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Equal Opportunities Policy

It is the policy of Starfish 9 Limited to ensure that no job applicant, member of staff or trainee receives less favourable treatment on the grounds of sex, race, marital status, disability, age, part-time or fixed-term contract status, sexual orientation or religion, or is disadvantaged by conditions or requirements that cannot be shown to be justifiable.

In making this statement we would also like to confirm that we are committed not only to our legal obligations under equal opportunities legislation but also in the development and support of a positive culture that supports compliance throughout all aspects of our operations.

It is also the policy of Starfish 9 Limited to make every effort wherever it is reasonably practicable, to retain the services of any currently employed staff member who for any reason suffers illness, personal hardship or disability.

Furthermore, we shall also ensure access and use of the facilities we provide shall take into account the needs and expectations of the staff we employ or require to gain access such that their personal capability or disability shall in no way preclude them or compromise their personal safety or dignity.

In making this policy, Starfish 9 Limited confirm it shall be actively applied throughout all aspects of its operations as it develops and as such it shall be subject to our own internal monitoring arrangements, the outcome of which shall be based on a reasonable written request to the Managing Director, may also be made available to any external I 3rd Party interest.

Starfish 9 Ltd Equal Opportunities Policy 2020 lssue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Corporate and Social Responsibility Policy

We define our CSR as the integration of business operations and values, whereby the interests of all stakeholders including investors, customers, employees, the community and the environment are reflected in the company's policies and actions.

Commitment

We are committed to:

• Continuous improvement in our Corporate and Social Responsibility (CSR) strategy;
• Encouraging our business partners to strive for matching performance;
• Acting in a socially responsible way;
• Continually improving our performance and meeting all relevant legislation;
• Encouraging our staff to be mindful of the effect of their actions on any natural resource.

Purpose and Aims

The purpose of the policy is to make clear to all stakeholders what we mean by CSR and how we propose to work towards achieving it. The CSR policy applies throughout all of the departments within our company and to our Supply Chain and governs our approach to all our activities.

In implementing this policy we aim to:

• Be responsible;
• Be an exemplar of good practice.

Standards of business conduct

• We recognize that good CSR embraces all aspects of sustainable development and the way we affect people through our business operations;
• We will assess which social issues are of most relevance to the contract and decide at what stage in the procurement lifecycle this social policy could most effectively and legally be included;
• We shall operate in a way that safeguards against unfair business practices;
• We believe that a responsible approach to developing relationships between companies and the communities they serve, global or local, is a vital part of delivering business success;
• When carrying out our business, in consultation with our customers, we will determine the environmental, social and economic issues;
• Our contracts will clearly set out the agreed terms, conditions and the basis for our relationship;
• We will continually review our policies and business practices to encourage engagement with small and medium enterprises and to promote the development of the regional supply chain.

Corporate Governance

• We will share and declare information on personal and corporate conflicts of interest and seek guidance from higher authority before acting;
• We are committed to ensuring that our business is conducted in all respects according to rigorous ethical, professional and legal standards;
• All the laws that regulate and apply will be complied with;
• We endeavour to ensure that stakeholders have confidence in the decision­making and management processes of the procurement service, by the conduct and professionalism of all staff. We do this by continually training and developing our staff;
• All groups and individuals with whom we have a business relationship will be treated in a fair, open and respectful manner;
• The competition will be reasonable and based upon the quality, value and integrity of the products and services being supplied;
• Feedback on performance will be actively sought, and we will continually review all activities to ensure best practice is observed at all times;
• We will allow our customers and vendors to give feedback on our performance and ensure that all customer comments are analysed, responded to and where appropriate, acted upon;
• An Action Plan will be developed to ensure continuous improvement is achieved.

Environment

• Our objective is to endeavour to reduce our impact on the environment through a commitment to continual improvement;
• We will continue to work with our vendors to reduce their impact on the environment;
• We do assess production, use and disposal associated with the main goods we use;
• Our customers will be informed of the key issues involved in procurement so they can make informed purchases to reduce their impact on the environment;
• We will ensure that paper products used come from forests independently certified as well-managed according to the standards of the Forest Stewardship Council (FSC), or from recycled materials. All virgin paper products have been banned throughout the Company, environmental alternatives are used.

Human Rights

• We aim to support and respect the protection of internationally proclaimed human rights;
• Vendors are actively encouraged to observe international human rights norms within their work.

Equality and Diversity

• We aim to eliminate discrimination on any grounds and promote equality of opportunity in the supply chain;
• We will ensure that our customers and vendors are able to work together in confidence and be treated with respect by each party;
• Our range of contracts will take account of the needs of a diverse customer base.

Sustainability

• A Sustainable Procurement Policy will be maintained that will set out the principles, policies and procedures on which sustainable business activity within the Company will be based;
• The policy will act as a prompt to staff to consider sustainability as a factor in all purchasing decisions;
• We seek to minimise the adverse environmental effects of people travelling to and from our offices.

Impact On Society

• We will take steps to understand how we can most effectively support the needs of the local community and implement initiatives accordingly;
• Our impact on the local and wider community will be understood and nurtured;
• Dialogue with local communities shall be encouraged for mutual benefit.

Ethics and Ethical Trading

• We actively encourage the use of sustainable practices in the maintenance of the Company grounds and premises;
• Training will be provided to relevant people on environmental and social issues affecting our supply chains;
• We will ensure that vendors uphold the workplace standards and behaviours consistent with the Company's requirements.

Vendors (Suppliers)

• Vendors will be worked with to help us achieve our policy aspirations in the delivery of our products and services;
• We shall encourage vendors to adopt responsible business policies and practices for mutual benefit;
• Vendors are regarded as partners and we will work with them to help us achieve our policy aspirations in the delivery of our products and services;
• A documented environmental and social assessment will be undertaken for every new contracted vendor;
• We are committed to ensuring that the welfare of workers and labour conditions within our supply chain meet or exceed recognised standards;
• Where necessary, we will exert procurement pressure to ensure that all of our vendors behave in a socially responsible way. This includes environmentally- friendly products and making sure that workers are treated properly;
• Where appropriate, our tender specifications include questions to reflect our desire for sustainable procurement;
• We hold regular meetings with vendors to support these ideas;

• We will continue to work with vendors to:

• Promote more environmentally friendly products and promote these to our customers;
• Reduce the amount of packaging and transit where possible;
• Implement schemes to take-back, recover, reuse and recycle products at the end of their life/use.

Starfish 9 CSR Policy 2020 lssue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Customer Care Policy

Our TEAM will strive at all times to deliver Best Value Services to the highest quality standards which fully satisfy our customer's needs. To do this we must ensure our standards of customer care are shaped and designed with their continued involvement.

We have a focused Customer Care Plan the objective of which is to improve our customer satisfaction through understanding their changing needs and what really matters to them and deliver service excellence consistently across our business.

The Starfish 9 Customer Care Plan Objectives for providing excellent customer care are that:

• We will listen to and engage with our customers and develop our service to meet those needs;
• We will treat our customers with respect and integrity, ensuring our people are responsible, accountable and customer-focused in everything they do;
• We will offer a choice of access to our services and commit to clear and consistent standards of service delivery;
• We will ensure that customer information is accurate, available and transparent.

We will engage with all our employees to ensure that they:

• Have the opportunity to influence the range of services we provide;
• Can take an active role in setting the standards of delivery;
• Are able to influence the design of service delivery mechanisms to ensure all customers have equal access to consistent services;
• Play an on-going role in helping to develop our organisation's culture of excellent customer service.

Starfish 9 Ltd. Customer Care Policy 2020 lssue 3
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Ethical Policy

Starfish 9 Limited recognises the importance of operating to a set of core values in the way that it carries out its business with its customers and supply chain organisations.

These core values seek to establish, protect and increase the trust and confidence of individuals and organisations with whom we interact thereby enhancing our reputation and our successful business dealings. Company procedures and the approach to business arising from this policy are to be applied by all of our employees in the course of their work activities, as well as across those of our suppliers and sub-contractors.

To achieve these aims Starfish 9 requires all employees;

• To apply high ethical standards in their relationships with customers, suppliers, sub-contractors, competitors and the local community at all times;
• To ensure that all advertising, marketing and promotional documentation we issue avoids false statements, concealment and exaggeration;
• Not to give or receive monies or gifts of significant value intended as an inducement or bribe;
• To report any offer of monies or gifts of significant value to your line manager;
• To maintain and protect the confidentiality of information provided by customers and suppliers as if it were our own information;
• To develop good working relationships with our suppliers and sub-contractors based on fair working practices, not making unreasonable demands and arranging prompt payment as agreed in the Terms and Conditions of the contractual relationships;
• To maintain a fair and neutral business relationship with our competitors;
• Not to discuss confidential information with our competitors;
• Not to malign the competition through misrepresentation, false statements or innuendo;
• To respect the local traditions and culture within the region in which we are operating;
• To comply with all laws and local regulations within the region in which we are operating.

