OTD - employee handbook

POWER PRESENTER EMPLOYEE HANDBOOK

FOR OTD LTD.

WELCOME TO

OUR TRAINING

DEPARTMENT LTD

OUR HANDBOOK.

This handbook contains current policies and rules and has been designed to help you understand how Our Training Department (OTD) is organised, what standards and procedures you are expected to follow and what you can expect from us in return. The policies and procedures contained within this handbook are non-contractual. We hope this will help our new employees to feel part of the team more quickly and be a gentle reminder to us all of the right way to work here.

EVERYONE IS WELCOME.

OTD is an equal opportunities employer and actively supports human rights, diversity and inclusion as well as equality legislation. Our ethos is to respect and value people’s differences and to help everyone achieve more at work, as well as in their personal lives, so that they feel proud of the part they play in our success.

We believe that all decisions about people at work should be based on the individual’s abilities, skills, performance and behaviour and our business requirements. Our policy must be strictly adhered to by all of our team. Discrimination, abuse or harassment will result in disciplinary action being taken, dismissal for serious cases.

ABOUT US.

OTD (company number 06038472) was set up in 2007 in order to deliver quality learning and development products to help people reach their potential.

The company’s vision, to create lasting change across the world through innovation and inspiration. At the heart of everything we do are our core values.

Our purpose is clear – inspiring people to flourish in their workplace and lives.

WE ARE A COMMUNITY

WE DELIVER EXCELLENCE

WE CHANGE LIVES

WE IMPROVE PERFORMANCE

WE ARE INSPIRING

WE LOOK AFTER ONE ANOTHER

CONTENTS

Welcome

Diversity, equity, and dignity

Pay, benefits and pension

Leave

Health and safety

Development

Termination of employment

Disciplinary procedure

Grievance procedure

APPENDIX

Mental Health and Wellbeing Policy

Sexual Harrassment Policy

Anti-Harrassment Policy

Equality and Diversity Policy

Confidentiality Agreement

Healthcare Policy

Core Hours Policy

Working from Home Policy

Anti-Slavery Policy

10.

Sickness Absence Policy

11.

Flexible Working Policy

12.

Smoking, Alcohol and Drugs Policy

13.

IT Policy

14.

Employee Privacy Notice

WELCOME!

A. INDUCTION

We believe our employees are by far our greatest asset and we recognise our responsibility to ensure you are given the best support and development throughout your employment. This development begins at the induction stage when a new employee joins us.

Our aim is to support and develop employees in their role so that they feel confident to undertake the responsibilities placed upon them and ultimately are able to contribute to the success of the organisation.

Your induction period will be spread over your first few months of employment and is generally planned in the first week. The content and duration of the induction period will be dependent on the scope and complexity of your job, and your manager will outline this to you on your first day of employment.

B. STATEMENT OF EMPLOYMENT TERMS

AND CONDITIONS

As an employee of OTD you should have received a document setting out the specific terms and conditions of your employment. If you have not received this, you will do so within 8 weeks of your commencement date. This includes details of:

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The name of the employer and employee;

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Job title (or brief job description);

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The date when the employment (and the period of continuous employment) began;

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If not permanent, the expected period of employment, if fixed term, the end date;

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Remuneration and the intervals at which it is to be paid;

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Hours of work;

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Place of work;

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Holiday entitlement;

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Sick leave and entitlement to sick pay;

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Pension;

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Termination;

Further detailed policies and procedures, which may not be mentioned as part of this document, but which still form part of your conditions of employment with us, can be accessed through your manager.

We reserve the right to change the terms and conditions and/or employment policies from time to time. You will be notified at the earliest opportunity of these changes by way of general notice to all employees affected by the change. Where a contractual change in your terms and conditions of employment results in a change to your written statement of particulars employment, we will give you a written statement of the change at the earliest reasonable opportunity.

Your employment with us is subject to the receipt of two satisfactory references. One of these should be from your most recent employer or Headteacher if you have just left school. If we receive unsatisfactory references, we may end your employment or withdraw an offer of employment.

C. PROBATION PERIODS

Starting a new job can be challenging and your employment is subject to the satisfactory completion of a probationary period. This is the time for you to learn about your job and for us to review your progress. During this period either you or the company may terminate your employment by giving you one week’s written notice. The probationary period may be extended if we consider it appropriate to do so.

The full disciplinary and grievance procedures do not apply during the probationary period. Upon successful completion of the probationary period, you will continue on the terms and conditions received at the commencement of employment.

D. ATTENDANCE

The company recognises that occasionally ill health may prevent employees from attending work and therefore have implemented policies related to absence. When you are unable to attend work for one or more days due to ill health or injury, you must notify your manager by calling them. All unauthorised absence must be reported to your Manager by at least one hour before your start time on the first day of absence. Contact should be made directly by you, not text message, and only in exceptional circumstances should partners, parents or friends ring on your behalf. Notification requirements are based on the number of consecutive calendar days you are absent, including Saturdays and Sundays.

DAYS 1-7

Ideally before you start work but no later than one hour after your start time; contact your manager by phone each day to explain the reason for your absence; and give an indication of how long you’ll be absent. Unless advised differently by your manager, you must call everyday of your absence.

DAY 8-27

Obtain a sick note for the full period of absence and send/give to your manager; track when the fit note expires and update your manager of the circumstances. Agree an appropriate level of communication with your manager during your absence, giving an indication of how long you expect your absence to last and the reason.

28 DAYS OR MORE

When you return to work following any period of absence, your Line Manager will usually conduct a return-to-work interview. This is to establish the reason for, and cause of, your absence, that you are in fact fit to work and whether we can do anything to assist you.

If you fail to follow the sickness notification requirements your absence may be treated as unauthorised. This means you may be subject to disciplinary action up to and including dismissal, and/or company sick pay may be suspended or stopped. During a period of sickness absence, you must not carry out any other employment or similar activities, paid or unpaid, without prior written approval from your manager. Also, you must not participate in sport, hobbies, or other activities that are inconsistent with your illness or that may harm your recovery. Participating in any of these activities may result in the suspension, or stopping, of company sick pay (CSP). Information detailing CSP and Statutory Sick pay (SSP) can be found in this handbook.

E. HOURS OF WORK

Your normal hours and working pattern are stated in your contract of employment.

The full-time contracted hours for all posts within the organisation is 37.5 hours per week excluding meal breaks. Normal office hours are 0900-1700, Monday-Friday. An unpaid daily lunch break of a minimum of 30 minutes must be taken if you work more than six hours per day.

We reserve the right to vary your hours and pattern of working, following consultation and agreement with you.

Persistently poor timekeeping means that colleagues are put under pressure to cover your duties. This is not acceptable and will therefore be treated as a potential disciplinary offence under our disciplinary procedures.

F. FLEXIBLE WORKING

We have a policy of trying to assist staff to balance their work and home life (Appendix 7). We are therefore happy to consider requests from staff to vary their working hours or work pattern. Such requests will be considered taking into account the impact on the organisation, work colleagues and any other relevant factors.

Any member of staff with at least 26 weeks service with the company may make a formal written request for your flexible working arrangements. Should you wish to progress this, you should speak to your manager. Please note that only one such request may be made in any 12-month period, and that flexible working is not an automatic or statutory entitlement.

G. CRIMINAL RECORD CHECKS

Certain employees may be required to undergo a criminal records office check. This is only in very special circumstances where your employment with us means you are likely to come into contact with children or vulnerable adults or certain other particular circumstances. Should this be the case, we will discuss the situation with you prior to confirming your appointment or relevant change to your job.

H. CONFLICT OF INTEREST

You should not, directly, or indirectly, engage in, or have any interest, financial or otherwise, in any other business enterprise, which interferes or is likely to interfere with your independent exercise of judgement in your employment.

Generally, a conflict of interest exists when an employee is involved in an activity:

Which provides products or services directly to, or purchases products or services from us;

Which subjects the employee to unreasonable time demands that prevent the employee from devoting proper attention to his or her employment responsibilities;

Or which is so operated that the employee’s involvement with the outside business activity will reflect adversely on us.

Should you be in doubt as to whether an activity involves a conflict of interest, you should discuss the situation with your manager.

I. CONFIDENTIALITY AGREEMENT

OTD works with many high profile global, national, and local organisations helping them to inspire their people and achieve world-class results. Given the nature of the relationships and projects OTD performs for its clients, you will be party to sensitive and confidential information. You are required to sign a non-disclosure agreement which can be found in the appendix of the employee handbook which sets out the expectations of how you should keep the information and the data of organisations OTD work with confidential at all times.

J. STANDARDS OF PERFORMANCE

AND BEHAVIOUR

Appearance

We do not seek to inhibit individual choice in relation to your appearance. However, you are expected to dress appropriately at all times in retain to your role, and to ensure that your personal hygiene and grooming are properly attended to prior to presenting yourself at work.

If you have any queries about what is appropriate, these should be directed to your manager.

Company Premises

If you are issued with an identity badge and/or appropriate PIN allowing access to the workplace, this remains the property of OTD. Loss of the badge and/or PIN (or accidental disclosure to unauthorised persons) must be reported immediately to your manager.

You may not bring any unauthorised person or animal into the workplace without prior agreement from your manager unless you are authorised to do so as part of your job. In these circumstances you are responsible for ensuring that your visitors are appropriately monitored during their stay, and that they do not access areas or company property inappropriately.

You may not remove company property from any work premises unless prior authority from your manager has been given.

Personal Property

Any personal property such as jewellery, cash, credit cards, clothes, cars, motorbikes, or bicycles etc. left on company premises is done so entirely at your own risk. You are strongly advised not to leave any valuables unattended, either on our premises, our vehicles or in your own vehicle. We cannot accept liability for loss or damage to any personal property whatsoever.

Telephone and Correspondence

Company telephones, mobile phone or postal facilities may not be used for private purposes without prior permission from your manager. If, for any reason personal use is made of these items then arrangements must be made to repay the cost price of all services used. Abuse of these facilities will be considered a potential disciplinary matter.

Please leave personal mobile phones on silent during working hours and ensure that any communication is limited to break times.

Smoking and Other Substances at Work

Legislation now exists making it illegal to smoke in enclosed public spaces. Smoking (including e-cigarettes) is therefore strictly prohibited on all work premises, including entrances, exits and vehicles, except for areas that have been specifically designated and signposted accordingly for smoking.

Confidentiality

It is a condition of your employment that you have a duty of strict confidentiality with regards to your work.

During the course of your employment, you may find yourself in possession of sensitive information, the disclosure of which could be construed as a breach of confidentiality. You must not discuss any sensitive or confidential matter relating to your work whatsoever with any unauthorised person or third-party including the media.

Any such breach of confidentiality would be deemed as gross misconduct except as otherwise provided or as permitted by any current legislation (e.g. the UK Public Interest Disclosure Act 1998) and could lead to your dismissal.

Computer, Email, Internet use

If you have access to the Company’s computers, including email and access to the internet, as part of your job, you must not abuse this by using these facilities for purposes unrelated to your work. Limited personal use of the internet is permitted. All internet use is monitored, and accessing pornographic, or other unsuitable or unlawful material is strictly prohibited and is considered a serious offence which may result in dismissal. Only software packages properly authorised and installed by us may be used on our equipment.

If you have a work email address, this is provided for responsible use in relation to your employment and should not be used in any other way whatsoever.

You must not make reference to the company of its services or represent on behalf of the company on social media, without formal permission from the Company to do so.

K. SOCIAL MEDIA

Any social media produced in the Company name must be approved by Head of Sales and Marketing. It must reflect our values and be in our best interests, be grammatically correct, accurate, objectively justifiable, reasonable and appropriate.

Never use your work email address to sign up for personal social media. Please be aware that we may monitor social media use in the same way as we monitor internet usage. Remember that even if you are using social media in a personal capacity, other users who are aware of your association with us might reasonably think that you speak on our behalf and damage our reputation. Harassment, bullying or inappropriate behaviour on social media will be dealt with in the same manner as if the conduct had happened in the workplace and may result in disciplinary action being taken.

Any contacts created on social media through your employment with the Company are the property of the Company.

Employees using messaging platforms as a communication tool with work colleagues (for example, WhatsApp, Snapchat etc) should be professional and respectful in their language and conduct. Harassment, bullying or inappropriate communication will not be accepted and may result in disciplinary action being taken.

L. ARTIFICIAL INTELLIGENCE (AI)

We are introducing AI tools to help us work more efficiently, but we must ensure they are used responsibly. When we talk about AI we mean:

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AI Tools - software or system that uses AI to assist with tasks, such as chatbots, content generators, and data analysis tools.

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AI Output – content, suggestions, or decisions generated by AI tools.

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Personal or Confidential Data – information we describe in our Data Protection Policy and confidential Company information.

We really value your experience, knowledge and skills in making informed decisions, therefore AI should not be used to make final decisions affecting employees, customers, or suppliers without your oversight. Confidentiality is critical for us hence no confidential, sensitive business data, any information covered by Intellectual Property Rights or personal data should be entered into AI tools without your manager’s approval. It must never be used to create misleading, harmful, or unethical content.

We will inform you of which AI tools can be used in your role. Any tools that you would like to use must be reviewed by us for security, compliance, and suitability before implementation. Free or unverified AI tools should not be used for business purposes without prior approval and, where possible, preference should be given to AI tools that align with our ethical and data protection standards.

We know that AI can be incredibly useful, but so are your knowledge and skills. As a Company we will use AI to assist, not replace, human expertise. So, it is important that you must fact-check AI-generated content before using or sharing it. Never input customer or employee personal data into AI systems unless explicitly authorised. We will inform you when you need to be transparent when AI is used in customer or business communications.

When you are using AI-generated content it should always be reviewed for accuracy and appropriateness before being published or acted upon. Any decisions made with AI assistance must have human validation and it should not be used to generate deceptive or misleading material. The Company retains ownership of any AI-generated content created for work purposes.

We may from time-to-time monitor AI usage to ensure compliance with this policy. If you fail to follow this policy, it may result in disciplinary action being taken up to and including dismissal.

M. DATA PROTECTION

The security and privacy of your data is taken seriously by OTD, but we need to gather and use information, or ‘data’, about you as part of our business and to manage our relationship with you. OTD is a ‘data controller’ for the purposes of your personal data. We are committed to complying with all our data protection legal obligations regarding how we obtain, handle, process or store personal data.

Our Data Protection policy applies to current and former employees, coaches, volunteers, suppliers and consultants. If you fall into one of these categories, you are a ‘data subject’ for the purposes of this policy. You should read this policy alongside your contract of employment (or contract for services), our Privacy Notice, IT policy, and any other notice we issue to you from time to time in relation to your data. Any breach of this policy may result in disciplinary action being taken, up to and including dismissal.

We have taken steps to protect the security of your data in accordance with our Data Protection policy. Good data protection practice is embedded in the culture of our staff and our organisation. We will only hold data for as long as necessary for the purposes for which we collected it.

Our Data Protection Policy does not form part of your contract of employment (or contract for services, if relevant) and can be amended by OTD at any time.

Data Protection Principles

Personal data must be processed in accordance with six ‘Data Protection principles’. It must be:

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Processed fairly, lawfully and transparently.

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Collected and processed only for specified, explicit and legitimate purposes.

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Adequate, relevant and limited to what is necessary for the purposes for which it is processed.

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Accurate and kept up to date. Any inaccurate data must be deleted or rectified without delay.

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Not kept for longer than is necessary for the purposes for which it is processed.

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Processed securely.

How we define personal data

‘Personal data’ means information which relates to a living person who can be identified from that data (a ‘data subject’) on its own, or when taken together with other information which is likely to come into our possession. Personal data includes any expression of opinion about the person and an indication of the intentions of us or others in respect of that person. It applies to data stored electronically, on paper or other materials, but does not include anonymised data.

