Office Complaints Procedure.

Article 1 Definitions

In this office complaints procedure, the following definitions apply:

  1. SETTL Law: SETTL Law is a law firm established in Amsterdam, registered at the Chamber of Commerce under number 98570773;

  2. The Lawyer: one of the lawyers associated with SETTL Law;

  3. The Client: the natural or legal person who instructs the individual lawyer of
    SETTL Law to perform services;

  4. The Agreement: the agreement of assignment whereby a Client instructs
    the lawyer to perform certain legal work;

  5. Complaint: any written expression of dissatisfaction by or on behalf of the
    Client towards the lawyer or persons working under their responsibility
    regarding the formation and execution of an agreement of assignment, the
    quality of the service, the amount of the invoice, the performance or
    offering of extrajudicial collection activities, excluding a complaint as
    referred to in paragraph 4 of the Act on Advocates (Adovcatenwet);

  6. Complainant: the Client, their representative, or a third party with a direct
    interest who makes a complaint known;

  7. Complaints Officer: the lawyer responsible for handling the complaint.

Article 2 Scope

  1. This office complaints procedure applies to every agreement of assignment between SETTL Law and the Client.

  2. Every lawyer of SETTL Law ensures complaint handling in accordance with the office complaints procedure.

Article 3 Objectives

This office complaints procedure aims to:

  1. establish a procedure to handle client complaints constructively within a reasonable period;

  2. establish a procedure to determine the causes of complaints from complainants;

  3. comply with a legal obligation, maintain and improve existing relationships through good complaint handling;

  4. train employees to respond to complaints in a client-oriented manner;

  5. improve the quality of service through complaint handling and complaint analysis.

Article 4 Information at the Start of Service and Submitting a Complaint

  1. This office complaints procedure is made public via the SETTL Law website (www.settllaw.com). The engagement letter and/or the general terms and conditions applicable to the service refer to this complaints procedure.

  2. The Court of Amsterdam has exclusive jurisdiction to handle disputes if complaints are not resolved after following this complaints procedure.

  3. Complaints must be made known in writing and motivated as soon as possible. In any case, complaints must be made known in writing within 12 months after the occurrence of the cause of complaint, or at least the moment when the fact or circumstance to which the complaint relates could reasonably have been discovered. This period is a fatal period.

Article 5 Internal Complaint Procedure

  1. If a complainant approaches the firm with a complaint, the complaint is forwarded to another lawyer not involved in the complaint, who then acts as the complaints officer.

  2. The complaints officer informs the person against whom the complained was filed about the submission of the complaint and gives the complainant and the person the opportunity to explain the complaint.

  3. The person against whom a complaint was filed will try to reach a solution together with the complainant, whether or not after the intervention of the complaints officer.

  4. The complaints officer handles the complaint within four weeks of receiving the complaint or notifies the complainant of any deviation from this period, stating the period within which a judgment on the complaint will be given.

  5. The complaints officer informs the complainant and the person against whom the complaint was filed in writing of the judgment on the validity of the complaint, whether or not accompanied by recommendations.

  6. If the complaint is satisfactorily resolved, the complainant, the complaints officer, and the person against whom a complaint was filed will sign the judgment on the validity of the complaint.

Article 6 Confidentiality and Free Complaint Handling

  1. The complaints officer and the person against whom a complaint was filed will observe confidentiality during the complaint handling.

  2. The complainant is not responsible for the costs of handling the complaint.

Article 7 Responsibilities

  1. The complaints officer is responsible for the timely handling of the complaint.

  2. The person against whom a complaint was filed keeps the complaints officer informed of any contact and a possible solution.

  3. The complaints officer keeps the complainant informed of the handling of the complaint.

  4. The complaints officer maintains the complaint file.

Article 8 Complaint Registration

  1. The complaints officer registers the complaint along with the subject of the complaint.

  2. The complaints officer periodically reports to SETTL Law on the handling of complaints and makes recommendations to prevent new complaints and improve procedures.