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Worker | Handbook Policies and Procedures

General Rules and Procedures 

This section contains information relating to various rules and procedures.  For the avoidance of any doubt the entire section is deemed to form part of your contract for services with us. 

  • CHANGES IN PERSONAL DETAILS  – You must notify us of any change of name, address, telephone number, emergency contact etc.,  so that we can maintain accurate information on our records and make contact with you in an emergency and, if necessary, outside normal working hours.
  • WORKERS’ PROPERTY AND LOST PROPERTY – No liability is accepted for any loss of, or damage to, property brought onto our, or our clients’ premises.  You are advised not to take any personal items of value to work or to leave any items at work overnight. Articles of lost property should be handed to your Line Manager who will retain them whilst attempts are made to discover the owner.
  • PARKING – Where parking facilities may be made available to you on our office premises or clients’/host venues’ premises you must ensure that you observe all of our traffic requirements e.g. speed limits, etc. To avoid congestion, all vehicles must be parked only in the designated parking areas.  No liability is accepted for damage to private vehicles, however it may be caused.
  • MAIL – All mail received by us will be opened, including that addressed to workers. Private mail, therefore, should not be sent care of our address. No private mail may be posted at our expense except in those cases where a formal re-charge arrangement has been made.
  • FRIENDS AND RELATIVES CONTACT / TELEPHONE CALLS / MOBILE PHONES
    • You should discourage your friends and relatives from either calling on you in person or by telephone except in an emergency, during working hours.   Personal telephone calls, both incoming and outgoing are only allowed in the case of emergency. Permission to make outgoing personal calls should be sought from your Line Manager, if during working hours.  Personal mobile phones should be switched to silent during working hours. Personal use of personal mobile phones should be during authorised breaks only.
    • It is illegal to hold and use a mobile phone, sat nav, tablet or any device that can send and receive data whilst driving. It is our Company policy that you should not hold and use a mobile phone, sat nav, tablet or any device that can send and receive data whilst driving. You should ensure you are safely parked and you have turned off the engine before making or receiving any telephone calls. In the event of you being unable to answer a call because you cannot find a safe place to stop, you must return the call as soon as conveniently possible after you have safely parked and turned off the engine.
    • You can use a device held in your hand in the following circumstances only:
      • you need to call 999 or 112 in an emergency and it is unsafe or impractical to stop
      • you are safely parked 
      • you are making a contactless payment in a vehicle that is not moving, for example at a drive-through restaurant 
      • you are using the device to park the vehicle remotely.
    • You can use devices with hands-free access, such as a built-in sat nav, provided you do not hold the device at any time during usage. 
  • COMPANY TOOLS AND EQUIPMENT – If Future Foundations (or our client or a host venue) provides you with the tools and/or equipment necessary to carry out your duties, you should keep these in good repair and take all reasonable steps to ensure that they are secure at all times. You must report any lost, damaged or mislaid tools and/or equipment to your Line Manager. You must return all Future Foundations tools and/or equipment upon termination of employment by either party. Failure to return any tools and/or equipment, or any loss or damage suffered as a result of your negligence, will result in a deduction to cover the cost of the tools and/or equipment being made from monies due to you.  
  • BUYING OR SELLING OF GOODS – You are not allowed to buy or sell goods on your own behalf on our premises or those of our clients or during your working hours.
  • COLLECTIONS FROM WORKERS OR EMPLOYEES – Unless specific authorisation is given by your Line Manager, no collections of any kind are allowed on our premises or those of our clients.
  • CLIENT RELATIONS – Our business involves the provision of services to clients and some of our workers are engaged to perform work on behalf of those clients, sometimes on the client’s own premises. Due to this relationship, our clients may, on rare occasions, require that such a worker be removed from a job in accordance with their contract with us. In such circumstances, we will investigate the reasons for such requests. However, if our client maintains their stance we will then take all reasonable steps to ensure that alternative work is provided. If this is not possible we may have no alternative but to terminate such an individual’s engagement. This procedure is separate from any concurrent disciplinary matter that may need to be addressed.
  • CLIENT OR HOST VENUE PREMISES – Whilst visiting or working at any of our clients’ or host venue premises, it is imperative that you familiarise yourself and comply with all of their rules and requirements including (but not limited to) security, health and safety, smoking, parking, etc. Failure to comply with site rules could result in your removal from site and disciplinary action being taken in accordance with our disciplinary procedures.
  • CAR INSURANCE – If your position requires you to use your own car for business purposes, you must ensure that your car insurance provides adequate cover. Proof of adequate insurance, Driving Licence, Tax and an MOT Certificate must be produced for scrutiny by the Company, upon renewal and at any time when so requested.
  • THIRD PARTIES – We reserve the right to allow third parties to chair any meeting. Where we are required to share special category data to any third parties as part of that hearing, we ensure that a relevant condition of processing is met and we do not rely upon your consent for the processing.
  • RECORDING OF FORMAL MEETINGS – We reserve the right to record any meetings whether conducted by us or a third party. A copy of the recording can be made available on request.

