Code of Conduct Policy

People Policies – Code of Conduct Policy. Effective Date:04/09/2023. Document ID:MG-1-028-01.

1. Introduction

The Company Code of Conduct sets out the standards of behaviour the Company expects from all its people.

Rules in relation to the conduct of all individuals are set out in this Code of Conduct and there are examples of what the Company considers to be gross misconduct which may lead to disciplinary action in accordance with the Disciplinary Procedure and could result in termination of employment.

This is a non-contractual policy, and the Company reserve the right to vary it at any time.

2. Behavioural Expectations

The following general standards are required by every individual within the Company:
• People should behave in a respectful, professional, and polite manner and ensure their behaviour does not breach the Equality Act 2010.
• People should comply with all reasonable instruction from the management team.
• People should cooperate fully with colleagues and management representatives.
• People should always uphold and further the Company’s positive public image.
• Satisfactory standards of performance should be maintained at all times.
• The Company’s policies and procedures should be adhered to at all.
• You are solely responsible for the safety of your personal possessions while in the Company’s premises. You must ensure that your possessions are at all times kept in a safe place.

3. Equality, Diversity, and Inclusion

An important core value of the Company is the promotion of inclusivity and diversity. It seeks to ensure that the workplace is supportive of its people and one where individual respect is shown to all individuals, regardless of age, (dis)ability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, ethnic back-ground, culture, sexual orientation, religion or belief, sex, or any other factor. All our people will be supported and encouraged to perform to their potential.

For further information, please refer to the Equal Opportunities policy.

4. Bullying and Harassment

The Company has a zero-tolerance approach to bullying and harassment.
Disciplinary action will be taken again inappropriate behaviour that shows a lack of respect for others or causes people to feel threatened.

For further information, please refer to the Bulling and Harassment policy.

5. Gross Misconduct

The following Offences are examples of gross misconduct:
• Unauthorised use of the Company assets and equipment.
• Refusal to carry out role-based duties or obey reasonable instructions except where an individual’s safety mayreasonably be in jeopardy.
• Intentional sexual harassment, harassment, bullying.
• Serious breach of rules, policies, or procedures, especially those designed to ensure safe operation.
• Divulging or misusing confidential information.
• Theft or unauthorised possession of any property or facilities of the company, individuals, and clients.
• Consumption of alcohol or drugs, or intoxication by reason of alcohol or drugs, which could affect work
performance in any way or have an impact on other colleagues.
• Having illegal drugs in the possession, custody, or control of the individual while at work or on the Company’s premises.
• Defrauding or attempting to defraud the Company, its customers, suppliers, or fellow colleagues.
• Unauthorised or inappropriate use of email, internet and/or computer systems.
• Falsification of any Company records including reports, accounts, expenses claims or self-certification forms.
• Serious damage to Company property.
• Violent, dangerous or intimidatory conduct.
• Bringing unauthorised person(s) onto Company premises.
• Conviction of any criminal offence which may render the individual unsuitable for the role.
• Serious and/or repeated abuse of timekeeping and attendance procedures.
• Failure to follow the Company’s standard operating.

6. Conduct Outside Work

As a general rule, what people do after working hours and away from the premises is a personal matter.

However, the Company will become involved in the following circumstances:
• At office parties, drinks events and other work-related social occasions.
• At third-party (that is, clients and customers) occasions where the individual has been invited in their capacity
as an employee and representative of the Company.
• At work-related conferences and training courses.

Where the individual is away on business on behalf of the Company. The Company’s policies will continue to apply at all these events. An individual should not bring the Company name into disrepute. Improper behaviour will lead to investigation and possible disciplinary action, including dismissal and in cases of gross misconduct, a summary dismissal.

For Further information, please refer to the company’s Grievance and Disciplinary procedures.

7. Relationships with other member of staff and clients and customers.

The company does not concern itself with the private lives of its people unless they affect its effective operation or its reputation. Individuals who are relatives or who have a close personal relationship should not normally have a supervisory, assessing, or authorising relationship with each other.

Individuals must inform their line manager if they have a close personal relationship with another colleague or a client or customer which could be considered by colleagues or others, as impacting on the way they conduct themselves at work

8. Criminal Offences

For the avoidance of doubt, an individual must inform their manager in writing if they are under investigation for a criminal act (including road traffic offences) or have been arrested in connection with a criminal action. They must also inform their manager in writing if they have been found guilty and convicted of any offence or received a police caution. Failure to disclose this information may be treated as a disciplinary offence.