To support these aims the Company will endeavour to;

• Ensure adequate resources are available to implement the requirements of this policy;
• Make this statement available to all who are affected by it, or required to support it;
• Review and update this policy through regular management review meetings.

The cooperation and involvement of all our employees, at all levels of responsibility, is essential in the effective implementation of this policy.

Starfish 9 Ltd Ethical Policy 2020 lssue 1
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Sustainability Policy

Starfish 9 Ltd considers the Environment, Social and Economic factors to be the three or our largest impact areas. To us, Sustainability is about integrating short-term and long-term aspects

Environment

Where possible, we will supply and source our materials from renewable/ reclaimable sources. We will keep water usage and disposal to a minimum. We will treat any spillage in line with current waste regulations and contain correctly to prevent/ minimise any impact on biodiversity. We aim to operate fuel and omission efficient plant and vehicles. We hold a valid SEPA Waste Management License and ensure that our waste is monitored. We work with waste companies who are licenced and can produce waste charts for our clients as required.

Social

Starfish 9 Ltd operates an equal opportunities policy. We are committed to paying above the Living Wage. All our staff are inducted and given the appropriate training and support for their job. We do not employ underage workers. We have a company handbook that is issued to every employee which details their benefits and our disciplinary procedures. Our staff are required to sign a non­bribery agreement.

We operate an accredited (ISO 18001) Integrated Management System where all our systems and procedures are kept - this is available to staff online at any time. 

Customer safety is paramount, and we ensure all site staff have as a minimum CSCS training. Starfish 9 Ltd operate a CSR Policy.

Economic

Before committing to undertake any project, we will assess our financial standing. As a AAA credit rated business, we are currently financially stable to undertake projects up to the value of £2.Sm. We ensure that our cash flow will be sufficient to fund the entirety of any project without eroding our capital.

We operate a website and issue monthly e-mailers to increase our market presence. All of our vehicles have vivid logos as do our staff on their clothing and PPE.

Starfish 9 Ltd. Sustainability Policy - January 2020
(Last Review Jan 2020 - Next Planned Review- Jan 2021)

Integrated Health, Safety, Quality & Environmental Policy

As a progressive forward-looking and responsible organisation, our aim is to provide a quality product and service in line with specified customer requirements and pre-determined compliance criteria, while at the same time ensuring compliance with all forms of health, safety and environmental legislation.

While striving to achieve these aims, we, the Management of Starfish 9 Limited, at all times remain committed to the maintenance, application and monitoring of an effective management system based on the widely recognised management standards BS EN ISO 9001, BS EN ISO 14001 and BS 45001 as well as all other industry-specific and customer-related standards that may apply to our operations this will be achieved through.

• Provision of a safe workplace for all employees, customers, contractors, suppliers and visitors by eliminating hazards and reducing Occupational Health and Safety risks.
• Prevention of injuries and ill-health
• Actions to address Occupational Health and Safety risks and opportunities.
• Improvement of the Occupational Health and Safety Management System continually and ensuring that it remains relevant and available to all interested parties.
• Fulfilment of legal and other requirements
• Integration of Occupational Health and Safety into all workplace activities
• Enforcement of accountability for Health and Safety in the workplace
• Review of Occupational Health and Safety performance and improvement requirements regularly
• Provision of adequate budget for Occupational Health and Safety improvements
• Consultation and Participation of workers

We are also committed to the prevention of pollution, the safe and effective mitigation of all manner of risk and the reduction of impact from any significant environmental aspects resulting from our activities, while at the same time promoting the conservation of our natural environment, cultural heritage and the reasonably practicable reduction, recycling and re-use of waste.

It is we believe as a result of these commitments, that when correctly communicated and applied, the needs and expectations of our environment, business, employees and customers shall be satisfied.

To further ensure the continuing development of our operations, all Company personnel are encouraged to take an active role in our decision-making processes, including wherever possible the future re-design, implementation and application of our management systems. We believe by adopting this policy a positive and pro-active operating culture shall ensue based on the continuing co-operation, understanding and personal development of our workforce.

We recognise that in order to maintain these standards, it will be necessary to develop and maintain a high level of commitment and communication throughout our operations that actively encourage leadership at all levels. We also recognise that in order to realise this commitment and to support our efforts it will be necessary to provide adequate facilities and resource, the level of which shall at all times be commensurate to quantified risk.

Integral to our management systems are pre-determined aims and objectives, the detail and levels of which are closely linked to the achievement of constantly improving performance criteria. The ongoing monitoring and development of this criterion is subsequently used to best represent the ongoing development of our business operations through the application and use of recognised continual improvement principles.  

The ultimate responsibility for all aspects of health, safety, quality and environmental management is that of the Managing Director. A controlled copy of this policy statement shall be made available on our website.

Starfish 9 Ltd HSQE Policy 2020 lssue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Data Protection Policy

Starfish 9 Ltd require the collection of data from its staff, clients, sub-contractors and suppliers which may also include personal details. This ensures that we hold the correct and current information as required by our operational needs.

All data is held securely by Starfish 9 Ltd. Data will be treated confidentially and will not be disclosed to external organisations, other than those on related projects or for other legitimate reasons.

Starfish 9 Ltd take our responsibility for looking after information seriously. We comply with GDPR and Data Protection Act 2018 at all times when asking for or handling your information including:
 

• Personal data shall be processed fairly and lawfully;
• Data is processed only for the purpose(s) for which it was collected;
• Data is adequate, relevant and not excessive;
• Data is accurate and kept up to date;
• Data is not kept longer than necessary;
• Data is kept secure against unauthorised access and loss or damage;
• Processing personal data only in order to meet our operational needs or fulfil legal requirements;
• Providing adequate training for all staff responsible for personal data;
• Ensuring that queries about data protection, internal and external to other organisation, are dealt with effectively and promptly;
• Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data;
• Regularly reviewing data protection procedures and guidelines within the organisation.

All members of staff are to be made fully aware of this policy and of their duties and responsibilities under the Act. All clients or other contractors who are users of personal information supplied by us will be required to confirm that they will abide by the requirements set out by GDPR & The Data Protection Act 2018.

Starfish 9 Ltd Data Protection Policy 2020 lssue 1
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Anti-Fraud Policy

Background

This anti-fraud policy has been established to facilitate the development of controls which will aid in the detection and prevention of fraudulent behaviour affecting the business operations of Starfish 9 Limited.

It is the intention of Starfish 9 to promote consistent organizational behaviour by providing guidelines and assigning responsibility for the development of controls and conduct of investigations.

Scope of Policy

This policy applies to any suspected fraudulent activity, involving the business operations of Starfish 9 Limited, as well as its Company Directors, Senior Managers and staff, as well as any other consultants, vendors, contractors, outside agencies with whom we interact.

Any investigative activity required will be conducted without regard to the suspected wrongdoer's length of service, position/title, or relationship within the Company.

Policy

Company Directors are responsible for the detection and prevention of fraud, including the misappropriation of financial asset, and any other inappropriate conduct. Fraud is defined as the intentional false representation or concealment of a material fact for the purpose of inducing another to act upon it to his or her injury/loss.

Each member of the management team will be familiar with the types of improprieties that might occur within his or her area of responsibility and be alert for any indication of irregularity.

Any fraud that is detected or suspected must be reported immediately to the Managing Director who shall coordinate all resulting action and investigation.
 

Starfish 9 Ltd Anti-Fraud Policy 2020 lssue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Bribery and Corruption Policy

Bribery and corruption is, unfortunately, a feature of corporate and public life in many countries across the world. Governments, businesses and non-governmental organisations such as ours are working together to tackle the issue but despite our collective efforts eradicating all forms of bribery and corruption will take time. Starfish 9 therefore has a clear policy on this subject, and as such we shall continue to support our employees in decision making processes that support our stated position, the overall intention of which being to ensure that at all times we act professionally, fairly and with integrity. Starfish 9 does not tolerate any form of bribery and corruption.

This policy applies to all employees (staff, contract and temporary) employed directly and indirectly by Starfish 9 Limited, involving any business dealings and transactions we may be involved with throughout the UK. Where we have a minority interest we will encourage the application of this policy amongst our business partners including contractors, suppliers and joint venture partners. This policy should also be considered and implemented in conjunction with the ethical guidance offered by senior management when giving and accepting gifts and hospitality.