Worker Standards  

  • WASTAGE, DAMAGE AND LOSS 
    • We maintain a policy of “minimum waste” which is essential to the cost-effective and efficient running of all our operations.
    • You are able to promote this policy by taking extra care in the pursuit of your normal duties to avoid unnecessary or extravagant use of our services, materials,time, energy, etc.
    • Failure to comply with this policy may result in the termination of your engagement.
    • Any damage to our stock or property, or our client’s or host venue’s property or equipment that is the result of your carelessness, negligence or deliberate vandalism will render you liable to pay the full or part of the cost of repair or replacement.
    • Any loss to us that is the result of your failure to observe rules, procedures or instructions, or is the result of negligent behaviour or unsatisfactory standards of work will render you liable to reimburse to us the full or part of the cost of the loss or to correct the work at your own expense.
    • In the event of failure to pay, we reserve the right to deduct such costs from any payment due to you. 
  •  STANDARDS OF DRESS
    • As you are likely to come into contact with clients and members of the public, it is important that you present a professional image with regard to appearance and standards of dress.
    • You should wear clothes appropriate to your responsibilities, and they should be kept as clean and tidy as possible at all times.
    • If you are in any doubt whether any aspect of your appearance or attire is appropriate for your job role you should contact your Line Manager.
  • PERSONAL RELATIONSHIPS  – We recognise that, from time to time, close personal relationships may develop between workers, workers and members of staff and between workers and clients. In order to ensure that potential conflicts of interest are avoided, employees are required to inform your Line Manager of any relationship which may affect their work or compromise the business in any way. Any such information will be treated in the strictest confidence.  We fully acknowledge the right of employees to privacy in their personal affairs. However, experience has shown that the effect of such relationships can cause a blurring of judgement whereby conflicts of interest arise.
  • CLEAR DESK POLICY – We operate a Clear Desk Policy outside of the business hours.  During business hours we acknowledge the need for files and documents and wherever possible they should be maintained in a professional, efficient and orderly manner. At the end of the working day, employees are expected to tidy their desks and to lock away all office papers in the most appropriate facilities provided at our premises or those of a client.   This policy should be followed both at head office and at client or host venues, if we have a site office. The purpose of the policy is to:
    • Demonstrate the right image when our clients visit the Company; 
    • Ensure confidential and sensitive information is kept secure and our data protection policies are adhered to at all times to ensure compliance with the General Data Protection Regulation and the current Data Protection Act; and 
    • Ensure efficiency and effectiveness.
    • Failure to comply with this policy may result in disciplinary action being taken. 
  • HOUSEKEEPING – Both from the point of view of safety and of appearance, work areas must be kept clean and tidy at all times. 

Safeguards 

  • RIGHTS OF SEARCH 
    • We have the contractual right to carry out searches of workers and their property (including vehicles) whilst they are on our premises or business. We ask all workers to assist us in this matter should we feel that such a search is necessary.
    • Whilst you have the right to refuse to be searched, such refusal will constitute a breach of your engagement which may result in disciplinary action being taken against you.
    • Where practicable, searches will be carried out in the presence of a colleague of your choice who is available on the premises at the time of the search.  This will also apply at the time that any further questioning takes place.
    • You may be asked to remove the contents of your pockets, bags, vehicles, etc.
    • We reserve the right to call in the police at any stage. 
  •  CONFIDENTIALITY
    • All information that:
      • is or has been acquired by you during, or in the course of your engagement, or has otherwise been acquired by you in confidence,
      • relates particularly to our business, or that of other persons or bodies with whom we have dealings of any sort, and
      • has not been made public by, or with our authority,
    • shall be confidential, and (save in the course of our business or as required by law) you shall not at any time, whether before or after the termination of your engagement, disclose such information to any person without our prior written consent.
    • You are to exercise reasonable care to keep safe all documentary or other material containing confidential information, and shall at the time of termination of your engagement with us, or at any other time upon demand, return to us any such material in your possession.
    • You must make yourself aware of our policies on data protection in relation to personal data and ensure compliance with them at all times.
  • DATA PROTECTION  – The General Data Protection Regulation (GDPR) and the current Data Protection Act regulate our use of your personal data. It is our responsibility to ensure that the personal data we process in relation to you is done so in accordance with the required principles. Any data held shall be processed fairly and lawfully and in accordance with the rights of data subjects.
  • We will process data in line with our privacy notices in relation to both job applicants, employees and workers.
  • You have several rights in relation to your data. More information about these rights is available in our “Policy on your rights in relation to your data”. We commit to ensuring that your rights are upheld in accordance with the law and have appropriate mechanisms for dealing with such.
  • We may ask for your consent for processing certain types of personal data. In these circumstances, you will be fully informed as to the personal data we wish to process and the reason for the processing. You may choose to provide or withhold your consent. Once consent is provided, you are able to withdraw consent at any time.
  • You are required to comply with all Company policies and procedures in relation to processing data. Failure to do so may result in termination of your engagement with us. 
  • COMPANY PROPERTY AND COPYRIGHT – All written material, whether held on paper, electronically or magnetically which was made or acquired by you during the course of your employment with us, is our property and, where appropriate, our copyright. At the time of termination of your employment with us, or at any other time upon demand, you shall return to us any such material in your possession. 
  • STATEMENTS TO THE MEDIA – You must not make any statement to reporters from newspapers, radio, television etc. in respect of our organisation. Any statements to reporters from newspapers, radio, television, etc. in relation to our business will be given only by a Company Director.
  • USE OF COMPUTER EQUIPMENT – If you are given a company or client or host venue laptop, in order to control the use of the Company’s computer equipment and reduce the risk of contamination the following will apply:
    • the introduction of new software must be checked and authorised. You cannot introduce new software of any kind without approval from your Line Manager   
    • only authorised individuals are allowed access to the Company’s computer equipment.
    • only authorised software may be used on the Company’s computer equipment.
    • only software that is used for business applications may be used.
    • you may not bring software onto or remove it from the Company’s premises without prior authorisation from your Line Manager.
    • unauthorised access to the computer facility may result in termination of engagement.
    • unauthorised copying and/or removal of computer equipment/software will result in the termination of your engagement.
  • VIRUS PROTECTION PROCEDURES – In order to prevent the introduction of virus contamination into the software system the following must be observed:
    • unauthorised software including public domain software, magazine cover disks/CDs or Internet/World Wide Web downloads must not be used.
    • all software must be virus checked using standard testing procedures before being used.
  • E-MAIL AND INTERNET POLICY
    • Internet – Where appropriate, duly authorised workers may make use of the Internet as part of their work. You may only release information via the internet with the prior agreement of your Line Manager. The use of the internet to access and/or distribute any kind of material which is offensive or unrelated to work will result in the termination of your engagement.
    • E-Mail – You may only use the e-mail system with the prior approval ofyour Line Managerand unauthorised use may result in the termination of your engagement. Workers using the e-mail system should observe the following points:
      • that Company communication standards arecomplied with(your Line Manager will advise you of these).
      • e-mail messages and copies should only be sent to those for whom they are particularly relevant.
      • e-mail should not be used as a substitute for face to face communication or telephone contact. Flame mails (i.e. e-mails that are abusive) must not be sent. Hasty messages sent without proper consideration can cause upset, concern or misunderstanding.
      • if e-mail is confidential the user must ensure that the necessary steps are taken to protect confidentiality. The Company will be liable for infringing copyright or any defamatory information that is circulated within the Company or externally.
      • offers or contracts transmitted by e-mail are as legally binding on the Company as those sent on paper.
    • The Company will not tolerate the use of the e-mail system for unofficial or inappropriate purposes including:
      • any messages that could constitute bullying, harassment or other detriment.
      • personal use (e.g. social invitations, personal messages, jokes, cartoons, chainletters or other private matters).
      • online gambling.
      • accessing or transmitting pornography.
      • transmitting copyright information and/or any software to the user.
      • posting confidential information about other workers, employees, the Company or its clients or suppliers.
  • RETURN OF OUR PROPERTY – At the end of the engagement, you must return all our property (and our clients or host venues) which is in your possession or for which you have responsibility. Failure to return such items will result in the cost of the items being deducted from any monies outstanding to you.

