Sustainability & environmental management
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.
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.
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
Our work-from-anywhere policy means there is no requirement to travel to or work from the office.
If you are attending the office for a team meeting or coming in specifically to meet others, consider car sharing where possible.
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.
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.
All agency meetings are available via Zoom – no office attendance is required.
Meeting clients or suppliers
The virtual option is our default position for meetings as a way of reducing our impact as a business on the environment.
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)?
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.
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
Consider sustainable ways to travel to and from Reddicons, including car sharing or public transport.
We’ll highlight public transport options for where they are available and feasible to help make this easier.
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
Consider if there is an option to attend the event virtually.
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.
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
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 tech 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.
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 by the tech department.
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 tech 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.
More information on whistleblowing and reporting an issue, is available on the government website.
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.
Equal opportunities and diversity policy
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 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.
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.
You will be paid for every day of sick leave you take at Reddico. We trust people to be honest and open with us, and want you to return to work when you’re better. If you’re sick and unable to work, please:
Inform HR so it can be logged for our responsibility purposes.
Inform your immediate team (where possible).
When you return to work, PeopleHR will automatically create a return to work form.
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. We may also ask for medical certificates during long periods of time off.
Absence and termination of employment
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 periodically. 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.
In any instances where a disciplinary process is used, employment rights will be upheld at all times. You will have the right to:
Know the case against you
Due consideration of the case
Be accompanied to meetings
Before any disciplinary procedure, we will carry out a thorough investigation. This is a fact-finding process and may involve gathering detailed information, formal interviews, and written statements.
Informal pre-disciplinary discussion
Before any formal disciplinary procedure, a pre-disciplinary discussion will be held.
Minor misconduct, poor performance or minor breaches of rules will normally result in an informal warning being given. This will be recorded. If that approach is not successful, we may escalate it to the formal disciplinary procedure.
The disciplinary procedure
This procedure will be used where there has been a breach of conduct rules or poor performance that have not been remedied by an informal warning. Normally, the procedure will follow the steps listed below, although it is acceptable to move directly to steps two or three if a case is sufficiently serious.
You will have the option to have a representative present at each stage.
Step one: First written warning
A first written warning will be applied where the matters of concern are substantiated. A record of the first written warning will be given to the team member and a copy will be retained on the personnel file for 6 months unless there is repetition within this period.
Step two: Final written warning
A final written warning will be applied where the matters of concern are substantiated. A record of the final written warning will be given and a copy will be retained on the personnel file for 12 months unless there is repetition within this period. The team member will be informed further misconduct within the specified period may result in their dismissal.
Step three: Dismissal or action short of dismissal
Someone will be dismissed if they have failed to improve during the previous steps. In the event of a gross misconduct allegation, we may enter the process at step three and dismissal for first offence.
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.
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.
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.
Code of Ethics
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.
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.
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.
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.
Bribery is the offering or accepting of any gift, loan, payment, reward or advantage for personal gain as an encouragement to do something which is dishonest, illegal or a breach of trust.
Bribery is a criminal offence. We prohibit any form of bribery. We require compliance from everyone connected with our business, with the highest ethical standards and anti-bribery laws applicable. Integrity and transparency are of utmost importance to us and we have a zero-tolerance attitude towards corrupt activities of any kind, whether committed by team members or by third parties acting for or on our behalf.
It is also a criminal offence to:
Offer a bribe.
Accept a bribe.
As a commercial organisation, to fail to prevent a bribe.
If you are found guilty by a court of committing bribery, you could face up to 10 years in prison and/or an unlimited fine. Reddico could also face prosecution and be liable to pay a fine.
Please note, all team members complete an anti-bribery training course during the early stages of their onboarding.
Gifts and hospitality
We realise the giving and receiving of gifts and hospitality where nothing is expected in return helps form positive relationships with third parties where it is proportionate and properly recorded. This does not constitute bribery and consequently such actions are not considered a breach of this policy.
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.
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:
A trade union representative.
Other legal avenues.
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.
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.
Health & safety 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
You’re eligible for up to £25 for an eye test. You can use Spendesk to pay for this.
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.
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:
Reddico Digital, Moat Farm Oast, Five Oak Green, Tonbridge, Kent, TN12 6RR
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.
Internal performance information.
Medical or health information.
Sickness absence records.
Terms and conditions of employment.
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:
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 email@example.com
The subject access process will be followed accordingly.
Information Security Management statement (ISO 27001)
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.
Quality Management (ISO 9001)
Reddico Digital is ISO 9001 certified, meaning we uphold the highest standards of quality management for our products and services, ensuring we’re able to consistently deliver on customer expectations.
Our ISO 9001 certificate can be viewed here.
Code of business conduct and ethics for directors
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.
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.
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.
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.
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:
Identify financial issues/red flags
Eliminate fraudulent and unlawful activities
Generate timely, reliable and accurate reporting
Measure progress towards business objectives and goals
Comply with applicable government regulations
Allow full transparency
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.
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
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.
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.
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.
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.