The types of personal data we collect and use about you is included in the Privacy Notice that is issued with your contract of employment.

Special Categories of Personal Data

These may be processed for monitoring equal opportunities, managing your absence or complying with deductions from payroll, among other reasons. These categories are defined below and are detailed in your Privacy Notice:

• Your racial or ethnic origin.

• Your political opinions.

• Your religious or philosophical beliefs.

• Your trade union membership.

• Your genetic or biometric data.

• Your health.

• Your sex life and sexual orientation.

• Any criminal convictions and offences.

How and Why We Process Your Data

‘Processing’ the data that we hold includes collection, recording, organisation, structuring or storage, adapting, retrieving, disseminating, aligning and also removing or erasing it.

OTD will process your personal data if it is needed to perform the contract of employment (or services) between us or to comply with any legal obligation, or if it is necessary for our legitimate interests (or for the legitimate interests of someone else). The Privacy Notice covers the reasons for collecting and processing your data, and when and who we share it with. We can process your personal data for these purposes without your knowledge or consent. However, we will not use your personal data for an unrelated purpose without telling you about it and the legal basis that we intend to rely on for processing it. We will only process special categories of your personal data in certain situations in accordance with the law.

We do not take automated decisions about you using your personal data or use profiling in relation to you.

Sharing Your Personal Data

Sometimes we might share your personal data with our business partners, contractors and agents in order to carry out our obligations under our contract with you or for our legitimate interests; these parties are required to hold data legally and confidentially. These parties are detailed in your Privacy Notice.

We do not send your personal data outside the European Economic Area.

How You Should Process Personal Data for the Company

Everyone who works for, or on behalf of, the Company has some responsibility for ensuring data is collected, stored and handled appropriately, in line with this policy and the Company’s IT policy.

You should only access personal data covered by this policy if you need it for the work you do for, or on behalf of, the Company and only if you are authorised to do so. You should only use the data for the specified lawful purpose for which it was obtained and follow the following principles:

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Do not share personal data informally; keep it secure and don’t share it with unauthorised people.

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Regularly review and update personal data which you have to deal with. Update us if your own contact details change.

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Do not make unnecessary copies or keep personal data. Dispose of any copies securely.

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Consider anonymising data or using separate keys/codes so that the data subject cannot be identified.

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Do not transfer personal data out of the European Economic Area except in compliance with the law and with authorisation of the person responsible for data in the Company.

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Lock drawers and filing cabinets. Do not leave papers with personal data lying about.

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Do not take personal data away from Company premises without authorisation.

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Ask for help from the person responsible for data in the Company if you are unsure about data protection or the IT Policy, or if you notice any areas we can improve upon.

How to Deal with Data Breaches

We have robust measures in place to minimise and prevent data breaches from taking place. Should a breach of personal data occur, please inform Lian Bemrose (Data Protection Officer) immediately and keep any evidence you have in relation to the breach. We will take the appropriate action.

Subject Access Request (SAR)

Data subjects can make a ‘Subject Access Request’ (‘SAR’) to find out the information we hold about them. If you would like to make a SAR in relation to your own personal data, you should make this in writing to the person responsible for data in the Company. We will comply with all legal requirements. If you receive a SAR, please pass it on to the person responsible for data and ensure that you keep any information regarding it.

Your Data Subject Rights

The law provides clear rights with regard to your data protection; a full list can be found on the Information Commissioner’s Office website (www.ico.org.uk). This website has further information on your rights and our obligations, and also on the route for you to make a complaint. The following are the key, but not exhaustive, list of rights:

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The right to information about what personal data we process: how and on what basis.

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The right to access your own personal data via a SAR.

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The right to correct any inaccuracies in your personal data, by contacting the person responsible for data in the Company.

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The right to request that we erase your personal data where we were not entitled under the law to process it – or where it is no longer necessary to process it for the purpose it was collected – and have access temporarily restricted. To do this, you should contact the person responsible for data in the Company.

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The right to object to data processing where we are relying on a ‘legitimate interest’ to do so, and you think that your rights and interests outweigh our own and you wish us to stop; or for use in direct marketing.

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The right to receive a copy of your personal data and to transfer your personal data to another data controller.

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The right to be notified of a data security breach concerning your personal data.

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The right not to give your consent for processing of personal data, or to withdraw this later by contacting the person responsible for data in the Company.

N. ANTI-BRIBERY

Your working relationships may bring you into contact with outside organisations where it is normal business practice or social convention to offer hospitality, and sometimes gifts. Gifts and hospitality remain a legitimate part of conducting business. Gifts and hospitality can, when excessive, constitute a bribe and/or a conflict of interest. Care and due diligence should be exercised at all times when giving or receiving any form of gift or hospitality on behalf of the Company. In every circumstance where a gift is offered, the advice of your manager must be sought.

Offers of this kind to you or your family can place you in a difficult position. Therefore no employee or any member of his or her immediate family should accept from a supplier, customer or other person doing business with the company, payments of money under any circumstances, or special considerations, such as discounts or gifts of materials, equipment, services, facilities, or anything else of value unless:

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they are in each instance of a very minor nature usually associated with accepted business practice;

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they do not improperly interfere with your independence of judgement or action in the performance of your employment.

If you bribe (or attempt to bribe) another person, intending either to obtain or retain business for the company, or to obtain or retain an advantage in the conduct of the company’s business this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct. In these circumstances, you will be subject to disciplinary action.

O. WHISTLEBLOWING

The law allows employees to make a ‘protected disclosure’ of certain information. In order to be ‘protected’, a disclosure must relate to a specific subject matter and the disclosure must also be made in an appropriate way. Whistleblowing protection is confined to a disclosure, which, in the reasonable belief of the employee making the disclosure, is made in the public interest.

If, in the course of employment, you become aware of information, which you reasonably believe tends to show one or more of the following, you must use the disclosure procedure set out below:

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a criminal offence has been committed, is being committed or is likely to

be committed.

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a person has failed, is failing or is likely to fail to comply with any legal obligation to which he is subject.

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a miscarriage of justice that has occurred, is occurring, or is likely to occur and the health or safety of any individual has been, is being, or is likely to be, endangered.

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information tending to show any of the above, is being, or is likely to be,

deliberately concealed.

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the business or any associated person has been, is being, or is likely to be receiving or offering bribes. A foreign official has been, is being, or is likely to be bribed or offered facilitation payment by the company or any associated person.

Information that you reasonably believe tends to show one or more of the above should promptly be disclosed to your manager or a company director so that any appropriate action can be taken. Employees will suffer no detriment of any sort for making such a disclosure in accordance with this procedure. However, failure to follow this procedure may result in the disclosure of information losing its ‘protected status.

DIVERSITY, EQUITY AND DIGNITY

DIVERSITY

We are an equal opportunities employer. We are committed to equality of opportunity and to providing a service and following practices which are free from unfair and unlawful discrimination.

The aim of this policy is to ensure that no applicant or member of staff receives less favourable treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation, or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance. It seeks also to ensure that no person is victimised or subjected to any form of bullying or harassment.

We value people as individuals with diverse opinions, cultures, lifestyles, and circumstances. All employees are covered by this policy, and it applies to all areas of employment including recruitment, selection, training, deployment, career development, and promotion. These areas are monitored, and policies and practices are amended if necessary to ensure that no unfair or unlawful discrimination, intentional, unintentional, direct, or indirect, overt, or latent exists.

Our Senior Leadership Team have particular responsibility for implementing and monitoring our diversity, equity and inclusion approach. As part of this process, all personnel policies and procedures are administered with the objective of promoting equality of opportunity and eliminating unfair or unlawful discrimination.

All employees, workers, or self-employed contractors, whether part time, full time or temporary, will be treated fairly and with respect. Selection for employment, promotion, training, or any other benefit will be on the basis of aptitude and ability. All employees will be helped and encouraged to develop their full potential and the talents and resources of the workforce will be fully utilised to maximise the efficiency of the Company.

Equality of opportunity, valuing diversity and compliance with the law is to the benefit of all individuals in our Company as it seeks to develop the skills and abilities of its people. While specific responsibility for eliminating discrimination and providing equality of opportunity lies with managers and supervisors, individuals at all levels have a responsibility to treat others with dignity and respect. The personal commitment of every employee to this policy and application of its principles are essential to eliminate discrimination and provide equality throughout the Company.

OUR COMMITMENT AS AN EMPLOYER.

The Company is committed to:

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creating an environment in which individual differences and the contributions of our staff are recognised and valued;

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entitling every employee, worker or self-employed contractor to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated;

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providing training, development, and progression opportunities to all staff;

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understanding equality in the workplace is good management practice and makes sound business sense;

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reviewing all our employment practices and procedures to ensure fairness.

OUR COMMITMENT AS A SERVICE PROVIDER.

The Company is committed to:

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providing services to which all customers are entitled regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation, offending past, caring responsibilities, or social class;

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making sure our services are delivered equally and meet the diverse needs of our service users and customers by assessing and meeting the diverse needs of our customers;

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fully supporting this policy by senior management and ensuring agreement has been reached with employee representatives;

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selecting those for employment, promotion, training, or any other benefit purely on the basis of aptitude and ability;

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monitoring and reviewing this policy annually;

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having clear procedures that enable our customers, candidates for jobs and employees to raise a grievance or make a complaint if they feel they have been unfairly treated;

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treating breaches of our equality and diversity policy as misconduct which could lead to disciplinary proceedings;

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encouraging all staff to come forward with any issues they need Company assistance and understanding with, no matter their background, identity, or circumstances, such as if they are victims of domestic abuse or have caring commitments.

EQUAL OPPORTUNITY POLICY STATEMENTS.

Age

We will:

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ensure that people of all ages are treated with respect and dignity;

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ensure that people of working age are given equal access to our employment, training, development, and promotion opportunities;

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challenge discriminatory assumptions about younger and older people.

Disability

We will:

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provide any reasonable adjustments to ensure disabled people have access to our services and employment opportunities;

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challenge discriminatory assumptions about disabled people;

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seek to continue to improve access to information by ensuring availability of loop systems, braille facilities, alternative formatting, and sign language interpretation.

Race

We will:

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challenge racism wherever it occurs;

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respond swiftly and sensitively to racists incidents;

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actively promote race equality in the Company.

Sex

We will:

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challenge discriminatory assumptions about women and men;

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take positive action to redress the negative effects of discrimination against women and men;

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offer equal access for women and men to representation, services, employment, training and pay and encourage other organisations to do the same.

Gender reassignment

We will:

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provide support to prevent discrimination against transgender people

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provide support to prevent discrimination against transgender people who have or are about to undergo gender reassignment

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prohibit and respond to all instances of discrimination both from colleagues and externally

Sexual orientation

We will:

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ensure that we take account of the needs of LGBTQIA+ community

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promote positive images of LGBTQIA+ community

Religion or belief

We will:

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ensure that employees’ religion or beliefs and related observances are respected and accommodated wherever possible;

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respect people’s beliefs where the expression of those beliefs does not impinge on the legitimate rights of others.

Pregnancy or maternity

We will:

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ensure that people are treated with respect and dignity and that a positive image is promoted regardless of pregnancy or maternity;

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challenge discriminatory assumptions about the pregnancy or maternity of our employees;

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ensure that no individual is disadvantaged and that we take account of the needs of our employees’ pregnancy or maternity.

Marriage or civil partnership

We will:

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ensure that people are treated with respect and dignity and that a positive image is promoted regardless of marriage or civil partnership;

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challenge discriminatory assumptions about the marriage or civil partnership of our employees;

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ensure that no individual is disadvantaged and that we take account the needs of our employees’ marriage or civil partnership.

Ex-offenders

We will prevent discrimination against our employees regardless of their offending background (except where there is a known risk to children or vulnerable adults).

Equal pay

We will ensure that all employees, male or female, have the right to the same contractual pay and benefits for carrying out the same work, work rated as equivalent work, or work of equal value.

Unconscious bias

The Company recognises the dangers of unconscious bias arising at work, which is where an opinion is formed on an individual by a manager or colleague without them necessarily being aware they have formed it.

There are many different forms of unconscious bias, ranging from an affinity towards those of a similar background, to placing too much significance on what has been identified as a negative trait.

The organisation will work against forms of unconscious bias in all decisions taken for employment, including recruitment, promotion, and training opportunities, with a focus on promoting diversity and inclusion.

In particular, the Company will implement the following:

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Blind recruitment.

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Omitting all personal questions from job interviews.

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Maintaining a diverse panel to make decisions.

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Referring to specific job criteria when making recruitment decisions.

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Discounting any favourable personal relationships with staff.

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Making decisions collectively between HR and management.

Dignity

We believe that the working environment should at all times be supportive of the dignity and respect of individuals. If a complaint of harassment is brought to the attention of management, it will be investigated promptly, and appropriate action will be taken. Harassment can be defined as conduct that is unwanted and offensive and affects the dignity of an individual or group of individuals. Sexual harassment is defined as unwanted conduct of a sexual nature, or other conduct based on sex, affecting the dignity of women and men at work. This can include unwelcome physical, verbal, or non-verbal conduct.

People can be subject to harassment on a wide variety of grounds including:

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race, ethnic origin, nationality, or skin colour;

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sex or sexual orientation;

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religious or political convictions;

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willingness to challenge harassment, leading to victimisation;

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disabilities, sensory impairments or learning difficulties;

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status as ex-offenders;

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age;

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real or suspected infection with a blood borne virus (e.g. AIDS/HIV);

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membership of a trade union or activities associated with membership.

Forms may include:

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physical contact ranging from touching to serious assault;

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verbal and written harassment through jokes, offensive language, gossip and slander, sectarian songs, letters and so on;

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visual display of posters, graffiti, obscene gestures, flags, and emblems;

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isolation or non-cooperation at work, exclusion from social activities;

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coercion ranging from pressure for sexual favours to pressure to participate in political/religious groups;

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intrusion by pestering, spying, following someone; or

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bullying.

Dealing with Harassment

If you feel you are being harassed, you are strongly encouraged to seek immediate advice from your manager. If you feel your manager is harassing you, then you should contact their manager or the Managing Director of the company.

You should also keep a written record detailing the incidents of harassment and any requests made to the harasser to stop. This written record should be made as soon as possible after the events giving rise to concern and should include dates, times, places, and the circumstances of what happened.

You can ask the harasser to stop. Only do this if you feel it’s safe. You should make it clear that you find the behaviour offensive and that you’ll take further action if the harassment doesn’t stop. You could ask for an informal discussion with the harasser, and it may help to have a colleague with you when you do this and at any subsequent discussions. If you don’t want to talk to the harasser, you can write to them or ask someone else to write on your behalf. Keep a copy of all the correspondence you send and receive from the harasser and any other person involved.

If another colleague is harassing you, you can talk to your manager about it. If it’s your manager who’s harassing you, you should approach a more senior manager or the Managing Director. You can ask a colleague to come with you to the meeting. If the harassment doesn’t stop after your manager or a company director has held an investigation, you should make a formal complaint or raise a grievance.

If your problem isn’t resolved, you can also make a harassment claim in the employment tribunal under the Equality Act. You need to make sure:

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the behaviour counts as unlawful harassment under the Act, and you are within the 3 months’ time limit for making your claim.

If, despite all your efforts, nothing is done to prevent the mistreatment, you should take advice on your legal rights. Where harassment is unlawful conduct under the Equality Act 2010, you can take a claim to an employment tribunal. If you make a claim to an employment tribunal, they will expect you to have tried to resolve the problem with the company and any records you have kept will be considered when it hears your claim. If you resign as a last resort, make sure you have tried all other ways to resolve the situation. To make a claim of constructive unfair dismissal you need to have worked for the company for 24 months.

