import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "Anti-Bribery Policy",
 slug: 'anti-bribery-policy'
}

# Anti-Bribery and the Corruption Policy

20/01/{new Date().getFullYear()}

## About This Policy

It is our policy to conduct all of our business in an honest and ethical manner. Forward Digital take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.

Any employee who breaches this policy (or the spirit of this policy) will face disciplinary action, which could result in dismissal for gross misconduct. Any non-employee who breaches this policy may have their contract terminated with immediate effect. Where a breach of this policy amounts to an offence under the Bribery Act 2010, the employee concerned may face criminal prosecution.

This policy does not form part of any employee&#39;s contract of employment and we may amend it at any time.

## Who Must Comply with This Policy?

This policy applies to all persons working for Forward Digital or on our behalf in any capacity, including employees at all levels, directors, trustees, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third party representatives, business partners and any other person associated with Forward Digital.

## What Is Bribery?

**Bribe** means a financial or other inducement or reward for action, which is illegal, unethical, a breach of trust or improper in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or any other advantage or benefit that is intended to influence a decision or action.

**Bribery** includes offering, promising, giving, accepting, or seeking a bribe.

**Corruption** means any form of abuse of power for business and/or personal gain and may include, but is not limited to, Bribery.

All forms of bribery are strictly prohibited. If you are unsure about whether a particular act constitutes bribery, raise it with **Reece Charsville.**

Specifically, you must not:

- give or offer any payment, gift, hospitality, or other benefit in the expectation or hope that a business advantage will be received in return, or to reward any business received.
- accept any offer from a third party that you know, or suspect is made with the expectation that we will provide a business advantage for them or anyone else.
- give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure.
- engage in any other activity that might amount to Bribery or Corruption or otherwise lead to a breach of this policy.
- You must not threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption.

## Gifts and Hospitality

This policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes such as building relationships, maintaining our image or reputation, or marketing our products and services.

A gift or hospitality will not be appropriate if it is unduly lavish or extravagant or could be seen as an inducement or reward for any preferential treatment (for example, during contractual negotiations or a tender process).

Gifts must be of an appropriate type and value depending on the circumstances and taking account of the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers) or be given in secret. Gifts must be given in our name, not your name.

Promotional gifts of low value such as branded stationery may be given to or accepted from existing customers, suppliers, and business partners.

For rules relating to the giving and/or receiving of gifts to and/or from the young people that Young Bristol works with, please refer to our Conduct and Standards Policy.

### Training

Anti-Bribery training will be provided to specific key members of staff and reviewed annually to ensure they are up to date with the appropriate legislation.

### How To Raise A Concern

You are encouraged to raise concerns about any issue or suspicion of malpractice at the earliest possible stage. If you are unsure whether a particular act constitutes bribery or corruption, or if you have any other queries or concerns, these should be raised with your Line Manager. If you feel you cannot raise it with any of the above, then please discuss with the Director.

## Record-Keeping

You must declare and keep a written record of all hospitality or gifts given or received. You must also submit all expenses claims relating to hospitality, gifts, or payments to third parties in accordance with our expenses policy and record the reason for expenditure.

All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept &quot;off-book&quot; to facilitate or conceal improper payments.

### Monitoring and Review

Forward Digital will establish and put in place appropriate performance measures and reporting systems to monitor performance against metrics and compliance with the relevant policies, procedures, and controls.

Forward Digital will continue to review our policy annually and update as we see fit and in accordance with nay updates to U.K. government legislation.

Name and Title: Harry Bendix-Lewis - Director.

Anti-Bribery Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-02T12:00:00Z'),
 title: "Apprenticeship Policy",
 slug: 'apprenticeship-policy'
}

# Apprenticeship Policy

02/02/{new Date().getFullYear()}

We will continue to promote apprenticeships to disabled people and/or those with special educational needs and ensure that trained staff support them.

We will enter into appropriate subcontracting arrangements for apprenticeships that meet the skills needs of a region or national industry. We will closely monitor the quality of this.

During the interview we will discuss off-the-job training to ensure that all candidates are aware of expectations. On-the-job training will be discussed to ensure that potential customers will be made aware of expectations while working and what support is available, so they develop the necessary skills.

After the interview stage potential candidates will be made aware of their success within 10 working days.

Resources will be in place to support successful candidates whilst they undertake any work and develop increasingly complex skills that lead towards the advanced – and higher – level skills needed by not only ourselves, but future employees.

Sufficient off-the-job training for apprentices to develop and practice substantive new skills that prepare them for long-term employment in their industry.

We will ensure that candidates have access to the teaching expertise and resources to help develop their knowledge and skills in English and mathematics needed for their jobs and careers.

We will monitor the apprentices, initially on a weekly basis to monitor their progress. As their competencies increase this will then be reviewed bi-weekly, fortnightly or monthly. We will map their progress and on-going learning and will put performance plans in to place if the apprentices do not show on-going improvement both off-the-job and on-the-job.



Name and Title: Reece Charsville - Director.

Apprenticeship Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-19T12:00:00Z'),
 title: "Carbon Footprint Policy",
 slug: 'carbon-footprint-policy'
}

# Carbon Footprint Policy Statement

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It is the stated policy of Forward Digital to reduce its environment impact wherever practical. Carbon reducing measures form an integral part of Forward Digital overall strategy, helping to improve both operational performance and a reduction in potentially harmful emissions to land, water, and air.

Forward Digital current medium-term plan is to work towards a realistic yet challenging target to reduce its carbon footprint to 0% within 4 – 5 years.

To help achieve our carbon footprint, Forward Digital will:

Comply with all current energy legislation, seeking to meet or better legislative targets

- Minimise waste, promote recycling and the use of recycled products to help reduce the burden of landfill and therefore methane generation.
- Promote environmental awareness and responsibility amongst employees, partners, contractors and service users in projects in which Forward Digital is involved and will seek, where practicable, to continuously improve environmental performance.
- Evaluate and where possible adopt means of reducing travelling including ideas such as video conferencing.
- Evaluate the potential benefits of home working.
- Evaluate the potential benefits of carbon offsetting such as tree planting on land owned by Forward Digital.
- Encourage staff of Forward Digital to reduce their carbon footprint.
- Expect partners and suppliers to have credible, measurable carbon footprint policies.

## Actions taken to date include:

- Upgrading of our offices / warehouse to the best practical standards of insulation.
- Installation of energy efficient and therefore carbon reducing equipment throughout our offices.
- The supplying of the most up-to-date energy efficient appliances.
- The refitting of our offices with energy efficient lighting systems.
- The refitting, where possible, of water saving devices.
- The use of public transport wherever practical.



Name and Title: Harry Bendix-Lewis - Director.

Carbon Footprint Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "Complaints Policy",
 slug: 'complaints-policy'
}

# Complaints Policy

20/01/{new Date().getFullYear()}

## Our Aim

Forward Digital is committed to providing a quality service and working in an open and accountable way that builds trust and respect. One of the ways in which we can continue to improve our service is by listening and responding to the views of our clients and stakeholders, and in particular by responding positively to complaints, and by putting mistakes right.

Therefore, we aim to ensure that:

- making a compliment or complaint is as easy as possible
- we welcome feedback and suggestions
- we treat a complaint as a clear expression of dissatisfaction with our service which calls for an immediate response
- we deal with it promptly, politely and, when appropriate, confidentially
- we respond in the right way - for example, with an explanation, or an apology where we have got things wrong, or information on any action taken etc.
- we learn from complaints, use them to improve our service, and review annually our complaints policy and procedures

We recognise that many concerns will be raised informally and dealt with quickly.

Our aims are to:

- resolve informal concerns quickly
- keep matters low-key
- enable mediation between the complainant and the individual to whom the complaint has been referred

This policy ensures that we welcome compliments and provide guidelines for dealing with complaints from members of the public about our services, facilities, staff and volunteers.

## Definitions

A complaint is defined as any expression of dissatisfaction; however, it is expressed. This would include complaints expressed face to face, via a phone call, in writing, via email or any other method. All staff should have sufficient knowledge to be able to identify an &quot;expression of dissatisfaction&quot; even when the word &quot;complain&quot;, or &quot;complaint&quot; is not used.

## Purpose

We are always glad to hear from people who are satisfied with the services we offer. All compliments are recorded, acknowledged, and a copy is sent to the relevant service manager to provide feedback to the member of staff or service.

