Raise a Concern at HAYVN
If something about HAYVN’s space, services, community conduct, or operations has affected you, we want to hear about it. This page explains how to raise a concern, what happens after you do, and the commitments we make in return. Anyone may use this process — you do not need to be a member or have an existing relationship with us.
Who can use this process
- HAYVN members, current or former
- Coworking visitors, day‑pass users, and event attendees
- Clients of HAYVN‑hosted programs or services
- Vendors, partners, and service providers
- Community members and the general public
What you can raise
Any concern about how HAYVN operates or maintains its community environment. The form asks you to choose a category so it reaches the right person quickly:
- Workspace conduct or behavior
- Membership, billing, or contract matters
- Facility issues or accessibility concerns
- Privacy or data handling
- Marketing or communications
- Environmental or safety concerns
- Anything else that affects your experience with HAYVN
How it works
- Submit. Use the form below, or email communitymanager@hayvn.com. You may include your contact details or remain anonymous.
- Reference number. Every submission receives a reference number for tracking.
- Acknowledgment. If you provide contact information, we acknowledge receipt within five business days. Review. The designated HAYVN grievance owner reviews the concern, gathers information, and determines next steps. Follow‑up questions may be asked.
- Resolution. We aim to resolve the concern — or provide a substantive update — within 30 days. If more time is needed, you will receive written updates every 30 days until closure.
- Closure. We share the outcome and, when applicable, what changes were made as a result.
Who handles concerns
Concerns are handled by HAYVN’s Managing Director (grievance owner). A second member of leadership — HAYVN’s Operations Manager — acts as backup in cases of conflict of interest. If your concern involves the Managing Director personally, check the box on the form and your submission will be routed directly to the Operations Manager instead.
Confidentiality
All concerns are treated as confidential. Details are shared only with those at HAYVN who need them to review and act on the matter. We never publicly discuss individual submissions or confirm whether a specific concern was received.
Submitting anonymously
You may submit without providing your name or contact details. Anonymous concerns are investigated to the extent the information allows. Limitations include:
- We cannot acknowledge receipt or send updates.
- Some matters cannot be fully resolved without additional detail. You may still check on a concern by emailing us with your reference number.
No retaliation
No one will face retaliation for raising a concern in good faith or participating in a review. This applies to members, staff, vendors, partners, and anyone else connected to HAYVN.
If you are not satisfied
If you believe your concern was not handled fairly, you may request a secondary review by the backup reviewer. An external escalation route, independent of HAYVN leadership, is also available upon request.
How we review this process
The grievance owner reports quarterly to leadership on the number and nature of concerns, acknowledgment timelines, resolution timelines, and any open matters. Each December, leadership reviews the year as a whole and evaluates whether policy or operational changes are needed.
Your information
Information you submit is stored securely in systems controlled by HAYVN and used only to review and resolve your concern. Records are retained for three years after closure, then deleted. Submissions flagged by spam filters are manually reviewed monthly to ensure genuine concerns are not missed. See our Privacy Policy for full details.
Other ways to reach us
If the form is not accessible to you, or you prefer not to use it, email communitymanager@hayvn.com or write to:
HAYVN Coworking, 320 Boston Post Road, Darien, CT 06820
Concerns raised by email or mail follow the same process and timelines.