PAY, BENEFITS AND PENSION

A. SALARY

Your salary will typically be paid monthly in arrears via bank transfer to your chosen account.

Your basic pay is stated in your contract of employment. Any subsequent amendments to your basic pay will be notified to you in writing.

Part-time employees will be paid on a pro rata basis based on the hours they work. In all other aspects, their salaries will be paid in accordance with the pay arrangements for fulltime employees at the company.

If any queries arise with regard to pay, or if you think a mistake has been made, you should speak to your manager immediately so that they can take appropriate action. Unless agreed otherwise, any pay errors, whether of over or underpayment, will be rectified in the next salary payment.

Appropriate deductions will be made from pay including income tax and National Insurance contributions (NICs), which are subject to each employee’s earning level, family status and the number of hours worked.

B. INCOME TAX

If there are any changes in your personal circumstances, which will affect your tax status, you should notify HMRC, who will automatically inform us of any changes to your tax code.

C. BUSINESS TRAVEL

You will be reimbursed for any expenditure necessarily incurred in order to do your job when working away from your normal place of work. Public transport and accommodation costs will be reimbursed at their actual cost. The appropriate receipts must accompany all claims. Mileage rates when travelling via your own private transport are 45 pence per mile.

D. PENSION SCHEME

You will be automatically enrolled in the company pension scheme, details of which you should have received when you started and may be referenced after 3 months of employment, in your contract of employment. You may elect to opt out of the scheme if you so wish. Please note that no member of the company can advise you on whether you should opt out or not. If you are unsure, you should seek independent financial advice.

E. SICKNESS PAY PROVISION

Company sick pay (CSP) is not an automatic right; it is discretionary benefit offered by the Company to increase statutory sick pay (SSP) for a period of time, so it is equivalent to an employee’s basic pay. A week of CSP entitlement is defined by your contractual weekly hours. To receive CSP you must meet all of the following conditions; CSP may be suspended or stopped if you do not meet all of these conditions.

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The correct notification and certification process.

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Cooperate with support processes aimed at helping you return to work; e.g. occupational health, physiotherapy, counselling services etc. as recommended by your healthcare professional.

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Not have a live written warning for absence on file.

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Not have self-inflicted illness.

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Not be absent due to non-medically required procedures, such as some cases of elective cosmetic surgery.

The Company may, at its absolute discretion, pay up to full pay which will include any SSP in a 12-month rolling period.

LENGTH OF SERVICE: Under 3 months, COMPANY SICK PAY: No entitlement

LENGTH OF SERVICE: 3 months & under 6 months, COMPANY SICK PAY: 1 week

LENGTH OF SERVICE: 6 months & under 12 months, COMPANY SICK PAY: 2 weeks

LENGTH OF SERVICE: 1 year & less than 2 years, COMPANY SICK PAY: 4 weeks

LENGTH OF SERVICE: 2 year & less than 3 years, COMPANY SICK PAY: 6 weeks

LENGTH OF SERVICE: 3 year & less than 4 years, COMPANY SICK PAY: 8 weeks

LENGTH OF SERVICE: 4 year & less than 5 years, COMPANY SICK PAY: 10 weeks

LENGTH OF SERVICE: 5 year & less than 6 years, COMPANY SICK PAY: 12 weeks

LENGTH OF SERVICE: 6 year & less than 7 years, COMPANY SICK PAY: 14 weeks

LENGTH OF SERVICE: 7 year & less than 10 years, COMPANY SICK PAY: 16 weeks

LENGTH OF SERVICE: 10 year & less than 15 years, COMPANY SICK PAY: 18 weeks

LENGTH OF SERVICE: 15 year & less than 20 years, COMPANY SICK PAY: 20 weeks

LENGTH OF SERVICE: 20 years and over, COMPANY SICK PAY: 26 weeks

Further amounts of Sick Pay will be made at the Company’s absolute discretion.

If you are absent due to incapacity caused by a third party or for an accident covered by insurance, any payments made by us under the Sick Pay Scheme will be a loan. You or your personal representatives must include in any claim you make against a third party or insurance Company, a claim in respect of that loan.

F. HEALTHCARE PROVISION

We currently offer private healthcare coverage through Aviva, available to all employees on an opt-in basis. This benefit is designed to support the health and wellbeing of our team, providing access to a wide range of private medical services and support (further details can be found within the Appendix).

G. SUPPORT SERVICES THROUGH CANADA LIFE.

As part of OTD’s group life insurance scheme we have access to a range of enhanced support services through Canada Life. These services are designed to promote wellbeing across various aspects of life and are available annually under our Group Insurance cover.

These services, covered under our Group Insurance plan, are designed to support your physical, mental, and overall wellbeing. The key offerings include:

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WeCare – Available to all UK-based employees and their immediate family members living in the same household, WeCare provides a wide range of virtual services to support medical, mental, legal, and financial wellbeing. Through a user-friendly app, you can access 24/7 GP consultations, mental health support, fitness programmes, and much more.

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MyStrength – Also available to all UK-based employees and their immediate family in the same household, MyStrength is a mental wellbeing app that offers hundreds of evidence-based tools and activities — from guided meditation to sleep improvement — to help manage life’s challenges and enhance day-to-day mental wellness.

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ToothFairy – Exclusively for UK-based employees, ToothFairy is the UK’s first health-regulated dental app. Designed and supported by UK dentists, it provides instant access to dental advice, guidance, and prescriptions, all from the convenience of your home.

Details on how to access the following services can be found within our Mental Health and Wellbeing Policy in the Appendix

ABSENCE

A. ANNUAL LEAVE

Employees, whether part-time or full-time, are entitled to a minimum 25 days paid annual leave (pro rata for part-time employees). One week of leave means taking off the number of days you normally work in a week.

If you work a five-day week, you are entitled to 25 days leave per year; if you work less than a five-day week your holiday entitlement is on a pro rata basis. Your manager can inform you of your annual leave entitlement for the current leave year. The 8 statutory bank holidays do not form part of your 25-day annual leave entitlement. The office is closed between Christmas and New Year with a half-day for Christmas Eve and New Year’s Eve, which you must take out of your 25-day annual entitlement to cover the office closure.

Holidays must be agreed beforehand with your manager as early as possible. Where possible, we will always try to accommodate individual preferences for holiday dates, but the needs of the business may have to take precedence, particularly where short or inadequate notice is given.

The holiday year runs from 1st April to 31st March, you cannot carry holiday from one year to the next without prior agreement from your manager. Leave for employees joining after the start of the year accrues at the rate of half a day of the annual entitlement for each complete week of service. Leave for employees who terminate their employment during the leave year is calculated on the same basis. If, however, the annual leave entitlement has been exceeded, a deduction calculated on the same basis will be deducted from the final salary payment. Holiday pay in lieu of accrued leave will be paid only on termination of employment and will normally be subject to a maximum of 10 working days.

Because Easter dates vary from year to year, the April to March period may include two Easter holidays. To compensate for this, we will allow you to carry forward two days from one year to the next.

You will receive your normal pay during any holiday taken as part of your holiday entitlement. You are not entitled to pay in lieu of holiday not taken, except on termination.

For those working irregular hours or on part-year contracts we will calculate your holiday entitlement and pay at each pay period. We will pay 12.07% of your pay as holiday pay. This will appear as a separate line on your pay slip.

You shall not accrue holiday over and above your minimum statutory entitlement under the Working Time Regulations 1998 (“the Regulations”) during any period of continuous absence due to incapacity of one month or more. Your entitlement for the holiday year, in which such absence takes place, shall be reduced on a pro rata basis. For the avoidance of doubt, such pro rata reduction shall not fall below your statutory entitlement under the Regulations.

You will have the opportunity to apply for a maximum of 10 days unpaid holiday a year under the buy-back scheme. This will be assessed on a case-by-case basis and approved by the Directors in line with the needs of the business. As a pre-requisite, each individual that applies to buy-back holiday must be performing to expectations and not subject to any disciplinary procedure.

B. MATERNITY & PATERNITY, SURROGACY AND

ADOPTION LEAVE

If you are pregnant or using a surrogate, by the 15th week before the baby is due, you need to provide the following information to us (preferably in writing):

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Your expected week of childbirth.

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The date on which you intend to start your maternity leave. You can start your maternity leave anytime from 11 weeks before the baby is due. You can change this date, but you must give us 28 days’ notice of the change.

If you are adopting, you need to provide the following information to us (in writing):

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Notification of the match with the child, which is provided by the adoption agency. This must be provided no later than seven days after the date you received notification.

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The date you were notified of having been matched with the child, the date the child is expected to be placed with you for adoption and when you want your adoption leave to start. Adoption leave can start on the day the child is placed with you for adoption or on a date that is up to 14 days before the expected date of placement. You can change this date, but you must give us 28 days’ notice of the change.

If you are adopting, to qualify for the right to take adoption leave, you must be adopting a child through an approved UK adoption agency. Surrogacy parents may be entitled to adoption leave if they fulfil eligibility requirements. If you are jointly adopting a child with your spouse, partner, or civil partner, only one of you will be entitled to take adoption leave.

All employees are entitled to 52 weeks maternity leave, and this is made up of 26 weeks ordinary leave and 26 weeks additional leave. The first two weeks after the birth are compulsory. Or for adoption leave, assuming you are eligible, you may take up to 26 weeks ordinary adoption leave and up to 26 weeks additional adoption leave, making a total of 52 weeks.

Throughout the maternity and adoption leave, you are entitled to all your non-pay related contractual benefits.

If you are not planning to take all your maternity or adoption leave, you must let us know when you will return. You can change your mind but must give us eight weeks’ notice of a change.

If you decide not to return to work, you are required by law to give the correct notice if you are resigning. However, giving longer is helpful. You are still entitled to statutory maternity pay or adoption pay, even if you are not returning to work.

We reserve the right in any event to maintain reasonable contact with you from time to time during your leave. This may be to discuss your plans for return to work, to discuss any special arrangements to be made or training to be given to ease your return to work, or simply to update you on developments at work during your absence.

You are encouraged to take any outstanding annual leave due to you before the commencement of your leave.

If you are pregnant, we need you to provide us with your MATB1 Maternity Certificate which your midwife will give you when you are about 25 weeks pregnant.

Adoptive parents must give us the matching certificate, or notification that one is being issued, within seven days of having been matched with a child or as soon as is practicable.

For any other further information about maternity or adoption leave, please speak to your manager.

Health and Safety

We have a duty to assess any risks that may affect you at work during your pregnancy. We will provide you with information as to any risks identified in any risk assessment and look at ways in which we can minimise the risk.

IVF

You will be entitled to paid time off for antenatal care only after the fertilised embryo has been implanted. From that point onwards, all entitlements are the same.

Antenatal Care

All pregnant employees are entitled to paid time off to receive antenatal care, provided such care is on the advice of a doctor, midwife or health visitor. Where such appointments can be arranged to take place outside working hours, you should do so. Copies of all appointment times should be given to your line manager. If you are adopting, then the main adopter is allowed up to five paid adoption appointments.

Prospective fathers to be and partners of pregnant women, as well as surrogacy parents and the secondary adopter, are allowed unpaid time off to attend two antenatal appointments.

Pay & Benefits during Maternity Leave

To receive Statutory Maternity Pay (SMP) you must have been:

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Earning before tax an average that is no less than the lower earnings limit, which applies to National Insurance (NI). This is the amount you must earn to qualify for benefits. You must earn more than this amount before you actually start paying NI.

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Employed by the same employer continuously for at least 26 weeks up to and into the 15th week before the week your baby is due.

The earliest date that SMP can start is from the 11th week before the week your baby is due and the latest from the day following the birth.

If you continue to work after the 11th week before the week your baby is due, you can choose when you want your SMP to start. SMP will start from any day you choose, once you have stopped work to have your baby. This means that your SMP should start from the first day of your maternity leave.

The start of your SMP will change if:

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Your baby is born before the start of the 11th week, or before the start of your SMP period. If this happens, SMP will start from the day following the birth of your baby.

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You are off sick from work with a pregnancy-related illness at the start of, or in the four weeks before, your baby is due. SMP will start from the day following the first complete day you are off sick from work for that reason.

If you are entitled to SMP and you leave your employment with us:

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After the start of the 15th week before your baby is due, but before the start of the 11th week, SMP will start from the beginning of the 11th week before the week your baby is due.

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At any time after the start of the 11th week before the week your baby is due and before the start of your maternity pay period, your SMP will start from the day after you left employment.

Statutory Adoption Pay (SAP)

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Paid adoption leave is available for a child approved by a UK agency. However, some details may vary for parents adopting outside the UK.

To receive Statutory Adoption Pay (SAP) you must:

Be the child’s adopter.

Earn before tax an average that is no less than the lower earnings limit which applies to National Insurance (NI). This is the amount you must earn to qualify for benefits. You must earn more than this amount before you start paying NI. Be employed for a continuous period of at least 26 weeks ending before the placement of the child.

Have received the official matching certificate or notification that it is being issued.

SMP and SAP is paid for a continuous period of up to 39 weeks:

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First six weeks – 90% of your average weekly earnings with no upper limit.

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Remaining 33 weeks – standard rate or a rate equal to 90% of your average weekly earnings, whichever is lower.

Maternity Allowance

If you are not eligible for Statutory Maternity Pay, you may be entitled to Maternity Allowance (MA). To claim Maternity Allowance, ask your local Job Centre Plus for form MA1.

Pension

Pension contributions will continue to be made during the period when you are receiving SMP and SAP, but not during any period of unpaid additional maternity or adoption leave. Your contributions will be based on your actual pay, whilst the Company’s contributions will be based on the salary you would have received had you not gone on maternity leave.

Keeping in Touch Days

Whilst you are on leave, we will try to keep you up to date with all that is happening here. This may be to let you know about any changes, to invite you to attend a particular event or to offer a training opportunity. You have the right to refuse to attend.

If we offer and you wish to accept, you can work up to 10 days during your leave without this affecting your statutory pay.

Returning to Work

Whilst you are under no obligation to do so, it would assist us if you could confirm as soon as convenient during your leave that you will be returning to work as expected.

If you plan to return to work before the end of your additional leave, you must give us eight weeks’ notice. If you come back to work after the ordinary leave, you may return to the same job with the same terms and conditions as you had before your leave. If you return after additional leave, you are entitled to return to the same job on the same terms and conditions. However, if for a good reason we cannot provide this, we will find a position that is at the same level, and with terms and conditions at least as good as your previous role.

If you are planning to breastfeed when you return to work, please let us know so that we can carry out a risk assessment and provide suitable rest facilities for you.

Paternity Leave

To qualify for the right to take paternity leave, you must meet each of the following eligibility criteria:

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You have, or expect to have, responsibility for the upbringing of the child.

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You are either the biological father of the child; or you are married to, are the civil partner or the cohabiting partner of the child’s mother; or you are married to, are the civil partner or the cohabiting partner of the child’s adopter; or you are one of a couple jointly adopting a child.

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You are taking the leave to care for the child or to support the child’s mother or adopter.

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You have worked continuously for the Company for 26 weeks calculated as at the 15th week before the expected week of childbirth, or, in respect of an adopted child, calculated as at the week in which the child’s adopter is notified of having been matched with the child.

A cohabiting partner is a person, whether of a different sex or the same sex, who lives with the mother or adopter and the child in an enduring family relationship but is not an immediate relative of the mother or adopter.

If you wish to take paternity leave and are eligible, you are entitled to two weeks from the birth or adoption of a child. You are entitled to take either one week or two weeks of paternity leave, which can be non-consecutive. It cannot be taken as odd days.

