Introduction

Welcome to Pure Garden Buildings

This Employee Handbook has been designed to ensure that all employees understand the polices and procedures at the Pure Garden Buildings, as well as help you understand your rights and responsibilities as an employee

Pure Garden Buildings reserves the right to change or amend our policies from time to time, if any of the contents of this handbook are unclear, please contact human resources or your line manager.

Accidents and First Aid  Policy

Scope

This policy applies to all employees of our company as well as to consultants, contractors, customers or members and visitors.

What do If you have a minor accident

• Write it into the first aid book
• Speak to a first aider
• Apply any necessary treatment.

What should you do in the case of a major accident or incident

• Seek Immediate help
• Phone for the appropriate Emergency service/s
• Always follow the advice of a medical professionals

Trained First Aiders

Your current trained first aiders are:

1. Sam Levett
2. Nicola Robarts
3. Hannah Roberts 
4. Paul Lane

Anti – Discrimination Policy

Our anti-discrimination policy explains how we prevent discrimination and protect our employees, customers and stakeholders from offensive and harmful behaviours. This policy supports our overall commitment to create a safe and happy workplace for everyone.

Our company complies with all anti-discrimination laws, 

Scope

This policy applies to all employees, contractors, visitors, customers and stakeholders.

Policy elements

Discrimination is any negative action or attitude directed toward someone because of protected characteristics, like race and gender. Other protected characteristics are:

• Age
• Religion
• Ethnicity / nationality
• Disability / medical history
• Marriage / civil partnership
• Pregnancy / maternity/ paternity
• Gender identity / sexual orientation

Discrimination and harassment

Our anti-discrimination and anti-harassment policies go hand-in-hand. We will not tolerate any kind of discrimination that creates a hostile and unpleasant environment for employees, interns or volunteers.

Employees who harass their colleagues will go through our disciplinary process and we may reprimand, demote or terminate them depending on the severity of their offence.

We recognize that sometimes discrimination is unintentional, as we may all have unconscious biases that could be difficult to identify and overcome. In case we conclude that an employee unconsciously discriminates, we will support them through training and counselling and implement processes that mitigate biases as we indicate in the next section. But, if this person shows unwillingness to change their behaviour, we may demote or terminate them.

We will not be lenient in cases of assault, sexual harassment or workplace violence, whether physical or psychological. We will terminate employees who behave like this immediately.

What to do in cases of discrimination

If you are the victim of discriminatory behaviour (or if you suspect that others are being discriminated against,) please talk to HR (or your manager) as soon as possible. HR is responsible for hearing your claim, investigating the issue and determining punishment.

Punishment for discriminatory behaviour depends on the severity of the offence. For example, inadvertently offending someone might warrant a reprimand. Conversely, wilfully bypassing employees for promotion because of a protected characteristic will result in termination.

How we address discrimination complaints

HR is proactive and responsive about determining whether discrimination occurs.

We will investigate all claims discreetly. We will never disclose who made a complaint to anyone or give out information that may help others identify that person (e.g. which department or role they work in.)

We should all strive to prevent and address discrimination. Be aware of your implicit biases and speak up whenever you or your colleagues are discriminated against. If you have any ideas on how we can ensure fairness and equality in our workplace, we are happy to hear them.

Attendance Policy

Our employee attendance policy outlines our expectations about our employees’ coming to work. Being punctual when coming to work helps maintain efficiency in our workplace.

Scope

This company attendance policy applies to all non-exempt employees regardless of position or type of employment.

Policy elements

Most employees need to collaborate with their colleagues to do their job. To make this collaboration easier, we expect you to be punctual and follow the schedule you and your manager have agreed on. If you are absent or late on occasion, you should have a good reason.

Being consistently tardy or absent can cause problems to your colleagues who may have to shoulder your work. This behaviour may bring about a “bad attendance” record and you may need to go through progressive discipline.

What is absenteeism and tardiness?

Absenteeism refers to frequent absence from an employee’s job responsibilities. This includes not coming to work frequently or taking excessive sick leave without being able to submit doctor’s notes. 

Presenteeism refers to being present at work beyond your schedule even when we don’t require overtime. This can cause you to overwork and have an impact on your productivity and job satisfaction. We want to ensure that you keep your schedule both when coming to work and leaving.

Tardiness refers to coming in late, taking longer breaks than you’re entitled to and constantly leaving earlier from work without reason. 

You are responsible for monitoring your working hours through our timekeeping software Please be diligent in recording your hours, so you can receive your correct payment.

Communicating on Sick Leave & Absence

If you become ill or are injured at work, you should contact your manager (and fill out the accident book if appropriate).

Should you be unable to attend work, TELEPHONE  no later than 1 hour  before you would normally start unless an emergency prevents this. Please do not text::

• For Field staff you must phone Paul on 07379 310 315
• For Office / warehouse staff you must phone  Nicola on 07748877175 or Sam on 0772309381

When reporting absence, you should tell your manager the nature of your illness or injury, the expected length of your absence and any urgent work that requires attention.

Your manager may contact you during your absence to discuss your recovery and when you may be expected back. Urgent questions regarding your work may also be required.

Unexcused or unreported absence for more than three days will be considered job abandonment. If you need to leave work early one day, inform your manager. 

We will understand if you have good reasons for being absent, even if you don’t report it. Those reasons usually involve serious accidents and family or acute medical emergencies. We may ask you to bring us doctor’s notes or other verification. In these cases, we will record your absence as “excused.”

The following list, although not exhaustive, includes reasons that we don’t consider excused absence:

• Waking up late.
• Stopping on the way to work for personal reasons.
• Traffic or public transportation delays excluding situations that result in closing of roads.
• Holidays that haven’t been approved

Doctor’s Note

For absence over seven days a doctor’s note is required. Please refer to the Company Rules and Sick Leave documents for more information. However, a note or similar may also be requested with frequent absences as well.

We may also ask you to meet with or discuss absence with a doctor of our choosing.

Abuse of Sick Leave & Absence

If it is suspected that you are claiming to be unwell whilst absent, but you are indeed well, or if you fail to follow this procedure, your absence will be treated as unauthorised and considered a breach of a category two company rule. 

Disciplinary action will be taken and could result in suspension or dismissal.

Return to Work

When returning from any absence that was not authorised holiday leave, a ‘Return to Work’ form should be filled out with your manager. 

This will go through the reasons for the absence and will allow both yourself and the company to track how often you have been out of the office and allow you to discuss if any workplace adjustments are necessary.

This information will be kept internally but can be requested at any time.

Absence Meeting

When 5 or more days of absence have been recorded for you in a calendar year, or whenever we feel it is necessary, a meeting will be scheduled between you and your manager. 

In this meeting, workplace changes can be suggested to avoid any further absence. All changes will be agreed upon and written up in an agreed Plan of Action. The Plan of Action should begin immediately and any failure to achieve its agreed actions should be noted, including an explanation.

Disciplinary action

If your manager suspects you abuse your sick leave, you may need to submit doctor’s notes to avoid our progressive discipline process. If you’re being tardy unintentionally, corrective counselling will be our first attempt at a solution. We may take disciplinary action that goes up to and including termination..

Unexcused and unreported absences don’t count as hours worked, so we won’t compensate them.

Bereavement Policy

Our work bereavement policy outlines our provisions for employees who lose a loved one. If this happens, we want to support our employees and allow them time to mourn and cope.

What is bereavement leave?

Bereavement leave (or compassionate leave) is a type of time off given to employees when a member of their immediate family dies. 

Scope

What is considered immediate family for bereavement leave?