Furthermore, if an individual commits a criminal offence outside employment, the Company will investigate the matter to ascertain whether there is any connection between the offence and the individual’s employment. If there is an adverse finding in this respect, this could result in the individual’s dismissal under the disciplinary procedure.

9. Attendance and Timekeeping

Individuals will not be paid if any working time is lost due to lateness or unauthorised absence. Persistent lateness will be dealt with under the Company’s disciplinary policy.

The following rules are required of all our people:
• People should be present and ready to start work in line with their contractual working hours. They must also remain in the workplace and continue to work until they have completed their contractual working hours.
• People should ensure they notify their line manager in accordance with the Sickness and Absence Policy if they are going to be absent from work.
• People should liaise with their line manager if they wish to leave early or arrive late.

10. Signing in and out

This Guidance applies to our people who work on the various sites.
• Individuals must ensure that they adhere to the signing in and out procedures of the specific site they are working on.
• It is not permissible under any circumstances for any person to sign in or out on behalf of another.
• Failure to adhere to this procedure may result in disciplinary action taking place.

11. Communications

Individuals should have their personal mobile device either switched off, or in silent mode, during working hours.

Discretion should be exercised when using a personal mobile device and any use must not cause a distraction from work for the person themselves or their colleagues.

Personal calls and text messages should not be made during working hours; they should only be made during your lunch or other breaks. Authorisation should be obtained from their line manager if they need to make or receive an urgent personal phone call.

In addition, it is forbidden to:
• Give personal phone numbers or home phone numbers to customers or clients.
• Take pictures of colleagues, Company premises, customers or clients using personal mobile devices.
• Transfer files via Bluetooth or other insecure mobile networks.

Only certain job roles require the provision of a Company mobile phone. Where provided, they are for business use only.

Employees should ensure they keep the Company mobile phone in good working order. The mobile phone should remain charged and connected to the network (as far as coverage permits) during working hours so business calls can be received as necessary.

When visiting clients and customers, or on other sites, you may be required to turn off your Company mobile phone. Individuals must observe any such requirements and ensure they comply with them.

The cost of line rental and normal business call usage will be covered by the Company. However, if the phone is used for personal use without authorisation, any monetary usage will be deducted from the person’s pay.

12. Email and Internet Use

The Company will not tolerate the use of email and internet for unofficial or inappropriate purposes, including:
• Any messages that could constitute bullying, harassment, or other detriment.
• Accessing social networking sites such as Facebook using Company equipment or during work time.
• On-line gambling.
• Accessing or transmitting pornography.
• Accessing other offensive, obscene, or otherwise unacceptable material.
• Transmitting copyright information and/or any software available to the user.
• Posting confidential information about other employees, the Company, its customers, or suppliers.

Although our email facilities are provided for the purposes of our business, we accept that you may occasionally want to use them for your own personal purposes.

Individuals are not permitted to send personal emails during work time unless in the case of an urgent matter when you should seek the approval of your line manager before sending the email. Work email addresses should not be used to send personal emails.

Individuals may access their personal email accounts during break times. This is permitted on condition that all the procedures and rules set out in this policy, and the Company’s code of conduct, are complied with.

People are not permitted to use the internet during work time unless in the case of an urgent matter when you should seek the approval of your line manager before use.

People may use the internet during break times. This is permitted on condition that all the procedures and rules set out in the Company’s Code of Conduct are complied with.

13. Social media

Social media usage for work purposes is controlled by the Marketing Department. Approval will be granted by the Director of Marketing where this is required for an individual’s job role.

Social media usage for personal reasons does not need approval by the Company.

When using social media, either in a personal or work capacity, during or outside working hours, individuals must adhere to the following guidelines.

Posts on social media must not:
• Compromise the Company, disclose confidential data or disclose sensitive data.
• Damage the Company’s reputation or brand.
• Breach laws on copyright or data protection
• Contain content that is of defamatory nature.
• Engage in bullying or harassment.
• Be of illegal, inappropriate, or offensive content.
• Interfere with your work commitments.
• Use the company’s name or reputation to promote any other product or any political options.


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