First Aid Cardiff | Event medical cover Wales | Private Ambulance Cardiff | Patient transport services Oxfordshire

WELCOME TO First Choice Medical Ltd

Welcome to the First Choice Medical Ltd team. We would like to wish you every success during your employment whether you recently joined us or whether you are an existing employee. We hope that your experience of working here will be positive and rewarding.
This Employee Handbook is designed both to introduce you to our organisation and to be of continuing use during your employment.
We ask that you study carefully the contents of this Employee Handbook as, in addition to setting out our rules and regulations, it also contains information on some of the main employee benefits that may be available to you and the policies and procedures relating to your employment.
Please note that we provide equal opportunities and are committed to the principle of equality in accordance with legislative provisions. We expect your support in implementing these policies. We will not condone any unlawful discriminatory act or attitude in the course of your employment or in your dealings with our clients, customers, suppliers, contract workers, members of the public or with fellow employees. We are an equal opportunities employer, and acts of unlawful discrimination, harassment or victimisation will result in disciplinary action.
 
TABLE OF CONTENTS

WELCOME TO First Choice Medical LTD

• 1. GENERAL RULES OF EMPLOYMENT 5
• 2. DRESS CODE 7
• 3. EQUAL OPPORTUNITIES POLICY 8
• 4. ANTI-HARASSMENT AND BULLYING POLICY 9
• 5. ANTI-CORRUPTION AND BRIBERY POLICY 11
• 6. RIGHT OF SEARCH POLICY 11
• 7. SICKNESS ABSENCE POLICY 15
• 8. CAPABILITY PROCEDURE 18
• 9. DISCIPLINARY PROCEDURE 20
• 10. GRIEVANCE PROCEDURE 27
• 11. WHISTLEBLOWING POLICY 28
• 12. MOBILE TELEPHONES / COMPANY MOBILE TELEPHONES 30
• 13. HOLIDAYS POLICY 32
• 14. BEREAVEMENT POLICY 33
• 15. FLEXIBLE WORKING POLICY 34
• 16. TIME AWAY FROM WORK POLICY 36
• 17. ADVERSE WEATHER AND TRAVEL DISRUPTION POLICY 37
• 18. VEHICLE AND DRIVING LICENCE POLICY 38
• 19. HEALTH AND SAFETY POLICY 39
• 20. SUBSTANCE MISUSE POLICY 41
• 21. NO-SMOKING POLICY 43
• 22. CONFIDENTIALITY POLICY 44
• 23. DATA PROTECTION POLICY 46
• 24. IT POLICY 54
• 25. SOCIAL MEDIA POLICY 56
• 26. MATERNITY/PATERNITY/ADOPTION AND PARENTAL LEAVE 58
• 27. MATERNITY LEAVE AND PAY 58
• 28. SHARED PARENTAL LEAVE 59
• 29. PATERNITY LEAVE 59
• 30. PARENTAL LEAVE 59
• 31. TIME OFF FOR ANTENATAL APPOINTMENTS POLICY 60
• 32. TIME OFF FOR ADOPTION APPOINTMENTS POLICY 61
• 33. TIME OFF FOR DEPENDANTS POLICY 62

 
1. *GENERAL RULES OF EMPLOYMENT*
1.1. The aim of this staff handbook is to provide general information to employees on their employment. It is not intended to cover every situation nor to explain everything about the employment of our staff.
1.2. *QUERIES ABOUT THE CONTENTS OF THE STAFF HANDBOOK*
1.3. If there is anything in the staff handbook that an employee does not understand or in relation to which they require further clarification, they should speak to the management, in the first instance through [name of individual/their line manager/the HR department].
1.4. The Company welcomes any comments or suggestions as to how the staff handbook could be improved.
1.5. *CHANGES TO THE STAFF HANDBOOK*
1.6. The Company reserves the right to amend this staff handbook but will make every effort to notify employees when there is an official change to a policy that it contained.
1.7. For example, the staff handbook may need to be changed where there is a change to:
• the way in which the Company operates because of market conditions;
• employees' contracts of employment, on which they will be consulted, necessitating a change to the staff handbook too; and
• employment law that requires a policy to be amended.
1.8. However, employees are responsible for their own up-to-date knowledge about the Company's policies, procedures, benefits, and working conditions. The staff handbook is contained on the Company intranet and a hard copy is also available from your line manager.
1.9. Where the Company seeks to vary a term or condition of employees' contracts of employment that is also contained in this staff handbook, it will consult with individuals and the workforce as a whole.
1.10. *CHANGE OF ADDRESS OR PERSONAL CIRCUMSTANCES*
1.11. It is very important that you inform the Company of any changes to your personal circumstances such as:
• address or telephone number;
• next of kin to contact in an emergency;
• bank or building society details;
• gain or loss of relevant qualifications or licences, such as loss of driving licence; and
• loss of right to work in the UK.
1.12. *PROBATIONARY PERIOD*
1.13. You join us on an initial probationary period of six months. During this period your work performance and general suitability will be assessed and, if it is satisfactory, your employment will continue. However, if your work performance is not up to the required standard, or you are considered to be generally unsuitable, we may either take remedial action (which may include the extension of your probationary period) or terminate your employment at any time.
1.14. We reserve the right not to apply our full contractual capability and disciplinary procedures during your probationary period.
1.15. *JOB FLEXIBILITY*
1.16. If you already have any other employment or are considering any additional employment you must notify us so that we can discuss any implications arising from the current working time legislation.
1.17. It is an express condition of employment that you are prepared, whenever necessary, to transfer to alternative departments or duties within our business. During holiday periods, etc. it may be necessary for you to take over some duties normally performed by colleagues. This flexibility is essential for operational efficiency as the type and volume of work is always subject to change.
1.18. *MOBILITY*
1.19. It is a condition of your employment that you are prepared, whenever applicable, to travel to any other of our sites within reasonable travelling distance on a temporary basis. This mobility is essential to the smooth running of our business.
1.20. *STAFF APPRAISAL SCHEME*
1.21. We have a staff appraisal scheme in place for the purpose of monitoring staff performance levels with a view to maximising the effectiveness of individuals, details of which are available separately.
1.22. *PUNCTUALITY AND ATTENDANCE *
1.23. Each employee's contract defines the minimum hours of work that they are contractually required to work, including their start time, finish time and provision for lunch breaks. Employees are individually responsible for ensuring that they arrive at work early enough to enable them to begin their work at the appointed start time. Similarly, employees are required to remain at work at least until the finishing time defined in their contracts of employment, unless granted permission by their line manager to leave work before that time.
1.24. Where, for any reason, an employee realises that they are likely to be late for work at the start of the working day/shift, they must endeavour to telephone their line manager as soon as possible to explain the situation and give an estimate of when they expect to arrive at work.
1.25. It is accepted that circumstances outside employees' control can cause lateness, for example if a traffic accident has caused long delays on the roads or there has been disruption to public transport. However, a high volume of traffic causing delays or disruption to public transport that are a normal or regular occurrence, or which can reasonably be anticipated, will not be regarded as a valid reason for an employee's lateness.
1.26. *LOST PROPERTY*
1.27. We do not accept liability for any loss of, or damage to, property that you bring onto the premises. You are requested not to bring personal items of value onto the premises and not to leave any items overnight. Articles of lost property should be handed to management who will retain them whilst attempts are made to discover the owner.
1.28. *MAIL*
1.29. All mail received by us will be opened, including that addressed to employees. Private mail, therefore, should not be sent care of our address. No private mail may be posted at our expense except in those cases where a formal re-charge arrangement has been made.
2. *DRESS CODE*
2.1. *ABOUT THIS POLICY*
2.2. Managers are responsible for ensuring that this dress code is observed and that a common-sense approach is taken to any issues that may arise. Any enquiries regarding the operation of our dress code (including whether an article of clothing is suitable to wear to work) should be made to management.
2.3. Failure to comply with the dress code may result in action under our Disciplinary Procedure.
2.4. *APPEARANCE*
2.5. Your appearance contributes to our reputation and the development of our business. It is important that you always appear clean and smart. You should not wear clothing or jewellery that could present a health and safety risk.
2.6. employees in client-facing roles may be asked to cover up visible tattoos or to remove or cover up visible body piercings.
2.7. If you are provided with a uniform, this must not be worn outside of work. This is only to be worn during working time, whilst you are performing your role.
2.8. You should not wear gym or beach wear to work. This includes track suits, sweat-shirts, t-shirts or shorts, combat trousers, jogging bottoms or leggings. Clothing should not be dirty, frayed or torn. Clothing should not carry wording or pictures that might be offensive. It is inappropriate to wear cut-off shorts, crop tops, see-through material or clothing that exposes areas of the body normally covered at work.
2.9. Where we provide safety clothing and equipment, including protective footwear, it should be worn or used as appropriate and directed. Footwear must be closed-toe, clean, black and work-appropriate.
2.10. *RELIGIOUS AND CULTURAL DRESS*
2.11. You may wear appropriate religious and cultural dress (including clerical collars, head scarves, skullcaps and turbans) unless it creates a health and safety risk to you or any other person or otherwise breaches this policy.
2.12. Priority is always given to health and safety requirements. Where necessary, the Registered Manager can give further information and guidance on cultural and religious dress in the workplace.
3. *EQUAL OPPORTUNITIES POLICY*
3.1. *EQUAL OPPORTUNITIES STATEMENT*
3.2. The Company is committed to promoting equal opportunities in employment. You and any job applicants will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (Protected Characteristics).
3.3. *Discrimination*
3.4. You must not unlawfully discriminate against or harass other people including current and former employees, job applicants, clients, customers, suppliers and visitors. This applies in the workplace, outside the workplace (when dealing with customers, suppliers or other work-related contacts or when wearing a work uniform), and on work-related trips or events including social events.
3.5. The following forms of discrimination are prohibited under this policy and are unlawful:

a) Direct discrimination: treating someone less favourably because of a Protected Characteristic.
b) Indirect discrimination: a provision, criterion or practice that applies to everyone but adversely affects people with a particular Protected Characteristic more than others, and is not justified.
c) Harassment: this includes sexual harassment and other unwanted conduct related to a Protected Characteristic, which has the purpose or effect of violating someone’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Harassment is dealt with further in our Anti-harassment and Bullying Policy.
d) Victimisation: retaliation against someone who has complained or has supported someone else’s complaint about discrimination or harassment.
e) Disability discrimination: this includes direct and indirect discrimination, any unjustified less favourable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.
3.6. *RECRUITMENT AND SELECTION*
3.7. Recruitment, promotion, and other selection exercises such as redundancy selection will be conducted on the basis of merit, against objective criteria that avoid discrimination.
3.8. *DISABILITIES*
3.9. If you are disabled or become disabled, we encourage you to tell us about your condition so that we can support you as appropriate.
3.10. *Breaches of this Policy*
3.11. We take a strict approach to breaches of this policy, which will be dealt with in accordance with our Disciplinary Procedure. Serious cases of deliberate discrimination may amount to gross misconduct resulting in dismissal. If you believe that you have suffered discrimination you can raise the matter through our Grievance Procedure or through our Anti-harassment and Bullying Policy as appropriate. Complaints will be treated in confidence and investigated as appropriate.
4. *ANTI-HARASSMENT AND BULLYING POLICY*
4.1. *ABOUT THIS POLICY*
4.2. The Company is committed to providing a working environment free from harassment and bullying and ensuring all employees are treated, and treat others, with dignity and respect.
4.3. All managers have a specific responsibility to operate within the boundaries of this policy, ensure that all employees understand the standards of behaviour expected of them and to take action when behaviour falls below its requirements. Employees should disclose any instances of harassment or bullying of which they become aware to management at the first instance.
4.4. *WHAT IS HARASSMENT? *
4.5. Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. A single incident can amount to harassment.
4.6. Unlawful harassment may involve conduct of a sexual nature (sexual harassment), or it may be related to age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. Harassment is unacceptable even if it does not fall within any of these categories.
4.7. A person may be harassed even if they were not the intended “target”. For example, a person may be harassed by racist jokes about a different ethnic group if the jokes create an offensive environment.
4.8. *WHAT IS BULLYING? *
4.9. Bullying is offensive, intimidating, malicious or insulting behaviour involving the misuse of power that can make a person feel vulnerable, upset, humiliated, undermined or threatened. Power does not always mean being in a position of authority but can include both personal strength and the power to coerce through fear or intimidation.
4.10. Bullying can take the form of physical, verbal and non-verbal conduct. Bullying may include physical or psychological threats, overbearing and intimidating levels of supervision and inappropriate derogatory remarks about someone’s performance.
4.11. *If you are being harassed or bullied: Informal Steps*
4.12. If you are being harassed or bullied, consider whether you feel able to raise the problem informally with the person responsible. You should explain clearly to them that their behaviour is not welcome or makes you uncomfortable. If this is too difficult or embarrassing, you should speak to management who can provide confidential advice and assistance in resolving the issue formally or informally.
4.13. If informal steps are not appropriate, or have been unsuccessful, you should refer to our Grievance Procedure.
5. *ANTI-CORRUPTION AND BRIBERY POLICY*
5.1. It is our policy to conduct all our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.
5.2. Bribery is offering, promising, giving or accepting any financial or other advantage, to induce the recipient or any other person to act improperly in the performance of their functions, or to reward them for acting improperly, or where the recipient would act improperly by accepting the advantage.
5.3. A gift or hospitality will not be appropriate if it is unduly lavish or extravagant or could be seen as an inducement or reward for any preferential treatment.
5.4. Gifts must be of an appropriate type and value depending on the circumstances and taking account of the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers) or be given in secret. Gifts must be given in our name, not your name.
5.5. Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. Any non-employee who breaches this policy may have their contract terminated with immediate effect.
5.6. This policy does not form part of any employee’s contract of employment and we may amend it at any time.
6. *RIGHT OF SEARCH POLICY*
6.1. *Introduction*
6.2. The Company reserves the right under this policy to exercise a stop and search of its employees.
6.3. The purpose of this policy is to outline:
• why the Company believes that it is necessary to enforce the right of stop and search;
• how employees will be chosen to be stopped and searched;
• the manner in which searches will be carried out; and
• where searches will take place.
6.4. This policy is not intended to deal with standard security checks implemented by the Company.
6.5. This policy applies to all employees, including management.
6.6. *Right of stop and search*
6.7. In accordance with this policy, the Company reserves the right to:
• stop and search all employees;
• carry out a search of personal belongings and vehicles on the Company's property; and
• carry out a search of all workplace areas, including lockers and any company vehicles.
6.8. Employees will be asked to consent to a search and will be required to complete a stop and search authorisation form.
6.9. *Reasons for searches*
6.10. The Company reserves the right to undertake searches of employees within its premises. This is to protect both the Company and its staff from illegal activities such as:
• any theft of the Company's property or property belonging to another; and
• the possession or supply of illegal substances.
6.11. Employees are advised that a search on an employee does not indicate that they are under any suspicion of wrongdoing and searches will be carried out at random. However, the Company also reserves the right to stop and search an employee when it reasonably suspects that they have committed an illegal act.
6.12. *Level of searches*
6.13. The Company reserves the right to undertake searches, including:
• a physical search of the employee;
• a search of all baggage (both personal and that owned by the Company);
• a search of any vehicle on the Company's property (both personal and owned by the Company); and
• a search of all work areas (including but not limited to desks, lockers and cabinets, locked or otherwise).
6.14. The level of search required may be subject to change and the Company will ensure that the level of search is fair and reasonable, taking into account all of the circumstances giving rise to it.
6.15. *Who will conduct searches? *
6.16. Authorised security officers appointed by the Company will undertake searches on behalf of the Company.
6.17. The Company will ensure that all authorised security officers have been trained in how to conduct searches to ensure that the employee's dignity is protected.
6.18. The Company and the authorised security officers will take care to carry out searches in a fair manner and no search will involve overly invasive methods.
6.19. *When will searches occur? *
6.20. Searches will occur at random when employees enter the building/leave the building and in circumstances where the Company reasonably suspects that an employee has committed an illegal act.
6.21. If a search is undertaken on a random selection of employees, a fair selection process will be used.
6.22. The Company will ensure that all authorised security officers have received training on how to conduct searches, to ensure that the selection of employees is not discriminatory.
6.23. *Conduct of searches*
6.24. *Physical search of the person*
6.25. A physical search will be carried out in a private room, by an authorised security officer of the same sex and in the presence of another authorised security officer.
6.26. Employees have the right to request that a physical search is attended only by people of the same sex.
6.27. *Search of baggage, vehicles and work areas*
6.28. The Company reserves the right to search both its own property (for example company vehicles) and the personal belongings of any employee. Searches of baggage, vehicles and work areas will be carried out by an authorised security officer in the presence of the employee in question and another authorised security officer.
6.29. *Refusal to undergo a search*
6.30. If an employee refuses to undergo a search, no search will take place. The employee will be given a reasonable period of time to reconsider their refusal.
6.31. If the employee maintains their refusal to undergo a search, a member of management will consider the reasons for the refusal and, if these are deemed reasonable, no further action will be taken against the employee at that time.
6.32. The employee and member of management will be expected to complete a stop and search authorisation form, giving details of the reasons for the refusal.
6.33. If an employee unreasonably refuses to undergo a search, they will be suspended on full pay and the Company will undertake a full investigation. This may lead to disciplinary action in line with the Company's disciplinary policy, resulting in dismissal for gross misconduct where appropriate.
6.34. If the Company believes that there is evidence that an employee has committed an illegal act, this will be reported to the police.
6.35. The Company may also stop and detain the employee under the "citizen's power of arrest".
6.36. *Disciplinary action following a search*
6.37. If a search reveals evidence that an employee has committed an illegal act, such as theft or the possession of an illegal substance, they will be given the opportunity to explain the situation before the decision to suspend is made.
6.38. However, the Company reserves the right to suspend any employee on full pay and undertake a full investigation. This may lead to disciplinary action in line with the Company's disciplinary policy, resulting in dismissal for gross misconduct where appropriate.
6.39. The Company will also report the employee to the police.
6.40. *Data protection*
6.41. Any personal data collected as part of the stop and search process, i.e. on the stop and search authorisation form, will be processed in accordance with the Company's data protection policy. Data collected on the stop and search authorisation form is completed is held securely and accessed by, and disclosed to, individuals only for the purposes of the stop and search process.
6.42. *Complaints*
6.43. If an employee has a complaint about the way in which a search has been conducted, they can raise this informally with their line manager or HR manager. If an employee prefers to raise a formal complaint, they should refer to the Company's grievance procedure.
6.44. *Equal opportunities*
6.45. In line with its equal opportunities and dignity at work policies, the Company will take steps to ensure that this policy is not used in a discriminatory manner against any employee and that no individual is unfairly targeted. The Company will take steps to ensure that employees' dignity is respected at all times.
7. *SICKNESS ABSENCE POLICY*
7.1. *Disabilities*
7.2. We are aware that sickness absence may result from a disability; consideration will be given to whether there are reasonable adjustments that could be made to the requirements of a job or other aspects of working arrangements that will provide support at work and/or assist a return to work.
7.3. If you consider that you are affected by a disability or any medical condition which affects your ability to undertake your work, you should inform your line manager. Any information you provide will be handled in a confidential manner and proceed in accordance with our Data Protection Policy.
7.4. *Sickness Absence Reporting Procedure*
7.5. If you cannot attend work because you are sick or injured, you should telephone management as early as possible and no later than TIME FRAME. You should inform them of the nature of your illness, and expected duration of your absence.
7.6. When a return date is not known you should keep in daily contact with your Line Manager, ideally the afternoon before your next shift, to allow for arranging staffing cover.
7.7. *Evidence of Sickness Absence*
7.8. For sickness absence of up to seven calendar days you must complete a self-certification form which is available from your line manager.
7.9. For absences of more than a week you must obtain a certificate from your doctor (a “Statement of Fitness for Work”) stating that you are not fit for work and the reason(s) why. This should be forwarded to your line manager as soon as possible. If your absence continues, further medical certificates must be provided to cover the whole period of absence.
7.10. If your doctor provides a certificate stating that you “may be fit for work” you should inform your line manager immediately. We will discuss with you any additional measures that may be needed to facilitate your return to work, taking account of your doctor’s advice. This may take place at a return-to-work interview. If appropriate measures cannot be taken, you will remain on sick leave and we will set a date to review the situation.
7.11. *Unauthorised Absence*
7.12. Cases of unauthorised absence will be dealt with under our Disciplinary Procedure. Absence that has not been notified according to the sickness absence reporting procedure will be treated as unauthorised absence.
7.13. *Sick Pay*
7.14. You may be entitled to Statutory Sick Pay (SSP) if you satisfy the relevant statutory requirements. Qualifying days for SSP are as set out in your employment contract. The rate of SSP is set by the government in April each year.
7.15. No SSP is payable for the first three consecutive days of absence. It starts on the fourth day of absence and may be payable for up to 28 weeks. If you are not eligible for SSP or if your SSP entitlement is coming to an end, we will give you a form SSP1 telling you the reasons.
7.16. Any employer and employee pension contributions will continue subject to the relevant scheme rules during any period of sick pay.
7.17. *Medical Examinations*
7.18. We may, at any time in operating this policy, require you to consent to a medical examination by us. You will be asked to agree that any report produced in connection with any such examination may be disclosed to us and that we may discuss the contents of the report with the relevant doctor.
7.19. *Return-to-Work Interviews*
7.20. If you have been absent on sick leave, we will arrange for you to have a return-to-work interview which will usually be conducted by your line manager, and enables us to confirm the details of your absence. It also gives you the opportunity to raise any concerns or questions you may have, and to bring any relevant matters to our attention.
7.21. *Returning to Work from Long-Term Sickness Absence*
7.22. We are committed to helping employees return to work from long-term sickness absence. As part of our sickness absence meetings procedure, we will, where appropriate and possible, support returns to work by obtaining medical advice; making reasonable adjustments to the workplace, working practices and working hours; considering redeployment; and/or agreeing a return-to-work programme with everyone affected.
7.23. If you are unable to return to work in the longer term, we will consider whether you are entitled to any benefits under your contract and/or any insurance schemes we operate.
7.24. *Sickness Absence Management Stages*

*Stage One* You will be invited a first stage meeting if you have persistent or long-term absence from work. The purpose of this meeting is to discuss the reasons for your absence, determine how long the absence is likely to last (if you are currently off on sickness absence), consider whether medical advice is needed, consider any measures that might be taken to improve your health and attendance, and to agree actions going forwards, and a timescale for review.
You may be issued with a first written warning as an outcome of this meeting.
*Stage Two* If your level of attendance fails to improve, or if you trigger the second stage of the attendance management procedure, you may be invited to a further meeting.
You may be issued with a final written warning as a result of this meeting.
*Stage Three* If your level of attendance fails to improve, or if you trigger the final stage of the attendance management procedure, you may be invited to a further meeting. In addition to discussing the reasons for your absence and considering medical advice, we would also consider:

a) your ability to return to/remain in your job in view both of your capabilities and our business needs and any adjustments that can reasonably be made to your job to enable you to do so;
b) possible redeployment opportunities and whether any adjustments can reasonably be made to assist in redeploying you;
c) a possible result of this meeting may be the termination of your employment on notice.

