Fooditude Staff Handbook 2021 Registered address: Fooditude Ltd, Top Floor Office, 19 Farncombe Rd, Worthing, West Sussex, BN11 2AY | T - 01903 212 005 E - [email protected] www.fooditude.co.uk Company registration no: 625 77 33. VAT registration no: 867 766 066. Fooditude are now part of Sodexo UK & Ireland.
Table of contents Welcome to Fooditude ....................................................................................................................................3 This handbook ............................................................................................................................................................................ 3 About Fooditude .............................................................................................................................................. 4 Our Vision .................................................................................................................................................................................... 4 Our Mission ................................................................................................................................................................................. 4 Our Values ................................................................................................................................................................................... 4 Employment Information ................................................................................................................................5 1. Job Title and Job Description .............................................................................................................................................. 5 2. Place of Work ......................................................................................................................................................................... 5 3. Probationary Period .............................................................................................................................................................. 5 4. Hours of Work ........................................................................................................................................................................ 6 5. General Data Protection Regulations (GDPR).................................................................................................................. 6 Employee Benefits .......................................................................................................................................... 16 1. Salary.......................................................................................................................................................................................16 2. Holiday Entitlement .............................................................................................................................................................16 3. Pension ................................................................................................................................................................................... 17 Leave and Absence......................................................................................................................................... 18 1. Holiday Policy........................................................................................................................................................................18 2. Bank and Public Holidays ...................................................................................................................................................18 3. Reporting in Sickness Absence..........................................................................................................................................19 4. Certification of Absence ......................................................................................................................................................19 5. Sickness Pay Policy ............................................................................................................................................................ 20 6. Illness and Infection ........................................................................................................................................................... 20 7. Attendance at Meetings ......................................................................................................................................................21 8. Long Term Sickness..............................................................................................................................................................21 9. Procedure for Managing Long Term Sickness ............................................................................................................... 22 10. Health Capability Review .............................................................................................................................................. 23 11. Other Absence................................................................................................................................................................. 25 12. Medical Appointments .................................................................................................................................................. 25 13. Ante Natal Care and Appointments............................................................................................................................ 25 14. Bradford Factor Score .................................................................................................................................................... 25 15. Jury Service ...................................................................................................................................................................... 27 16. Other Public Duties ........................................................................................................................................................28 17. Bereavement Leave ........................................................................................................................................................28 18. Unauthorised Absence .................................................................................................................................................. 29 Conduct ...........................................................................................................................................................30 1. Punctuality and Timekeeping .......................................................................................................................................... 30 2. Dress Code ........................................................................................................................................................................... 30 3. Personal Protective Clothing ............................................................................................................................................ 30 4. Personal Mobile Phones......................................................................................................................................................31 5. Personal Relationships at Work ........................................................................................................................................31 6. Email, Internet and Use of company I.T. Equipment.................................................................................................... 33 7. Personal Correspondence and Telephone Calls............................................................................................................ 34 8. Social media guidelines...................................................................................................................................................... 35 9. Company Property .............................................................................................................................................................. 35 10. Personal Property ........................................................................................................................................................... 36 11. Client Site Rules............................................................................................................................................................... 36 12. Eating and Drinking in the Workplace ........................................................................................................................ 36 13. Confidentiality ................................................................................................................................................................. 36 14. Honesty and Integrity .................................................................................................................................................... 37 15. Public Statements........................................................................................................................................................... 37 16. Outside Business Interests and Additional Employment ...................................................................................... 37 17. Company Social Events .................................................................................................................................................38
18. Expenses ...........................................................................................................................................................................38 19. Alcohol and Drugs Policy .............................................................................................................................................. 39 20. Public Interest Disclosure Policy (Whistle blowing) ............................................................................................... 40 21. Failure to comply with company Policies ...................................................................................................................41 Training and Development ........................................................................................................................... 42 1. Introduction .......................................................................................................................................................................... 42 2. Induction ............................................................................................................................................................................... 42 3. On-going Development ..................................................................................................................................................... 42 4. Promotion or Change of Role............................................................................................................................................ 43 5. Studying and Exams ........................................................................................................................................................... 43 6. Training Agreement............................................................................................................................................................. 43 7. Performance Reviews ......................................................................................................................................................... 43 Family Friendly Policies ................................................................................................................................ 44 1. Maternity Leave and Pay....................................................................................................................................................44 2. Paternity Leave and Pay.....................................................................................................................................................44 3. Parental Leave ......................................................................................................................................................................44 4. Shared Parental Leave ........................................................................................................................................................44 5. Adoption Leave ....................................................................................................................................................................44 6. Parental Bereavement Leave ............................................................................................................................................44 7. Flexible Working Requests ................................................................................................................................................44 8. Time Off for Incidents Involving Dependants ............................................................................................................... 45 Equal Opportunities and Dignity at Work.................................................................................................. 46 1. Policy ......................................................................................................................................................................................46 2. Harassment and Bullying...................................................................................................................................................48 3. Complaints ............................................................................................................................................................................49 4. Responsibilities ....................................................................................................................................................................49 Disciplinary, Grievance and Capability .......................................................................................................50 1. Disciplinary and Dismissal Procedure............................................................................................................................ 50 2. Grievance Procedure........................................................................................................................................................... 54 3. Capability Procedure........................................................................................................................................................... 55 Leaving the Company’s Employment .........................................................................................................60 1. Termination of Employment ............................................................................................................................................ 60 2. Exit Interviews ..................................................................................................................................................................... 