Our Business Principles set out our commitment to operate responsibly wherever we work and to engage with our stakeholders to manage the social, environmental and ethical impact of our activities in the different markets in which we operate. Our first principle, 'integrity is in corporate conduct', where we advocate that we shall not engage in bribery or any form of unethical inducement or payment including facilitation payments and 'kickbacks.' All employees are required to avoid any activities that might lead to, or suggest a conflict of interest within the business operations of our Company. Employees must declare and keep a record of hospitality or gifts accepted or offered, which will be subject to managerial review. We do not make direct or indirect contributions to political parties.

We will uphold laws relevant to countering bribery and corruption in all the jurisdictions in which we operate, particularly laws that are directly relevant to specific business practices.

Starfish 9 Ltd Bribery & Corruption Policy 2020 1ssue 1
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Modern Slavery and Human Trafficking Policy

Modern slavery is a crime resulting in an abhorrent abuse of the human rights of vulnerable workers. It can take various forms, such as slavery, servitude, forced or compulsory labour and human trafficking. Starfish 9 Ltd has a zero tolerance approach to modern slavery and is committed to acting ethically and with integrity and transparency in all of its business dealings and relationships and to implementing and enforcing effective systems and controls to ensure that modern slavery and human trafficking are not taking place anywhere within either its own business or in any of its supply chains, consistent with its obligations under the Modern Slavery Act 2015. The Company also expects the same high standards from all of its suppliers, contractors and other business partners and, as part of its contracting processes, it includes specific prohibitions against the use of modern slavery, and expects that its suppliers will in turn hold their own suppliers to the same standards.

Identifying potential victims of modern slavery can be a challenge because the crime can manifest itself in many different ways. There is a spectrum of abuse and it is not always clear at what point, for example, poor working practices and lack of health and safety awareness have become instances of human trafficking, slavery or forced labour in a work environment. In addition, some suppliers may go to great lengths to hide the fact that they are using slave labour. However, Starfish 9 Ltd accepts that it has a responsibility through its due diligence processes to ensure that workers are not being exploited, that they are safe and that relevant employment, health and safety and human rights laws and standards are being adhered to, including freedom of movement and communications.

This policy applies to all individuals working for Starfish 9 Ltd or on Starfish 9 Ltd's behalf in any capacity, including employees, directors, officers, agency workers, volunteers, agents, contractors, consultants and business partners.

Responsibility for the policy

The Managing Director has overall responsibility for ensuring that this policy complies with the Company's legal and ethical obligations.

The SHEQ Manager has day-to-day responsibility for implementing this policy, monitoring its use and effectiveness and auditing internal control systems and policies and procedures to ensure they are effective in preventing or remediating the risk of modern slavery. They are also responsible for investigating allegations of modern slavery in the Company's business or supply chains.

Line managers are responsible for ensuring that those reporting to them understand and comply with this policy.

Compliance

The prevention, detection and reporting of modern slavery in any part of Starfish 9 Ltd business or supply chains, whether in the UK or abroad, is the responsibility of all those working for Starfish 9 Ltd or under the Starfish 9 Ltd's control. You are required to avoid any activity that might lead to a breach of this policy.

If you believe or suspect a breach of or conflict with this policy has occurred or may occur, you must notify your line manager or report it in accordance with Starfish 9 Ltd's whistleblowing policy. You are encouraged to raise concerns about any issue or suspicion of modern slavery in any part of Starfish 9 Ltd's business or supply chains as soon as possible. If you are unsure about whether a particular act, the treatment of workers or their working conditions within any of the Company's supply chains constitutes any of the various forms of modern slavery, please raise it with your line manager. You can also contact the government's Modern Slavery Helpline on 0800 0121 700 for further information and guidance on modern slavery.

Starfish 9 Ltd aims to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. Starfish 9 Ltd is committed to ensuring no one suffers any detrimental treatment or victimisation as a result of reporting in good faith their suspicion that modern slavery is or may be taking place in any part of its business or in any of its supply chains.

Training and communication

Regular training on this policy, and on the risk that the business faces from modern slavery in its supply chains, will be provided to staff as necessary, so that they know how to identify exploitation and modern slavery and how to report suspected cases.

Starfish 9 Ltd's zero tolerance approach to modern slavery must be communicated to all suppliers, contractors and other business partners when entering into new or renewed contracts with them.

Breach of the policy

Any employee who breaches this policy will face disciplinary action, up to and including summary dismissal for gross misconduct.

Starfish 9 Ltd may terminate its commercial relationship with suppliers, contractors and other business partners if they breach this policy and/or are found to have been involved in modern slavery.

Starfish 9 Ltd Modern Slavery Policy 2020 Issue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Whistleblowing Policy

Starfish 9 Ltd encourages a free and open culture in dealings between managers, employees and all people with whom it engages in business and legal relations. In particular, breaches or failures are to be effectively dealt with.

This policy is designed to provide guidance to all those who work with or within the company who may from time to time feel that they need to raise certain issues relating to the company with someone I confidence.

Anyone who in the public interest raises genuine concerns under this policy will not under any circumstances be subject to any form of detriment or disadvantage as a result of having raised their concerns.

Procedure

This policy will apply in cases where individuals genuinely believe that one of the following set of circumstances is occurring, has occurred or may occur within the company and that it is in the public interest for the employee to disclose it. The matters that may be disclosed in this way are:

• A criminal offence has been committed, is being committed or is likely to be committed;
• A person has failed, is failing or is likely to fail to comply with any legal obligation to which he or she is subject;
• A miscarriage of justice has occurred, is occurring or is likely to occur;
• The health and safety of any individual are likely to be damaged;
• The environment has been, is being or is likely to be damaged;
• Information tending to show any matter falling within any one of the preceding paragraphs has been, is being or is likely to be deliberately concealed.

There is no need for and individual to prove that the breach or failure that they are alleging has occurred or is likely to occur: a reasonable suspicion will suffice, ie, wher the individual reasonably believes that the information disclosed is substantially true, However, it should be noted that they are not entitled to make a disclosure if in doing they commit a criminal offence.

If workers wish to raise or discuss any issues which might fall into one of the categories listed above, they should contact the Managing Director, or in his absence the Health & Safety Manager. The person will, insofar as possible treat the matter in confidence. It is likely that an investigation will be necessary and the employee who has made the the disclosure may be required to attend an investigatory hearing and or/ a disciplinary hearing ( as a witness). Appropriate steps will be taken to ensure that the individuals working relationships are not prejudiced by the fact of the disclosure.

If felt that the relevant failure ( ie. One of the set of circumstances listed above) relates wholly or mainly to the conduct to a person other than their employer or any other matter for which a person other than the company has a legal responsibility, then they should make that disclosure to that other person.

Everyone should be aware that the policy will apply where they believe that the information disclosed, and any allegation contained in it are substantially true. If any disclosure concerns information which employees do not substantially believe is true, or indeed if the disclosure is made for personal gain, then such as a disclosure will constitute a disciplinary offence for the purposes of the company's disciplinary policy and procedures and may constitute gross misconduct for which summary dismissal maybe an outcome.

While we hope that such disclosures will never be necessary, we recognise that we may find circumstances which are new to it, therefore, each will be treated on its own merits.

Anyone who makes a disclosure is protected from detrimental treatment by the company, by a colleague or by an agent of the business. An employer is vicariously liable for detrimental treatment. If this occurs, it should be raised immediately with the line manager so that the matter can be investigated thoroughly without due delay. Detrimental treatment includes, for example, harassment and bullying or not complying with the persons rights and entitlements under his or her contract of employment.

An employee is also protected from dismissal by the company form making a protected disclosure.

Starfish 9 Ltd Whistleblowing Policy 2020 lssue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Harassment and Bullying Policy

Starfish 9 Ltd. recognises that all employees have a right to work in an environment in which the dignity of individuals is respected and which is free from harassment and bullying. It is committed to eliminating intimidation in any form.

The Policy applies to harassment on the grounds of disability, gender, marital status, sexual orientation, age, creed, colour, race or ethnic origin.

Harassment breaches Starfish 9 Ltd. Policy as outlined and it is classified as a serious offence which may result in disciplinary action including summary dismissal under the Disciplinary Procedure.

The Policy applies to all staff employed by Starfish 9 Ltd.

Definitions

Harassment is generally described as "unwanted conduct which affects the dignity of women or men at work; it encompasses unwelcome physical, verbal or non- verbal behaviour which denigrates or ridicules or is intimidatory". The essential characteristic of harassment is that the action(s) is unwanted by the recipient.
The following interpretations and examples of harassment may be helpful in determining whether harassment has taken place.

General Harassment

Harassment can take many forms and may be directed in particular against women and ethnic minorities or towards people because of their age, disability, gender I gender reassignment, marriage/ civil partnership, pregnancy/ maternity, race, religion or belief, sex, or sexual orientation. It may involve action, behaviour, comment or physical contact which is found objectionable or which causes offence; it can result in the recipient feeling threatened, humiliated or patronised and it can create an intimidating work environment.

