Company Policies & Statements

Our sustainability policy has been adapted from Wholegrain Digital. 

Sustainability is increasingly becoming a key issue for businesses and society in general, as people realise that current industrial, economic and social systems are storing up problems for the future. Sustainability is not about moving backwards, but about looking forward to new, better ways of doing things.

At Reddico Digital we aim to do our best to work towards sustainability. This is something we take very seriously. We have a range of environmental, social and financial strategies that help us to reduce our negative impact and give something positive back to the world.

Environmental impact

We recognise that our operations can affect the local, national and global environment, and we accept our environmental responsibilities beyond the legal and regulatory requirements.

We’re fully committed to reducing our environmental impact by integrating best practices into all our business activities, and continually reviewing our policies and processes. We promote our environmental ethos and values to our team members, and externally to our clients, suppliers and partners. We actively seek to work with people who share our environmental concerns and policies.

At Reddico we have a commitment to use local and eco-friendly suppliers and services where this is possible (in relation to our head office in Tonbridge, Kent. This document outlines are preferred suppliers.

Climate Positive Travel Policy 

To help reduce our carbon footprint as a company we take a climate positive approach to company travel at Reddico. We recognise that travel is sometimes required for meetings, social events and building client relationships. In those cases where we need to travel, please consider low impact options.

1. Offsetting our carbon footprint including business travel and community 

Through our partnership with Ecologi we are able to build a climate positive workforce by offsetting your entire carbon footprint, including emissions from your home, personal travel, holidays, food, hobbies and business travel. 

Ecologi have calculated that the average carbon footprint is around 10 tonnes of CO2 per year and so to be safe they commit to offsetting 14 tonnes of CO2 every person.

We have taken this a step further at Reddico and doubled the average offsetting for every member of our team. In total we are offsetting 28 tonnes of CO2 every person.

In practical terms for business travel it means that we offset 10,000 business miles by car or 4 short-haul return flights annually for every person. 

2. Reducing our carbon footprint 

We realise that offsetting is only the start and we want to do what we can to reduce carbon production in the first place. The policies and recommendations below provide guidance for anyone at Reddico to help reduce / remove their impact. 

Note: Recommendations for car sharing are subject to current Covid guidelines at the time of travel. 

Commuting to the office 

1. Our work-from-anywhere policy means there is no requirement to travel to or work from the office. 

2. If you are attending the office for a team meeting or coming in specifically to meet others, consider car sharing where possible. 

3. Our Cycle to Work scheme is available for those who live close enough to cycle and would like to do so. E-bikes are also available as part of the scheme.

4. Public transport links are available near the office. There are buses between Five Oak Green and Paddock Wood and Tonbridge train stations respectively. There is also a bus to and from Tunbridge Wells.

5. All agency meetings are available via Zoom – no office attendance is required. 

Meeting clients or suppliers

1. The virtual option is our default position for meetings as a way of reducing our impact as a business on the environment. 

2. If a client / supplier visit is absolutely needed, consider where the meeting is held and how you travel – can you get there via public transport or via car sharing (if you are attending with someone else from the company)? 

3. If you have to travel by car, consider the time of the meeting to reduce the potential of sitting in rush hour and increasing the length of the journey.

4. If you have to travel to a different country then consider if you can take an alternative method of transport to flying. If the journey is required via a plane then talk to us about what we can do to reduce the impact / offset the impact before you book anything. There will be preferred times / airlines and other ways to reduce the impact. 

Company events, such as Reddicons 

1. Consider sustainable ways to travel to and from Reddicons, including car sharing or public transport. 

2. We’ll highlight public transport options for where they are available and feasible to help make this easier.

3. If it makes sense to do so, we could hire a low emission or electric vehicle and travel via minibus or coach to an event. 

Conferences or training events 

1. Consider if there is an option to attend the event virtually. 

2. If an event requires in-person attendance or it makes sense to do so, consider car sharing / or public transport such as trains to reduce our impact. 

3. If you have to travel by car, consider leaving earlier or returning home later to reduce the potential of sitting in rush hour and increasing the length of the journey.

Yearly company retreats 

1. For yearly company retreats we'll consider the destination of the trip, the country it is located in, how we get there, where we stay and the impact of any activities whilst we are there. We may enlist the help of environmentally conscious travel agents to help determine the best option. 

Sustainable tech recycling and disposal

Reddico’s approach to disposing of IT assets (items such as computers, laptops, monitors and servers) is based on reusing first and recycling second. 

Reusing equipment which is no longer suitable for business needs requires less energy and has less environmental impact than manufacturing a product again.  

Confirming if your asset is at the end of life and can be recycled: 

• The People & Culture department will be able to advise you on whether the equipment is no longer fit for purpose for the role you are undertaking, whether it can be upgraded / updated, or whether it can be used for another role. 

• If it’s no longer fit for business purpose, the finance department will then advise if the item can be sold and update the company’s asset register. 

Reusing first: 

• Items which are no longer fit for business purpose but still operational will be made available for the team to purchase. All money raised in this way will be donated to charity.

• If no one in the team wants to purchase the equipment, we will look to donate it to local schools / educational facilities.  

• Where applicable, and in the case of all laptops, computers and servers, data will be securely erased.

Recycle second: 

• If equipment is no longer fit for purpose and cannot be repaired or upgraded it will be recycled through our chosen provider: https://www.gigacycle.co.uk/ 

• Gigacycle operates a 0% landfill policy. They will also look to recycle first, but will then deconstruct the equipment into raw materials such as plastic, aluminium, steel and copper and glass. These raw materials are then used to manufacture new products.

• All equipment to be recycled should be returned to the People & Culture department where it can be securely wiped, where appropriate, and labelled to ensure a full audit trail. 

• It will then be stored in the Reddico office collection point until it can be moved to the head office collection point. Once there are enough items, a pickup will be scheduled with Gigacycle. 

• Team members can also bring their own IT equipment to the office to be collected by Gigacycle if it’s no longer fit for purpose. Again, we recommend that it is labelled so it can be tracked and audited. 

Gigacycle is our provider of choice for the following reasons: 

• Gigacycle operates a 0% landfill policy – they recycle and reuse every piece of IT related equipment.

• Secure collection using their fleet of GPS tracked vehicles and security vetted drivers.

• Comprehensive audit trail – they itemise all items collected.

• Certified data destruction.

• Security – they are one of the highest accredited ITADs in the UK.

Food waste recycling 

The food we waste is responsible for roughly 8% of global carbon emissions.

According to Project Drawdown, the reduction of food waste is the number-one solution available to us to reduce our carbon emissions. In fact, “Roughly a third of the world’s food is never eaten, which means land and resources used, and greenhouse gases emitted in producing it were unnecessary.” 

 Food that is thrown away in traditional waste removal often ends up in landfills, where it produces methane gas – a more powerful greenhouse gas than carbon dioxide.

 At Reddico we are committed to doing what we can to reduce food waste in the office and encourage everyone to help play their part. 

 At the office, there is a compost caddy in the kitchen next to the fridge. Once full, this is then taken to the main office food waste storage, where it is held until it can be transported to the anaerobic digestor to produce energy.

Please note – the anaerobic digestor cannot take any bags (not even the biodegradable ones we get at home) so please ensure the food caddy only contains food. 

Battery collection and recycling

We have a battery bin available in the office. Please dispose of any batteries no longer working in this bin. When the bin is full, Alicia from Zero Waste On Wheels will collect the batteries and take them to be recycled. Alternatively, the Waitrose in Paddock Wood offers a battery recycling point.

Printing – Ink and toners

Occasionally, printing is required. We use HP Instant Ink through the HP Instant Ink program. This monthly subscription program lets us pay for ink by pages printed. Unused pages roll over to the next month.

 The printer will notify the service when we’re running out of ink, and arrange for HP to send a new cartridge.

 Each new box of printer ink cartridges comes with a prepaid, addressed envelope for sending empty cartridges back for recycling. HP use the recycled ink products to create printer cartridges. If you replace the ink cartridges please place the old ones in the envelope, seal it and take it to the nearest post box.