60 3. Restriction after Leaving Employment.............................................................................................................................61 4. Final Pay .................................................................................................................................................................................61 5. References..............................................................................................................................................................................61 6. Redundancy.......................................................................................................................................................................... 62 Health and Safety .......................................................................................................................................... 63 1. Health and Safety ................................................................................................................................................................ 63 2. Smoking in the Workplace................................................................................................................................................. 63 3. Food Hygiene ....................................................................................................................................................................... 63 4. Security ..................................................................................................................................................................................64 5. Lone Working .......................................................................................................................................................................64 6. Accidents at Work ...............................................................................................................................................................64 Company Matters and Other Internal Policies .......................................................................................... 65 1. Anti-Bribery and Business Gifts .......................................................................................................................................65 2. Money Laundering...............................................................................................................................................................66 3. Telephone Protocol .............................................................................................................................................................68 4. Work Environment ..............................................................................................................................................................68 5. Adverse Weather Policy .....................................................................................................................................................69 6. CCTV Policy ...........................................................................................................................................................................70 7. Overseas Travel Policy & Procedure ................................................................................................................................ 73 8. Policy Statement on the Recruitment of Ex-Offenders .............................................................................................. 75 9. Process for evaluating the company’s response to notification an employee being charged with or convicted of a criminal offence.................................................................................................................................................. 75 Fooditude staff handbook 2021 2
Welcome to Fooditude Welcome to Fooditude, and congratulations! You’ve just joined a creative, ambitious team who are passionate about great food and service and want to help you build a career with us. As an employee of Fooditude we’ll encourage you to contribute to the business’ success and we will always value your input. Fooditude is here to make people happy no matter what the working day brings. We aim to do that for our clients, and we aim to do it for you too. This handbook The Employee Handbook gives you important information about the company’s policies and procedures. It will explain the benefits and the conditions of your employment. If there is any discrepancy between the terms of this handbook and your letter of appointment and contract, your contract will prevail. We expect all staff at Fooditude to get to know the contents of this handbook. Please ask your Line Manager if you have any questions. Thank you for joining our team. I hope you have an amazing career with us at Fooditude and that we in turn, live up to your hopes and expectations. Dean Kennett Managing Director Fooditude Fooditude staff handbook 2021 3
About Fooditude Owner/Managing Director, Dean Kennett, founded Fooditude (formerly known as Just Hospitality) in September 2005. His background as a chef & manager inspired his vision to set up a contract & event catering business with a focus on great food & service. Fooditude currently operates in several sites across London, running contract operations and events. We aim to always stand out and be different, whether that’s in our food, our service or the extras we offer to keep our clients happy. In December 2020, Fooditude became part of the Sodexo UK & Ireland family. Sodexo is one of the UK’s leading catering and facilities management companies who provide services across a range of industries from B&I, corporate, healthcare, sports and leisure and schools. The decision to partner with Sodexo allows us to seek new opportunities together and accelerate our plans as a forward-thinking workplace caterer. At the heart of everything we do are our Mission, Vision and Values. They keep us focused on why we are here and moving in the right direction as we grow. Our Vision To keep people happy no matter what the working day brings. Our Mission We bring company culture to life through healthy, delicious workplace food and inspiring services. For companies who see that food has the power to energise and reward staff we deliver value and assurance through close working partnerships and total customer satisfaction. Our Values • We love food that makes us feel good • We ingrain quality in everything we do • We hunt for new ideas • We build partnerships based on trust • We respect people and planet Fooditude staff handbook 2021 4
Employment Information 1. Job Title and Job Description Details of your position and duties can be found in your Job Description. However, this does not limit the duties you may be asked to undertake. The company can choose to change or amend your job title and duties to reflect the needs of the business. All employees may be required, from time to time, to undertake other duties for the company. These will be deemed to be within your capabilities, and if there is any training required to perform the task, the company will ensure that this happens. Your Job Description may be reviewed and updated on a regular basis to reflect any changes in your role and responsibilities. You are required to undertake your role and duties faithfully, diligently and to the best of your abilities at all times. Finally, you must promote the interests, welfare and maintain the goodwill of the company and comply with all reasonable directions given to you. 2. Place of Work Your Place of Work is usually identified within your Contract of Employment. However, you may be required to work at other locations on either a temporary or a permanent basis. Any permanent changes in your Place of Work will be communicated to you. Depending on your role within the company, you may be required to travel within and outside of the UK in order to fulfil your duties. Any periods of travel, which are not part of your standard duties and will involve you staying away from home, will be notified to you in advance. 3. Probationary Period On joining the company, you will undertake a Probationary Period, the length of which is outlined in your offer letter. The purpose of the Probationary Period is a specific time period when you are learning about the company and your duties. It is a period of time when your performance and conduct will be monitored along with being a period of adjustment for both you and the company. At the end of your Probationary Period, your Line Manager will meet with you for a review meeting. The outcome of the meeting will be one of the following: • You have successfully passed your Probationary Period; • Your Probationary Period is being extended by a further period due to some concerns in your performance; or • Your employment is to be terminated on the grounds of unsatisfactory performance during your Probationary Period. Fooditude staff handbook 2021 5
Before your employment is confirmed, the company will review and take into account all periods of absence, including sickness and holiday. You will be notified, in writing, of the outcome of your Probationary Period. Should you have any concerns during this period, you should raise them with your Line Manager. Should you not reach the required level of performance during the first month of the Probationary Period or it is felt that you are not suitable for the role for which you have been employed, you may be dismissed from employment without Notice. One week’s Notice will be given for the remainder of the Probationary Period. The company may choose to extend your Probationary Period if you have not met the required level of performance. In most cases, before a decision is made to terminate your employment, you will be made aware of any shortfall in performance and given the opportunity to improve. A further Probationary Period may be agreed and put in place in the event of promotion into a new role or a significant change in the role being undertaken. Any new Probationary Period will be discussed and placed in writing to you. 4. Hours of Work Your hours of work are specified in your Contract of Employment. You will be expected to complete your daily scheduled work before finishing each day and to work additional hours when necessary, in line with the needs of the business. On any day that you work in excess of six hours, you will be entitled for an unpaid break, the duration of which will be outlined in your Contract of Employment. We will always do our best to accommodate your needs for taking this break, but we may request that you take it at a different time should the business need you to. 5. General Data Protection Regulations (GDPR) Data Protection Policy - Purpose The company is committed to being transparent about how it collects and uses the personal data of its workforce, and to meeting its data protection obligations. This policy sets out the company's commitment to data protection, and individual rights and obligations in relation to personal data. This policy applies to the personal data of job applicants, employees, workers, contractors, volunteers, interns, apprentices and former employees, referred to as HR-related personal data. This policy does not apply to the personal data of clients or other personal data processed for business purposes. The company has appointed Samantha Kennett, HR & Finance Director as the person with responsibility for data protection compliance within the company. Questions about this policy, or requests for further information, should be directed to Samantha or the People Team via [email protected] Fooditude staff handbook 2021 6
Definitions \"Personal data\" is any information that relates to a living individual who can be identified from that information. Processing is any use that is made of data, including collecting, storing, amending, disclosing or destroying it. \"Special categories of personal data\" means information about an individual's racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric data. \"Criminal records data\" means information about an individual's criminal convictions and offences, and information relating to criminal allegations and proceedings. Data protection principles The company processes HR-related personal data in accordance with the following data protection principles: • The company processes personal data lawfully, fairly and in a transparent manner. • The company collects personal data only for specified, explicit and legitimate purposes. • The company processes personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing. • The company keeps accurate personal data and takes all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay. • The company keeps personal data only for the period necessary for processing. • The company adopts appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage. The company tells individuals the reasons for processing their personal data, how it uses such data and the legal basis for processing in its privacy notices. It will not process personal data of individuals for other reasons. Where the company relies on its legitimate interests as the basis for processing data, it will carry out an assessment to ensure that the rights and freedoms of individuals do not override those interests. Where the company processes special categories of personal data or criminal records data to perform obligations or to exercise rights in employment law, this is done in accordance with a policy on special categories of data and criminal records data. The company will update HR-related personal data promptly if an individual advises that his/her information has changed or is inaccurate. Personal data gathered during the employment, worker, contractor or volunteer relationship, or apprenticeship or internship is held in the individual's personnel file (in hard copy or electronic format, or both), and on HR systems. The periods for which the company holds HR-related personal data are contained in its privacy notices to individuals. The company keeps a record of its processing activities in respect of HR-related personal data in accordance with the requirements of the General Data Protection Regulation (GDPR). Fooditude staff handbook 2021 7
Individual rights As a data subject, individuals have a number of rights in relation to their personal data. Subject access requests Individuals have the right to make a subject access request. If an individual makes a subject access request, the company will tell him/her: • Whether or not his/her data is processed and if so why, the categories of personal data concerned and the source of the data if it is not collected from the individual; • To whom his/her data is or may be disclosed, including to recipients located outside the European Economic Area (EEA) and the safeguards that apply to such transfers; • For how long his/her personal data is stored (or how that period is decided); • His/her rights to rectification or erasure of data, or to restrict or object to processing; • His/her right to complain to the Information Commissioner if he/she thinks the company has failed to comply with his/her data protection rights; and • Whether or not the company carries out automated decision-making and the logic involved in any such decision-making. The company will also provide the individual with a copy of the personal data undergoing processing. This will normally be in electronic form if the individual has made a request electronically, unless he/she agrees otherwise. To make a subject access request, the individual should send the request to the People Team at [email protected] by using the company's form for making a subject access request. In some cases, the company may need to ask for proof of identification before the request can be processed. The company will inform the individual if it needs to verify his/her identity and the documents it requires. The company will normally respond to a request within a period of one month from the date it is received. In some cases, such as where the company processes large amounts of the individual's data, it may respond within three months of the date the request is received. The company will write to the individual within one month of receiving the original request to tell him/her if this is the case. If a subject access request is manifestly unfounded or excessive, the company is not obliged to comply with it. Alternatively, the company can agree to respond but will charge a fee, which will be based on the administrative cost of responding to the request. A subject access request is likely to be manifestly unfounded or excessive where it repeats a request to which the company has already responded. If an individual submits a request that is unfounded or excessive, the company will notify him/her that this is the case and whether or not it will respond to it. Fooditude staff handbook 2021 8
