling mortgage-endowment complaints This appendix contains the FCA's guidance to firms on handling complaints relating to mortgage endowments. INTRO INTRO INTRO INTRO Appendix 3: FCA's rules and guidance on handling payment protection insurance complaints This appendix sets out the approach which firms should use when handling complaints relating to the sale of payment protection contracts. INTRO Financial Ombudsman Service fees The rules on fees charged in respect of the Financial Ombudsman Service are in Chapter 5 of the Fees manual. Release 28 Apr 2023 www.handbook.fca.org.uk DISP INTRO/3 INTRO

DISP INTRO : Introduction Section INTRO 1 : Introduction INTRO DISP INTRO/4 www.handbook.fca.org.uk Release 28 Apr 2023

Dispute resolution: Complaints Chapter 1 Treating complainants fairly Release 28 Apr 2023 www.handbook.fca.org.uk DISP 1/1

DISP 1 : Treating complainants fairly Section 1.1 : Purpose and application 1 1.1 Purpose and application Purpose . 1.1.1 G This chapter contains rules and guidance on how respondents should deal promptly and fairly with complaints in respect of business: (1) carried on from establishments in the United Kingdom; or (2) carried on from establishments in an EEA State, in the case of a TP firm, a TA EMI firm, a TA PI firm or a TA RAISP firm with respect to services provided into the United Kingdom; or (3) carried on in Great Britain, in respect of regulated claims management activities, (see PERG 2.4A). 1.1.1A G This chapter is also relevant to those who may wish to make a complaint or refer it to the Financial Ombudsman Service. Background . 1.1.2 G Details of how this chapter applies to each type of respondent are set out below. For this purpose, respondents include: (1) persons carrying on regulated activities (firms), providing payment services (payment service providers) providing electronic money issuance services (electronic money issuers) carrying on CBTL business (CBTL firms), providing credit information under the Small and Medium Sized Business (Credit Information) Regulations (designated credit reference agencies), or providing specified information under the Small and Medium Sized Business (Finance Platforms) Regulations (designated finance platforms) and which are covered by the Compulsory Jurisdiction; and (2) [deleted] (3) persons who have opted in to the Voluntary Jurisdiction (VJ participants). Application to firms . 1.1.3 DISP 1/2 R (-1) This chapter applies to a TP firm. This rule demonstrates the contrary intention under GEN 2.2.26R. www.handbook.fca.org.uk Release 28 Apr 2023

DISP 1 : Treating complainants fairly Section 1.1 : Purpose and application (1) Subject to DISP 1.1.5 R, this chapter applies to a firm in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained by it or its appointed representative: 1 (a) in the United Kingdom; or (b) in an EEA State, in the case of a TP firm with respect to services provided into the United Kingdom. (1A) This chapter also applies to a firm in respect of complaints from eligible complainants concerning activities which are, or which are ancillary to, regulated claims management activities. (2) For the MiFID complaints of a MiFID investment firm: (a) DISP 1.1A applies; and (b) the other provisions of this chapter apply only as set out in DISP 1.1A. (c) [deleted] (2A) For the MiFID complaints of a third country investment firm received from retail clients or elective professional clients: (a) DISP 1.1A applies; and (b) the other provisions of this chapter apply only as set out in DISP 1.1A. (3) [deleted] (4) [deleted] 1.1.3A D The complaints reporting directions apply to a firm that provides payment services or issues electronic money in respect of: (1) complaints from payment service users; and (2) complaints from electronic money holders that are eligible complainants concerning activities carried on from an establishment maintained by the firm in the United Kingdom (or in an EEA State, in the case of a TP firm with respect to services provided into the United Kingdom). 1.1.4 R Where a firm has outsourced activities to a third party processor, DISP 1.1.3 R does not apply to the third party processor when acting as such, but applies to the firm which is taking responsibility for the acts and omissions of the third party processor in respect of the outsourced activities. 1.1.5 R This chapter does not apply to: (1) [deleted] (2) [deleted] Release 28 Apr 2023 www.handbook.fca.org.uk DISP 1/3

