Emava Company Handbook Contents
Section Page
1. Introduction 1
2. General Information 2-3
3. Hours of Work 3
4. Pay 4
5. Expenses 4
6. Deductions 4
7. Annual Leave 5
8. Public Holidays 5
9. Notification of Sickness or Other Absence 6
10. Sick Pay 7
11. Disciplinary Procedure 8-9
12. Grievance Procedure 10
13. Whistle Blowing 11
14. Minimum Standards of Conduct 12
15. Confidentiality 13
16. Dress Code 14
17. Alcohol and Drug Abuse Policy 15
18. Salon Search Procedure 16
19. No Smoking Policy 16
20. Other Employment 16
21. Driving As Part of Your Employment 17
22. Health and Safety 18
23. Equal Opportunities Policy 19
24. Policy Statement on Harassment and Bullying At Work 20
25. Workplace Stress 21
26. IT & Communications Policy 22-25
27. Changes to Your Terms of Employment 26
28. Maternity policy 27-30
29. Paternity policy 31-36
30. Adoption policy 37-40
31. Flexible working policy 41-44
32. Ending Your Employment 45
33. Post Termination Obligations 46
34. Pensions and Retirement 47
1. Introduction
1.1 1.2 1.3 1.4 1.5 1.6 1.7 The purpose of this Handbook is to set out the rules and procedures that are in place to ensure the smooth, safe and efficient
operation of the business so that everyone benefits. It is designed to promote a culture of openness, transparency and good
communication and to encourage effective team work and a clear understanding of the basic rules that we must all follow in
order to create and maintain a successful enterprise.
This Handbook is not a contractual document and the rules within do not form part of your contract of employment.
These rules may be changed or updated from time to time, to keep up with changes in legislation and to accommodate
developments in the way the Salon carries out its business. Whenever possible, you will be given advance notice of any
changes that materially affect you.
The Salon has endeavoured to place most of the rules and polices within this Handbook. However, from time to time new
polices may be introduced and it will not be possible to immediately incorporate them into a new version of the Handbook. If
new polices are introduced the Salon will inform you at the relevant time.
Failure to adhere to the Salon’s rules, procedures and policies will result in disciplinary action (which may include dismissal)
in accordance with the Salon’s Disciplinary Procedure.
There is an obligation upon you (as an employee) to take time to read this Handbook and ensure you understand it. If you do
not understand any aspect of the Handbook you should not be embarrassed and you should approach your line manager who
will be happy to answer any of your questions.
Feedback and suggestions about the contents of this Handbook are welcomed. Please provide them in writing to your
Manager.
12. General
2.1 Administration/ Starting Your Employment
On your first day you should normally go to your place of work, unless otherwise stated in your letter of appointment.
In order to begin your employment, you will need to have supplied the following documents and information:
• Original documentary evidence of your right to work in the UK (required for the purpose of our obligations under the
Asylum and Immigration Act 2004). Normally this will be your passport.
• (Drivers only): Your original driving licence (this will be copied)
• One copy of the signed contract terms
• One copy of the signed Apprenticeship Deed (If applicable)
• Your P45 (or complete a P46 which will be supplied to you)
• National Insurance number and bank details for payroll administration purposes.
Please bring original documents where requested. We will take copies which will be held on your personnel file and we will
return the originals to you.
In the case of drivers, note that you will be required to produce your driving licence from time to time during your
employment, so that the record can be updated.
As an employer, we are obliged by the terms of the Asylum and Immigration Act to require you to produce proof of your right
to work in the UK as a condition of starting your employment.
2.2 Induction Procedures
You will be given access to this Handbook which you must read in order to familiarise yourself with the rules and procedures
set out in it.
On joining, you will receive training in the Salon’s procedures, including in particular, the Health and Safety and Fire Safety
Procedures. As soon as possible, you will be introduced to your line manager. If you have any questions or concerns as you
settle into your new employment, you should raise them immediately with your line manager, who will do his or her best to
help and support you. Alternatively, you should bring any queries to a Manager who will be pleased to help.
2.3 Place of Employment
You will be required to work in the place specified in your contract of employment. Your contract allows for you to be moved
to a different location on a temporary basis if business needs require. Also, you may be required to permanently work at a
different location.