Health, Safety, Welfare and Hygiene 

  • SAFETY – You should make yourself familiar with our Health and Safety Statement and Policy and your own health and safety duties and responsibilities, as shown below. your Line Manager will advise you of the health and safety requirements and any hazards associated with your responsibilities. 
    • You must not take any action that could threaten the health or safety of yourself, other workers, employees, clients or members of the public.
    • You should report all accidents and injuries at work, no matter how minor, in the accident book, which you should ask your Line Manager for.
    • You must ensure that you are aware of our fire and evacuation procedures and the action you should take in the event of such an emergency. 
  • REFRESHMENT MAKING FACILITIES – In our Head Office, we provide refreshment making facilities for your use, which must be kept clean and tidy at all times.  The refreshment making facilities may only be used during authorised breaks.
  • ALCOHOL & DRUGS POLICY
    • Under legislation we have a duty to ensure, so far as is reasonably practicable, the health and safety and welfare at work of workers and similarly you have a responsibility to yourself and your colleagues.  The use of alcohol and drugs may impair the safe and efficient running of the business and/or the health and safety of our workers and employees.
    • If your performance or attendance at work is affected as a result of alcohol or drugs, or we believe you have been involved in any drug related action/offence, you may be subject to further action and, dependent on the circumstances, this may lead to the termination of this engagement.
  • NO SMOKING POLICY – Smoking on the premises is not permitted. You are under no circumstances permitted to smoke on client premises. You may only smoke during authorised breaks. Whilst there is no designated smoking area, you should ensure that you are away from the premises and any windows/doors. This includes the use of e-cigarettes. You must also follow the policies of our client or host venues policies if onsite for your work.
  • HYGIENE
    • Any exposed cut or burn must be covered with a first-aid dressing.
    • If you are suffering from an infectious or contagious disease or illness such as rubella or hepatitis you must not report for work without clearance from your own doctor.
    • Contact with any person suffering from an infectious or contagious disease must be reported before commencing work.
  • PERSONAL HYGIENE – Your highest attention to your own personal hygiene is requested at all times, as you work in close proximity with our clients and suppliers. 
  • FITNESS FOR WORK – If you arrive for work and, in our opinion, you are not fit to work, we reserve the right to exercise our duty of care if we believe that you may not be able to undertake your duties in a safe manner or may pose a safety risk to others, and send you away for the remainder of the day with or without pay and, dependent on the circustances, you may be liable to disciplinary action. We stress as a company that if you are displaying symptoms of a viral infection or are aware of an illness that you take the necessary precautions to safeguard your colleagues. Please speak with your Line Manager for support and advice on how to do so.
  • MANUAL HANDLING – You are required, in accordance with the Manual Handling Regulations 1992, to advise us of any condition which may make you more vulnerable to injury. 