DISP 1 : Treating complainants fairly Section 1.1 : Purpose and application (3) an authorised professional firm in respect of expressions of dissatisfaction about its non-mainstream regulated activities; 1 (3A) a firm in respect of complaints concerning activities which: (a) are not carried on in Great Britain but which would be regulated claims management activities if they were carried on in Great Britain; or (b) are ancillary to activities described in (a); (4) complaints in respect of auction regulation bidding; (5) a full-scope UK AIFM or a small authorised UK AIFM, for complaints concerning AIFM management functions carried on for an AIF that is a body corporate unless it is a collective investment scheme; (6) a depositary, for complaints concerning activities carried on for an AIF that is: (a) a body corporate unless it is a collective investment scheme; or (b) another type of AIF unless it is: (i) an authorised AIF; or (ii) an LTIF; or (iii) a charity AIF; and (7) complaints in respect of administering a benchmark. 1.1.5-A G References in DISP 1.1.5 R to a full-scope UK AIFM and small authorised UK AIFM carrying on AIFM management functions for an AIF that is a body corporate that is not a collective investment scheme include firms that are internally managed AIFs. 1.1.5-B G For an activity to amount to a regulated claims management activity it must be carried on in Great Britain (see PERG 2.4A). The effect of DISP 1.1.3R(1A) and DISP 1.1.5R(3A) is that the application of this chapter to regulated claims management activities and activities ancillary to regulated claims management activities depends on whether the activity is carried on in Great Britain rather than whether it is carried on from an establishment maintained in the United Kingdom. 1.1.5A R DISP 1.6.2A, DISP 1.6.2B (rules relating to EMD complaints and PSD complaints), the complaints reporting rules, the complaints reporting directions and the complaints data publication rules do not apply to a credit union. DISP 1/4 1.1.6 G CREDS 9 sets out rules for credit unions in relation to reporting complaints. 1.1.6A G In relation to a credit union, the nature, scale and complexity of the credit union's business should be taken into account when deciding the appropriate procedures to put in place for dealing with complaints. www.handbook.fca.org.uk Release 28 Apr 2023

DISP 1 : Treating complainants fairly Section 1.1 : Purpose and application 1.1.7 R This chapter applies to the Society, members of the Society and managing agents, subject to the Lloyd's complaint rules. 1.1.8 R [deleted] 1.1.9 G [deleted] 1.1.9A G The scope of this sourcebook does not include: 1 (1) a complaint about pre-commencement investment business which was regulated by a recognised professional body (those complaints will be handled under the arrangements of that professional body); or (2) a complaint about the administration of an occupational pension scheme, because this is not a regulated activity (firms should refer complainants to the Pensions Ombudsman rather than to the Financial Ombudsman Service and should refer consumers’ general requests for information or guidance to MoneyHelper). 1.1.10 R In relation to a firm's obligations under this chapter, references to a complaint also include an expression of dissatisfaction which is capable of becoming a: (1) relevant new complaint; (2) relevant transitional complaint; (3) relevant new credit-related complaint; (4) relevant new claims management complaint; or (5) relevant transitional funeral plan complaint. Additional requirements for insurance and reinsurance distribution business in the UK . 1.1.10-A R Where insurance distribution activities are carried on from an establishment maintained by it or its appointed representative in the United Kingdom (or in an EEA State, in the case of a TP firm with respect to services provided into the United Kingdom), a firm must have in place and operate appropriate and effective procedures for registering and responding to complaints from a person who is not an eligible complainant. [Note: article 14 of the IDD] 1.1.10-B R [deleted] Application to payment services providers that are not firms . 1.1.10A R Release 28 This chapter (except the complaints reporting rules and the complaints data publication rules) applies to payment service providers that are not firms in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained by that payment service provider or its Apr 2023 www.handbook.fca.org.uk DISP 1/5

DISP 1 : Treating complainants fairly Section 1.1 : Purpose and application agent in the United Kingdom (or in an EEA State, in the case of a TA PI firm or a TA RAISP firm with respect to services provided into the United Kingdom). 1 1.1.10AB D The complaints reporting directions apply to a payment service provider that is not a firm in respect of complaints from payment service users concerning activities carried on from an establishment maintained by that payment service provider or its agent in the United Kingdom (or in an EEA State, in the case of a TA PI firm or a TA RAISP firm with respect to services provided into the United Kingdom). 1.1.10B G (1) In this sourcebook, the term payment service provider does not include credit institutions (which are covered by this sourcebook as firms), but it does includesmall electronic money institutions and registered account information service providers. (2) [deleted] Application to electronic money issuers that are not firms . 1.1.10C R This chapter (except the complaints reporting rules, and the complaints data publication rules) applies to an electronic money issuer that is not a firm in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained by that electronic money issuer or its agent in the United Kingdom (or in an EEA State, in the case of a TA EMI firm with respect to services provided into the United Kingdom). 1.1.10CA D The complaints reporting directions apply to an electronic money issuer that is not a firm in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained by that electronic money issuer or its agent in the United Kingdom (or in an EEA State, in the case of a TA EMI firm with respect to services provided into the United Kingdom). 1.1.10D G (1) In this sourcebook, the term electronic money issuer does not include credit institutions, credit unions or municipal banks (which will be carrying on a regulated activity if they issue electronic money and will be covered by this sourcebook as firms in those circumstances), but it does include small electronic money institutions and persons who meet the conditions set out in regulation 75(1) or regulation 76(1) of the Electronic Money Regulations. (2) [deleted] Application to UCITS management companies . 1.1.10E R For complaints related to collective portfolio management services of a UK UCITS management company for a UCITS scheme or a scheme which, immediately before IP completion day, was an EEA UCITS scheme, DISP 1.1.3R (1) applies, except where modified as follows: (1) the consumer awareness rules, complaints handling rules and complaints record rule apply in respect of complaints from Unitholders rather than from eligible complainants; and (2) [deleted] DISP 1/6 www.handbook.fca.org.uk Release 28 Apr 2023