## Complaints

The formal complaints procedure is intended to ensure that all complaints are handled fairly, consistently, and wherever possible resolved to the complainant&#39;s satisfaction.

## Responsibilities

Forward Digital responsibility will be to:

- acknowledge the formal complaint in writing.
- respond within a stated period of time of 24 hours.
- deal reasonably and sensitively with the complaint; and
- take action where appropriate.

A complainant&#39;s responsibility is to:

- bring their complaint, in writing, to Forward Digital&#39;s attention normally within 1 week of the issue arising.
- raise concerns promptly and directly with a member of staff in Forward Digital
- explain the problem as clearly and as fully as possible, including any action taken to date.
- allow Forward Digital a reasonable time to deal with the matter, and
- recognise that some circumstances may be beyond Forward Digital control.

## Confidentiality:

Except in exceptional circumstances, every attempt will be made to ensure that both the complainant and Forward Digital maintain confidentiality. However, the circumstances giving rise to the complaint may be such that it may not be possible to maintain confidentiality (with each complaint judged on its own facts). Should this be the case, the situation will be explained to the complainant.

## Complaints Procedure:

Written records must be made by Forward Digital at each stage of the procedure.

### Stage 1

In the first instance, staff member(s) must establish the seriousness of the complaint. An informal approach is appropriate when it can be achieved. But if concerns cannot be satisfactorily resolved informally, then the formal complaints procedure should be followed.

### Stage 2

If the complaint cannot be resolved informally, the member of the public should be advised that a formal complaint may be made, and the following procedure should be explained to them. It may sometimes be appropriate for a different member of staff, preferably a member of the Management Team, to make this explanation.

1. A formal complaint can be made either verbally or in writing. If verbally, a statement should be taken by a member of the Management Team, staff member or a supervisor.
2. In all cases, the complaint must be passed on to Reece Charsville.
3. The Reece Charsville must acknowledge the complaint in writing within 24 hours of receiving it.
4. One of the above will investigate the complaint. Any conclusions reached should be discussed with the staff member involved and their Line Manager.
5. The person making the complaint will receive a response based on the investigation within four weeks of the complaint being received. If this is not possible then a letter must be sent explaining why.

### Stage 3

1. If the complainant is not satisfied with the above decision, then all directors will be notified.
2. The Director will examine the complaint and may wish to carry out further interviews, examine files / notes. They will respond within four weeks in writing. Their decision will be final.



Name and Title: Harry Bendix-Lewis - Director.

Complaints Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: 'Corporate Social Responsibility Policy',
 slug: 'corporate-social-responsibility-policy'
}

# Corporate Social Responsibility Policy

20/01/{new Date().getFullYear()}


## Introduction to Corporate Social Responsibility (CSR)

CSR refers to the way in which businesses regulate themselves in order to ensure that all of their activities positively affect society as a whole. CSR policies aim to guarantee that companies work ethically, considering human rights as well as the social, economic and environmental impacts of what they do as a business. Businesses should meet, and aim to exceed, any relevant legislation, and if legislation does not exist in a particular area, the company should ensure they carry out best practices anyway.

Forward Digital are committed to ensuring that any business undertakings are conducted as ethically as possible by following the below policy.

## Who we are and what we do

Forward Digital is a bespoke software, web design and mobile app development agency based in London and Sheffield. We value delivering high-quality bespoke software and consultation, from SMEs to large multi-nationals.

We are a small team of two who excel working in high pressure environments with a high barrier of quality expected. We strive to maintain high levels of communication with our world-wide clients and delivering on all work.


Name and Title: Harry Bendix-Lewis - Director.

Corporate Social Responsibility Policy

Data Protection Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "Environmental Impact Policy",
 slug: 'environmental-impact-policy'
}

# Environmental Impact Policy

24/01/{new Date().getFullYear()}

We are committed to minimising the impact of our activities on the environment.

This statement covers activities at our premises and events. The key points of its strategy to achieve this are:

## Management

- Integrate environmental concerns into all planning and design decisions and maintenance and management of properties
- Continually seek to measure and improve environmental performance

## Training and awareness

- Raise staff and volunteer awareness of environmental issues and promote individual good practice through briefings and the presence of Environmental Champions.

## Procurement

- Require suppliers to provide goods and services with the minimum adverse environmental impact
- Ensure that goods and materials purchased comply fully with UK government and EU legislation and recognised environmental best practice

## Utilities and natural resources

- Make efficient and environmentally responsible use of energy, water, and other natural resources

## Waste

- Minimise waste by ensuring all operations are as efficient as possible
- Actively promote re-use and recycling, both internally and with suppliers

## Transport

- The use of cars for single occupant journeys is discouraged; staff will be encouraged to use public transport, cycle, and walk to work
- This will be supported through the provision of season ticket and bike loans to all staff
- Air travel will be used only where there is no alternative viable option

## Legislation

- We will aim to meet or exceed all the environmental legislation that relates to the UK

## Responsibilities

- All staff and volunteers will be expected to take measures to minimise environment impact through simple measures
- Managers and heads of department will ensure that environmental issues are integrated into the planning and decision-making process

## Reporting

- Communicate environmental performance both within the organisation and to the external community through the Accountability Review

These commitments will be demonstrated through the introduction of suitable policies, practices, and programmes. Environmental performance will be reported in our annual Accountability Review.

Our Health, Safety and Environmental Committee will monitor environmental impact and review this policy statement annually.



Name and Title: Harry Bendix-Lewis - Director.

Environmental Impact Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-02T12:00:00Z'),
 title: "Environmental Policy",
 slug: 'environmental-policy'
}

# Environmental Policy

02/02/{new Date().getFullYear()}

Forward Digital is committed to protecting the local and global environment. To minimise environmental impacts concerning our activities, products, and services, we shall:
- Comply with applicable legal requirements and other requirements, such as Greening Government Commitment and ISO 14001:2015 standards.
- To include the consideration of environmental issues in all business strategies and initiatives.
— Forward Digital senior management are committed to ensure that protection of the environment is firmly embedded in both the company’s and all employees culture and will endeavour to influence its suppliers and customers in a similar strategic environmental manner.
- Prevent pollution, reduce waste, and minimise the consumption of resources, by setting internal annual targets in compliance with the Greening Government Commitment.
- Consider the wider global impact of all our activities including those of our suppliers, customers, and other stakeholders.
- Educate, train, and motivate employees to carry out tasks in an environmentally responsible manner and ensure that a continuous professional development strategy remains core to our business gaols.
- Encourage environmental protection among suppliers and subcontractors.
- To investigate the feasibility of influencing its suppliers, customers and third parties with consideration to the life cycle of their aspects and activities.

Name and Title: Reece Charsville - Director.

Environmental Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "Equality, Diversity and Inclusion Policy",
 slug: 'equality-diversity-inclusion-policy'
}

# Equality, Diversity and Inclusion Policy

24/01/{new Date().getFullYear()}

Forward Digital is committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination.

The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

The organisation - in providing goods and/or services and/or facilities - is also committed against unlawful discrimination of customers or the public.

The policy&#39;s purpose is to:

- provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time
- not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex and sexual orientation
- Oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities

The organisation commits to:

- Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense.
- Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.
- This commitment includes training managers and all other employees about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination.
- All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public.
- Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation&#39;s work activities.
- Such acts will be dealt with as misconduct under the organisation&#39;s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.
- Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence.
- Make opportunities for training, development and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.
- Decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).
- Review employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.
- Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.
- Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.

Details of the organisation&#39;s grievance and disciplinary policies and procedures can be found at <a href="/policies/complaints-policy">here</a>.

This includes with whom an employee should raise a grievance – usually their line manager.

Use of the organisation&#39;s grievance and/or disciplinary procedures does not affect an employee&#39;s right to make a claim to an employment tribunal within three months of the alleged discrimination.



Name and Title: Harry Bendix-Lewis - Director.

Equality, Diversity and Inclusion Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "Ethical Sourcing Policy",
 slug: 'ethical-sourcing-policy'
}

# Ethical Sourcing Policy

24/01/{new Date().getFullYear()}

## Introduction

Forward Digital aims to provide its customers with quality products and value for money. In today&#39;s global market, this means sourcing products from a variety of locations nationally and internationally.

In recent years, concerns over poor working conditions and environmental degradation in developing countries and emerging markets have seen companies implement specific social and environmental criteria for the production facilities from which they source products.