If any changes to your place of work should take place the Salon will do its best to keep you informed at all stages and give you
as much advanced warning as possible. The Salon will also try to take into account your personal circumstances but makes no
guarantee that your circumstances can always be accommodated.
2.4 Probationary period
Your employment is subject to an initial probationary period of 3 months that can be extended by a further 3 months upon
notice from the employer to the employee. References will be taken up during the probationary period. Your continued
employment will be conditional on satisfactory references.
During your probationary period, your performance and general suitability will be assessed and, if it is satisfactory, your
employment will continue.
At the end of the probationary period, if you have not yet met the required standard, the Salon may decide to extend the
probationary period to give you a further opportunity to satisfy us that you are able to do so. If you fail to improve sufficiently
during the extended probationary period, your employment will be terminated.
If your work performance or suitability for the role is not up to the required standard, we may either take remedial action or
terminate your employment (normally without recourse to the disciplinary procedure). At the end of your probationary period,
you will be assessed and, if satisfactory, your employment will continue and you will no longer be subject to probation.
22.5 Employee Training
At the start of your employment, you will receive the necessary training for your specific job. As your employment progresses,
your skills may be extended to encompass new job activities within the business, depending on our business requirements and
your individual skills and strengths as they develop.
2.6 Performance Review and Staff Appraisal
Our policy is to monitor your work performance on a continuous basis so that we can maximise your strengths, and help you
overcome any possible weaknesses.
Performance targets in your role will be discussed with you and set either: weekly, monthly or quarterly.
Targets are intended to encourage you to maximize your full earning potential. However, be aware that a persistent failure to
meet the targets set for you without reasonable explanation may result in the termination of your employment with the Salon
under the Salon’s disciplinary policy.
Appraisals of staff will be carried out from time to time by the Salon.
3. Hours of Work
3.1 3.2 3.3 3.4 3.5 3.6 3.7 Your hours of work are set out in your contract. Given the nature of our business, you are required to arrive 15 minutes before
the start of each working day so that you can start work promptly.
You will receive a rest break of 20 minutes if your daily working time exceeds 6 hours. If you are 16 or 17 years of age, you will
receive a rest break of 30 minutes if your work time exceeds 4 hours 30 minutes. Rest breaks will be unpaid and do not form
part of your working time.
You may be required to take an unpaid breaks amounting to ½ hour, to be taken at a time designated by your Manager. If this
is the case, you will not otherwise receive a rest break.
The Salon has the right to make reasonable changes to your hours of work.
You will often be expected to work beyond your normal working hours should the workload demand. You will be paid at the
normal hourly rate for any overtime worked. Overtime may only be worked if agreed by the Employer.
The Salon reserves the right temporarily to lay you off without pay or reduce your normal hours of work and to reduce your
pay proportionally on giving you as much advance notice as it can reasonably give if, in the Salon’s opinion, it becomes
necessary to do so. This right is also set out in your contract of employment.
The Salon has the right (also as set out in your contract of employment) to require you to remain away from work on full pay
for such period and on such conditions as the Salon may specify.
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4. Pay
4.1 4.2 4.3 Your wages (and expenses if applicable) are paid calendar four weekly, two weeks in arrears net of tax and national insurance
either directly into your bank or building society or by bacs (as per prior agreement) on the date set out in your contract of
employment, or agreed with your manager.
The Salon normally carries out its pay review annually on the anniversary of the employee’s start date with the Salon. There is
no obligation upon the Salon to increase your wages following any salary review.
You will receive written notice of any change to your pay.
5. Expenses
5.1 5.2 5.3 5.4 5.5 The Salon will reimburse to you all expenses properly incurred by you in the proper performance of your duties if they are
claimed in accordance with this (or another) procedure.
In order to claim expenses they must be incurred as a necessary part of your duties and if there is any doubt you should ask
your Manager for clarification that the expense may be reimbursed.
In order to claim expenses you must complete the appropriate form and attach receipts, vouchers or other evidence of
payment and the form must be signed by your manager. Expenses are to be submitted MONTHLY direct to the accounts office
on the salon expenses claim form to arrive by 20th of each month, for re-imbursement direct into your bank account on
payday each month.