Other rights Individuals have several other rights in relation to their personal data. They can require the company to: • Rectify inaccurate data; • Stop processing or erase data that is no longer necessary for the purposes of processing; • Stop processing or erase data if the individual's interests override the company's legitimate grounds for processing data (where the company relies on its legitimate interests as a reason for processing data); • Stop processing or erase data if processing is unlawful; and • Stop processing data for a period if data is inaccurate or if there is a dispute about whether or not the individual's interests override the company's legitimate grounds for processing data. • To ask the company to take any of these steps, the individual should send the request to [email protected] Data security The company takes the security of HR-related personal data seriously. The company has internal policies and controls in place to protect personal data against loss, accidental destruction, misuse or disclosure, and to ensure that data is not accessed, except by employees in the proper performance of their duties. HR related personal data is only held on restricted access drives, in fire proof, lockable cabinets (for hard copies) on our HR System and electronic payslip system, both of which are protected by robust external security systems. Access is restricted to only those who need it for the proper performance of their roles. Where the company engages third parties to process personal data on its behalf, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. Data breaches If the company discovers that there has been a breach of HR-related personal data that poses a risk to the rights and freedoms of individuals, it will report it to the Information Commissioner within 72 hours of discovery. The company will record all data breaches regardless of their effect. If the breach is likely to result in a high risk to the rights and freedoms of individuals, it will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures it has taken. International data transfers HR-related personal data may be transferred to countries outside the European Economic Area (EEA) to clients who work outside of the EEA, to fulfil contractual obligations. Data Fooditude staff handbook 2021 9
transferred outside the EEA on the basis of contractual obligation is safeguarded appropriately under binding corporate rules. Individual responsibilities Individuals are responsible for helping the company keep their personal data up to date. Individuals should let the company know if data provided to the company changes, for example if an individual moves house or changes his/her bank details. Individuals may have access to the personal data of other individuals and of our customers and clients in the course of their; employment, contract, volunteer period, internship or apprenticeship. Where this is the case, the company relies on individuals to help meet its data protection obligations to staff and to customers and clients. Individuals who have access to personal data are required: • To access only data that they have authority to access and only for authorised purposes; • Not to disclose data except to individuals (whether inside or outside the company) who have appropriate authorisation; • To keep data secure (for example by complying with rules on access to premises, computer access, including password protection, and secure file storage and destruction); • Not to remove personal data, or devices containing or that can be used to access personal data, from the company's premises without adopting appropriate security measures (such as encryption or password protection) to secure the data and the device; • Not to store personal data on local drives or on personal devices that are used for work purposes; and • To report data breaches of which they become aware to Samantha Kennett, HR & Finance Director and data protection officer for Fooditude, immediately. • Failing to observe these requirements may amount to a disciplinary offence, which will be dealt with under the company's disciplinary procedure. Significant or deliberate breaches of this policy, such as accessing employee or customer data without authorisation or a legitimate reason to do so, may constitute gross misconduct and could lead to dismissal without notice. Training The company will provide training to all individuals about their data protection responsibilities as part of the induction process and at regular intervals thereafter. Individuals whose roles require regular access to personal data, or who are responsible for implementing this policy or responding to subject access requests under this policy, will receive additional training to help them understand their duties and how to comply with them. Fooditude staff handbook 2021 10
Employee Privacy Notice Data controller: Fooditude Data protection officer: Samantha Kennett, HR & Finance Director The company collects and processes personal data relating to its employees to manage the employment relationship. The company is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. What information does the company collect? The company collects and processes a range of information about you. This includes: • Your name, address and contact details, including email address and telephone number, date of birth and gender; • The terms and conditions of your employment; • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the company; • Information about your remuneration, including entitlement to benefits such as pensions • Details of your bank account and national insurance number; • Information about your marital status, next of kin, dependants and emergency contacts; • Information about your nationality and entitlement to work in the UK; • Information about your criminal record (A DBS check will only be undertaken for front of house or driver positions if we are specifically requested to by our clients. You will be advised, as part of our recruitment process, if a basic check is required); • Details of your schedule (days of work and working hours) and attendance at work; • Details of periods of leave taken by you, including holiday, sickness absence, family leave and other leave, and the reasons for the leave; • Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence; • Assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence; • Information about medical or health conditions, including whether or not you have a disability for which the company needs to make reasonable adjustments; • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief. The company collects this information in a variety of ways. For example, data is collected through application forms, CVs or resumes; obtained from your passport or other identity documents such as your driving licence, ID card; from forms completed by you at the start of or during employment, from correspondence with you; or through interviews, meetings or other assessments. Fooditude staff handbook 2021 11
In some cases, the company collects personal data about you from third parties, such as references supplied by former employers. The company seeks information from third parties with your consent only. Data is stored in a range of different places, including in your personnel file, in the company's HR management systems and in other IT systems, including the company's email system and company WhatsApp group/groups - joining the company WhatsApp is with your consent only and can be withdrawn at any time by leaving the group. Please note that when in the group, others can see your personal mobile number. Why does the company process personal data? The company needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer benefit and pension entitlements. In some cases, the company needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee's entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which they are entitled. In other cases, the company has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the company to: • Run recruitment and promotion processes; • Maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights; • Operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace; • Operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes; • Operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which they are entitled; • Obtain occupational health advice, to ensure that it complies with duties in relation to individuals with disabilities, meet its obligations under health and safety law, and ensure that employees are receiving the pay or other benefits to which they are entitled; • Operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the company complies with duties in relation to leave Fooditude staff handbook 2021 12
entitlement, and to ensure that employees are receiving the pay or other benefits to which they are entitled; • Ensure effective general HR and business administration; • Provide references on request for current or former employees; • Respond to and defend against legal claims; and • Maintain and promote equality in the workplace. Where the company relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not. Some special categories of personal data, such as information about health or medical conditions, are processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes). Where the company processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring. Data that the company uses for these purposes is anonymised or is collected with the express consent of employees, which can be withdrawn at any time. Employees are entirely free to decide whether to provide such data and there are no consequences of failing to do so. Who has access to data? Your information will be shared internally, including with members of the HR and recruitment team, the Finance Department, your line manager, managers in the business area in which you work, IT staff who work for our IT provider if access to the data is necessary for performance of their roles. The company shares your data with third parties to obtain pre-employment references from other employers. The company may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements. The company also shares your data with third parties that process data on its behalf, in connection with; payroll for the provision of benefits and pension, e-payslip service provider for the provision of electronic payslips, P60’s and P45’s, the provision of occupational health services, HR services provider, online training provider for the provision of internal training and development. Your data may be transferred to countries outside the European Economic Area (EEA) to clients who work outside of the EEA, in order to fulfil contractual obligations. Data transferred outside the EEA based on contractual obligation is safeguarded appropriately under binding corporate rules. Fooditude staff handbook 2021 13
How does the company protect data? The company takes the security of your data seriously. The company has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Employee data is held in compliance with our internal Data Protection Policy, it is only held on restricted access drives, in fire proof, lockable cabinets (for hard copies) and on our HR System that is protected by robust external security systems. Access is restricted to only those who need it for the proper performance of their roles. Where the company engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. For how long does the company keep data? The company will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment are determined by the legal obligation for compliance and kept for no longer than is necessary for the purposes for which it is processed. Former employees can request that the company delete personal data it holds about them. The company must comply with the request in certain circumstances, for example if the data is no longer necessary in relation to the purposes for which it was collected or otherwise processed. Your rights As a data subject, you have several rights. You can: • Access and obtain a copy of your data on request; • Require the company to change incorrect or incomplete data; • Require the company to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; • Object to the processing of your data where the company is relying on its legitimate interests as the legal ground for processing; and • Ask the company to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the company's legitimate grounds for processing data. • Withdraw consent to processing personal data If you would like to exercise any of these rights, please contact Samantha Kennett, HR & Finance Director at [email protected]. You can make a subject access request by completing the company's form for making a subject access request which can be obtained via request from the People Team – [email protected] Fooditude staff handbook 2021 14
If you believe that the company has not complied with your data protection rights, you can complain to the Information Commissioner. What if you do not provide personal data? You have some obligations under your employment contract to provide the company with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the company with data to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights. Certain information, such as contact details, your right to work in the UK and payment details, must be provided to enable the company to enter a contract of employment with you. If you do not provide other information, this will hinder the company's ability to administer the rights and obligations arising as a result of the employment relationship efficiently. Fooditude staff handbook 2021 15