Paper, plastic and cardboard

One of the bins in the kitchen is labelled ‘Paper and cardboard’. Please dispose of any paper and cardboard in this bin. One of the bins in the kitchen is labelled ‘Cans & plastic only’. Please rinse any cans or plastic before disposing of them in this bin.

 Once full, the contents of these two bins will be emptied into the larger recycling bin provided by the main office. They have confirmed that the contents of this bin are recycled and not sent to landfill.

Everyone using the office will be given a briefing of what to do in the event of a fire or other emergency (including alarm testing). A sign on the notice board in the kitchen also provides information on the fire exit route and where people should wait. 

If you discover a fire, you should:

• Raise the alarm and operate the nearest call point.

• Inform the responsible person of the location of the fire.

• Only fight a fire if you are trained or are competent to do so.

• Not put yourself or others at risk by stopping to fight a fire.

If you hear the fire alarm, you should:

• Evacuate in a timely manner without delaying to retrieve personal items.

• Not use lifts

• Remain calm, walk quickly and do not run.

• Remain at your muster point until instructed otherwise.

• Not re-enter the building until instructed.

At Reddico, we recognise the benefits of a diverse workforce and are committed to providing a working environment free from discrimination.

We will seek to promote the principles of equality and diversity in everything we do – with team members, job applicants, clients, customers, suppliers, contractors, recruitment agencies and the public.

The team and those who act on our behalf are required to adhere to this policy when undertaking their duties or when representing us in any form.

Unlawful discrimination

Unlawful discrimination of any kind in the working environment will not be tolerated and we will take all necessary action to prevent it from happening.

Specifically, we aim to ensure no team member or job applicant is subject to unlawful discrimination, either directly or indirectly, on the grounds of gender, gender reassignment, race (including colour, nationality, caste and ethnic origin), disability, sexual orientation, marital status, part-time status, pregnancy or maternity, age, religion or belief, political belief or affiliation. 

This commitment applies to all aspects of employment, including:

• Recruitment, including advertisements, job descriptions, interview and selection procedures.

• Training.

• Promotion and career development opportunities.

• Terms and conditions of employment, and access to employment-related benefits and facilities.

• Grievance handling and disciplinary procedures.

• Cases of redundancy.

Equal opportunities practice is developing constantly as social attitudes and legislation change. We will review all policies and implement necessary changes where these could improve equality of opportunity.

Religious attire and practices

At Reddico, we welcome people from all religious backgrounds and take the time to educate ourselves on different beliefs and values our team hold. We would love people to be open about their beliefs with us, but also respect privacy if team members would rather it. 

Religious attire can be worn at Reddico’s offices, and when acting on behalf of Reddico. This could be jewellery or items of clothing. You may also use Reddico’s office for prayer if you need to – our meeting rooms provide a quiet space where you won’t be disturbed.

We ask all team members to be respectful of others and their beliefs.

Right to refuse on ethical or religious grounds

At Reddico we’re committed to building and supporting a diverse team. This will mean people have differing views, beliefs, values and ethics to each other. We don’t want these to conflict with your professional self – and therefore, you have the right to refuse to work on a particular project on the grounds of your personal ethics. 

If a situation ever arises whereby you have a legitimate concern about working on a client account, please raise this in your team and the situation can be addressed and dealt with accordingly.

For all maternity, adoption, paternity or shared parental leave questions – including queries about certain policies, please contact HR. 

Antenatal care

If you’re pregnant you have the right to take time off work, including on medical grounds by your medical practitioner or midwife. You’re able to manage this time off with the annual leave, flexible working and sickness policies. 

Maternity leave

If you are pregnant or have recently given birth, you are entitled to maternity leave. You will continue to receive all contractual benefits, including holiday entitlement (worked out at 20 days pro rata). Please note, you will be unable to take annual leave during the first 39 weeks of your maternity leave. 

You will be entitled to 52 weeks of leave, made up of 26 weeks of Ordinary Leave and 26 weeks of Additional Leave. 

We ask that you notify us of your maternity leave no later than the end of the 15th week before your child is due. 

You should also inform us of: 

• When you intend to start your maternity leave.

• The expected week of childbirth, which must be confirmed by providing the medical certificate MAT B1.

You may change your mind about when you want to start your maternity leave, by informing HR of the new start date.

The timeframe and amount of maternity leave pay are provided in the following table. 

The eligibility criteria is outlined below and in line with government guidance for statutory pay: 

• If you join Reddico within 26 weeks before the 15-week date of your child’s expectancy, you won’t be entitled to maternity pay.

• Maternity leave can be taken no earlier than the 11th week before your baby is due.

• If your child is born early, maternity starts a day after the birth.

• You must give 15 weeks notice of your proposed maternity date.

Adoption leave

If you adopt a child, you or your partner will be eligible for adoption leave. Adoption leave can be taken by either partner adopting a child jointly, regardless of your gender. If you decide to take Adoption Leave, the terms are in line with our maternity leave policy. 

Keeping in Touch (KIT) days

During your maternity or adoption leave, you are asked to work up to 5 days’ pro rata, during your leave, without losing your right to your maternity or adoption leave pay. 

These are 6-hour work days, paid at your normal rate, and designed to keep you up-to-date on both your role and Reddico in general. 

Breastfeeding in the workplace

New mothers can pump/express milk or breastfeed their babies in the workplace. They can do this as and when they need to, and can take as much time as necessary. 

Rooms can be booked through the office calendar for the duration of this time, and any mother breastfeeding or expressing milk is not to be disturbed under any circumstances. 

Milk can also be stored in one of the office fridges. Each team member is responsible for proper storage and transportation of her own milk. It is recommended that personal cool bags are used including within a designated refrigerator if this is available. If a refrigerator is not available, breastmilk can be stored at room temperature or in a cool bag for 6 hours. 

Please remember, we recommend mothers take maternity leave away from the office, however this policy is in place to support any return to work.

We are also looking to take more steps to help make mothers feel more comfortable, and welcome suggestions. 

We will not tolerate any comments, disturbance or victimisation of our team members, and will take any issues of the above extremely seriously.

Paternity leave

You can take up to four weeks of paid paternity leave following the birth of your child. You are under no obligation to take four weeks, and can choose the amount of time for your own circumstances. For more information, please speak to HR.

Shared parental leave

Our shared leave policy is in line with government guidelines. For more information, please refer to these online or speak to HR.

Returning to work

1. Regardless of how much time you take for maternity or adoption leave, we’ll confirm in writing with the date you’ll rejoin the team.

2. If you want to return to work at an earlier date, you should give Reddico at least six weeks notice. This should be confirmed in writing to HR. If you don’t give us this notice, we may not be able to accommodate your return at this time. 

3. Due to Reddico’s ‘self-managed holiday’ policy, we ask all those returning after their period of leave to take their accrued holiday. This will be paid in full. The number of days you should take and your return to work date, will be confirmed in writing. 

4. If you worked full-time before your leave, there is no automatic right to return in a part-time capacity. However, if it is something you’re interested in, we will work with you to try and make this happen. You should give us at least 10 weeks notice before your return date if this is the case. 

5. Remember, all your benefits at Reddico will remain the same – including flexible working. 

6. If you decide not to return to work after your leave, you must give us notice of your resignation. The terms of this can be found in your contract with Reddico, or by speaking to HR. 

Losing a child during pregnancy

Sadly, pregnancy loss is a lot more common than people realise. According to The Miscarriage Association, one in four pregnancies end in miscarriage, one in 200 births in the UK are classed as stillborn, and around one in three women will have an abortion in their lifetime. 

Losing a child during pregnancy is an extremely difficult time, and we want to be able to provide as much support as possible, whilst giving you the privacy and respect you and your family needs. 

We are committed to supporting all team members, whether it happens directly to them, their partner, or the baby’s surrogate mother, regardless of the nature of the loss. We understand that everyone will feel differently after a loss, and therefore want to provide as much information and support as people may need. 

Pregnancy loss can include: 

• Miscarriage: The spontaneous loss of pregnancy until 24 weeks of gestation.

• Stillbirth: The loss of a baby after 24 weeks, before or during birth.

• Abortion: A medical or surgical procedure to end a pregnancy.

• Ectopic pregnancy: When a fertilised egg implants and grows outside of the uterus. 