Equality, Inclusion and Diversity Policy 

  •  STATEMENT OF POLICY 
    • The terms equality, inclusion and diversity are at the heart of this policy. ‘Equality’ means ensuring everyone has the same opportunities to fulfil their potential free from discrimination. ‘Inclusion’ means ensuring everyone feels comfortable to be themselves at work and feels the worth of their contribution. ‘Diversity’ means the celebration of individual differences amongst the workforce. We will actively support diversity and inclusion and ensure that anyone who works for us is valued and treated with dignity and respect. We want to encourage everyone in our business to reach their potential. 
    • We recognise that discrimination is unacceptable. Equality of opportunity is a feature of our practices and procedures and we operate a formal policy.  Breaches of the policy will lead to investigation and, if appropriate, further action.
    • The aim of the policy is to ensure no-one who provides services for the Company is discriminated against either directly or indirectly on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.
    • The Company will ensure that the policy is circulated to any agencies responsible for our recruitment and a copy of the policy will be made available for all workers and made known to all applicants for work.
    • The policy will be communicated to all contractors reminding them of their responsibilities towards equality of opportunity.
    • The policy will be implemented in accordance with the appropriate statutory requirements and full account will be taken of all available guidance and in particular any relevant Codes of Practice.
    • The Company will maintain a neutral working environment in which no worker feels under threat or intimidated. 
  • ENGAGEMENT DECISIONS
    • The Company will endeavour, through appropriate training, to ensure that anyone responsible for deciding who is engaged by the Company will not discriminate, whether consciously or unconsciously, in making these decisions.
    • A consistent, non-discriminatory approach to the advertising of vacancies will be adopted.
    • Engagement exercises will not be confined to areas or media sources that provide only, or mainly, applicants of a particular group.
    • All applicants who apply for work will receive fair treatment and will be considered solely on their ability to do the work.
    • Anyone involved in the engagement process will periodically review their procedures to ensure that they are related work requirements and do not unlawfully discriminate.
    • Short listing and interviewing will be carried out by more than one person where possible.
    • Interview questions posed will be related to the requirements of the work and will not be of a discriminatory nature.
    • A worker will not be disqualified from an engagement exercise because he/she is unable to complete an application form unassisted unless personal completion of the form is a valid test of the standard of English required for the safe and effective performance of the work.
    • Engagement decisions will not be influenced by any perceived prejudices of other staff. 