Employee Benefits 1. Salary Your Salary will be as set out in your Contract of Employment. All pay is quoted as gross salary and will be paid after deductions for income tax, National Insurance Contributions, your pension contributions (if any) and all other authorised deductions. The frequency and pay arrangement in which you are paid is as stated in your Contract of Employment. The company, at its discretion, may also bring forward the pay period during the month of December or other bank holidays. You will receive a payslip, which sets out your gross salary, statutory and other deductions and the net sum paid. Salaries are credited by direct transfer into a bank account nominated by you. If you join or leave part-way through a pay period, your Salary will be calculated on a pro-rata basis based on the number of days or hours worked. On an annual basis or as otherwise determined by the company, your salary will be reviewed entirely at the company’s discretion. For the avoidance of doubt, a review does not automatically involve a salary increase. Whether or not to grant a salary increase and if applicable, the amount, are matters which are non-contractual and which lie entirely within the sole discretion of the company’s management. Any increase, which is given, will take effect from 1st of the month immediately thereafter or as stated in your letter of change. You agree that the company is entitled to deduct from your pay, at any time during your employment or upon the termination of your employment, by whatever means, any money you may owe to the company. Monies owed can include, but are not limited to, any overpayments, outstanding loans or advances made to you by the company, relocation costs, training costs, the cost of repairing any damage or loss to the company’s property caused by you, the cost of replacing any tools belonging to the company that you have not returned or that you have lost, excess holiday pay and any other monies owed by you to the company. Should the amount withheld not recover those deficiencies, the company may recover the excess through the courts. 2. Holiday Entitlement Your Holiday Entitlement, as set out on your Contract of Employment, accumulates pro rata throughout each Holiday Year (1st January to 31st December). You will receive holiday pay equivalent to your basic rate of pay. All part time employees will have their entitlement pro- rated based on days worked. Fooditude staff handbook 2021 16
During your first and last year of employment with the company, your Holiday Entitlement will be a proportion of the number of complete weeks worked in the holiday year. Where this calculation does not result in an exact number of days, the amount of leave that may be taken is rounded up to the nearest half day. If you leave the company, payment in lieu will be made if you are not able to take your accrued holiday before you leave. If, when you leave the company, you have taken more holidays than you are entitled to, the appropriate deduction will be made from your final salary. A day’s holiday, when calculating holiday, will be based on the number of days you are contracted to work in a year. You are also entitled to take additional religious holidays you have notified to the company at the start of your employment or on the date of your conversion if later. Such holidays will be unpaid if they are not taken as part of your annual Holiday Entitlement. 3. Pension From 2016, the Company complies with the new pension reforms that have been introduced by the Government called Auto Enrolment. After you have successfully completed your probationary period, you will be auto-enrolled into the company’s pension scheme if you fulfil the Government criteria. An employee contribution will be deducted from your pay and paid by the company to the trustees of the scheme by monthly instalments. All future changes will be communicated to you. The company shall adhere to the legal requirements for pensions and contributions for both the employee and employer. Details of the pension scheme that is in operation is available upon request. Fooditude staff handbook 2021 17
Leave and Absence 1. Holiday Policy All holiday must be taken during the holiday year, which runs from 1st January to 31st December each year. You will not be permitted to carry over unused holiday entitlement into the following holiday year, except with the express written consent of the company, nor will salary be given in lieu of unused holiday allocation. Applications for holiday leave must be made, through the official request process, to your Manager. When requesting holiday, any requests for holiday of less than five days must be requested giving no less than ten working days’ notice. For holiday in excess of five days, all requests must be made in writing, using the Holiday Request Form, giving no less than one calendar months’ notice. Last minute requests for leave will be approved based on the needs of the business and the reason for the leave. The maximum leave period, which will be approved at any one time, for full time employee’s is two consecutive weeks in duration and the pro-rated equivalent will apply for part time employees. Holiday requests will be approved on a first come, first served basis reflecting on the needs of the business and ensuring that there is adequate cover within each team. The company will endeavour to approve all requests for annual leave. The company may limit annual leave due to the needs of the business and/or additional customer demands. You are advised not to formalise your holiday plans until approval has been obtained from your Manager. Should you book your holiday before approval is given, the company will not be responsible for any deposit paid and subsequently lost, should your leave request be rejected. If the company is unable to honour your holiday request, you will be advised accordingly and alternative dates offered to you. For periods of planned company closure e.g. Christmas holiday, annual Holiday Entitlement will be used and pre-booked with prior notification to all employees. Should you fall sick during any scheduled holiday, you have a choice of either taking your paid holiday or applying for reallocation of your holiday. Reallocation will only be granted if you inform the company of your illness on the days that you fall ill and all subsequent days of illness and in line with the Reporting in Sickness Absence Procedures incorporated within this Handbook. The company also reserves the right to request satisfactory evidence of your illness. Reallocation of this holiday will only be possible in the current holiday year. 2. Bank and Public Holidays The company recognises all Bank and Public holidays in the U.K. Your letter of employment will state whether you are required to work these days on a regular basis. If it is the general rule that you do not usually work these days, in extraordinary circumstances and to meet Fooditude staff handbook 2021 18
the business demands or that of an individual customer, you may be asked to do so. Prior notice will be given should you be required to work. Part time employees will have their entitlement to Bank and Public holidays pro-rated based on the number of days and hours worked. If you are required to work on a Bank holiday, you will be entitled to take an additional day’s leave for each Bank holiday worked, in line with the Holiday Policy. 3. Reporting in Sickness Absence On the first day you are going to be absent from work, you must contact your Line Manager no later than one hour before your allocated start time. When telephoning, you must provide information relating to: • The reason for the absence; • If due to sickness, when your sickness started; • When you expect to return to work; • Any appointments/meetings/training you will miss; • A number where you can be contacted during the day. If, for some reason, you are not able to telephone, you must ask a relative, friend or neighbour to do so on your behalf. In extreme cases, the company will accept a text message as a means of early notification. However, in all circumstances you must telephone and speak to your Line Manager on the day in which you have been reported absent. You must then continue to contact your Line Manager each day that you are absent until you return to work or provide a Fit Note from your doctor. Failure to report into the company could result in disciplinary action being taken. You will be interviewed on your return to work to ensure that you are fit to resume your normal duties. It is important to note that whilst you are absent from work, the company may ask that you attend meetings in order for your wellbeing to be discussed. You are urged to attend all such meeting requests. Any failure to attend such a meeting request must be supported by written confirmation from your Doctor that you are unfit to attend on medical grounds. On your return to work, you must contact your Line Manager as soon as possible, with any medical evidence of your absence and/or complete a Self-Certification Form. 4. Certification of Absence If you are away from work sick for seven calendar days or less, your line manager will complete a Return to Work Interview with you upon your return. However, the company reserves the right to request that you provide a Fit Note. Fooditude staff handbook 2021 19
Whilst absent, you are required to telephone your Line Manager each working day before your allocated shift start time. The seven days include Weekends, Bank and other Public Holidays. For periods of absence in excess of seven calendar days, a Fit Note must be provided to certify that you are unable to work. Your Fit Note must be sent to your Line Manager by the tenth day or sooner. Once received, you do not need to telephone your Line Manager, except to provide regular updates on your wellbeing. This practice should continue until the Fit Note expires, is renewed or you return to work. Subsequent Fit Notes should also be sent to your Line Manager. When a Fit Note covers your absence, you must not return to work before the date specified has been reached. If you feel that you are fit to return to work, you must obtain written confirmation from your doctor. If you have been authorised to have another job outside of the company, you must stop doing this work until you are fully fit and have returned to your job with the company. You should not do anything that may slow down your recovery or affect your eligibility for Statutory Sick Pay. 5. Sickness Pay Policy The company will pay Statutory Sick Pay (SSP), where appropriate, in accordance with the legislation in force at the time of absence. For the purposes of the SSP, the agreed “Qualifying Days” are your contract working days. After completing your probationary period, the company will pay the first 5 days of sickness in any 12-month period at your basic pay rate. For managers this is 8 days of pay and 10 days for senior management. Any additional sickness will be paid as SSP. Failure, without reasonable cause, to provide a Fit Note when required to do so, as outlined in Section 3, may result in non-payment of Statutory Sick Pay, if eligible. Payments may also be withheld if: • The company believes there is reasonable doubt to the validity of the claim for sick pay • Sickness absence procedures are not adhered to • Recommended treatment is not followed • Self-certificated absence is persistent / short term and becomes a disciplinary matter; • Sickness absence follows notification of a disciplinary or capability hearing or investigation; • Failure to cooperate with, or abuse of, the absence policy and procedure. 6. Illness and Infection If your role involves handling or preparing food and/or beverages and if you are suffering from, or have been in contact with, the following, you must tell your Line Manager immediately: Fooditude staff handbook 2021 20
• Infection of the stomach, bowel or food poisoning; • Diarrhoea or vomiting; • Cuts, boils, abscesses or sores; • Discharge from the eyes or ears; • Feverishness; • Typhoid, paratyphoid, amoebic/bacillary dysentery, hepatitis A; • E-Coli Type 157. • Norovirus • Threadworm • Tapeworm • Heavy cold • Flu • COVID-19 Or any other condition that in the reasonable opinion of your Line Manager may result in contamination of food and drinks. You must not undertake your normal duties and your Manager will attempt to find you other suitable tasks, if applicable. If we are unable to do this, the company reserves the right to refer you to your General Practitioner for medical guidance. 7. Attendance at Meetings It is important to note that whilst you are absent from work, the company may ask that you attend meetings in order for your wellbeing to be discussed, along with planning and supporting your return to work and considering any temporary or permanent changes that may be required to your duties, role or work environment. You are urged to attend all such meeting requests and the company may look to formalise these meetings by invoking the Capability Procedure. Any failure to attend such a meeting request must be supported by written confirmation from your Doctor that you are unfit to attend on medical grounds. 8. Long Term Sickness Long-term sickness absence is defined as 4 weeks’ continuous absence. Intermittent absence that amounts to 20 working days (140 hours pro rata for part time staff) will also be managed under the long-term sickness and capability process, with due regard to the Equality Act 2010 and the Code of Practice on Disability in Employment, where the reasons for absence are related to an underlying medical condition or disability. Managing long-term sickness issues involves holding a monthly sickness review meeting with the member of staff to: • Keep in touch; 21 • Discuss and review the length and reasons for absence; • Establish a return to work date; and • Facilitate a return to work/improve attendance levels. Fooditude staff handbook 2021
Facilitating a Return to Work In order for us to provide staff with appropriate support and facilitate a return to work we may need to: • Seek medical advice through an OH physician or from your G.P. or medical consultant about your health to establish when / whether a return to work is likely and how we can reasonably help to facilitate this. • Discuss and make reasonable adjustments that may facilitate a return to work or to retain an individual at work. • Consider whether alternative duties / light work or a phased return to work is beneficial. • Consider redeployment as a potential alternative to ending employment where appropriate. Keeping in touch During longer term sickness absence and if your absence is likely to be 4 weeks or longer, it is important that you keep in touch with your manager at agreed regular intervals and let them know of any changes in your health or expected date of return. Monthly review meetings will normally be held with you and may be arranged at work, at your home, virtually or another agreed location and you have the right to be accompanied to these meetings. In some cases, where there is a known medical reason for absence and there is a known date of return to work, meetings may be held at longer intervals by agreement, with contact mainly by telephone. Phased returns If you are recovering from illness and it is considered that a phased return to work would be beneficial, your manager will discuss this with you. A phased return allows you to return to work starting on reduced hours for a short period and building up hours gradually to your normal full-time hours. You will receive normal pay during this phased return, which would be for up to a maximum of four weeks. Alternative duties If you are not considered fit to undertake your normal duties, for example in cases of a broken limb, and you are being paid sick pay, you may be requested to undertake other appropriate work. Such requests will only be made in consultation with independent medical advice, and, where appropriate, following a risk assessment. 9. Procedure for Managing Long Term Sickness During long-term sickness absence, it is important for managers to keep in touch with the member of staff and provide appropriate support and interventions to facilitate a return to work and retain them in employment where this is practicable. Sickness Review Meetings After four weeks, continuous absence or intermittent absence that amounts to 20 working Fooditude staff handbook 2021 22
