Complaint Handling & Investigation Overview

1. Purpose

This procedure explains how 101FITNESS manages workplace complaints, concerns, and reports of inappropriate behaviour.

The purpose of this procedure is to ensure that all complaints are handled in a fair, timely, and confidential manner, while maintaining a safe and respectful workplace.

2. Scope

This procedure applies to:

employees
contractors
trainers
managers
directors
interns or volunteers

It applies to behaviour occurring:

in the workplace
during work activities
during training sessions
in work-related communication (email, messages, social media)

3. What Can Be Reported

Employees are encouraged to report concerns relating to:

sexual harassment
bullying or harassment
aggressive or abusive behaviour
inappropriate physical contact
breaches of professional boundaries
discrimination
retaliation or victimisation
workplace safety concerns
any behaviour that may create an unsafe or uncomfortable workplace

4. How to Report a Complaint

Employees may report concerns by:

• speaking directly with a manager or director
• submitting an Incident Reporting Form
• contacting management through the designated reporting channel

Reports should be made as soon as reasonably possible after the incident occurs.

5. Initial Response

When a complaint is received, management will:

• acknowledge the report
• assess whether there is an immediate safety risk
• determine whether interim measures are required

Examples of interim measures may include:

adjusting work schedules
separating employees involved
temporarily modifying duties
providing additional supervision

These actions are not disciplinary decisions and are intended to ensure workplace safety.

6. Investigation Process

Depending on the nature of the complaint, the company may conduct an internal review or formal investigation.

The investigation process may include:

• collecting written statements
• interviewing relevant individuals
• reviewing evidence such as messages, CCTV, or documents
• assessing the available information

Investigations will be conducted based on fairness and impartiality.

7. Investigation Outcome

After reviewing the available information, the company will determine the appropriate outcome.

Possible outcomes may include:

no breach identified
workplace guidance or training
warning or disciplinary action
changes to workplace procedures
termination of employment where appropriate

The company will take reasonable steps to ensure that workplace safety is maintained.

8. Confidentiality

Information related to a complaint or investigation will only be shared with individuals who need to know in order to manage the process.

All employees involved in the process are expected to maintain confidentiality.

9. Protection from Retaliation

101FITNESS strictly prohibits retaliation against any person who:

reports a concern
participates in an investigation
provides information during a review

Retaliation may result in disciplinary action.

10. Record Keeping

All complaint and investigation records will be:

documented appropriately
stored securely
accessed only by authorised management personnel

Records will be retained in accordance with company record-keeping requirements.