Discrimination/Harassment Complaint Policy and Procedure  

  •  INTRODUCTION 
    • Harassment or victimisation on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation is unacceptable.  
    • Discrimination and personal harassment can take many forms but, whatever form they take, they are unlawful under the Equality Act 2010 and will not be tolerated.
    • For information on our zero-tolerance approach to sexual harassment in the workplace, including what behaviour can amount to sexual harassment, third-party sexual harassment and what to do if you witness or are subject to sexual harassment, you should read our separate Sexual Harassment Policy.
    • This policy will be reviewed regularly to ensure it remains up to date and in order to monitor its effectiveness. 
  • POLICY
    • We deplore all forms of discrimination and harassment and seek to ensure that the working environment is sympathetic to all those who work for us. This includes employees, workers, agency workers, volunteers and contractors in all areas of our Company. 
  •  DEFINITIONS
    • Harassment – This is unwanted conduct related to a relevant protected characteristic that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person.
    • Unwanted conduct can include:
      • spoken words
      • banter
      • written words
      • posts or contact on social media
      • imagery
      • graffiti
      • physical gestures
      • facial expressions
      • mimicry
      • jokes or pranks
      • acts affecting a person’s surroundings
      • aggression, and
      • physical behaviour towards a person or their property.
  •  Sexual harassment – This is unwanted conduct of a sexual nature which has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person.
    • sexual comments or jokes
    • displaying sexually graphic pictures,posters or photos 
    • suggestive looks, staring or leering 
    • propositions and sexual advances
    • making promises in return for sexual favours
    • sexual gestures
    • intrusive questions about a person’s private or sex life or a person discussing their own sex life
    • sexual posts or contact on social media
    • spreading sexual rumours about a person
    • sending sexually explicit emails or text messages, and
    • unwelcome touching, hugging, massaging or kissing. 
  • You should read our separate Sexual Harassment Policy for more information. 
  • Less favourable treatment for rejecting or submitting to unwanted conduct- This occurs when:
    • someone is subjected to unwanted conduct:
      • of a sexual nature
      • related to sex, or
      • related to gender reassignment 
    • the unwanted conduct has the purpose or effect of:
      • violating their dignity, or
      • creating an intimidating, hostile degrading, humiliating or offensive environment for them, and
      • they are treated less favourably because they submitted to, or rejected the unwanted conduct. 
  • Detrimental Behaviour because of and association with a Protected Characteristic – Bullying and harassment may not be based on the fact that a colleague belongs to a particular group, but simply because the individual has been singled out for such treatment or associates with someone of a protected characteristic. For example, this would include claiming someone is gay when they are not or making fun of someone who has a disabled relative. The bullying and harassment may take the following forms, though again this is not intended as an exhaustive list: 
    • Limiting or withdrawing verbal communication 
    • Isolating a colleague by unfriendly behaviour. 
    • Behaviour designed to belittle or produce anxiety in a colleague. 
    • Unreasonable scrutiny of work. 
    • Unreasonable criticism of work, and adopting double standards in expectations of work performance. 
    • Unreasonable denial of leave and/or special leave requests. 
    • Unreasonable denial of requests for flexible working. 
  • Work or staff social activities that deliberately exclude a colleague. 
  • Jokes or inappropriate humour at the expense of a colleague.
  • Standards of work behaviour 
    • Courtesy towards colleagues. 
    • Consideration and understanding of the work demands of colleagues. 
    • Maintaining a temperate tone, and temperate language, in all verbal and written communication with colleagues. 
    • Avoidance of the use of foul language. 
    • Awareness of language and conduct which have the potential to offend a colleague. 
    • Obtaining the express or implied permission of a colleague before adopting familiarity in conduct or language. 
  •  CIRCUMSTANCES WHICH ARE COVERED
    • This policy covers behaviour which occurs in the following situations:
      • a work situation
      • a situation occurring outside of the normal workplace or normal working hours which is related to work, for example, a working lunch or social event with others who work for us;
      • outside of a work situation but against someone else who works for us or other person connected to the Company, including on social media;
      • against anyone outside of a work situation where the incident is relevant to their suitability to carry out the role.
  •  COMPLAINING ABOUT DISCRIMINATION/PERSONAL HARASSMENT 
    • Informal complaint – We recognise that complaints of personal harassment can sometimes be of a sensitive or intimate nature and that it may not be appropriate for you to raise the issue through our normal complaints procedure. In these circumstances you are encouraged to raise such issues with someone else who works for us who is more senior (whether or not that person has a direct supervisory responsibility for you) as a confidential helper. This person cannot be the same person who will be responsible for investigating the matter if it becomes a formal complaint.
    • If you are the victim of minor discrimination/harassment, you should make it clear to the discriminator/harasser, on an informal basis, that their behaviour is unwelcome and ask the discriminator/harasser to stop. If you feel unable to do this verbally then you should hand a written request to the discriminator/harasser, and your confidential helper can assist you in this.
    • Formal complaint
      • Where the informal approach fails, or if the discrimination/harassment is more serious, you should bring the matter to the attention of the Company’s Operations Manager conny.demontis@future-foundations.co.uk or a Company Director as a formal written complaint and again your confidential helper can assist you in this. If possible, you should keep notes of the discrimination/harassment so that the written complaint can include:
        • the name of the alleged discriminator/harasser;
        • the nature of the alleged discrimination/harassment;
        • the dates and times when the alleged discrimination/harassment occurred;
        • the names of any witnesses; and
        • any action already taken by you to stop the alleged discrimination/harassment.
    • The person dealing with the complaint will carry out a thorough investigation.  Those involved in the investigation will be expected to act in confidence and any breach of confidence will be treated as a serious matter.
    • On conclusion of the investigation, which will normally be within ten working days of receipt of your complaint, the decision of the investigator, detailing the findings, will be sent in writing to you.
    • GENERAL NOTES
      • If the decision is that the allegation is well founded, the discriminator/harasser will be liable to disciplinary action in accordance with our disciplinary procedure (if the person is an employee of the Company). If the discriminator/harasser is a worker then similarly fair procedures will be adopted before any decision is taken to reprimand the individual or terminate their engagement.
      • If you bring a complaint of discrimination/harassment you will not be victimised for having brought the complaint.  However if it is concluded that the complaint is both untrue and has been brought with malicious intent, you will be liable to termination of your engagement. 
  •  THIRD PARTY HARASSMENT – Third party harassment occurs when one of our workforce is subjected to harassment by someone who is not part of our workforce but who is encountered in connection with work. This includes our clients, suppliers, members of the public. Third party harassment of our workforce will not be tolerated.  In order to prevent third party harassment from occurring, we will:
    • Carry out periodic risk assessments.  
    • Provide training to workers, employees and managers.  
    • Communicate standards of behaviour to third parties and include anti-harassment clauses in supplier contracts. 
    • Monitor and review incidents to identify trends and improve controls
    • Should you be subjected to third party harassment, you are encouraged to report this as soon as possible to your Line Manager or the Operations Manager conny.demontis@future-foundations.co.uk or a Company Director.
    • Should a client or partner harass a member of our workforce, they will be warned that continued provision of our service to them will cease if they are to act in a similar way again. Should their behaviour recur, they will be informed that our service to them will cease. Any criminal acts will be reported to the police, and we will share information relating to the incident with our other branches to ensure that we maintain a consistent approach to the cessation of our services. 