days within a rolling 12-month period, your manager will write to you and arrange a sickness review meeting. The purpose of the meeting will be to discuss your sickness absence and identify any support we may be able to provide which may facilitate your return to work. This may include seeking medical advice, arranging a phased return, changing your work pattern, hours or making other reasonable adjustments. Follow up Sickness Review Meetings (monthly) After 8 weeks, continuous absence or intermittent absence amounting to 40 working days your manager will write to you to give you notice to attend a further sickness review meeting. You may also be asked to attend a meeting with an occupational health adviser. The purpose of follow up review meetings, which should be held monthly, is to: • Discuss your health; • Consider any medical advice received; • Review any actions which have been discussed; • Consider any further support including reasonable adjustments where appropriate that we are able to offer to improve attendance or facilitate a return; • Identify a possible return to work date; and • Where appropriate, consider whether employment may be at risk. However, if you are off on long term sick leave and it becomes evident at any stage that a return to work is unlikely or that you will be unable to fulfil your role effectively for health reasons, you may be invited to attend a capability hearing and a potential outcome may be that employment is ended due to reasons of ill health. Before any decision is taken about your employment situation, we will seek medical advice and consider other action short of dismissal. Your manager will advise you if your employment may be at risk and will carry out a capability review before further action is taken. 10. Health Capability Review Undertaking a Capability Review In some cases of long term continuous or intermittent sickness absence, the company will need to consider your capability / fitness for work where: • There is no predicted date of return; • Medical evidence indicates that an individual is permanently unfit for work; • A return to work may be unlikely within a reasonable timescale; • There is a high level of intermittent absence; • The member of staff is not able to fulfil their job role effectively (after appropriate interventions to facilitate their return or improve their attendance). A capability review will consider whether: • Further investigation is required, for example, if recovery is taking longer than predicted or there has been a recent deterioration in relation to health or a Fooditude staff handbook 2021 23
disability. Further medical advice and relevant specialist reports may be requested to ensure any decision considers up to date medical information. • Reasonable adjustments have been made where this is appropriate and whether there are any further reasonable adjustments such as changes to the job role/support through the Access to Work scheme. • A phased return, alternative duties, or flexible working have been discussed and considered where appropriate. • Redeployment may be appropriate if there are other suitable job opportunities on a permanent or temporary basis that the employee may fulfil. You have the right to be accompanied to this meeting by a union representative or work colleague. A possible outcome of this meeting is that you will be invited to a capability hearing, which will consider your future employment situation with the company. Holding a Capability Hearing The purpose of the capability hearing is to consider your sickness absence and make a decision about your employment situation. The People Team will prepare an absence report detailing the history, including all relevant documentation and medical advice received. You will be given 5 working days written notice of the meeting and copies of the information, which will be considered at the hearing in making a decision about your continued employment with the company. Your level of sickness absence, which may be intermittent absence or a continuous period of long-term sickness absence, will be considered; the impact this has had on the service and work colleagues, the support, actions or adjustments which have been taken so far; whether redeployment has been discussed where appropriate; and a decision will then be made about your employment situation. A potential outcome of this meeting is that your employment will be ended with notice. At the capability hearing you will have the opportunity to state your case and have the right to be accompanied by a trade union representative or a work colleague from within the company. Your companion may assist you in stating your case but may not answer on your behalf. It is in your best interests to attend such a meeting; however, you may submit a written representation if you are unable to attend in person. If you do not attend the hearing, your case and any documentation you have submitted may be reviewed and a decision reached in your absence. Your line manager will hold the meeting with a People representative. You will be notified of the decision as soon as possible and this will be confirmed in writing within 5 working days. If the decision is taken to end your employment, you have a right of appeal. Fooditude staff handbook 2021 24
11. Other Absence Sickness During Holidays Should you be sick during scheduled holiday you have a choice of either taking your paid holiday or applying for reallocation of your holiday. Reallocation will only be granted if you inform the company of your illness in accordance with the above reporting requirements on all days that you would be unfit to undertake your work duties. The company reserves the right to request satisfactory evidence of your illness. Reallocation of this holiday will only be possible in the current holiday year. Absence Involving Dependants Should you need time off because a dependent is unwell, the company will endeavour to be flexible and allow reasonable time off. Under no circumstances should you report yourself medically unfit to work and if found to have done so, the company may look to recover any sick pay that has been made to you. Any such time is unpaid, unless prior consent is obtained. The consent should be through your Line Manager and/or a Director. You must keep the company informed in the same way as for absence due to sickness. 12. Medical Appointments Full-time employees are asked, wherever possible, to make appointments for GP, Doctor, Dentist or other medical appointments (e.g. physio, etc.) outside of their normal working hours or at the beginning or end of the working day, to avoid any disruption to the working day. Part-time employees are expected to organise all appointment on non-working days and at non-working times, where possible. Some exceptions here are likely to be Hospital (e.g. scans etc.) or Consultant appointments. For these you are asked to provide verification such as a copy of the Appointment letter. 13. Ante Natal Care and Appointments All pregnant employees are entitled to reasonable time off in order to receive anti-natal care and be paid. You must have an appointment and if required, produce confirmation of such appointments. Where possible, appointments should be arranged for the beginning or end of the working day. 14. Bradford Factor Score The company has adopted a formula called the Bradford Factor Score (BFS) to measure absence levels and to identify individuals with excessive levels of frequent and persistent short-term absence. The Bradford Factor is widely used and is based on the theory that short, frequent and unplanned absences are more disruptive than longer absences. Formula: Number of occurrences x number of occurrences x number of days of absence (in a rolling year) Fooditude staff handbook 2021 25
If, at any time, you have a Bradford Factor Score of more than 125, calculated over a rolling 12-month period, this will trigger a review of your absence record with your Line Manager. Line Managers will monitor the pattern of employee sickness absence and will counsel you where either the pattern of sickness absence is unacceptable and/ or likely to trigger the formal procedure set out below. Attendance Standards In order for the company to function efficiently, attendance standards have been put in place as a guide for absence monitoring and formal procedure. It is imperative that you are aware of these attendance standards and Line Managers will clarify these during every ‘return to work’ interview. These standards are based on your Bradford Factor Score with a defined “trigger point” for formal disciplinary procedure of a BFS of 125 points or more. If you hit the “trigger point” of 125, your Line Manager will issue a ‘Letter of Concern’ regarding attendance that will be held on file for 6 months. Further absence after the “trigger point” of 125 has been hit and there is a live ‘Letter of Concern’ on file, will invoke the formal disciplinary procedure. Line Management will monitor trigger points and review absence in conjunction with HR. Throughout, each case will be treated on an individual basis and each employee will be treated fairly and consistently but ultimately it is the company’s decision as to what action to take. Letter of Concern Line Managers will have an informal discussion with the employee through the ‘return to work interview’ process to see if a solution to the issue can be found without progressing to Stage 1 of the formal procedure. As employees hit the initial trigger of BFS 125 a letter will be sent as a note of concern with regard to attendance / absence standards by their Line Manager. The formal disciplinary procedure will be evoked after a letter of concern has been issued and an employee’s BFS hits / goes above 125 at the further absence. Stage 1-First Written Warning (BFS 125+) Line Managers will meet with the employee to discuss their absence. At the meeting your Line Manager will inform you of the areas in which your absence does not meet expectations. You will have the opportunity to explain the reasons for your absence, any underlying medical issues and/or mitigating personal factors. Your Line Manager will discuss any appropriate options, including reasonable adjustments to your job. Fooditude staff handbook 2021 26
If the required improvement has not been achieved the employee may receive a First Written Warning at this stage in the procedure. The written confirmation will give details of the improvement required, it will warn that further action will be considered if there is no satisfactory improvement and will advise of the right of appeal. Stage 2-Final Written Warning (further absence after a first written warning issued with a BFS of 125+) Line Manager’s will review the employee’s absence since the last meeting. You will again get the opportunity to explain the reasons for your absence, any underlying medical issues and/or mitigating personal factors. If the absence level is still a concern, you will be advised of the likely consequences. Your Line Manager will discuss any appropriate option, including reasonable adjustments to your job. If the required improvement has not been achieved the employee may receive a Final Written Warning from their Line Manager at this stage in the procedure. The written confirmation will give details of the improvement require, it will warn that further action will be considered if there is no satisfactory improvement and will advise of the right of appeal. Stage 3-Dismissal (further absence after a Final Written Warning issued with a BFS of 125+) If after the last review period, the employee’s absence continues to be a concern they will be invited to attend a Final Meeting. This meeting is their final opportunity to explain their absences. The company will consider what can be done to improve attendance and/or whether any adjustments can be made to the job. In addition, the company will consider alternative positions where appropriate. The company will also consider the termination of the employee’s contract. If the outcome is dismissal, the employee will be provided with a written confirmation, which will give details of the issue, the dismissal, and the date on which the employment terminated and will advise the employee of the right of appeal. 15. Jury Service You are entitled to time off work to fulfil your obligations with regard to Jury Service. If you are summoned to attend for Jury Service, you must notify the company immediately on receipt of the jury summons, giving details of the dates on which you are required to attend the Court. The company may, based on the needs of the business, request you to ask for a postponement of the Jury Service. Once Jury Service begins, you should contact the company daily (where practicable) to advise the company of your likely return date. If you are retained on Jury Service for a prolonged period, you have an obligation to notify this to the company and you should keep in regular contact with the company throughout the period. You are expected to return to normal working immediately following your release from your duties and any days and/or part days where you have been released from Jury Service duties. Fooditude staff handbook 2021 27
You are reminded to ensure that expense claims are submitted to the Court, in accordance with the available allowances. Although you are not entitled to payment for this time off, the company will pay the difference between expenses and compensation for loss of earnings claimed from the Court and basic earnings for a maximum period of two weeks. Payment for any period in excess of this will be at the discretion of the company. You should report any allowance received to the company with copies of any documents relating to the allowance to enable the company to deduct that amount from your salary in the next payroll run. 16. Other Public Duties If you hold certain public positions, you are entitled to reasonable time off during normal working hours to perform the duties associated with the position. Such positions include Magistrates, Local Councillors and Statutory Tribunal Members etc. However, you will not be entitled to payment for this time. You must notify your Line Manager of any public duties that you hold or are considering holding. 17. Bereavement Leave We provide compassionate leave that allows employees time off to deal with their personal distress and any related practical arrangements when a member of their family dies. The company may grant up to 5 days compassionate leave, over and above normal paid leave, in the event of the death or funeral of a close relative – defined as parent, grandparent, *child, step-child, child of partner or civil partner, brother, sister, spouse, civil partner or partner. *Child includes children in respect of whom the employee is the adoptive parent and legal guardians and carers. One day’s leave will be allowed on the death of a mother/father-in-law, grandparents, grandchildren, son/daughter-in-law. One day’s leave will be allowed on the death of an uncle/aunt to facilitate attendance at the funeral. In exceptional circumstances, additional leave may be granted on the death of someone outside the immediate family. Visit the EKO Library and open the Fooditude Policy Library where you can view this policy in full. Fooditude staff handbook 2021 28