7.25. *Appeals*
7.26. You may appeal against the outcome of any stage of this procedure and you may bring a companion to an appeal meeting.
7.27. An appeal should be made in writing, stating the full grounds of appeal, to a senior manager within seven days of the date on which the decision was sent to you.
8. *CAPABILITY PROCEDURE*
8.1. The primary aim of this procedure is to provide a framework within which managers can work with employees to maintain satisfactory performance standards and to encourage improvement where necessary. This procedure does not form part of any employee’s contract of employment and it may be amended at any time.
8.2. This policy does not apply to cases involving genuine sickness absence, proposed redundancies or misconduct. In those cases, reference should be made to the appropriate policy or procedure in the Staff Handbook.
8.3. *Identifying Performance Issues*
8.4. In the first instance, performance issues should normally be dealt with informally between you and your line manager as part of day-to-day management.
8.5. Employees will not normally be dismissed for performance reasons without previous warnings. However, in serious cases of gross negligence, or in any case involving an employee who has not yet completed their probationary period, dismissal without previous warnings may be appropriate.
8.6. If we have concerns about your performance, we will undertake an assessment to decide if there are grounds for taking formal action under this procedure.
8.7. *Wastage*
8.8. We maintain a policy of ‘minimum waste’ which is essential to the cost-effective and efficient running of all our operations.
8.9. You are able to promote this policy by taking extra care during your normal duties by avoiding unnecessary or extravagant use of services, time, energy, etc.
8.10. The following provision is an express written term of your contract of employment:-
a) Handle machines, equipment and stock with care.
b) Ask for other work if your job has come to a standstill; and start with the minimum of delay after arriving for work and after breaks.
8.11. *Housekeeping*
8.12. Both from the point of view of safety and of appearance, work areas must be kept clean and tidy at all times. You should empty your bin on a daily basis.
8.13. *Disabilities*
8.14. Consideration will be given to whether poor performance may be related to a disability and, if so, whether there are reasonable adjustments that could be made to your working arrangements, including changing your duties or providing additional equipment or training.
8.15. If you wish to discuss this or inform us of any medical condition you consider relevant, you must contact management in the first instance.
8.16. *Notification of a Capability Hearing*
8.17. If we consider that there are grounds for taking formal action over alleged poor performance, you will be required to attend a capability hearing. We will notify you in writing of our concerns over your performance, the reasons for those concerns, and the likely outcome if we decide after the hearing that your performance has been unsatisfactory. We will also include the following where appropriate:
a) A summary of relevant information gathered as part of any investigation;
b) A copy of any relevant documents which will be used at the capability hearing;
c) A copy of any relevant witness statements, except where a witness’s identity is to be kept confidential, in which case we will give you as much information as possible while maintaining confidentiality.
8.18. We will give you written notice of the date, time and place of the capability hearing. The hearing will be held as soon as reasonably practicable, but you will be given a reasonable amount of time usually two to seven days to prepare your case based on the information we have given you.
8.19. You may bring a companion to any capability hearing or appeal hearing under this procedure. The companion may be either a trade union representative or a colleague. You must tell the manager conducting the hearing who your chosen companion is, in good time before the hearing.
8.20. *Appeals Against Actions for Poor Performance*
8.21. If you feel that a decision about poor performance under this procedure is wrong or unjust you should appeal in writing, stating your full grounds of appeal, to a senior manager within one week of the date on which you were informed in writing of the decision.
8.22. If you are appealing against dismissal, the date on which dismissal takes effect will not be delayed pending the outcome of the appeal. However, if your appeal is successful you will be reinstated with no loss of continuity or pay.
8.23. We will inform you in writing of our final decision as soon as possible, usually within one week of the appeal hearing. Where possible we will also explain this to you in person. There will be no further right of appeal.
9. *DISCIPLINARY PROCEDURE*
9.1. *Introduction*
9.2. It is necessary for the proper operation of the Company's business and the health and safety of the Company's employees that the Company operates a disciplinary procedure. The following procedure will be applied fairly in all instances where disciplinary action is regarded as necessary by the Company's management save to the extent that an informal warning is given for any minor act of misconduct committed by an employee.
9.3. The Company reserves the right to implement the procedure at any stage as set out below taking into account the alleged misconduct of an employee. Employees will not ordinarily be dismissed for a first disciplinary offence.
9.4. Where time limits are referred to in the course of this procedure they may be varied by agreement between the employee and the Company.
9.5. Employees have the right to be accompanied at a disciplinary hearing by: a fellow worker; a trade union official employed by the union; or a trade union official who is certified in writing by the union as having the necessary experience or training to act as a companion.
9.6. Matters that the Company views as amounting to disciplinary offences include (but are not limited to):
• persistent bad timekeeping;
• unauthorised absence;
• damage to the Company's property;
• failure to observe the Company's procedures;
• abusive behaviour;
• unreasonable refusal to follow an instruction issued by a manager or supervisor;
• absences that are not genuine or not for the reason provided;
• data protection breaches and misuse of the Company's information;
• smoking or use of an e-cigarette in non-designated areas of the Company's premises; and
• bribery offences under the Bribery Act 2010.
9.7. *Investigation*
9.8. An employee's supervisor or manager (or, where appropriate, a different manager) will promptly and thoroughly investigate any matter that is reasonably suspected or believed to contravene any of the Company's policies or rules or may otherwise be a disciplinary matter. The employee will be informed as soon as possible as to the fact of an investigation and when it has been concluded.
9.9. There may be instances where suspension with pay is necessary while investigations are carried out. The Company has the right to suspend with pay where there are reasonable grounds for concern that evidence may be tampered with, destroyed or witnesses pressurised before a disciplinary hearing, or if there is a potential risk to the business or other employees or third parties in allowing the employee to remain at work. Suspension is not, in itself, a form of disciplinary sanction.
9.10. Depending on the circumstances of the case, the employee may be invited to attend an investigatory interview. The employee will be informed at the outset that the interview is an investigatory interview. There is no right for employees to be accompanied at an investigatory interview. The Company reserves the right to dispense with an investigatory interview and to proceed directly to a disciplinary hearing.
9.11. *Procedure*
9.12. Where, upon completion of an investigation, there are reasonable grounds to believe that there is a disciplinary case to answer, the employee will be invited to attend a disciplinary hearing before the employee's departmental manager or manager of a similar level to the departmental manager.
9.13. In the event of a disciplinary hearing taking place the Company will:
a) give the employee a minimum of two working days' notice of the hearing;
b) tell the employee the purpose of the hearing, its possible consequences and that it will be held under the Company's disciplinary procedure;
c) explain the employee's right to be accompanied at the hearing;
d) give the employee written details of the nature of their alleged misconduct; and
e) provide to the employee all relevant information (including statements taken from any fellow employees or other persons that the Company intends to rely upon against the employee) not less than two working days in advance of the hearing.
9.14. Where the employee is unable to attend a disciplinary hearing and provides a good reason for failing to attend, the time and/or date of the hearing will be rearranged. The Company will comply with a) above in respect of giving notice of the rearranged hearing. Unless there are special circumstances mitigating against it, if the employee is unable to attend the rearranged hearing, the rearranged hearing will take place in the employee's absence. The employee's companion may attend in such circumstances and will be allowed the opportunity to present the employee's case. The employee will also be allowed to make written submissions in such a situation.
9.15. Where the chosen companion is unavailable on the day scheduled for the hearing, the employee may request that the hearing be rescheduled to an alternative time that is reasonable and within five working days of the scheduled date.
9.16. *Role of companion*
9.17. The employee's companion has the right to address the hearing to put the employee's case, sum up the case and respond on the employee's behalf to any view expressed at the hearing. The companion may also confer with the employee during the hearing. However, there is no requirement for the Company to permit the companion to answer questions on behalf of the employee, or to address the hearing where the employee indicates that they do not wish this.
9.18. *Recording of meetings*
9.19. The employee, or any person acting on their behalf, is not normally permitted to record electronically any meeting held by the Company as part of the disciplinary process. This is to encourage openness and full participation by all parties during meetings. Any breach of this provision may lead to disciplinary action against the employee, up to and including dismissal.
9.20. In certain limited circumstances, the Company may permit the meeting to be recorded electronically. For example, where the employee is disabled, it may be appropriate as a reasonable adjustment under the Equality Act 2010. Where the Company permits the meeting to be recorded electronically, it will take responsibility for making the recording.
9.21. *Data protection*
9.22. The Company processes personal data collected during the investigation stage and any subsequent stages of disciplinary action in accordance with its data protection policy. Data collected as part of the investigation stage and any subsequent stages of disciplinary action is held securely and accessed by, and disclosed to, individuals only for the purposes of completing the disciplinary procedure. Inappropriate access or disclosure of employee data constitutes a data breach and should be reported in accordance with the Company's data protection policy immediately. It may also constitute a disciplinary offence, which will be dealt with under this disciplinary procedure.
9.23. *The disciplinary hearing*
9.24. A disciplinary hearing will normally be conducted by the employee's departmental manager together with the Company's HR officer (the panel). Any member of management responsible for the investigation of the disciplinary offence(s) shall not be a member of the panel, although such managers may present any relevant facts and material to the disciplinary hearing.
9.25. The employee will be entitled to be given a full explanation of the case against them and be informed of the content of any statements provided by witnesses. They will be permitted to set out their case and answer any allegations. The employee will be given a reasonable opportunity to ask questions, present evidence and call relevant witnesses. They will also be given the opportunity to raise points about any information provided by witnesses. Where the Company or the employee intends to call relevant witnesses, they should give advance notice that they intend to do this.
9.26. The Company may adjourn the disciplinary proceedings if it appears necessary or appropriate to do so (including for the purpose of gathering further information). The employee will be informed of the likely period of any adjournment. If further information is gathered, the employee will be allowed a reasonable period of time, together with their companion, to consider the new information prior to the reconvening of the disciplinary proceedings.
9.27. As soon as possible after the conclusion of the disciplinary proceedings, the panel will convey the decision to the employee and will also inform the employee what disciplinary action, if any, is to be taken. The decision will be confirmed in writing. The employee will be notified of their right of appeal under this procedure.
9.28. *Disciplinary action*
9.29. Where, following a disciplinary hearing, the Company reasonably believes that the employee has committed a disciplinary offence, the following disciplinary action may be taken:
f) Where a minor offence or offences have been committed, a recorded oral warning may be given. The warning will:
• set out the nature of the offence committed;
• inform the employee that further misconduct is liable to result in further disciplinary action under this procedure;
• specify the period for which the warning will remain "live", after such period [the Company will review the warning/the warning will automatically lapse]; and
• state that the employee may appeal against the warning.
g) Where either a more serious disciplinary offence has been committed or following a recorded oral warning that remains "live", a further minor offence or offences have been committed by an employee, the employee will receive a first written warning. The warning will:
• set out the nature of the offence committed;
• inform the employee that further misconduct is liable to result in further disciplinary action under this procedure;
• specify the period for which the warning will remain "live", after such period the Company will review the warning/the warning will automatically lapse; and
• state that the employee may appeal against the warning.
h) Where a serious disciplinary offence amounting to gross misconduct has been committed, thereby justifying summary dismissal, but the Company decides, after taking into account all relevant circumstances, that a lesser penalty is appropriate, or, where an employee commits further disciplinary offences after a first written warning has been issued and remains "live", a final (or combined first and final) written warning may be given. Such a warning will:
• set out the nature of the offence committed;
• inform the employee that further misconduct is likely to result in their dismissal;
• specify the period for which the warning will remain "live", after such period [the Company will review the warning/the warning will automatically lapse]; and
• state that the employee may appeal against the warning.
9.30. Where the employee has committed further acts of misconduct (these being acts of misconduct other than gross misconduct) following a final written warning given under c. above, the Company may elect to dismiss with notice or payment in lieu of notice.
9.31. Where the Company reasonably believes that an employee has committed an act of gross misconduct, the employee may be summarily dismissed without notice.
9.32. Where a final written warning is given to an employee under c. above, the Company may also impose on the employee:
• disciplinary suspension without pay;
• loss of seniority;
• in line with any provision in the contract of employment, stoppage of pay for such period as the Company thinks fit in the circumstances subject to a maximum of 4 weeks; or
• in line with any provision in the contract of employment, transfer to a job of a lower status.
9.33. The above sanctions may be imposed in conjunction with other forms of disciplinary action, or as an alternative to dismissal.
9.34. *Expired warnings*
9.35. Expired warnings will be retained on an employee's personnel record as it may be necessary to take account of the warning when considering future conduct, for example establishing a pattern of behaviour or an awareness of the relevant rules. Documentation relating to the expired warning will not normally be retained unless there is a justification for this.
9.36. *Appeal*
9.37. An employee may appeal against any disciplinary sanction imposed against them, with the exception of an informal oral warning. Wherever possible, the appeal will be heard by a senior manager who has not been involved in the decision to impose the disciplinary sanction on the employee.
9.38. The appeal manager is obliged to consider any representations made by the employee, the employee's companion and those of the manager who conducted the investigation and the manager who conducted the disciplinary hearing and imposed the disciplinary sanction. Should any new evidence be introduced on appeal, the employee will be given the opportunity to consider it and raise comments.
9.39. Once the relevant issues have been thoroughly explored, the appeal manager will decide whether to uphold the disciplinary sanction. If the appeal manager finds for the employee, the appeal manager shall allow the appeal and shall remove all records of the disciplinary sanction from the employee's record.
9.40. If the appeal manager does not find for the employee, the senior manager must uphold the disciplinary sanction. If the appeal manager partially finds for the employee, the appeal manager shall partially allow the appeal and impose a lesser disciplinary sanction.
9.41. When lodging an appeal, the employee should state:
• the grounds of appeal; and
• whether they are appealing against the finding that they committed the alleged act or acts of misconduct, or against the level of disciplinary sanction imposed.
9.42. The employee must provide written notice of the appeal within five working days of being informed of the disciplinary sanction being imposed against them.
9.43. Appeal hearings will normally take place within 14 days of receipt of the employee's written notice of appeal.
9.44. Upon completion of the appeal, the appeal manager will convey their decision to the employee. The decision will be confirmed in writing within one week. The Company's decision at the appeal is final.
9.45. Where there is an appeal against a dismissal, an employee will not be entitled to be paid or reinstated (unless they are entitled to notice) between the date of dismissal and the conclusion of the appeal process. In the event however that the decision to dismiss is overturned on appeal, the employee will be reinstated with immediate effect and they will be paid for any period between the date of the original dismissal and the successful appeal decision. Their continuous service will not be affected.
9.46. *Gross misconduct*
9.47. Gross misconduct is misconduct of such a serious and fundamental nature that it breaches the contractual relationship between the employee and the Company. If an employee commits an act of gross misconduct, the Company will be entitled to terminate summarily the employee's contract of employment without notice or pay in lieu of notice.
9.48. Matters that the Company views as amounting to gross misconduct include (but are not limited to):
>theft or fraud;

• other offences of dishonesty;
• unauthorised absence;
• falsification of a qualification that is a stated requirement of the employee's employment or results >in financial gain to the employee;
• falsification of records including reports, accounts, expense claims or self-certification forms, >whether or not for personal gain;
• data protection breaches, disclosure of company documents, trade secrets and other confidential >information to unauthorised third parties;
• indecency;
• physical violence or bullying;
• deliberate damage to or misuse of property;
• gross insubordination;
• the use or distribution of illegal drugs while at work;
• serious incapability at work brought on by alcohol;
• possession, custody or control of illegal drugs on the Company's premises;
• serious breach of the Company's rules, including, but not restricted to, health and safety rules and >rules on computer use;
• gross negligence;
• conviction of a criminal offence that is relevant to the employee's employment;
• misuse or abuse of social media in and outside work;
• deliberately accessing pornographic, offensive or obscene material;
• making covert recordings of colleagues or managers;
• conduct that brings the Company's name into disrepute; and
• unlawful discrimination or harassment.