• Molar pregnancy: A form of pregnancy in which a non-viable fertilised egg implants in the uterus and will fail to reach full term.

If any of the above occurs during yours or your partner’s pregnancy, we want to give you the space and time you need. 

1. Please reach out to someone in the company you feel comfortable talking to. This could be a HR representative, someone in your department, or a close friend from another area of the business. 

2. Your confidant will approach and discuss the situation with a member of HR, who will then communicate to the relevant people that you need time away from work. 

3. Our recommendation is for you to take two weeks off work, but we know everyone is different and will be able to discuss the situation with you. As always, to ensure this can be managed in the best possible way, it’s important to ensure your immediate team has access to your work and is aware of your current workload. This will minimise the need to give notice or provide formal handovers – ensuring you can get the space you need. 

4. Reddico’s HR representative may reach out to you during these two weeks and also at the end of the period to discuss your possible return to work. If you need more time at this point, take it. You can also discuss a slow return if that would be preferred. 

5. Throughout your time away from Reddico, we recommend that you use our mental health support option (Core Collective), who will provide a specialist therapist for you to talk to. There are also links to other support services below. 

6. We know that the grieving period of losing a child during pregnancy can be a lot longer than two weeks – once you’ve returned to work we will continue to have regular check-ins and continue to encourage the use of support services. 

Other support services: 

• The Miscarriage Association continues to offer support and information to anyone affected by the loss of a baby in pregnancy, and works to raise awareness and promote good practice in medical care. Whilst they do not provide counselling services themselves, they provide more information on counselling services that are available. 

• SANDS is an organisation that can offer you support if your baby dies during pregnancy or after birth. They also run a helpline 10am-3pm Monday to Friday and 6pm--9pm on Tuesday and Thursday evenings: 0808 164 3332. 

• Arc is a national charity offering parents support during antenatal screening and following a termination. 

• Abortion Talk is a new charity offering the opportunity to talk about abortion in a non-judgemental and supportive environment. 

Neonatal death

A neonatal death is when a baby dies within 28 days of birth.

Some of the common causes for this include:

• Premature birth.

• Complications during or after birth.

• Infections.

• Congenital anomaly, such as a heart of lung problem.

In the devastating situation that this impacts someone in the team, Reddico's standard maternity and paternity allowance applies.

We trust people to be honest and open with us – if you’re unwell, take the time you need to return to work refreshed and raring to go. If you’re sick and unable to work, please contact HR to ensure these days can be logged into our HR system (for responsibility purposes). We also ask that you let your immediate team know, so they can plan cover accordingly. 

In general, sick leave can be defined as short or long-term.

Short-term sick leave

Short-term sickness is any period up to four consecutive weeks. During this period we won't ask for a medical certificate, but may check-in occasionally to see how things are going, and if there's anything we can support you with. You'll be paid in full for any period of sickness up to 13 weeks.

Long-term sick leave

For any period of absence that exceeds four weeks, this is classified as long-term sickness. We may ask for a doctor's medical certificate.

Unfortunately the worst can happen and leave you unable to work for a number of months (and potentially years). To plan for this, we have taken out Income Protection Insurance. This safeguards you against any long-term leave, and after 13-weeks, you’ll be paid 75% of your basic annual salary for up to two years. During this time you’ll need to comply with any specific requests from our insurers, and terms & conditions will apply. We can share all useful information with you at the time, but it's worth reading and understand vocational rehabilitation – a programme of support, guidance, advice and treatment – designed to support you in returning to work.

Throughout any period of long-term absence, we will continue to have regular check-ins with you. This will help us to keep in touch during a difficult time, and ensure we’re able to fully support your return to work. During any period of long-term absence, you’re required to attend any welfare meetings scheduled. These are to discuss your current health, how long you expect to be absent from work and what steps, if any, we can take to help with your return.

Absence and termination of employment

During any period of long term absence, we may need to hire someone on a temporary or permanent contract to help cover your role and responsibilities.

We are committed to supporting you during your absence and assisting your return to work. However, a prolonged period of absence cannot be sustained indefinitely, and we may need to review your continued employment after two years of absence. Before any decision is made in relation to termination of your employment on the grounds of capability, Reddico will consult fully with you and obtain up-to-date medical advice.

Compassionate leave

Compassionate leave is paid leave from Reddico to manage, process, or grieve events that take place in your personal life. We’re here to support you during life’s most difficult times and as such, there will be no pressure on you to return to work by a set date. 

During any period of compassionate leave we’ll reach out to you periodically to check in, and understand if there’s any additional support we can provide. 

There are a number of reasons someone may be affected by hormonal changes and symptoms that leave them unable to work, with menstruation cycles and menopause being two of these. Both can bring about a number of symptoms, and our policy outlines the support available – inclusive of women, transgender and non-binary people. 

The following gives a top level overview: 

Menstruation pain: Symptoms associated with menstruation are often characterised by someone’s monthly predictable pattern. They may arrive before or during the menstrual cycle. Some people could experience mild symptoms, whilst in others it can be much more severe, reducing their ability to go about everyday activities. 

Because of the monthly nature of a menstrual cycle, there’s often a predictable pattern – though symptoms can vary at different times in someone's life. Some of these symptoms include: 

• Breast swelling and tenderness.

• Bloating.

• Acne breakouts.

• Leg, back, or stomach cramping. 

• Constipation or diarrhoea. 

• Headaches.

• Back pain.

• Mood swings, depression or anxiety.

It’s worth noting that this isn’t an exhaustive list of symptoms, and people may experience others during their menstrual cycle. For more information and advice, visit: https://helloclue.com/

Endometriosis: Menstruation can also be impacted by other long-term conditions, such as endometriosis. Endometriosis is a condition where tissue similar to the lining of the womb grows in other places, such as the ovaries and fallopian tubes. 

People with endometriosis can experience more painful menstrual cycles, with cramps and lower back pain two of the more common (but not only) symptoms. They may also have longer periods of bleeding, and cycles can be shorter than the typical 28 days. 

For more information about endometriosis, and the support available, please visit: https://www.endometriosis-uk.org/

Menopause: The point at which someone’s oestrogen levels decline, and they stop having periods. Menopausal symptoms are typically experienced for several years.

Perimenopause: This is the phase leading up to the menopause, when a person’s hormone balance starts to change, and when they may begin to experience menopausal symptoms. For some, this can start as early as their twenties or as late as their late forties. 

The menopause is typically experienced by those between the ages of 45 and 55, though it can affect younger people too. Symptoms can have a significant impact on someone’s comfort in the workplace, with the more common being: 

• Hot flushes

• Night sweats

• Anxiety

• Dizziness

• Fatigue

• Memory loss

• Depression

• Headaches

• Joint stiffness

• Aches and pains

• Heavy periods

For more information about the menopause, or to seek additional support, please use the following links: 

• Menopause matters: Information about the menopause, symptoms and treatment options.

• The Daisy Network charity: Provides support for women experiencing premature menopause or premature ovarian insufficiency. 

• The Menopause Café: Provides information about events where people can meet to talk about the menopause in larger groups. 

Support for menstruation pain & menopause 

To support people in the workplace, there are a number of things Reddico offer:

1. Flexible working: Reddico’s flexible working policies encourage people to work at times that are right for them. There is no restriction to the hours you work, so if you need to take time out on any particular day, the option is there. 

2. Mental health support: With our mental health support, Core Collective, you are able to arrange confidential calls with a trained therapist on any topic you want. The therapist will be able to offer dedicated support and advice to you – or can even be someone to simply talk to.   

3. Annual leave & sick leave: There is no restriction to the number of annual leave days you can take, so if you need time out of work to focus on your health and wellbeing, then make sure to do so. You can also take paid sick days if you’re in a position where work isn’t possible at short notice. 

Please note: Whilst there is no requirement to talk openly about your health challenges, speaking to a HR representative can ensure you have any additional support you need during this time.

This policy sets out the disciplinary procedure for misconduct at Reddico. See Accountability & Escalation for more information on performance related processes. 

Although not inclusive, this policy could be enforced due to one or more of the following areas of misconduct in the workplace:

• Discrimination, harassment, aggression or intimidation.

• Theft or fraud.