In this policy, we define immediate family as spouses or domestic partners, all first degree relatives parents, siblings as well as adopted parents, adopted children, legal guardians, half- and step-relatives.

For Children please refer to our Parental Bereavement policy.

Policy elements

At a minimum, we’ll offer the typical bereavement leave of three days per death. We will grant this bereavement time off for the following reasons:

• Arrangement of a funeral or memorial service
• Attendance of a funeral or memorial service
• Resolving matters of inheritance
• Fulfilment of family obligations
• Personal mourning

You may take two more days of leave if long-distance travel is involved.

If you have complex matters to take care of (such as estate affairs), you can extend your leave / If you require additional time off for personal reasons, you may use your remaining annual leave accrued.

Is bereavement leave paid?

The standard bereavement leave is unpaid.

Bereavement leave requests

If you need to take bereavement leave, please inform your manager and HR as soon as possible. You can do this via email or in person.

Normally, we don’t require proof of death. You may need to bring us proof of travel or other documents if you request additional time off.

CCTV Policy

Our Company uses closed circuit television (CCTV) and dash cam footage images to protect the Company’s property and to provide a safe and secure environment for employees and visitors to the Company’s business premises

For more information on your privacy rights associated with the processing of your personal data collected through CCTV images please refer to the Company privacy notice and data protection policy.

Scope

This policy applies to all employees of our company as well as to consultants, contractors, customers or members and visitors.

Policy elements

• The Company has carried out a data protection impact assessment and on the basis of its findings it considers it necessary and proportionate to install and use a CCTV system. The data collected from the system will assist in:
• Prevention or detection of crime or equivalent malpractice. 
• Identification and prosecution of offenders. 
• Monitoring of the security of the Company’s business premises. 
• Ensuring that health and safety rules and Company procedures are being complied with. 
• Identification of unauthorised actions or unsafe working practices that might result in disciplinary proceedings being instituted against employees and to assist in providing relevant evidence. 

Cameras are located at strategic points throughout the Company’s business premises and on principally at the entrance and exit points. The Company has positioned the cameras so that they only cover communal or public areas on the Company’s business premises and they have been sited so that they provide clear images.  No camera focuses, or will focus, on toilets. 

Cameras are also located internally and externally of vehicles. 

All cameras are clearly visible and appropriate signs are prominently displayed so that employees, clients, customers and other visitors are aware they are entering an area covered by CCTV. 

Recording and retention of images

Images produced by the CCTV equipment are intended to be as clear as possible so that they are effective for the purposes set out above.  Maintenance checks of the equipment are undertaken on a regular basis to ensure it is working properly and that the media is producing high quality images.

Images may be recorded either in constant real-time (24 hours a day throughout the year), or only at certain times, as the needs of the business dictate.

As the recording system records digital images, any CCTV images that are held on the hard drive are deleted and overwritten on a recycling basis and, in any event, once the hard drive has reached the end of its use, it will be erased prior to disposal. 

Images that are stored on, or transferred on to, removable media such as CDs or which are stored digitally are erased or destroyed once the purpose of the recording is no longer relevant.  In normal circumstances, this will be a period of 12 months.  However, where a law enforcement agency is investigating a crime, images may need to be retained for a longer period.

Access and disclosure of images

Access to, and disclosure of, images recorded on CCTV is restricted.  This ensures that the rights of individuals are retained.  Images can only be disclosed in accordance with the purposes for which they were originally collected. 

Disclosure of images to other third parties will only be made in accordance with the purposes for which the system is used and will be limited to: 

• The police and other law enforcement agencies, where the images recorded could assist in the prevention or detection of a crime or the identification and prosecution of an offender or the identification of a victim or witness. 
• Relevant legal representatives. 
• Line managers involved with Company disciplinary and performance management processes. 
• Individuals whose images have been recorded and retained (unless disclosure would prejudice the prevention or detection of crime or the apprehension or prosecution of offenders).

The Managing Director of the Company (or another senior director acting in their absence) is the only person who is permitted to authorise disclosure of images to external third parties such as law enforcement agencies.

All requests for disclosure and access to images will be documented, including the date of the disclosure, to whom the images have been provided and the reasons why they are required.  If disclosure is denied, the reason will be recorded.

Individuals’ access rights 

Under the UK’s data protection laws, including the General Data Protection Regulation (GDPR),  individuals have the right on request to receive a copy of the personal data that the Company holds about them, including CCTV images if they are recognisable from the image. 

If you wish to access any CCTV images relating to you, you must make a written request to the Company’s group director. Your request must include the date and approximate time when the images were recorded and the location of the particular CCTV camera, so that the images can be easily located and your identity can be established as the person in the images. 

The Company will usually respond promptly and in any case within one month of receiving a request. However, where a request is complex or numerous the Company may extend the one month to respond by a further two months.

If the Company is unable to comply with your request because access could prejudice the prevention or detection of crime or the apprehension or prosecution of offenders, you will be advised accordingly.  

The Company will process the personal data collected in connection with the operation of the CCTV policy in accordance with its data protection policy.

Company Expense Card Policy

This company expense card policy helps you set up guidelines for employees who have the right to hold a company card. 

Policy brief & purpose

Our company may provide employees with Company cards that can be used for  pre approved business-related expenses. Having these cards helps us track and process our expenses, prevent fraud and make payments more efficiently. We want to make sure that employees who hold company expense cards will use them properly and will know their limitations and responsibilities.

Scope

This policy applies to all employees who are eligible to use a company card. It also applies to employees who have the right to approve the use of a company card for their team members.

Policy elements

Here we outline our general rules about company Expense cards.

How does a company Expense card work?

Usually, our company will take out a card in your name. You’ll be able to use it for pre approved business-related expenses and our company will pay the card bills.

Employee Expense card agreement

When our company gives you an Expense card, you’ll need to sign and abide by a card agreement. This is to acknowledge that the card belongs to our company and that we can process and investigate charges as we see fit. It’ll also refer to your responsibilities and the consequences for incorrect use.

Apart from the agreement, you can consult this policy every time you need more information about the use of your company Expense card.

We have the right to withdraw a company expense card from an employee at any point.

What expenses are allowed on a company Expense card?

You can use a company card to pay for pre approved work-related expenses only. 

Sometimes, we may issue Company cards that can be used for a specific purpose only (e.g. Fuel card).

You must not use the company Expense card for non-authorized or personal expenses. Never withdraw cash using the company card. You’re also not allowed to purchase alcohol, or any drugs, weapons, pornography or incur charges for other adult entertainment.

Exceptions

You may apply for an exception if absolutely necessary. Inform your manager about the expense you want to make – you might receive authorization in special cases.

The limits of the company Expense card

The card limits depend the level authorised to you, your department and the frequency or type of the expenses you incur. 

We may adjust these limits based on your job’s specific needs. If you aren’t sure about the limits of your company Expense card, ask a Director.

Your responsibilities

If you have a company Expense card, we expect you to:

• Protect it to the best of your ability. Don’t leave it unattended or give it to unauthorised people (e.g. friends, family, colleagues) even just to hold.
• Report it stolen or lost as soon as possible. If, for example, there’s a break-in at your home and your company card is taken, you need to file a police report and call our accounting department immediately.
• Use it only for approved reasons. Follow the instructions in this policy and the employee card agreement, and don’t use the card for personal or unauthorised expenses, even if you intend to compensate the charges later.
• Document all expenses. Please keep receipts and submit documentation with the date and purpose of the expense.

Use of company Expense card policy

When you’re using the company Expense card, you should:

• Confirm that the particular expense is allowed under this policy.
• Mind the transaction limit so you can plan business expenses properly.
• Keep the card number and physical card secure.
• Use the card sensibly and avoid unnecessary expenses even if they’re allowed under this policy.