All expenses claims must be made within 1 month of the incurring of the expenditure. Any claims made after this deadline will
not be reimbursed.
Reimbursement of travel expenses will be made up to the maximum allowed by the guidance from HM Revenue and Customs,
but this does not guarantee the Salon will pay the maximum allowed. The Salon will notify you of the changes in these rates as
they occur from time to time.
6. Deductions
6.1 6.2 6.3 In certain circumstances the Salon may need to make deductions from your wages. When you signed your contract of
employment you consented to the Salon making such deductions.
In particular, but without limitation, the Salon might make the following deductions from your pay:
6.2.1 any training costs and expenses, membership subscriptions relating to your personal membership of professional
bodies where you leave the Salon (otherwise than due to redundancy) within 3 months of the Salon incurring those
costs or expenses;
6.2.2 any losses caused to the Salon as a result of either negligence or deliberate wrong doing on your part in the course of
carrying out your duties to the Salon;
6.2.3 any overpayments of wages including holiday taken in excess of your entitlement at the termination of your
employment;
In each case, any such deduction will only take place following an appropriate investigation by the Salon of the circumstances
giving rise to the loss or expenditure.
47. Annual Leave
7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 7.9 The Salon’s holiday year runs from January to December or as otherwise set out in your contract of employment or agreed
with your manager.
You are entitled to 28 working days of holiday per calendar year (reduced pro rata in relation to your part-time hours if you
work part-time) inclusive of all bank and statutory holidays, or such increased amount of holiday set out in your contract of
employment or agreed with your manager.
If you wish to take holiday you will normally need to make your request with four weeks’ notice. The holiday request will be
considered by your Manager who will advise you within two weeks whether your request has been granted.
You should not presume that your request for leave will be approved and make any bookings before your request has been
granted.
You may not take holiday that would mean you are away from work for more than 2 consecutive weeks. Holidays must be
taken at a time that is convenient for the salon. You will not be paid for annual leave taken without prior authorisation.
No unused holiday may be carried forward into a subsequent holiday year and you will not generally receive a payment in lieu
of any unused holiday.
If you start or leave your employment during the holiday year, your holiday entitlement for that holiday year will be calculated
pro rata to the period worked in that holiday year.
Upon termination of your employment, you will be entitled to pay in lieu of any unused holiday entitlement for that holiday
year. If, at the end of your employment, you have already taken holiday in excess of your annual entitlement, you must repay
any pay received for that holiday, and you agree that the Salon may deduct such sums from any money owing to you.
The Salon may require you to take any unused holiday during your notice period, even if you have already booked that holiday
to be taken after the end of the notice period. Alternatively, the Salon may require you to work the whole or any part of your
notice period even if you have already obtained authorisation to take holiday during that period.
7.10 The Salon may require you to take your holiday on specified days (for example when we are closed on Christmas Day).
8. Public Holidays
8.1 8.2 8.3 8.4 8.5 Your holiday entitlement is to 28 days per annum in total, inclusive of all bank, statutory or public holidays (reduced pro rata if
you work part-time), or such increased amount of holiday set out in your contract of employment or agreed with your
manager.
Due to the nature of our business, you may be expected to work on public holidays in the ordinary course of your employment.
You will not receive any additional pay or overtime when you work on a public holiday. You will be allowed to take your holiday
entitlement on a different day if you do not use the allowance for a public holiday.
Sometimes we may open for only half a day on a public holiday. If this is the case you will only use half a day of allowance if
you choose to take that day as a holiday and if you work on that day you will be entitled to use a half day at a different time.
If you wish to take paid annual leave on a date falling on a public holiday when we will be open, you must give at least four
weeks’ notice of your proposed holiday in accordance with the procedure set out above. This is to enable the Salon to check
and organise staffing requirements for the public holiday in question.
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9. Notification of Sickness or Other Absence
9.1 Principles
9.1.1 9.1.2 It is your responsibility to notify us at the earliest opportunity you are absent from work for any reason. If the
absence continues for any length of time, you must keep your Manager fully informed and submit medical
certificates where appropriate. We require this information in order to manage the business effectively in your
absence and to pay you appropriately.