You are required to inform the Company of your intention to take paternity leave 28 days before the expected week of childbirth; or in the case of an adopted child, no later than seven days after the date on which notification of the match with the child was given by the adoption agency unless this is not reasonably practicable. You are required to provide the following information in writing to the Company:

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The date the child is expected to be born or adopted.

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When you wish to take two weeks’ paternity leave.

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When you want your paternity leave to start.

In the case of an adopted child, your notice should also specify the date on which the adopter was notified of having been matched with the child.

Paternity leave can start on any day of the week on, or following, the child’s birth or placement for adoption. But it must be completed either within the first year of the actual date of childbirth or adoption or, if the child is born early, within the period from the actual date of childbirth up to the first year after the first day of the expected week of childbirth.

In the case of multiple births from the same pregnancy, only one period of paternity leave is available.

On resuming work after paternity leave, you are entitled to return to the same job on the same terms and conditions of employment as if you had not been absent.

Statutory Paternity Pay (SPP)

During the period of paternity leave you will receive Statutory Paternity Pay (SPP) if you are eligible to receive it. You are eligible if:

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You have been continuously employed by your employer for at least 26 weeks up to any day in the ‘qualifying week’.

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Earn the statutory minimum.

Your contract of employment continues in force, and you are entitled to receive all your contractual benefits, except for salary.

Shared Parental Leave (SPL)

This policy applies to a parent wishing to share traditional maternity or adoption leave. Unpaid parental leave remains, as does the right to take 52 weeks’ maternity or adoption leave. Surrogacy parents may be able to take Shared Parental Leave (SPL) if they fulfil the eligibility requirements.

To take advantage of this provision the mother must commit, in writing, to ending their maternity/adoption leave and pay at a set date, and to share the untaken balance of leave and pay as SPL and pay with their partner. Alternatively, the mother must commit to return to work early from maternity or adoption leave and opt in to SPL and pay at a later date.

The timescales and process involved to plan SPL is quite complex, so please speak to your line manager if you have any queries or wish to discuss possible arrangements.

To help understand this policy we have listed the meaning of the following terms:

Mother: the woman who gives birth to a child, or the adopter.

Adopter: the male or female who is eligible for adoption leave and/or pay.

Partner: the child’s biological father or the partner of the mother/adopter. This may be a spouse, civil partner or a partner who is in an enduring relationship with the mother and the child.

SPL: Shared Parental Leave.

ShPP: Statutory Shared Parental Pay.

Continuous leave: a period of leave that is taken in one block, for example, four weeks’ leave.

Discontinuous leave: a period of leave that is arranged around weeks where the employee will return to work. For example, an arrangement where an employee will work every other week for a period of three months.

SPLIT day: Shared Parental Leave in touch day.

Match: when an adopter is approved to adopt a named child or children.

Curtail: where an eligible mother brings their maternity/adoption leave and, if appropriate, pay or allowance entitlement to an end early.

This policy applies to employees whether they are the mother or the partner. If it is the mother who is employed by the Company, a partner must follow his/her own employer’s policy if he/she wishes to take a period of SPL. If it is the partner who is employed by us, then their partner must follow their own Company policy.

Good communication is essential with both employers to ensure requests are dealt with properly.

Are you eligible?

There are some criteria which must be met for this policy to apply. The mother is eligible for SPL if they:

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Have at least 26 weeks’ continuous employment ending with the 15th week before the expected week of childbirth or matching date of the child and remains in continuous employment with the organisation until the week before any period of SPL that is taken.

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Have, at the date of the child’s birth or placement, the main responsibility, apart from the partner, for the care of the child.

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Are entitled to statutory maternity/adoption leave in respect of the child.

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Comply with the relevant leave curtailment requirements (or have returned to work before the end of statutory maternity/adoption leave), and SPL notice and evidence requirements.

In addition, for the mother to be eligible for SPL, the partner must:

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Have been employed, been a worker or been a self-employed earner in at least 26 of the 66 weeks immediately preceding the expected week of childbirth.

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Have average weekly earnings meeting the lower earnings test for any 13 of those 66 weeks.

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Have, at the date of the child’s birth or placement, the main responsibility, apart from the mother, for the care of the child.

Partner’s eligibility for Shared Parental Leave (SPL)

The partner is eligible for SPL if he/she:

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Has at least 26 weeks’ continuous employment ending with the 15th week before the expected week of childbirth or placement of the child and remains in continuous employment with the organisation until the week before any period of SPL that he/she takes.

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Has, at the date of the child’s birth or placement, the main responsibility, apart from the mother, for the care of the child.

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Complies with the relevant shared parental/adoption leave notice and evidence requirements.

In addition, for the partner to be eligible for SPL, the mother must:

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Have been employed, been a worker or been a self-employed earner during at least 26 of the 66 weeks immediately preceding the expected week of childbirth or placement of the child.

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Have average weekly earnings meeting the lower earnings test for any 13 of those 66 weeks.

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Have, at the date of the child’s birth or placement, the main responsibility, apart from the partner, for the care of the child.

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Comply with the relevant leave or pay curtailment requirements (or have returned to work before the end of statutory maternity/adoption leave).

How to Calculate the Amount of Leave Available

The amount of SPL to which an individual is entitled will depend on when the mother brings her maternity/adoption leave period to an end and the amount of leave that the other parent takes in respect of the child.

The first two weeks following birth are the compulsory maternity leave period and may only be taken by the mother.

The mother’s partner can begin a period of SPL at any time from the date of the child’s birth or placement. However, they would lose their entitlement to the two weeks paid paternity leave if this has not been taken before the start of any SPL.

Notice Requirements for Shared Parental Leave

SPL may only be taken in complete weeks but may start on any day of the week. It may be taken in continuous or discontinuous blocks. An employee may only make three leave notice requests, or variations of leave notices, during a period of SPL. A notice for discontinuous leave that has been withdrawn before it is agreed does not count towards the total number of requests for leave that an employee can make.

If the employee submits a period of leave notice requesting discontinuous periods of leave, the Company, in the two weeks beginning with the date the period of leave notice was given, can:

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Consent to the pattern requested.

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Propose an alternative pattern.

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Refuse the pattern of leave requested.

If the mother wishes to take SPL, a curtailment notice must be provided stating the date the maternity/adoption leave is to end.

A full list of the information and dates to be provided will be provided by the Company; in the first instance, ask your line manager.

Rights during Shared Parental Leave (SPL).

During SPL, all terms, and conditions of the employee’s contract except remuneration will continue. Pay will be replaced by ShPP if the employee is eligible for it.

Communication and SPLIT Days

Whilst an employee is on SPL, the Company will try to keep them up to date with important changes and developments within the Company. It is also helpful to discuss the employee’s plans to return to work during this time.

An employee can agree to work for the Company (or to attend training) for up to 20 days during their SPL without that work bringing the period of his/her SPL and pay to an end. These are known as ‘Shared Parental Leave in touch’ (SPLIT) days. If you are entitled to receive ShPP for any week during which you attend work for SPLIT days, you will still receive this in the usual way. In addition, we will also pay you an agreed rate for the work you do during a SPLIT day.

There is no obligation on the Company to offer work or on the employee to accept it.

Returning to Work following Shared Parental Leave.

The employee has the right to return to the same job when returning to work from APL of the period of leave is 26 weeks or less.

If the employee is returning to work from SPL and the period of leave taken is more than 26 weeks, they have the right to return to the same job unless this is not reasonably practicable. In these circumstances, the Company will find another job that is suitable and appropriate for him/her.

Parental Leave

Unpaid parental leave may be taken to look after a child or make arrangements for the good of the child.

Neonatal Care Leave and Pay

If your baby needs neonatal care, you may be entitled to Statutory Neonatal Care Leave (SNCL) and Statutory Neonatal Pay (SNCP). Neonatal care means your baby is getting medical treatment in a hospital or specialised care under healthcare professionals after hospital discharge and remains in neonatal care for a minimum of seven consecutive days, beginning the day after admission.

Are you eligible?

Statutory Neonatal Care Leave (SNCL): You can take this leave from day one of your employment if your baby is born on or after 6 April 2025, is admitted to neonatal care within 28 days of birth and you take the leave to care for them. If you have twins or multiples needing neonatal care, your total SNCL remains capped at 12 weeks per parent. Statutory Neonatal Care Pay (SNCP): You need to have worked for us for at least 26 weeks before your baby’s expected birth, and your earnings must meet the National Insurance Lower Earnings Limit.

Statutory Neonatal Care Leave Entitlement

You can take up to 12 weeks of neonatal leave if needed. You get one week of SNCL for each week your baby is in neonatal care after the first 7 days. Leave must be taken within 68 weeks of birth; it can only be taken in whole weeks and can be split into 2 phases or Tiers. Let your line manager know as soon as possible and give them your baby’s birth date, date neonatal care started (and ended if applicable), start date, and duration of leave you want to take.

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Tier 1 Leave (during/immediately after care): you can take non-consecutive weeksif leave starts while your baby is still in care or within 7 days after discharge. Informyour manager before the leave starts, or as soon as possible.

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Tier 2 Leave (after care ends): if leave is taken more than 7 days after neonatal careends, it must be taken in one continuous block. To take, or cancel booked SNCLyou should provide at least 15 days’ notice; for 2+ weeks of leave: provide at least28 days’

If your baby’s care period extends, let us know ASAP. We may request evidence of neonatal care (such as a hospital admission note) to process your request. While on leave, you still accrue annual leave and your non-pay benefits remain unchanged.

Statutory Neonatal Care Pay

If eligible, you get up to 12 weeks of SNCP, paid at the statutory rate or 90% of your average weekly earnings. If you don’t qualify for SNCP, you can still take unpaid leave.

Eligible employees:

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All employees employed by the Company for a minimum of one year.

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Employees who have a child or children under the age of 18.

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Employees who have become the adoptive parents of a child under the age of 18.

A maximum of 18 weeks per child (pro rata for part-time employees) may be taken in total.If you wish to take parental leave, you should submit an application to your line manager. Leave should normally be taken in one-week blocks (unless your child is disabled), up to a maximum of four weeks in a year. Requests for longer periods will be dealt with on an individual basis.You should submit an application to take the time off 21 days prior to leave being taken. The Company must respond in two weeks. We will respond sympathetically to all requests but on occasion may ask you to postpone the leave for business reasons. However, this cannot be for more than six months. Any leave at the time of childbirth or adoption cannot be postponed.We will keep a record of parental leave taken.

Pregnant employees will be entitled to take 26 weeks of ordinary maternity leave and 26 weeks of additional maternity leave, irrespective of their length of service or the number of hours worked each week.

You may not return to work during the two weeks immediately following the birth of your child (four weeks for women who work in factories).

You are free to choose when you would like your maternity leave to start, however, the earliest you can choose to start your maternity leave is during the 11th week before the expected week of your child’s birth.

In certain circumstances, your maternity leave may start automatically earlier than the date you choose as the start date for your maternity leave. This applies where you are absent from work wholly or partly because of pregnancy at any time during the four weeks before the expected week of childbirth, or if you give birth early.

If you have at least 26 weeks’ service by the end of the 15th week before your child is expected to be born, you may be entitled to statutory maternity pay (SMP), provided your average weekly earnings are at or above the lower earnings limit for National Insurance.

SMP is payable for 39 weeks. For the first six weeks, SMP will be paid at 90% of your average weekly earnings. For the remaining 33 weeks, SMP will be paid at the standard rate, which is prescribed by regulations and is adjusted from time to time. We will inform you of the applicable rate. If your average weekly earnings fall below the standard rate,

SMP will be paid at 90% of your average weekly earnings throughout. SMP will be paid subject to deductions for tax and National Insurance contributions in the normal way.

In order to be eligible for maternity leave and SMP, you are required to notify your manager in writing by, or during, the 15th week before the expected week of your child’s birth. You must inform your manager of the following:

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you are pregnant;

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the week in which your child is due;

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the date you intended to start your maternity leave; and

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the date from which you will be claiming SMP.

You should enclose a MAT B1 certificate with your written notification signed by your registered doctor or registered midwife to confirm the expected week of childbirth.

You may change the date you start your maternity leave providing you give at least 28 days’ notice in writing of either the new start date or the original start date (whichever is earliest).

Within 28 days of receiving your notice, we shall notify you in writing of the date when your maternity leave will end.

Prior to your departure on maternity leave, your manager will meet with you to discuss your rights and entitlements during maternity leave, the possibility of flexible working on your return to work and the level of contact you would like with the company during your maternity leave. You should raise at this meeting any queries or concerns you have.

Your manager may also offer you up to 10 days’ work during your maternity leave. It is up to you if you wish to work these days. The rate of pay for the work will be agreed in advance with you. Your right to maternity leave and SMP will not be affected.

During ordinary maternity leave, you will continue to receive your contractual benefits and your normal terms and conditions will continue to apply, except for those terms relating to wages and salary. You will continue to accrue holiday.

During additional maternity leave, the rights and obligations under your contract of employment are reduced, but you must still give notice in accordance with your contract of employment if you want to leave. In addition, you will continue to be bound by your obligations of confidentiality and loyalty. Only statutory holiday will accrue.

If any pregnant employees, or employees who have recently become mothers or who are breastfeeding, are employed in positions which have been identified as posing a risk to their health and safety or that of their baby, they will be notified immediately, and arrangements will be made to eliminate the risks.

If you have concerns about your own health and safety at any time you should consult your manager immediately.

If you wish to return to work before the end of your full maternity leave entitlement, you should give your manager at least 8 weeks’ notice in writing of your intended return date.

If you return to work immediately after a period of ordinary maternity leave, you will return to work in the same job you left before you started your maternity leave.

If you return to work from a period of additional maternity leave, if practicable, you will return to the same job you were employed to do. If this is not reasonably practicable, you will be offered a similar job on equally favourable terms and conditions.

If you decide not to return to work after maternity leave, you should confirm this in writing and give the notice required by your contract of employment.

On your return from maternity leave, your manager will arrange a meeting with you to discuss any changes that may have taken place during your absence. This will be an opportunity to discuss any issues relating to maternity leave or parenting responsibilities, or other concerns related to your absence from the office due to maternity leave. You should raise at this meeting any queries or concerns you have.

Your rights of employment are not affected during your maternity leave, and your entitlement to pay increases and discretionary company bonuses remain unaffected.

Equivalent arrangements are available for the adoption of a child.

Paternity Leave and Pay

Statutory paternity leave is a maximum of two weeks’ leave, following the birth of a child, taken in order to support the mother or care for the new child. It can be taken as two weeks or two single weeks and can be non-consecutive. It cannot be taken as odd days.

Statutory paternity leave must be taken within the first year of the birth. If the baby is born earlier than expected, it must be taken within the first year of birth from the date the baby was due.

To qualify you must have worked for us for at least 26 weeks by the end of the 15th week before the expected birth week.

Statutory paternity pay is paid at a fixed rate per week (determined in legislation) or 90% of average earnings if that is less. It is paid net of tax and National Insurance contributions in the normal way.

During statutory paternity leave, you are entitled to all of your normal contractual terms and conditions as if you were not absent, apart from basic wages and salary. You have the right to return to exactly the same job, on the same terms and conditions afterwards.

Equivalent arrangements are available for the adoption of a child.

Shared parental leave

This leave entitlement is designed to give parents or adopters more flexibility in how to share the care of their child in the first year following birth or adoption. If you are eligible you can share up to 50 weeks’ leave; you and your partner can decide to be off work at the same time and/or take it in turns to have periods of leave to look after the child. To be eligible you must meet the following criteria:

You (or your partner) must be entitled to maternity or adoption leave, or statutory maternity or adoption pay (or maternity allowance from the government) and you must share the main responsibility for caring for the child with your partner.

