How it Works | Tradeloop

Procedure For Filing And Processing Ethics Complaints

The Complaint Procedure has been developed to provide an orderly and interactive process for resolving complaints alleging violations of the Tradeloop Code of Business Practices and Ethics. The page explains how complaints will be filed and processed by the Ethics Committee. The Ethics Committee consists of volunteer Wholesale Members of Tradeloop. The Committee does not render awards of monetary damages.

Note: If you believe the Tradeloop community needs immediate notification about someone who may being attempting to defraud members, please use our Fast Track Fraud Alert.

Blog-based Dispute Resolution

Tradeloop is a pioneer in our industry for utilizing a blog-based method for dispute resolution. Blog-based dispute resolution means that all interactions between the Claimant, the Respondent and the Members of the Ethics Committee will occur interactively online.

Each party to the dispute will have the opportunity to upload relevant information, documents or photos necessary for resolving the issues. This provides the Members of the Ethics Committee with quick access to all of the relevant information and also gives them an opportunity to post questions or ask the parties for clarification if needed.

Blog-based dispute resolution also makes the dispute resolution process more transparent for Tradeloop Members by allowing all parties to the dispute to post and share information. The result is a more collaborative and friendly process with fairer and more efficient solutions to disputes between Members.

Tradeloop's Liability

Tradeloop, as a provider of an 'interactive computer service' is immune from liability for any information posted. Only the "speaker" of the information shall be held liable for what they say. Pursuant to Section 230 of the Communications Decency Act, Tradeloop users bear all liability for information they post to Tradeloop. However Tradeloop does have the right to correct, edit, remove, block and screen content without being considered a publisher or speaker.

FILING A COMPLAINT.
1. Against Members.
  
  Members may file complaints against other Members of Tradeloop. By filing a complaint, a member agrees to be bound by the Code, follow the Complaint Procedure and participate in all proceedings hereunder.
2. Against Non-Members.
  
  Non-Member complaints result in a complaint blog being created and attached to the non-member account. This blog is unmoderated and neither Tradeloop nor the Ethics Committee are under any obligation to act on the complaint in any way.
  
  The non-member respondent will be unable to access Tradeloop until a response has been provided to the complaint.
  
  Tradeloop does not have jurisdiction over non-members. However, if a non-member is willing to abide by the Code and participate in these proceedings, the Ethics Committee, at its discretion, may process the complaint.
  
  If the Committee does not hear the complaint, the non-member flag stays posted to the account and the non-member cannot apply for membership until the flag is addressed.
  
  If a non-member does not respond at all, he is automatically banned from the site without a hearing.
  
  If a non-member wants the flag removed they need to either ask the claimant to remove the flag, or petition the committee to hear the case. The chair/vice-chair has the option to hear the case, which may result in the non-member being completely banned from any access to Tradeloop.
3. About Collections of Funds
  
  Tradeloop and the Ethics Committee will warn Members of problems with non-payment, but will not act as a collection agency. Your company must have shown due diligence in pursuing the debt, and must have written off the debt as uncollectable per generally accepted accounting procedures, before Tradeloop will pursue the case. At a minimum, to pursue your case, Tradeloop will require:
  1. The length of time the fee was receivable
  2. Documentation of internal attempts to collect the funds
  3. The name and contact information for the collection agency used to attempt to collect the funds (will be kept confidential)
  4. A statement from an accountant or Corporate Officer stating the amount and date the funds were written off as uncollectable

COMPLAINT PROCEDURE.

