Grievance Policy
Approved by the Board of Directors · 20 August 2026
Introduction
This policy provides a fair, consistent, and transparent process for all stakeholders — including employees, contractors, suppliers, local community members, and customers — to raise concerns, problems, or complaints relating to our business operations.
Scope
Grievances may relate to, but are not limited to:
- Terms and conditions of employment or labour rights.
- Health and safety concerns.
- Bullying, harassment, or discrimination.
- Environmental impacts or community concerns.
- Unfair procurement practices or ethical breaches.
Accessibility: How to Raise a Grievance
To ensure this process is easily accessible, stakeholders may submit a grievance through any of the following channels:
- Online Grievance Form: Available at www.postop.ai
- Email: info@postop.ai
- In-Person: Through a manager or HR representative.
The Regulatory Officer is responsible for overseeing the implementation of this policy, including promptly investigating any grievances that may be received, and documenting actions taken, including disciplinary actions as required.
Principles and Procedures
We are committed to:
- Grounds for Acceptance: We accept grievances that involve a breach of our Code of Conduct, legal obligations, or any direct harm caused by our business operations. If a grievance is not accepted, we will provide a formal written explanation why.
- Impartiality: Investigations are conducted by parties not involved in the original incident.
- Regular Communication: We will update the complainant at every stage of the process, including the decision-making approach and final outcome.
The Resolution Process and Timelines
If a matter cannot be resolved informally, the employee should submit a formal grievance in writing to their manager or HR.
| Step | Action | Targeted Deadline |
|---|---|---|
| 1. Submission | Stakeholders submit grievances via form or email. | Immediate |
| 2. Acknowledgement | Company confirms receipt and assigns a case reference. | Within 5 working days |
| 3. Investigation | A meeting is held with the stakeholder to review evidence and explore resolutions. | Within 10 working days |
| 4. Outcome | A written decision is issued, detailing the resolution and any actions taken. | Within 15 working days |
| 5. Appeal | If dissatisfied, the stakeholder may appeal to a Director/Independent Board member. | Within 7 working days of decision |
Confidentiality
We strictly prohibit any form of retaliation, detriment, or victimisation against any stakeholder who raises a genuine concern. To enforce this, we have implemented the following controls:
- Confidentiality by Default: Complainants may request that their identity remain confidential throughout the process.
- Informed Consent: We will clearly inform the stakeholder who needs to be involved in the investigation and seek consent before sharing information with third parties.
- Risk Assessment: For vulnerable stakeholders (e.g. supply chain workers or community members), HR will conduct a risk assessment to identify and mitigate potential retaliation risks.
- Disciplinary Action: Any breach of confidentiality or attempt at retaliation by staff will result in immediate disciplinary action, up to and including termination.
Resolution Facilitation
Resolutions are facilitated through dialogue, mediation, or corrective action plans. We aim for a ‘mutual agreement’ approach where possible, ensuring that the root cause of the grievance is addressed to prevent recurrence.
Policy Review
This policy will be reviewed annually to ensure it remains compliant with relevant employment laws and best practices.