• Bringing Reddico’s name into disrepute.

• Misuse of, or damage to property.

• A grievance raised by another team member.

Code of practice

During any investigation or disciplinary process, Reddico commits to: 

• Raising and dealing with issues promptly, without delaying meetings or confirmation of decisions. 

• Acting consistently. 

• Ensuring full investigations are carried out to establish the facts. 

• Giving all individuals an opportunity to present their case before any decisions are made. 

• Allowing all individuals the opportunity to be accompanied to formal disciplinaries.

• A full and proper appeals process, where requested. 

Informal resolution

Depending on the situation, we may aim to resolve this matter informally. We may also encourage use of our conflict resolution process to address relationship situations between two or more colleagues.

We understand that many matters can be resolved informally, however, when they can’t, or the situation is more severe, we will refer to our official disciplinary procedures (documented below). To support us in providing a fair and consistent approach, we use the framework provided by ACAS.

Disciplinary steps

There are five main steps to our disciplinary process: 

• An investigation into the issue.

An area of misconduct can be brought to our attention in a number of different ways, including as a grievance from a team member or third party. As such, before opening an official disciplinary procedure we will investigate the situation and obtain all the facts relevant to the case. We will also ask any grievant how they feel the issue should be resolved. 

In some cases, this stage won’t be necessary, and we could automatically proceed to step 2. 

• A letter setting out the situation.

If, after any period of investigation, it’s decided that there is a disciplinary case to answer, the individual will be notified in writing. This letter sets out sufficient information about the alleged misconduct and any possible consequences to enable the team member to prepare to answer the case. Copies of any written evidence will usually be provided, including witness statements. 

This letter will also include details of a time and place for the disciplinary hearing and advise the team member of their right to be accompanied at the meeting. 

• A disciplinary hearing to discuss the issue.

A disciplinary meeting should be held without unreasonable delay, but with enough reasonable time for the team member to prepare. 

At the hearing, Reddico will:

• Explain the complaint against the individual.

• Go through the evidence.

• Give the team member a chance to tell their side of the story, answer any allegations, present evidence, and ask questions.

If a significant new fact or issue at the hearing is raised, Reddico might stop the meeting and look into the issue. The hearing would be completed at a later date.

Following this meeting, it may also come to light that other witnesses need to be spoken to. This could also result in a second hearing at a later date. 

• A disciplinary decision.

After the initial hearing, a second meeting will be scheduled as soon as possible to detail any action to be taken. The right to appeal will also be explained. 

In issues of misconduct, a different person will make a disciplinary decision (rather than the person who led the hearing). 

The decision could be one of the following: 

• No action

• Written warning

• Final warning

• Dismissal

It might also be anything else that could resolve the problem, for example an agreement to mediate with a co-worker you’ve had personal problems with.

Any decision will also be followed up in writing. 

Appeals

If anyone feels the disciplinary action taken against them is wrong or unjust, an appeal against the decision can be filed. This should happen without unreasonable delay, notifying Reddico of their decision to appeal in writing, and outlining the reasons for the appeal. 

All appeals should be dealt with by someone who has not been involved in the case. 

An appeal hearing will be scheduled as soon as possible, to allow the individual an opportunity to present their case. Following this, an outcome to the appeal hearing will be reached, and a final decision confirmed in writing. 

Right to be accompanied

All team members have a statutory right to be accompanied by a companion where the disciplinary meeting could result in:

• A formal warning being issued; or

• The taking of some other disciplinary action

• The confirmation of a warning or some other disciplinary action (appeal hearings)

This could be a colleague, trade union representative or trade union official. If a colleague can’t attend and you’re not in a union, you can ask to bring a family member or Citizens Advice worker. 

Any companion can: 

• Present and/or sum up your case and say things to support your case. 

• Speak to you during the hearing. 

They can’t answer questions on your behalf.

A grievance is any concern, problem or complaint that you have in relation to your employment. It can be a matter that directly or indirectly affects you, or concerns about another team member or issue you want to raise awareness of. 

Where possible, you should try to settle any grievance informally, at the earliest opportunity. You can use the conflict resolution process for this. 

Where any grievance is unable to be resolved informally, or the subject matter concerns gross misconduct, you should raise the issue formally (and in writing) to HR, or if necessary, Reddico’s Managing Director. 

Formal procedure

You will be invited to a meeting to discuss the grievance, normally within five working days of us receiving your grievance. You must take all reasonable steps to attend this meeting.

Prior to the meeting, you should ensure you are fully prepared to present your grievance, share any supporting evidence and answer any questions relating to the incident/circumstances in question.

After the meeting, an appropriate period of time may be taken to allow for any further investigation and/or the consideration of all the facts before a decision is reached. We will then, normally, inform you in writing of our decision regarding the raised grievance without unreasonable delay. The letter will also explain your right to appeal against any decision taken.

Appeals 

If you are dissatisfied with a decision made regarding a grievance, you have the right of appeal. Whenever possible, the appeal will be dealt with by a different person from who dealt with the grievance.

We will arrange and hold an appeal meeting as quickly as possible, normally within five days. You will be entitled to attend the appeal meeting and will be given an opportunity to state your case.

Conduct Standards

You must:

• Maintain satisfactory standards of performance at work.

• Comply with all reasonable instructions.

• Cooperate fully with your team.

• Take all necessary steps to safeguard Reddico’s public image and preserve positive relationships with all people and organisations connected to Reddico.

• Ensure you behave in a way that does not constitute unlawful discrimination.

• Comply with Reddico’s Operating Policies and Procedures.

Conduct while representing Reddico

As a general rule, behaviour outside of normal working hours is a personal matter and does not directly concern Reddico. However, there are some exceptions to this rule. Reddico will become involved when incidents occur:

• At office parties or other work-related social occasions or gatherings.

• At social occasions or gatherings organised by a third party, where you have been invited in your capacity as a member of Reddico.

• At work-related conferences.

• While working away on business on behalf of Reddico.

 On these occasions, you’re expected to behave in an appropriate and responsible manner, keeping in mind you are representing Reddico.

Any person whose conduct brings Reddico into disrepute will be subject to our disciplinary procedure. Such behaviour may be viewed as a gross misconduct offence and could render them liable to disciplinary action up to and including dismissal without notice.

Gross misconduct

The following offences will be viewed as gross misconduct:

• Intentional sexual harassment, harassment, bullying or violent, dangerous or intimidatory conduct.

• Serious breach of rules, policies or procedures.

• Divulging or misusing confidential information.

• Theft or fraud.

• Unauthorised or inappropriate use of email, internet and/or computer systems.

• Falsification of any records including reports, accounts, expenses claims or self-certification forms.

 This list of examples is not exhaustive or exclusive, and offences of a similar nature will be dealt with under this procedure. Gross misconduct will result in the initiation or escalation of the disciplinary procedure, and may result in immediate dismissal without notice or pay in lieu of notice.

Appeals

At every step, team members have the right to appeal in writing. In all cases of dismissal, Reddico’s Managing Director will be considered as the final arbiter. If you wish to appeal you should do so in writing within 5 working days of the decision. You will be invited to attend an appeal hearing, after which a decision will be made on whether the disciplinary sanction is to be upheld or overturned. The decision of the appeal panel will be final.

Third parties

We reserve the right to engage an independent third party to assist at any stage of the disciplinary procedure.  

Harassment and Bullying

As part of our overall commitment to equality of opportunity we are fully committed to promoting a fair and harmonious working environment in which everyone is treated with respect and dignity, and in which no individual feels bullied, threatened or intimidated.

Harassment or bullying at work in any form is unacceptable behaviour and will not be permitted or condoned. It will be viewed as a gross misconduct offence which may result in dismissal without notice.

Definition of harassment

Harassment is any unwanted physical, verbal or non-verbal conduct based on sex, sexual orientation, marital or civil partnership status, gender reassignment, religion or belief, age, race or disability which affects the dignity of anyone at work or creates an intimidating, hostile, degrading, humiliating or offensive environment.

A single incident of unwanted or offensive behaviour can amount to harassment. Some examples are given below, but many forms of behaviour can constitute harassment. These examples are:

• Physical conduct, ranging from touching, pushing or grabbing, to serious assault.