18. Unauthorised Absence Should you fail to attend work for any reason and fail to report the reason for your absence, this will be classed as unauthorised absence. Unauthorised absence is unacceptable as it impacts upon the services the company provides to customers. You will be given the opportunity to explain the reasons for your absence. Persistent unauthorised absences may result in dismissal. Fooditude staff handbook 2021 29
Conduct 1. Punctuality and Timekeeping You are expected to be at work and working between the specified times in your Contract of Employment, or at the times notified to you by your Line Manager. If you wish to arrive late one morning or leave early one afternoon, it must be agreed with your Line Manager in advance. The decision will be made with regard to the company’s requirements for that day and agreement on exactly when the time is to be made up. If you are unexpectedly late one morning, you should report to your Line Manager immediately upon arrival at work. Persistent late arrival is not acceptable and will result in disciplinary action. 2. Dress Code We recognise that there are many styles of dress, but it is important that your appearance at work gives a good image of the services we provide. All employees are required to achieve a high standard of appearance, grooming and personal hygiene at all times. Your appearance must also meet with any health and safety requirements. You are requested to tie loose hair back and remove all jewellery and nail polish when at work. If you are provided with a company uniform, this should be worn at all times whilst on company business. It is your responsibility to ensure that your uniform is clean and in good condition. Should an item of your uniform need replacing, you should request this immediately from your Line Manager. Any items that are damaged wilfully or through lack of care will be replaced but the replacement cost will be recovered from your next monthly salary. You may be entitled to some tax relief if you are issued with uniform that you are responsible for the laundering of. For further information, please contact the Tax Office. Any employee who does not meet reasonable standards of dress and appearance may be sent home without pay. 3. Personal Protective Clothing The company may provide you with items of personal protective clothing that must be worn at the appropriate times in the correct manner. Failure to wear your personal protective clothing may result in your dismissal from the company. We will replace clothing that the company supplies on a regular basis, due to wear and tear, but should any item be lost or need replacing due to damage as a result of misuse or carelessness, then we reserve the right to recover the replacement cost of these items from your monthly salary. Fooditude staff handbook 2021 30
If as part of your duties you are issued with additional items by a customer whilst on one of their sites, you must ensure that you wear it correctly, adhere to the site rules and return the items before leaving the site. 4. Personal Mobile Phones You must ensure that any personal calls made or received to your mobile phone are only made during your break times or in an emergency only. Should you need to receive an emergency personal call during the working day, you are advised to give out the unit telephone number, although these types of calls should still be kept to a minimum. The company requests that you do not use your mobile phone to text during your working hours under any circumstances. You must not answer your mobile phone whilst driving or stationary in traffic. Should you be required to drive as part of your role, you should turn your mobile phone off whilst in the car unless you have a “hands free” kit fitted to your car. 5. Personal Relationships at Work Fooditude recognises that employees who work together may have or form close personal relationships. It is not our policy to interfere with these personal relationships however it is important that all employees behave in an appropriate and professional manner at work. This policy sets out the approach we will take to ensure that close personal relationships at work do not have an adverse impact in the workplace or on our reputation. This policy applies to pre-existing relationships as well as relationships that develop between employees whilst in employment. Definition of close personal relationships include: • Employees or applicants who are married, dating, in a civil partnership or co- habitating • Immediate family members of the applicant or employee e.g. parents and step- parents, son and daughter, brother and sister, grandparent and grandchild • Other relations of the applicant or employee e.g. extended family such as aunts, uncles, cousins, nieces, nephews and any other individuals with whom there is a clear personal relationship Process You are expected to notify a close personal relationship to your line manager where there is a real or perceived potential conflict of interest. We will treat any notification sensitively, fairly and with the appropriate level of confidentiality. Notification needs to occur where: Fooditude staff handbook 2021 31
• You are involved in any staff recruitment where a close personal relationship exists with any of the candidates (including close friendships). In this situation you should not be involved in the selection process. • You are a manager in a close personal relationship with an employee whom you supervise. • You are involved in a close personal relationship (including close friendships) with a colleague, customer, contractor, or supplier. You should not allow that relationship to influence your conduct at work in a way that could be, or be perceived to be, detrimental to the interests of the business or other employees. To avoid a situation in which an employee has managerial authority over another with whom he/she has a close personal relationship, Fooditude reserves the right, and after careful consideration of all available options. • To transfer one or both employees involved in the relationship to a job in another team or workplace • To consider dismissal of one or both employees involved if no other options are available. Process to be followed if relationship starts while in post Failure to disclose a personal relationship could leave an employee open to all allegations of misconduct should subsequent issues arise. It is the potential negative impact on work, resulting in favouritism or bias, or the failure to declare the personal relationship that would result in the disciplinary policy to be applied, not the personal relationship itself. In the event a close personal relationship involves the direct line manager and a team member, the appropriate senior manager within the team should consult with the People Team with the aim of: • Making alternative supervision/line management arrangements of the team member for issues involving a potential conflict of interest for example: an appraisal, promotion or discipline or any financial related matters e.g., authorisation of expenses or salary recommendations. • Consider whether it’s appropriate to communicate any agreed adjustments etc to other team members to manage any concerns. • Consider any other operational issues e.g., in relation to other procedures Assess any impact on key stakeholders e.g., clients Process to be followed if matters cannot be managed effectively If the situation cannot be managed effectively or individuals within the relationship feel uncomfortable remaining within the same team (including after the breakdown of a relationship), a discussion should take place with both employees to explore whether a move to another team or client location might be the most appropriate way forward. Fooditude staff handbook 2021 32
When discussing such an issue we will not make any assumptions in relation to which employee should be moved. We will take every care to avoid discrimination and ensure that employee views are taken in to account; these will be balanced with the needs of the business. A transfer could mean a move to a different team or different client location for one or both employees. Wherever possible we will seek a transfer to a ‘suitable alternative’ post on the same terms and conditions as the employee’s current post Of the two employees involved in a particular situation, Fooditude is likely to consider transferring the employee whose skills, experience and knowledge could be more easily deployed elsewhere. An employee who refuses to move to a ‘suitable alternative’ post may be subject to the Company’s Disciplinary Process based on refusal to comply with a reasonable management instruction. Dismissal Dismissal (for ‘some other substantial reason’) will only be considered as a last resort, and where the actions of either one or both parties concerned has adversely affected operations or reputation of the business. 6. Email, Internet and Use of company I.T. Equipment The company or client’s telephone, email and Internet resources are provided for business use only. However, reasonable private use of the internet and email is permitted outside of working hours, but should be kept to a minimum and not interfere with work. Excessive private use during business hours, the accessing of inappropriate sites, loading of personal software, blogging, downloading inappropriate text and images or calling overseas or premium telephone numbers may lead to disciplinary action. The Policy below outlines what is and is not acceptable. Telephones You may not make external personal telephone calls during the working day without asking permission from a Manager. Incoming personal calls should also be kept to a minimum. Internet Employees must not use the company’s Internet system in any way that may be interpreted as insulting, disruptive or offensive by another person or harmful to company morale. Examples of prohibited site content include: sexually explicit images, cartoons and any material that can be construed to be harassment or disparaging to others based on a person’s sex, race, sexual orientation, age, national origin, disability or religious beliefs. Fooditude staff handbook 2021 33
The downloading of software and executable files via the Internet is forbidden in all circumstances as it leaves the company vulnerable to unlicensed software claims and potential threats of viruses contaminating the system. You should be aware that Copyright Law applies to the downloading of pictures, text video and sound from the Internet. Before you download any items from the Internet including images, screensavers or desktop images, or use your own personal images, you must obtain prior approval from your Line Manager. Such breaches are liable to lead to disciplinary action, including, in appropriate circumstances, dismissal for gross misconduct. Email The sending of offensive emails will not be tolerated. If you send and receive personal emails, these must be labelled as “personal” within the subject bar. You are requested not to use the company’s email system as a means of office “chat”. We reserve the right to access your email account. Excessive use of the email system for personal use or office chatting will be classed as a disciplinary offence. Social Networking The company understands that you may wish to get involved in social networking sites and activities such as Facebook and Twitter. You are not to access these sites or your personal account during working time. Any entries relating to your employment and/or work colleagues on such sites must be made in accordance with policy set below. Any comments made on social networking sites may be accessed by the company and may be used as part of company investigations on matters such as disciplinaries, grievances or capabilities. The company will monitor the use of these business tools and any misuse found may be treated by the company as gross misconduct. 7. Personal Correspondence and Telephone Calls The company address should not be used for correspondence of a personal nature as responsibility for delivery cannot be accepted and all correspondence is liable to be opened as part of the company mail. Outgoing personal telephone calls using the company’s telephone system are allowed in emergency circumstances and subject to being kept to a minimum period of time. The company may, from time to time, intercept correspondence and telephone calls made using the company’s telephone system to ensure compliance with this Policy. You may be required to sign a monitoring consent form, available from a Senior Manager. Fooditude staff handbook 2021 34
8. Social media guidelines All employees are welcome to participate in social media discussions with the company on Facebook, Twitter, Instagram, Linkedin, Whatsapp, Yammer, Eko and others in a relevant, respectful way and in strict adherence to the following guidelines: • In adherence to the Employee Handbook, and other company policies when referring to the company. • In accordance with the tone of voice keywords of “cheerful, self-assured, authentic” and the company Brand Guidelines. • In a truthful and honest way. All statements must be true and all claims must be substantiated. • In accordance with your area of expertise and unique, individual perspectives on non-confidential activities. • Meaningful, respectful comments free from offensive language or imagery that is pornographic, proprietary, harassing, libellous, or that can create a hostile work environment. • Do not post material that might be inappropriate or harmful to the company, its employees, or customers. Although not an exhaustive list, some specific examples of prohibited social media conduct include posting commentary, content, or images that discriminate on the basis of race, gender, disability, sexual orientation, nationality, religion, political parties etc. If you are unsure about this, contact your line manager, People Manager or the Marketing Department on [email protected] • Do not publish, post or release any information that is considered confidential. If there are questions about what is considered confidential, check with the Marketing Department and/or your line manager. • Social media networks, blogs and other types of online content may sometimes generate press and media attention or legal questions. Refer these enquiries to the Marketing Department. • If you encounter a situation while using social media that threatens to become antagonistic, disengage from the dialogue in a polite manner and seek the advice of the Marketing Department. • Get appropriate permission before referring to or posting images of current or former employees, clients, vendors or suppliers. Additionally, ensure appropriate permission has been granted to use a third party's copyrights, copyrighted material, trademarks, service marks or other intellectual property. • It is highly recommended that you keep Fooditude related social media accounts separate from personal accounts. • Be aware of the effect your actions may have on your own reputation, as well as Fooditude’s reputation. The information that you post or publish will become public information for a long time. 9. Company Property If you are issued with company property, you must make sure that it is kept safe, in good condition and properly maintained. You must compensate the company if the property is Fooditude staff handbook 2021 35