In addition, you and your partner will also be required to follow a two-step process to establish eligibility as follows:

Continuity test: if you are seeking to take shared parental leave, one parent or adopter must have worked for the same employer for at least 26 weeks at the end of the 15th week before the week in which the child is due (or at the week in which an adopter was notified of having been matched with a child or adoption) and they should still be employed in the first week that shared parental leave is to be taken. The other parent or adopter must have worked for 26 weeks in the 66 weeks leading up to the due date and have earned above the maternity allowance threshold of £30 a week in 13 of the 66 weeks.

Individual eligibility for pay: to qualify for shared parental pay the parent or main adopter must, as well as passing the continuity test, also have earned an average salary of the National Insurance lower earnings limit or more for the 8 weeks prior to the 15th week before the expected birth or adoption.

Unpaid Parental Leave

As well as shared parental leave, any eligible employee who has or expects to have responsibility for a child is entitled to take unpaid parental leave to care for that child. This includes the child’s registered father or anyone else who has or expects to have formal parental responsibility for the child. To be eligible to take parental leave, an employee must have been employed by us for at least one year.

Parental leave consists of 18 weeks’ unpaid leave for each child born or adopted, taken at any time up to the child’s eighteenth birthday. Up to four weeks’ parental leave can be taken in respect of each child, each year, in blocks of one week or more. Employees cannot take the leave in blocks of less than one week unless the child is disabled. You must give your manager at least 21 days’ notice of your intention to take parental leave.

Although the situation around pregnancy and adoption appears complex, it is normally quite straightforward to work out your entitlement. Therefore as soon as you know if you are pregnant or have been matched with a child for adoption, you should let your manager know so that we can calculate your entitlement and the relevant dates for you.

C. TIME OFF WORK

There are a number of occasions where employees are entitled to take periods of time off to deal with a variety of family and dependent issues. We normally consider family and dependents to cover your spouse or civil partner, child, parent or grandparent or a person who lives in the same household or normally relies on the employee for their care.

Time Off for Dependent Emergencies

We recognise the right of all employees to reasonable amounts of unpaid leave to deal with incidents or emergencies that occur: You may use this leave:

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When a dependent or family member is ill, injured, gives birth, or is assaulted.

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When care arrangements unexpectedly break down.

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When a dependent or close family member dies.

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To deal with an unexpected incident involving a child at school.

You should contact your line manager personally prior to the start of their working day when immediately aware of the problem if it is during working hours and give the reason for, and expected duration of, the absence.

D. CARERS LEAVE

All employees have a statutory right to take unpaid carer’s leave to provide or arrange planned care for a dependent or family member as detailed.

This may be because the person has

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A physical or mental illness that will require care for at least three months:

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Have a disability as defined in the Equality Act 2010

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Require care because of old age

This entitlement does not cover usual childcare needs.

You are entitled to take one week, unpaid, in a rolling 12-month period. A week is your normal working week, and the leave may be taken as one week or individual days or half days.

To take this leave please put the request in writing to your line manager explaining the situation in full. You must give at least three days’ notice or twice the number of working days whichever is earlier.

We will always try to approve any request for leave but occasionally due to the needs of the business we may ask you to postpone it. We will consult with you to find a suitable date within one month of your original request. This will be confirmed in writing to you. Should you require longer we may agree to you using your holiday entitlement.

E. COMPASSIONATE LEAVE

An appropriate period of paid leave will be granted at the discretion of management in cases of bereavement involving immediate family. Apart from this, days off for attending funerals or religious services, etc. will be treated as being part of holiday entitlement unless otherwise agreed.

F. STATUTORY PARENTAL BEREAVEMENT

LEAVE AND PAY

If, sadly, you lose a child under 18 and were the legal parents or had primary caring responsibilities, you are entitled to two weeks bereavement leave. This also applies if you are a parent who has suffered a still birth after 24 weeks. You will be paid Statutory Parental Bereavement Pay if you have been continuously employed for 26 weeks up until the week preceding the death and meet the qualifying criteria for National Insurance limits.

Leave must be taken in a block of two weeks, or two single weeks, and must be taken within 56 weeks from the date of the child’s death. Notice in the first seven weeks after the death can be given any time before you are due to start on the first day. From the eighth week up until 56 weeks, the notice required is one week. You can cancel or change leave using the notice periods above.

G. JURY SERVICE

If you must attend court for Jury Service or as a witness, please let us know as soon as possible and provide a copy of the court summons to support your request for time off work. Payment of salary during this period is at the absolute discretion of the Company. You will be able to claim an amount for loss of earnings and we need you to provide us with this amount so that it can be deducted from any discretionary pay.

If you attend court and are told your services are not required that day, you must telephone us immediately and then return to work.

H. MEDICAL/ DENTAL APPOINTMENTS

Appointments should be made where possible outside working hours, or at the start or end of the day where this is not possible. You must inform your line manager in advance of any appointments and may be asked to make the time up.

I. TERMINATION OF EMPLOYMENT

Whilst the Company will endeavour to support employees throughout periods of prolonged sickness, a heavy burden is thrown onto colleagues and the Company is unable to plan work effectively. It may therefore be necessary to terminate employment so that a replacement may be recruited.

J. SEVERE WEATHER AND DISRUPTIONS

TO TRAVEL

The Company acknowledges that you may occasionally have problems travelling to and from work due to either severe weather conditions or major disruptions to public transport (for example, train strikes or accidents on the roads). Whilst we understand and are committed to protecting the health and safety of all our employees, we must also ensure that the business and our clients are not unduly disrupted by external factors.

We expect you to report for work regardless of the situation and should therefore make every effort to attend work in all circumstances. You should take steps to obtain advice on the situation from the appropriate external agencies, allow extra time for your journey or make alternative travel arrangements where appropriate. You will still be expected to attend work on time.

HEALTH AND

SAFETY

A. INTRODUCTION

We recognise and accept our responsibility as an employer to maintain, so far as is reasonably practicable, the safety and health of our employees, and of other persons who may be affected by our activities.

It is your duty as an employee not to put at risk either yourself or others by your acts or omissions. You should also ensure that you are familiar with our health and safety arrangements. Should you feel concern over any health and safety aspects of your work, this should be brought to the attention of your manager immediately.

B. ACCIDENT PROCEDURE

An accident book is available from your Health and Safety Executive, and it is the responsibility of each individual employee to report and record any accident involving personal injury. Any accident or near miss occurrence (i.e. no one was injured but the incident had the potential to injure or kill) at work should be reported immediately to your manager.

All employees who are absent from work following an accident must complete a self certification form, which clearly states the nature and cause of the injury.

For any employee who suffers an injury at work which results in them being away from work, or unable to do their normal work, for three days or more (including weekends, rest days or holidays) it is important that your manager is informed so that we may inform the Health and Safety Executive. Form 2508 should be completed in conjunction with your manager; you are not expected to complete these forms yourself.

C. FIRE SAFETY

Employees should follow these steps to help prevent fires:

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Before you use any electrical appliances carry out a quick check to make sure that the cables, plugs etc. are not damaged.

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Do not use any electrical equipment that shows signs of damage, even if you think it is only minor.

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Report any faults you find to your manager and find an alternative appliance.

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Ensure that you place your rubbish in the proper waste bins.

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Do not overfill the bins and ensure that your waste bin is accessible to the cleaners at the end of each day.

Action to take when the fire alarm goes off:

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Immediately stop what you are doing and walk (do not run) to the nearest available safe fire exit. If your nearest exit/route is obstructed, choose another route. Make sure that you are aware of the fire exits and routes in your area.

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Follow the instructions of your designated fire warden.

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Direction signs should indicate the route to your fire exit. These comprise a white arrow on a green background sometimes accompanied by the words ‘FIRE EXIT’ and also a pictogram of a running man. The arrows indicate the direction of the nearest fire exit.

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Always use designated stairs.

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Make your way to the appropriate assembly point.

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Once you are at the assembly point you should report to the fire warden, so that they can account for the people in their designated area.

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Do not leave the designated assembly point, or attempt to re-enter the building, until you have been instructed to do so by the fire warden.

Action to take if you discover a fire:

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Raise the Alarm! This can be achieved by breaking the glass on the call points or by shouting the instruction “Fire”.

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Raise the alarm even if your building is fitted with an automatic fire alarm system, which has not yet activated; you must not wait for it to do so of its own accord. The alarm must be raised for every occurrence of a fire, no matter how small it appears to be. This will ensure that people in the building have adequate notice to evacuate should it begin to spread quickly. In addition, modern furnishings may allow the fire to develop unnoticed, so time is of the essence if everyone is to get out safely.

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Call the emergency services at the earliest available, and safe, opportunity and do not attempt to tackle the fire unless you have been appropriately trained and can safely do so e.g. a small fire in a waste paper basket. Unless you have been trained you could be putting yourself or somebody else at risk.

D. PERSONAL SAFETY

Generally, you should try to avoid working alone whenever this is possible. However, if you have to work alone, then you need to develop an awareness of the risks and how to minimise them.

Prior to making an appointment with someone you do not know, obtain as much information as possible about the person you are meeting and arrange to meet the person on company premises. Always ring back the telephone number you have been given to confirm that it is legitimate. If a mobile number is given you should always ask for an alternative fixed line number.

If visiting, let your colleagues know where you are going, with whom and what time you are expecting to return. If you think that you may run over your original schedule, let your colleagues know.

If you are at all concerned that you are being placed in a dangerous situation through your employment, you must discuss this with your manager.

DEVELOPMENT

PERSONAL DEVELOPMENT PLANNING

Introduction

We have a personal development planning scheme. The aims and purposes of the

scheme are:

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to help managers and staff to make effective arrangements to identify and meet learning needs; and

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to develop the skills, knowledge, values, and behaviour that staff need to do their current jobs well.

The Process

There are 3 stages in the process:

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Preparation: where you and your manager prepare separately for a development discussion using the appropriate documentation/template which is available from your manager.

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Personal development plan discussion: where a personal development plan is agreed by you and your manager.

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Monitor and review: the method and timescale for monitoring should be agreed at the discussion stage and implemented throughout the year.

TERMINATION OF EMPLOYMENT

A. NOTICE PERIOD

Sadly, you may choose to leave us, and if/when you do, it would be appreciated if you could give as much notice as possible in writing to your line manager. The least amount of notice you are required to give is detailed in your contract of employment.

B. REFERENCES

If you have left to join a new Company, the prospective employer will usually request a reference. We will check that you consent to us providing a reference. All references will be true, accurate, fair, and non-discriminatory.

We operate a strict policy of only providing factual information relating to employment dates for current or former employees. Requests should go to the employee’s line manager who will provide the information and explain this policy.

Where managers are asked to provide a reference in a personal capacity (e.g. as a friend) for past or present employees, they must make this clear and not under any circumstances use our headed paper.

Reference requests from banks, building societies, other lenders or landlords should be provided by the Managing director/finance manager.

C. RETIREMENT

For employees who have reached or are approaching retirement, we will support this major change in your life and will develop an individual plan to meet each person’s needs. This may include a phased reduction in working hours, financial planning assistance and lifestyle guidance.

D. REDUNDANCY

We are committed to providing a stable working environment for employees, consistent with the need to manage the business effectively and economically. When redundancies need to be considered, we will manage the process sympathetically and support employees during the consultation process. We will comply with all statutory obligations.

E. FINAL SALARY P45

Your final salary will be paid at the usual time and will take into account any adjustments in respect of overpayment to you, monies owed by you or by us, or outstanding holiday pay. Your P45 will be prepared at the same time and forwarded to your home address.

DISCIPLINARY POLICY & PROCEDURE

We expect our employees to meet high standards of conduct. Minor departures from our standards may be dealt with informally to avoid the need to engage this procedure. Nevertheless, we recognise that there will be occasions when informal action is not appropriate, and in such cases this policy will be implemented. This policy will not usually be applied in the first two years of an employee’s employment.

This policy does not form part of your contract of employment and may be altered or amended at the absolute discretion of the Company. We may start this procedure at any stage.

For disciplinary and grievance issues we may, at our absolute discretion, use an external third party to carry out any part or parts of this procedure.

DISCIPLINARY PROCEDURE

Investigation

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An investigation may be undertaken prior to any disciplinary action.

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You must fully co-operate with any investigation.

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If you are invited to an investigation meeting, there is no right to be accompanied to your home address.

Suspension

If appropriate, we may suspend you on contractual pay or amend your duties during an investigation process. If you are suspended, your contract of employment will remain in force, but you will not be entitled to access any of our premises except at our prior request, or with our prior consent, and subject to such conditions that we may impose.

Disciplinary hearing

If it is decided that there is a disciplinary case to answer, you will be informed of this and invited to attend a disciplinary hearing. You are entitled to be accompanied to a disciplinary hearing by a workplace colleague or a trade union representative.

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You will be given the opportunity to state your case before any decision is made.

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The chair of the hearing may decide the outcome at the hearing or adjourn the hearing to consider their findings.

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You will be informed of the decision. This will normally be in writing.

Appeals

•

If you are dissatisfied with the outcome of the disciplinary hearing you may appeal. If you wish to appeal you must do so within five days of the date of the outcome letter (or where no letter is issued, the date you are informed of the decision).

•

An appeal should be in writing and must set out the grounds for your appeal along with any accompanying documentation.

•

At an appeal hearing, you are entitled to be accompanied by either a workplace colleague or a trade union representative.

•

The outcome of the appeal will be conveyed to you, normally in writing. The appeal decision will be final.

Misconduct

Examples of misconduct are:

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Occasional and minor poor timekeeping.

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Minor breaches of our rules.

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Minor failure to observe our procedures.

These examples are not exhaustive or exclusive. Offences of a similar nature will also be dealt with under this procedure.

Misconduct, short of gross misconduct, will, depending on severity, normally result in a written warning. This would normally last for six months. If it is a final written warning, this would normally last for 12 months.

Gross misconduct

Examples of gross misconduct are:

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Unauthorised absence.

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Theft, fraud, and bribery (giving and receiving).

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Falsification of records.

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Breaches of confidentiality or trust.

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Fighting or assault.

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Insubordination.

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Failure to obey a reasonable management order.

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Deliberate or reckless acts of damaging Company property or property of another person.

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Serious breaches of Company policies or procedures including health and safety regulations.

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Bringing yourself or the Company into disrepute including creating, transmitting, or otherwise publishing any false and defamatory statement about any person or organisation.

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Acting in a manner which undermines the trust and confidence in the employment relationship.

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Bullying, victimisation and/or harassment towards an employee, or external representative of another organisation, including but not limited to directly in person, social media, email, or any other communication network.

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Being under the influence of alcohol (including below the drink drive limit) or drugs, and/or consuming alcohol or drugs during working hours.

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Acts of verbal abuse and/or acts of violence or threats of violence towards either an employee, customer/client or representative of another organisation.

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Possession and/or being under the influence of illegal drugs or legal highs.

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Negligence or incompetence that causes loss, damage or injury, or a serious risk of injury.

•

Covert or unauthorised recording of meetings.

•

Unauthorised use of the internet including:

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creating, viewing, accessing, transmitting, or downloading any material which is discriminatory or may cause embarrassment to other individuals, including material which breaches equal opportunities legislation;

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accessing, transmitting, or downloading unauthorised software.

These examples are not exhaustive or exclusive and offences of a similar nature may be dealt with as gross misconduct. Gross misconduct will normally result in dismissal without notice or payment in lieu of notice.

Grievance Procedure

Where you have a grievance relating to any aspect of your employment, you should have no hesitation in raising the matter informally with your line manager.