• Verbal or written harassment through jokes, offensive language, defamatory remarks, gossip, threats or letters.

• Unwelcome sexual behaviour, including unwanted suggestions, propositions or advances.

• The sending or displaying of material that is pornographic or obscene, including e-mails, text messages, video clips, photographs, posters, emblems or any other offensive material.

• Inappropriate posts or comments on or via social media commonly known as "cyber bullying".

• Isolation, non-co-operation at work or exclusion from social activities.

• Coercion, including pressure for sexual favours.

• Inappropriate personal contact, including intrusion by pestering or spying.

It should be noted that it is the impact of the behaviour that is relevant and not solely the motive or intent behind it.

Definition of bullying

Bullying is persistent, offensive, abusive, intimidating or insulting behaviour, which, through the abuse of power, makes the recipient feel upset, threatened, humiliated or vulnerable.

Bullying can be a form of harassment and can undermine an individual's self-confidence and self-esteem, and cause them to suffer stress.

Bullying can take the form of physical, verbal and non-verbal conduct. As with harassment, there are many examples of bullying, which can include:

• Shouting at or humiliating others.

• High-handed or oppressive levels of supervision.

• Unjustified, offensive and/or insulting remarks about performance.

• Excluding anyone from meetings, events or communications without good cause.

• Physical or emotional threats.

Bullying can occur in and outside of the workplace at events connected to the workplace, such as social functions or business trips.

Raising a complaint of harassment or bullying

In order to raise a complaint of harassment or bullying, please refer to the grievance procedure.

Anti-bribery policy

• This anti-bribery policy exists to set out the responsibilities of Reddico and those who work for us in regards to observing and upholding our zero-tolerance position on bribery and corruption.

• It also exists to act as a source of information and guidance for those working for Reddico. It helps them recognise and deal with bribery and corruption issues, as well as understand their responsibilities.

Policy statement

• Reddico is committed to conducting business in an ethical and honest manner, and is committed to implementing and enforcing systems that ensure bribery is prevented. Reddico has zero-tolerance for bribery and corrupt activities. We are committed to acting professionally, fairly, and with integrity in all business dealings and relationships, wherever in the country we operate.

• Reddico will constantly uphold all laws relating to anti-bribery and corruption in all the jurisdictions in which we operate. We are bound by the laws of the UK, including the Bribery Act 2010, in regards to our conduct both at home and abroad.

• Reddico recognises that bribery and corruption are punishable by up to ten years of imprisonment and a fine. If our company is discovered to have taken part in corrupt activities, we may be subjected to an unlimited fine, be excluded from tendering for public contracts, and face serious damage to our reputation. It is with this in mind that we commit to preventing bribery and corruption in our business, and take our legal responsibilities seriously.

Who is covered by the policy?

• This anti-bribery policy applies to all employees (whether temporary, fixed-term, or permanent), consultants, contractors, trainees, seconded staff, home workers, casual workers, agency staff, volunteers, interns, agents, sponsors, or any other person or persons associated with us (including third parties), or any of our subsidiaries or their employees, no matter where they are located (within or outside of the UK). The policy also applies to Officers, Trustees, Board, and/or Committee members at any level.

• In the context of this policy, third-party refers to any individual or organisation our company meets and works with. It refers to actual and potential clients, customers, suppliers, distributors, business contacts, agents, advisers, and government and public bodies – this includes their advisors, representatives and officials, politicians, and public parties.

• Any arrangements our company makes with a third party is subject to clear contractual terms, including specific provisions that require the third party to comply with minimum standards and procedures relating to anti-bribery and corruption.

Definition of bribery

• Bribery refers to the act of offering, giving, promising, asking, agreeing, receiving, accepting, or soliciting something of value or of an advantage so to induce or influence an action or decision.

• A bribe refers to any inducement, reward, or object/item of value offered to another individual in order to gain commercial, contractual, regulatory, or personal advantage.

• Bribery is not limited to the act of offering a bribe. If an individual is on the receiving end of a bribe and they accept it, they are also breaking the law.

• Bribery is illegal. Employees must not engage in any form of bribery, whether it be directly, passively (as described above), or through a third party (such as an agent or distributor). They must not bribe a foreign public official anywhere in the world. They must not accept bribes in any degree and if they are uncertain about whether something is a bribe or a gift or act of hospitality, they must seek further advice from the company’s HR representative.

What is and what is NOT acceptable?

Gifts and hospitality

Reddico accepts normal and appropriate gestures of hospitality and goodwill (whether given to/received from third parties) so long as the giving or receiving of gifts meets the following requirements:

• It is not made with the intention of influencing the party to whom it is being given, to obtain or reward the retention of a business or a business advantage, or as an explicit or implicit exchange for favours or benefits.

• It is not made with the suggestion that a return favour is expected.

• It is in compliance with local law.

• It is given in the name of the company, not in an individual’s name.

• It does not include cash or a cash equivalent (e.g. a voucher or gift certificate).

• It is appropriate for the circumstances (e.g. giving small gifts around

• Christmas or as a small thank you to a company for helping with a large project upon completion).

• It is of an appropriate type and value and given at an appropriate time, taking into account the reason for the gift.

• It is given/received openly, not secretly.

• It is not selectively given to a key, influential person, clearly with the intention of directly influencing them.

• It is not above a certain excessive value, as pre-determined by the company’s HR representative (usually in excess of £100).

• It is not offered to, or accepted from, a government official or representative or politician or political party, without the prior approval of the company’s HR representative.

• Where it is inappropriate to decline the offer of a gift (i.e. when meeting with an individual of a certain religion/culture who may take offence), the gift may be accepted so long as it is declared to the HR representative, who will assess the circumstances.

• Reddico recognises that the practice of giving and receiving business gifts varies between countries, regions, cultures, and religions, so definitions of what is acceptable and not acceptable will inevitably differ for each.

• As good practice, gifts given and received should always be disclosed to the HR representative. Gifts from suppliers should always be disclosed.

• The intention behind a gift being given/received should always be considered. If there is any uncertainty, the advice of the HR representative should be sought.

• Facilitation Payments and Kickbacks.

Reddico does not accept and will not make any form of facilitation payments of any nature. We recognise that facilitation payments are a form of bribery that involves expediting or facilitating the performance of a public official for a routine governmental action. We recognise that they tend to be made by low level officials with the intention of securing or speeding up the performance of a certain duty or action.

Reddico does not allow kickbacks to be made or accepted. We recognise that kickbacks are typically made in exchange for a business favour or advantage.

Reddico recognises that, despite our strict policy on facilitation payments and kickbacks, employees may face a situation where avoiding a facilitation payment or kickback may put their/their family’s personal security at risk. Under these circumstances, the following steps must be taken:

• Keep any amount to the minimum.

• Ask for a receipt, detailing the amount and reason for the payment.

• Create a record concerning the payment.

• Report this incident to HR.

Political Contributions

Reddico will not make donations, whether in cash, kind, or by any other means, to support any political parties or candidates. We recognise this may be perceived as an attempt to gain an improper business advantage.

Charitable Contributions

Reddico accepts (and indeed encourages) the act of donating to charities – whether through services, knowledge, time, or direct financial contributions (cash or otherwise) – and agrees to disclose all charitable contributions it makes.

• Employees must be careful to ensure that charitable contributions are not used to facilitate and conceal acts of bribery.

• We will ensure that all charitable donations made are legal and ethical under local laws and practices, and that donations are not offered/made without the approval of the HR representative.

Employee Responsibilities

•  As an employee of Reddico, you must ensure that you read, understand, and comply with the information contained within this policy, and with any training or other anti-bribery and corruption information you are given.

• All employees and those under our control are equally responsible for the prevention, detection, and reporting of bribery and other forms of corruption. They are required to avoid any activities that could lead to, or imply, a breach of this anti-bribery policy.

• If you have reason to believe or suspect that an instance of bribery or corruption has occurred or will occur in the future that breaches this policy, you must notify the HR representative.

• If any employee breaches this policy, they will face disciplinary action and could face dismissal for gross misconduct. Reddico has the right to terminate a contractual relationship with an employee if they breach this anti-bribery policy.

What happens if I need to raise a concern?