Sexual Harassment Policy 

  • INTRODUCTION
    • All members of staff are entitled to be treated with dignity and respect in our place of work. This means freedom from sexual harassment, feeling safe and supported, and having access to redress if such behaviour does arise. 
    • Sexual harassment takes many forms but whatever form it takes, it is unlawful under the Equality Act 2010 as amended. We will not tolerate it.
    • The law requires employers to take reasonable steps to prevent sexual harassment of their workers. We take action to prevent sexual harassment from occurring and have clear reporting procedures for our staff to make a complaint about sexual harassment. If you have been sexually harassed, or you have witnessed sexual harassment, we encourage you to tell us so that we can deal with the matter swiftly.
    • The Company CEO has overall responsibility for the operation of this policy but may delegate elements of implementation or decision making to the Operations Manager. Our managers will maintain an open door policy. All of our staff have a responsibility to behave in line with the requirements of this policy.
    • Instances of sexual harassment or victimisation may lead to disciplinary action including termination of employment (if you are an employee). If the harasser/victimiser is a worker, then similarly fair procedures will be adopted before any decision is taken to reprimand the individual or terminate their engagement.
    • This policy is reviewed regularly to ensure it remains up to date and in order to monitor its effectiveness. Any changes required will be implemented and communicated to our workforce.
  • SCOPE – We deplore all forms of sexual harassment and seek to ensure that the working environment is safe and supportive to all those who work for us. This includes employees, workers, agency workers, volunteers and contractors in all areas of our Company, including any overseas sites.
  • DEFINITIONS 
    • Sexual harassment is unwanted conduct of a sexual nature which has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. It also covers treating someone less favourably because they have submitted to or refused to submit to unwanted conduct of a sexual nature, or that is related to gender reassignment or sex. 
    • Sexual harassment may be committed by a fellow worker, an agent of an organisation, or a third party. It does not need to occur in person. It can occur via digital means including social media sites or channels e.g. Whatsapp. Someone may be sexually harassed even if they were not the target of the behaviour. Examples of sexual harassment include, but are not limited to:
      • sexual comments or jokes, which may be referred to as ‘banter’
      • displaying sexually graphic pictures, posters or photos
      • suggestive looks, staring or leering
      • propositions and sexual advances
      • making promises in return for sexual favours 
      • sexual gestures 
      • intrusive questions about a person’s private or sex life or a person discussing their own sex life 
      • sexual posts or contact in online communications including on social media 
      • spreading sexual rumours about a person 
      • sending sexually explicit emails, text messages or messages via other social media 
      • unwelcome touching, hugging, massaging or kissing 
  • Victimisation is subjecting someone to detriment because they have done, are suspected of doing, or intend to do an act which is protected under discrimination and harassment laws. It is not necessary for the person to have done the protected act in order for detrimental treatment to be considered as victimisation. The protected acts are:
    • making a claim or complaint under the Equality Act 2010 (for example, for discrimination or harassment)
    • helping someone else to make a claim by giving evidence or information in connection with proceedings under the Equality Act 2010
    • making an allegation that someone has breached the Equality Act 2010, or
    • doing anything else in connection with the Equality Act 2010  
  • Examples of victimisation may include:
    • Failing to consider someone for promotion because they have previously made a sexual harassment complaint
    • Dismissing someone because they accompanied a colleague to a meeting about a sexual harassment complaint
    • Excluding someone from work meetings because they gave evidence as a witness for another employee as part of an employment tribunal claim about harassment. 
  • CIRCUMSTANCES WHICH ARE COVERED – This policy covers behaviour which occurs in the following situations:
    • a work situation 
    • a situation occurring outside of the normal workplace or normal working hours which is related to work, for example, a working lunch, a business trip or social functions 
    • outside of a work situation but involving a colleague or other person connected to the Company, including on social media 
    • against anyone outside of a work situation where the incident is relevant to your suitability to carry out the role.  
  • WHAT TO DO IF YOU ARE SUBJECT TO SEXUAL HARASSMENT OR VICTIMISATION – We are committed to ensuring that there is no sexual harassment or victimisation in our workplace. Allegations of sexual harassment and victimisation will be treated as a disciplinary matter (if the harasser/victimiser is an employee), although every situation will be considered on an individual basis and in accordance with the principles of our disciplinary procedures, a copy of which is available from the Operations Manager, Conny Demontis. If the harasser/victimiser is a worker, then similarly fair procedures will be adopted before any decision is taken to reprimand the individual or terminate their engagement.
  • Informal complaint
    • We recognise that complaints of sexual harassment or victimisation can be of a sensitive or intimate nature and that it may not be appropriate for you to raise the issue through our normal complaints procedure. In these circumstances you are encouraged to raise such issues with a senior colleague of your choice (whether or not that person has a direct supervisory responsibility for you) as a confidential helper. This person cannot be the same person who will be responsible for investigating the matter if it becomes a formal complaint.
    • If you experience sexual harassment and you feel comfortable and safe to do so, you may choose to tell the harasser on an informal basis that their behaviour is unwelcome and ask the harasser to stop. If you feel unable to do this verbally then you may hand a written request to the harasser, and your confidential helper can assist you in this. Both these options are entirely your choice and it is not a requirement before making a formal complaint or seeking support.
    • In addition, you may also choose to raise concerns during your regular communication with your manager, for example, in a 1-2-1 meeting. Your manager will listen to you and take your concerns seriously if you do this, but may encourage you to follow the reporting procedures set out below.