Violating this policy

We expect you to comply with this company’s Expense card policy and the employee agreement and we may need to take action if you violate them. For example:

• If you incur personal or unauthorised expenses, you’ll need to pay them yourself. If you do this consistently, you may face disciplinary action that could include loss of the right to have a credit card or even termination depending on the amount and the type of expenses.
• If you lose a receipt, you’ll need to inform the accounting department immediately. We may find a solution if this happens rarely, but if you fail to submit receipts consistently, you may lose the right to hold a company card.
• Giving a company credit card to unauthorised people or abusing the expense limits may result in suspension or termination.
• Making prohibited purchases as mentioned previously (e.g. weapons, drugs) will result in immediate termination, and possibly legal action.

Our company has the right to review your Expense card use, and withdraw it if there’s any inappropriate use.

Company Vehicle Policy

Our company Vehicle policy describes our guidelines for using company Vehicles. A “company Vehicle” is any type of vehicle our company assigns to employees to support their transportation needs for their jobs. Company vehicles belong to our company and we want to make sure our employees use them properly.

Scope

This policy refers to all of our employees who drive a company Vehicle as part of their daily job duties.

Policy elements

Employees who may be assigned a company vehicle

Employees who are eligible to be assigned a company vehicle  fall into three categories:

• Employees who use company vehicles as an indispensable part of their jobs (e.g. Assembly and delivery drivers).

Our company will determine which employees will be assigned what company vehicles. 

Employees are not permitted to drive any company vehicles outside of working hours All vehicles must be returned to company premises at the end of the employees shift.

We retain the right to revoke or assign company vehicles at our discretion.

Prerequisites to drive a company car

Our employees are only allowed to drive a company car if they:

• Have a valid driver’s licence.
• Have a clean driving record for at least [2 years]. This means they mustn’t have been held at fault for a car accident, or arrested on charges of violating vehicle and traffic laws (e.g. driving under the influence of drugs or alcohol).

Employees will need to provide copy of their driver’s licence to be eligible to drive a company vehicle.

Driver’s obligations

We expect employees who drive company vehicles to follow rules. They should:

• Drive safe and sober.
• Submit who is driving on the Drivers log
• Respect traffic laws and fellow drivers.
• If applicable, wear glasses or contacts when driving.
• Complete daily vehicle checks prior to leaving site 
• Report any damages or problems with their assigned cars to their manager as soon as possible.
• Avoid double-parking, blocking entrances and engaging in other traffic violations that may result in fines,

Any fines received, will be the responsibility of the driver, The Company will deduct a sum equal to the fine from the employees wages to cover the total cost enquired to the company (notice to be served in advance of any deductions).

If employees have their driver’s licences suspended or revoked, they must inform a director immediately. 

Employees are not allowed to:

• Smoke inside of a company vehicle.
• Use a company car for personal reasons
• Lease, sell or lend a company vehicle.
• Violate distracted driving laws by using a phone or texting while driving.
• Use a company vehicle  to teach someone how to drive.
• Leave the company vehicle unlocked, unattended or parked in dangerous areas.
• Allow unauthorised people to drive a company vehicle.

Accidents / Incidents

If employees are involved in an accident with a company vehicle, they should contact our their manager immediately, so we can get in touch with our insurance provider. Employees shouldn’t accept responsibility or guarantee payment to another party in an accident without company authorization.

Employees should follow legal guidelines for exchanging information with other drivers and call local police if accidents are serious.

In the event of any damages to the vehicle. A vehicle log report and can act as supportive evidence of the original condition of the vehicle.

An employee will be liable for any damages / costs that result from driving without due care and attention and will be responsible for paying part of the damage. This may be up to £800 or the overall cost, whichever is lower.

The Company will deduct a sum equal to this from the employees’ wages, this may be in one payment or subsequent payments. (notice to be served in advance of any deductions).

Should the employee leave the company before this is repaid in full, they will remain liable for the cost, after their employment has ended. 

Our company’s obligations

We want to ensure that all our employees are safe at work and preserve our company’s legality. For these reasons, we’ll:

• Make sure vehicle are safe to drive before assigning them to employees.
• Schedule periodical maintenance to ensure cars remain in good condition.
• Provide a copy of this policy to all employees who are assigned company cars.
• Insure vehicles with a reliable insurance provider.

We are not responsible for:

• Paying fines/ costs employees accumulate while driving company vehicle that they are responsible for (e.g. for Driving too fast, Driving in a bus lane, Parking fines, driving with out due care and attention)
• Bailing out employees arrested while driving company vehicles.

Disciplinary Consequences

Employees will face disciplinary consequences if they don’t follow this policy’s rules.

We may terminate an employee and/or take legal action as needed for more serious offences. That can include leasing out a company car for personal financial gain, or causing an accident while driving intoxicated.

Conflict of Interest Policy

Our company Conflict of Interest Policy refers to any case where an employee’s personal interest might contradict the interest of the company they work for. This is an unwanted circumstance as it may have heavy implications on the employee’s judgement and commitment to the company, and by extension to the realisation of its goals.

This policy will outline the rules regarding conflict of interest and the responsibilities of employees and the company in resolving any such discrepancies.

Scope

This company conflict of interest policy applies to all prospective or current employees of the company, as well as independent contractors and persons acting on behalf of the company. 

Policy elements

The relationship of the company with its employees should be based on mutual trust. As the company is committed to preserve the interests of people under its employment, it expects them to act only towards its own fundamental interests.

Conflict of interest may occur whenever an employee’s interest in a particular subject may lead them to actions, activities or relationships that undermine the company and may place it to disadvantage.

What is an employee conflict of interest?

This situation may take many different forms that include, but are not limited to, conflict of interest examples:

• Employees’ ability to use their position with the company to their personal advantage
• Employees engaging in activities that will bring direct or indirect profit to a competitor
• Employees owning shares of a competitor’s stock
• Employees using connections obtained through the company for their own private purposes
• Employees using company equipment or means to support an external business
• Employees acting in ways that may compromise the company’s legality (e.g. taking bribes or bribing representatives of legal authorities)

The possibility that a conflict of interest may occur can be addressed and resolved before any actual damage is done. Therefore, when an employee understands or suspects that a conflict of interest exists, they should bring this matter to the attention of management so corrective actions may be taken. 

The responsibility of resolving a conflict of interest starts from the immediate manager and may reach the Directors . All conflicts of interest will be resolved as fairly as possible. Directors have the responsibility of the final decision when a solution can not be found.

In general, employees are advised to refrain from letting personal and/or financial interests and external activities come into opposition with the company’s fundamental interests.

Note: The same principles apply to the company in regards to its clients. When applicable, we are committed to not offer services or form partnerships with companies who are in direct competition with one of our existing clients.

Disciplinary Consequences

In cases when a conflict of interest is deliberately concealed or when a solution can not be found, disciplinary action may be invoked up to and including termination.

Data Protection Policy

Our Company Data Protection Policy refers to our commitment to treat information of employees, customers, stakeholders and other interested parties with the utmost care and confidentiality.

With this policy, we ensure that we gather, store and handle data fairly, transparently and with respect towards individual rights.

Scope

This policy refers to all parties (employees, job candidates, customers, suppliers etc.) who provide any amount of information to us.

Who is covered under the Data Protection Policy?

Employees of our company and its subsidiaries must follow this policy. Contractors, consultants, partners and any other external entity are also covered. Generally, our policy refers to anyone we collaborate with or acts on our behalf and may need occasional access to data. 