In order to address these concerns, Forward Digital is introducing its Ethical Sourcing Policy to ensure it is:

- Sourcing its products in a responsible manner,
- Working with its suppliers to improve their social and environmental practices,
- Providing clear guidance to its buying staff,and
- Protecting its corporate reputation, the reputation of its individual businesses and their brands.

## Our Commitment

**Forward Digital is committed to upholding human rights, fair working conditions and environmental protection.**

In accordance with the expectations of our customers, the community, and the requirements of the Law, we endeavor to always operate responsibly within the community, and we expect the same from our suppliers.

Maintaining a reputation for the highest legal, moral, and ethical standards in our dealings with our customers and other key stakeholders is critical for our ongoing success. The Policy has been developed to complement our core values of integrity, trust and acting responsibly.

We are committed to working with our suppliers to help improve their labour and environmental practices.

## Expectations

We expect our suppliers to support the ethical standards set out in this Policy with regard to work place safety, environment, and fair pay and employment conditions.

The Policy sets out the standards that we expect all our suppliers to comply with when producing and supplying products forForward Digital, no matter where they operate in the world. We recognise that full compliance with these criteria may take time for some suppliers,and we are committed to working with our suppliers to implement improvement plans and help them achieve compliance.

Our suppliers must commit to complying with the following requirements, many of which are drawn from the Ethical Trading Initiative (ETI) and International Labour Organisation (ILO)Conventions. These requirements represent minimum standards based on the principles of the United Nations Universal Declaration of Human Rights.

## Bribery and Corruption

 - Suppliers shall not engage in acts of bribery and corruption and shall not falsify documents and records

## Labour Rights

 - Employment is freely chosen
 - There is no forced, bonded, or involuntary prison labour
 - Workers are not required to lodge deposits, or their identity papers with their employer and are free to leave their employer after reasonable notice

## Freedom of association and the right to collective bargaining are respected

 - Workers, without distinction, have the right to join or form trade unions of their own choosing and to bargain collectively
 - The employer adopts an open attitude towards the activities of trade unions and their organisational activities
 - Workers representatives are not discriminated against and have access to carry out their representative functions in the workplace
 - Where the right to freedom of association and collective bargaining is restricted underLaw, the employer facilitates, and does not hinder, the development of parallel means for independent and free association and bargaining

## Working Conditions

 - A safe and hygienic working environment shall be provided, bearing in mind the prevailing knowledge of the industry and of any specific hazards. Adequate steps shall be taken to prevent accidents and injury to health in the working environment
 - Workers shall receive regular and recorded health and safety training, and such training shall be repeated for new or reassigned workers
 - Access to clean toilet facilities and to clean and drinkable water and, if appropriate, sanitary facilities for food storage shall be provided
 - Accommodation, where provided, shall be clean, safe, and meet the basic needs of the workers
 - Suppliers will ensure that personal protective equipment is available, and workers are trained in its use. Safeguards on machinery must meet or exceed local laws
 - Suppliers shall assign responsibility for health and safety to a senior management representative

## Child Labour

Forward Digital supports ILO Convention 138 with regard to the appropriate age of workers and will not work with suppliers who use child labour.

Child labour refers to work that:

- Is mentally, physically, or morally harmful to children;
- Can negatively affect their mental, physical, or social development, and
- Interferes with their schooling:
 - by depriving them of the opportunity to attend school;
 - by obliging them to leave school prematurely; or
 - by requiring them to attempt to combine school attendance with excessively long and heavy work.

In short: child labour is work that deprives children of their childhood, their potential, and their dignity, and is harmful to their physical and mental development.

## Living Wages

 - Wages and benefits paid for a standard working week meet, at a minimum, national legal standards, or industry benchmark standards, whichever is higher. In any event wages should always be enough to meet basic needs and to provide some discretionary income
 - All workers shall be provided with written and understandable information about their employment conditions in respect to wages before they enter employment and about the particulars of their wages for the pay period concerned each time that they are paid
 - Deductions from wages as a disciplinary measure or any deductions from wages not provided for by Law shall not occur without the expressed permission of the worker concerned. All disciplinary measures should be recorded

## Working Hours

 - Working hours comply with any Law and benchmark industry standards, which ever affords greater protection
 - In any event, workers shall not on a regular basis be required to work in excess of 48hours per week and shall be provided with at least one day off for every 7 day period on average. Overtime shall be voluntary, shall not be excessive, shall not be demanded on a regular basis and shall always be compensated at a premium rate

## Discrimination

 - There is no discrimination in hiring, compensation, access to training, promotion, termination or retirement based on race, caste, national origin, religion, age, disability, gender, marital status, sexual orientation, union membership or political affiliation

## Regular Employment

 - To every extent possible work performed must be on the basis of recognised employment relationship established through national law and practice
 - Obligations to employees under labour or social security laws and regulations a rising from the regular employment relationship shall not be avoided through the use of labour-only contracting, sub-contracting, or home-working arrangements, or through apprenticeship schemes where there is no real intent to impart skills or provide regular employment, nor shall any such obligations be avoided through the excessive use of fixed-term contracts of employment

## Harsh or Inhumane Treatment

 - Physical abuse or discipline, the threat of physical abuse, sexual or other harassment and verbal abuse or other forms of intimidation shall be prohibited

## Entitlement to Work and Immigration

 - Only workers with a legal right to work shall be employed or used by the supplier
 - All workers, including employment agency staff must be validated by the supplier for their legal right to work by reviewing original documentation
 - The supplier shall implement processes to enable adequate control over agencies with regards to the above points and related legislation

## Sub-Contracting and HomeWorking

 - There shall be no sub-contracting unless previously agreed with Forward Digital
 - Suppliers must have adequate processes in place for properly managing sub-contracting and home working to ensure sub-contractors do not abuse, exploit, or provide unsafe working conditions for their employees

## Environment Compliance

 - The facility shall comply with national and local environmental laws and regulations
 - The facility shall dispose of its production waste in accordance with local environmental laws and regulations
 - The facility must have identified and documented its key environmental impacts and implemented controls to minimise its impact on the environment with respect to solid waste disposal, hazardous chemicals storage and management, air and water emissions

## Compliance with thePolicy

Forward Digital expects its suppliers to comply with all aspects of this Policy and will be extending its coverage of audited facilities and compliance monitoring processes to include these standards.

Forward Digital is committed to working in partnership with its suppliers to help achieve compliance with this Policy. In the event where any supplier is unwilling or unable to demonstrate continuous improvement towards full compliance with our standards, the trading agreement between Forward Digital and the supplier will be terminated.

## Key Contacts

For more information on Forward Digital&#39;s Ethical Sourcing and Sustainability policies visit our website at <a href="https://wwww.forward.digital">Forward Digital</a>



Name and Title: Harry Bendix-Lewis - Director.

Ethical Sourcing Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "GDPR Policy",
 slug: 'gdpr-policy'
}

# Data protection policy

24/01/{new Date().getFullYear()}

## Goal of the data protection policy

The goal of the data protection policy is to depict the legal data protection aspects in one summarising document. It can also be used as the basis for statutory data protection inspections, e.g. by the customer within the scope of commissioned processing. This is not only to ensure compliance with the European General Data Protection Regulation (GDPR) and Data protection Act (DPA) 2018 but also to provide proof of compliance.

## Preamble

Brief description of the company and motivation to comply with data protection.

## Security policy and responsibilities in the company

- For a company, in addition to existing corporate objectives, the highest data protection goals are to be defined and documented. Data protection goals are based on data protection principles and must be individually modified for every company.
- Determination of roles and responsibilities (e.g., representatives of the company, operational data protection officers, coordinators or data protection team and operational managers)
- Commitment to continuous improvement of a data protection management system
- Training, sensitisation, and obligation of the employees

## Legal framework in the company

- Industry-specific legal or conduct regulations for handling personal data
- Requirements of internal and external parties
- Applicable laws, possibly with special local regulations

## Documentation

- Conducted internal and external inspections
- Data protection need: determination of protection need with regard to confidentiality, integrity and availability.

## Existing technical and organisational measures (TOM)

Appropriate technical and organisational measures that must be implemented and substantiated, taking into account, inter alia, the purpose of the processing, the state of the technology and the implementation costs.

