+6723 22427

3B Taylors Rd, Burnt Pine 2899, Norfolk Island

ABN: 53 843 802 983
©2018 by NIDS.

Customer Care 

Introduction

This is a summary of our complaint handling process for customers and former customers who are covered by the Telecommunications Consumer Protections Code (TCP Code). It outlines how we handle complaints, and is intended especially forour past, current and prospective customers, our own sta­ff and other interested parties.

 

Our complaints goal

 

As our customer or former customer, you have the right to make a complaint. Our goal is to keep our customers satisfied, and that means as few complaints as possible, and that any complaints that do arise are dealt with openly, fairly and

promptly. To support that goal, our complaints process is approved by our Managing Director,who is responsible for ensuring its implementation, operation and compliance in accordance with Chapter 8 of the TCP Code. In dealing with you about complaints, we will use everyday language

 

Contact details

 

A complete list of contact details referenced in this summary appears at the end of it, in the ‘Details Table’.

 

Resolving complaints

 

A complaint is resolved when it is brought to a conclusion in accordance with the

TCP Code (whether or not in your favour).When we propose a ‘resolution’ to you, we are suggesting how to solve your complaint. We aren’t required to action that proposed resolution unless and until you accept it. If you do accept our proposed resolution, we are allowed a period of time to action it – see below. When your complaint is resolved, we must advise you accordingly.

 

Actioning a resolution

 

We will action an agreed resolution within ten working days unless:

 

• We agree otherwise with you; or

 

• You have not done something that is necessary for us to do our part

 

 

Customer Care

 

You can call our Customer Care number – see below. This is a low cost number if you call it using a landline service, and a free call if you call it using a VoIP service we provide to you.

 

Making a complaint

 

You can make a complaint by letter, telephone, or email. The numbers and addresses are in the Details Table.

 

If you need assistance

 

We will assist you to formulate, lodge and progress a complaint if you need help, especially including because of disability, hardship and difficulties with English. Just let our Customer Care staff­ know you want help and, if you can’t tell us in that way:

 

• Write or email your request to an address in the details table;

 

• Contact us through your Authorised Representative or Advocate;

 

• Contact us via the National Relay Service on 133 677;

 

• Contact us via the Translating & Interpreting Service on 131 450.

 

Authorised Representatives and Advocates

 

An ‘Authorised Representative’ is a person you have appointed and delegated to deal with us, on your behalf, with some authority over your account. An ‘Advocate’ is a person you have appointed to deal with us, on your behalf, but

without any authority over your account. You can make a complaint through an Authorised Representative or an Advocate

 

Response times

 

While we will strive to solve your complaint as soon as practicable, we are committed to certain maximum response times.

 

Acknowledgment

 

If you make a complaint in person or by telephone to a ‘live’ sta­ff member we will

acknowledge it immediately. If you make a complaint by email, or through our website or another customer service website we approve, or by paper post, or by a telephone message recording system, we will acknowledge it within two working days.

 

When we acknowledge your complaint, we will give you:

 

• A unique Case Reference that you can use to identify the complaint in later contacts with us;

 

• An indicative timeframe to resolve the complaint; and

 

• Information on how to obtain this Complaint handling Process Summary.

 

First contact resolution

 

Whenever possible, we will strive to resolve your complaint on first contact.

 

Proposing a resolution

 

If we do not believe we can resolve your complaint within 15 working days (or two working days for an urgent complaint) we will advise you within those periods:

 

• Why there is a delay;

 

• The timeframe that will apply; and

 

• If we expect resolution to require more than 9 more working days, of your options for external dispute resolution (except if the delay is because of a declared mass service disruption). Otherwise, we will propose a resolution within 15 working days (or two working days for an urgent complaint).

 

Dealing with you and your complaint

 

Standards

 

• Your complaint must be resolved objectively, efficiently and fairly and our staff­ must treat you courteously.

 

Internal investigations

 

• We may resolve a complaint on goodwill or commercial grounds, without a detailed investigation.

 

• Otherwise, we will investigate your complaint in a way that is proportionate to its seriousness.

 

Internal prioritisation

 

We are flexible in the way we prioritise complaint processing, because special circumstances can apply. But in normal circumstances:

 

• Urgent complaints have highest priority.

 

• Complaints involving services to customers with significant health problems, or the care of young children or who are in remote locations or who are aged are prioritised next.

 

• Complaints that are approaching, or have exceeded maximum response times are prioritised next.

 

Internal escalation
 

• We have an internal escalation process, and your complaint will be escalated and managed accordingly if you request it.

 

• For your information, internal escalation and management may not accelerate resolution if the complaint is not urgent and its processing already meets the applicable standards and is within the permitted maximum response time/s.

 

A complaint will be automatically escalated if:

 

• A maximum response time has been exceeded;

 

• It becomes urgent (see ‘Urgent Complaints’);

 

• You notify us of another factor that increases the seriousness of your complaint or the need for expedited resolution.

 

• You can request escalation through any of the contact channels through which you can lodge a complaint.