Policy elements

As part of our operations, we need to obtain and process information. This information includes any offline or online data that makes a person identifiable such as names, addresses, usernames and passwords, digital footprints, photographs, social security numbers, financial data etc.

Our company collects this information in a transparent way and only with the full cooperation and knowledge of interested parties. Once this information is available to us, the following rules apply.

Our data will be:

• Accurate and kept up-to-date
• Collected fairly and for lawful purposes only
• Processed by the company within its legal and moral boundaries
• Protected against any unauthorised or illegal access by internal or external parties

Our data will not be:

• Communicated informally
• Stored for more than a specified amount of time
• Transferred to organisations, states or countries that do not have adequate data protection policies
• Distributed to any party other than the ones agreed upon by the data’s owner (exempting legitimate requests from law enforcement authorities)

In addition to ways of handling the data the company has direct obligations towards people to whom the data belongs. Specifically we must:

• Let people know which of their data is collected
• Inform people about how we’ll process their data
• Inform people about who has access to their information
• Have provisions in cases of lost, corrupted or compromised data
• Allow people to request that we modify, erase, reduce or correct data contained in our databases

Actions

To exercise data protection we’re committed to:

• Restrict and monitor access to sensitive data
• Develop transparent data collection procedures
• Train employees in online privacy and security measures
• Build secure networks to protect online data from cyberattacks
• Establish clear procedures for reporting privacy breaches or data misuse
• Include contract clauses or communicate statements on how we handle data
• Establish data protection practices (document shredding, secure locks, data encryption, frequent backups, access authorization etc.)

Our data protection provisions will appear on our website.

Disciplinary Consequences

All principles described in this policy must be strictly followed. A breach of data protection guidelines will invoke disciplinary and possibly legal action.

Disciplinary Policy

Our Disciplinary Action company policy explains how we address our employees’ misconduct or inadequate performance. Employees must be aware of the consequences of their actions. We use this policy to outline our disciplinary procedure.

Scope

This policy applies to all our employees.

Policy elements

The stages that may be followed when discipline is deemed necessary include the following:

• Verbal warning
• Corrective Actions/Counselling
• Official written reprimand
• Disciplinary meeting with appropriate supervisor or manager
• Final written warning
• Detraction of benefits
• Indefinite suspension or demotion
• Termination

The nature of the offence will be explained to the employee from the beginning of the procedure. The verbal warning may take the form of a simple oral reprimand but also a full discussion if that is necessary.

The employee must read and sign the written reprimand and final written warning. 

The following scenarios indicate where the disciplinary procedure starts depending on the violation:

Performance issues. It includes but is not limited to:

• Failure to meet performance objectives.
• Attendance issues.
• Failure to meet deadlines.
  

Misdemeanours/One-time minor offence. It includes but is not limited to:

• Rude behaviour to customers or partners.
• On-the-job minor mistakes.
• Breach of dress code/open door policy etc.
• Involuntary Discrimination.

Misconduct/Frequent offender. It includes but is not limited to:

• Lack of response to counselling and corrective actions.
• Lost temper in front of customers or partners.
• On-the-job major mistakes.
• Unwillingness to follow health and safety standards.

Severe offensive behaviour/Criminal offence.. It includes but is not limited to:

• Corruption/ Bribery.
• Breach of employment agreement.
• Harassment/ Voluntary discrimination.
• Workplace Violence.
• Embezzlement/Fraud.
• Substance Abuse.

Managers or HR may choose any of the stages of our disciplinary procedure as appropriate. 

Our disciplinary procedure begins when there is sufficient evidence to justify it. 

Appeals are allowed and must be filed to the next line of management as soon as possible.

HR and managers will document every stage of our disciplinary procedure (except the verbal warning.) If appropriate, include necessary information like evidence, testimonies and employee’s progress or improvement.

We have the right to modify this policy or act in any other legal or reasonable way as each case demands. But, we will always enforce discipline in a fair and lawful manner.

Drug and Alcohol policy 

Our Drug and alcohol policy aims to ensure a safe, healthy, and productive work environment by addressing the use and misuse of drugs and alcohol within our company.

Scope

This policy applies to all our employees, contractors, and visitors.

Prohibited behaviours

• Consumption of alcohol during working hours, including lunch breaks.
• Use or possession of illegal drugs during working hours, including lunch breaks.
• Purchase of Alcohol, or illegal drugs during working hours, including lunch breaks  
• Reporting to work under the influence of drugs or alcohol
• Supply others with illegal drugs or alcohol on company premises / Company vehicles / Customers property
• Drink alcohol in a public place whilst wearing Company uniform / Identification badge

For the purpose of the policy, alcohol dependence is defined as:

“The habitual drinking of intoxicating liquor by an employee, whereby the employee’s ability to perform his/her duties is impaired or his/her attendance at work is interfered with, or he/she endangers the safety of others”.

Drug dependence is defined as:

“The habitual taking of drugs by an employee other than drugs prescribed as medication, whereby the employee’s ability to perform his/her duties is impaired, or his/her attendance at work is interfered with, or he/she endangers the safety of others”. 

Employees who are taking prescription drugs should ensure that they are aware of any side

effects and advise their Line manager or HR immediately of any side effects of prescription

drugs, which may affect work performance or the health and safety of themselves or others

Special rules may apply in relation to alcohol, where the Company hosts an event for

staff e.g. Christmas party. In these circumstances any variation to the no-alcohol policy will be communicated in advance of the event.

Reporting

Employees are encouraged to report any suspected violations to their line manager or the HR department.

Drug and Alcohol testing

Random drug and Alcohol testing will be performed as and when the company see fit, no prior notice needs to be given to employees. 

When there is reasonable belief that an individual is under the influence of alcohol or drugs on reporting for work or during the course of work, the employee will be subject to undertake a drug or alcohol test, and if required by law the test result will be shared with the police. 

Consequences of violation

Violations of this policy, will result in disciplinary action, up to and including termination. 

When there is reasonable belief or evidence in the form or a positive result from a company drug or alcohol test, that an individual is under the influence of alcohol or drugs on reporting for work or during the course of work, they will be sent home immediately.

Possession of or dealing in illegal drugs on Company premises will, without exception, be reported to the Police.

We have the right to modify this policy or act in any other legal or reasonable way as each case demands. But, we will always enforce discipline in a fair and lawful manner.

External Support 

Drinkline

Helpline: 0800 917 8282

Drinkline runs a free, confidential helpline for people who are concerned about their own drinking, or someone else’s.

NHS Choices Website

http://www.nhs.uk/conditions/Alcohol-misuse/Pages/Introduction.aspx

National Health Service advice page.

Drinkaware

https://www.drinkaware.co.uk/

Drinkaware works to reduce alcohol misuse and harm in the UK.

Addaction

http://www.addaction.org.uk/default.asp

Addaction is the UK’s leading drug and alcohol charity, helping over 40,000 people a year to recover from their addiction problems.

Al-Anon

http://www.al-anonuk.org.uk

Provide support to anyone whose life is, or has been, affected by someone else’s drinking, regardless of whether that person is still drinking or not.

Alcoholics Anonymous Great Britain

http://www.alcoholics-anonymous.org.uk

AA is an organisation of men and women who share their experience with each other hoping to solve their problems and help others to recover from alcoholism.

Talk to Frank

http://www.talktofrank.com/

National drugs awareness site for young people and parents/carers.