Sexual Harassment

Sexual harassment can be defined as an uninvited, unreciprocated and unwelcome behaviour of a sexual nature which is offensive to the person involved and causes that person to feel threatened, humiliated or embarrassed. Examples of sexual harassment are:

• requests for sexual favours, including implied or overt promises of preferential treatment or threats concerning present or future employment status;
• offensive gestures or comments;
• sexually-orientated jibes, innuendo or jokes;
• unwanted physical contact;
  the display of sexually offensive visual material such as calendars, photographs, books or videos;
• Sexual harassment may be experienced by men or women as a result of the conduct of men or women. It applies equally regardless of grade or level of job and may also occur when dealing with external clients and/or members of the public.

Racial or Sectarian Harassment

In the workplace, racial or sectarian harassment may take the form of actual or threatened physical abuse or it may involve offensive jokes, verbal abuse, language, graffiti or literature of a racist or sectarian nature or offensive remarks about a person's skin colour, physical characteristics or religion. It may also include repeated exclusion of a person from an ethnic or religious minority from conversations, patronising remarks, unfair allocation of work or pressure about the speed and/or quality of their work in a way which differs from the treatment of other employees

Bullying

Bullying is the intimidation or belittling of someone through the misuse of power or position which leaves the recipient feeling hurt, upset, vulnerable or helpless. It is often inextricably linked to the areas of harassment described above. The following are examples of bullying:

• Unjustified criticism of an individual's personal or professional performance, shouting at an individual, criticising an individual in front of others;
• Spreading malicious rumours or making malicious allegations;
• Intimidation or ridicule of individuals with disabilities and /or learning difficulties;
• Ignoring or excluding an individual from the team I group.

Responsibilities of Managers

Every manager has an obligation to prevent harassment/bullying and to take immediate action once it has been identified, whether or not a complaint has been made.

Allegations of harassment or bullying, received either informally or formally, must be dealt with promptly and sensitively.

It is important that managers recognise that sexual harassment is any sexual advance unwanted by the recipient or behaviour which causes offence to the recipient. Similarly, racial harassment is behaviour which is racially offensive to the recipient. Managers must, therefore, take care to ensure that they do not prejudge situations based on their own sexual or racial attitudes and perceptions.

It may not always be appropriate for a line manager to be involved with specific complaints. For example, if the complainant is male and wishes to speak to a male, but the manager is female, or if the complaint relates to the conduct of the line manager. The procedure below sets out the alternatives for such instances.

Responsibilities of all Employees

Every employee has a personal responsibility NOT to harass or bully other members of staff.

An employee who becomes aware of harassment or bullying occurring should bring the matter to the attention of his/her manager.

Redress

An employee who feels that he/she has been harassed or bullied has a right to seek redress via the procedures set out below.

Procedure for dealing with harassment

An employee who feels that he/she is being subjected to harassment or bullying may attempt to resolve the matter informally in the first instance. In some cases, it may be possible and sufficient for him/her to explain clearly to the person(s) engaged in the unwanted activities that the behaviour is unwelcome, that it offends or makes him/her uncomfortable.
lf at the initial informal discussion stage the circumstances are too difficult or embarrassing to approach the harasser alone, the complainant may wish to be accompanied by a friend or colleague.

The complainant may wish to write a letter/email to the harasser (research has shown this to be very effective).

The complainant should keep a record of any incidents, detailing when, where, what occurred, and witnesses (if any);

In some cases victims of harassment or bullying may not be sufficiently confident to tell the harasser that his or her behaviour is unacceptable. Starfish 9 Ltd. emphasises therefore that staff are not required to approach the harasser in an attempt to resolve the problem informally, and are entitled to report the matter immediately if they so wish.

Where the steps outlined above are unsuccessful or inappropriate, the complainant should raise the matter informally and in confidence with his/her manager. Alternatively, the matter may be raised with a more senior manager (if felt necessary this could be of the same sex as the complainant).

If the complaint relates to the conduct of the complainant's manager, the complainant may choose to discuss the matter with his/her manager's line manager.

The Manager will discuss the matter with the complainant and agree a course of action. The complainant may be accompanied by a representative or work colleague at these meetings. The alleged harasser will also have the right to state their version of events to the manager and to also be accompanied by a representative or colleague.

The complainant must be assured that he/she will not be discriminated against or victimised for raising the complaint. Confidentiality will be observed throughout and the need for any disclosure of the details of the case will be discussed and agreed.

At any stage of the process the complainant, the manager dealing with the complaint or the accused may feel that they need the help of an independent person before deciding on the best course of action. Starfish 9 Ltd. will seek the advice of a suitable trained persons who can give confidential advice and assistance, including:

Advising on the nature of harassment;
Offering guidance on resolving harassment problems, including acting as an independent broker.

If the situation cannot be resolved informally then the complainant has the right to pursue his or her complaint formally via the Starfish 9 Ltd.'s Grievance Procedure.

Where management considers that there may be evidence of harassment, they may consider it appropriate to undertake a full investigation of the circumstances. In this case, a manager not connected with the department involved, or an individual external to the Starfish 9 Ltd. will be commissioned to undertake this investigation.

Best practice in relation to confidentiality will be maintained during this investigation, and both the complainant and alleged harasser will have the opportunity to have their say. The investigator will also interview and take statements from any appropriate witnesses to the alleged harassment.

Where there is evidence that harassment has occurred, prompt and corrective action will be taken, including disciplinary action where appropriate. Harassment is a serious offence which may result in summary dismissal.

Communication

All staff will be informed of the Harassment and Bullying Policy and Procedure. They must be reassured regarding:

Fear that others will consider the behaviour trivial and not take complaints of harassment seriously;
Fear that no action will be taken against a person guilty of harassment;
Fear of retaliation or victimisation in registering a complaint either informally or formally through the Grievance Procedure.

The Harassment and Bullying Policy will be part of staff induction.

Training

Training will be provided for those employees who have specific responsibility for implementing this Procedure or who may be involved in dealing with complaints which arise.

Monitoring and Review

In order to assess the effectiveness of the Procedure, statistics will be maintained in respect of the complaints of harassment. Strict confidentiality will be maintained and the monitoring process will comply with the Data Protection Act.

The effectiveness of this policy will be reviewed regularly.

Starfish 9 Ltd. Harassment & Bullying Policy 2020 lssue 1
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Young Person Policy

Introduction

A young person is someone who has not reached the age of 18, and a child at work is a young person who has not reached the minimum school leaving age (MSLA), usually 15. Young people are at greater risk whilst at work for the following reasons:

• Lack of knowledge and/or training;
• A young person's body has not fully developed; and
• A young person may be more likely to:
  • Take risks;
  • Respond to peer group pressure; and
  • Be over-enthusiastic.

Risks

Before employing a young person Starfish 9 Ltd. will conduct a risk assessment to identify control measures needed to minimize health & safety risks specific to the young person. These risk assessments should consider:

• The workplace where the young person will work;
• Physical, biological and chemical agents;
• The work equipment;
• The organisation of work and the processes involved;
• Health & Safety training;
• Risks from particular:
  • Agents, carcinogens;
  • Processes, e.g. explosives, COSHH Regulations, manual handling, tools and equipment; and
  • Dangerous work, e.g. working at height and hot-work.

If a significant risk remains after control measures have been introduced, the risk assessment will determine whether the work of young persons should be restricted, or whether the young person must not be employed to do the work. Young people over the MSLA should not be employed to do work which:

• Is beyond their physical or psychological capacity;
• Exposes them to substances chronically harmful to human health, e.g. those which are known to be either toxic or carcinogenic, or to have effects likely to be passed on genetically, or likely to harm the unborn child;
• Exposes them to radiation;
• Involves a risk of accidents which they are unlikely to recognize because of, e.g. their lack of experience or training; and
• Involves a risk to their health from extreme heat, noise or vibration.

Exceptions to the above may be made were young workers, e.g. apprentices, are doing work necessary for their training, under proper supervision by a competent person/coach, providing the risks are reduced to the lowest level. Under no circumstances can children under MSLA do work involving these risks, e.g. work experience.

