Grievance procedure

At MR MARVIS, we believe that great things happen when we speak openly and treat one another with respect. We strive for a harmonious workplace, but we recognise that concerns, misunderstandings and undesirable issues sometimes arise.

Our philosophy is simple: we talk to each other. If something is on your mind, we encourage you to start with a conversation. In most cases, a direct chat with your manager is the fastest route to clearing up a misunderstanding. If you feel uncomfortable speaking with your manager, or if the issue remains unresolved, our People Team is here to listen and provide guidance.

These informal steps may not always be appropriate for the situation or might not lead to a solution. In these cases, the Grievance Procedure is the appropriate channel to raise a grievance. This formal procedure exists to provide a clear, documented framework for handling serious or complex concerns, ensuring every detail is carefully reviewed and formally addressed.

Defining a Grievance

A grievance is a broad term that refers to an allegation, issue, or concern raised by a person about their treatment or experience, whether perceived or actual, in connection with a company’s practices. Examples of this transgressive behaviour may include:

  • Discrimination
  • Harassment
  • Bullying

Please note: that this channel is not meant for questions or issues around your employment conditions, such as promotions or performance reviews. In these circumstances, we kindly ask you to refer to your manager or the HR team.

Who Can Use This Procedure?

We encourage all stakeholders connected to MR MARVIS to speak up if they have a grievance they would like to bring our attention. We are specifically referring to:

  • MR MARVIS employees
  • Business partners and their employees
  • Contractors and freelancers
  • Agents and shareholders
  • Customers
  • Anyone performing functions for or on behalf of MR MARVIS

Confidentiality and Anti-retaliation

Your privacy is our priority: all discussions are strictly confidential. Information belongs to the person reporting the issue, and nothing will be shared with third parties without your explicit, informed consent.

MR MARVIS prohibits any type of retaliation against a stakeholder for raising a grievance in good faith. Any retaliation will result in disciplinary action.

Personal data collected by MR MARVIS during the grievance process is processed in accordance with the General Data Protection Regulation (GDPR). Records are retained for a maximum of five years after the case is closed.

The Procedure

1. Reaching Out

If you have a grievance, you can reach out to our external independent confidential officer.

Contact: Harry Mereboer
Email: [email protected]

Harry provides a safe, confidential space to discuss what is on your mind. If you wish, he can also schedule a call with you to discuss your concerns in a safe environment. During this conversation, he will provide you with all available options, among which filing a formal grievance is one.

2. Submitting a Written Grievance

If you decide to proceed with a formal report after your consultation (or if you prefer to start here directly), please submit the following to the same email address mentioned above:

  • A detailed description of the complaint.
  • Names of the individuals involved or witnesses.
  • Specific dates, times, and locations of the incident(s).
  • Any relevant supporting documentation or evidence.

Reports may be submitted in Dutch or English, or in your preferred language if needed.

3. Acknowledgement of Receipt

Within 3 working days, you will receive a written confirmation that your report has been received. Within 7 working days, the confidential officer will conduct an initial review and may contact you with follow-up questions.

4. Initial Assessment

The confidential officer will prepare a summary of the matter. Before sharing this with the Speak Up Office, the reporter will be asked to review and approve the summary. The Speak Up Office consists of our People Partner and an external Legal Counsellor. They will handle the matter with the utmost seriousness and confidentiality.

If a submission is deemed ineligible (for example, a personal HR matter such as a promotion or performance review concern), a written explanation will be provided within 10 working days.

5. Grievance Review Meeting

Within two weeks of receiving your report, the Speak Up Office will invite both parties to separate review meetings (in person or online).

Support: Both parties are entitled to be accompanied by a legal advisor, interpreter, friend, or family member.

Notice: You will receive written notification of the meeting details at least three working days in advance.

Documentation: Notes will be taken, and a written report of the session will be sent to each party within one week for approval and signature. This signed report must be returned within seven working days.

6. Response to Reports

To ensure fairness, both parties will have the opportunity to review and respond in writing to each other's approved hearing reports. Responses must be submitted within 5 working days of receiving the reports.

7. Investigation Phase (if required)

If further investigation is required, MR MARVIS will appoint an independent investigator. All parties will be kept informed of the timeline and progress. You will receive formal notification once the investigation is officially concluded.

8. Final Decision

Within one month of the investigation’s conclusion, a formal written decision will be issued to both parties. This will state:

  • Whether the grievance is upheld (fully or partially) or rejected, and the reasoning behind the decision.
  • Any resulting disciplinary actions, which may include apologies, restitution, rehabilitation, financial compensation, written warnings, suspension, or termination of contract/employment, as well as measures to prevent future harm.

9. Appeals Process

If either party disagrees with the outcome, an appeal can be filed with the MR MARVIS Speak Up Office. Appeals must be submitted in writing within two weeks of the decision date. Appeals are reviewed by an independent panel that was not involved in the original decision. The opposing party will be notified and given 5 working days to submit a written response. A final written decision will be issued within ten working days after the response period of the opposing party has lapsed.


Legal Framework

This Grievance Procedure has been established in accordance with applicable Dutch and EU employment law and the General Data Protection Regulation (GDPR). MR MARVIS is committed to upholding the rights of all stakeholders throughout this process.