If you cannot attend work for any reason and your absence has not previously been authorised by the Salon, you
must inform the Salon.
9.2 Sickness Notification Procedure:
9.2.1 You should always attempt to notify your Manager directly about any absence and speak with them when you are
ringing with an update. If they are not available, you should not rely on another member of staff to pass on a
message on your behalf. If you cannot speak directly to your manager you must leave a telephone number
(preferably a landline) on which you can be contacted in person. Providing details of your absence by text message is
not acceptable. If you have left a message and your manager has not returned your call, you should try again after a
reasonable time (about an hour).
9.2.2 You should provide details of how long you expect to be absent (if possible) and the full reasons for your absence to
your Manager when you phone in.
9.2.3 You should contact your Manager by no later than 30 minutes before the time at which you are due to start work on
the first working day of absence
9.2.4 If your absence continues you should call again to update the Salon on every working day of your absence.
9.3 If you are absent from work due to sickness or injury that continues for more than seven days (including weekends) you must
provide the Salon with a medical certificate by the eighth day of sickness or injury. Thereafter weekly medical certificates must
be provided to the Salon to cover any continued absence and you must contact the Salon on a weekly basis to update the
Salon on the position regarding your illness and likely return date.
9.4 Immediately after your return to work after a period of absence which has not previously been authorised by the Salon, you
must complete a Self-Certification form, stating the dates of and the reason for your absence, including details of sickness on
non-working days, as this information is required by the Salon for calculating Statutory Sick Pay entitlement. Self-Certification
forms can be obtained from your manager and will be retained in the Salon’s records.
9.5 Other unforeseen absences
9.5.1 When a domestic or other emergency occurs, you (or someone on your behalf) must notify your Manager as soon as
practicable.
9.5.2 The Salon will always treat such cases sympathetically but you must keep in touch with your Manager and agree the
amount of time you will be away from work.
9.5.3 You should always attempt to notify your manager directly about any absence and speak with them when you are
ringing with an update. If they are not available, you should not rely on another member of staff to pass on a
message on your behalf. If you cannot speak directly to your manager you must leave a telephone number
(preferably a landline) on which you can be contacted in person. Providing details of your absence by text message is
not acceptable. If you have left a message and your manager has not returned your call, you should try again after a
reasonable time (about an hour).
9.5.4 Payment for such absences will be at the discretion of the Salon.
9.6 Failure to notify absence and/or unauthorised absence
9.6.1 9.6.2 9.6.3 All absences will be recorded and monitored.
Failure to follow the notification procedure without good reason will be regarded as a disciplinary matter.
Frequent, unexplained or unauthorised absence will also be regarded as disciplinary matters.
610. Sick Pay
10.1 10.2 10.3 10.4 10.5 If you are absent from work due to sickness or injury and comply with the Salon’s procedures and provided that you meet the
applicable statutory conditions, you will be paid Statutory Sick Pay.
To be eligible for Statutory Sick Pay, you must have been incapable of work for at least four consecutive days. For Statutory
Sick Pay purposes, your qualifying days are Monday to Saturday.
Statutory Sick Pay will be administered in accordance with the legislation in force at the time.
The Salon may require you to be examined at any time by an independent doctor at its expense and unreasonable refusal by
you to comply with any such request is likely to be a disciplinary offence. It may also have an adverse effect on the Salon's
entitlement to pay you Statutory Sick Pay and will make it difficult for the Salon to make informed judgments about your
fitness to work.
Additionally, the Salon is entitled to terminate your employment upon following the correct procedure in accordance with your
contract of employment if you are absent from work for any reason for a period or periods in excess of 20 working days in any
12 month period.
711. Disciplinary Procedure
11.1 The Salon wishes to ensure high standards from its employees. This Disciplinary Procedure enables the Salon to take
appropriate action against you where your performance or conduct is unsatisfactory. However, the Salon abides by a number
of principles to ensure that any employee subjected to disciplinary action receives consistent and fair treatment.
11.2 Principles:
• Any complaint made against you will be fully investigated and no disciplinary action will be taken until you have been
informed of the nature of the complaint and given the opportunity to make representations at a disciplinary meeting.