Narcotics Anonymous

http://ukna.org/

Helpline for the UK: 0300 999 1212

N.A. is a non-profit fellowship of recovering addicts who meet regularly to help each other stay clean. Membership is open to anyone with a drug problem seeking help, regardless of what drug or combination of drugs have been used, and irrespective of age, sex, religion, race, creed or class. The only requirement for membership is a desire to stop using drugs

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Code of Conduct Policy

As an employee, you are responsible to behave appropriately at work. We outline our expectations here. We can’t cover every single case of conduct, but we trust you to always use your best judgement. Reach out to your manager if you face any issues or have any questions.

Dress code – Office Staff

Our company’s official dress code is [ Casual/ Smart ] This includes [slacks/ loafers/ blouses/ boots.] However, an employee’s position may also inform how they should dress. If you frequently meet with clients or prospects, please conform to a more formal dress code. We expect you to be clean when coming to work and avoid wearing clothes that are unprofessional (e.g. workout clothes.)

As long as you conform with our guidelines above, we don’t have specific expectations about what types of clothes or accessories you should wear.

We also respect and permit grooming styles, clothing and accessories that are dictated by religious beliefs, ethnicity or disability.

Dress code – Field Staff

Our company’s official dress code is [Business work wear provided.] This includes [Safety Work boots.] 

We also respect and permit grooming styles, clothing and accessories that are dictated by religious beliefs, ethnicity or disability.

Cyber security and digital devices

This section deals with all things digital at work. We want to set some guidelines for using computers, phones, our internet connection and social media to ensure security and protect our assets.

Internet usage

Our corporate internet connection is primarily for business, must not be used for personal purposes.

You must not use our internet connection to:

• Download or upload obscene, offensive or illegal material.
• Send confidential information to unauthorised recipients.
• Invade another person’s privacy and gain access to sensitive information.
• Download or upload pirated movies, music, material or software.
• Visit potentially dangerous websites that can compromise our network and computers’ safety.
• Perform unauthorised or illegal actions, like hacking, fraud or buying/selling illegal goods.

Mobile phone

We allow use of mobile phones at work. But, we also want to ensure that your devices won’t distract you from your work or disrupt our workplace. We ask you to follow a few simple rules:

• Use your mobile phone in a manner that benefits your work (business calls, productivity apps, calendars.)
• Do not playing games on your phone or and avoid texting excessively.
• Don’t use your phone for any reason while driving a company vehicle.
• Don’t use your phone to record confidential information.
• Don’t download or upload inappropriate, illegal or obscene material using our corporate internet connection.

Corporate email

Email is essential to our work. You should use your company email only for work purposes, and must not be used for personal reasons.

• Work-related use. You can use your corporate email for work-related purposes without limitations. For example, you can sign up for newsletters and online services that will help you in your job or professional growth, however you must ensure you only use passwords on the Password sheet, personal passwords are not allowed.
• Personal use. You must not use your email for personal use.

Our general expectations

No matter how you use your corporate email, we expect you to avoid:

• Signing up for illegal, unreliable, disreputable or suspect websites and services.
• Sending unauthorised marketing content or emails.
• Registering for a competitor’s services, unless authorised.
• Sending insulting or discriminatory messages and content.
• Spamming other people’s emails, including your coworkers.

In general, be vigilant in catching emails that carry malware or phishing attempts. If you are not sure that an email you received is safe, ask your Manager.

Social media

We want to provide practical advice to prevent careless use of social media in our workplace. We address two types of social media uses: using personal social media at work and representing our company through social media.

Using personal social media at work

You are not  permitted to access your personal accounts at work. 

Representing our company through social media

If you handle our social media accounts or speak on our company’s behalf, we expect you to protect our company’s image and reputation. Specifically, you should:

• Be respectful, polite and patient.
• Avoid speaking on matters outside your field of expertise when possible.
• Follow our confidentiality and data protection policies and observe laws governing copyrights, trademarks, plagiarism and fair use.
• Coordinate with your manager when you’re about to share any major-impact content.
• Avoid deleting or ignoring comments for no reason.
• Correct or remove any misleading or false content as quickly as possible.

Equal Employment Opportunity Policy

This equal employment opportunity policy is the pillar of a healthy and productive workplace. Everyone should feel supported and valued to work productively so we are invested in treating everyone with respect and consideration.

Scope

Our equal opportunity employer policy applies to all employees, job candidates, contractors, stakeholders, partners and visitors.

Equal opportunity is for everyone

Policy elements

Being an equal opportunity employer means that we provide the same opportunities for hiring, advancement and benefits to everyone without discriminating due to protected characteristics like:

• Age
• Sex / Gender
• Sexual orientation
• Ethnicity / Nationality
• Religion

What is an EEO policy?

We built our equal employment opportunity policy around preventive and affirmative actions to ensure fairness in all aspects of employment. These aspects include:

• Hiring
• Training
• Evaluating performance
• Terminating employees

We also want to make sure that equal opportunity applies to other instances. For example, we don’t retaliate against employees and we are committed to prevent and resolve any kind of harassment against our employees, including sexual harassment.

Actions

To promote equal opportunity, we first ensure we follow EEOC regulations and EEO laws that apply to each part of our company.

We will also take additional actions to promote fairness and diversity as part of our equal employment opportunity policy. 

Grievance Procedure

All managers and Directors are responsible to use equal opportunity practices and make decisions based on objective, non-discriminatory criteria. Everyone should comply with our policy at all times.

If you see or suspect that our EEO policies are being violated, feel free to inform HR or a Manager immediately. If you suspect that someone is behaving in a wrong way but doesn’t realise it, you could also talk to them directly.

Disciplinary Consequences

When someone discriminates, they will be subject to disciplinary action depending on the severity of their actions. For example, unintentionally offending a coworker might warrant a reprimand, but harassing someone systematically might result in demotion or termination.

Grievance Policy

Our grievance procedure policy explains how employees can voice their complaints in a constructive way. Supervisors and senior management should know everything that annoys employees or hinders their work, so they can resolve it as quickly as possible. Employees should be able to follow a fair grievance procedure to be heard and avoid conflicts.

The company encourages employees to communicate their grievances. That way we can foster a supportive and pleasant workplace for everyone.

Scope

This policy refers to everyone in the company regardless of position or status.

Policy elements

Grievance definition

We define grievance as any complaint, problem or concern of an employee regarding their workplace, job or coworker relationships.

Employees can file grievances for any of the following reasons:

• Workplace harassment
• Health and safety
• Supervisor behaviour
• Adverse changes in employment conditions

This list is not exhaustive. However, employees should try to resolve less important issues informally before they resort to a formal grievance.

Employees who file grievances can:

• Reach out to their manager or HR department
• File a grievance form explaining the situation in detail
• Refuse to attend formal meetings on their own
• Appeal on any formal decision

Employees who face allegation have the right to:

• Receive a copy of the allegations against them
• Respond to the allegations
• Appeal on any formal decision

The company is obliged to:

• Have a formal grievance procedure in place
• Communicate the procedure
• Investigate all grievances promptly
• Treat all employees who file grievances equally
• Preserve confidentiality at any stage of the process
• Resolve all grievances when possible

Procedures

Employees are encouraged to talk to each other to resolve their problems. When this isn’t possible, employees should know how to file a grievance:

1. Communicate informally with their manager. The supervisor will try to resolve the problem. When employees want to complain about their supervisor, they should first try to discuss the matter and resolve it between them. In that case, they’re advised to request an informal meeting. managers should try to resolve any grievance as quickly as possible. When they’re unable to do so, they should refer to the HR department and cooperate with all other procedures.
2. If the grievance relates to a supervisor behaviour that can bring disciplinary action (e.g. sexual harassment or violence), employees should refer directly to the HR department or the next level supervisor.
3. Accommodate the procedure outlined below

The HR department should follow the procedure below:

1. Ask employee to fill out a grievance form
2. Talk with the employee to ensure the matter is understood completely
3. Provide the employee who faces allegations with a copy of the grievance
4. Organise mediation procedures (e.g. arranging a formal meeting)
5. Investigate the matter 
6. Keep employees informed throughout the process
7. Communicate the formal decision to all employees involved
8. Take actions to ensure the formal decision is adhered to
9. Deal with appeals by gathering more information and investigating further
10. Keep accurate records

This procedure may vary according to the nature of a grievance. For example, if an employee is found guilty of racial discrimination, the company will begin disciplinary procedures.