•

If the grievance cannot be resolved informally and you wish to make a formal grievance, this must be set out in writing to your line manager.

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Where it is not possible to raise the matter with your line manager, for example, if they are absent for a significant period of time, or if the grievance relates to them, you should raise your concerns with the Managing Director.

•

You will usually be invited to attend a meeting to discuss your grievance. You are entitled to be accompanied by a workplace colleague or trade union representative at the grievance meeting.

•

After the meeting, the meeting Chair will inform you of their decision in writing. You have the right to appeal against the decision.

•

If you wish to appeal, you must do so in writing within five days of the date of the outcome letter. You will then be invited to attend another meeting, after which you will be informed of the final decision in writing.

Colleagues

We are pleased for work colleagues to support each other through these proceedings, but you are not obliged to do so. Having a colleague present helps to ensure that matters are dealt with fairly and we appreciate your assistance. You are asked to respect the confidentiality of these proceedings and sometimes, where there is sensitive information about individuals or the Company, we may ask you to sign confirming this.

Bullying and Harassment

The Company actively encourages an environment in which everyone is entitled to work without harassment, victimisation, and bullying.

Harassment may be described broadly as ‘unwanted conduct affecting the dignity of people’. Where a particular form of conduct has the effect of making a person feel humiliated, threatened or that their privacy is being invaded, that conduct will constitute harassment and should cease immediately.

We will not condone harassment and the procedure for dealing with complaints is set out below.

The policy applies to employees’ conduct in or out of office hours when entertaining clients or at work events.

All employees have a responsibility to comply with this policy and treat all colleagues with dignity and respect. If you believe that you have been subject to, or have witnessed harassment, victimisation, or bullying, you must inform your line manager so that we can keep our workplace free from unacceptable behaviour.

Procedure for dealing with cases of harassment

If you believe you are being subjected to any form of harassment, in the first instance you should ask the offender to stop or make it clear that such attention is unwelcome. If necessary, ask a friend or colleague to help you do this.

Such an informal approach may be all that is needed, but you should make a note of the details and keep them.

If your request is ignored and the harassment continues, or you feel unable to make the informal approach, please contact your line manager or the Managing Director immediately. Details will be taken and should be confirmed in writing by the victim. This constitutes a formal complaint.

Either a manager nominated by the manager who took the complaint, or an independent consultant, will investigate the complaint. Allegations will be dealt with seriously and confidentially and there will be no victimisation of any employee making, or being involved in, a complaint.

Where appropriate, any employee directly involved may be suspended on contractual pay pending investigation.

If the harassment has taken place, the accused will be dealt with in accordance with the disciplinary procedure.

It is hoped that the implementation of this policy will ensure that all our employees work in an atmosphere of mutual trust, dignity, and respect.

PERFORMANCE AND CAPABILITY POLICY

Introduction

This document sets out the policy and procedure we operate to address:

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poor performance (by which we mean lack of skill and aptitude in undertaking a job role);

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genuine persistent, intermittent short-term absence.

This policy does not form part of any contract of employment or otherwise have contractual effect and may be amended by us at any time. This policy will not usually be applied in the first two years of employment.

Procedure

Where you are failing to perform to a satisfactory level, or where your attendance levels are unsatisfactory due to persistent, intermittent, short-term absence, the purpose of this capability procedure is to encourage and help you to improve your performance and/or attendance to a level acceptable to us.

The action taken in each case will be that which we consider appropriate taking into account the particular circumstances. The procedure will usually involve:

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a full discussion of the situation with you at a meeting, including identification of any problems or difficulties being experienced by you and an exploration of possible causes of those problems or difficulties;

•

the provision of help and assistance where appropriate and practicable to improve the situation;

•

a discussion of the possible consequences of there being insufficient improvement in your performance levels and/or your attendance levels;

•

the provision of a reasonable amount of time to achieve the improvements we require; and

•

a review of your progress.

Formal action may result in three levels of action. We reserve the right to take action at any level, or to skip levels, depending on the circumstances of the case.

Level 1: Improvement Notice

We will initially issue you an improvement notice. In case of poor performance, this may include a performance improvement plan (PIP). The notice will normally give the following information:

•

an explanation of the reasons for the improvement notice, the improvements in performance and/or attendance that are required and the timescale for making them (referred to as the review period);

•

any support we will provide to assist you;

•

an explanation of the consequences of any repetition of the poor performance or failure to improve the performance to the required level as set out in the PIP or, in the case of an attendance improvement notice, an explanation of the consequences of failing to improve your attendance.

During the review period, your performance and/or attendance will be monitored. If we are satisfied during the review period that you have met the requirements set out in the PIP or the attendance improvement notice, no further action will be taken. If we are not satisfied, further action may be taken and/or where appropriate, the review period may be extended.

An improvement notice will normally remain in force for 12 months and a copy of the improvement notice will be kept on your personnel record. It will normally be disregarded for capability purposes after a period of 12 months, or any other period specified in the improvement notice, subject to satisfactory performance/attendance during that time, but will form a permanent part of your personnel record.

Level 2: Final Written Warning

If you fail to meet the requirements set out in the improvement notice, or where the poor performance or absence is sufficiently serious to warrant it, we may give you a final written warning, which, in the case of poor performance may include a PIP.

During the review period, your performance and/or attendance will be monitored. If we are satisfied during the review period that you have met the required standards or attendance levels, no further action will be taken. If we are not satisfied, further action may be taken and/or where appropriate, the review period may be extended.

The final written warning will normally remain in force for 12 months and a copy of the final written warning will be kept on your personnel record.

Level 3: Dismissal or other Sanction

If you fail to meet the required standards or fail to improve your attendance as set out in the final written warning, dismissal will normally result. There may also be very exceptional circumstances where the failure to perform or absence is sufficiently serious to warrant dismissal without previous warnings.

You will be provided with written confirmation of the dismissal.

Capability Meetings

You are entitled to be accompanied at any capability meeting (including any appeal hearing) by a fellow work colleague of your choice, or a trade union representative who meets the statutory requirements. Please note that it is your responsibility to secure the attendance of any companion.

The Chair will have discretion to adjourn any capability meeting (including any appeal hearing) as appropriate on request or if he deems it necessary. Written notification of the outcome of the meeting will usually be sent to you.

Appeal

If you feel that action taken against you is wrong or unjust, you should appeal against the decision by informing the Chair, in writing, within seven working days of the date of the written notification of the outcome of the capability decision, specifying the ground(s) for your appeal. If you wish to produce additional evidence to support your case, then this must be provided to the Chair in advance of the appeal hearing.

Wherever possible, the appeal will be heard by a manager of the Company who has not been involved in the capability meeting and/or who is more senior than the person who heard the capability hearing (the ‘Appeal Chair’).

You have the right to be accompanied to the appeal hearing by a fellow work colleague of your choice, or a trade union representative who meets the statutory requirements. The Appeal Chair’s decision will be final. There is no further right of appeal.

APPENDIX

Mental Health and Wellbeing Policy

Sexual Harrassment Policy

Anti-Harrassment Policy

Equity, Diversity and Inclusion Policy

Confidentiality Agreement

Healthcare Policy

Core Hours Policy

Working from Home Policy

Anti-Slavery Policy

10.

Sickness Absence Policy

11.

Flexible Working Policy

12.

Smoking, Alcohol and Drugs Policy

13.

IT Policy

14.

Employee Privacy Notice

MENTAL HEALTH AND WELLBEING POLICY

PURPOSE

The purpose of this policy is for OTD to establish, promote and maintain the mental health and wellbeing of all staff through workplace practices, and encourage staff to take responsibility for their own mental health and wellbeing.

Mental health problems are believed to be experienced by one in six adults, with mental health concerns being the second most prevalent reason for employee absence. This policy uses the term ‘mental health problem’ to include signs of stress and anxiety, and mental health conditions that have been diagnosed by a medical professional, such as depression or PTSD.

OTD understand the positive impact that healthy and engaged employees make to the success of the business. As such, OTD pledges to provide initial, and ongoing, support and help for employees going through mental health problems. The purpose of this policy is to assist with creating an open and honest workplace where line managers and employees can discuss mental health problems, and to ensure the necessary support is known and offered to employees when needed.

OTD’S MENTAL HEALTH AND WELLBEING AMBITIONS

•

To build and maintain a workplace environment and culture that supports mental health and wellbeing and prevents discrimination (including bullying and harassment)

•

To increase employee knowledge and awareness of mental health and wellbeing issues and behaviours

•

To reduce stigma around depression and anxiety in the workplace

•

To facilitate employee’s active participation in a range of initiatives that support mental health and wellbeing.

RESPONSIBILITY

All employees are encouraged to:

•

understand this policy and seek clarification from management where required

•

consider this policy while completing work-related duties and at any time while representing OTD

•

support fellow workers in their awareness of this policy

•

support and contribute to OTD’s aim of providing a mentally healthy and supportive environment for all employees

All employees have a responsibility to:

•

take reasonable care of their own mental health and wellbeing, including physical health

•

take reasonable care that their actions do not affect the health and safety of other people in the workplace

Managers have a responsibility to:

•

ensure that all workers are made aware of this policy

•

actively support and contribute to the implementation of this policy, including its goals

•

manage the implementation and review of this policy.

COMMUNICATION

OTD will ensure that:

•

all employees receive a copy of this policy during the induction process

•

this policy is easily accessible by all members of the organisation

•

employees are informed when a particular activity aligns with this policy

•

employees are empowered to actively contribute and provide feedback to this policy

•

employees are notified of all changes to this policy

•

regular surveys are completed in order to review staff wellbeing/ well mind

MONITORING AND REVIEW

OTD will review this policy six months after implementation and annually thereafter. Effectiveness of the policy will be assessed through:

•

feedback from employees, team meeting discussions etc.

•

review of the policy by the SLT and core team to determine if objectives have been met and to identify barriers and enablers to ongoing policy implementation

CANADA LIFE SUPPORT SERVICES

WECARE

24/7 Holistic Wellbeing Support for You and Your Family

WeCare offers comprehensive support for your health, mental wellbeing, legal, and financial needs, all from your phone, tablet, or desktop. This service is free and confidential, available to UK-based employees and their immediate family living in the same household.

Key Features:

•

24/7 GP access (phone or video)

•

Second medical opinions from global specialists

•

Mental health support – up to 10 sessions per issue with licensed professionals

•

Life events counselling, burnout prevention, smoking cessation

•

Fitness & nutrition support, diet plans, and healthy lifestyle guidance

•

Legal & financial advice by phone (Mon–Fri, 9am–5pm)

Access via the WeCare Programme app or wecare-cl.com

Access Code: E35673

MYSTRENGTH

Mental Wellbeing App for Everyday Support

myStrength is a personalised digital tool designed to help you and your household manage stress, improve sleep, and enhance mental wellbeing at your own pace. It’s available 24/7.

Key Features:

•

Tailored support based on your goals and preferences

•

Hundreds of interactive activities, articles, and videos

•

Chat access with a myStrength guide for one-on-one support

•

Tools to track mood, manage anxiety, reduce stress, and more

Access via the Teladoc myStrength app or www.mystrength.org.uk

Access Code: E35673

TOOTHFAIRY

Instant Access to Trusted Dental Advice

ToothFairy is the UK’s first CQC-regulated smart dental app, giving you quick access to real UK dentists for advice and guidance from the comfort of home. This benefit is exclusive to employees:

Free Services Include:

•

Live chat with UK-registered dentists

•

Signposting to local clinics

•

Educational videos and oral health tips

Optional Paid Services:

•

Video consultations (£25)

•

Private prescriptions

•

Cosmetic treatment kits (e.g., whitening)

Access via the ToothFairy app from the App Store or Google Play.

How Does it work?

You can access Life Events Counselling through the WeCare app or website.

A GP or mental health team will review your consultation details to ensure your safety. They may contact you if they need more information or have any concerns. The mental health team will then determine the support you need and be in touch to help.

How do I access WeCare?

Download the ‘WeCare Programme app’ or head to wecare-cl.com

Create a profile and enter your company’s access code (our unique access code is E35673.)

Complete a quick online ID check to access the services.

You can also call 0800 917 9330 to access these services by phone.

MENTAL HEALTH FIRST AIDERS

OTD has Mental Health First Aiders in place who can provide help to employees on a first aid basis. In the same way as physical first aid, our Mental Health First Aiders are able to offer you a listening ear, guidance and support for an employee that may be experiencing a mental health issue or emotional distress.

Qualified Mental Health First Aiders at OTD are:

Chris Cummins, Lian Bemrose, Louise Botwood, Louise Roberts and

Rebecca Farnworth.

LEGAL OBLIGATIONS

OTD understands the role it has in ensuring that Health and Safety legislation is adhered to in order to create a safe workplace where risks to mental health and wellbeing are limited as far as possible. Additionally, OTD understands the protection employees with a disability have against discrimination under the Equality Act 2010, including the obligation for employers to introduce reasonable adjustments for disabled employees.

RECRUITMENT

Unless it is related to the specific requirements of the job, OTD will not ask applicants at any stage of the recruitment process for information regarding any previous health in order to ensure potential employees are not discriminated against because of their mental health history.

10.

INDICATORS

To prevent mental health problems escalating, early intervention is important. In many cases, obvious indicators that an employee is suffering from a mental health problem may not be present, however, early signs can include:

•

behavioural, mood or temperament changes, especially when communicating with others

•

decrease in productivity and focus

•

inability to make decisions and problem solving

•

showing signs of tiredness or being withdrawn and unable to take part in hobbies they usually participate in

•

reducing intake of food or increasing intake of alcohol, cigarettes etc.

11.

RESPONSIBILITIES

When dealing with an employee with mental health concerns, line managers should be open, welcoming, and friendly. They should invite the employee to regular private meetings and ask them to talk openly about their mental health problems. The line manager should not make presumptions about how the mental health problem is impacting on the employee personally and professionally. Initial action should be to check how the employee is getting on at work, in the same manner as if the employee was suffering from a known physical health problem.

12.

EMPLOYEE RESPONSIBILITIES

Any support required by the employee is likely to be known by the employee themselves. OTD actively encourages employees to be open and honest about their mental health and to inform their line manager of any issues at an early opportunity to allow these to be addressed. There is also an expectation on all employees to conduct themselves in a helpful and open-minded manner towards colleagues who have mental health problems.

13.

ACTION PLANNING

Mind (a mental health charity) recommends that, where a line manager identifies a mental health issue, they should work alongside the employee to create a personal wellness action plan that provides for proactive management of their mental health. This will support ongoing open communication between line managers and employees and will result in mutually agreed steps being set in place that can be monitored on an ongoing basis.

A wellness action plan should cover:

•

actions and measures that can support the employee’s mental health

•

symptoms and triggers for poor mental health

•

the impact mental health problems have, or could have, on the employee’s performances

•

any workplace support required from their line manager or colleagues

•

any positive actions the employee can take when suffering from poor mental health

•

a review process to ensure the workplace support is having the required effect.

To ensure the plan meets the employee’s requirements, it should be drafted by the employee themselves, with medical support as necessary, and then set in place with their line manager. Any information in the plan, and the plan itself, should be kept confidential and reviewed on an ongoing basis by both the employee and their line manager.

14.

WORKPLACE ADJUSTMENTS

A disability is defined as “a mental or physical impairment that has a substantial long-term adverse effect on an individual’s ability to carry out normal day-to-day activities”. OTD is legally obliged to make reasonable adjustments to an employee’s role or workplace if they have a disability that places them at a disadvantage when performing their role. OTD will endeavour to consider all reasonable workplace adjustments for any employee who is suffering from a mental health issue.