9.49. Other acts of misconduct may come within the general definition of gross misconduct.
9.50. *Miscellaneous*
9.51. If an employee who is an accredited representative of a trade union recognised by the Company for collective bargaining purposes is suspected of having committed a disciplinary offence, the Company will take no action under this procedure (with the exception of suspending the employee in a case of suspected or known gross misconduct) until the Company has had a chance to discuss the matter, with the prior agreement of the employee, with a full-time official of that trade union.
9.52. This procedure will be periodically reviewed. Any amendment to it will be notified to employees in writing by the Company's HR manager and such written advice will inform employees as to the date when any amendment comes into effect. This may be by means of the Company's intranet or via use of notice boards or via email.
9.53. This policy is non-contractual and the Company may make changes to it from time to time.
10. *GRIEVANCE PROCEDURE*
10.1. *About this Procedure*
10.2. It is our policy to ensure that all employees have access to a procedure to help deal with any grievances relating to their employment fairly and without unreasonable delay. We aim to investigate any formal grievance you raise, hold a meeting to discuss it with you, inform you in writing of the outcome, and give you a right of appeal if you are not satisfied.
10.3. This Grievance Procedure should not be used to complain about dismissal or disciplinary action. If you are dissatisfied with any disciplinary action, you should submit an appeal under the appropriate procedure in the Employee Handbook.
10.4. *Raising Grievances Informally*
10.5. Most grievances can be resolved quickly and informally through discussion with your line manager. If you feel unable to speak to your manager, for example, because the complaint concerns him or her, then you should speak informally to management. If this does not resolve the issue, you should follow the formal procedure below.
10.6. *Formal Written Grievances*
10.7. If your grievance cannot be resolved informally you should put it in writing and submit it to your line manager indicating that it is a formal grievance. If the grievance concerns your line manager, you may submit it to a different or more senior manager instead.
10.8. The written grievance should contain a brief description of the nature of your complaint, including any relevant facts, dates, and names of individuals involved. In some situations, we may ask you to provide further information
10.9. *Grievance Meetings*
10.10. We will arrange a grievance meeting, normally within one week of receiving your written grievance.
10.11. You and your companion (if any) should make every effort to attend grievance meetings. If you or your companion cannot attend at the time specified, you should inform us immediately and we will try, within reason, to agree an alternative time.
10.12. We will write to you, usually within one week of the final grievance meeting, to inform you of the outcome of your grievance and any further action that we intend to take to resolve the grievance. We will also remind you of your right of appeal. Where appropriate we may hold a meeting to give you this information in person.
10.13. *Appeals*
10.14. If the grievance has not been resolved to your satisfaction you may appeal in writing to senior management stating your full grounds of appeal, within seven days of the date on which the decision was sent or given to you.
10.15. We will hold an appeal meeting, normally within one week of receiving your written appeal. This will be dealt with impartially by another manager who has not previously been involved in the case (although they may ask anyone previously involved to be present). You have a right to bring a companion to the meeting.
10.16. We will confirm our final decision in writing, usually within one week of the appeal hearing. This is the end of the procedure and there is no further appeal.
11. *WHISTLEBLOWING POLICY*
11.1. *What is Whistleblowing? *
11.2. Whistleblowing is the disclosure of information which relates to suspected wrongdoing or dangers at work. This may include criminal activity; failure to comply with any legal or professional obligations; miscarriages of justice; danger to health and safety; or the deliberate concealment of any of the above matters.
11.3. We are committed to conducting our business with honesty and integrity, and we expect all staff to maintain high standards. However, all organisations face the risk of things going wrong from time to time, or of unknowingly harbouring illegal or unethical conduct. A culture of openness and accountability is essential in order to prevent such situations occurring and to address them when they do occur.
11.4. The aims of this policy are:
a) To encourage employees to report suspected wrongdoing as soon as possible, in the knowledge that their concerns will be taken seriously and investigated as appropriate, and that their confidentiality will be respected;
b) To provide employees with guidance as to how to raise those concerns;
c) To reassure employees that they should be able to raise genuine concerns without fear of reprisals, even if they turn out to be mistaken.
11.5. This policy does not form part of any employee’s contract of employment and we may amend it at any time.
11.6. *Raising a Whistleblowing Concern*
11.7. We hope that in many cases you will be able to raise any concerns with your line manager. You may tell them in person or put the matter in writing if you prefer. They may be able to agree a way of resolving your concern quickly and effectively.
11.8. However, where the matter is more serious, or you feel that your line manager not addressed your concern, or you prefer not to raise it with them for any reason, you should contact another or more senior manager.
11.9. We will arrange a meeting with you as soon as possible to discuss your concern. You may bring a colleague or union representative to any meetings under this policy. Your companion must respect the confidentiality of your disclosure and any subsequent investigation.
11.10. *Confidentiality*
11.11. We hope that staff will feel able to voice whistleblowing concerns openly under this policy. However, if you want to raise your concern confidentially, we will make every effort to keep your identity secret. If it is necessary for anyone investigating your concern to know your identity, we will discuss this with you.
11.12. *Investigation and Outcome*
11.13. Once you have raised a concern, we will carry out an initial assessment to determine the scope of any investigation. We will inform you of the outcome of our assessment. You may be required to attend additional meetings in order to provide further information.
11.14. In some cases, we may appoint an investigator or team of investigators including staff with relevant experience of investigations or specialist knowledge of the subject matter. The investigator(s) may make recommendations for change to enable us to minimise the risk of future wrongdoing.
11.15. We will aim to keep you informed of the progress of the investigation and its likely timescale. However, sometimes the need for confidentiality may prevent us giving you specific details of the investigation or any disciplinary action taken as a result. You should treat any information about the investigation as confidential.
11.16. If we conclude that a whistle-blower has made false allegations maliciously, the whistle-blower will be subject to disciplinary action.
11.17. *External Disclosures*
11.18. The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in the workplace. In most cases you should not find it necessary to alert anyone externally.
11.19. The law recognises that in some circumstances it may be appropriate for you to report your concerns to an external body such as a regulator. It will very rarely if ever be appropriate to alert the media. We strongly encourage you to seek advice before reporting a concern to anyone external.
12. *MOBILE TELEPHONES / COMPANY MOBILE TELEPHONES*
12.1. *Use during working hours*
12.2. Mobile telephones may be used only for business purposes during working hours and may be used for private purposes during working hours only in the case of an emergency.
12.3. However, for Health and Safety and legal reasons, mobile telephones should not be used whilst driving when avoidable otherwise hands-free apparatus must be used. In addition, mobile telephones should not be used for personal matters during normal working hours except in an emergency or where authorised by the employee’s manager or a director in advance.
12.4. Under no circumstances should you take photographs on a mobile phone or other device whilst at work unless prior authorisation has been obtained by a member of the management team.
12.5. *Company Mobile Phones*
12.6. If you have a company mobile phone it must be used for company business only, any excessive use will be scrutinised by the Company and you may incur charges to be deducted from your salary.
12.7. Work mobile telephones are provided at the discretion of the Company on the basis of business need and must be returned to the Company on the last day of your employment.
12.8. The safeguarding of your work mobile telephone is your responsibility. Do not leave it in a visible place such as in an unattended car. Loss of a work mobile telephone should be reported to your line manager immediately.
12.9. *Etiquette*
12.10. Be considerate in your use of your mobile telephone. Turn it off when its use could be distracting, for example during meetings and training sessions.
12.11. Observe any restrictions imposed by other Companies on the use of mobile telephones, including requests to turn them off if you are on a client/business visit.
12.12. *Driving*
12.13. Drivers should concentrate on driving and avoid distractions. Answering and making telephone calls, sending text messages and accessing the internet are all distractions and in certain circumstances could amount to the offence of driving without care and attention or even dangerous driving.
12.14. It is a criminal offence to use a hand-held mobile telephone or similar device while driving. Use of hand-held mobile telephones while driving is permitted only in an emergency.
12.15. Any mobile telephone that is or must be held at any time while in use is a hand-held telephone. The use of an earpiece does not make a telephone hands free. To be hands free the telephone must be fixed or in a cradle. (Two-way radios are not hand-held instruments and are exempt.)
12.16. All hand-held mobile telephones should be switched off/placed on silent mode and not answered until you reach your destination or have stopped in a safe place.
12.17. If the telephone or equipment is hands free you may press buttons to send and receive messages. However, even the use of hands-free telephones can be dangerous. Wherever possible you should wait until the vehicle is stationary and in a safe place before using a hands-free telephone.
12.18. *Monitoring*
12.19. Monitoring is in the Company’s legitimate interests and is for the purpose of ensuring that employees are using Company mobile telephones in accordance with this policy.
12.20. The information obtained through monitoring may be shared internally with the employee's line manager, managers in the business area in which the employee works and IT staff if access to the data is necessary for performance of their roles. However, information would normally be shared in this way only if the organisation has reasonable grounds to believe that a work mobile telephone has been misused.
12.21. *Breach of this Policy*
12.22. Breach of this policy will be treated as misconduct. Whether it is minor or gross misconduct will depend on the circumstances, but you should expect breach of the driving provisions to be gross misconduct.
12.23. If you have been issued with a mobile telephone, breach of the policy could result in its being withdrawn.
13. *HOLIDAYS POLICY*
13.1. Our holiday year runs from 1 January to 31 December. If your employment starts or finishes part way through the holiday year, your holiday entitlement during that year shall be calculated on a pro-rata basis rounded up to the nearest half day.
13.2. Your holiday entitlement is as set out in your contract of employment.
13.3. Except as set out in this policy, holiday entitlement must be taken during the holiday year in which it accrues. Any holiday not taken by the end of the holiday year will be lost and you will not receive any payment in lieu.
13.4. *Taking Holiday*
13.5. All holiday must be approved in advance by your line manager. You should normally give at least four weeks’ notice of holiday requests to allow planning of rotas or work schedules where necessary. You must not make travel bookings until approval has been given.
13.6. We may require you to take (or not to take) holiday on particular dates, including when the business is closed, particularly busy, or during your notice period.
13.7. Unused holiday can only be carried over to another holiday year in cases involving long term sickness absence, maternity, paternity, adoption, parental or shared parental leave, or if otherwise required by law.
13.8. *Sickness During Periods of Holiday*
13.9. If you are sick or injured during a holiday period and would have been incapable of work, you may choose to treat the period of incapacity as sick leave and reclaim the affected days of holiday. Employees already on sick leave before a pre-arranged period of holiday may choose to cancel any days of holiday that coincide with the period of incapacity and treat them as sick leave.
13.10. Dishonest claims or other abuse of this policy will be treated as misconduct under our disciplinary procedure.
13.11. *Long-Term Sickness Absence and Holiday Entitlement*
13.12. If you are on a period of sick leave which spans two holiday years, or if you return to work after sick leave so close to the end of the holiday year that you cannot reasonably take your remaining holiday, you may carry over four weeks’ holiday per year minus any leave taken during the holiday year that has just ended to the following holiday year.
13.13. Any holiday that is carried over under this rule, but is not taken within 18 months of the end of the holiday year in which it accrued, will be lost.
13.14. *Arrangements on Termination*
13.15. On termination of employment you may be required to use any remaining holiday entitlement during your notice period. Alternatively, you will be paid in lieu of any accrued but untaken holiday entitlement for the current holiday year to date, plus any holiday permitted to be carried over from previous years under this policy.
13.16. The amount of such payment in lieu shall be calculated as an average of your earnings over the previous twelve weeks.
13.17. However, if we have dismissed you or you have resigned without giving the required notice, such payment in lieu shall be limited to your statutory entitlement under the Working Time Regulations 1998, and any paid holidays (including paid public holidays) taken shall be deemed first to have been taken in satisfaction of that statutory entitlement.
13.18. If you have taken more holiday than your accrued entitlement at the date your employment terminates, we shall be entitled to deduct the excess holiday pay from any payments due to you as an average of your earnings over the previous twelve weeks full-time equivalent salary for each excess day.
14. *BEREAVEMENT POLICY*
14.1. The Company acknowledges the personal nature of bereavement and grief and is committed to supporting employees in practical and reasonable ways.
14.2. *ENTITLEMENT*
14.3. You are entitled to take bereavement leave in respect of a spouse or partner, child, stepchild, grandchild, parent, stepparent, parent-in-law, grandparent, sibling, or step-sibling.
14.4. The duration of the leave and arrangements for the leave will be discussed with you should such a situation arise, and we may exercise our discretion to grant a period of bereavement leave in respect of any other relative or close friend, depending on the circumstances of each case.
14.5. If you are still unable to return to work following an authorised period of bereavement leave you should contact your line manager. It may be appropriate to take a period of annual leave, subject to your manager’s approval, or we may at our discretion grant you further unpaid leave in those circumstances.
14.6. *Requesting Bereavement Leave*
14.7. We recognise that it may not always be possible to request compassionate leave in advance. However, where it is possible, you should make a request to your line manager. You should tell them the reasons for your request and the number of days leave you would like to take.
14.8. Where it is not possible to request leave in advance you should contact your line manager as soon as possible to tell them the reason for your absence and the number of days you expect to be absent. Someone can do this on your behalf if necessary.
14.9. *Parental Bereavement Leave*
14.10. Employees have the right to 2 weeks off if their child dies under the age of 18 or are stillborn after 24 weeks of pregnancy. This is called 'parental bereavement leave'.
14.11. Bereaved parents will be able to take the leave as either a single block of 2 weeks, or as two separate blocks of one week each taken at different times across the first year after their child’s passing.
15. *FLEXIBLE WORKING POLICY*
15.1. *About This Policy*
15.2. We are committed to providing equality of opportunity in employment and to developing working practices and policies that support work-life balance. This Flexible Working Policy gives eligible employees an opportunity to formally request a change to their working pattern in accordance with the statutory procedure for such requests. Managers are encouraged to facilitate requests unless they cannot be accommodated for business or operational reasons.
15.3. No one who makes a request for flexible working will be subjected to any detriment or lose any career development opportunities as a result.
15.4. *Forms of Flexible Working*
15.5. Flexible working can incorporate a number of possible changes to working arrangements, such as reduction or variation of working hours, reduction or variation of the days worked; and/or working from a different location (for example, from home).
15.6. *Eligibility for the Formal Right to Request Procedure*
15.7. To be eligible to make a request under the formal procedure you must:
a) be an employee with at least 26 weeks’ continuous service at the date your request is made; and
b) not have made a formal request to work flexibly during the last 12 months.
15.8. If you are not eligible to make a formal request, you may make an informal request.
15.9. *Making a Formal Flexible Working Request*
15.10. Any employee interested in flexible working is advised to speak informally with their line manager to discuss their eligibility, the different options and the effect of their proposed work pattern on colleagues and service delivery, before submitting a formal or informal request.
15.11. You will need to submit a written application if you would like your flexible working request to be considered under the formal procedure.
15.12. Your application should be submitted to your line manager in good time and ideally at least two months before you would like the changes to take effect. It should:

a) state that it is a flexible working request;
b) explain the reasons for your request, especially if you think our Equal Opportunities Policy may be relevant, for example, if your request concerns childcare or other family commitments, religious or cultural requirements, or adjustments because of a disability;
c) provide as much information as you can about your current and desired working pattern, including working days, hours and start and finish times, and give the date from which you want the changes to take effect;
d) identify the effect the changes to your working pattern will have on the work that you do, that of your colleagues and on service delivery. If you have any suggestions about dealing with any potentially negative effects, please include these in your written application; and
e) provide information to confirm that you meet the eligibility criteria set out above including the dates of any previous formal requests for flexible working.
15.13. In most cases we will need to have a meeting with you before making a decision. In some cases, we may be able to approve your request without a formal meeting, although it will usually be helpful to your manager to discuss the request with you to ensure it is the best solution.
16. *TIME AWAY FROM WORK POLICY*
16.1. *Public Duties*
16.2. We wish to enable employees to perform any public duties that they may be committed to undertake and so will give them time off to do so where it does not conflict with the operational needs of our business.
16.3. *Jury Service*
16.4. You should tell your line manager as soon as you are summoned for jury service and provide a copy of your summons if requested. Depending on the demands of our business we may request that you apply to be excused from or defer your jury service.
16.5. We are not required by law to pay you while you are absent on jury service. You will be advised at court of the expenses and loss of earnings that you can claim.
16.6. *Voluntary Public Duties*
16.7. Employees are entitled to a reasonable amount of unpaid time off work to carry out certain public duties, including duties as a tribunal member, magistrate, local councillor, member of an NHS Trust, prison visitor, police station lay visitor or school governor.
16.8. As soon as you are aware that you will require time off for performance of a public service you should notify senior management in writing, providing full details of the time off that is being requested and the reasons for your request. In order that arrangements can be made to cover your duties in your absence you should make your request in good time.
16.9. *Time off for Medical/Dental Appointments*
16.10. Employees are not entitled to time off to attend medical/dental appointments and therefore all appointments should be arranged for times out of working hours. If that is not possible, they should be arranged for the start or the end of the working day. The Company will consider granting annual leave or unpaid leave. Paid leave for the attendance of such appointments will only be made at the Company’s absolute discretion. In all cases, you must notify the Company as soon as you are aware that you will need time off work to attend an appointment.
17. *ADVERSE WEATHER AND TRAVEL DISRUPTION POLICY*
17.1. This policy applies where it becomes impossible or dangerous for employees to travel to work because of extreme adverse weather such as heavy snow, industrial action affecting transport networks or major incidents affecting travel or public safety.
17.2. On these occasions we recognise that a flexible approach to working arrangements may be necessary to accommodate the difficulties employees face and to protect health and safety, while keeping the business running as effectively as possible.
17.3. *Travelling to Work*
17.4. Employees should make a genuine effort to report for work at their normal time. This may include leaving extra time for the journey and/or taking an alternative route. Employees who are unable to attend work on time or at all should telephone their line manager before their normal start time on each affected day.
17.5. Employees who are unable to attend work should check the situation throughout the day in case it improves. If conditions improve sufficiently, employees should report this to their line manager and attend work unless told otherwise.
17.6. Employees who do not make reasonable efforts to attend work or who fail to contact their manager without good reason may be subject to disciplinary proceedings for misconduct. We will consider all the circumstances including the distance they have to travel, local conditions in their area, the status of roads and/or public transport, and the efforts made by other employees in similar circumstances
17.7. *Alternative Working Arrangements*
17.8. Employees may be required to work from home, where possible, or from an alternative place of work, if available. Line managers will advise them of any such requirement. Such employees will receive their normal pay.
17.9. Employees who are able to work may sometimes be expected to carry out additional or varied duties during such periods. However, employees should not be required to do anything they cannot do competently or safely.
17.10. *Absence and Pay*
17.11. Employees who are absent from work due to extreme weather or other travel disruptions are not entitled to be paid for the time lost.
17.12. If, in exceptional circumstances, we decide to close the workplace, employees will be paid as if they had worked their normal hours.
17.13. *School Closures and Other Childcare Issues*
17.14. In cases such as these where childcare arrangements have been disrupted, employees may have a statutory right to reasonable time off without pay.
18. *VEHICLE AND DRIVING LICENCE POLICY*
18.1. Your position may require you to drive a Work Vehicle in connection with the Employment. There may also be occasions on which you will be required to drive your own vehicle in the course of carrying out your work.
18.2. To qualify for this you must be at least 28 years’ of age.
18.3. Accordingly, your employment will be conditional upon you holding, and continuing to hold, a valid full UK driving licence. If you are disqualified from driving, or for any other reason ceases to hold a valid full UK driving licence, the Employer may terminate your employment without notice or pay in lieu of notice.
18.4. You must immediately notify [POSITION] of any accidents in which you are involved whilst using a vehicle in connection with your employment and of any motoring charges or prosecutions brought against you and any penalties imposed. You will be personally liable for the payment of any fines or other financial penalties arising from any motoring offences committed by her whilst using a vehicle in connection with your employment.
18.5. You are required to produce your driving licence for inspection by management on request and to permit the Employer access to view your driving record through the government website https://www.gov.uk/view-driving-licence. You must, on request, provide a ‘check code’ to management to check the status of your driving licence on behalf of the Employer.
18.6. We shall be responsible for payment of all reasonable standing and running costs of the Work Vehicle including insurance, tax, MOT, maintenance and repair and shall reimburse you for the cost of fuel properly incurred during business mileage at an agreed rate.
18.7. If you, when using the Work Vehicle, cause, or are otherwise responsible for any damage (other than normal wear and tear) to it, and the cost of the repairs (or, in the event of a write-off, the value of the Work Vehicle) is not recoverable in full from the Employer’s insurers or any third party, or the Employer suffers any other unrecoverable losses, you will pay the Employer a sum equal to the irrecoverable amount(s). Payment may be affected by deduction from your pay provided that you are given not less than 14 days’ prior written notice of any such deduction. You will not be permitted to use a Work Vehicle for any purpose which is unconnected with your employment.
18.8. When driving a work vehicle, you shall:
a) take good care of the car and ensure that the provisions of our car policy as amended from time to time and any policy of insurance relating to the car are observed;
b) be responsible for payment of all fines incurred for traffic offences and parking fines;
c) notify us of any accidents involving the car; and
d) immediately inform us if you are convicted of a driving offence or disqualified from driving.
18.9. If you are required to drive your own vehicle in connection with your employment, it will be your responsibility to ensure that the vehicle is roadworthy and suitable for work use. It will also be your responsibility to ensure that you are insured to drive the vehicle for work purposes. You are required to produce the vehicle’s current certificate of insurance and (if applicable) MOT certificate for inspection by management on request.
18.10. When driving your own vehicle in connection with your employment, the Employer will pay you an appropriate mileage allowance. Travel by vehicle to and from off-site training courses shall qualify for such an allowance. If you incur an additional premium for insuring your vehicle for work purposes, you may recover the amount of the extra premium from the Employer as an expense.
19. *HEALTH AND SAFETY POLICY*
19.1. You should report any health and safety concerns immediately to your line manager. You must co-operate with managers on health and safety matters, including the investigation of any incident.
19.2. Failure to comply with this policy may be treated as misconduct and dealt with under our Disciplinary Procedure.
19.3. *Training *
19.4. We will ensure that you are given adequate training and supervision to perform your work competently and safely. Employees will be given a health and safety induction and provided with appropriate safety training.
19.5. *Equipment*
19.6. You must use equipment in accordance with any instructions given to you. Any equipment fault or damage must immediately be reported to your line manager. No member of staff should attempt to repair equipment unless trained to do so.
19.7. *Accidents and First Aid*
19.8. Details of first aid facilities and the names of trained first aiders are displayed on the notice boards. All accidents and injuries at work, however minor, should be reported to management and recorded in the Accident Book.
19.9. * National Health Alerts *
19.10. In the event of an epidemic or pandemic alert we will organise our business operations and provide advice on steps to be taken by staff, in accordance with official guidance, to reduce the risk of infection at work as far as possible.
19.11. *Fire Safety*
19.12. All staff should familiarise themselves with the fire safety instructions, which are displayed on notice boards and near fire exits in the workplace.
19.13. If you hear a fire alarm, leave the building immediately by the nearest fire exit and go to the fire assembly point shown on the fire safety notices. Do not stop to collect belongings and do not use any lifts. Fire wardens will assist in the evacuation of the building and you must follow their instructions. Do not re-enter the building until told to do so.
19.14. You should notify your manager if there is anything (for example, impaired mobility) that might impede your evacuation in the event of a fire so arrangements can be made accordingly.
19.15. *Computers and Display Screen Equipment*
19.16. If you use a computer screen or other display screen equipment (DSE) habitually as a significant part of your work. You should try to organise your activity so that you take frequent short breaks from looking at the screen.
19.17. You should contact your manager to request a workstation assessment or an eye test. Eye tests should be repeated at regular intervals as advised by your optician, usually every two years. However, if you develop eye problems which may be caused by DSE work (such as headaches, eyestrain, or difficulty focusing) you can request a further eye test at any time.
20. *SUBSTANCE MISUSE POLICY*
20.1. *About this Policy*
20.2. We are committed to providing a safe, healthy and productive working environment. This includes ensuring that all staff are fit to carry out their jobs safely and effectively in an environment which is free from alcohol and drug misuse.
20.3. The purpose of this policy is to increase awareness of the effects of alcohol and drug misuse and its likely symptoms and to ensure that:
f) All staff are aware of their responsibilities regarding alcohol and drug misuse and related problems.
g) Staff who have an alcohol or drug-related problem are encouraged to seek help, in confidence, at an early stage.
20.4. This policy is not intended to apply to “one-off” incidents or offences caused by alcohol or drug misuse at or outside work where there is no evidence of an ongoing problem, which may damage our reputation, and which are likely to be dealt with under our Disciplinary Procedure.
20.5. *Identifying a Problem*
20.6. If you notice a change in a colleague’s pattern of behaviour you should encourage them to seek assistance through their managers. If they will not seek help themselves you should draw the matter to the attention of your manager. You should not attempt to cover up for a colleague whose work or behaviour is suffering as a result of an alcohol or drug-related problem.
20.7. If you believe that you have an alcohol or drug-related problem you should seek specialist advice and support as soon as possible.
20.8. *Alcohol and Drugs at Work*
20.9. Alcohol and drugs can lead to reduced levels of attendance, reduced efficiency and performance, impaired judgement and decision making and increased health and safety risks for you and other people. Irresponsible behaviour or the commission of offences resulting from the use of alcohol or drugs may damage our reputation and, as a result, our business.
20.10. You are expected to arrive at work fit to carry out your job and to be able to perform your duties safely without any limitations due to the use or after effects of alcohol or drugs. In this policy drug use includes the use of controlled drugs, psychoactive (or mind-altering) substances formerly known as “legal highs”, and the misuse of prescribed or over-the-counter medication.
20.11. You should not drink alcohol during the normal working day, at lunchtime, or on other official breaks. Drinking alcohol while at work without authorisation or working under the influence of alcohol will be considered serious misconduct.
20.12. We expect you to demonstrate responsible behaviour at work, work-related functions and work-related social events and to act in a way that will not have a detrimental effect on our reputation.
20.13. You must comply with drink-driving laws and drug-driving laws at all times. Conviction for drink-driving or drug-driving offence may harm our reputation and, if your job requires you to drive, you may be unable to continue to do your job. Committing a drink-driving or drug-driving offence while working for us or outside working hours may lead to action under our Disciplinary Procedure and could result in dismissal.
20.14. If you are prescribed medication, you must seek advice from your GP or pharmacist about the possible effect on your ability to carry out your job and whether your duties should be modified or you should be temporarily reassigned to a different role. If so, you must inform your line manager without delay.
20.15. *Searches*
20.16. We reserve the right to conduct searches for alcohol or drugs on our premises, including, but not limited to, searches of lockers, filing cabinets and desks, bags, clothing and packaging.
20.17. Any alcohol or drugs found as a result of a search will be confiscated and action may be taken under our Disciplinary Procedure.
20.18. *Managing Suspected Substance Misuse*
20.19. If your manager has reason to believe that you are suffering the effects of alcohol or drugs misuse, they will invite you to an investigatory interview. The purpose of the interview is to:
h) discuss the reason for the investigation and seek your views on, for example, the deterioration of your work performance and/or behaviour; and
i) where appropriate, offer to refer you for medical and/or specialist advice.
20.20. If you arrive at work and a colleague reasonably believes you are under the influence of alcohol or drugs, they shall immediately contact your line manager in order that an investigation can be undertaken.
20.21. We ask for your consent to approach your GP for advice. A report will be sent to your manager who will then reassess the reasons for their investigatory meeting with you and decide on the way forward.
20.22. If, as the result of the meeting or investigation, your manager continues to believe that you are suffering the effects of alcohol or drugs misuse and you refuse an offer of referral to appropriate treatment providers, the matter may be dealt with under our Disciplinary Procedure.
20.23. *Confidentiality*
20.24. We aim to ensure that the confidentiality of any member of staff experiencing alcohol or drug-related problems is maintained appropriately. However, it needs to be recognised that, in supporting staff, some degree of information sharing is likely to be necessary.
20.25. *Performance and Disciplinary Issues*
20.26. If you agree to undertake appropriate treatment and/or rehabilitation for an acknowledged alcohol or drug-related problem, we may decide to suspend any ongoing disciplinary action against you for related misconduct or poor performance, pending the outcome of the treatment.
20.27. Our intention is to support all staff with alcohol or drug-related problems to regain good health. Depending on the progress made on the course of treatment, any disciplinary action may be suspended for a specified period, discontinued or restarted at any time as we see fit.
21. *NO-SMOKING POLICY*
21.1. All of our workplaces (including our vehicles) are smoke-free in accordance with the Health Act 2006 and associated regulations. All staff and visitors have the right to a smoke-free environment and the ban applies to anything that can be smoked and includes, but is not limited to, cigarettes, e-cigarettes, pipes (including water pipes such as shisha and hookah pipes), cigars and herbal cigarettes.
21.2. *Where is Smoking Permitted? *
21.3. You may only smoke outside in designated areas during breaks. When smoking outside, you must dispose of cigarette butts and other litter appropriately.
21.4. *Breaches of the Policy*
21.5. Breaches of this policy by any employee will be dealt with under our Disciplinary Procedure and, in serious cases, may be treated as gross misconduct leading to summary dismissal.
21.6. Smoking in smoke-free premises or vehicles is also a criminal offence and may result in a fixed penalty fine and/or prosecution.
22. *CONFIDENTIALITY POLICY*
22.1. *Definitions*
22.2. Confidential information means all confidential information (however recorded or preserved) disclosed by the Company or its Representatives (as defined below) to the other party (the Employee) including but not limited to any information that would be regarded as confidential by a reasonable businessperson relating to:

j) the business, affairs, customers, clients, suppliers, or plans, intentions, or market opportunities of the disclosing party; and
k) the operations, processes, product information, know-how, designs, trade secrets or software of the disclosing party; and
l) any information developed by the parties in the course of carrying out this agreement.
22.3. Representatives means in relation to a party, its employees, officers, representatives and advisers.
22.4. The provisions of this clause shall not apply to any Confidential Information that:

c) is or becomes generally available to the public (other than as a result of its disclosure by the receiving party or its Representatives in breach of this clause);
d) was available to the receiving party on a non-confidential basis before disclosure by the disclosing party;
e) was, is or becomes available to the receiving party on a non-confidential basis from a person who, to the receiving party’s knowledge, is not bound by a Confidentiality agreement with the disclosing party or otherwise prohibited from disclosing the information to the receiving party;
f) the parties agree in writing is not confidential or may be disclosed; or
g) is developed by or for the receiving party independently of the information disclosed by the disclosing party.
22.5. Each party shall keep the other party’s Confidential Information confidential and shall not:

a) use such Confidential Information except for the purpose of exercising or performing its rights and obligations under or in connection with the Employee’s contract of employment (Permitted Purpose); or
b) disclose such Confidential Information in whole or in part to any third party, except as expressly permitted in the course of your employment.
22.6. A party may disclose the other party’s Confidential Information to those of its Representatives who need to know such Confidential Information for the Permitted Purpose, provided that:

c) it informs such Representatives of the confidential nature of the Confidential Information before disclosure; and
d) it procures that its Representatives shall, in relation to any Confidential Information disclosed to them, comply with the obligations set out in this policy as if they were a party to this policy, and at all times, it is liable for the failure of any Representatives to comply with the obligations set out in this policy.
22.7. A party may disclose Confidential Information to the extent such Confidential Information is required to be disclosed by law, by any governmental or other regulatory authority (including, without limitation, any relevant securities exchanges or by a court or other authority of competent jurisdiction provided that, to the extent it is legally permitted to do so, it gives the other party as much notice of such disclosure as possible and, where notice of disclosure is not prohibited and is given, it takes into account the reasonable requests of the other party in relation to the content of such disclosure.
22.8. A party may, provided that it has reasonable grounds to believe that the other party is involved in activity that may constitute a criminal offence under the Bribery Act 2010, disclose Confidential Information to the Serious Fraud Office without first informing the other party of such disclosure.
22.9. Each party reserves all rights in its Confidential Information. No rights or obligations in respect of a party’s Confidential Information other than those expressly stated in this policy are granted to the other party, or to be implied from this agreement.
22.10. On termination employment, the Employee shall:

a) return to the Company all documents and materials (and any copies) containing, reflecting, incorporating or based on the Employer’s Confidential Information; and
b) erase all the Company’s Confidential Information from computer and communications systems and devices used by the Employee, including such systems and data storage services provided by third parties (to the extent technically and legally practicable).
22.11. *Statements to the Media*
22.12. Any statements to reporters from newspapers, radio, television, etc in relation to our business will be given only by a member of the management and must have the prior consent of a Director.
23. *DATA PROTECTION POLICY*
23.1. *Definitions: *
23.2. *Automated Processing: * any form of automated processing of Personal Data consisting of the use of Personal Data to evaluate certain personal aspects relating to an individual, in particular to analyse or predict aspects concerning that individual’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. Profiling is an example of Automated Processing.
23.3. *Company Personnel: * all employees, workers, contractors, agency workers, consultants, directors, members and others.
23.4. *Consent: * agreement which must be freely given, specific, informed and be an unambiguous indication of the Data Subject’s wishes by which they, by a statement or by a clear positive action, signify agreement to the Processing of Personal Data relating to them.
23.5. *Controller: * the person or organisation that determines when, why and how to process Personal Data. It is responsible for establishing practices and policies in line with the GDPR. We are the Controller of all Personal Data relating to our Company Personnel and Personal Data used in our business for our own commercial purposes.
23.6. *Data Subject: * a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data.
23.7. *Data Privacy Impact Assessment (DPIA): * tools and assessments used to identify and reduce risks of a data processing activity. DPIA can be carried out as part of Privacy by Design and should be conducted for all major system or business change programmes involving the Processing of Personal Data.
23.8. *General Data Protection Regulation (GDPR): * the General Data Protection Regulation ((EU) 2016/679). Personal Data is subject to the legal safeguards specified in the GDPR.
23.9. *Personal Data: * any information identifying a Data Subject or information relating to a Data Subject that we can identify (directly or indirectly) from that data alone or in combination with other identifiers we possess or can reasonably access. Personal Data includes Special Categories of Personal Data and Pseudonymised Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed. Personal data can be factual (for example, a name, email address, location or date of birth) or an opinion about that person’s actions or behaviour.
23.10. Personal Data Breach: any act or omission that compromises the security, confidentiality, integrity or availability of Personal Data or the physical, technical, administrative or organisational safeguards that we or our third-party service providers put in place to protect it. The loss, or unauthorised access, disclosure or acquisition, of Personal Data is a Personal Data Breach.
23.11. *Privacy by Design: * implementing appropriate technical and organisational measures in an effective manner to ensure compliance with the GDPR.
23.12. *Privacy Notices (also referred to as Fair Processing Notices) or Privacy Policies: * separate notices setting out information that may be provided to Data Subjects when the Company collects information about them. These notices may take the form of general privacy statements applicable to a specific group of individuals (for example, employee privacy notices or the website privacy policy) or they may be stand-alone, one-time privacy statements covering Processing related to a specific purpose.
23.13. *Processing or Process: * any activity that involves the use of Personal Data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transmitting or transferring Personal Data to third parties.
23.14. *Special Categories of Personal Data: * information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data.
23.15. *Introduction*
23.16. This Privacy Policy sets out how the Company will handle the Personal Data of our customers, suppliers, employees, workers and other third parties.
23.17. This Privacy Policy applies to all Personal Data we Process regardless of the media on which that data is stored or whether it relates to past or present employees, workers, customers, clients or supplier contacts, shareholders, website users or any other Data Subject.
23.18. This Privacy Policy applies to all Company Personnel (” you”, “your”). You must read, understand and comply with this Privacy Standard when Processing Personal Data on our behalf and attend training on its requirements. This Privacy Standard sets out what we expect from you for the Company to comply with applicable law. Your compliance with this Privacy Standard is mandatory. Related Policies and Privacy Guidelines are available to help you interpret and act in accordance with this Privacy Standard. You must also comply with all such Related Policies and Privacy Guidelines. Any breach of this Privacy Standard may result in disciplinary action.
23.19. Where you have a specific responsibility in connection with Processing such as capturing Consent, reporting a Personal Data Breach, conducting a DPIA as referenced in this Privacy Standard or otherwise then you must comply with the Related Policies and Privacy Guidelines.
23.20. *Scope*
23.21. We recognise that the correct and lawful treatment of Personal Data will maintain confidence in the organisation and will provide for successful business operations. Protecting the confidentiality and integrity of Personal Data is a critical responsibility that we take seriously at all times. The Company is exposed to potential fines of up to EUR20 million or 4% of total worldwide annual turnover, whichever is higher and depending on the breach, for failure to comply with the provisions of the GDPR.
23.22. The Data Protection Officer is responsible for overseeing this Privacy Standard and, as applicable, developing Related Policies.
23.23. Please contact the Data Protection Officer with any questions about the operation of this Privacy Standard or the GDPR or if you have any concerns that this Privacy Standard is not being or has not been followed.
23.24. *Personal Data Protection Principles*
23.25. We adhere to the principles relating to Processing of Personal Data set out in the GDPR which require Personal Data to be:
a) processed lawfully, fairly and in a transparent manner (Lawfulness, Fairness and Transparency);
b) collected only for specified, explicit and legitimate purposes (Purpose Limitation);
c) adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed (Data Minimisation);
d) accurate and where necessary kept up to date (Accuracy);
e) not kept in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is Processed (Storage Limitation);
f) processed in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction or damage (Security, Integrity and Confidentiality);
g) not transferred to another country without appropriate safeguards being in place (Transfer Limitation); and
h) made available to Data Subjects and allow Data Subjects to exercise certain rights in relation to their Personal Data (Data Subject’s Rights and Requests).
23.26. We are responsible for and must be able to demonstrate compliance with the data protection principles listed above (Accountability).
23.27. *Lawfulness, Fairness and Transparency*
23.28. Personal data must be processed lawfully, fairly and in a transparent manner in relation to the Data Subject.
23.29. You may only collect, Process and share Personal Data fairly and lawfully and for specified purposes. The GDPR restricts our actions regarding Personal Data to specified lawful purposes. These restrictions are not intended to prevent Processing but ensure that we Process Personal Data fairly and without adversely affecting the Data Subject.
23.30. The GDPR allows Processing for specific purposes, some of which are set out below:

a) the Data Subject has given his or her Consent;
b) the Processing is necessary for the performance of a contract with the Data Subject;
c) to meet our legal compliance obligations;
d) to protect the Data Subject’s vital interests;
e) to pursue our legitimate interests for purposes where they are not overridden because the Processing prejudices the interests or fundamental rights and freedoms of Data Subjects. The purposes for which we process Personal Data for legitimate interests need to be set out in applicable Privacy Notices; or
23.31. You must identify and document the legal ground being relied on for each Processing activity.
23.32. *Consent*
23.33. A Controller must only process Personal Data on the basis of one or more of the lawful bases set out in the GDPR, which include Consent.
23.34. A Data Subject consents to Processing of their Personal Data if they indicate agreement clearly either by a statement or positive action to the Processing. Consent requires affirmative action so silence, pre-ticked boxes or inactivity are unlikely to be sufficient. If Consent is given in a document which deals with other matters, then the Consent must be kept separate from those other matters.
23.35. Data Subjects must be easily able to withdraw Consent to Processing at any time and withdrawal must be promptly honoured. Consent may need to be refreshed if you intend to Process Personal Data for a different and incompatible purpose which was not disclosed when the Data Subject first consented.
23.36. When processing Special Category Data or Criminal Convictions Data, we will usually rely on a legal basis for processing other than Explicit Consent or Consent if possible. Where Explicit Consent is relied on, you must issue a Privacy Notice to the Data Subject to capture Explicit Consent.
23.37. You will need to evidence Consent captured and keep records of all Consents in accordance with Related Policies and Privacy Guidelines so that the Company can demonstrate compliance with Consent requirements.
23.38. *Transparency (Notifying Data Subjects) *
23.39. The GDPR requires Data Controllers to provide detailed, specific information to Data Subjects depending on whether the information was collected directly from Data Subjects or from elsewhere. The information must be provided through appropriate Privacy Notices which must be concise, transparent, intelligible, easily accessible, and in clear and plain language so that a Data Subject can easily understand them.
23.40. If you are collecting Personal Data from Data Subjects, directly or indirectly, then you must provide Data Subjects with a Privacy Notice in accordance with our Related Policies and Privacy Guidelines.
23.41. *Purpose Limitation*
23.42. Personal Data must be collected only for specified, explicit and legitimate purposes. It must not be further Processed in any manner incompatible with those purposes.
23.43. You cannot use Personal Data for new, different or incompatible purposes from that disclosed when it was first obtained unless you have informed the Data Subject of the new purposes and they have Consented where necessary.
23.44. *Data Minimisation*
23.45. Personal Data must be adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed.
23.46. You may only Process Personal Data when performing your job duties requires it. You cannot Process Personal Data for any reason unrelated to your job duties.
23.47. You must ensure that when Personal Data is no longer needed for specified purposes, it is deleted or anonymised in accordance with the Company’s data retention guidelines.
23.48. *Accuracy*
23.49. Personal Data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when inaccurate.
23.50. You will ensure that the Personal Data we use and hold is accurate, complete, kept up to date and relevant to the purpose for which we collected it. You must check the accuracy of any Personal Data at the point of collection and at regular intervals afterwards. You must take all reasonable steps to destroy or amend inaccurate or out-of-date Personal Data.
23.51. *Storage Limitation*
23.52. Personal Data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed.
23.53. You must not keep Personal Data in a form which permits the identification of the Data Subject for longer than needed for the legitimate business purpose or purposes for which we originally collected it including for the purpose of satisfying any legal, accounting or reporting requirements.
23.54. You will take all reasonable steps to destroy or erase from our systems all Personal Data that we no longer require in accordance with all the Company’s applicable records retention schedules and policies. This includes requiring third parties to delete that data where applicable.
23.55. *Subject Access Requests*
23.56. Data subjects have the right to request access to their personal data processed by us. These requests are called subject access requests (SARs). When a data subject makes a SAR, we shall take the following steps:
a) log the date on which the request was received (to ensure that the relevant timeframe of one month for responding to the request is met);
b) confirm the identity of the data subject who is the subject of the personal data. For example, we may request additional information from the data subject to confirm their identity;
c) search databases, systems, applications and other places where the personal data which is the subject of the request may be held; and
d) confirm to the data subject whether or not personal data of the data subject making the SAR is being processed.
23.57. If personal data of the data subject is being processed, we shall provide the data subject with the following information:
a) the purposes of the processing;
b) the categories of personal data concerned (for example, contact details, bank account information and details of sales activity);
c) the recipients or categories of recipient to whom the personal data has been or will be disclosed, particularly recipients overseas (for example, US-based service providers);
d) where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
e) the existence of the right to request rectification or erasure of personal data or restriction of processing of personal data or to object to that processing;
f) the right to lodge a complaint with the Information Commissioner's Office (ICO);
g) where the personal data is not collected from the data subject, any available information as to its source;
h) the existence of automated decision-making and meaningful information about the logic involved, as well as the significance and the envisaged consequences of that processing for the data subject; and
i) where personal data is transferred outside the EU, details of the appropriate safeguards to protect the personal data.
23.58. We shall also, unless there is an exemption), provide the data subject with a copy of the personal data processed by us in a commonly used electronic form (unless the data subject either did not make the request by electronic means or has specifically requested not to be provided with the copy in electronic form) within one month of receipt of the request. If the request is complex, or there are several requests, we may extend the period for responding by a further two months. If we extend the period for responding we shall inform the data subject within one month of receipt of the request and explain the reason(s) for the delay.
23.59. Before providing the personal data to the data subject making the SAR, we shall review the personal data requested to see if it contains the personal data of other data subjects. If it does, we may redact the personal data of those other data subjects before providing the data subject with their personal data, unless those other data subjects have consented to the disclosure of their personal data or it is reasonable to disclose without their consent (taking into account, for example, the type of data and whether the other person has expressly refused consent).
23.60. If you receive a subject access request, you should notify the Data Protection Officer immediately.
23.61. *Reporting a Personal Data Breach*
23.62. The GDPR requires Controllers to notify any Personal Data Breach to the applicable regulator and, in certain instances, the Data Subject.
23.63. We have put in place procedures to deal with any suspected Personal Data Breach and will notify Data Subjects or any applicable regulator where we are legally required to do so.
23.64. If you know or suspect that a Personal Data Breach has occurred, do not attempt to investigate the matter yourself. Immediately contact the Data Protection Officer. You should preserve all evidence relating to the potential Personal Data Breach.
23.65. *Training and Audit*
23.66. We are required to ensure all Company Personnel have undergone adequate training to enable them to comply with data privacy laws. We must also regularly test our systems and processes to assess compliance.
23.67. You must undergo all mandatory data privacy related training and ensure your team undergo similar mandatory training [in accordance with the Company’s mandatory training guidelines].
23.68. You must regularly review all the systems and processes under your control to ensure they comply with this Privacy Standard and check that adequate governance controls and resources are in place to ensure proper use and protection of Personal Data.
23.69. *Direct Marketing*
23.70. We are subject to certain rules and privacy laws when marketing to our customers.
23.71. The right to object to direct marketing must be explicitly offered to the Data Subject in an intelligible manner so that it is clearly distinguishable from other information.
23.72. A Data Subject’s objection to direct marketing must be promptly honoured. If a customer opts out at any time, their details should be suppressed as soon as possible. Suppression involves retaining just enough information to ensure that marketing preferences are respected in the future.