Control Measures

STARFISH 9 LTD will not take a young person into their employ unless a risk assessment has been carried out. As with any risk assessments, it must be reviewed and revised if necessary periodically or where circumstances ( e.g. nature of work changes, the incident occurs) may make the risk assessment no longer valid. When carrying out the risk assessment or the review of the risks to young persons, employers must take into consideration:

• The inexperience and immaturity of young persons;
• Their lack of awareness of risks to their health and safety;
• The fitting out and layout of their workstation and workplace;
• The nature, degree and duration of any exposure to biological, chemical or physical agents;
• Work in which there is a risk of their health from exposure to extreme cold or heat, noise or vibration;
• The form, range use and handling of work equipment;
• The way in which processes and activities are organized;
• Any health and safety training given or intended to be given;
• The risk associated with the agents, processes and work listed in the Annex to EC Directive 94/33/EC;
• Accidents, which are unlikely to be recognized because of a lack of experience, training or sufficient attention to safety;
• Provide information to parents/guardians of school-age children about the risks and the control measures to be adopted;
• Take account of the Risk Assessments and determine whether the young person should be prohibited from certain work activities except where it is necessary for their training;
• Proper supervision is to be provided by a competent person.

The following generic control measures must also be considered:

• Induction training;
• Close supervision/coaching/mentoring.
• Specific health surveillance;
• Clear lines of communication;
• Restricting the type of work carried out; and
• Restricting the hours worked.

Other factors that should be considered utilising young persons on a site/project include:

• Any statutory restrictions on young persons carrying out activities, e.g. driving;
• Ensuring that any PPE which is required is suitable for their size, shape and purpose; and
• Insurance requirements.

All Starfish 9 Ltd employees/subcontractors are subject to STARFISH 9 LTD site rules and conditions at all times. All STARFISH 9 LTD employees/subcontractors will receive and sign for a site induction/briefing including STARFISH 9 LTD competencies prior to commencing work on-site.

Working at Height

Any young person must be under supervision at all times when working at height. STARFISH 9 LTD will check with our or our sub-contractors insurer that we have sufficient cover to employ young persons and that there are no limits on height; we must also obtain permission to use young persons at height from the principal contractor - their site rules and instructions are FINAL. In respect of Sub-Contractors employing young persons, proof of Risk Assessments, information, instruction and training is to be provided prior to commencement on site.

Hours of Work

The regulations require that young workers aged between 16-18 are not employed for more than eight hours a day or for more than 40 hours a week, including overtime hours. THERE IS NO OPT-OUT AVAILABLE TO YOUNG PERSONS. Employees of this age are also entitled to:-

• A break of 30 minutes every 4 ½ hours worked;
• A rest period of 12 hours between each working day;
• Two days off a week.

Young workers may not ordinarily work at night between 10 pm and 6 a.m.

Training

Young persons/apprentices will undergo an appropriate apprenticeship which includes successful completion of the Construction Skills programme including college attendance and examinations/on-site assessments. In terms of competency assessment, apprentices will be subject to assessment at 'Manager' level on completion of their apprenticeship. Part of their development will be aspiring to achieve those competency requirements as well as attaining SVQ/NVQ level 2 qualifications and CSCS cards. They will also be expected to undertake on the job coaching as well as attending and participating in monthly briefings and any appropriate customer training required as part of their development.

Redundancy

Age legislation removes the age limit on redundancy pay.

Starfish 9 Ltd Young Employees Policy 2020 Issue 5
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Lone Workers Policy

It is STARFISH 9 LTD’s Policy that no contract work shall be carried out on roofs by a person working alone. By necessity, most roof/building surveys are carried out whilst working alone, and in these circumstances, it is important that the individual advises their Line Manager and a client representative where he/she is working, approximately how long he/she will be and that he/she reports off when finished.

Roof Surveys and Inspections

When carrying out a survey on your own, the following procedures are to be adhered to:

• Liaise with site personnel before going out on onto roof (ensure mobile telephone is with you);
• Carry out thorough Risk Assessment prior to going onto roof;
• Ensure you have client/reception contact number in an emergency;
• If in doubt over safety stop until safe procedures agreed;
• Sign off with client on completion of survey i.e, advise you have completed and are now leaving the premises.

Lone Workers Out Of Hours

• Working alone outside normal business hours has some possible added risks, even if the person is working at a desk doing normal office type work;
• Most fires occur outside normal business hours;
• Accidents such as tripping, slipping or falling could render a person unconscious or incapable of calling for help;
• Attacks on employees for whatever reasons, e.g, vandals, burglars etc, whether they are entering, leaving or actually working in the premises;
• These are just a few examples of how the lone worker in premises outwith normal working hours could be at risk;
• If after assessing all the circumstances the manager decides to allow the person to work after normal business hours and alone, the manager must ensure that the person is made well aware of all the information that they require, i.e, phone number, first aid kit, don't walk in the dark and so on;
• It is also prudent to set up call procedures whereby the person working alone can phone at regular intervals to some contact point (designated person).

Starfish 9 Ltd. Lone Workers Policy 2020 lssue 3
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Alcohol and Drugs Policy

As a responsible employer, we agree to honour both our statutory and corporate obligation to meet the requirements of current health and safety legislation. In so doing we believe we shall be satisfying the needs and expectations of our business, employees and clients through the application of effective control measures in the use and abuse of alcohol and drugs in the workplace. It is subsequently a mandatory condition of employment, that all staff we employ and issue company vehicles shall not;

• Report or endeavour to report for duty, or drive a company vehicle having just consumed alcohol or when under the influence of unauthorised drugs;
• Report for duty or drive a company vehicle in an unfit state due to the use of alcohol or drugs;
• Be in possession of unauthorised drugs in the workplace, including when driving a company vehicle;
• Abuse authorised drugs or consume any alcohol whilst on duty, including when driving a company vehicle.

It is also a mandatory requirement that all staff we employ and/ or sponsor are fully aware and agree to comply with the following terms and conditions as an integral part of their contract of employment;

• Unannounced Screening - once employed staff may be subject to unannounced screening through a random selection process. (Note: this level may be increased or reduced based on the company's perception of risk, whereby its current activity and the roles of those employed and sponsored would be taken into account).
  
  Following unannounced screening - those screened shall be allowed to continue to work as normal while awaiting their results unless of course there are reasonable grounds to suspect they may be unfit for duty.
• For Cause Screening - Following an accident, incident or near miss, staff whose acts or omissions may have lead or contributed to its cause may be subject to 'for cause screening'.

Staff suspected to be under the influence of alcohol and/or drugs may also subject to for-cause screening, and as such the same terms and conditions shall apply. Staff subject to for-cause screening shall be suspended from any on-track/ safety-critical duties until such time as a 'pass' (negative) result has been confirmed.

• Prescribed/Over the Counter Medication - All staff must in all instances notify their immediate supervisor when prescribed and taking medication that may in any way have a detrimental effect on the performance of their duties.
  
  Supervisors notified by a staff member taking over the counter or prescribed medication shall satisfy themselves the staff member concerned is fit to work by one or a combination of the measures listed below;
   
  • Reviewing instructions printed on the medication;
  • Seeking professional medical advice, or;
  • Utilising its Professional Advisory Service 'chemist on-call'.

Those who are not sure of the effect the medication may have should in all instances seek advice from their supervisor, as once screened and a 'failed' result confirmed, those affected will be subject to standard disciplinary procedures as a 'Failed Result'.

Refusal to undertake Drug and Alcohol Testing - any refusal to undertake any form of required alcohol and drug screen will be determined to be a failed test result; and as such the employee(s) concerned shall be subject to disciplinary action.

Declaration of Abuse: Those staff members who declare abuse of alcohol and/or drugs prior to pre-employment screening shall jeopardize their potential appointment with this company, in addition to which shall not be sponsored by this company for any competency.

Failed (Positive) Result Following any form of alcohol and drug screening, those who receive a failed result shall be subject to company disciplinary procedures, which may result in dismissal

No Result: In instances of no result, the screening company shall continue with the screening process until either a validated pass or fail result has been confirmed. Staff recording a no result shall be stood down from duty until such time as a pass result has been confirmed.

Records of Alcohol and Drug Screening: All records of alcohol and drug screening shall be kept in staff files for future reference and audit purposes. In so doing, those screened shall also receive a copy for their own information and future reference purposes.

Additional and separate records of unannounced screening shall be kept to demonstrate and validate the required 5% unannounced screening of sponsored staff. ln instances where for whatever reason the numbers of staff sponsored over this period varies, the number of records kept shall correlate to these levels and they shall in turn provide demonstrable evidence of compliance.

Starfish 9 Ltd. Alcohol & Drug Policy - 2020 - Issue 4
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Smoking and Vaping Policy

To protect and enhance indoor air quality and contribute to the health and well being of all employees and visitors Starfish9 Ltd shall be totally smoke and vape free.

Smoking and vaping are prohibited in all Starfish 9 Ltd. properties including company vehicles. Smoking, vaping or other use of tobacco products (including, but not limited to pipes, cigars, snuff or chewing tobacco) is not permitted in any part of company buildings or in vehicles owned, leased, or rented to the company.