Examples of adjustments include:

•

adjusting hours of work or the location of work, including within the building itself

•

adjusting or reallocating duties of the job role

•

making amendments to the workplace environment, for example adjusting lighting in the employee’s office

•

amending absence triggers before disciplinary action is triggered.

Once the adjustments are agreed, they will be reviewed on an ongoing basis to ensure they are having the required effect.

15.

MANAGING ABSENCE AND RETURN

TO WORK

Where the employee is absent by reason of their mental health concerns, their line manager will communicate with the employee on a regular basis during their absence. The employee returning to work may help with their recovery, so early intervention and support is important. OTD’s absence policy will apply to the employee’s absence as normal, subject to any reasonable adjustments in place for the employee.

Upon the employee’s return from absence, a return-to-work plan will be discussed and agreed between the line manager and the employee to ensure necessary steps can be taken to support the employee to remain in work. This can include introducing a temporary return on amended working hours, removing stressful duties during a phased return, and providing additional workplace support as necessary.

16.

CONFIDENTIALITY

Information concerning an employee’s mental health is classed as a special category of personal data. This information will only be disclosed to others in line within the Data Protection Act 2018/ General Data Protection Regulation (GDPR.)

SEXUAL HARRASSMENT POLICY

At OTD, we believe that everyone deserves to work in an environment where they feel respected, safe, and valued. Harassment of any kind goes against these values, and we are committed to fostering a workplace where everyone can thrive without fear of harassment or discrimination.

This policy applies to all employees, contractors, clients, and visitors. Whether you’re in the office, working remotely, or attending work events, our goal is to ensure that everyone interacts with respect, kindness, and professionalism.

WHAT IS HARASSMENT?

Harassment is any behaviour that makes someone feel uncomfortable, intimidated, or humiliated. It can be verbal, physical, or even written. Here are a few examples:

•

Offensive comments or jokes

•

Inappropriate physical contact

•

Bullying or intimidation

•

Sharing inappropriate images, messages, or content

•

Discrimination based on gender, race, religion, disability, or other protected characteristics.

It’s important to understand that harassment is not always intentional - if someone feels harassed, that’s enough to take it seriously.

HOW TO REPORT HARASSMENT

If you ever feel uncomfortable or believe you’ve been harassed, we encourage you to speak up. Here’s how you can do that:

Direct Reporting to Line Manager:

Employees can report concerns directly to their Line Manager who will then handle your concerns with confidentiality and respect.

Speak to Head of Operations.

If you’re uncomfortable with speaking to your Line Manager, please report any concerns to our Managing Director (rebecca@otd.uk.com.) They will handle your concerns with confidentiality and respect. You can trust them to listen, provide support, and guide you through the next steps.

Consult our HR Consultant.

If you need advice or are unsure about making a report, feel free to reach out to our HR Consultant (omar.rashid@hrdept.co.uk), who can offer you guidance, answer your questions, and help you make an informed decision.

WHAT HAPPENS NEXT?

Once a report is made, we take the following steps:

Confidentiality

Your privacy is our priority. Only those who need to know about the situation will be involved, and we will handle everything with discretion.

Investigation

Our Managing Director will lead an investigation to understand the situation better. This might include talking to everyone involved and gathering information, all while following our company policies.

Resolution

Based on the investigation, appropriate action will be taken. This could range from mediation to disciplinary measures. We aim to resolve the matter fairly and promptly.

NO TOLERANCE FOR RETALIATION

We want you to feel safe when reporting harassment. Retaliation against anyone who reports harassment, or who helps with an investigation, will not be tolerated. If you ever feel you’re being treated unfairly for reporting an issue, please let our Managing Director or HR Consultant know immediately.

SUPPORTING EACH OTHER

At OTD we believe in creating a culture of respect and kindness. We all play a role in maintaining a positive environment. If you ever see or experience something that doesn’t feel right, don’t hesitate to speak up.

Let’s work together to make sure OTD remains a place where everyone feels valued, safe, and supported.

ANTI-HARASSMENT POLICY

WHAT IS HARASSMENT?

Harassment is any behaviour that makes someone feel uncomfortable, intimidated, or humiliated. It can be verbal, physical, or even written. Here are a few examples:

•

Offensive comments or jokes

•

Inappropriate physical contact

•

Bullying or intimidation

•

Sharing inappropriate images, messages, or content

•

Discrimination based on gender, race, religion, disability, or other protected characteristics.

It’s important to understand that harassment is not always intentional - if someone feels harassed, that’s enough to take it seriously.

HOW TO REPORT HARASSMENT

If you ever feel uncomfortable or believe you’ve been harassed, we encourage you to speak up. Here’s how you can do that:

Direct Reporting to Line Manager.

Employees can report concerns directly to their Line Manager. they will handle your concerns with confidentiality and respect.

Speak to Head of Operations.

If you feel uncomfortable reporting your concerns to your Line Manager,, please report any concerns to the Managing Director (rebecca@otd.uk.com.) They will handle your concerns with confidentiality and respect. You can trust them to listen, provide support, and guide you through the next steps.

Consult our HR Consultant.

WHAT HAPPENS NEXT?

Confidentiality

Your privacy is our priority. Only those who need to know about the situation will be involved, and we will handle everything with discretion.

Investigation

Resolution

Based on the investigation, appropriate action will be taken. This could range from mediation to disciplinary measures. We aim to resolve the matter fairly and promptly.

NO TOLERANCE FOR RETALIATION

We want you to feel safe when reporting harassment. Retaliation against anyone who reports harassment, or who helps with an investigation, will not be tolerated. If you ever feel you’re being treated unfairly for reporting an issue, please let our Head of Operations or HR Consultant know immediately.

SUPPORTING EACH OTHER

Let’s work together to make sure OTD remains a place where everyone feels valued, safe, and supported.

EQUITY, DIVERSITY & INCLUSION (EDI) POLICY

Incorporating the FREDIE Framework: Fairness, Respect, Equality, Diversity, Inclusion, Engagement

At Our Training Department (OTD), we champion Fairness, Respect, Equality, Diversity, Inclusion, and Engagement in all that we do—from recruitment and team development to the delivery of impactful coaching and training. These principles form the FREDIE framework, which underpins our values and daily practices.

We believe excellence is achieved when people from all backgrounds can thrive in a culture that values every voice.

SCOPE AND PURPOSE

This policy applies to all employees, volunteers, contractors, clients, and stakeholders of OTD Ltd. Its purpose is to ensure that everyone connected with our organisation is treated with Fairness and Respect, and is provided with equal access to opportunities—regardless of race, ethnicity, nationality, gender identity, sexual orientation, age, religion, disability, marital status, or any protected characteristic under law.

We aim to:

•

Promote Equality of Opportunity across all areas of work.

•

Ensure fair treatment of job applicants, colleagues, and agency workers.

•

Foster good relations across diverse communities.

•

Eliminate discrimination, harassment, and victimisation.

•

Engage all stakeholders in inclusive practices and decision-making.

HOW WE PUT FREDIE INTO PRACTICE

Inclusive Recruitment

We attract and support diverse talent through equitable and accessible recruitment processes, ensuring everyone has a fair chance.

Cultural Competence in Delivery

Our programmes reflect and respect cultural and individual nuances, using adaptive, inclusive frameworks.

Accessible Learning

All learning materials—digital or in-person—are designed to accommodate a range of needs and abilities, ensuring Inclusion for all.

Global Awareness

We value and incorporate language and cultural preferences, recognising diversity in our global delivery.

Safe and Brave Spaces

We create environments where feedback is encouraged, psychological safety is prioritised, and Respect is non-negotiable.

Engagement

Everyone is invited to contribute, co-create, and influence our organisational direction—because meaningful Engagement is the foundation of lasting impact.

LIVING OUR VALUES THROUGH THE FREDIE LENS

We Are a Community

•

Lead inclusively, collaborate openly, and support each other with Respect.

•

Recognise and celebrate those who create space for others to thrive.

We Deliver Excellence

•

Recruit globally and fairly, offering equal growth opportunities.

•

Continuously improve our content to reflect diverse lived experiences.

We Change Lives

•

Inspire a ripple effect of inclusion through every coaching experience.

•

Challenge bias and celebrate difference to drive transformation.

We Change Lives

•

Inspire a ripple effect of inclusion through every coaching experience.

•

Challenge bias and celebrate difference to drive transformation.

We Look After One Another

•

Centre mental health, psychological safety, and wellbeing in the workplace.

•

Hold open, honest conversations with compassion and Fairness.

We Are Inspiring

•

Embrace inclusive innovation by welcoming all perspectives.

•

Challenge norms that restrict access or limit participation.

We Improve Performance

•

Stretch comfort zones and promote equitable development.

•

Deliver sustainable, just, and inclusive outcomes.

ACCOUNTABILITY AND CONTINUOUS IMPROVEMENT

We are committed to:

•

Monitoring representation across all roles and levels.

•

Collecting feedback on inclusion, engagement, and belonging.

•

Reporting on progress annually and adapting policies based on lived experiences.

Final Word

We are more than a business—we are a FREDIE-aligned community committed to transforming lives. By embedding Fairness, Respect, Equality, Diversity, Inclusion, and Engagement into every aspect of our work, we ensure our values are lived and our impact is real.

EMPLOYEE CONFIDENTIALITY AGREEMENT

THIS AGREEMENT is dated (date)

And is made between:

Our Training Department Limited whose registered office is at 37-39 Ludgate Hill,

Jewellery Quarter, Birmingham B3 1EH (‘the Company’); and

(Name of employee) of (address of employee) (‘the Employee’) It is hereby agreed as

follows:

Definitions

In this Agreement, unless the context otherwise requires, ‘Confidential Information’ includes but is not limited to:

a. any information relating to the trading position, business, products, services, affairs and finances of the Company including (but not limited to) marketing information and plans, market opportunities, product lists, the Company’s financial information, results and forecasts, manpower or expansion plans, the remuneration and benefits paid to the Company’s employees and officers, lists of suppliers, agents, consultants, distributors, clients or customers and their needs and requirements, the terms of business with them and the fees and commissions charged to or by them, information relating to prospects and tenders contemplated, offered or undertaken by the Company and any other matters connected with the products or services manufactured, marketed, provided or obtained by the Company;

b. technical data and know-how relating to the business of the Company or any of its suppliers, agents, consultants, distributors, clients or customers including (but not limited to) product designs and specifications, product lists, ideas, inventions, drawings and plans, research and development, manufacturing processes, techniques, formulae, trade secrets, computer systems and software, costs, margins, prices, production and business methods, business plans and forecasts and any other technical matters connected with the products or services manufactured, marketed, provided or obtained by the Company;

c. any incident or investigation relating to the Company’s operations or business, or confidential reports or research commissioned by or provided to the Company; and

d. any document or item marked as confidential or which you are told is confidential and any information which is given to the Company in confidence by suppliers, agents, consultants, distributors, clients, customers, or other persons.

Obligation of confidentiality

2. The Employee agrees to treat as confidential all information supplied by or on behalf of the Company in connection with the Company’s business and all other confidential aspects of the business as defined in ‘Confidential Information’ above.

3. This restriction will continue to apply after the termination of the Employee’s employment.

Exclusions

4. This obligation of confidentiality does not apply to:

a. any information received from a third party who was legally free at the time of disclosure to disclose it; or

b. any information already in the public domain, otherwise than as a result of direct or indirect disclosure by the Employee in breach of the terms of this Agreement.

Duties of Employee

5. The Employee shall not, without the prior written consent of the Company, permit any of the Confidential Information:

a. to be disclosed, divulged, or communicated, whether directly or indirectly, to any third party (including to any other employee or officer of the Company), except to those authorised by the Company to know or as required by law; or

b. to be copied or reproduced in any form or to be commercially exploited in any way; or

c. to be used for your own purposes or for any purposes other than those of the Company or to be used or published by any other person; or

d. to be transferred to the Employee’s own personal e-mail account, regardless of the proposed reasons for doing so; or

e. to pass outside the Employee’s control.

6. The Employee will keep a record of Confidential Information received and of the people holding that information and will make that available to the Company on request.

7. The Employee will return to the Company all documents containing Confidential Information and all copies of those documents which are in their possession or under their control on the termination of their employment or, at the request of the Company, at any time during employment. For this purpose, the term ‘documents’ includes computer discs, memory sticks, portable hard drives and all other materials capable of storing data and information. If required by the Company under the terms of this clause, the Employee will also give a written undertaking that all confidential information has been duly returned to the Company or permanently deleted or destroyed.

SIGNED:

Rebecca Farnworth | Managing Director

For and on behalf of the Company

SIGNED:

(Name of employee)

HEALTHCARE POLICY

This section provides a comprehensive overview of OTD’s company health insurance. It outlines how to manage your policy online using MyAviva, information regarding GP services and a user guide for their GP app, information relating to dental and optical care, and some of the wellbeing benefits including their Get Active campaign.

AVIVA DIGITAL GP User guide

Setting up your Aviva Digital GP account 1 Search for and download Aviva Digital GP from the app store. When you open the app, you will be prompted to login or register. If you have not yet created an account on this new version of the Aviva Digital GP app, you will need to ‘register’. 2 Enter the details required to create your account. When prompted, please enter your Access Number which can be found in your invitation email or letter. 3 You will need to provide your consent and agree to the terms and conditions pertaining to using the app in order to continue. The terms and conditions are set out by Square Health, who power the Aviva Digital GP app. You will then be sent an email asking you to verify your email address as part of the registration process. Once you have done this, you will need to consent to the terms and conditions to complete your registration. Once you’ve done this, your account will be set up and you are ready to start using the service.

Booking your GP appointment 1 Select ‘Services’, then ‘GP Appointment’. 2 You will be asked to consent to the terms & conditions and privacy policy related to using this service feature. 3 Provide the details as prompted on the screen and you will then be able to choose your preferred appointment time and date. If you have seen a GP on the app within the last 6 months, you can select them as your ‘preferred GP’. 4 Provide any additional notes related to your symptoms, including any image attachments. The notes and attachments are not mandatory but will help your GP prepare for your consultation. 5 Both male and female GPs will be listed as those available within your specified time slot, enabling you to choose your GP by gender. You can view their personal bios first, to help you decide and then follow the steps to confirm your appointment. 6 We recommend that you opt for an SMS text reminder service to remind you of the appointment 10 minutes prior to it starting.

Connecting to your GP appointment

1 Ensure that you are in an area with either a strong WiFi signal or 4G connection to enable the service to operate at its best. 2 Log into the app a few minutes prior to your video consultation start time. If you have been inactive in the app for longer than 60 minutes, you will be required to sign in again. If you have requested an SMS reminder of your appointment, you will receive this 10 minutes prior to it starting. 3 Accept the video call when prompted. If your connection or signal strength is weak, the app will detect this prior to your call and advise you to move to find a stronger signal. If you cannot connect to the call or lose connection due to a weak signal, you will be given the option to reconnect or for the GP to call you back via telephone. You will be contacted on the phone number you have provided within the ‘My Details’ area in the settings menu. Please note: your appointment slot with your selected GP will last for up to 15 minutes from the appointment start time. If your GP feels more time is needed to complete the assessment, they will advise you to book another appointment. You can do this through the app after your initial appointment ends – simply select the same GP as your ‘preferred GP’ when selecting your next consultation time and date.

Cancelling your GP appointment

1 You can cancel your appointment in-app up to 1 hour before the appointment is due to begin. If you provide less than one hour’s notice, the appointment will be counted as one you have used.

Adding dependants 1 Click on the menu button at top left of the screen and then on ‘My Family’.2 Follow the prompts to add an account. Please note, for dependants to be eligible to be added to the service, they must be under 16 years of age. 3 You can add up to 10 dependants to your account. Once you have added them, you can book GP consultations for them using the app.