The description of the implemented TOM can, for example, be based on the structure of ISO/IEC 27002, taking into account ISO/IEC 29151 (guidelines for the protection of personal data). The respective chapters should be substantiated by referencing the existing guidelines.

Examples of such guidelines include:

- Guideline for the rights of data subjects
- Access control
- Information classification (and handling thereof)
- Physical and environmental-related security for end users such as:
- Permissible use of values
- Guideline for information transfer based on the work environment and screen locks
- Mobile devices and telecommuting
- Restriction of software installation and use

- Data backup
- Information transfer
- Protection against malware
- Handling technical weak points
- Cryptographic measures
- Communication security
- Privacy and protection of personal information
- Supplier relationships: Noting regular inspection and evaluation of data processing, especially the efficacy of the implemented technical and organisational measures.



Name and Title: Harry Bendix-Lewis - Director.

GDPR Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2024-01-20T12:00:00Z'),
 title: "Health and Safety Policy",
 slug: 'health-and-safety-policy',
}

# Health and Safety Policy

20/01/{new Date().getFullYear()}

## Part 1: Statement of Intent

Forward Digital is committed to providing a safe and healthy working environment for our employees, whether working remotely or in our Sheffield office space. As a software development company, we recognize our responsibility to manage both traditional and digital workplace safety concerns.

This policy applies to all employees, contractors, and visitors to our premises or those working remotely on behalf of Forward Digital.

Our health and safety policy is to:

- Provide and maintain safe working conditions, equipment, and systems of work
- Ensure the safety and absence of risks to health in connection with the use, handling, storage, and transport of articles and substances
- Provide information, instruction, training, and supervision as necessary
- Maintain safe access to and egress from the workplace
- Provide and maintain a healthy working environment with adequate welfare facilities
- Support the mental and physical wellbeing of our remote workforce

## Part 2: Responsibilities for Health and Safety

Overall and final responsibility for health and safety: Harry Bendix-Lewis (Director)

Day-to-day responsibility for ensuring this policy is put into practice: Harry Bendix-Lewis (Director)

1. All employees must:

- Take reasonable care of their own health and safety
- Consider the safety of others who may be affected by their acts or omissions
- Work in accordance with safety procedures
- Report all health and safety concerns to the Director
- Maintain a safe and ergonomic workspace, whether at home or in the office
- Comply with all safety regulations within the shared office space

## Part 3: Arrangements for Health and Safety

### Risk Assessment

- Annual workplace risk assessments will be conducted for the office space
- Remote workers will be provided with guidance for home office risk assessment
- Display Screen Equipment (DSE) assessments will be conducted for all workstations
- Mental health and wellbeing risks will be regularly assessed

### Remote Working

- Guidelines provided for setting up an ergonomic home office
- Regular check-ins to ensure remote working conditions remain suitable
- Support provided for necessary home office equipment
- Clear communication channels maintained for reporting health and safety concerns

### Office Safety

**Fire Safety**

- Fire Alarm Test: Every Friday between 9:00 and 11:00
- Emergency evacuation: Required if alarm sounds at any other time
- Assembly Point: Loading bay entrance to the rear of the building
- Fire Drills: Conducted twice yearly with advance notice

**First Aid**

- First aid kits located at:
- Reception desk
- First and second floor kitchen cupboards
- Accident book located at reception desk
- Emergency Contact: 0113 433 4324 (out of hours emergencies only)

### Training and Communication

- Health and safety updates provided during regular team meetings
- Annual review of health and safety procedures
- Specific training provided as needed
- Remote working best practices shared regularly

### Mental Health and Wellbeing

- Regular one-to-one check-ins
- Promotion of work-life balance
- Clear communication channels for raising concerns
- Support for flexible working arrangements

### Equipment and Workstations

- Regular assessment of equipment needs
- Provision of necessary equipment for safe working
- Guidelines for proper use of display screen equipment
- Support for ergonomic workspace setup

### Review and Updates

This policy will be reviewed annually or sooner if:

- Workplace changes occur
- New equipment or technology is introduced
- Incidents or accidents occur
- Changes in legislation require it

### Related Policies

This policy should be read in conjunction with:

- Data Protection Policy
- GDPR Policy
- Workplace Alcohol and Drugs Policy
- Leave Policy
- Quality Assurance Policy

Document Version: 1.0
Last Updated: 20/01/2024
Next Review: 20/01/2025

Health and Safety Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-01-20T12:00:00Z'),
 title: "Invoice Payment and Dispute Policy",
 slug: 'invoice-payment-and-dispute-policy'
}

# Invoice Payment and Dispute Policy

01/02/{new Date().getFullYear()}

## Purpose

This payment and invoice dispute policy provides the standard by which this Company operates for the prompt settlement of invoices which are properly rendered and due for payment.

## Terms

- Unless otherwise specified or defined in a pre-approved Contract, the standard payment terms for this Company are Net 30. These payment terms are clearly stated in our standard terms and conditions for all suppliers.
- The effect of this policy is such that all invoices will be settles within a maximum time frame of no more than 30 days from the date of receipt of a valid invoice, unless otherwise agreed in a pre-approved Contract per above.
- No employee is authorised to vary or agree these payment terms (standard or contractual) for any reason without the express approval of Reece Charsville having first been obtained

## Purchase Orders/Purchase Order Numbers

In order to avoid any difficulties with the approval and delay in payment of invoices received:
- All orders placed by an employee of the Company for the provision of goods and/or services shall not be placed unless approved by a director.
- The Purchase Order must include an invoice number.

## Validation of Invoices

- All invoices received will be checked on the day of receipt to ensure that they contain all required as outlined above.
- The validated invoice will then be entered into our private database.

## Disputed Invoices

- Disputed invoices are rare and will usually only arise due to typographical/clerical errors. In such cases the first step is to place a telephone call to the suppliers accounts payable section to request clarification and correction, if appropriate the resubmission of the invoice is then requested and validated for payment.
- Where a straightforward resolution as above is not possible then get in touch with Reece Charsville for resolution.

## Payment

All validated invoices are settles with suppliers in accordance with the terms of this policy together with remittance advice.



Name and Title: Harry Bendix-Lewis - Director.

Invoice Payment and Dispute Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-01T12:00:00Z'),
 title: "Leave Policy",
 slug: 'leave-policy'
}

# Leave Policy

01/02/{new Date().getFullYear()}

## Introduction to the Policy

Forward Digital is committed to enabling employees to take leave to achieve work-life balance and to undertake public duties.

Employees should also refer to the Carers Policy and Maternity, Paternity and Adoption Policy. This policy does not form part of your contract of employment and Forward Digital reserves the right to amend at any time.

## 1. Annual Leave

### 1.1 Annual Leave Entitlement

The annual leave year runs from 1st January to 31st December.

Your annual leave entitlement is as detailed in your terms and conditions of employment.

In your first and last year of employment your annual leave entitlement will be calculated based on number of months worked.

If you are part-time your annual leave entitlement will be pro - rated to take into account, the number of days worked.

### 1.2 Public Holidays

Your annual leave entitlement will be inclusive of public holidays unless stated otherwise.

The nature of Forward Digital&#39;s work means you may be required to work on public holidays without any additional pay or time off in lieu.

We currently only close on 3 public holidays each year:

- New Year&#39;s Day (or equivalent)

- Christmas Day (or equivalent)

- Boxing Day (or equivalent).

Employees are required to retain 3 days from their annual leave entitlement to cover these days.

We reserve the right to nominate other days on which the organisation will close. These will be notified at the earliest opportunity and employees will be required to retain additional days to cover these as required.

### 1.3 Annual Leave Request Procedure

Employees are required to give the following notice to request annual leave:

- One month for requests of more than one week

- One week for requests of less than one week

- As much notice as possible for requests for one day.

Where an employee is based on a client site, they should liaise with their client manager prior to making any formal annual leave request to ensure leave will have minimal impact on client projects and delivery. The final decision on annual leave rests with Forward Digital.

Employees should not book holidays until they have received confirmation that their request has been approved. We take no responsibility for losses incurred where employees fail to follow this requirement.

In certain exceptional circumstances we may ask you to delay or rearrange your approved holidays for operational reasons. In such circumstances, employees may be compensated for any losses.

## 2. Flexible Holiday Policy

Each holiday year all permanent employees covered by this policy can apply to increase their holiday entitlement by a maximum of 10 days or decrease up to a maximum of 5 days (in accordance with the Working Time Regulations 1998) each year.