Step 1: Submit an Online Complaint Form
1. All complaints must be made by filling out and submitting the online Ethics Complaint Form
2. The complaint must include the following: (a) a brief summary of the facts; (b) the party against whom the complaint is filed; (c) the specific Articles of the Code alleged to have been violated; and (d) the act that constitutes the alleged violation. Hyperlinks to copies of all relevant supporting documents must be submitted with the complaint.
  - Please note: Tradeloop will not help a claimant or a respondent prepare their case. We cannot accept physical or faxed documents. These need to be collated, scanned, and posted online by the case participants. All case-related information MUST be posted to the Blog or the committee will not see it. Please do not email or mail any information to Tradeloop or to Members of the Ethics Committee.
Step 2: Ethics Committee Procedures and Posting to the Case Blog
1. Content Guidelines: The Tradeloop Ethics Committee is committed to ensuring that the Ethics Process remains a respectful and productive space for discussing business ethics.
2. Member Complaint: Processing and Service of Complaint and Response
  1. Upon receipt of the completed Complaint, the Ethics Committee will process the Complaint, ask the claimant for any necessary clarifications, and then send a copy of the Complaint via email to the named respondent seeking a response.
  2. The respondent has seven (7) business days to respond by posting any relevant information to the case blog (a link is provided). A copy of the respondent's response is automatically emailed to the claimant.
  3. The respondent and claimant may then communicate for a period of time via the case blog in an attempt to amicably resolve their differences, adding relevant information as they go.
  4. The Ethics Committee can see all posts to the case blog and will comment as necessary. All communication must occur via the case blog. The Ethics Committee will not read or respond to information emailed directly, nor will they respond to phone calls. Direct communication to the Committee regarding pending disputes is considered, in itself, a violation of the Code of Ethics.
  5. If the parties cannot resolve their differences and all relevant information has been uploaded to the case blog, the case will “go into Committee” for a vote.
  6. If the respondent does not respond to the complaint within seven (7) business days, it will be found that the respondent has chosen to not dispute the complaint and the complaint will be posted online to Tradeloop Members.
3. Non-Member Complaint: Processing and Service of Complaint and Response
Step 3: Sanctions
1. The Committee can issue one of four sanctions:
2. Banning Period:
  The default banning period is 3 years. On a case by case basis the Ethics Committee can set a different period of between 1 year to life.
3. Re-Admittance:
  At the end of the banned period the company is eligible to re-apply to Tradeloop, subject to standard approvals. If they choose to re-apply, both the original claimant and Committee will be offered an opportunity to voice objections. Any objection to re-entry will result in a re-vote to determine if the ban remains in place or not.
4. Case History:
  The case will remain on the companies as a posted violation, regardless of a re-admittance.
WITHDRAWAL.
1. Member Complaint In the event a party attempts to withdraw its complaint or the parties agree to dismiss the complaint, the Ethics Committee reserves the right to take further action on the complaint. Once a complaint has been heard, settlements made between the parties will not alter the Ethics Committee's findings.
2. Non-Member Complaint A claimant may remove his complaint against a non-member provided an explanation is provided and there are no objections by the Ethics Committee.
THREE COMPLAINTS AGAINST A COMPANY OR MEMBER.
1. In the event three complaints resulting in Sanctions have been filed against a party within any twelve-month period, Tradeloop shall review and, if appropriate, notify the Membership of the following:
  1. The names of the parties to each complaint;
  2. The date of filing of each complaint; and
  3. The outcome of each complaint.
RESPONSES TO INQUIRIES.
1. Matters of the Ethics Committee are and will remain private and confidential, except in the issuance of a complaint.
2. Matters involving posting of a Complaint are available to the Tradeloop Wholesale Community.
3. A copy of the notice sent to the Membership regarding three complaints against one company, pursuant to Paragraph V, shall be furnished in response to any inquiry about such company for the twelve months following the notice regarding the three complaints filed.
REVERSING A CASE AND RIGHT TO APPEAL

Any case decision can be reversed at any time, provided:
1. Good cause posted to the case blog.
2. The unanimous written consent of the Ethics Chairman, Vice Chairman, and Tradeloop Management
3. No objections from the Committee Members
An objection by a Committee Member would automatically trigger a re-vote. The re-vote would take into account any new evidence and discussion brought forward.
Right to Appeal: Every respondent found in violation of the Code of Ethics has the right to appeal a case at any time, however the appeal will only be heard with the written and unanimous consent of the Ethics Chairman, Vice Chairman and Tradeloop Management.

COMMITTEE AND CHAIRMANSHIP
1. The Ethics Committee will consist of no more than 15 members.
2. Requirements for being a Committee Member
3. Ethics Chairperson and Vice-Chairperson

Become a Member

last updated: 2/10/2023