24. *IT POLICY*
24.1. *About this Policy*
24.2. This policy covers all employees, officers, consultants, contractors, volunteers, casual workers, agency workers and anyone who has access to our IT and communication systems.
24.3. Misuse of IT and communications systems can damage the business and our reputation and any breach of this policy may be dealt with under our Disciplinary Procedure and, in serious cases, may be treated as gross misconduct leading to summary dismissal.
24.4. *Equipment Security and Passwords*
24.5. You are responsible for the security of the equipment allocated to or used by you and must not allow it to be used by anyone other than in accordance with this policy.
24.6. You should lock your terminal or log off when leaving it unattended or on leaving your workspace, to prevent unauthorised users accessing the system in your absence. Anyone who is not authorised to access our network should only be allowed to use terminals under supervision.
24.7. You should use passwords on all IT equipment, particularly items that you take out of the office. You must keep your passwords confidential and change them regularly. You must not use another person’s username and password or make available or allow anyone else to log on using your username and password.
24.8. On the termination of employment (for any reason) you must provide details of your passwords to a senior manager and return any equipment, key fobs or cards.
24.9. If you have been issued with a work laptop, tablet, phone or other mobile device, you must ensure that it is kept secure at all times, especially when travelling. Passwords must be used to secure access to data kept on such equipment to ensure that confidential data is protected in the event of loss or theft. You should also be aware that when using equipment away from the workplace, documents may be read by third parties, for example, passengers on public transport.
24.10. *Systems and Data Security*
24.11. You should not delete, destroy or modify existing systems, programs, information or data (except as authorised in the proper performance of your duties). You must not download or install software from external sources.
24.12. You must not attach any device or equipment to our systems without authorisation from management. This includes any USB flash drive, tablet, smartphone or other similar device, whether connected via a USB port or in any other way. We monitor all emails passing through our system for viruses. You should exercise particular caution when opening unsolicited emails from unknown sources or an email which appears suspicious.
24.13. Inform management immediately if you suspect your computer may have a virus. We reserve the right to delete or block access to emails or attachments in the interests of security. We also reserve the right not to transmit any email message.
24.14. *Email*
24.15. Correspondence with third parties by email should be written professionally in the style of a letter. Messages should be concise and directed only to relevant individuals.
24.16. You must not send abusive, obscene, discriminatory, racist, harassing, derogatory, defamatory, or otherwise inappropriate emails. Anyone who feels that they have been harassed or bullied or is offended by material received via email should inform their line manager.
24.17. You should take care with the content of email messages, as incorrect or improper statements can give rise to claims for discrimination, harassment, defamation, breach of confidentiality or breach of contract.
24.18. Email messages may be disclosed in legal proceedings in the same way as paper documents. Deletion from a user’s inbox or archives does not mean that an email cannot be recovered for the purposes of disclosure. All email messages should be treated as potentially retrievable, either from the main server or using specialist software.
24.19. *Using the Internet*
24.20. Internet access is provided solely for business purposes. You should not access any web page or download any image, document or other file from the internet which could be regarded as illegal, offensive, in bad taste or immoral.
24.21. *Monitoring*
24.22. Our systems enable us to monitor telephone, email, voicemail, internet and other communications. For business reasons, and in order to carry out legal obligations in our role as an employer, use of our systems including the telephone and computer systems, and any personal use of them, may be continually monitored by automated software or otherwise. Monitoring is only carried out to the extent permitted or as required by law and as necessary and justifiable for business purposes.
24.23. *Prohibited Use of Our Systems*
24.24. Misuse or excessive personal use of our telephone or email system or inappropriate internet use will be dealt with under our Disciplinary Procedure. Misuse of the internet can in some circumstances be a criminal offence. Any such action will be treated very seriously and is likely to result in summary dismissal.
24.25. Where evidence of misuse is found, we may undertake a more detailed investigation in accordance with our Disciplinary Procedure, involving the examination and disclosure of monitoring records to those nominated to undertake the investigation and any witnesses or managers involved in the Disciplinary Procedure. If necessary, such information may be handed to the police in connection with a criminal investigation.
25. *SOCIAL MEDIA POLICY*
25.1. This policy is in place to minimise the risks to our business through use of social media.
25.2. This policy deals with the use of all forms of social media, including Facebook, LinkedIn, Twitter, Google+, Instagram and all other social networking sites, internet postings and blogs. It applies to use of social media for business purposes as well as personal use that may affect our business in any way.
25.3. *Personal Use of Social Media*
25.4. Personal use of social media is not permitted during working hours or by means of our computers, networks and other IT resources and communications systems.
25.5. *Prohibited Use*
25.6. You must avoid making any social media communications that could damage our business interests or reputation, even indirectly.
25.7. You must not use social media to defame or disparage us, our staff or any third party; to harass, bully or unlawfully discriminate against staff or third parties; to make false or misleading statements; or to impersonate colleagues or third parties.
25.8. You must not express opinions on our behalf via social media, unless expressly authorised to do so by your manager. You may be required to undergo training in order to obtain such authorisation.
25.9. You must not post comments about sensitive business-related topics, such as our performance, or do anything to jeopardise our trade secrets, confidential information and intellectual property. You must not include our logos or other trademarks in any social media posting or in your profile on any social media.
25.10. Any misuse of social media should be reported to management at the first instance.
25.11. *Breach of this Policy*
25.12. Breach of this policy may result in disciplinary action up to and including dismissal. Any member of staff suspected of committing a breach of this policy will be required to co-operate with our investigation.
25.13. You may be required to remove any social media content that we consider to constitute a breach of this policy. Failure to comply with such a request may in itself result in disciplinary action.

FAMILY FRIENDLY POLICIES

26. *MATERNITY/PATERNITY/ADOPTION AND PARENTAL LEAVE*
26.1. There is no contractual maternity/paternity or adoption pay in addition to the statutory amount. If you (or your partner) become pregnant or if you are informed that a child is to be placed with you by an adoption agency then you are free to notify the company at the earliest opportunity so that your entitlements can be explained to you and measures can be put in place to ensure your safety in the workplace where applicable.
27. *MATERNITY LEAVE AND PAY*
27.1. In order that the Company may offer you guidance on your rights, make provisions to protect your health and safety in the work place and ensure you benefit from your full entitlements, it is preferred that you give notice of your pregnancy as soon as possible. At the very latest you must inform us by the 15th week prior to the expected week of childbirth in order to qualify for statutory maternity pay (SMP).
27.2. You are required to provide the MATB1 certificate which will be given to you by your medical team once you are 20 weeks into your pregnancy. This is proof of your pregnancy and allows us to process SMP where you are eligible.
27.3. You are entitled to up to 52 weeks statutory maternity leave which may start, at the latest, 11 weeks before the expected week of childbirth. Should you be absent from work, and otherwise not on maternity leave, within the four weeks prior to the expected week of childbirth, your maternity leave will start automatically.
27.4. You must notify us in writing of your intended maternity leave start date. We will then write to you to confirm the date that you are expected to return to work.
27.5. Should you wish to return to work prior to the completion of 52 weeks leave, you must give us 8 weeks’ notice in writing of your intended return date. You will not be allowed to return to work within 2 weeks of giving birth by law.
27.6. You will receive SMP where you are eligible. Please speak management for further guidance on this. SMP runs for 39 weeks from the start of maternity leave, where eligible you will be entitled to 6 weeks at 90% of your average weekly salary and then the remaining 33 weeks at the SMP rate applicable at the time (you can find this on the government website).
27.7. If you are not eligible for SMP, the Company will provide you with the SMP1 form which will allow you to claim Maternity Allowance.
28. *SHARED PARENTAL LEAVE*
28.1. Shared parental leave (SPL) provides an opportunity to share entitlements that would otherwise arise under the provisions of maternity, adoption and maternity allowance. To qualify for SPL you must share responsibility for the child with one of the following:
• Your husband, wife, civil partner or joint adopter
• the child’s other parent
• your partner (if you live with them)
28.2. Leave can be taken in blocks of 3 across the first year from the date of entitlement.
28.3. You must give us 8 weeks’ notice in writing of your intention to take shared parental leave.
28.4. Should you wish to consider this option you must first contact us for further information about your rights and entitlement to both statutory parental leave and statutory shared parental pay.
28.5. We will require the name and address of your partner’s company and a copy of the child’s birth certificate and will provide you with the relevant forms for completion.
29. *PATERNITY LEAVE*
29.1. In order to qualify for paternity leave and pay you must be the father of a child, the husband or partner of the mother, the child’s adopter or the intended parent.
29.2. You must be an employee and have worked continuously for us for 26 weeks prior to the qualifying week (which is 15 weeks prior to the date of childbirth), or in the case of adoption 15 weeks prior to the matching week.
29.3. You must have informed us, 15 weeks prior to the qualifying week, of the likelihood of you claiming paternity leave and pay and if you intend to change the start date of any period of leave, you must give us 28 days’ notice in writing of the change.
29.4. Where eligible, you are entitled to one or two weeks paternity leave which will be paid at the rate of statutory paternity pay (SPP). You may start your leave from the date of the child’s birth or adoption and leave has to be taken consecutively i.e. not fragmented.
29.5. ‘A week’ for the purposes of this clause amount of days that you would normally work in a week for us, for example, a week is 2 days if you only work on Mondays and Tuesdays.
30. *PARENTAL LEAVE*
30.1. Parental leave allows mothers, father and people with parental responsibility for children up to the age of 18, to take up to 18 weeks unpaid leave.
30.2. To be eligible for the leave, you must have worked for us for a year.
30.3. Leave must be agreed in advance with us to ensure that we have adequate cover in place for the duration of your absence, and you must give us 21 days’ notice in writing of your intention to take leave.
30.4. Leave must be taken in blocks of one-week durations and may be taken in broken arrangements across the year. There is a limit of four weeks’ leave per year.
30.5. If your child is disabled, you are entitled to take parental leave in days rather than weeks.
31. *TIME OFF FOR ANTENATAL APPOINTMENTS POLICY*
31.1. *Time Off if You Are Pregnant*
31.2. If you are pregnant you may take reasonable paid time off during working hours for antenatal appointments.
31.3. Please try to give us as much notice as possible of the appointment. We may ask you to provide the following, unless it is the first appointment:
j) a certificate from the doctor, midwife or health visitor stating that you are pregnant; and
k) an appointment card.
31.4. *Time Off for Accompanying a Pregnant Woman: Eligibility*
31.5. You may take unpaid time off to accompany a pregnant woman to an antenatal appointment if you have a ‘qualifying relationship’ with the woman or the child. This means you are either the child’s father, adopter, surrogacy parent or woman’s partner.
31.6. *Time Off for Accompanying a Pregnant Woman: How to Book Time Off *
31.7. Please give us as much notice of the appointment as possible. You must provide us with a signed statement providing the date and time of the appointment and confirming:

l) that you meet one of the eligibility criteria set out above;
m) that the purpose of the time off is to accompany the pregnant woman to an antenatal appointment; and
n) that the appointment has been made on the advice of a registered medical practitioner, registered midwife or registered nurse.
31.8. *Time Off for Accompanying a Pregnant Woman: Amount of Time Off*
31.9. You may take unpaid time off to accompany a pregnant woman to up to two antenatal appointments in relation to each pregnancy.
31.10. You must not take more than six and a half hours off for each appointment, including travel and waiting time.
32. *TIME OFF FOR ADOPTION APPOINTMENTS POLICY*
32.1. An adoption appointment is an appointment arranged by an adoption agency (or at the agency’s request) for you to have contact with a child who is to be placed with you for adoption, or for any other purpose related to the adoption.
32.2. You may take time off to attend an adoption appointment once the agency has notified you that a child is to be placed with you for adoption but before the child is actually placed with you.
32.3. *If you are adopting a child on your own *
32.4. You are entitled to paid time off to attend up to five adoption appointments. You are entitled to be paid at your normal hourly rate and the maximum amount of time off that you can take for each appointment is 6.5 hours.
32.5. *If you have been jointly approved for adoption with your partner*
32.6. One of you can use the right to paid time off to attend up to five adoption appointments, while the other can take unpaid time off to attend up to two appointments. Again, the maximum amount of time that can be taken for each appointment is 6.5 hours.
32.7. If you opt to use the right to take paid time off then you will be seen as ‘the adopter’ – the one who will take adoption leave and pay after the placement.
32.8. *Agency workers*
32.9. You can take time off for adoption appointments if you have at least 12 weeks’ service in the same role with the same hirer. These rights can only be used to attend appointments that are made before the date the child is placed for adoption. They can only be used to attend appointments that have been arranged or requested by an adoption agency.
32.10. Your employer can ask to see proof of this and evidence of the date and time of the appointments. They can also ask for a signed declaration stating whether you have chosen to use the right to paid time off or the right to unpaid time off. You must respond to these requests, if you don’t you will not be able to take the time off.
33. *TIME OFF FOR DEPENDANTS POLICY*
33.1. The law recognises and we respect that there may be occasions when you will need to take time off work to deal with unexpected events involving one of your dependants.
33.2. This time off for dependants policy gives all employees the right to take a reasonable amount of unpaid time off work to deal with certain situations affecting their dependants.
33.3. *REASONABLE UNPAID TIME OFF*
33.4. You have a right to take a reasonable amount of [unpaid] time off work when it is necessary to:
o) provide assistance when a dependant falls ill, gives birth, is injured or assaulted;
p) make longer-term care arrangements for a dependant who is ill or injured;
q) take action required in consequence of the death of a dependant;
r) deal with the unexpected disruption, termination or breakdown of arrangements for the care of a dependant (such as a child-minder falling ill); and/or
s) deal with an unexpected incident involving your child while a school or another educational establishment is responsible for them.
33.5. A dependant for the purposes of this policy is:

t) your spouse, civil partner, parent or child;
u) a person who lives in the same household as you, but who is not your tenant, lodger, boarder or employee; or
v) anyone else who reasonably relies on you to provide assistance or make arrangements.
33.6. This policy applies to time off which is necessary because of an immediate or unexpected crisis. This policy does not apply where you need to take planned time off or provide longer-term care for a dependant. If this is the case, please seek advice from management.
33.7. Whether action is considered necessary will depend on the circumstances, including nature of the problem, the closeness of the relationship between you and the dependant, and whether anyone else is available to assist. Action is unlikely to be considered necessary if you knew of a problem in advance but did not try to make alternative care arrangements.
33.8. Reasonable time off in relation to a particular problem will not normally be more than one or two days. However, we will always consider each set of circumstances on their facts.
33.9. *EXERCISING THE RIGHT TO TIME OFF*
33.10. You will only be entitled to time off under this policy if, as soon as is reasonably practicable, you inform management of the reason for your absence, and how long you expect to be away from work.
33.11. If you fail to notify us as set out above, you may be subject to disciplinary proceedings under our Disciplinary Procedure for taking unauthorised time off.
33.12. We may in some cases ask you to provide evidence for your reasons for taking the time off, either in advance or on your return to work. Suspected abuse of this policy will be dealt with as a disciplinary issue under our Disciplinary Procedure.

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