If you suspect that there is an instance of bribery or corrupt activities occurring in relation to Reddico, you are encouraged to raise your concerns at as early a stage as possible. If you’re uncertain about whether a certain action or behaviour can be considered bribery or corruption, you should speak to the HR representative, or a director.

• Reddico will familiarise all employees with its whistleblowing procedures so employees can vocalise their concerns swiftly and confidentially.

• What to do if you are a victim of bribery or corruption

You must tell your HR representative as soon as possible if you are offered a bribe by anyone, if you are asked to make one, if you suspect that you may be bribed or asked to make a bribe in the near future, or if you have reason to believe that you are a victim of another corrupt activity.

Protection

If you refuse to accept or offer a bribe or you report a concern relating to potential act(s) of bribery or corruption, Reddico understands that you may feel worried about potential repercussions. Reddico will support anyone who raises concerns in good faith under this policy, even if investigation finds that they were mistaken.

• Reddico will ensure that no one suffers any detrimental treatment as a result of refusing to accept or offer a bribe or other corrupt activities or because they reported a concern relating to potential act(s) of bribery or corruption.

• Detrimental treatment refers to dismissal, disciplinary action, treats, or unfavourable treatment in relation to the concern the individual raised.

• If you have reason to believe you’ve been subjected to unjust treatment as a result of a concern or refusal to accept a bribe, you should inform the HR representative immediately.

Training and communication

• Reddico will provide training on this policy as part of the induction process for all new employees. Employees will also receive regular, relevant training on how to adhere to this policy, and will be asked annually to formally accept that they will comply with this policy.

• Reddico’s anti-bribery and corruption policy and zero-tolerance attitude will be clearly communicated to all suppliers, contractors, business partners, and any third-parties at the outset of business relations, and as appropriate thereafter.

• Reddico will provide relevant anti-bribery and corruption training to employees etc. where we feel their knowledge of how to comply with the Bribery Act needs to be enhanced. As good practice, all businesses should provide their employees with anti-bribery training where there is a potential risk of facing bribery or corruption during work activities.

Record keeping

Reddico will keep detailed and accurate financial records, and will have appropriate internal controls in place to act as evidence for all payments made. We will declare and keep a written record of the amount and reason for hospitality or gifts accepted and given, and understand that gifts and acts of hospitality are subject to managerial review.

Monitoring and reviewing

• Reddico’s HR representative is responsible for monitoring the effectiveness of this policy and will review the implementation of it on a regular basis. They will assess its suitability, adequacy, and effectiveness.

• Internal control systems and procedures designed to prevent bribery and corruption are subject to regular audits to ensure that they are effective in practice.

• Any need for improvements will be applied as soon as possible. Employees are encouraged to offer their feedback on this policy if they have any suggestions for how it may be improved. Feedback of this nature should be addressed to the HR representative.

• This policy does not form part of an employee’s contract of employment and Reddico may amend it at any time so to improve its effectiveness at combatting bribery and corruption.

Public Interest Disclosure (‘Whistleblowing’)

Whistleblowing is the reporting of wrongdoing that is illegal or severely unethical within Reddico.

We constantly strive to safeguard and act in the interest of the public and our team. It is important to us that any fraud, misconduct or wrongdoing, by team members or other parties, is reported and properly addressed.

This policy applies to the whole team and all people associated with Reddico, who are encouraged to raise concerns in a responsible manner. We prefer that a concern is raised and dealt with properly, rather than kept quiet.

You are encouraged to bring attention to any of the following: 

• A criminal offence

• A failure to comply with any legal obligation

• A miscarriage of justice

• A danger to the health and safety of any individual

• Any potential, or probable damage caused to the environment 

• An attempt to conceal information on any of the above

The raising of a concern will be covered by this policy provided you have a reasonable belief that it is in the public interest to do so.

How to raise a concern

All concerns in regards to this policy, should be raised directly with the Managing Director. If for whatever reason this isn’t possible, you should direct your concern to a HR representative. 

You should ensure to include:

• The concern and why you believe it to be true.

• Any background or historical information.

• Supporting evidence. 

Any concerns raised will be responded to and addressed as quickly as possible, and may be: 

• Investigated by management, or through the disciplinary or grievance process.

• Referred to the police.

If you are not satisfied with the outcome of the investigation, or you feel the matter should

be dealt with outside of Reddico, you can contact: 

• The police.

• A trade union representative.

• Other legal avenues. 

More information on whistleblowing and reporting an issue, is available on the government website.

Modern slavery

Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person's liberty by another in order to exploit them for personal or commercial gain. 

We have a zero-tolerance approach to modern slavery and we are committed to acting ethically and with integrity in all our business dealings and relationships, and to implement and enforce effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or our supply chain. 

We are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chain. We expect the same high standards from all of our contractors, suppliers and other business partners. As part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude and we expect that our suppliers will hold their own suppliers to the same high standards. 

Compliance

The prevention, detection and reporting of modern slavery in any part of our business or supply chain is the responsibility of all those working for us or under our control. You are required to avoid any activity that might lead to, or suggest, a breach of this policy. 

You must notify Reddico’s Managing Director or a HR representative as soon as possible if you believe or suspect that a conflict with this policy has occurred, or may occur in the future. 

If you are unsure about whether a particular act, the treatment of workers more generally, or their working conditions within any tier of our supply chain constitutes any of the various forms of modern slavery, please raise it with Reddico’s Managing Director or a HR representative. 

We aim 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. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any part of our supply chain. If you believe that you have suffered any such treatment, you should inform us immediately. 

Breach of policy

Any team member who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct. 

We may terminate our relationship with other individuals and organisations working on our behalf if they breach this policy. 

Working in the office

If you’re working in the Reddico office, you have a duty of care to yourself and your team to ensure you’re working in a safe and healthy way. 

Everyone has the responsibility to: 

• Take reasonable care of their own safety

• Take reasonable care of the safety of others affected by what we do or fail to do

• Not to interfere with or misuse, intentionally or recklessly, anything provided in the interests of safety

• Co-operate so that we as individuals and our organisation can fulfil our legal duties e.g. comply with our safety rules

• Set a good personal example in relation to health and safety

Eye Care

With our private health insurance, you're eligible for up to £500 per plan year with Vision Express, or up to £300 per plan year with any other provider.

Display Screen Equipment (DSE) & working posture

In line with government recommendations, please follow the guidelines set out below when working in the office or at home: 

• Screen at least 18 inches from your face

• Height of screen just below your eye level

• Angled to approximately 10-20 degrees from vertical

• A wrist pad should be used for those who complete extensive typing

• When you’re working, your back needs to be supported, your knees should be level with your hips and your feet flat on the floor or on a footrest

• Everything you need should be within easy reach

• Your arms should be comfortable when you are working with the keyboard and the mouse

 Everyone in the team has access to a working from home budget. This means you’re able to buy what you need to work from home safely and effectively.

Ergonomic policy

Ergonomics is the science of designing the workstation to fit within the capabilities and limitations of any team member. The goal of office ergonomics is to design your office work station so that it fits you and allows for a comfortable working environment for maximum productivity and efficiency.

This policy applies to everyone in the company. The HR team is available to assist in: 

• Identifying ergonomic issues

• Training team members on ergonomic issues identified and recommended practices

• Completing assessments

• Implementing solutions 

• Providing resources for up-to-date information

Team member responsibilities

To read the ergonomic work set-up guide which covers the following areas:  

• Setting up your workstation

• Posture 

• Equipment recommendations

• Workstation exercises and stretches

The aim of this guide is to increase awareness of ergonomic issues that can arise from the working environment and what you can do to reduce the risk. 

When modifying your home set-up, it’s important to remember that Reddico has a budget available for you to use. We also ask that you consider eco-friendly options when considering purchases, to help with our environmental impact. 

If anyone in the company is experiencing any signs or symptoms of musculoskeletal disorders, they should report their symptoms to the HR team to advise on the next steps.

Obtaining Assistance
Any member of the team may request an ergonomic assessment of work area(s) or work process(es) by contacting HR. The team will conduct an ergonomic evaluation and provide written documentation for eliminating or reducing ergonomic risk factors to the employee and their supervisor.