No additional breaks beyond those allowed under the company’s break policy may be taken for the purpose of using e-cigarettes or tobacco products. Employees may smoke outside the building during breaks but not in doorways or entrances. All employees must also strictly adhere to clients smoking policies.

There is still a lot we do not know about e-cigarettes. They are not risk-free but based on current evidence, they have a much lower risk than tobacco Regardless of the potential health risks, second-hand aerosols from nearby vaping can also be a nuisance since the e-cigarettes can include strong flavours and leave pungent odours.

All employees are expected to abide by this policy while at work, whether on company premises, at a customer’s site, or in vehicles owned, leased or rented by the company. Failure to do so may result in disciplinary action. Starfish 9 Ltd.

Starfish 9 Ltd. Smoking Policy 2020 lssue 1
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Working at Height Policy

Introduction

Working at heights can be dangerous. Falls account for more deaths and serious injuries in construction than anything else. Nearly half of them are from or through roofs and frequently involve fragile materials. Any fall from a roof inevitably involves at least serious injury.

What is 'work at height'

A place is 'at height' if a person could be injured falling from it, even if it is at or below ground level.

'Work' includes moving around at a place (except by a staircase in a permanent workplace) but not travel to or from a place of work. For instance, a sales assistant on a stepladder would be working at height, but we would not be inclined to apply the Regulations to a mounted police officer on patrol.

Falls Occur:

• From the edges of roofs
• Through gaps or holes in roofs
• Through fragile roof materials and roof lights

In addition, many people have been seriously injured by material falling or thrown from roofs.

Any work on a roof is high risk and as a result high safety standards are essential. The nature of the precautions needed may vary from one job to another.

Precautions for All Roof Work

You must do all that is reasonably practicable to prevent anyone falling.

Use work equipment or other measures to prevent falls.

Where you cannot eliminate the risk of a fall, use work equipment or other measures, to minimise the distance and consequences of a fall, should one occur.

A risk assessment should be carried out for all roof work. All roof work is dangerous and it is essential that the risks are identified before the work starts and that the necessary equipment, appropriate precautions and systems of work are provided and implemented.

Safety method statements should be specific and relevant to the job in hand and describe clearly the precautions and system of work identified during risk assessment.

Getting on and off the roof

• Getting on and off the roof is a major risk. A secure means of entry and exit is essential. A properly secured ladder is the minimum requirement a haki staircase is the preferred method.

Edge protection

Wherever anyone could fall from a height, adequate edge protection must be provided.

• A main guard rail at least 950mm above the edge;
• A toe board at least 150mm high;
• An intermediate guard rail or other barrier so that there is no gap more than 470mm.

A roof parapet may provide equivalent protection, if it is at least 910mm high, but if it does not, extra protection will be required.

Work platforms

As well as edge protection it is as important to provide an adequate and secure working platform. In many cases the roof itself will provide this. If it does not a platform should be provided.

• Any platform used for (or access to) construction work and from which a person could fall must be inspected in place before use (or not more than seven days before use). Where it is a mobile platform, inspection at the site within the previous 7 days is sufficient without re-inspection every time it is moved. A platform must also be inspected each time that exceptional circumstances have occurred which are liable to jeopardise its safety (e.g. heavy winds, vehicular impact)

Fall arrest equipment

• Adequate platforms and edge protection may not always be possible. If so, either safety nets or harnesses will be required. They do not stop falling but minimise the potential injuries.
• In all instances, where it is practicably possible, safety netting should be installed.
• Where nets are used they must be properly installed by competent riggers as close as possible below the roof involved to minimise the distance fallen. Installing a net does not mean that proper working platforms and edge protection can be ignored. The first priority is to stop people from falling in the first place.
• If harnesses are used make sure that they are securely attached to a sufficiently strong anchorage point and that they are always worn. This requires user discipline and active management monitoring.

Falling material

• Keep a tidy site: stop material which could fall from accumulating.
• Nothing should ever be thrown from a roof. Use enclosed rubbish chutes or lower material to the ground instead.
• Prevent access to danger areas underneath or adjacent to roof work. Where this cannot be guaranteed, use debris netting, fans, covered walkways or similar safeguards to stop falling material causing injury.
• Particular care is needed where there is public access close to roof work. If possible arrange for work to be carried out when passers-by will not be there. If this cannot be arranged to minimise the public access to danger areas.

Training

Anyone working at height needs to be able to recognise the risks, understand the appropriate systems of work and be competent in the skills to carry them out.

• Installing and wearing harness systems;
• Installing edge protection;
• Operating a mobile access platform.
• Working on scaffolding or cradle systems

Starfish 9 Ltd. WAH Policy 2020 Issue 5
(Last Review Jan 2020 - Next Planned Review - Jan 2021)

Maternity, Paternity, Adoption and Parental Leave Policy

1. INTRODUCTION

As a professional and caring employer, we are keen that all 'expectant' mothers, parents, guardians, carers and fathers are given as much information as possible about their rights under the Employment Act 2002.

There have been many different 'Acts' affecting Maternity, Paternity and Adoption leave as defined in a variety of different Acts. The newest Act equally gives rights to an expectant father of a child, and would be adoptive parents.

We expect further changes from the government in the future and when they are implemented as part of the new Work and Families Bill, we will update this policy accordingly.

2. SCOPE AND GENERAL PURPOSE

This policy is designed to provide you with as much information as far as is reasonably practicable in terms of your rights as a working parent. For ease of reference and use we have broken the policy down into four specific chapters. Chapter 1 covers Maternity Leave whilst chapters 2, 3 and 4 covers Paternity, Adoption and Parental Leave.

3. LANGUAGE

Where English is not your first language you should inform your Line Manager, particularly if you have difficulty translating or understanding the content of this policy.

4. UPDATES

We are committed to updating this Maternity, Paternity and Adoption Leave Policy (which was first established in April 2010) in accordance with the law and/or any company changes, as such you have a responsibility to check the document at frequent periods throughout the year. Where a policy has been updated it will supersede any previous text.

CHAPTER 1

5. MATERNITY LEAVE

We recognise there are lots of things to organise when you are expecting a new family member so we will try to help and assist you by providing as much relevant and up to date information, which is likely to affect you pre and post-pregnancy.

As an expectant mother, you are entitled to:

5.1 ORDINARY MATERNITY LEAVE

Regardless of your length of service with us, Ordinary Maternity Leave (OML) is for 26 weeks.

5.2 ADDITIONAL MATERNITY LEAVE

You are entitled to exercise your right to take extended leave for a maximum period of 26 weeks, known as 'Additional Maternity Leave' (AML) in accordance with the Maternity and Parental Leave (Amendment) Regulations 2006. As with OML, no minimum period of employment is required before you are entitled to AML.

Therefore a total of 52 weeks leave can be taken with 39 weeks being covered by Statutory Maternity Pay (please refer to section 7 for further information on Statutory Maternity Pay).

5.3 NOTIFICATION OF YOUR INTENTION TO START YOUR MATERNITY LEAVE

It is vitally important that you schedule some time with the HR and Training Manager or your Line Manager so they can discuss with you when you would like to commence your maternity leave. It will be helpful to the smooth running of the business if you could do this once your Estimated Week of Confinement (EWC) has been confirmed by your Midwife or Doctor.

This meeting also provides us with important information inasmuch as we can work out when you should return to work at the end of your maternity leave. It is also a statutory requirement that you inform us no later than the 15th week before your EWC that you are:

5.3.1 Pregnant.

5.3.2 When your EWC is.

5.3.3 When you wish to start your leave.

If your Line Manager has not heard from you our HR Department will contact you in order to establish when you will take your leave. After the meeting we will confirm all details in writing so that you have a copy for your reference.

5.4 WHEN CAN I START MY ORDINARY MATERNITY LEAVE?

Within reason you can start your maternity leave when you like, subject to the two­week compulsory maternity leave, so defined in section 8.1. In addition, as an expectant mother, you are not permitted to start your maternity leave before the 11th week of the EWC.

5.5 CHANGING MY START DATE EARLY BIRTH

If childbirth occurs before your intended leave date commences then your maternity leave period starts automatically on the day after the birth of your child.

5.6 WHAT HAPPENS IF I BECOME ILL?

If you become ill by way of pregnancy and this falls in the period up to 4 weeks before the EWC your maternity leave period will automatically commence in accordance with the provisions of the Employment Act 2002, regardless of whether you wish the maternity leave to start at this time.

5.7 CONTACT DURING MATERNITY LEAVE

We reserve the right, in accordance with the Maternity and Parental Leave (Amendment) Regulations 2006 to make reasonable contact with you at home either by letter, telephone or e-mail during the said period of Ordinary and/or Additional Maternity Leave.