### 2.1 Eligibility

Employees must have 6 months service prior to the beginning of the quarter in which they are making their request to buy or sell holiday.

### 2.2 Making Requests

Requests to buy or sell holidays should be made as follows:

- By 30th November for Q1 and subsequent months

- By 28th February for Q2 and subsequent months

- By 31st May for Q3 and subsequent months

- By 31st August for Q4.

To ensure employees can use the holiday they have purchased within the holiday year, the maximum number of days you can request to buy will reduce as follows:

- In Q1 – maximum 10 days

- In Q2 – maximum of 7.5 days

- In Q3 – maximum of 5 days

- In Q4 – maximum of 2.5 days

You can make up to 2 requests per holiday year. Each request should be to purchase or sell a minimum of 2 days. In you choose to make 2 requests the second request cannot exceed the maximum for the quarter even if this equates to less than the maximum 10 days in total.

Requests should be made in writing to your manager using the holiday adjustment form, which can be found in the XYZ Team folder on SharePoint.

Requests will be reviewed by your manager and approval will be subject to business operational requirements.

We reserve the right to refuse your request to buy or sell holidays if we do not believe it is in the best interests of the employee or should there be a business case which restricts the request.

Agreement or refusal of the request will be made in writing to you within 10 days of your request along with details of your revised monthly salary.

### 2.3 Carry Forward

You can carry forward up to 5 days accrued untaken holiday entitlement from one Holiday Year to the next Holiday Year subject to the agreement of your line manager. You cannot carry forward more than 5 days of untaken holiday entitlement unless agreed with your line manager or a period of maternity, paternity, adoption, or sick leave has prevented you from taking leave in the relevant year.

Any holiday purchased will not be able to be carried forward to the following leave year, nor will they be paid in lieu following the principle of use it or lose it. If you have purchased holiday you cannot make a request to sell it back in Q4. You should therefore think very carefully before making any request to purchase holiday.

### 2.4 Calculating Holiday Value

To calculate the holiday value for full time employees we will take your gross annual salary as of 1st January and divide by 260 days.

For part-time employees you would use your pro rata salary rather than your Full-time equivalent salary.

The cost of annual leave will be 1/260th of your basic salary (or pro rate salary if part time) for each day you wish to buy or sell, and we will calculate the adjustment to your salary for the remainder of the year on this

basis with the adjustment required being made to your salary in the month following any adjustments to your holidays and spread evenly over the remainder of the calendar year.

### 2.5 Tax and National Insurance (NI) Implications

Payments for decreasing holidays are subject to tax and NI deductions.

Your contractual salary will be reduced if you choose to increase your holidays. You will enter into a salary sacrifice agreement to cover the cost of the holiday, saving you tax and NI deductions.

### 2.6 Pension, Critical Illness and Life Insurance Implications

We will not make any adjustments to your pension contributions that reflect either a salary increase or decrease as a result of buying / selling holidays. We will also calculate your entitlement to maternity / paternity / adoption or Shared Parental Pay on your unadjusted basic salary.

This policy may have implications on your critical illness cover (currently Canada Life), as any claim will be calculated based on your salary.

This policy may have implications on your life insurance policy (currently Canada Life), as any claim will be calculated based on your salary.

### 2.7 Other Considerations

An adjustment will be made on your final pay depending on the number of holidays you have taken above or below your entitlement. Any flexible holiday you have opted for will be included in this calculation. You should also note that in electing to buy or sell holidays this will adjust your income and this can have an impact on other matters such as your ability to borrow and receive certain government benefits.

### 2.8 Leavers

Any change to holiday entitlement will be added to or taken from your regular holiday entitlement. If you leave the company before the end of the holiday year, your entitlement will be recalculated based on your leaving date.

## 3. Sabbatical

Sabbaticals are period of leave to enable you to undertake a longer break from work, normally to undertake a project or period of study.

Subject to operational requirements you may request to take a sabbatical. Sabbaticals can be between 1 and 3 months in duration and will be unpaid. Your terms and conditions of employment may be impacted with the exception of annual leave and service which will continue to accrue during your sabbatical. You should consider using annual leave for part of your sabbatical as normal carry over rules will apply.

You should put your application for a sabbatical in writing to your line manager no less than 3 months prior to your requested sabbatical start date. You need to include the start and end date and total duration of your requested sabbatical. You should not make any arrangements until we have responded to your application.

We will consider your application against business operational requirements and will respond to your request within 28 days. In certain circumstance rather than decline your request we may ask you to defer your sabbatical and move it to alternative dates.

## 4. Leave to Undertake Public Duties

There are a number of reasons where you may need time off work to undertake public duties. We are supportive of employees supporting the wider community through public duties and will endeavour to support wherever possible.

### 4.1 Jury Service

If you receive a summons for Jury Service, you must inform your manager immediately. In certain circumstances it may be difficult to release you for operational reasons. In these circumstances we will ask you to submit a request to defer your jury service and will provide a written statement to support your deferral application.

If a deferral is sought, you should advise us immediately once you receive notification of whether your deferral request has been accepted or not.

Whilst on Jury service you will be retained on full pay and there will be no change to your terms and conditions of employment.

### 4.2 Public Duties

Public duties could include serving as a magistrate or a Trade Union steward or representative. You can take reasonable time off to undertake public duties.

You should make us aware as soon as possible if you hold a public office that may require time off to undertake your duties. If you are considering applying to become a public representative and / or to take on a public role you should make us aware prior to making your application. You should include details of the likely commitment required.

Whilst we will support you wherever possible in some circumstances, we may ask you to delay an application or advise you that we will not be able to support your application due to business operations.

If due to operational circumstances we are unable to support a long-term request for regular time off we may need to consider your position or terms and conditions of employment.

Any time off for public duties will be treated as unpaid leave and your monthly salary and benefits will be adjusted accordingly.

### 4.3 Territorial Army (TA) / Reserve Forces

You should advise us as soon as possible if you are a member of the TA or reserve forces. If you are called up to go on a tour of duty you must give us as much notice as possible. Depending on the duration of your tour of duty in most cases your employment will be suspended as if you were on an unpaid sabbatical. This may impact on your terms and conditions of employment including salary and benefits. You will continue to accrue annual leave and service during your tour of duty.

You will also be eligible for time off to attend compulsory training provided you give us as much notice of possible. The time off will either be unpaid, or you can use your annual leave.



Name and Title: Harry Bendix-Lewis - Director.

Leave Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-01T12:00:00Z'),
 title: "Modern Slavery Policy",
 slug: 'modern-slavery-policy'
}

# Modern Slavery and Human Trafficking Policy

01/02/{new Date().getFullYear()}

Forward Digital is committed to driving out acts of modern-day slavery and human trafficking within its business and that from within its supply chains, including sub-contractors, and partners. The Company acknowledges responsibility to the Modern Slavery Act 2015 and will ensure transparency within the organisation and with suppliers of goods and services to the organisation. These as well as the suppliers of services make up the supply chain within our business.

As part of the company&#39;s due diligence processes into slavery and human trafficking the supplier approval process will incorporate a review of the controls undertaken by the supplier. Imported goods from sources from outside the UK and EU are potentially more at risk for slavery/human trafficking issues. The level of management control required for these sources will be continually monitored.

The company will not support or deal with any business knowingly involved in slavery or human trafficking.

Company Directors and Senior Management shall take responsibility for implementing this policy statement and its objectives and shall provide adequate resources (training, etc) and investment to ensure that slavery and human trafficking is not taking place within the organisation and within its supply chains.

A full copy of this policy and a copy of the Modern Slavery Act 2015 will be accessible to all employees electronically and can be obtained from the HR department upon request. This policy statement will be reviewed annually and published. This Policy takes into account, and supports, the policies, procedures and requirements documented in our Integrated Management System, compliant with the requirements of ISO 9001. The implementation and operation of this management system underlines our commitment to this policy. Formal procedures concerning slavery and human trafficking have been established, including disciplinary procedures where they are breached. Additional procedures ensure that this policy is understood and communicated to all levels of the company, and that it is regularly reviewed by the Directors to ensure its continuing suitability and relevance to the company activities.



Name and Title: Harry Bendix-Lewis - Director.

Modern Slavery Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2024-06-27T12:00:00Z'),
 title: "Privacy Policy",
 slug: 'privacy'
}

# Privacy notice

Last updated on June 27, 2024

This privacy notice for Forward Digital ("we," "us," or "our"), describes how and why we might collect, store, use, and/or share ("process") your information when you use our services ("Services"), such as when you:

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services.