Reddico is aware of its obligations under the General Data Protection Regulation (GDPR) and is committed to processing data securely and transparently. This privacy notice sets out, in line with GDPR, the types of data that we hold on team members of Reddico. It also sets out how we use that information, how long we keep it for and other relevant information about your data.

Data controller details

Reddico is a data controller, meaning that it determines the processes to be used when using your personal data. We are also registered with the Information Commissioner’s Office (ICO).

Our contact details are as follows:

Avalon, Oxford Road, Bournemouth, England, BH8 8EZ

dpo@reddico.co.uk 

Data protection principles

In relation to your personal data, we will:

• Process it fairly, lawfully and in a clear, transparent way.

• Collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you.

• Only use it in the way that we have told you about.

• Ensure it is correct and up-to-date.

• Keep your data for only as long as we need it.

• Process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.

Types of data held

Personal data is kept in personnel files or within HR systems. The following types of data may be held, as appropriate, on relevant individuals:

• Name, address, phone numbers - for individual and next of kin.

• CVs and other information gathered during recruitment.

• References from former employers.

• National Insurance numbers.

• Job title, job descriptions and pay grades.

• Conduct issues such as letters of concern or disciplinary proceedings.

• Holiday records.

• Internal performance information.

• Medical or health information.

• Sickness absence records.

• Tax codes.

• Terms and conditions of employment.

• Training details.

How we collect data

We collect data about you in a variety of ways, usually starting with recruitment. This includes the information you would normally include in a CV or a recruitment cover letter, or notes made by our recruitment administrators during an interview. 

Further information will be collected directly from you when you complete forms at the start of your employment. For example, your bank and emergency contact details. Other details may be collected directly from you in the form of official documents such as your driving licence, passport or other right to work evidence.

In some cases, we will collect data about you from third parties, such as former employers.

Personal data is kept in personnel files or within Reddico’s HR and IT systems.

Why we process your data

All processing falls into one of the permitted reasons. For example, we need to collect your personal data in order to: Carry out the employment contract that we have entered into with you and ensure you are paid.

We also need to collect your data to ensure we are complying with legal requirements such as:

• Ensuring tax and National Insurance is paid.

• Carrying out checks in relation to your right to work in the UK.

• Making reasonable adjustments for disabled employees.

Special categories of data

Special categories of data are data relating to your:

• Health

• Sex life

• Sexual orientation

• Race

• Ethnic origin

• Political opinion

• Religion

• Genetic and biometric data

We must process special categories of data in accordance with more stringent guidelines. Most commonly, we will process special categories of data when the following applies:

• You have given explicit consent to the processing

• We must process the data in order to carry out our legal obligations

• We must process data for reasons of substantial public interest

• You have already made the data public.

We will use your special category data:

• For the purposes of equal opportunities monitoring

• In our sickness absence management procedures

• To determine reasonable adjustments

 We do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. However, we may ask for your consent to allow us to process certain particularly sensitive data.  

Sharing your data

Your data will be shared with colleagues within Reddico where it is necessary for them to undertake their duties. This includes, for example, the HR department for maintaining personnel records and the payroll department for administering payment under your contract of employment.

Reddico reserve the right to use alternative providers at their discretion in accordance with your contract.

We may also share your data with third parties as part of a company sale or restructure, or for other reasons to comply with a legal obligation upon us. 

How long we keep your data for

In line with data protection principles, we only keep your data for as long as we need it, which will be at least for the duration of your employment with us, though in some cases we will keep your data for a period after your employment has ended. This can be up to six years for some parts of your data. 

Access to data

To access the personal data we hold on file about you, please email dpo@reddico.co.uk 

The subject access process will be followed accordingly.

Reddico Digital is ISO 27001 certified, meaning we uphold the highest standards of information security. This includes the management of financial information, intellectual property, team member details and information trusted by a third party.

Our ISO 27001 certificate can be viewed here.

The security and integrity of our IT Systems is a priority for Reddico Digital.  All employees and any authorised third parties, including without limitation, sub-contractors, consultants and contractors (together “users”) are expected to comply with this policy, updated from time to time.

1. Stakeholder Responsibilities

Reddico Digital's IT Department shall be responsible for carrying out the installation, ongoing maintenance (including without limitation, any upgrades or repairs) and ensuring the security and integrity of the IT Systems, either directly or, via an authorised third party.  Accordingly, the IT Department is responsible for data stored on the IT Systems, unless otherwise stated.

In furtherance of the section above, the IT Department shall be responsible for:

• Investigating any security breaches and / or misconduct..

• Regularly reviewing IT security standards and ensuring the effective implementation of such standards, by way of periodic audits and risk assessments.

• Ensuring organisational management and dedicated staff responsible for the development, implementation and maintenance of this policy.

• Providing assistance as necessary to users to help them in their understanding and compliance with this policy, as well as keeping all Users aware and up to date with all applicable laws including, without limitation, the GDPR and the Computer Misuse Act 1990.

• Providing adequate training and support in relation to IT security matters and use of the IT Systems, to all Users

• Ensuring that the access to IT Systems granted to all users takes into account their job role, responsibilities and any additional security requirements, so that only necessary access is granted for each user.

• Dealing with all reports, whether from users or otherwise, relating to IT security matters and carrying out a suitable response for the situation.

• Implementing appropriate password controls.

• Maintaining a complete list of all hardware items within the IT Systems. All such hardware shall be labelled and the corresponding data shall be kept by the IT and finance department.

• Ensuring compliance with all IT security standards set out in ISO 27001.

  
  

The users shall be responsible for:

• Informing the IT Department immediately of any actual or potential security breaches or concerns relating to the IT Systems.

• Informing the IT Department immediately in respect of any technical or functional errors experienced relating to the IT Systems.

• Complying with this policy and all laws applicable to the users relating to their use of the IT Systems.

• Users must not attempt to resolve an IT security breach on their own without consulting the IT Department first.

2. Access to IT Systems

There shall be logical access controls designed to manage electronic access to data and IT System functionality based on authority levels and job functions, (e.g. granting access on a need-to-know and least privilege basis, use of unique IDs and passwords for all users, periodic review and revoking/changing access promptly when employment terminates or changes in job functions occur).

All IT Systems shall only be accessible by a secure log-in system as deemed suitable by the IT Department.

The IT Department shall conduct regular system audits or event logging and related monitoring procedures to proactively record user access and activity on the IT Systems for routine review.

3. Passwords

The IT Department shall implement password controls designed to manage and control password strength, expiration and usage including prohibiting users from sharing passwords and requiring that the company passwords that are assigned to users:

• Be at least 12 characters in length.

• Not be stored in readable format on Reddico's IT Systems.

• Must be changed every six months.

• Must have defined complexity.

• Must have a history threshold to prevent reuse of recent passwords.

• Must be kept confidential.

• Two-factor authentication is also mandatory across all of Reddico's Google users.

  
  

4. Hardware

All mobile devices (including, without limitation, laptops, tablets and mobile telephones) should be kept securely by users using secure cases where appropriate. Users should not leave such mobile devices unattended other than at their homes or business premises.

All non-mobile devices (including, without limitation, desktop computers, workstations and monitors) shall, wherever possible and practical, be secured in place with a suitable locking mechanism.

Users are not permitted to connect any of their personal hardware to the IT Systems without the express approval of the IT Department.

5. Software

All software installation on to the IT Systems shall be the responsibility of the IT Department.  Users are not permitted to install any software on to the IT Systems unless expressly approved in writing by the IT Department.

All software installed on to the IT Systems shall be kept sufficiently up to date in order to ensure that the security and integrity of the IT Systems is not compromised.

6. Vulnerability Assessment and Anti-Virus

The IT Department shall carry out regular vulnerability assessments, and utilise patch management, threat protection technologies and scheduled monitoring to identify, assess, mitigate and protect against identified security threats, viruses and other malicious code.

7. Data Protection

The collection, holding and processing of all personal data (as defined in the General Data Protection Regulation 2016(“GDPR”)) by Reddico will be carried out in compliance with (i) the GDPR and (ii) Reddico's own Data Protection Policy.

Reddico Digital is registered with the International Commissioner’s Office as both a data controller and data processor. Full information on data protection can be found in our handbook.