lost or damaged other than by fair wear and tear. Failure to do this could result in associated costs being deducted from your salary. 10. Personal Property The company does not accept responsibility for personal property brought onto the company’s premises. Articles lost or found on the company’s premises should be reported to the company. 11. Client Site Rules If you are working on a site that is operated on behalf of a client, you must adhere to all their site rules, policies and procedures, as well as our own. If at any time you are unsure or concerned about the rules in operation, you should contact your Line Manager immediately to obtain advice. 12. Eating and Drinking in the Workplace Eating and drinking are permitted during working hours as long as you are not client facing or your workstation is not in an area accessed by customers or members of the public and that it is safe to do so. There is no eating permitted in food preparation areas unless it is a tasting. No customers are to be inconvenienced by your eating or drinking. You are reminded that all drinks should be within a suitable receptacle (not glass) to avoid spills or burns. 13. Confidentiality The company operates in a highly competitive environment. During your employment, you may have access to sensitive commercial information such as prices, salaries, suppliers, customer addresses etc. You must not pass on this information either during or after termination of your employment, without express permission from the company. In addition, you must not directly or indirectly use or exploit, for your own purposes or those of any person, company, business entity or other company any confidential information belonging to the company. Examples of confidential information are, but are not limited to: • Client data or information • The identity of customers including their names and addresses and, where relevant, the identity of any key person within that company with whom the company deals; • Details of pricing structures; • Details of services supplied to customers; • Marketing information collected or collated; • Business plans, dealings or negotiations with customers, suppliers or others relating to the business of the company; • Financial information including accounts, management accounts, budgets, projections or similar information relating to the company’s business; • Manuals, technical information or data, procedures, processes, formulae or teaching material prepared or created by the company. Fooditude staff handbook 2021 36
You may be asked to sign a client confidentiality agreement or a Fooditude Non-Disclosure Agreement. This must be adhered to. 14. Honesty and Integrity Everybody is responsible for the security of equipment, supplies and confidential information within the company. You are expected to carry out your duties for the company in good faith and to remain entirely honest and truthful in all your dealings in relation to the company and its management, customers and business suppliers. In the event that you notify us that you have been charged or convicted of an offence, we will invoke the procedure laid down in our ‘Offending During Employment Policy’, which can be found on the company’s shared drive. Should, at the conclusion of that procedure, the notified offence be considered to make you unsuitable to continue in the role for which you were appointed the company reserves the right to re appoint you to a different role or terminate your employment. 15. Public Statements You must not make any press, radio or television statements or submit for publication or publish any letter, article or statement or make remarks on social media relating directly or indirectly to the business or affairs of the company, without the written approval from the Managing Director. 16. Outside Business Interests and Additional Employment If you propose taking up external employment or wish to pursue separate business interests, including any self-employment, you must request an interview with your Line Manager with a view to establishing the likely impact of these activities on the company. You will be asked to provide full details of the proposed work to be undertaken and specific consideration should be given to the following areas: • Working hours: there must be no overlap with your contractual hours nor should they be excessive; • Nature of proposed work and business concerned: you will not be permitted to work in competition with the company; and • Health, safety and welfare: is the extra work likely to cause undue fatigue, stress, etc. which will affect job performance with the company. If, after investigation, the company considers that the proposed activities are incompatible with your obligations to the company permission will be refused. This will be notified to you in writing detailing the reason for refusal. You should be advised that if you are dissatisfied with the decision you should make use of the company’s Grievance Procedure. Where the proposed work does not significantly affect your employment with the company or is not in competition with the company’s business, permission should be given to you in Fooditude staff handbook 2021 37
writing. Where permission is given, it shall be subject to annual review or in the event of any material changes to the circumstances of your outside interests. The consent will include provisions reminding you of your obligations to the company and stating that should your external activities subsequently have an adverse effect on your employment or create a safety risk to yourself, your colleagues or any other person who might be affected caused by you being fatigued, permission may be withdrawn. Additionally, you are advised that any material changes to the circumstances of your outside interests must be brought to the attention of the company without delay. 17. Company Social Events The company may choose, at its discretion, to organise functions to recognise the efforts made by all employees. Anyone who attends any such events, including invited guests, is expected to behave in a responsible manner. The company will not tolerate unsociable or unacceptable behaviour. Examples of such are harassment, fighting or drink driving. This statement covers the whole function including travelling to and from the function. 18. Expenses During your duties, you may incur some limited expenses on behalf of the company. All reasonable expenses will be reimbursed on production of a VAT receipt and completion of the expenses claim system. If you are aware, in advance, that you will incur expenses, you must notify these to the company before completion of any transactions. Any employee found to be making false claims for expenses will be subject to disciplinary action. When it is necessary to stay overnight in the course of your duties, you are entitled to claim a reasonable amount towards your evening meal, bed and breakfast. The rates are agreed with the HR & Finance Director and these will be updated from time to time. Credit Card Policy The company issue company credit cards to certain employees for use in their jobs. This policy sets out the acceptable and unacceptable uses of such credit cards. Use of company issued credit cards is a privilege that the company may withdraw at any time, with or without cause. Upon an employee’s termination of employment at the company, all cards must be returned to the company’s finance department or the employees line manager. The employee in possession of the company credit card is solely responsible for the card and all purchases made with the card and for ensuring that unauthorised personnel do not use the card. Card numbers and corresponding pin numbers under no circumstances should be distributed and should not be saved in online accounts. Company credit cards must be used for business purposes only, and for purposes in conjunction with the employee’s job duties. Employees with company credit cards shall not use them for any non-business purpose. Non-business purchases are considered any Fooditude staff handbook 2021 38
purchases that are not for the benefit of the company. For further clarity, please speak with the HR & Finance Director. The employee in possession of the credit card is responsible for receiving, printing and retaining all receipts or VAT invoices related to purchases made on the company credit card. If a receipt is lost, the finance department must be notified immediately and a written description of the items and cost of the purchase must be maintained and submitted in the same manner in which a receipt would be maintained and submitted. Receipts need to be sent to the finance department within one week of the date of purchase along with the completed corresponding expenses form. All expenses forms need to be properly completed with a description of what the purchase was for to ensure proper accounting of the purchase. If an employee uses a company credit card for a personal purchase in violation of this policy, the cost of such purchase(s) will be considered an advance of future wages payable to that employee, and will be deducted in full from the employee’s next salary. If any employee uses a company credit card for a non-personal purchase that is not within the scope of the employee’s duties, or the employee’s authorisation to make business- related purchases, the cost of such purchase(s) will be the financial responsibility of that employee. The employee will be expected to reimburse the company via deductions from pay until the authorised amount is fully repaid. In addition to financial responsibility and liability for wage deductions, any purchases an employee makes with a company credit card in violation of this policy could result in disciplinary action, up to and possibly including termination of employment in line with the company’s disciplinary policy. If a company credit card is lost / stolen it must be reported immediately to employee’s line manager – where, if appropriate will raise it to the police. The bank must be contacted immediately to cancel the card. Any damage to a company credit card needs to be reported to the finance department as soon as possible. Upon leaving employment, company credit cards need to be returned to the finance department at least 7 days prior to leaving. This policy will remain in effect as long as an employee has a company credit card. 19. Alcohol and Drugs Policy The use of intoxicants, either alcohol or illegally obtained drugs, whilst on the company’s premises or undertaking any company duties will not be tolerated. Should you arrive at or at any time whilst at work, be considered to be under the influence of alcohol or drugs, you will be sent home without pay. Fooditude staff handbook 2021 39
We recognise that persistent excessive drinking or drug dependency are illnesses, which require supportive action. Help cannot be provided if an employee does not approach us for assistance or if, when encouraged to seek treatment, does not co-operate. An employee will not be subject to the company Disciplinary Procedure if, following diagnosis, the individual accepts help and receives treatment in consultation with the company’s Medical Adviser. However, the employee will be subject to the normal Disciplinary Procedure if their performance or attendance is not satisfactory and we have not been approached for help with drink or drug problems or the employee does not co-operate when encouraged to seek treatment. If an employee is found or believed to be either taking drugs, which have not been prescribed by a medical practitioner, buying or selling drugs or in possession of unlawful drugs, this may be deemed to be committing an act of Gross Misconduct justifying dismissal without notice or pay in lieu of notice. 20. Public Interest Disclosure Policy (Whistle blowing) The company expects its business to be conducted with the highest standards of integrity and honesty at all times. You are expected to work to achieve this aim and to ensure that the company maintains these high standards. In the unlikely event that you become aware of any wrongdoing at work (whether by the company or any employee), which you believe has occurred or is likely to occur and which may lead to the company’s integrity being compromised, then you are encouraged to report this as soon as possible. The aim of this Policy is to: • Make everyone aware of the importance of preventing wrongdoing in the workplace • Give everyone the confidence of reporting any such wrongdoing at work. This policy sets out to whom any such report should be made and how the matter will be dealt with. A report of any wrongdoing covered by this Policy will be treated confidentially. If you make a report, in good faith, of any wrongdoing at work relating to any of the following or any attempt to conceal any of the following, then you will not suffer any detriment as a result of making such a report: • A criminal offence; • A failure to comply with legal obligations or regulatory requirements; • A miscarriage of justice; • Danger to the health and safety of any person; or • An environmental risk. Fooditude staff handbook 2021 40
Should you feel that you have suffered any detriment because of reporting a wrongdoing in accordance with this policy, then you should raise a complaint under the company’s Grievance Procedures. Any such complaint will be treated seriously and confidentially. Any reports made through this policy which are found to have been raised maliciously or in the knowledge the reports were untrue may result in disciplinary action being taken in accordance with the company’s disciplinary procedure. The victimisation of anyone who reports a concern will also be treated as a disciplinary offence. Making a Report Initially, you should discuss your concerns informally with a Senior Manager. Where an investigation is required, someone in a position of authority appropriate to the matter will carry this out. You will be kept informed of the progress and outcome of this investigation and what action, if any, has been necessary to take. While the information is being investigated you are asked to keep all information confidential. Where an initial informal report to a Senior Manager is inappropriate or if you have concerns about the speed or outcome of the investigation, then you should refer the matter to a senior member of the company’s Senior Management Team. Your concerns will be investigated, and you will be kept informed of the progress of the investigation, its outcome, and any action that the company deems appropriate to take as a result. If you are concerned about a work-related issue but do not feel comfortable to report this informally to a Senior Manager there is a Whistleblowing Hotline for you to use. You can contact the hotline by calling: 0808 801 0351. The hotline is available 24/7, 365 days of the year. The Whistleblowing hotline is a service operated by our EAP provider, Hospitality Action. Once a concern is raised, we will be notified so that appropriate investigations can take place When you report a concern, the company will process any personal data in accordance with our Data Protection Policy. Data collected from the point at which you make the report will be held securely and accessed and disclosed to others solely for the purpose of dealing with the concern. 21. Failure to comply with company Policies Should any employee fail to comply with any of the statements outlined within the Conduct Section of this Employee Handbook, then disciplinary action may be invoked using the company’s Disciplinary and Dismissal Procedure. Fooditude staff handbook 2021 41