Health and Safety Policy

Scope

Being safe at work is important. It is a responsibility shared by both the employer and the employee. For employers, one of the fundamental principles of workplace health and safety is risk assessment which identifies all the hazards and potential for harm whilst working.

Safety around the warehouse

• High Visibility Vests MUST ALWAYS be worn inside any of our warehouses 
• If going outside the premises during working hours High visibility Jackets MUST be won and you must remain extra vigilant.   – 

• To protect yourself on the industrial estate if any company is using machinery / unloading a lorry, 

• To protect yourself if a company in the industrial estate has a delivery 

• To Protect yourself if we have a delivery 
• Please wait until machinery / lorry’s have finished loading / unloading to go out side to avoid any accidents.

First Aid

Dover – The first aid box is kept in Unit 4 Kitchen, cupboard above microwave

Manchester – The first aid box is in the cupboard under the CCTV in the office. 

Devon – The first aid box is in the garden centre by the till

Hawkinge –  The first aid box is in the kitchen cupboard

Fire

In the event of a fire you should:

1. Alert other persons in the premises of a fire by shouting loudly or by sounding an alarm (if installed).
2. Stay calm and evacuate the building immediately using the nearest exit point. (At the back of the units)
3. Use a fire extinguisher to tackle the fire if it is safe to do so and you feel confident to do so.
4. Along the escape route, close (don’t lock) all the doors and windows you pass by so that you can cut the fire and the smoke off from spreading to the other rooms.
5. Go to the assembly point and alert your relevant supervisors that you are safe and outside the building.

The fire assembly point is: 

Dover -outside of the Yard gates

Manchester -. Carpark

Devon – by the entrance to the site

Hawkinge – Car park

Avoiding hazards

• Stay clutter free – keep walkways, exits, etc. Clear from obstructions.
• Stack items carefully.
• Shut drawers, cabinets and other obstructions.
• Be careful not to be struck or caught by objects.
• Identify and report hazards.
• Always use any PPE that has been provided.

DSE

• Ensure your chair is properly adjusted for the height of your desk, monitor, keyboard, etc.
• Giving your eyes a break for a few minutes, if an opportunity doesn’t arise in general course of your day to give your eyes a break from screens every 1-2 hours (general reasons may include popping to the toilet, getting up to make a drink, having to go away from your desk in the course of your work), then you should stop viewing any display screens for a few minutes to give your eyes a break.

Manual Handling

What is manual handling?

Manual handling of loads, manual material handling involves the use of the human body to lift, lower, fill, empty, or carry loads. The load can be animate or inanimate.

Manual handling risk assessment:

TILEO – What does this stand for?
The manual handling TILEO acronym can be used to assess each manual handling activity.

The acronym ‘TILEO’ stands for TASK, INDIVIDUAL, LOAD, ENVIRONMENT and OTHER FACTORS and will help you conduct dynamic risk assessments or on the spot assessments, by considering the individual’s capabilities, the nature of the load and the working environment in order to minimise risks.

If you need to lift something manually:

• Reduce the amount of twisting, stooping and reaching. 
• Avoid lifting from floor level or above shoulder height, especially heavy loads.
• Adjust storage areas to minimise the need to carry out such movements.
• Consider how you can minimise carrying distances.
• Assess the weight to be carried and whether the worker can move the load safely or needs any help – maybe the load can be broken down to smaller, lighter components.

If you need to use lifting equipment:

• Consider whether you can use a lifting aid, such as a forklift truck, electric or hand-powered hoist, or a conveyor.
• Think about storage as part of the delivery process – maybe heavy items could be delivered directly, or closer, to the storage area.
• Reduce carrying distances where possible.

Advice for Manual Handling

Good handling technique for lifting. There are some simple things to do before and during the lift/carry:

Remove obstructions from the route.
For a long lift, plan to rest the load midway on a table or bench to change grip.

Keep the load close to the waist. The load should be kept close to the body for as long as possible while lifting.

Keep the heaviest side of the load next to the body.
Adopt a stable position and make sure your feet are apart, with one leg slightly forward to maintain balance.

Think before lifting/handling. Plan the lift. Can handling aids be used? Where is the load going to be placed? Will help be needed with the load? Remove obstructions such as discarded wrapping materials. For a long lift, consider resting the load midway on a table or bench to change grip.

Adopt a stable position. The feet should be apart with one leg slightly forward to maintain balance (alongside the load, if it is on the ground). Be prepared to move your feet during the lift to maintain your stability. Avoid tight clothing or unsuitable footwear, which may make this difficult.

Get a good hold. Where possible, the load should be hugged as close as possible to the body. This may be better than gripping it tightly with hands only.

Start in a good posture. At the start of the lift, slight bending of the back, hips and knees is preferable to fully flexing the back (stooping) or fully flexing the hips and knees (squatting).

Don’t flex the back any further while lifting. This can happen if the legs begin to straighten before starting to raise the load. Keep the load close to the waist. Keep the load close to the body for as long as possible while lifting. Keep the heaviest side of the load next to the body. If a close approach to the load is not possible, try to slide it towards the body before attempting to lift it.

Avoid twisting the back or leaning sideways, especially while the back is bent. Shoulders should be kept level and facing in the same direction as the hips. Turning by moving the feet is better than twisting and lifting at the same time.

Keep the head up when handling. Look ahead, not down at the load, once it has been held securely.

Move smoothly. The load should not be jerked or snatched as this can make it harder to keep control and can increase the risk of injury.

Don’t lift or handle more than can be easily managed. There is a difference between what people can lift and what they can safely lift. If in doubt, seek advice or get help.

Put down, then adjust. If precise positioning of the load is necessary, put it down first, then slide it into the desired position.

Holiday and Leave Policy

Our company holiday policy outlines the days our company acknowledges as holidays and provides relevant guidelines for holiday pay.

Scope

This policy applies to all our employees. 

Holiday Year

The holiday year runs from 01 January to 31st December.

Holiday not taken within the year can not be carried over to the following year (with the exception of holiday entitlement that could not be used because you were on “sick Leave”).

Holiday Entitlement 

Holiday entitlement is calculated as a total or pro rata rate of 5.6 weeks per annum. 

If you work 5 days a week your entitlement would be calculated as follows: (entitlement x working days) 5.6 x 5 = 28. You would be entitled to 28 days holiday per annum.

If you are on hourly pay then holiday pay would be calculated on your normal hours, for example: You work 4 hours a day over 5 days a week, you will be entitled to 28 days holiday a year and will get paid for 4 hours a day for those 28 days

Employees on probationary periods will only be paid for total days accrued, any remaining days will be unpaid. 

If you work part time or irregular hours

Your holiday entitlement is calculated in the same way but the calculation for any pay or time off will be calculated using a pro rata calculation.

So if you work 3 hours one day 5 then next, 4 the day after and only 3 days this week, but worked 5 days the week before at various hours then an average will be taken across each qualifying period to calculate the amount of days off you are entitled to and the average amount of hours that you will be paid for per day.

Booking holiday

To request holiday submit our online annual leave request form.