5.8 TRAINING AND COMMUNICATION

During any period of Ordinary or Additional Maternity Leave we will keep you up to date about any training courses and activities or other company information for the following reasons:

5.8.1 To provide you with the opportunity to participate in any training activity we may be running, which you believe appropriate to your position with us.

5.8.2 Ensure you are kept up to date.

5.8.3 Ensure you continue to feel part of the team and the business.

Such activities will be kept to a limited number of days (the law recommends a maximum of 10 days) and this will not affect your entitlement to either Ordinary or Additional Maternity Leave.

You will not, however, be permitted to participate, nor will we contact you about any work-related matter during the first two weeks after the birth of your baby as noted in point 8.1 of this policy.

6. TIME OFF FOR ANTENATAL CARE

You are entitled to time off work to attend appointments for Antenatal Care (ANC).

We will ensure that you are given paid time off work, irrespective of your length of service with us.

6.1 WHAT IS ANTENATAL CARE?

ANC is given a wide meaning by the law as such you will be given paid time off for the purposes of:

6.1.1 Scheduled visits to the hospital.

6.1.2 Scheduled visits to the Midwife.

6.1.3 Relaxation and parent craft classes if they are only run during the day.

However, if such classes are run out with your normal working day, every effort should be made to attend these classes, in order to avoid any unnecessary disruption to the business.

6.1.4 Your Consultant, General Practitioner or Midwife requesting you to attend a class, meeting or appointment.

6.2 IMPORTANT NOTES ON ANTENATAL CARE

We reserve the right to request a copy of your appointment card at any time particularly as this leave is given in accordance with the statutory maternity provisions, however, a reasonable amount of time will be given to attend the clinic, it should be noted that a full day's leave will not be given unless the appointment dictates otherwise.

7. PAYMENT

7.1 RATE OF SMP

You are entitled to 39 weeks Statutory Maternity Pay (SMP). As such, should you choose to take your full 39 weeks SMP entitlement, 26 weeks of this will be covered by your OML and 13 weeks will be covered by your AML.

At the time of writing this policy the standard rate of SMP is currently 90% of your average earnings for the first 6 weeks of your maternity leave, followed by £148.68 per week for the remaining 33 weeks.

If you earn less than £148.68 per week we will pay 90% of your average weekly earnings for the full 39 weeks.

Maternity pay (SMP) is subject to an annual increase every April.

7.2 WILL I GET PAID MY NORMAL SALARY FROM STARFISH 9 AND SMP IF I RETURN TO WORK EARLY?

Quite simply the answer is no. One or the other is payable, if you decide to return to work earlier than the cessation of the 39 weeks then you will be paid your normal salary.

7.3 WHAT ABOUT MY BENEFITS WHILST I AM ON ORDINARY MATERNITY LEAVE?

In accordance with the law we believe in treating you fairly and equitably. As such you will continue to accrue annual leave in accordance with your contract of employment.

All other benefits remain the same had you been at work, although you will not be entitled to your normal remuneration.

7.4 BENEFITS AND ADDITIONAL MATERNITY LEAVE

During your Additional Maternity Leave we are obliged to ensure the following terms continue:

7.4.1 Mutual trust and confidence.

7.4.2 Any contractual terms relating to your Main Statement of Terms and Conditions of Employment insofar as:

7.4.2.1 Notice period.

7 .4.2.2 Holiday accrual

7.4.2.3 Compensation in regard to redundancy.

7.4.2.4 Disciplinary or Grievance matters.

7.4.2.S All other terms and conditions

Unless expressly stated in your Main Statement of Terms and Conditions of Employment you will not be entitled to any other benefits ( other than those noted above) during any period of Additional Maternity Leave.

7.5 WHAT IF I EARN LESS THAN THE LOWER EARNINGS THRESHOLD?

Maternity Allowance is currently £148.68 per week and can be claimed from your local Job Centre Plus or DSS office. It is tax free and no longer dependent on payment of NI contributions, it can be claimed any time after the 11th week before the estimated week of confinement.

8. RETURNING TO WORK WITH US

There is no legal requirement for you to make any further contact with us if you intend returning to work after the end of your maternity leave.

We already know your date of return from the meeting we had before you commenced your leave. As such, we will expect you to start on the day you agreed with us.

8.1 WHEN CAN I RETURN TO WORK?

It is illegal for you to return to work within 2 weeks of the birth of your baby. Thereafter you are permitted to return to work at the end of the full 52 weeks or earlier if you choose to do so.

8.2 CHANGING YOUR RETURN TO WORK DATE: FROM EITHER ORDINARY OR ADDITIONAL MATERNITY LEAVE

The law allows you to change your mind. That is; if you have told us the date you are returning but then wish to change your mind then this is acceptable to us in accordance with the law as set out in clause 8.3 and 8.5 of this policy.

You must, however, provide us with no less than 8 weeks notice of your intention to make a change.

A telephone call will suffice, although a letter is preferable as it will identify your specific details. Nevertheless, once in receipt of this instruction we will acknowledge your request and confirm this in writing to you.

8.3 TAKING LONGER LEAVE

Similar to the notes in 8.2 of this policy, if you have told us you only intend taking your Ordinary Maternity Leave entitlement but then decide you wish to take all or part thereof of the Additional Maternity Leave then you will be permitted to do so providing we receive the 8 weeks notice of your intention to do so.

If you choose to take Additional Maternity Leave, you may wish to also exercise your rights to take parental leave, the details of which are set out in Chapter 4, section 12.

8.4 WHAT HAPPENS WITH MY BABY WHEN I WANT TO RETURN TO WORK?

It is your responsibility to make provisions and payment for your baby in terms of childcare, whether that is a child minder, nursery or other. However if you need help and support you should contact either the local Council or DSS office. They will be able to provide you with a list of registered child minders and/or nursery providers in your area. We do not provide any creche or childcare facilities.

8.5 WHAT HAPPENS IF I DECIDE NOT TO COME BACK TO WORK?

If you decide not to return to work after the birth of your baby you must notify us in accordance with your Main Statement of Terms and Conditions of Employment. As such if your contractual notice period is 4 weeks we shall require this prior to the cessation of your leave.

8.6 CAN I GIVE MORE OR LESS NOTICE?

You are not permitted to give us less notice than that which is set out in your Main Statement of Terms and Conditions of Employment, however you can provide us with more, which we would welcome.

8.7 TERMS AND CONDITIONS OF EMPLOYMENT

You have the right to return to work on Terms and Conditions, which are no less favourable than before you left to have your baby. In accordance with the law, we will do all we can to accommodate you if you wish to change your hours of work. However the following should be noted:

8.7.1 Part time working cannot be guaranteed. That is; we will do all we can to try to arrange part time working hours, however, it should be noted that the hours of work must be compatible to Starfish 9 Ltd., the customer and the position you hold.

8.7.2 How this will effect our service and response times to our customers.

8.7.3 Whether there is a vacancy at the time of the request.

8.7.4 Whether a 'job share' situation is possible.

8.7.5 In accordance with the above point that we do not incur excess recruitment costs by way of advertising for a 'job sharer'.

8.7.6 To consider a 'flexible' working option.

That you, yourself should come up with a number of alternative solutions based on your experience of working within the job.

8.8 FLEXIBLE WORKING

If we are unable to offer a part time or job share vacancy in accordance with the Flexible Working (Eligibility, Complaints and Remedies) Regulations 2002 and the Flexibility Working (Procedural Requirements) Regulations 2002, and the Employment Act 2002 we will provide you with:

8.8.1 A decision in writing within 14 working days.

8.8.2 A reasonable and justifiable explanation under the following defined headings:

8.8.2.1 Cost to the business.

8.8.2.2 Seasonal fluctuations associated with the roofing industry.

8.8.2.3 Customer expectations and demand.

8.8.2.4 Re-organisation of existing workload.

8.8.2.5 Impact on continuous quality improvement.

8.8.2.6 Impact on work colleagues.

8.8.2.7 Impact on individual and collective performance.

8.8.2.8 Recruitment and selection in relation to filling the 'void'.

8.8.2.9 'Other' not defined here in.

8.9 THE RIGHT TO APPEAL

You have the right to appeal against any decision made by us, which does not suit your requirements, as such you have the right to submit a complaint in writing to the HR and Training Manager in accordance with our Grievance Procedure, a copy of which can be obtained from our HR Department or your Line Manager.

8.10 BREAST FEEDING ETC (SCOTLAND) ACT 2005

The 'Act' applies to women who are breast feeding their children within a public place, it does not specifically apply to you as an employee working for us.

Nevertheless, whilst we are not under any obligation to provide amenities for expressing or storing breast milk, we will do what we can to accommodate any mother who is breast feeding when she returns to work, although no additional time off will be given for feeding purposes. It is therefore suggested that this be discussed with your local health visitor and midwife for help, guidance and support.