  • Formal complaint
    • Where the informal approach fails or you do not wish to use the informal procedure, you should bring the matter to the attention of a Senior Manager as a formal written complaint and again your confidential helper can assist you in this. Alternatively, you can report instances by emailing hr@future-foundations.co.uk.The inbox is regularly monitored and you will be contacted within 48 hours.
    • If possible, you should keep notes of what happened so that the written complaint can include:
      • the name of the alleged harasser;
      • the nature of the alleged harassment;
      • the dates and times when the alleged harassment occurred;
      • the names of any witnesses; and
      • any action already taken by you to stop the alleged harassment.
    • On receipt of a formal complaint, we will take action to separate you from the alleged harasser to enable an uninterrupted investigation to take place. This may involve a temporary transfer of the alleged harasser to another work area or suspension with contractual pay until the matter has been resolved.
    • The person dealing with the complaint will carry out a thorough investigation. Those involved in the investigation will be expected to act in confidence and any breach of confidence will be treated as a serious matter.
    • On conclusion of the investigation, which will normally be within ten working days of receipt of your complaint, the decision of the investigator, detailing the findings, will be sent in writing to you.
    • Regardless of the outcome of the procedure, we are committed to providing the support you may need. This may involve mediation between you and the other party or some other measure to manage the ongoing working relationship.
    • You will not be victimised for having brought a complaint.   
  •  WHAT TO DO IF YOU WITNESS SEXUAL HARASSMENT OR VICTIMISATION
    • If you witness sexual harassment or victimisation, you are encouraged to take appropriate action to address it. You should not take any action that may put you at risk of sexual harassment or other harm. If you feel able, you should intervene to prevent the matter continuing. If you are not able to do this, your action may include offering support to the person who has been sexually harassed and encouraging them to report the incident or reporting the incident yourself.
    • If reporting the incident, you should bring the matter to the attention of a Senior Manager as a formal written complaint and again your confidential helper can assist you in this. Alternatively, you can report instances by emailing hr@future-foundations.co.uk. The inbox is regularly monitored and you will be contacted within 48 hours.
    • Your concerns will be handled by a Company Director who will sensitively talk to the person subject to sexual harassment to determine how they want the matter to be handled.
  • THIRD-PARTY SEXUAL HARASSMENT
    • Third-party sexual harassment occurs when one of our workforce is subjected to sexual harassment by someone who is not part of our workforce but who is encountered in connection with work. This includes our parners, clients, contractors, suppliers, members of the public. 
    • Third-party sexual harassment of our workforce is unlawful and will not be tolerated. The law requires employers to take steps to prevent sexual harassment by third parties.
    • The law does not provide a mechanism for individuals to bring a claim of third-party harassment alone. However, failure for an employer to take reasonable steps to prevent third-party sexual harassment may result in legal liability in other types of claim.
    • In order to prevent third-party sexual harassment from occurring, we will:
      • Carry out periodic risk assessments.  
      • Provide training to workers, employees and managers.  
      • Communicate standards of behaviour to third parties and include anti-harassment clauses in supplier contracts. 
      • Monitor and review incidents to identify trends and improve controls 
  •  If you have been subjected to third-party sexual harassment, you are encouraged to report this as soon as possible to your Line Manager or the Operations Manager conny.demontis@future-foundations.co.uk or a Company Director. Alternatively, you can report instances by emailing hr@future-foundations.co.uk. The inbox is regularly monitored and you will be contacted within 48 hours.
  • Should a client or customer harass a member of our workforce, they will be warned that continued provision of our service to them will cease if they are to act in a similar way again. Should their behaviour recur, they will be informed that our service to them will cease. Any criminal acts will be reported to the police, and we will share information relating to the incident with our other branches to ensure that we maintain a consistent approach to the cessation of our services.
  • We will not tolerate sexual harassment by any member of our workforce against a third party. Instances of sexual harassment of this kind may lead to termination of engagement. 
  • DISCIPLINARY ACTION
    • If the decision is that the allegation of sexual harassment or victimisation is well founded, the harasser/victimiser will be liable to disciplinary action in accordance with our disciplinary procedure up to and including summary dismissal, if they are an employee. An employee who receives a formal warning or who is dismissed for sexual harassment/victimisation may appeal by using our disciplinary appeal procedure.
    • When deciding on the level of disciplinary sanction to be applied, we will take into consideration any aggravating factors affecting the case. One example of aggravating factors is an abuse of power over a more junior colleague. If the harasser/victimiser is a worker, then similarly fair procedures will be adopted before any decision is taken to reprimand the individual or terminate their engagement.
    • If, due to the investigation, it is concluded that your complaint is both untrue and has been brought with malicious intent, you will be liable to termination of your engagement. 
  • TRAINING
    • We provide training to all our staff on sexual harassment to ensure there is a clear understanding of, amongst other things, what sexual harassment is and how it may occur, that it will not be tolerated, expected levels of behaviour, how they can report any incidents of having been sexually harassed or having witnessed it and that acts of harassment will be dealt with under the disciplinary procedure potentially resulting in dismissal for employees and under similarly fair procedures for workers potentially resulting in termination of their engagement.  
    • We ensure that all levels of management are trained on implementing this policy including preventing and managing sexual harassment in the workplace, and the procedure to follow if an allegation is reported.
    • We will regularly review the effectiveness of our training.
    • We provide refresher training as appropriate. 