• You will at all times have the right to be accompanied by a work colleague or full time trade union representative of your
choice at any disciplinary or appeal meeting.
• Whilst the Salon will make all reasonable efforts to ensure that you are present at any disciplinary hearing, in case of
persistent absence or failure to agree a meeting date the Salon may hold the hearing in your absence and in which case a
decision will be made in your absence. It is therefore in your interests to make yourself available for any hearings.
• Wherever possible the Salon will use its best endeavours to keep all details relating to any disciplinary investigation or
procedure confidential.
• You will not be dismissed for a first breach of discipline except in the case of gross misconduct, when the penalty will
normally be dismissal without notice and without pay in lieu of notice.
• You have a right of appeal against any disciplinary action taken against you.
• This procedure may be implemented at any stage if the nature or seriousness of your alleged misconduct warrants such
action.
The Procedure
11.3 Informal Discussions:
Before taking formal disciplinary action, in normal circumstances your line manager will make every effort to resolve the
matter by informal discussions with you. If the matter cannot be dealt with informally the formal procedure will be used.
No formal action (such as a written warning) will be taken without the formal procedure being completed. However, verbal
warnings (which are informal) might be recorded on your file as a record of the agreed action.
11.4 Formal Disciplinary Procedure:
Step 1: Investigation. The Salon will investigate the problem to establish the facts. This investigation will be proportionate to
the severity of the alleged misconduct, the proposed sanction and the complexity of the issues.
There may (or may not) be a separate investigation hearing. This will depend upon the circumstances.
No action will be taken against the Employee at the Investigation stage, which is only about finding out the facts.
There is no statutory right to be accompanied to an investigation meeting. However, the Salon will in most circumstances allow
the Employee to be accompanied by a work colleague.
Step 2: Informing the Employee. The Salon will write a letter to the Employee setting out the allegations and the basis for them
and invite the Employee to a meeting to discuss.
If any witness statements or other evidence have been gathered these will be sent to the Employee with this letter. The letter
will also set out the possible disciplinary sanction and inform the Employee of their right to bring a companion.
Step 3: Disciplinary Meeting. Hold a meeting with the Employee to consider and discuss the allegations.
Either party may call witnesses to give evidence. If they wish to do so, they should give 1 working day of notice (prior to the
start of the meeting) of the names of the witnesses they intend to call.
Step 4: Decision: After the meeting the Employer will make a decision. Initially, the Employee may be informed verbally, but
the decision will always be confirmed in writing. The letter will tell the Employee about their right to appeal.
Step 5: Appeal: There will be a right of appeal and an appeal meeting if requested by the Employee.
If the Employee wishes to appeal they should write to the Salon setting out their grounds of appeal within 5 days of receiving
the written decision.
If possible the Appeal will be heard by a manager not already involved in the investigation or decision.
The Employee will be allowed to bring a companion to the Appeal meeting.
11.5 Possible Formal Sanctions: First Written Warning:
8If conduct or performance is unsatisfactory, you will normally be given a first written warning or first formal note that your
performance is unsatisfactory. Such warnings will be recorded on your personnel file, but they will normally be disregarded
after 12 months of satisfactory service.
Where appropriate, you may also be told that a final written may be considered if there is no sustained satisfactory
improvement or change within a stipulated period and where the first offence is sufficiently serious, the Salon may move
directly to a final written warning.
11.6 Possible Formal Sanctions: Final Written Warning
If the offence is serious or if there is no improvement in standards, or if a further offence occurs, a final written warning may
be given which will include the reason for the warning and a note that if no improvement results within a stipulated period,
action, as set out below, is likely to be taken.
Again, the warning will be recorded on your personnel file but normally disregarded after a period of 12 months.
11.7 Possible Formal Sanctions: Dismissal or Action Short of Dismissal
If the conduct or performance has failed to improve, you may suffer demotion, disciplinary transfer, loss of pay or dismissal.