## Summary of key points

This summary provides key points from our privacy notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

- **What personal information do we process?** When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.
- **Do we process any sensitive personal information?** We do not process sensitive personal information.
- **Do we collect any information from third parties?** We may collect information from public databases, marketing partners, social media platforms, and other outside sources. Learn more about information collected from other sources.
- **How do we process your information?** We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.
- **In what situations and with which parties do we share personal information?** We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.
- **What are your rights?** Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.
- **How do you exercise your rights?** The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
- **Want to learn more about what we do with any information we collect?** Review the privacy notice in full.

## Table of contents

1. What information do we collect?
2. How do we process your information?
3. When and with whom do we share your personal information?
4. Do we use cookies and other tracking technologies?
5. How do we handle your social logins?
6. Is your information transferred internationally?
7. How long do we keep your information?
8. Do we collect information from minors?
9. What are your privacy rights?
10. Controls for do-not-track features
11. Do we make updates to this notice?
12. How can you contact us about this notice?
13. How can you review, update, or delete the data we collect from you?

## 1. What information do we collect?

### Personal information you disclose to us

**In Short:** We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

**Sensitive Information.** We do not process sensitive information.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

### Information automatically collected

**In Short:** Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies.

## 2. How do we process your information?

**In Short:** We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

## 3. When and with whom do we share your personal information?

**In Short:** We may share information in specific situations described in this section and/or with the following third parties.

We may need to share your personal information in the following situations:

- **Business Transfers.** We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- **Affiliates.** We may share your information with our affiliates, in which case we will require those affiliates to honor this privacy notice. Affiliates include our parent company and any subsidiaries, joint venture partners, or other companies that we control or that are under common control with us.
- **Business Partners.** We may share your information with our business partners to offer you certain products, services, or promotions.

## 4. Do we use cookies and other tracking technologies?

**In Short:** We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements, to tailor advertisements to your interests, or to send abandoned shopping cart reminders (depending on your communication preferences). The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice.

## 5. How do we handle your social logins?

**In Short:** If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.

Our Services offer you the ability to register and log in using your third-party social media account details (like your Facebook or X logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name, email address, friends list, and profile picture, as well as other information you choose to make public on such a social media platform.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.

## 6. Is your information transferred internationally?

**In Short:** We may transfer, store, and process your information in countries other than your own.

Our servers are located in. If you are accessing our Services from outside, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information (see "WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?" above), in and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this privacy notice and applicable law.

## 7. How long do we keep your information?

**In Short:** We keep your information for as long as necessary to fulfill the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

## 8. Do we collect information from minors?

**In Short:** We do not knowingly collect data from or market to children under 18 years of age.

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at info@forward.digital.

## 9. What are your privacy rights?

**In Short:** You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

**Withdrawing your consent:** If we are relying on your consent to process your personal information, which may be express and/or implied consent depending on the applicable law, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section "HOW CAN YOU CONTACT US ABOUT THIS NOTICE?" below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, when applicable law allows, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

**Account information**

If you would at any time like to review or change the information in your account or terminate your account, you can:

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

## 10. Controls for do-not-track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

## 11. Do we make updates to this notice?

**In Short:** Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this privacy notice. If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

## 12. How can you contact us about this notice?

If you have questions or comments about this notice, you may contact us by post at:

Forward Digital Ltd, 64 Nile Street, London, N1 7SR, United Kingdom

## 13. How can you review, update, or delete the data we collect from you?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.

Privacy Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-01T12:00:00Z'),
 title: "Quality Assurance Policy",
 slug: 'quality-assurance-policy'
}

# Quality Assurance Policy

01/02/{new Date().getFullYear()}

## Policy Statement

Forward Digital requires that all those in a leadership role within the company should work together to create an ethos whereby high-quality care is expected and provided. There should be an expectation that quality and high standards is the rule rather than an exception. Leaders should develop a culture of quality.

## Scope

Forward Digital are committed to quality, and this should be monitored and measured through systems of continuous improvement and effective governance processes.

## Policy

Systems in place should be based around the seeking of views of the service from people who use it. These systems should be designed to measure success and meeting aims, objectives and the Company Statement of Purpose. It should support the development and improvement plans for the company. Continuous review of plans will result in a continuous quality review and development of quality.

Quality Assurance should ensure that service uses feel:

- Safe
- Service is effective
- Committed to quality
- Listened too
- Opinions are valued
- Protected from risk

## Expectation

Every member of staff at Forward Digital, from the top to the bottom, should demonstrate a total commitment to quality and quality improvement in every aspect of their working day.

In particular:

1. The management team bear the responsibility for establishing, maintaining, and implementing a quality management system in Forward Digital; this system will be based upon a management system whereby standards will be set, changes made to meet those standards and the process reviewed regularly.
2. Every employee is responsible for the quality of their work and will be trained to perform their duties to our specified quality standards. Everyone employed is accountable for their actions or omissions.

1. Contractors employed for specific functions will be required to meet our specified standards.
2. Forward Digital will have an annual development plan for quality improvement drawn up as part of its business plan and based upon feedback from service users, staff, and relatives; the plan will be costed, will focus upon specific measurable standards and will include named staff as responsible foreach objective.
3. Forward Digital is consistently listening to its service users and stakeholders and conducts bi-annual service user satisfaction and feedback surveys using a standardised questionnaire and follow up interviews with random sample of its service users and representatives. The findings are analysed and incorporated in to its development plan.
4. Forward Digital managers monitor closely the quality of its staff&#39;s work by regular supervision, which includes direct observation of peoples care practices and unannounced spot check visits to service user&#39;s homes when staff are expected to be there.
5. Forward Digital staff will conduct care plan audits and medication audits each quarter and use the information to improve standards.
6. Quality assurance should be used to drive continuous improvement of governance and clinical governance processes. Innovation should be encouraged in order to strive to improve the quality of the service.
7. Continuous audit of care records and Medication records to identify areas for further training and development to ensure quality in the field. Alongside this In-house audit of care plans and information held on a database is checked. Time sheets of staff is audited against the care records.

## Risk Management

Forward Digital recognises that in order to improve the service delivery and safety the reporting of near misses, adverse events, incidents, and errors should be used to develop solutions and risk reduction strategies to resolve issues as quickly as possible.

Staff are encouraged to report all such events which is not expected and could have caused harm or damage or had the potential to pose a risk or cause a problem. A learning environment should be developed where mistakes are learnt from and development and action plans can be put in place and reviewed to prevent further incidents.

## Service Users and Stakeholders

Integral to quality assurance is the feedback from service users, relatives, friends, carers, representatives, and other stakeholders. Stakeholders can include but are not limited toGP&#39;s, commissioners, district nurses and care managers. They should be involved as much as possible in the development and improvement of the service.

## Audit

Annual self-assessment/audit of the service should be carried out to ensure that the agreed standards are being met or worked towards. A clear development/action plan should be in place following the audit to drive forward improvements.

## Training

The management team at Forward Digital believe that, in order to provide a quality service,Forward Digital requires high quality staff that are suitably trained, supervised and supported. In particular Forward Digital believes that:

1. All new staff should be encouraged to read the policy on quality as part of their induction process.
2. Each member of staff should have a personal development plan in which training needs are identified and a plan made as to how such needs will be met.
3. Staff should be encouraged to develop themselves through continuing professional development.

The management team undertake to ensure through instruction, practical example and training that quality is the aim of all members of staff and that each employee has a proper understanding of the importance of the quality systems and its direct relevance to the success of the company.




Name and Title: Harry Bendix-Lewis - Director.

Quality Assurance Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-01T12:00:00Z'),
 title: "Quality Policy Statement",
 slug: 'quality-policy'
}

# Quality Policy Statement

01/02/{new Date().getFullYear()}

## Commitment to Quality

Forward Digital is wholly committed to our quality policy which is in place to ensure our services fully meet the requirements of our customers at all times. Forward Digital goal is to be the best recruitment solutions provider to the not for profit sector. To achieve this goal we are committed to implementing, maintaining and continually assessing operational systems and processes.

## Why to Quality

Forward Digital firmly believes in the concept of customer and supplier working together in pursuing this policy and in continually striving for improvements in service quality.