 

Appropriate resolution

 

We will resolve your complaint appropriately

and:

 

• We ensure that our Customer Care staff­ are trained to understand the potential remedies available to resolve complaints;

 

• Any remedy we o­ffer will be tailored to the root cause of the complaint, and to your circumstances (if you have told us about them);

 

• Our Customer Care staff­ and management will monitor complaints to assess if they indicate wider issues, and, if so, address the root cause;

 

• We will resolve billing errors in current bills.

 

Advising you of resolution

 

As soon as practicable after we finish investigating your complaint, we will advise

you of the resolution.

 

Credit management action suspended

 

We will not take credit management action over a disputed amount if you have made a complaint and we know:

 

• It has not been resolved to your satisfaction; and

 

• It is being investigated by us or the TIO or some

other recognised third party.

 

Legal action delayed

 

We will not start legal proceedings over a matter that has been subject to a complaint:

 

• While we are handling the complaint internally; or

 

• Within seven working days after we advise you of the outcome of the complaint.

 

Urgent complaints

 

When we treat a complaint as urgent

 

A complaint you make is treated as urgent if:

 

• You have applied for or have been accepted as being in financial hardship under our Financial Hardship Policy and the subject matter of your complaint can reasonably be presumed to directly contribute to or aggravate your financial hardship;

 

• Disconnection of a service is imminent or has occurred and where due process has not been followed; or

 

• You are a Priority Assistance Customer (under the Priority Assistance for Life Threatening Medical Conditions Code) and the complaint relates to the Service for which you receive Priority Assistance. Our Customer Care staff­ is trained to watch for these factors and must flag a complaint as urgent if any of them are seen to apply. After that, the complaint will be managed under paragraph ‘How

urgent complaints are treated di­fferently’.

 

How urgent complaints are treated

 

Within two working days of acknowledging your urgent complaint, we will either propose a resolution or advise you why there will be a delay and how long it is likely to be. If you accept a resolution that we propose, we will action the urgent aspects of it within those two working days if possible.

 

Delays

We will advise you of any delays to promised timeframes.

 

Monitoring the progress of your complaint

 

You can monitor the progress of your complaint by calling Customer Care and quoting your Case Reference.

 

Closing your complaint

 

We only close a complaint if you agree, or if the TCP Code otherwise allows us to.

 

Consumer focus

 

We strive to keep our Complaints process easy to use and focused on you. Please let us know how we’re doing.

 

You can leave feedback:

 

• With the Customer Care sta­ff who assist you;

 

• Or with their supervisor – just ask to be transferred;

 

• Or by any of the contact numbers and addresses in the details table

 

Charges for using our complaints process

 

Mainly, our complaints process is free. The only charges may be:

 

• There may be a low cost for calls to our customer care number. But please note that if you call our number from a service provided by another provider (eg a mobile service that we do not provide to you) the other provider may charge you at its normal rates for calling our number.

 

• There may be a costs recovery charge for providing information that we collected about you more than two years earlier.

 

But before we charge that, we will tell you about it and give you the option of continuing the complaint (and paying the charge) or discontinuing the complaint, and we will tell you about options for external resolution of your complaint.

 

• There may be a costs recovery charge for providing information in a form or quantity that our Standard Customer Terms or our Critical InformationSummary state will not be provided at no charge.

 

But before we charge that, we will tell you about it and give you the option of continuing the complaint (and paying the charge) or discontinuing thecomplaint, and we will tell you about options for external resolution of your complaint.

 

Copies of this summary are available free of charge by download from our website and if you do not have easy internet access, we will give you one hard copy, also free.

 

 

External dispute resolution

 

Options

 

The following external dispute resolution bodies may be able to assist with your complaint, but may require that you first attempt to resolve it directly with us:

 

• The Telecommunications Industry Ombudsman (TIO) – www.tio.com.au;

 

• The Office of Fair Trading in Your State or Territory – visit your State or Territory consumer website;

 

• For Australian Consumer Law matters, the Australian Consumer and Competition Commission (ACCC) – www.accc.gov.au;

 

• For Telecommunications Consumer Protections Code matters, the Australian

Communications & Media Authority (ACMA) – www.acma.gov.au;

 

• For privacy issues, the Office of the Australian Information Commissioner (OAIC) - www.oaic.gov.au

 

Limit on cancelling service

 

If:

 

• You make a complaint; and

 

• It hasn’t been resolved with us; and

 

• You pursue external dispute resolution.

 

We must not cancel your service for those reasons alone.

 

 

Customer Service Contact Details

 

Phone

+6723 22427

 

After Hours

+6723 54557

 

Sales

sales@nids.com.nf

9am–5pm Monday to Friday

 

Technical Support

support@nids.com.nf

9am–5pm Monday to Friday

 

Postal Address

 

Norfolk Island Data Services

PO Box 909  

Norfolk Island  

NSW 2899

 

Accounts

accounts@nids.com.nf

9am–5pm Monday to Friday

 

Complaints

customercare@nids.com.nf

9am–5pm Monday to Friday

 

TIO Contact Details

 

Phone

1800 062 058

 

Fax

1800 630 614

 

TIO Off­ice Hours

9am–5:30pm

Monday to Friday

 

Postal Address

 

Telecommunications

Industry Ombudsman Limited

PO Box 276

Collins Street West

VIC 8007

Email

tio@tio.com.au