11.8 Gross Misconduct:
If, after investigation, it is confirmed that you have committed an offence of gross misconduct, the normal consequence will be
dismissal without notice or pay in lieu of notice. Some examples of the type of offence that, in the absence of mitigating
circumstances, is likely to amount to gross misconduct, are listed below, but the list is not exhaustive:
• Theft, fraud, deliberate falsification of records
• Physical violence including fighting and assault on another person
• Deliberate damage to the Salon’s property or property belonging to any employee
• Serious incapability through alcohol
• Driving on Salon business whilst under the influence of alcohol
• Abuse of drugs
• Refusal to undergo a medical examination at the Salon’s request
• Refusal to comply with the Salon’s Search procedure
• Negligence which causes significant loss, damage or injury
• A serious act of insubordination
• Serious failure to follow the health and safety rules of the Salon
• Failure to notify the Salon of a serious and immediate danger to health or safety
• Serious misuse of the Salon’s computing, telephone or postage facilities
• Statutory Harassment or bullying (for example: harassment on grounds of sex, age, race, disability)
• Disclosure of confidential information
• Dishonest use of the Salon’s property or name
• Bringing the Salon into disrepute
Whilst the alleged gross misconduct is being investigated, you may be suspended, during which time you will be paid your
normal pay rate. Any decision to dismiss will be taken by the Salon only after a full investigation.
This policy will be reviewed from time to time. If you have any comments on this policy, please direct them in writing to your
line manager.
912. Grievance Procedure
12.1 Principles:
• The Salon wishes to ensure that all of its employees are treated fairly. If you have problems or concerns about your work,
working environment or working relationships, the Salon wishes to see these problems resolved before they develop into
more serious situations.
• Please note that any grievance raised by you will be received in absolute confidence and the Salon will, as far as possible,
keep any details of your complaint confidential save and except where your grievance leads to disciplinary action against
another employee or officer of the Salon. The Salon will promptly investigate and deal with any grievance brought to its
attention.
• The Salon is aware that there are many issues which give rise to a grievance and it is impossible to give a comprehensive
list. However, they might include matters relating to your terms and conditions of employment, the health and safety of
yourself or of colleagues, your working relationships with colleagues or your managers or your treatment at work.
• In addition, in accordance with the Public Interest Disclosures Act 1998, the Salon has instituted a system for reporting
information where you have reasonable belief there is a serious wrong doing at work i.e. criminal or dangerous activities -
this is set out in the Whistle Blowing procedure in this Staff Handbook.
12.2 The Procedure:
Informal Procedure
Employees should aim to resolve most Grievances informally with their manager. This has advantages for all concerned and
allows for problems to be resolved quickly.
If the Grievance cannot be settled informally, or if the matter is considered sufficiently serious, the following procedure should
be followed:
Grievance: Step 1: Complaint in Writing. The Employee must write to the Salon setting out the details of the Grievance or
complaint. The Employee should contact a manager who is not involved in the allegations.
Grievance: Step 2: Investigate and hold a meeting. The Salon must investigate the allegations detailed in writing by the
Employee and arrange a meeting with the Employee at the earliest practicable opportunity.
The Salon shall advise the Employee of the right to be accompanied at the meeting by a work colleague or trade union
representative.
Where possible, the Salon should allow the companion to have a say in the date and time of the hearing of the Grievance. If
the companion cannot attend a proposed date, the Employee may suggest an alternative time and date, so long as it is
reasonable and not more than 5 working days after the original date.
Grievance: Step 3: Inform of Outcome. Following the meeting, the Salon shall write to the Employee with a decision on the
Grievance and notify the Employee of the right of appeal against that decision if the Employee is not satisfied with it.
12.3 Grievance Appeals:
Grievance Appeals: Step 1: Written Notice of Appeal
If the Employee wishes to appeal against the Salon’s decision, he/she must write to the Salon within 5 working days of the
Employee receiving the salon’s written decision. The Employee’s letter must set out the grounds for the appeal.
Grievance Appeals: Step 2: Meeting
The Salon shall arrange a meeting at a time, date and place convenient to the Employee and advise the Employee of the right
to be accompanied at that meeting by a work colleague. As far as reasonably practicable, the appeal should be with the most
senior manager who has not previously been involved in the matter
Grievance Appeals: Step 3: Written Outcome
Following the meeting, the Salon shall write to the Employee with a decision on the Grievance which shall be regarded as the
final stage of the Grievance Procedure.