We have the following systems and procedures in place to support us in our aim of total customer satisfaction and continuous improvement throughout our business:

- Regular gathering and monitoring of customer feedback
- A customer complaints procedure
- Selection and performance monitoring of suppliers against set criteria
- Training and development for our employees
- Regular audit of our internal processes
- Measurable quality objectives which reflect our business aims
- Management reviews of audit results, customer feedback and complaints

Within this policy we are committed to operating our Company under the disciplines and control of a Quality Management System conforming to the International Standard IS0 9001:2015, planned and developed jointly with our other management functions.

To ensure that the policy is successfully implemented, staff are responsible for identifying customer requirements, and ensuring that the correct procedures are followed to meet those requirements.

Objectives needed to ensure that the requirements of this policy are met, and that continual improvement is maintained in line with the spirit of the policy, will be set, determined and monitored at Management Review.

## Communication

The Quality Policy principles and objectives will be communicated and available to staff at all times. Training will be an integral part of the strategy to achieve the objectives. The Policy will also be available to clients and candidates upon request.

## Responsibilities

These are outlined as follows:

- Responsibility for delivering quality services rests with everyone at Forward Digital
- Each Team Leader has responsibility for monitoring the quality of services for their area of the business.
- Overall responsibility for maintaining and evaluating our Quality Management System rests with Forward Digital Quality Manager with the support of the Senior Management Team.

## Training &amp; Support

We shall ensure that all Forward Digital personnel understand and fully implement our Company&#39;s policies and objectives and are able to perform their duties effectively through an ongoing training and development programme.

- As part of their induction to Forward Digital , all staff are fully briefed on the Quality Policy, its aims and objectives.
— Forward Digital staff are given full training to ensure they can carry out all functions of their role, as per guidelines set out in our quality manuals.
- Annual appraisals are held for all staff to assess performance and identify training needs.
- All training needs identified, to ensure quality is maintained, are fed into an overall training plan and assessed and implemented, whilst considering any budgetary constraints.
- Objectives and action points are reviewed monthly in 1:2:1 Clarity meetings with line managers.

## Monitoring &amp; Evaluation

Forward Digital will constantly review and improve upon our services to ensure tasks are completed in the most cost effective and timely manner for the benefit of all our customers.

Forward Digital achieves this by:

- Obtaining client feedback following the completion of each assignment
- Conducting an annual client survey relating to Quality
- Carrying out an annual candidate survey, measuring all aspects of candidate care
- Closely monitoring our ad hoc compliments and complaints procedure
- Quarterly management review meetings to assess and agree actions to amend and improve quality management system
- Internal Auditing of departments twice a year on a three-month rotation
- Our internal procedures are reviewed regularly and are held in a Quality Manual which is made available to all employees.

Forward Digital is committed to operating continuously to the highest possible quality standards and will maintain the necessary Quality Approvals consistent with our customer requirements.



Name and Title: Harry Bendix-Lewis - Director.

Quality Policy Statement

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-02T12:00:00Z'),
 title: "Right to Work Policy",
 slug: 'right-to-work-policy'
}

# Right to Work Policy

02/02/{new Date().getFullYear()}

This policy applies to all employees and contractors of Forward Digital.

Forward Digital is committed to working within the requirements of the various provisions of Immigration Law in order to ensure that our employment practices are such that only those who are eligible to work in the UK are employed by Forward Digital.

The application of this procedure should ensure that all employees and contractors have a current and valid permission to work in the UK in the role in which they are appointed.

In order to establish a defence in the event that Forward Digital is found to be employing a person who does not enjoy the right to work in the UK, Forward Digital requires to check and retain a copy of identity documents relating to all of its employees and contractors.

It is essential that all employees are treated in the same way in order to ensure that Forward Digital complies with its obligation to avoid discrimination against its employees on the basis of their race or nationality. The requirement to provide documentary evidence of the right to work in the UK will apply to all individuals, regardless of their race, nationality or ethnic or national origins.

Anyone who cannot produce the necessary documentation will be referred to the Citizens' Advice Bureau for further advice. However, Forward Digital will not employ such an individual until the necessary checks have been carried out.

The following checks carried out include:
- All documents should be original.
- The photograph should be consistent with the appearance of the individual.
- The date of birth should be consistent with other documentation.
- All documents should be current with valid dates
- UK Government stamps/endorsements should include the type of work being offered.

Before any person starts working for us, they must supply Forward Digital with one or more of the following documents.

The employee/contractor will fall into one of two categories:
- List A - an automatic and ongoing right to work in the UK without restrictions.
- List B – not an automatic right to work in the UK but has gained permission to do so subject to restrictions, i.e. for a time limited period.


## LIST 'A' DOCUMENTS
Documents which provide evidence for this category.
**One of the following**:
- A passport showing the holder is a British, or UK and Colonies citizen, having the right of abode in the UK
- A passport containing a certificate of entitlement to the right of abode in the UK
- A passport, national ID card, UK residence permit or other document certifying the holder as a EEA or Swiss national
- A permanent UK residence permit issued by the HO or BIA showing the holder is a family member of a EEA or Swiss national
- A Biometric Immigration Document certifying the holder has indefinite leave or no limit to their stay in the UK
- A passport or other travel document showing exemption from immigration control, indefinite leave to remain, right of abode in the UK or indicating no time limit on their stay in the UK

## LIST 'B' DOCUMENTS
If an individual is in this category the Company needs to check documents before commencing employment, and then at least every 12 months during the duration of employment, to ensure that your eligibility remains valid.
Documents which provide evidence for this category:

**One of the following**:
- A passport or travel document endorsed to certify the holder is allowed to stay in the UK to do the kind of work being offered, provided that it does not require a work permit/certificate of sponsorship.
- A Biometric Immigration Document issued by UKBA giving permission to stay in the UK to do the work being offered.
- A residence card or document issued by UKBA to a EEA/Swiss national family member.

Or two documents, as follows:
**One of these**:
- A work permit/or other approval to take employment, issued by UKBA.

**Plus**:
- A passport or other document (e.g. UK Residence Permit) certifying permission to stay in the UK to do the work offered.
- A letter from the HO/UKBA confirming the above.




Name and Title: Reece Charsville - Director.

Right to Work Policy

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-02T12:00:00Z'),
 title: "Social Value Policy",
 slug: 'social-value-policy'
}

# Social Value Policy

02/02/{new Date().getFullYear()}

## Scope
This policy provides an effective framework for realising our commitment to maintaining and where possible enhancing the Social Value we create in the communities we work within, both as an employer and a provider of services.
This policy applies to all Company employees, associates, and third parties who undertake activity for and on our behalf. It applies to the goods and services we procure, our direct operations and the services we provide to our customers.

## What is The Social Value Act 2012?
As defined by The Social Value Act (SVA) 2012, “applies when you are procuring the provision of services, or the provision of services together with the purchase of hire of goods or carrying out works, that is subject to The Pubic Contracts Regulation (2015). The SVA requires you to consider at the procurement stage, how procurement could improve the social, economic and environmental well-being of the relevant area, and also to consider how in conducting the process of procurement, the commissioner might act with a view to securing that improvement.”

## Introduction and Purpose
Forward Digital are fully committed to creating a sustainable inclusive society creating a future where everyone has a chance of a better quality of life, through new skills, investment and opportunity.
Social Value is, therefore, fundamental in everything we do, and we promote sustainability and responsible business practices in a way which optimises positive impact, on the communities we work within through:-

## Employment and Skills:
- Creating local employment opportunities or disadvantaged groups such as young people, ex-offenders and unemployed
- Enabling local people to obtain the skills needed to access employment, through training and specific accreditation courses
- Collaborating with voluntary groups, charities, and the community sector in designing and delivering services
- Upskilling our employees to equip them with new skills for the future, including digital technology
- Creating apprenticeships for young people within our business
- Creating workshops within local secondary/high schools

## Environment & Climate Change
- Implement policies and procedures to minimise the environmental impact associated with our activities
- Seek to reduce our carbon footprint, minimise waste and energy consumption by using resources efficiently to maximise value, such as recycling facilities to reduce paper supplies and other materials such as plastic, glass which can be recycled.
- Playing our part to reduce air pollution, noise, vibration and nuisance within local communities to improve health
- Setting annual targets to become a more energy efficient business
- Implement the use of sustainable products within our projects

## Social Value Review:
**Community Engagement**
- Implement policies and procedures to minimise any adverse impacts associated with our activities upon local communities.
- Procuring goods and services from local SME’s, where possible, so as to benefit the local economies within which we operate.