Booking a GP appointment for your dependants 1 Click on ‘Services’ and select the user for whom you’d like to book an appointment. 2 Follow the steps above for booking and connecting to your GP appointment. Please note, it’s important that you are logged into your dependant’s user account (by switching user in your profile) before accepting the video consultation.

Aviva Digital GP is powered by Square Health. If you’d like more information, please contact Square Health, who provide a dedicated point of contact for Aviva Digital GP enquiries. You can call the Support Team on 0333 023 2609 between 9am and 5pm, 5 days a week. Calls may be monitored and/or recorded. Alternatively, you can contact them by email at avivadigitalgp@squarehealth.com

Get Active - Helping you stay fit and healthy

Get Active helps you stay fit and healthy with discounts on online workouts, over 3,000 health and fitness clubs nationwide and a variety of discounted products and services to help you and your family get active and keep healthy.Healthy discountsEnjoy great savings on a variety of products and services to help you get active and keep healthy. From gym memberships, to online work-outs, at home fitness and other products and services that can enhance a healthy lifestyle, there is something for everyone.Get fitter, happier and healthierRegular exercise - inside or outside the home - builds confidence and helps you feel good about yourself. It could also help combat disease, prevent weight gain, improve your energy levels and reduce the risk of stress and anxiety.Get fit and make new friendsLooking after your fitness can offer many great social benefits too, helping to keep you motivated and on track, while opening up opportunities to build a wider circle of friends - online as well as at a health club or gym.To find out more about Get Active and access the discounts and offers available visit getactive.aviva.co.uk

You will need to use your access code HCGLRG to log in when prompted.Terms and conditions are available to view on the Get Active website.Please note: completing the sign up process, either online or in-person at your selected health and fitness club, may result in you entering a binding contract with the gym you have selected. This could include conditions such as minimum term and monthly fees. Please read the terms and conditions relating to your chosen gym carefully.Get Active is a non-contractual benefit Aviva can withdraw at any time.

Aviva Digital GP

The doctor will see you now Aviva Digital GPWe believe checking in with a doctor should be quick and simple. With Aviva Digital GP your insured employees can get free around the clock access to GP video consultations and repeat NHS prescriptions (all NHS England exemptions accepted) with free UK delivery.It takes Aviva to help you live your best life.

consultationsPowered by Square Health, the Aviva Digital GPapp effectively gives you a GP in your pocket.

Here are the benefits your insured employees can look forward to:

Unlimited GP video consultations, 24/7: employees can book an appointment in-app with an NHS-registered private GP – at no additional cost.

Choice of GP: employees can choose their GP by gender or choose to see the same GP who they’ve seen previously via the app, within the last 6 months. Review GP bios and select a GP based on their needs and the GP’s profile.

Repeat NHS prescriptions: employees can order prescribed repeat medication within the app (all NHS England exemptions accepted) and get free UK delivery.

Consultation advice: after the GP consultation, employees can see the advice they’ve been given and their consultation history within the app.

Your children under 16: employees can add their children under the age of 16 to their account for paediatric consultations, with a limit of 10 children per member.

When time matters: video consultations can help save time, with no need to visit a GP surgery. Employees could have an appointment in as little as 30 minutes and appointments can be booked 24/7. Their appointment slot will last up to 15 minutes.

Your insured employees can view the terms and conditions and the privacy policy in-app before they sign up. Mobile data charges may apply.This service is a non-contractual benefit Aviva can withdraw at any time.

Manage your policy online with MyAviva

At Aviva, we understand that life is busy. That’s why we’re all about making things easier for our customers wherever we can. Welcome to MyAviva.Our online portal will help you manage your Aviva policies and schemes in one secure and easy-to-use place.With a whole host of benefits at your fingertips, you can:• Start a new claim or update us on an existing one• View your claims summary, update us on what’s next and track bills paid against your claim• Keep track of your excess and outpatient benefits (where applicable), helping you stay in control• Chat to our Online Assistant where you can get support 24/7. They can help answer your question or direct you to someone who can.

How to register

By seamlessly combining our online and personal support, MyAviva gives you access to a range of services designed to put you in control.Once registered - whatever product you’ve got - you’re good to go. If you can’t see your policy, you can speak with our Online Assistant within MyAviva who will be able to help you.If you need to register for the first time, follow the process below.

1 Access the login screen at ‘www.aviva.co.uk/activate’ and select ‘Register’

2 Select ‘Register without a code’ which will take you to the next step. Or, if you’ve already spoken with the team and have been supplied with an activation code, you will be able to enter it here.

3 You’ll then need to provide your email address, create a password and enter your name before selecting ‘Continue’

4 Once on your Portfolio, select ‘Continue your registration’

5 Enter your date of birth and postcode and select ‘Continue’

6 You’ll then need to provide your policy number, complete with your member number, but with the opening zeros removed (example below)

registerTo set up a spouse or dependantDependants and spouses cannot currently be added to your MyAviva Health policy. However, if they are over 16, they can set up their own policy.They simply follow the above registration process using their own details (email, password, name, date of birth and address). When prompted to provide their member number, they simply use the same main member number as used for your account.

Make a claim for others on your policy

How to make or update a claim for a spouse or dependent over 16• Your spouse or any dependents over 16 are able to set up their own access to MyAviva, using the joining instructions detailed previously.• Alternatively, as the main member, if you have access to the My Aviva App you can start their claim by selecting the claim form link in the ‘Claim for someone else’ section found on the Make a Claim page of your own policy.How to make or update a claim for children• If you wish to make a claim for your child under 16, simply start their claim by selecting the claim form link in the ‘Claim for someone else’ section found on the Make a Claim page of your own policy.Alternatively, you can complete a webform which can be found here: https://www.aviva.co.uk/help-and-support/contact-us/healthcorporate-email-enquiries/You can also use the Customer Service helpline, found in your member documentation to start or update a claim for you and your whole family.

nowActivate your account todayaviva.co.uk/activatemyaccount@mail.online.aviva.co.ukMyAviva is also available to download from App Store and Google Play. Mobile data charges may apply.

CORE HOURS POLICY

INTRODUCTION

OTD is committed to embedding equity, diversity, and inclusion in all aspects of its culture and facilitating different flexible working options acknowledging there are numerous benefits to both the employee and the employer. As part of this, OTD adopts a ‘Core Hours’ Policy. Core hours are defined as the hours between 10am and 15pm.

OTD recognises that many colleagues, for work-life balance reasons, may be unable to attend essential meetings if they take place too early or too late in the day. Most meetings and particularly regular meetings that deal with the core business of OTD and its departments should take place during core hours, wherever possible. Exceptions to this advice are noted in Section 4.

POLICY AIMS

The aim of this policy is:

to promote an inclusive environment in which all people are valued and respected; to promote empowerment, decision making and trust;

to promote a supportive learning, working and social environment in which everyone feels that they are valued and can work to their full potential;

to ensure that the maximum number of people can attend important meetings, allowing, for example, the widespread dissemination of critical information and avoiding unintended exclusion of some staff.

POLICY PRINCIPLES

Core regular meetings that colleagues need to attend should normally take place within core hours. This includes, for example, all regular team meetings, and one-to-one meetings.

All employees are expected to work during the core hours of 10.00 to 15.00 and are expected to work their total contracted hours within a five-day working week (Monday-to- Friday).

Hours cannot be carried from week-to-week, the expectation is that if you are contracted to work a 37.5-hour week it is achieved within a five-day Monday to Friday schedule.

A daily lunch break away from your desk of a minimum of 30 minutes must be taken if you work more than six hours per day.

All employees are responsible for deciding their work schedule around the core hours and monitoring their time effectively to achieve a 37.5-hour week.

MEETINGS AND EVENTS OUTSIDE CORE HOURS

One-off or occasional events can be organised outside core hours but should be announced with plenty of notice so that employees can make alternative arrangements.

The established practice for arranging times to meet colleagues within or beyond core hours is acceptable, as long as this is by the free agreement of the parties involved.

Meetings can take place outside core hours if colleagues find this preferable.

OTD acknowledges that there can be occasions where the logistics are such that meetings cannot reasonably fit into core hours.

SCOPE AND RESPONSIBILITIES

This policy applies to all employees. This Policy does not, however, apply to meetings that involve external people or clients as their own external work commitments may not make it possible for them to attend meetings during core hours.

Everyone is responsible for making sure this policy works, the Directors are ultimately responsible for ensuring this policy is applied fairly and consistently.

All employees will be made aware of this policy at induction. Details of the policy will also be available in the employee handbook.

MONITORING

The Directors will take steps to monitor the impact of this policy. All employees are responsible for monitoring their weekly hours. Reasonable measures should be taken to attend medical and well-being appointments outside core hours, where this is not possible every effort should be made to cause as little disruption as possible. Advise your manager of any planned absences regarding this matter, including how you long you expect the appointment to take.

The adoption of core hours does not impact employee’s entitlement and arrangement of holiday.

WORKING FROM HOME POLICY

INTRODUCTION

OTD offer a flexible hybrid working pattern where all employees are required to work from the office at least twice a week.

POLICY AIMS

Core regular meetings that colleagues need to attend should normally take place within core hours. This includes, for example, all regular team meetings, and one-to-one meetings.

The principle of flexible working will apply to working from home days. All employees are expected to work during the core hours of 10.00 to 15.00 and be available during that time. To ensure consistency and foster collaboration, one of your office days must be a Thursday. The second office day can be scheduled at your discretion, based on your work responsibilities and team needs, however, this can be subject to change if the business needs suggest so.

Your individual working from home environment is subject to the same health and safety policy as the OTD office and will be assessed for suitability.

ANTI-SLAVERY POLICY

POLICY STATEMENT

Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain.

Our Training Department (OTD) Limited (company number: 6038472) has a zero-tolerance approach to modern slavery and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our business.

RESPONSIBILITY FOR THE POLICY

The Managing Director at OTD have overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under their control comply with it. The Managing Director of OTD have primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery. Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy. You are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions, and queries are encouraged and should be addressed to lian@otd.uk.com.

COMPLIANCE WITH THE POLICY

You must ensure that you read, understand, and comply with this policy. The prevention, detection and reporting of modern slavery in any part of our business is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy. You must notify your line manager as soon as possible if you believe or suspect that a conflict with this policy has occurred or may occur in the future. You are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business or supply chains of any supplier tier at the earliest possible stage.

If you believe or suspect a breach of this policy has occurred or that it may occur you must notify the Managing Director (rebecca@otd.uk.com).

We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our business.

POLICY MEASURES

Suppliers of OTD are required to have in place their own due diligence practices and contractual obligations within their ongoing supply chain, with the aim of eliminating from their supply chain any suppliers or sub-contractors who have trafficking or slavery practices within their supply chains.

COMMUNICATION AND AWARENESS OF

THIS POLICY

Training on this policy forms part of the induction process for all individuals who work for us, and regular training will be provided as necessary.

DISCIPLINARY PROCESS AND SUPPLIER ADHERENCE

Any employee who breaches this policy will face disciplinary action, which could result in formal action being taken up to and including dismissal for misconduct and gross misconduct. We reserve the right to terminate our relationship with other individuals and organisations working on our behalf if they breach this policy.

ONGOING REVIEW

This Anti-Slavery Policy will be subject to regular ongoing reviews to ensure its effectiveness, and to update the requirements where further measures are identified.

SICKNESS ABSENCE POLICY

As a Company we need to measure and record sickness absence, and to know when and why we need to do something about it. This is why we record and keep all records relating to absence, in line with our Data Protection Policy and Privacy Notice. As an employee, you need to know that you work for someone who cares about your health and welfare.

The following absence Policy has been drawn up to meet these needs and must always be followed.

YOUR RESPONSIBILITIES

You must take responsibility for your own attendance at work and, if you are ill, your recovery and return to work. It is a requirement that you:

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Comply in a timely manner with our notification and certification procedures, whether set out in this Policy or as notified from time to time, and maintain communication with us while you are absent from work

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Co-operate with a reasonable request for a medical and/or Occupational Health report to be obtained from your general practitioner and/or another Doctor nominated by us and/or an Occupational Health adviser (where appropriate), and for that purpose to undergo any medical and/or Occupational Health examination

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Provide sufficient information to us, as and when required, to keep us informed of your condition and prognosis; and

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Co-operate with us to implement any advice from medical and/or Occupational Health Practitioners in order to facilitate a timely return to work

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Adhere to the Policy and do nothing to aggravate or delay recovery such as working for another employer or taking part in inappropriate social or sporting activities.

REPORTING

All unauthorised absence must be reported to your Manager by at least one hour before your start time on the first day of absence. Contact should be made directly by you, not text message, and only in exceptional circumstances should partners, parents or friends ring on your behalf.

You will be asked to give the reason for your absence and an indication of when you may return, and details of any outstanding work that needs to be attended to in your absence.

If your absence continues for more than one day you must keep your Manager informed on every subsequent day for the first seven days. And then as agreed with your Manager, but as a minimum on a weekly basis until your return.

If the absence is due to sickness and continues for seven days or less (Saturday and Sunday included), you must complete a self-certification form and give it to your Manager. (A copy of the selfcertification form can be found at the end of this handbook.)

If absence continues for more than seven days (Saturday and Sunday included), a “statement of fitness for work” (also known as a “Fit Note”) signed by your Doctor or other treating Doctor must be sent immediately to your Manager, and thereafter at weekly intervals for as long as the absence continues.

During all periods of absence your Manager will maintain contact with you.

Time off for absence due to any medical intervention that you have chosen to undertake (rather than being medically advised), will not be treated as sickness absence. However, any time off sick resulting from such medical intervention will be treated as sickness absence in accordance with the reporting and absence procedures.

STATEMENT OF FITNESS TO WORK (FIT NOTE)

Where a Fit Note indicates that you may be partially fit for work, the Doctor may have suggested ways of helping you get back to work. These could include:

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A phased return to work

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Altered hours

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Amended duties

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Workplace adaptations.

Your Line Manager will discuss the advice on the Doctor’s Certificate with you. They will consider any comments made by the Doctor, any of the return-to-work tick boxes and any other action that could help you return to work despite your illness. If you return to reduced hours your pay would reflect this. If the Company is not able to make any adaptations or adjustments to help you return to work, your Line Manager will explain the reasons to you and will set a date for review. You may then use the Doctor’s Certificate as if the Doctor had advised ‘not fit for work’.

STATUTORY SICK PAY (SSP)

Subject to certain exceptions, you will be entitled to receive Statutory Sick Pay (‘SSP’) for a maximum of 28 weeks in any period of entitlement (the maximum such period being three years) in accordance with, and subject to, the prevailing regulations. Payment of Company Sick Pay, if any, discharges any obligation to pay SSP (i.e. SSP is not in addition to Company Sick Pay but is included in it).

SSP is not payable for the first three days of absence (called waiting days). The rate of SSP will vary depending on your normal weekly earnings and the rate prescribed by the prevailing regulations. You will only receive SSP when there is a period of four or more days’ sickness. SSP will only be paid on days on which you would normally be working.

The main requirements in order to qualify for SSP are that you must:

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Have four or more consecutive days of sickness (which may include Saturdays, Sundays, and holidays) during which you are too ill to be capable of doing your work

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Follow the sickness absence reporting procedures as detailed above

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Supply evidence of incapacity, namely a self-certificate for periods of less than seven calendar days and a statement of fitness for work (also known as a Fit Note) for any period after the first seven calendar days.

COMPANY SICK PAY

After completion of length of service and subject to:

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The correct notification and certification process.

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Cooperate with support processes aimed at helping you return to work; e.g. Occupational health, physiotherapy, counselling services etc. as recommended by your healthcare professional.