1013. Whistle Blowing
13.1 13.2 13.3 13.4 In accordance with the Public Interest Disclosures Act 1998, the Salon has instituted a system for reporting information where
you have a reasonable belief there is a wrong doing at work.
A wrong doing is any of the following:-
13.2.1 A criminal offence has been or is likely to be committed.
13.2.2 A person has failed, is failing or is likely to comply with a legal obligation.
13.2.3 A miscarriage of justice has happened, is happening or is likely to happen.
13.2.4 The health and safety of an individual has been, is being or is likely to be damaged.
13.2.5 Damage to the environment has occurred, is occurring or is likely to occur.
13.2.6 Information showing any of the above has been, is being or is likely to be deliberately concealed.
If you become aware of a wrong doing at work please institute Stage 1 of the Grievance procedure immediately. If you believe
that the Salon’s managers may be involved in the wrong doing please approach a Manager of the Salon who is not involved.
You will not be punished or blamed for bringing any such matters to the attention of the Salon. The wrong doings above put
the Salon and its Managers at risk of criminal and civil liabilities which should be addressed at the earliest opportunity.
14. Minimum Standards of Conduct
14.1 In any organisation it is necessary to have certain rules and regulations to protect the health and safety of all employees and
customers and to ensure high standards of conduct, performance and service. As an employee of the Salon, it is important that
you are aware of the rules and regulations which apply to you to ensure that you can comply with those obligations.
14.2 Failure to adhere to the Salon’s rules, procedures and policies will result in disciplinary action, which may include dismissal, in
accordance with the Salon’s Discipline Procedure.
The Salon considers the following to be examples of minimum standards:
14.3 Each member of staff is expected to serve the firm faithfully, diligently and to the best of his or her ability.
14.4 Systems and procedures
All administrative and operational systems and procedures must be strictly adhered to. Employees are required to report any
irregularities in systems, procedures or documentation to the Manager.
14.5 Attendance and punctuality
Employees are expected to attend work regularly and punctually. Unforeseen absence, due to illness or an emergency must be
notified to the Manager as soon as possible on the first day of absence. All planned leave must be authorised in advance in
accordance with the Salon’s procedure.
14.6 Salon property
All Salon property must be treated with care and respect at all times. Any damage to Salon property must be reported.
Unauthorised use of or wilful damage to salon property will be treated as a disciplinary matter.
14.7 Use of Computers
The Salon’s IT, Communication and Monitoring Policy is designed to protect the Salon’s computer equipment, prevent
inappropriate use and protect confidential data stored on computer files. Every employee must ensure that his/her conduct
conforms to the standards set out in this Handbook.
14.8 Consumption of alcohol
The Salon forbids the consumption of alcohol on its premises without the specific permission of a Manager, and will not permit
any employee to work whilst under the influence of alcohol, without the specific permission of a Manager.
Further, driving on Salon business whilst under the influence of alcohol will be regarded as gross misconduct.
14.9 Drug abuse
The Salon forbids the possession, use or distribution of drugs for non-medical purposes on its premises.
14.10 Dress code
You are expected to comply with the dress code set out at section 16 of this handbook.
14.11 Legal Requirements
Every employee must at all times act within the law of the land and any regulations which are applicable to the Salon’s
activities. Any employee who becomes aware of another employee acting illegally, whilst acting on behalf of the Salon, must
report the activity to the Manager or act in accordance with the Whistle Blowing Procedure set out in this Handbook.
14.12 Public Statements
Every employee is responsible for promoting the reputation and image of the Salon. Employees must not make detrimental
statements in respect of the Salon during the course of dealings with individuals outside of the Salon. No employee is
permitted to give press or other media interviews or assist with or be involved in the publication of any article relating to the
business affairs of the Salon or in relation to the Salon’s intellectual property, without prior consent from a Manager.
14.13 Positive Image
You are expected to present a positive image of the Salon at all times, and especially when you are representing the Salon in a
public place. You must not engage in any conduct either during or outside your working hours that is likely to bring the Salon
into disrepute or damage its business interests.