DISP 1 : Treating complainants fairly 1.1.10F R Section 1.1 : Purpose and application [deleted] 1 Application to CBTL firms . 1.1.10G R This chapter (except the complaints record rule, the complaints reporting rules and the complaints data publication rules) applies to CBTL firms in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained in the United Kingdom. 1.1.10H G (1) In this sourcebook, the term CBTL firm does not include a firm. A firm carrying on CBTL business is covered by this sourcebook as a firm. (2) CBTL firms are reminded of their obligation to retain information relevant to demonstrating the firm’s compliance or non-compliance with the requirements of Schedule 2 to the MCD Order. Application to designated credit reference agencies . 1.1.10I R This chapter (except the complaints record rule, the complaints reporting rules and the complaints data publication rules) applies to a designated credit reference agency in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained by it or its agent in the United Kingdom. 1.1.10J G Although designated credit reference agencies are not required to comply with the complaints record rule, they must retain records in accordance with regulation 24 of the Small and Medium Sized Business (Credit Information) Regulations and these can be used to assist the Financial Ombudsman Service should this be necessary. Application to designated finance platforms . 1.1.10K R This chapter (except the complaints record rule, the complaints reporting rules, and the complaints data publication rules) applies to a designated finance platform in respect of complaints from eligible complainants concerning activities carried on from an establishment maintained by it or its agent in the United Kingdom. 1.1.10L G Although designated finance platforms are not required to comply with the complaints record rule, they must retain records in accordance with regulation 21 of the Small and Medium Sized Business (Finance Platforms) Regulations and these can be used to assist the Financial Ombudsman Service should this be necessary. FSAVC Review . 1.1.11 R Release 28 Where the subject matter of a complaint is subject to a review directly or indirectly under the terms of the policy statement for the review of specific categories of FSAVC business issued by the FSA on 28 February 2000, the complaints resolution rules, the complaints time limit rules, the complaints record rule, the complaints reporting rules and the complaints data publication rules will apply only if the complaint is about the outcome of the review. Apr 2023 www.handbook.fca.org.uk DISP 1/7

DISP 1 : Treating complainants fairly Section 1.1 : Purpose and application Consumer redress schemes . 1 1.1.11A R Where the subject matter of a complaint falls to be dealt with (or has properly been dealt with) under a consumer redress scheme, the complaints resolution rules, the complaints time limits rules, the complaints record rule and the complaints reporting rules do not apply. Exemptions for firms, payment service providers, electronic money issuers, designated credit reference agencies and designated finance platforms . 1.1.12 R (1) A firm, payment service provider, electronic money issuer, designated credit reference agency or designated finance platform falling within the Compulsory Jurisdiction which does not conduct business with eligible complainants and has no reasonable likelihood of doing so, can, by written notification to the FCA , claim exemption from the rules relating to the funding of the Financial Ombudsman Service, and from the remainder of this chapter. (2) Notwithstanding (1): (a) DISP 1.1A will continue to apply to MiFID complaints; and (b) the consumer awareness rules, the complaints handling rules and the complaints record rule will continue to apply in respect of complaints concerning the provision of collective portfolio management services. (3) The exemption takes effect from the date on which the written notice is received by the FCA and will cease to apply when the conditions relating to the exemption no longer apply. 1.1.13 G SUP 15.6 refers to and contains requirements regarding the steps that firms must take to ensure that information provided to the FCA is accurate and complete. Those requirements apply to information submitted to the FCA under this chapter. Application to VJ participants . DISP 1/8 1.1.14 R 1.1.15 R This chapter (except the complaints record rule, the complaints reporting rules and the complaints data publication rules) applies to VJ participants for complaints from eligible complainants as part of the standard terms. www.handbook.fca.org.uk Release 28 Apr 2023