The following constitutes guidelines for all employees when it comes to data protection:

• Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely.  The email itself should be deleted.  All temporary files associated therewith should also be deleted.

• If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it.

• No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of Reddico where the party in question has agreed to comply fully with this policy. All contracts include GDPR and data protection clauses.

• Where any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of.  Hardcopies should be shredded, and electronic copies should be deleted securely.

• The IT Department shall ensure that it has in place appropriate technical and organisational measures, to protect against unauthorised or unlawful processing of personal data.

• All personal data stored electronically should be backed up every 90 days with backups stored on Google Cloud. All backups should be encrypted.

• All electronic copies of personal data should be stored securely using passwords and data encryption.

• Only users that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by Reddico.

• All users that have access to, and handle personal data on Reddico's behalf, shall adhere to Reddico's Data Protection Policy.

8. Business Continuity

Reddico has in place adequate business resiliency/continuity and disaster recovery procedures designed to maintain any information and the supply of any service and/or recovery from foreseeable emergency situations or disasters.

This is covered in Reddico’s ISO 27001 compliance. 

9. Further Action

Failure to comply with the guidelines set out in this policy could result in escalation through our disciplinary procedure.

Introductory statement

Reddico is committed to conducting business in accordance with the highest standards of business ethics and complying with applicable laws, rules and regulations. In furtherance of this commitment, the Board of Directors (the “Board”) promotes ethical behaviour, and has adopted this Code of Business Conduct and Ethics for Directors (“Code”).

Every Director must:

• represent the interests of the shareholders of Reddico

• exhibit high standards of integrity, commitment and independence of thought and judgment;

• dedicate sufficient time, energy and attention to ensure the diligent performance of his or her duties; and

• comply with every provision of this Code.

Conflicts of interest 

Directors must avoid conflicts of interest. A conflict of interest occurs when an individual’s private interest interferes in any way with the interests of the company or any of its subsidiary and affiliated companies (collectively, the “Company”). A conflict of interest may also arise when a Director, or a member of his or her immediate family*, receives improper personal benefits as a result of his or her position in the Company. Directors should also be mindful of, and seek to avoid, conduct which could reasonably be construed as creating an appearance of a conflict of interest.

While the Code does not attempt to describe all possible conflicts of interest that could develop, the following are examples of conflicts of interest:

• receiving loans or guarantees of obligations as a result of one’s position as a Director;

• engaging in conduct or activity that improperly interferes with the Company’s existing or prospective business relations with a third party;

• accepting bribes, kickbacks or any other improper payments for services relating to the conduct of the business of the Company; and

• accepting, or having a member of a Director’s immediate family accept, a gift from persons or entities that deal with the Company, in cases where the gift is being made in order to influence the Directors’ actions as a member of the Board, or where acceptance of the gift could otherwise reasonably create the appearance of a conflict of interest.

Any question about a Director’s actual or potential conflict of interest with the Company should be brought promptly to the attention of the Chairman of the Board, who will review the question and determine an appropriate course of action, including whether consideration or action by the full board is necessary. Directors involved in any conflict or potential conflict situations shall recuse themselves from any decision relating thereto.

Business relationships with directors

For the purpose of minimising the risk of conflicts of interest, the Board shall adopt a policy providing for the review of transactions with the Company or any of its affiliates in which any Director (including and member of a Director’s immediate family) has a direct or indirect material interest.

Use of corporate information, opportunities and assets 

Directors may not compete with the Company, or use opportunities that are discovered through the use of Company property, Company information or position, for their personal benefit or the benefit of persons or entities outside the Company. No Director may improperly use or waste any Company asset.

Confidentiality

Pursuant to their fiduciary duties of loyalty and care, Directors are required to protect and hold confidential all non-public information obtained due to their directorship position absent the express or implied permission of the Board of Directors to disclose such information. Accordingly,

• no Director shall use Confidential Information for his or her own personal benefit or to benefit persons or entities outside the Company; and

• no Director shall disclose Confidential Information outside the Company, either during or after his or her service as a Director of the Company, except with authorisation of the Board of Directors or as may be otherwise required by law.

“Confidential Information” is all non-public information entrusted to or obtained by a Director by reason of his or her position as a Director of the Company. It includes, but is not limited to, non-public information that might be of use to competitors or harmful to the Company or its customers if disclosed, such as:

non-public information about the Company’s financial condition, prospects or plans, its marketing and sales programs and research and development information, as well as information relating to mergers and acquisitions, stock splits and divestitures;

non-public information concerning possible transactions with other companies or information about the Company’s customers, suppliers or joint venture partners, which the Company is under an obligation to maintain as confidential; and

non-public information about discussions and deliberations relating to business issues and decisions, between and among employees, officers and Directors.

Compliance with laws, rules and regulations 

The Company requires strict compliance by all its Directors with applicable laws, rules and regulations. 

Fair dealing

Directors must deal fairly with the Company’s employees, customers, suppliers and competitors. No Director may take unfair advantage of the Company’s employees, customers, suppliers, or competitors through manipulation, concealment, abuse of privileged information, misrepresentation of material facts, or any other unfair-dealing practice.

Accountability

The Code referred to herein is mandatory and applies to all Directors, who are accountable for compliance with the Code.

Directors should communicate any suspected violations of this Code promptly to the Chairman of the Board. Suspected violations will be investigated by or at the direction of the Board, and appropriate action will be taken in the event that a violation is confirmed.

Waiver

Any waiver of any provision of the Code may be made only by the Board, and must be promptly disclosed to the Company’s shareholders as required by applicable law or securities exchange regulations.

Why do we need financial controls/processes?

Financial controls/processes are implemented to monitor, control and achieve financial goals and obligations and to ensure accuracy and reliability across all finance reports to:

• Control risk

• Identify financial issues/red flags

• Operate efficiently

• Eliminate fraudulent and unlawful activities

• Generate timely, reliable and accurate reporting

• Measure progress towards business objectives and goals

• Comply with applicable government regulations

• Reassure shareholders

• Allow full transparency

• Safeguard assets

• Review performance

Separation of Duties

There is a clear split of responsibilities within the finance department, as per the roles and responsibilities record.  This split allows cross checking of all tasks.

We outsource the payroll to an expert payroll consultant to allow us to check for any errors before payments are made, and also to ensure we comply with all latest government payroll regulations.

Access Controls 

• Accounting System (Xero)

Restricted access to our accounting system. Just two people within finance and our external accountant have access.

Each authorised user has a unique login and password using Multi-Factor Authentication (MFA).  For more information see www.Xero.com.

• Online Banking (Barclays)

Restricted access to our online banking. Just two people within finance and two shareholders have access – all of which had to go through an ID verification application process, authorised by the main shareholder.

Each authorised user requires PINsentry for all logins.

No bank debit or credit cards are issued within the company.

• Spend Process (Spendesk)

We use a spend control platform called Spendesk to reduce fraud and protect funds.  Restricted access by invite only.

Spendesk uses virtual cards for online spending and physical cards for on the road purchases, both of which are linked to specific team members for more secure online spending. See www.spendesk.com for more information.

Link to Reddico Digital’s Spend Process - Spend Process

Reviews/Monitoring/Reconciling

• Bank accounts are reconciled and reviewed by the shareholders each month.

• Monthly checks are in place to ensure accuracy of S/L & P/L transactions.

• Monthly management reports compiled and reviewed by the shareholders.

• Annual accounts are reviewed/prepared by external accountants.

• Credit checks are carried out on clients prior to engagement.

Fixed Assets

We manage our fixed assets within our accounting system (Xero Fixed Asset Register) which is all automated to eliminate manual errors.

Disposal of company assets under £5k will sit as a responsibility of the finance team. Anything over £5k will need board approval.

Processes/Checklists

• Every process/task within finance is processed.

• Automation is key within finance to eliminate manual errors.

• Monthly checklists in place to ensure all tasks are completed timely.

• All finance staff complete anti bribery training.

Data Backups

All files within our accounting system (Xero) are backed up to the cloud. We also keep records of transactions to our internal Drive.

All files within Spendesk are backed up and we also export all invoices/receipts monthly to our internal Drive.