ATC Disciplinary and Appeals Policy

ATC Disciplinary Policy

Supporting the ATC Code of Practice and Collective Mark Regulations

Version 2.0
Date: 17 February 2026

1. Purpose
1.1 This Policy sets out the procedures used by The Aromatherapy Trade Council (ATC) to investigate and address alleged breaches of:

• the ATC Code of Practice
• the Regulations Governing Use of the ATC Collective Mark
• ATC membership terms
  

1.2 This Policy forms part of the governance framework supporting the ATC collective trade mark.
1.3 Its purpose is to ensure that ATC exercises fair, consistent and proportionate control over use of the collective mark.

2. Scope
2.1 This Policy applies to all ATC members.
2.2 It applies to any suspected breach relating to:

• use of the ATC collective mark
• marketing claims
• professional conduct
• compliance with ATC requirements

3. Reporting Concerns
3.1 Concerns may be raised by:

• ATC officers
• members
• consumers
• third parties

3.2 Concerns may be submitted in writing to ATC.
3.3 ATC may also initiate investigations based on its own monitoring.

4. Initial Assessment
4.1 ATC will review the information and determine whether:

• no action is required, or
• further investigation is appropriate

4.2 ATC may request information from the member.
4.3 Members must cooperate with reasonable requests.

5. Investigation
5.1 ATC may review relevant materials including:

• marketing materials
• website content
• labelling
• use of the collective mark

5.2 The member will be given opportunity to respond.

6. Outcomes and Sanctions
Where a breach is identified, ATC may take one or more actions:

• issue guidance or advice
• issue a formal warning
• require corrective action
• require removal of the collective mark
• suspend permission to use the mark
• terminate permission to use the mark
• terminate membership

ATC will act reasonably and proportionately.

7. Urgent Action
7.1 ATC may suspend use of the collective mark immediately where necessary to:

• protect consumers
• prevent misleading use
• protect the integrity of the collective mark

8. Appeals Process
8.1 Members may appeal decisions made under this Policy.
8.2 Appeals must be submitted in writing within 14 days.
8.3 ATC will review the appeal.
8.4 ATC may:

• uphold the decision
• modify the decision
• withdraw the decision

8.5 The decision following appeal will be final.

9. Record Keeping
9.1 ATC will maintain records of disciplinary actions.
9.2 Records will be handled confidentially.

10. Relationship with Collective Mark Regulations
10.1 This Policy supports the enforcement of:

• ATC Code of Practice
• Collective Mark Regulations

10.2 ATC may take action under either or both.

ATC Appeals Policy

Supporting the ATC Code of Practice, Membership Terms, and Collective Mark Regulations

Version 1.0
Date: 17 February 2026

1. Purpose
1.1 This Appeals Policy sets out the process by which individuals or organisations may request review of decisions made by The Aromatherapy Trade Council (ATC) relating to:

• disciplinary measures;
• suspension or withdrawal of permission to use the ATC collective mark;
• termination of membership; or
• refusal of membership applications.

1.2 This Policy forms part of the governance framework supporting the ATC collective trade mark and ensures decisions are fair, transparent, and proportionate.
1.3 The purpose of this Policy is to provide a structured and impartial review process while protecting the integrity and reputation of ATC and its collective mark.

2. Scope
This Policy applies to:

• current ATC members subject to disciplinary action;
• former members affected by disciplinary decisions; and
• applicants whose application for ATC membership has been refused.

3. Decisions That May Be Appealed
The following decisions may be appealed:
a) suspension of permission to use the ATC collective mark;
b) termination of permission to use the collective mark;
c) termination of membership;
d) imposition of disciplinary conditions or sanctions;
e) refusal of an application for membership.

4. Grounds for Appeal
An appeal must be based on one or more of the following grounds:
a) procedural error in the original decision;
b) relevant information was not considered;
c) new information has become available that may affect the decision;
d) the decision was unreasonable or disproportionate in the circumstances.
Disagreement alone does not automatically mean a decision will be overturned.

5. How to Submit an Appeal
5.1 Appeals must be submitted in writing to ATC within 14 days of receiving the decision.
5.2 The appeal must include:

• the name of the member or applicant;
• details of the decision being appealed;
• the grounds for appeal;
• any supporting evidence.

5.3 Appeals should be sent to the official ATC contact address or email.

6. Effect of Appeal on Disciplinary Measures
6.1 Submission of an appeal does not automatically suspend the original decision.
6.2 ATC may, at its discretion, suspend implementation of a decision pending appeal where appropriate.
6.3 Where the decision involves suspension or withdrawal of permission to use the collective mark, ATC may require use of the mark to cease immediately to protect consumers and the integrity of the mark.

7. Appeals Review Process
7.1 Appeals will be reviewed by ATC officers, trustees, or authorised representatives who were not directly responsible for the original decision, where reasonably practicable.
7.2 The review will consider:

• the original decision;
• the grounds of appeal;
• any new information provided.

7.3 ATC may request further information where necessary.
7.4 ATC may, at its discretion, invite written submissions or clarification.

8. Appeal Outcomes
Following review, ATC may:
a) uphold the original decision;
b) vary or modify the decision;
c) remove or reduce sanctions;
d) overturn the decision;
e) approve membership subject to conditions, where relevant.
8.2 ATC will notify the appellant in writing of the outcome.
8.3 The decision following appeal will be final.

9. Appeals Relating to Refusal of Membership
9.1 Applicants whose membership application has been refused may appeal under this Policy.
9.2 ATC will review whether:

• eligibility criteria were correctly applied;
• relevant information was properly considered.

9.3 ATC is not obliged to grant membership and retains discretion in determining eligibility, provided decisions are made fairly and reasonably.

10. Protection of Collective Mark Integrity
10.1 ATC’s primary obligation is to maintain control over the use of its collective mark.
10.2 Appeals will be determined with regard to protecting:

• consumer confidence;
• the integrity of the collective mark;
• the reputation of ATC.

11. Record Keeping
11.1 ATC will maintain records of appeals and outcomes.
11.2 Information will be handled confidentially and in accordance with applicable data protection laws.

12. Relationship to Other ATC Documents
This Policy supports and operates alongside:

• ATC Code of Practice
• ATC Membership Terms
• Regulations Governing Use of the ATC Collective Mark

 ATC Disciplinary and Appeals Policy Feb 2026 V2  Next review Feb 2027