## Our People:
- Sustainability of the workforce means retaining skilled employees and bringing new workers into the sector via Apprenticeships and Trainee programmes.
- Implement policies and procedures to ensure that we have sufficient competent and capable employees to meet our sustainability vision.
- Working with local school and colleges, training providers, industry bodies to establish, generate wider interest in the industry and inspiring females and other groups to work within the construction sector.
- Actively encourage our employees to engage with local good cause initiatives and charitable events.
- Supporting our people to live healthier lives

All of the above points have been designed and implemented into our business with the use of the Social Value Act 2012 and the Greening Government Commitment. Forward Digital will continue to monitor these rules and regulations and update our policy annually subject to specific government guidelines being updated and released.
Forward Digital will ensure that the Social Value Policy is communicated to our employees, supply chain partners and relevant interested parties.




Name and Title: Reece Charsville - Director.

Social Value Policy

Terms and Conditions

import {PolicyLayout} from '../../components';

export default ({ children }) => <PolicyLayout metadata={meta}>{children}</PolicyLayout>

export const meta = {
 timestamp: new Date('2022-02-02T12:00:00Z'),
 title: "Workplace Alcohol and Drugs Policy",
 slug: 'workplace-alcohol-and-drugs-policy'
}

# Workplace Alcohol and Drugs Policy

02/02/{new Date().getFullYear()}

## Introduction
We are committed to providing a safe, healthy, and productive working environment for all employees, contractors, customers and visitors involved in its operation.
This policy sets out our aims in reducing and managing alcohol and drug problems in the workplace.
Alcohol and drug problems are associated with a wide variety of costs for employers and employees. These costs include ill-health sickness absence, reduced work performance, and accidents.
Consumption of drugs and alcohol (including prescription and over the counter drugs) or intoxication during working hours implicates the health and safety of the individual and others, since these substances impair coordination, judgement, and decision making.
Irresponsible behaviour resulting from the misuse of drugs and/or alcohol may damage our reputation and/or business, and as such, is a policy matter.


## Policy Objectives
- To state our position on alcohol and drugs within the workplace.
- To ensure we comply with appropriate legislation.
- To minimise the creation of risks caused by or associated with alcohol and drugs at work.
- To have clear rules regarding substance misuse in the workplace.
- To provide employees with training on the adverse health effects of alcohol and drugs.
- To encourage the early identification of substance misuse
- To support employees experiencing alcohol and drug problems.
- To provide sufficient training and support to line managers to make sure they feel able to support employees experiencing problems.


## Definitions
**Alcohol abuse** – we define alcohol abuse as any drinking, either intermittent or continual, which interferes with health and/or social functioning and/or work capability or conduct.

**Drug** – we define drugs as illegal, prescribed and over the counter medicines and solvents. In the case of prescribed and over the counter drugs, we recognise that their possession and use by the employee is legitimate.

**Drug abuse** – we define drug abuse as the use of illegal drugs, the deliberate misuse of prescribed or over the counter drugs, and the use of solvents, either intermittent or
continuous, which interfere with health and/or social functioning and/or work capability or conduct.

## Legal
Under the Health and Safety at Work Act 1974, we recognise the duty to protect the health, safety, and welfare of employees and others who are (or may be) affected by their activities, as far as is reasonably practicable, and we are committed to taking measures to ensuring this safety.

Under the Management of Health and Safety at Work Regulations 1999, we will carry out a risk assessment to identify workplace hazards and put measures in place to minimise these risks.

Under the Misuse of Drugs Act (1971), it is illegal for anyone, to produce, supply or be in possession of illegal drugs.

Employers may be liable if they knowingly allow an employee, customer, or service user to dispense, manufacture, possess, use or sell drugs on their premises.

## Policy Rules
We require all employees to come to work free from the effects of alcohol and drugs. Working under the influence of alcohol or drugs, or consuming alcohol or drugs during hours of work, including paid and unpaid breaks, is unacceptable behaviour.

Employees found in possession of illegal drugs or using illegal drugs while at work will normally be reported to the police.

If the legitimate use of prescribed drugs is likely to affect job performance and safety, employees should inform their line manager immediately.


## Education
We are committed to promoting health and welfare at work. We will provide employees with information on safe and sensible drinking and the risks associated with drug use.

We will disseminate this information via written materials and email communication.

We are committed to providing suitable and sufficient training to help managers enforce this substance misuse policy and support any employees with a problem. Additional support can also be sought from Human Resources.

New managers will be made aware of their responsibilities in relation to this policy via the company induction programme. New staff will be made aware of this policy during the induction and will be sent a copy with their contract of employment.

This policy will be sent to all staff during induction and will thereafter be available on local drives.

## Identifying a problem
Substance misuse may become apparent through a number of signs. The following list of signals (particularly in combination) could indicate an issue. This list is not exhaustive.

- Persistent short-term absence.
- Frequent unauthorised absence.
- Recurrent small accidents.
- Poor time keeping.
- Inconsistency in work performance.
- A breakdown in working relations.
- Paranoia/aggression.
- Deterioration in physical appearances, such as dental problems/weight loss.

These factors can have a number of other causes, and we encourage managerial staff to use all the information at their disposal and intellectual discretion to identify a potential problem.
Colleagues may be the first to notice when an employee is misusing substances. If a member of staff suspects an alcohol or drug problem in a colleague, they should either:

- Encourage the person to seek help from support agencies.
- Report the matter to a manager (particularly if the person is involved in a safety critical job).

## Misconduct
Our policy is principally concerned with ongoing issues of substance misuse. We class these as ‘capability issues’ as the problem will primarily impact how the individual performs their job.

In circumstances where an employee breaches the policy on an individual case, such as reporting for work drunk or being under the influence of drugs at work, we will class this behaviour as a conduct issue and handle it via the normal disciplinary procedures.

If an employee, for example, is violent at work while under the influence of any substance or deals illicit substances at work or any other very serious incident, we will consider this serious misconduct and are justified in summary dismissal.

If an employee admits to having a substance misuse problem, the disciplinary process may be held in abeyance. This will be subject to the successful outcome of treatment and improvement of performance/job capability.

If the employee subsequently admits to a substance misuse problem following an instance of serious misconduct, we may carry out the support route and the disciplinary route in tandem.

## Voluntary Referral
Employees who suspect or know they have a drug or alcohol problem are encouraged to seek support at an early stage.

In such instances, we recognise that it is up to the discretion of individuals regarding informing their line managers.


## Referral by Management
Managers will offer support to employees who are suspected of having an alcohol or drug problem.

If the problem has become apparent because of a decline in work performance, management will place the employee on a performance improvement plan where the employee will be required to demonstrate improvement and satisfactory completion of the support programme. If performance does not improve, disciplinary action will be taken.

We will give employees the opportunity to attend treatment within work time. If an employee is absent, normal sick pay arranges will apply.

## Confidentiality
All appropriate staff, such as occupational health and human resources, must maintain confidentiality for any employee who is experiencing problems with drugs and alcohol.

Appropriate staff must not divulge information regarding individual cases to third parties. Information can only be divulged in cases where safety would be compromised by not doing so.


## Relapse
We acknowledge that relapse is common with alcohol and drug problems, and, in normal circumstances, we will support employees through two relapses after treatment.

We will treat subsequent relapses on a case-by-case basis. During any review, we will take into account the needs of the department and the business needs of the organisation.

Managers should make sure that employees are aware that disciplinary procedures may begin following subsequent relapses.

## Return to Work
After the successful completion of treatment, the company will try to make sure that the employee returns to their existing role. However, if the employee is unable to fulfil their required duties, we will consider alternatives duties.

The completion of treatment will not affect promotional prospects in to account the needs of the department and the business needs of the organisation.

Managers should make sure that employees are aware that disciplinary procedures may begin following subsequent relapses.

## Equal Opportunities
This policy applies equally to all staff regardless of grade, experience, or role within the company.

## Monitoring and Review
This policy will be subject to monitoring to review how the policy works in practice. We will review this policy in twelve months.

In compliance with the Employment Protection (Consolidation) Act (1998), we will give all staff twelve weeks’ notice of any changes to this policy.



Name and Title: Reece Charsville - Director.

Policies and disclosures

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