9. HEALTH AND SAFETY

It is vitally important that you let our HR Department or your Line Manager know that you are pregnant so that we can take all necessary reasonable steps to ensure that your working conditions are appropriate to your condition.

9.1 RISK ASSESSMENT

We will ensure that a Risk Assessment is carried out on your work area by a relevant 'competent' person.

9.2 REST FACILITIES

During your pregnancy, we will do all we can to provide an adequate rest area for you, but we cannot guarantee this will be private. However, we will endeavour to make this as appropriate and as comfortable as possible.

9.3 MEDICAL SUSPENSION

As a new and expectant mother, we may need to review your working environment in accordance with 9.1 of this policy.

The regulations provide that subject to a Doctor's certificate you may be medically suspended from work on full pay if:

9.3.1 The job you are doing is potentially harmful to either you or your baby.

9.3.2 There is scientific evidence to suggest that to continue in such an environment would harm you and/or your baby.

9.3.3 Continued or prolonged activities(s) associated with the job could potentially cause damage to you and/or your baby.

9.3.4 You are in daily contact with chemicals, which may, if inhaled, cause damage to the unborn foetus. Given the nature of our business, this is unlikely to be relevant to you, nonetheless, it has been included so that you are duly informed.

9.3.4 You have clinical or bonafide documents, which prevent you from enacting your normal duties.

9.3.5 You have sufficient evidence to suggest that you should not be doing the job for which you are normally employed.

9.3.6 We are unable to find suitable, alternative employment on no less favourable terms and conditions.

9.4 OUR OBLIGATION TO YOU AS THE EXPECTANT MOTHER

9.4.1 To work with you, the expectant mother.

9.4.2 To ensure that you and your baby are looked after in accordance with the law.

9.4.3 To ensure you are paid your normal salary in cases where you have been medically suspended from your normal tasks and duties.

9.5 ABSENTEEISM BY WAY OF ILLNESS

Pregnancy is not an illness, however, it is recognised that some females suffer more greatly than others with such symptoms as:

9.5.1 Hypertension.

9.5.2 Morning sickness or even all day sickness.

9.5.3 Nausea.

9.5.4 Back pain.

9.5.5 Fatigue.

9.5.6 High blood pressure.

9.5.7 Pregnancy-related diabetes.

9.5.8 Other not defined herein.

SUCH ILLNESSES DO NOT CONSTITUTE MEDICAL SUSPENSION.

In cases where you have been signed off as 'unfit for work', you will be subject to our sick pay policy, which can be found in your Main Statement of Terms and Conditions of Employment or our Employee Handbook. In addition, if you continue to be signed off by your GP you must commence your maternity leave as at the 4th week before the estimated week of confinement.

CHAPTER 2

10. PATERNITY LEAVE (Not to be confused with parental leave, which is unpaid)

Fathers are equally entitled to time off to be with their new offspring and in so doing the following sets out your entitlement. We also recognise and accept that 'father' does not necessarily mean the biological father but could be the guardian and/or carer of the child.

10.1 As the partner of an expectant mother, you are entitled to two consecutive weeks paid paternity leave.

10.2 Payment is made in accordance with Statutory Paternity Pay. However we reserve the right to pay any additional sums should we feel it appropriate to do so.

10.3 An 'expectant' father, carer or guardian must have a minimum of 26 weeks service before the 15th week of the estimated week of confinement to qualify for the leave.

10.4 You must earn a wage not less than the lower earnings level (for N.I. purposes).

10.5 You must give at least 15 weeks notice of your intention to take paternity leave before the EWC.

10.6 The leave must be taken within 8 weeks of the child being born.

10.7 As an expectant father, guardian or carer, you will return to the same job after your paternity leave and you will be entitled to:

10.7.1 Parental Leave (unpaid)

10.7.2 Emergency Leave, in accordance with the law.

10.8 Provide evidence of the child's birth if requested to do so.

CHAPTER 3

11. ADOPTION LEAVE

The same rules apply to Statutory Adoption Leave as for Statutory Maternity Leave, so please refer to Chapter 1, section 5 of this policy for details on leave, payment and the right to return to work. However the following should be noted:

11.1 An adoptive parent can be MALE or FEMALE i.e. adoptive mother or father.

11.2 The 'adoptive' parent must have 26 weeks continuous service as at the point of 'matching' the child to the adoptive parents. This is known as the relevant week.

11.3 You will not be entitled to 6 weeks at 90% of your pay. Total entitlement, at the time of writing this policy, is 39 weeks pay at £112.75 per week or 90% of your average weekly earnings, which ever is the lower. You must give 28 days advanced notice in order to be eligible for Statutory Adoption Pay and only one half of the married couple can receive Statutory Adoption Pay.

11.4 There is no 11 or 15 week requirement.

11.5 If the placement ceases or the child dies then you will be permitted to take a maximum of 8 weeks leave in order to take time to adjust. (Although it should be noted that this point is still under consideration by the government).

11.6 Leave cannot commence before 14 days prior to the placement being made or 14 days after the placement has been made.

11.7 You must give 28 days written notice of your intention to take paid adoption leave (from the day of matching), although if this is not feasible as soon as is reasonably practicable.

11.8 You can vary the above dates by giving 28 days written notice, again if reasonably practicable to do so.

11.9 You cannot claim both Statutory Adoption Pay and Statutory Paternity Pay at the same time.

11.10 Evidence of the adoption papers can be presented to your Line Manager or a Company Director, although from 6 April 2004, the mandatory position in this regard was removed (Reg 17 para (3)(b)).

11.11 NOTIFICATION RETURNING FROM ADOPTION LEAVE

You are required to notify us no less than 8 weeks in advance of your intention to return to work.

11.12 CONTACT DURING ADOPTION LEAVE

We reserve the right, in accordance with the Paternity and Adoption Leave (Amendment) Regulations 2006 to make reasonable contact with you at home either by letter, telephone or e-mail during the said period of Adoption Leave.

11.13 TRAINING AND COMMUNICATION

During any period of Adoption Leave we will keep you up to date about any training courses and activities or other company information for the following reasons:

11.13.1 To provide you with the opportunity to participate in any training activity we are running, which you believe appropriate to your position with us.

11.13.2 Ensure you are kept up to date.

11.13.3 Ensure you continue to feel part of the team and the business.

Such activities will be kept to a limited number of days (the law recommends a maximum of 10 days) and this will not affect your entitlement to the period of Adoption leave taken.

CHAPTER 4

12. PARENTAL LEAVE

If you have one year's continuous service you are permitted time off up to a maximum of 13 weeks for every child you have up to the age of 5 and up to the age of 18 for disabled children. This leave will be granted in accordance with the Employment Relations Act 1999 and will be unpaid.

However, the following rules apply:

12.1 You must give at least 21 days written notice in advance of the leave. However we would appreciate more notice if this is possible.

12.2 You can take a minimum period of leave of one week and a maximum of 2 weeks at any one time. A maximum of 4 weeks leave can be taken per year.

12.3 The 13 weeks can be taken annually and from:

12.3.1 Birth to 5 weeks for the father.

12.3.2 From the cessation of the maternity leave to 5 weeks for all mothers.

12.3.3 The leave is for all parents who have children born, or adopted, on or after 15 December 1999.

Time off for emergencies is allowed under the Act. If you are a parent with a disabled child, your leave can be taken from birth to the age of eighteen. The same rules and principles apply as noted above.

In special circumstances we may allow you to take more than 2 weeks leave although this will be discussed with the HR and Training Manager and your Line Manager.

Any period of parental leave of four weeks or less has no impact on your right to return to work. If you are a mother who is taking parental leave at the cessation of your maternity leave you must comply with the rules as set out in the returning to work section of this policy.

GLOSSARY

EWC - Estimated Week of Confinement

SMP - Statutory Maternity Pay

SAP - Statutory Adoption Pay

SPP - Statutory Paternity Pay

MAT B1- Form given to the expectant mother which details the EWC

MA - Maternity Allowance

OL - Ordinary Leave

AL - Additional Leave

4TH WEEK - Maternity Leave will automatically kick in if the pregnant mother is off work by way of illness

11TH WEEK - The earliest you can start your maternity leave

MATCHING - A child which is matched to parents for the purposes of adoption

14TH WEEK - before the Number of qualifying weeks service required to estimated week of qualify for Additional Leave

confinement:

Flexible Working Hours Employees with 26 weeks service and are parents with children aged 6 and under may request flexible working patterns with effect of 6th April 2003

ANC - Antenatal Care

Starfish 9 Ltd Maternity and Paternity Policy 2020 1ssue 2
(Last Review Jan 2020 - Next Planned Review - Jan 2021)