Training and Development 1. Introduction Your development is a key part of the company’s success. Without committed, motivated and properly trained employees, the company cannot function correctly. The company relies on your commitment and willingness to learn new skills and to take on new roles and responsibilities. To assist you, the company is committed to training and developing you, so that you can contribute fully to the business and progress as far as you are able within the company. Selection for training will be fair and equitable and will be based on merit and the requirements of your job function. Training may be given in a wide variety of ways, including on the job coaching and in house or external courses, to meet current and future job requirements including the correct use of any new or replacement items of work equipment and any personal protective equipment that may be introduced. A capability and/or risk assessment may be conducted to help determine your training requirements. 2. Induction The company recognises the benefits of having an Induction Process for all new employees. This Process commences as soon as an offer of employment has been made. The purpose of the Induction is for you to be informed of all relevant information relating to your employment, so that you can commence a long and happy employment. During the first four weeks of your employment, the representatives from the company will go through with you your Contract of Employment, this Employee Handbook, any working instructions and completion of all forms, which may be required. You will also be made aware of the site layout, health and safety policies, the fire evacuation procedure and the evacuation meeting point. 3. On-going Development We are fully committed to your on-going development to further both your skills and career. To support this, we will provide you, where possible, with training as required. The training will be in various forms from technical updates to in-house training sessions, one to one coaching talks and using external training providers where required. The success of your development lies in your hands as well as those of the company. You are encouraged to regularly review your own knowledge and development and to keep yourself up to date with current trends and techniques. Fooditude staff handbook 2021 42
4. Promotion or Change of Role It is our aim to promote and develop our employees before seeking applicants from outside of the company. Should you wish to be considered for other roles, you should discuss the options available with your Line Manager. Any employee who changes roles within the business will be given full training and support in order to be successful in their new role. All new roles are awarded based upon a trial period of three months. 5. Studying and Exams Where appropriate and directly related to specific training needs, consideration may also be given to providing some financial assistance to you if you undertake part-time, evening courses or distance learning leading to an approved qualification. You must gain approval from your Line Manager before registering any commitment to professional qualifications to ensure that the company will support them and that it is a relevant qualification in relation to the role you undertake. 6. Training Agreement Subject to approval from the Managing Director, the company may consider funding all reasonable requests for training relevant to your role, subject to the needs of the business. If this is the case, you must attend all training organised. A formalised training agreement will be put in place and must be signed and returned by you before you undertake any of the agreed training. Should you leave the employment of the company, for whatever reason, the company reserves the right to recover the costs of all training attended in the previous twelve months. 7. Performance Reviews Your Line Manager will organise a formal meeting opportunity periodically to discuss your performance. Meetings will be classed as Performance Reviews. Any paperwork required will be issued for you to complete before your meeting. These review meetings are your opportunity to address any issues relating to your employment with the company. Please feel free to ask anything. Fooditude staff handbook 2021 43
Family Friendly Policies 1. Maternity Leave and Pay The company endeavours to support employees to carry on their careers whilst raising a family. The company wishes to be supportive without being intrusive but can only meet this aim if kept adequately informed. You are requested to discuss your maternity plans and leave with your Line Manager. The entitlements for pregnant employees and the procedures relating to each entitlement are covered by employment legislation, which is updated and amended from time to time. The company will comply with the prevailing Statutory Maternity rights. Details of current Statutory Maternity rights are available upon request from your Line Manager. 2. Paternity Leave and Pay This will apply to fathers, the female partner of the birth or adoptive mother and in cases of adoption leave, the adoptive mother may take paternity leave. The company will comply with the prevailing Statutory Paternity rights and pay. 3. Parental Leave The company has adopted and will adhere to the statutory policy on Parental Leave, which is updated and amended from time to time. Details of the current statutory provisions are available upon request from your Line Manager. 4. Shared Parental Leave The company has adopted and will adhere to the statutory policy on Shared Parental Leave, which is updated and amended from time to time. Details of the current statutory provisions are available upon request from your Line Manager. 5. Adoption Leave The company has adopted and will adhere to, the statutory policy on Adoption Leave and Pay, which is updated and amended from time to time. Details of the current statutory provisions are available upon request from your Line Manager. 6. Parental Bereavement Leave The company has adopted and will adhere to, the statutory policy on Parental Bereavement Leave and Pay, which is updated and amended from time to time. Details of the current statutory provisions are available upon request from your Line Manager. 7. Flexible Working Requests 44 You have the right to request the company to consider a flexible working arrangement, provided you satisfy the eligibility criteria. The company will consider your request in accordance with the statutory procedures outlined by legislation, which are subject to change and amendment from time to time. Fooditude staff handbook 2021
Details of the current statutory provisions are available upon request from your Line Manager. 8. Time Off for Incidents Involving Dependants The company will allow reasonable time off for incidents involving dependants in accordance with legislation, which is subject to change from time to time. Any such time off is unpaid and any payments made are at the discretion of the company. To be able to take time off you must notify the company of: • Your absence as soon as reasonably practicable; and • How long you expect to be absent. A dependant is your wife, husband, partner or civil partner, child or stepchild, parent or stepparent or someone who lives with you but is not your employee, lodger, boarder or tenant or others who rely solely on you for help in an emergency. Details of the current statutory provisions are available upon request from your Line Manager. Fooditude staff handbook 2021 45
Equal Opportunities and Dignity at Work 1. Policy The company is committed to the fair treatment of its employees, job applicants, purchasers of the company’s goods or users of its services and suppliers regardless of race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age, disability or background. The company actively promotes equal opportunity for all its employees with the right mix of talent, skills and potential and welcomes applications from a wide range of candidates. The company selects all candidates for interview based on their skills, qualifications and experience. The aims of this Policy are to ensure that all employees, job applicants, former workers, purchasers of the company’s goods or users of its services and suppliers: • Will receive equal treatment regardless of race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age, disability or background; • Are not disadvantaged by any conditions, requirements, provisions, criteria, procedures or practices that cannot be justified; • Are not victimised for taking action against discrimination or harassment or instructed or put under pressure to discriminate against or to harass someone; • To ensure that the company is free from unwanted conduct that violates the dignity of workers or creates an intimidating, hostile, degrading, offensive or humiliating environment; • To ensure that opportunities for employment, training and promotion are equally open to candidates regardless of race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age, disability or background; • Selection for employment, promotion, transfer and training, access to benefits, facilities and services, will be fair and equitable and based solely on merit; • To prevent harassment and bullying in the workplace. This Policy applies to all aspects of employment with the company, from recruitment to dismissal and former workers’ rights. The Policy applies to work related functions that take place outside your normal working hours or outside of the work place and at all times whilst you are engaged on or are deemed to be engaged on, company business. Monitoring The company will review this Policy from time to time and may amend or modify any part thereof, in the light of revised guidance and best practice. Fooditude staff handbook 2021 46
Recruitment and Promotion Advertisements for posts will give sufficiently clear and accurate information to enable potential applicants to assess their own suitability for the post. Information about vacant posts will be provided in such a manner that does not - unless there is a genuine occupational requirement, in which case it will be clearly stated - restrict its audience in terms of race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age or disability. All vacancies will be circulated internally, including to those on maternity leave, adoption leave and paternity leave. All descriptions and specifications for posts will include only requirements that are necessary and justifiable for the effective performance of the job. Recruitment literature will not imply a preference for one group of applicants, unless there is a genuine occupational qualification that limits the post to this particular group, in which case it will be clearly stated. All selection will be conducted against defined criteria and will only deal with the applicant’s ability to do the job. Where it is necessary to ask questions relating to personal circumstances, these will be related purely to job requirements and will be asked of all candidates. Employment The company will not discriminate on the basis of race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age or disability in the allocation of duties between employees employed at any level with comparable job descriptions. The company will put in place any reasonable measures and/or adjustments within the workplace for those employees who become disabled during employment or for disabled appointees. All employees will be considered solely on their merits for career development and promotion with equal opportunities for all. Training Employees will be provided with appropriate training, as necessary, in accordance with the company’s training and development policy, regardless of their race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age or disability. Fooditude staff handbook 2021 47
2. Harassment and Bullying The company is committed to promoting a harmonious working environment where every employee and worker is treated with respect and dignity. No one should feel threatened, intimidated or degraded on grounds of their race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age, health, physical characteristics or disability. This Policy also covers harassment that falls outside the categories referred to above and that could be classed as bullying. Harassment is particular behaviour by one person, which another person finds unacceptable or unwelcome or is unwanted conduct that has the purpose or effect of violating another person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. Harassment at work is unacceptable and will not be permitted or condoned. Examples of harassment might include: • Physical contact; • Verbal or non-verbal conduct; • Victimisation including, but not limited to, unjustified criticism that occurs on more than one occasion, punishment imposed without reasonable justification and changes in the duties or responsibilities of the employee to the employee’s detriment without reasonable justification; • Name calling; • Abusive language; • Mockery; • Jokes; • Bullying or intimidation of a general nature or that is specifically targeted at someone because of their race, colour, ethnic or national origins, gender or gender reassignment, religion, creed or belief, sexual orientation, marital status, responsibilities for dependants, age, health, physical characteristics or disability. These examples are not exclusive or exhaustive and conduct of a similar nature may be dealt with under this Policy. Everyone has a right to work in an environment that: • Is free from abuse or insults; • Is safe; • Promotes dignity at work; • Encourages individuals to treat each other with respect; • Values politeness; • Is open and fair; and • Encourages individuals to support each other. Fooditude staff handbook 2021 48
3. Complaints If you believe that the company has applied inequitable treatment to you within the scope of this Policy or you are the subject of harassment, you should firstly attempt to resolve the matter informally, if appropriate, by raising the matter with the alleged discriminator or harasser and involving your Line Manager. If your complaint is against your Line Manager, you should consider involving a Senior Manager if necessary. If it is inappropriate to try to resolve the matter informally or such attempts have failed, then you should raise the matter formally in accordance with the company’s Grievance Procedure. How the company will deal with complaints The company will treat all allegations of harassment or discrimination seriously and will deal with them promptly. Disciplinary action will be taken in accordance with the company’s Disciplinary and Dismissal Procedure against any employee who acts in breach of this Policy. Consistent application of this Policy will assist in the creation of the right environment for its success and it is for each employee to make his or her own contribution to ensure that this success is maintained. 4. Responsibilities You have a personal responsibility and duty to ensure the practical application of this Policy and to help promote a working environment consistent with a policy of equal opportunity for all employees. You have a responsibility to ensure that you do not discriminate against or harass employees, job applicants, purchasers of the company’s goods or users of its services and suppliers during the course of your employment. You should report any discriminatory action or act of harassment, of which you are aware, to your Line Manager or if appropriate, a Senior Manager. Fooditude staff handbook 2021 49
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