Requesting Holiday does not mean that the time is booked off, if there is good reason why those dates are not going to be available or viable for the company then you will be asked to request alternative dates.

Holiday requests will not be unreasonably rejected.

Holiday requests should be made with as much notice as possible.

Days the company will require you to take as holiday:

Due to company operations some days will need to be reserved for holiday in advance, these will be added to the general calendar in advance normally 12 months in advance. These will generally include company down time over Christmas and New Year and also National/Bank Holidays.

Holiday During Peak Season

Due to being a very seasonal business, we request that all employees limit the amount of holiday days they take during our peak season (1st May – 10th September) to 1 week, this means if you work 4 days a week you can take 4 days during this time and if you work 5 days a week then it is limited to 5 days.

No annual leave will be granted after a National Holiday as this is a very busy time and we need everyone to work.

Booking Appointments

All staff should try to book their necessary medical appointments at a time and day that does not conflict with their working hours, when this is not possible please adhere to the below policy.

Personal and Non Medical Appointments:

Time needed for personal and/or non medical appointments should be taken as annual leave. This applies to both salaried and hourly paid staff.

Unpaid Leave and General Leave

Unpaid leave and General Leave: This is not for additional holidays or time off. This will only be considered on a per application basis and for good reason. 

Parental Bereavement Policy

Our work Parent bereavement policy outlines our provisions for employees who lose a child o. If this happens, we want to support our employees and allow them time to mourn and cope.

What is bereavement leave?

Bereavement leave (or compassionate leave) is a type of time off given to employees when a member of their immediate family dies. 

Scope

What is considered immediate family for bereavement leave?

In this policy, we define immediate children as; 

• A child who has died under 18 years old
• A stillbirth after 24 weeks of pregnancy

For all other family members please refer to our Bereavement policy.

Policy elements

At a minimum, we’ll offer the typical bereavement leave of two weeks per death. We will grant this bereavement time off for the following reasons:

• Arrangement of a funeral or memorial service
• Attendance of a funeral or memorial service
• Resolving matters of inheritance
• Fulfilment of family obligations
• Personal mourning

You can extend your leave / If you require additional time off for personal reasons, you may use your remaining annual leave accrued.

Taking your Parental bereavement  leave

You may take your parental Bereavement leave either;

• 2 weeks together
• 2 separate weeks of leave (The remaining Parental Bereavement Leave must still be taken within 56 weeks of the date of death or stillbirth)

Is bereavement leave paid?

The standard bereavement leave is paid, you are entitled to Statutory Parental Bereavement Pay.

Procedure

Bereavement leave request

If you need to take bereavement leave, please inform your manager and HR as soon as possible. You can do this via email or in person.

Normally, we don’t require proof of death. You may need to bring us proof of travel or other documents if you request additional time off.

Parental Leave Policy

Our parental leave company policy outlines our provisions for our employees who have children. 

Scope

This paid parental leave policy applies to all employees who are parents or will become parents in the near future.

In this policy, we define a ‘child’ as someone who is under 18 years old. For the purposes of providing parental leave, we don’t differentiate among biological children, adoptive children and step-children, as long as they’re under the custody or care of an employee.

Policy elements

Our parental leave company policy addresses every need associated with the expectancy or care of a child. It includes paternity leave, maternity leave, adoption leave and any other leave that parents might need:

Maternity leave

What is maternity leave? It’s a temporary absence from an employee’s position and will be granted to support expectant mothers who require time off for pregnancy, childbirth recovery and child care. 

Our company offers: Statutory Maternity Leave.

Statutory Maternity Pay (SMP) is paid for up to 39 weeks

• 90% of your average weekly earnings (before tax) for the first 6 weeks
• £156.66 or 90% of your average weekly earnings (whichever is lower) for the next 33 weeks

Paternity leave

What is paternity leave? It’s a temporary absence from an employee’s position and applies to employees who identify as male who require time to care for an infant. We will grant paternity leave to allow fathers to care for and bond with their newborn child. 

Our company offers: Statutory Paternity pay

Statutory Paternity pay is paid up to two weeks 

• The statutory weekly rate of Paternity Pay is £156.66, or 90% of your average weekly earnings (whichever is lower).

Adoption Leave

What is adoption leave? It’s a temporary absence from any employee’s position that applies to those who have recently become legal guardians of a child. Our adoption leave allows bonding time with that child. You can also use part of your adoption leave to go to appointments or meetings related to the adoption procedure. Ask HR about what documents you need to bring to use leave for this reason.

Our company offers Statutory Paternity pay

Statutory Adoption Pay is paid for up to 39 weeks.

• 90% of your average weekly earnings for the first 6 weeks
• £156.66 or 90% of your average weekly earnings (whichever is lower) for the next 33 weeks

Procedure

If you need to request maternity or paternity leave, you must always give notice to your supervisor and HR, at least four months before your expected start of leave. We can make exceptions when there are unforeseen circumstances that force you to take leave earlier.

When parental leave for other reasons is needed, please inform your supervisor at least two days in advance. 

You can contact HR for information if you have any questions to ask.

Short Working Policy

Our Shorter working time policy outlines our rules for temporarily suspending our employees.

We recognize Shorter working times affect morale and job satisfaction. For this reason, we see them as a last resort during hard times.

Scope

This policy applies to all our permanent full-time or part-time employees.

Policy elements

If the company has insufficient work or if the weather conditions prevent work you may be required to work reduced hours or be laid off due to temporary cessation of work.

Procedure

This general procedure should be followed:

• Manager identifies the need for reducing staff.
• Manager selects the positions, teams or departments that need reduced hours, or branches that should close according to established criteria.
• HR ensures that no discrimination has taken place 
• Manager/ Director notifies employees selected for temporary reduced hours 

Temporary reduced hours elements

Your pay will be reduced pro rata to the reduction in your working hours and you will not be entitled to pay during any period of lay off. Your rights to a statutory guaranteed payment is unaffected. 

All employees must remain on standby if placed on reduced hours or laid off. 

Smoking Policy

Smoking is prohibited throughout the entire workplace with no exceptions. This includes company vehicles. This policy applies to all employees, consultants, contractors, customers or members and visitors.

Our employees who smoke need to follow this policy so they will:

• Protect non-smokers from second-hand smoking
• Avoid setting off alarms and smoke detectors
• Preserve an image of a clean workplace
• Avoid fires from discarded cigarettes

Scope

This policy applies to all employees of our company as well as to consultants, contractors, customers or members and visitors.

Policy elements

Our policy refers to all tobacco products and E vaping. smoking isn’t allowed indoors. This rules refers to:

• Working areas
• Hallways
• Staircases
• Restrooms
• Warehouses
• Company vehicles
• Kitchen and Cafeterias

Smoking is prohibited indoors at any time, not just during working hours. If an employee stays late at work, they’re still obliged to follow this policy.

Areas where smoking is permitted

We permit smoking during normal breaks only, away from company premises.  Please make sure you have cover for these breaks as well as enough time to consume your lunch.

We also advise our employees to:

• Extinguish their cigarettes and discard them only in appropriate containers
• Avoid smoking when they have scheduled meetings with clients or vendors
• Avoid smoking near flammable objects and areas

Our company’s actions

We will:

• Communicate this policy through [internal Emails / Text Messaging]

Any employee who has a complaint regarding this policy can contact our Human resources (HR) department or a director.

Disciplinary Consequences

We expect employees to respect this policy and their colleagues. We’ll take disciplinary action towards employees who disregard this policy:

• Employees who violate this policy frequently or cause severe problems (e.g. fires) may face consequences up to and including termination.
• Employees who violate this policy infrequently or don’t cause major issues will face reprimands or disciplinary action

Managers and our HR department are responsible for taking appropriate action after they investigate any incidents thoroughly.