Whistle-Blowers 

  • INTRODUCTION – Future Foundations is committed to the safety of young people (under 18 years old) who are connected to Future Foundations, as well as its staff.  We are also committed to conducting our business with integrity and honesty, and we expect the highest levels of standards inline with our policies and procedures.
  • This policy outlines how individuals may raise any concerns they have about a Future Foundations appointed person.  The policy is in place to protect the ‘Whistle-blower’ from raising their grievance, and to protect young people under Future Foundations’ trust.
  • Under certain circumstances, workers are protected from suffering any detriment or termination of engagement if they make disclosures about organisations for whom they work.
  • AIMS OF THE POLICY: 
    • encourage you to feel confident in raising serious concerns at the earliest opportunity and to question and act upon concerns  
    • provide avenues for you to raise those concerns and receive feedback on any action taken 
    • ensure that you receive a response to your concerns and that you are aware of how to pursue them if you are not satisfied 
    • reassure you that you will be protected from possible reprisals or victimisation if you have made any disclosure in good faith. 
  •  QUALIFYING DISCLOSURES – Certain disclosures are prescribed by law as “qualifying disclosures”. A “qualifying disclosure” means a disclosure of information that the worker genuinely and reasonably believes is in the public interest and shows that the Company has committed a “relevant failure” by:
    • committing a criminal offence;
    • failing to comply with a legal obligation;
    • a miscarriage of justice;
    • endangering the health and safety of an individual;
    • sexual harassment (unwanted conduct of a sexual nature, as defined in the Equality Act 2010
    • environmental damage; or
    • concealing any information relating to the above.
  • These acts can be in the past, present or future, so that, for example, a disclosure qualifies if it relates to environmental damage that has happened, is happening, or is likely to happen. The Company will take any concerns that you may raise relating to the above matters very seriously.
  • The Employment Rights Act 1996 provides protection for workers who ‘blow the whistle’ where they reasonably believe that some form of illegality, injustice or breach of health and safety has occurred or is likely to occur. The disclosure has to be “in the public interest”. We encourage you to use the procedure to raise any such concerns. 
  • THE PROCEDURE 
    • In the first instance you should report any concerns you may have to the Operations Manager conny.demontis@future-foundations.co.uk who will treat the matter with complete confidence.  If you are not satisfied with the explanation or reason given to you, you should raise the matter with the appropriate official organisation or regulatory body.
    • If you do not report your concerns to Operations Manager you should take them direct to the appropriate organisation or body.
  • TREATMENT BY OTHERS – Bullying, harassment or any other detrimental treatment afforded to a fellow worker or an employee of the Company who has made a qualifying disclosure is unacceptable.  

Standards of Behaviour 

  • It is necessary to have a minimum number of rules in the interests of the whole organisation.
  • It is not practicable to specify all rules on behaviour or offences that may result in your Manager addressing such behaviour with you, as they may vary depending on the nature of the work. In addition to the specific examples of misconduct shown in this document, a breach of other specific conditions, procedures, rules etc. that are contained within this document or that have otherwise been made known to you, will also result in your Manager addressing such behaviour.
  • Your Manager will address behaviour with you if you are found to have acted in any of the following ways. Please note that these are examples only and do not represent an exhaustive list:
    • persistent failure to turn up for a period of work which you have accepted from the Company and/or lateness;
    • unsatisfactory standards or output of work;
    • rudeness towards clients/customers, members of the public or other workers or employees, objectionable or insulting behaviour, harassment, bullying or bad language;
    • failure to devote the whole of your time, attention and abilities to our business and its affairs during any period of work that you have accepted from the Company.
  • Where one of the misconduct rules has been breached, your Manager will discuss this with you and inform you of the improvement required.
  • Further instances of misconduct may result in the termination of the engagement and no further work being offered to you.
  • In some circumstances, your period of engagement may be terminated upon the first occasion of misconduct. This may occur if the misconduct is considered to be so severe that the Company finds continued engagement untenable, for example, if you are found to have acted in the following ways. Please note that these are examples only and do not represent an exhaustive list:
    • theft or fraud;
    • physical violence or bullying;
    • deliberate damage to property;
    • deliberate acts of unlawful discrimination or harassment.
  • We reserve the right to terminate your engagement upon the first occasion of misconduct without prior notification of required improvement in circumstances not falling into those described in 6) above.
  • If you feel that any decision to terminate your engagement for reasons related to your behaviour breaches equality legislation, you should speak to a Senior Manager.    

Standards of Performance 

  • We recognise that your ability to carry out your duties may be affected by a number of things, the most common being either changes to the way that tasks are done since previous engagements and you fail to keep pace with the changes, or you change (most commonly because of health reasons) and you can no longer cope with the work.
  • If the nature of work you have been engaged to perform changes during an agreed period of work or between periods of work or if we have general concerns about your ability to perform your tasks we will try to ensure that you understand the level of performance expected of you and that you receive adequate training and supervision.
  • Personal circumstances may arise which do not prevent you from attending for work but which prevent you from carrying out your normal duties (e.g. a lack of dexterity or general ill health). If such a situation arises, we will normally need to have details of your medical diagnosis and prognosis so that we have the benefit of expert advice. Under normal circumstances, this can be most easily obtained by asking your own doctor for a medical report. Your permission is needed before we can obtain such a report and we will expect you to co-operate in this matter should the need arise. When we have obtained as much information as possible regarding your condition and after consultation with you, a decision will be made about the continuation of your agreed period of work.
  • We reserve the right to terminate your engagement, at any time, due to your inability to perform the work you have been engaged to undertake without prior notification of required improvement.
  • The Company will, at all times, ensure its compliance with the Equality Act 2010 in relation to its obligations towards individuals with a disability.
  • If you feel that any decision to terminate your engagement for reasons related to your performance breaches equality legislation, you should speak to a Senior Manager.    

Complaints 

  • It is important that if you feel dissatisfied with any matter relating to your engagement you are able to raise it.
  • If you wish to raise a complaint, you should speak to your Line Manager, explaining fully the nature and the extent of your complaint. Although it is not required, it may be of assistance if you set out the complaint in writing. If you raise your complaint verbally, written notes may be taken by the person specified in your Statement of Engagement who will ensure that they are a true representation of your complaint.
  • Once your complaint has been looked into, you will be notified of the outcome which will normally be within 10 days of receipt of your complaint.
  • If you feel that the outcome is in breach of any equality legislation, you should speak to a Senior Manager.    

If you have any questions. please don’t hesitate to contact us by emailing: hr@future-foundations.co.uk.

Last reviewed: 05/08/2026 by Jonathan Harper and by the Documentation Team at Peninsula Group Limited.