DISP 1 : Treating complainants fairly 1.1.16 G 1.1.17 R 1.1.18 G Section 1.1 : Purpose and application Although VJ participants are not required to comply with the complaints record rule, it is in their interest to retain records of complaints so that these can be used to assist the Financial Ombudsman Service should it be necessary. 1 Outsourcing of complaint handling . 1.1.19 G (1) This chapter does not prevent: (a) the use by a respondent of a third party administrator to handle or resolve complaints (or both); or (b) two or more respondents arranging a one-stop shop for handling or resolving complaints (or both) under a service level agreement. (2) These arrangements do not affect respondents' obligations as set out in DISP or the provisions relating to outsourcing by a firm set out in SYSC 8 and SYSC 13. 1.1.20 G Release 28 Further guidance on the application of this chapter is set out in the table in DISP 1 Annex 2. Apr 2023 www.handbook.fca.org.uk DISP 1/9

DISP 1 : Treating complainants fairly Section 1.1A : Complaints handling requirements for MiFID complaints 1 1.1A Complaints handling requirements for MiFID complaints Application: Who? What? . 1.1A.1 R This section: (1) applies to the MiFID complaints of a MiFID investment firm and does not apply to complaints that are not MiFID complaints; (2) also applies to the MiFID complaints of a third country investment firm received from a retail client or an elective professional client but does not apply to complaints that are not MiFID complaints; and (3) applies certain other provisions in DISP 1 to such complaints. 1.1A.2 R For the MiFID complaints of a third country investment firm, the provisions marked “UK” shall apply as rules. 1.1A.3 G A MiFID complaint is, amongst other things, a complaint to which article 26 of the MiFID Org Regulation applies, being a complaint about: (1) the provision of investment services or ancillary services to a client by an investment firm; (2) the provision of one or more investment services to a client by a CRD credit institution; (3) selling structured deposits to clients, or advising clients on them, where the sale or advice is provided by an investment firm or a CRD credit institution; (4) the activities permitted by the UK provisions which implemented article 6(3) of the UCITS Directive when carried on by a collective portfolio management investment firm; and (5) the activities permitted by the UK provisions which implemented article 6(4) of the AIFMD when carried on by a collective portfolio management investment firm. [Note: see article 1(1), 1(3) and 1(4) of MiFID, and article 1 of the MiFID Org Regulation] 1.1A.4 G A MiFID complaint is also a complaint about the equivalent business of a third country investment firm. [Note: see articles 39 and 41 of MiFID] DISP 1/10 www.handbook.fca.org.uk Release 28 Apr 2023

DISP 1 : Treating complainants fairly 1.1A.5 G Section 1.1A : Complaints handling requirements for MiFID complaints In contrast to the other provisions in DISP 1 which generally apply to complaints from eligible complainants, subject to DISP 1.1A.6R: 1 (1) the obligations in this section that apply to the MiFID complaints of MiFID investment firms, apply to complaints from “clients” as defined in the UK provisions which implemented MiFID (which includes retail clients, professional clients and (in relation to eligible counterparty business) eligible counterparties; and (2) the obligations in this section that apply to the MiFID complaints of third country investment firms, apply to complaints from retail clients and elective professional clients. [Note: see recital (103) and article 4(1)(9) of MiFID for the definition of “client”] 1.1A.6 R (1) Only the provisions in this section marked “UK” and DISP 1.1A.39R apply to a MiFID complaint received from a retail client, professional client or an eligible counterparty that is not an eligible complainant. (2) But where the retail client, professional client or eligible counterparty is also an eligible complainant, all of the provisions in this section apply. Application: Where? . 1.1A.7 R The table below sets out how DISP 1.1A applies to MiFID complaints relating to: the activities of a MiFID investment firm carried on from an establishment in the United Kingdom; and the equivalent business of a third country investment firm where the complaint is received from a retail client or an elective professional client. [deleted] [deleted] Table: Application of DISP 1.1A to the MiFID business of firms in the UK, and the equival

Dispute resolution: Complaints DISP INTRO Introduction INTRO 1 Introduction DISP 1 Treating complainants fairly 1.1 Purpose and application 1.1A Complaints handling requirements for MiFID complaints 1.2 Consumer awareness rules 1.3 Complaints handling rules 1.4 Complaints resolution rules 1.5 Complaints resolved by close of the third business day

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