Social media policy

Our Social media company policy provides a framework for using social media. Social media is a place where people exchange information, opinions and experiences to learn, develop and have fun. Whether you’re handling a corporate account or using one of your own, you should remain productive and avoid damaging our organisation in any way. 

This policy provides practical advice to avoid issues that might arise by careless use of social media in the workplace. It also acts to minimise these risks, avoid loss of productivity and ensure that our company’s IT resources and communications systems are used only for appropriate business purposes. 

Scope

This policy applies to all employees of our company.

Third parties who have access to our company’s electronic communication systems and equipment are also required to comply with this policy.

The term “Social Media” refers to a variety of online communities such as blogs, social networks, chat rooms and forums.

Our company has a separate policy “Employee code of conduct” regarding acceptable use of IT systems, and all staff should ensure that they read and understand that policy, as well as this social media policy.

Using personal social media at work

You are not  permitted to access your personal accounts at work. 

Protecting the companies business reputation

Employees must not post disparaging or defamatory statements about:

• The company
• Its customers
• Its employees

Employees should also avoid social media communications that might be misconstrued in a way that could damage the company’s business reputation, even indirectly.

Employees should remember that what they publish might be available to be read by a wider audience for a long time. This audience includes our company itself, future employers and social acquaintances. Employees should keep this in mind before posting content

Respecting intellectual property and confidential information includes the following.

• Employees should not do anything to threaten the company’s valuable trade secrets and other confidential information and intellectual property through the use of social media.
• Employees should avoid misappropriating or infringing the intellectual property of other organisations and individuals. This can create liability for the company, as well as the individual author.
• Employees must not use company logos, brand names, slogans or other trademarks in any social media post. This includes posting any of confidential information without written consent from the director

Respecting colleagues, customers, and suppliers includes the following.

•  Employees must not post anything that their colleagues, the organisation and its clients or stakeholders would find offensive. This includes discriminatory comments, insults or obscenities
• Employees must not post anything (comments, videos, images) related to their colleagues, or customers, without their written consent.

Unless expressly authorised by the director no business email address may be used for a personal social media account

Representing our company 

Some employees represent our company by handling corporate social media accounts or speak on our company’s behalf. When you’re sitting behind a corporate social media account, we expect you to act carefully and responsibly to protect our company’s image and reputation. You should:

• Be respectful, polite and patient, when engaging in conversations on our company’s behalf. You should be extra careful when making declarations or promises towards customers and stakeholders.
• Avoid speaking on matters outside your field of expertise when possible. Everyone should be careful not to answer questions or make statements that fall under somebody else’s responsibility.
• Follow our data protection policy and observe laws on copyright, trademarks, plagiarism and fair use.
• Avoid deleting or ignoring comments for no reason. They should listen and reply to criticism.
• Never post discriminatory, offensive or libellous content and commentary.

Violating this policy

We expect you to comply with our company’s social media policy, 

We may take disciplinary action, up to and including termination.

Working overtime policy

Our working overtime policy explains how we’ll compensate employees for hours worked beyond their standard schedule to ensure:

• Employees will be consistently and correctly compensated for the time they put into their job duties
• Minimise incidents of overtime abuse, loss of productivity, health and safety risks and other issues.

Scope

This policy applies to all of our employees

Policy elements 

In our working overtime policy, “standard working hours” are an employee’s regularly scheduled working time as per their rota.

They follow legal guidelines regarding minimum or maximum limits. “Overtime” that qualifies for compensation refers to any amount of time worked in addition to those hours.

Excessive overtime

Overtime may be necessary to handle emergencies, heavy workloads or other issues. But, frequent and excessive overtime isn’t good for employees’ health and performance. We want to avoid productivity and morale loss or work-related accidents due to fatigue

For this reason, we will:

• Record overtime hours accurately and consistently.
• Advise employees to work overtime only when they have to finish urgent work
• Have all necessary provisions to allow employees to complete their work during standard working hours.

We will not:

• Ask employees to work more than the maximum amount of hours per day or week permitted by law
• Discriminate when choosing who has to work overtime.

Abuse of overtime

We want to avoid any incidents of abuse of the overtime system, either by our company or employees. We expect:

• Managers to avoid asking or encouraging their team members to work excessive overtime
• Employees to avoid working unnecessary overtime aiming for the highest pay, 

Employees and managers should follow our timekeeping systems so we can maintain accurate records.

Violating this policy

We expect you to comply with our company’s working overtime policy,  

The company will investigate any reports of Employees taking advantage of overtime or if we feel employees are working unnecessary overtime to obtain additional money, 

Any cases where there is evidence employees have worked additional hours for their own benefit, they will face disciplinary action, up to and including termination.

Employees will be liable for any overpayment of hours, The Company we will deduct a sum equal to this from the employees’ wages, this may be in one payment or subsequent payments. (notice to be served in advance of any deductions).

Should the employee leave the company before this is repaid in full, they will remain liable for the cost, after their employment has ended. 

Workplace Theft policy

Our Workplace theft policy explains how we address Theft within the company. Employees must be aware of the consequences of their actions. 

Our company is committed to maintaining a safe and secure work environment where all employees can thrive and succeed. In order to protect our assets and promote honesty and integrity among our staff, We expect all employees to act honestly and with integrity, and will not tolerate any acts of theft or fraud in the workplace.

Scope

This policy applies to all our employees.

Policy elements

For extra clarity see below some examples of theft in the workplace:

• Theft of cash
• Theft of physical goods or assets (e.g., equipment, inventory, supplies)
• Time theft (i.e., conducting personal or competitive business while “on the clock”)
• Workplace theft of employees’ property (i.e., stealing a coworker’s personal items)
• Using company resources for personal gain

Employees may not: 

• Take money, customer credit/ debit card numbers without prior authorisation and documentation
• Employees may not take products without payment, such as inventory, including samples, written of stock or any company equipment or supplies
• Employees may not give away any product or services without director approval. This included not giving free samples / products to friends and family.
• Employees may not use products on sale for shop use without prior approval 

What to do in cases of Theft

If you are the victim of theft behaviour, or if you suspect an instance of employee theft, please report it immediately to your supervisor, manager or HR. All reports will be treated confidentially and investigated promptly.

HR is responsible for hearing your claim, investigating the issue and determining punishment.

How we address/ Investigate claims of theft

HR is proactive and responsive in investigating any possibility of fraudulent or related dishonest activities against the Company

We will investigate all claims discreetly. We will never disclose who made a complaint to anyone or give out information that may help others identify that person (e.g. which department or role they work in.)

We take all allegations of theft seriously and will investigate them thoroughly. Employees found guilty of theft will face disciplinary action, up to and including termination

The investigation process may include:

• Interviews with witnesses and the accused employee
• Review of relevant documentation, such as financial records or security footage
• Collection and preservation of evidence
• A thorough review of the facts to determine whether there is sufficient evidence to support the allegations

Prevention measures 

To prevent employee theft, our company implements various security measures, such as surveillance cameras, password secured access, regular audits, and regular spot checks 

Disciplinary action

Employees found guilty of employee theft will face disciplinary action, up to and including termination. The severity of the penalty will depend on the gravity of the offence and the employee’s work history.

For more serious offices a police report may be filed 

All monies owed to the company due to theft will be reimbursed from the employee, If the employee leaves the company before the amount is repaid in full, this sum will need to be paid within 30 days.

Employee theft is a serious offence that can have negative consequences for both the employee and the company. By following this policy and working together to prevent theft, we can create a safe and secure work environment for all employees.