14.14 Confidentiality
No member of staff may permit any unauthorised person to have access to books, letters, papers, deeds or documents
belonging to or relating to the Salon or its clients. All information derived as a result of employment by the Salon is to be
treated with the strictest confidence as set out under “Confidentiality”.
1215. Confidentiality
15.1 15.2 15.3 15.4 15.5 15.6 15.7 15.8 15.9 You are aware that the Salon possesses valuable confidential business information including, and not limited to:
15.1.1 information relating to the properties on the Salon’s books at any time,
15.1.2 the names, work and home addresses and contact telephone numbers of clients, vendors, landlords and applicants
or potential clients, vendors, landlords, applicants, purchasers, tenants, or potential clients, purchasers or tenants of
the properties,
15.1.3 market share and pricing statistics, marketing surveys and plans, market research reports, sales techniques, price
lists, discount structures, advertising and promotional material, and,
15.1.4 all other information that the Salon regards as confidential information, apart from information that has lawfully
come into the public domain.
You are aware that the Salon has invested considerable time and effort in building up its database of sensitive and confidential
information and that the Salon has both a proprietary and database right to that information.
You are aware that all information stored on or processed on the Salon’s computer systems, including any remote systems
belonging to the Salon is the property of the Salon. You are strongly discouraged from storing personal information on the
Salon’s computer system and are reminded that all such information is the property of the Salon.
You acknowledge that in the course of your employment with the Salon, in order to carry out the duties of your appointment,
you may have access to and be entrusted with confidential business information and other valuable information.
You acknowledge that the Salon operates in a highly competitive environment and that the unlawful disclosure or misuse of
confidential or proprietary business information by you, for example (but without limitation) its disclosure to a potential
competitor of the Salon, would place the Salon at a serious competitive disadvantage and would cause immeasurable financial
and other damage to the business of the Salon.
You must not disclose any confidential or proprietary business information relating or belonging to the Salon or any of its
clients or their businesses or in respect of which the Salon owes an obligation of confidence to any third party during or after
your employment except in the proper course of your employment or as required by law.
You must not remove any document, or tangible items which belong to the Salon or which contain any confidential
information from the Salon’s premises at any time without proper advance authorisation.
You must return to the Salon upon request, and in any event, upon the termination of your employment all documents
(including, without limitation, all workbooks and all manual records prepared or collated by you (wherever stored) containing
contact details of vendors, purchasers, tenants and landlords) computer discs and other tangible items, including tools and
equipment which belong to the Salon or which contain or refer to any confidential information and which are in your
possession or under your control.
You must, if requested by the Salon, delete all confidential information from any reusable material and destroy all other
documents and tangible items which contain or refer to any confidential information and which are in your possession or
under your control.
1316. Dress Code
16.1 16.2 Male Staff:
The Salon has adopted the following dress code for all members of staff.
Male staff should be dressed smartly. Clothes that are old, dirty or damaged are unacceptable. Sportswear or beachwear is
unacceptable. Smart footwear must be worn.
16.3 Female Staff:
Female staff should be dressed smartly. Clothes that are old, dirty or damaged are unacceptable. Sportswear or beachwear is
unacceptable, as are excessively short skirts or shoestring strapped tops. Excessive use of cosmetic products or perfume is
unacceptable. Smart footwear must be worn.
1417. 17.1 17.2 17.3 17.4 17.5 17.6 17.7 17.8 17.9 17.10 17.11 Alcohol and Drug Abuse Policy
The following document sets out the policy of the Salon on alcohol and drug use. It is important that every employee is aware
of their obligations under this policy, and any queries should be addressed to a Manager
Alcohol Abuse Policy
The Salon’s policy is to forbid the consumption of alcohol on the Salon’s premises, save for with the express consent of a
Manager.
If any employee is found to be intoxicated at work or is found consuming alcohol on the Salon’s premises, save for with the
express consent of a Manager that employee will face disciplinary action on the grounds of gross misconduct under the Salon’s
Disciplinary procedure.
The Salon has the right to conduct regular health checks to establish whether there are any alcohol or drug problems amongst
employees.
Drug Abuse Policy
The Salon strictly forbids the possession, use or distribution of drugs for non-medical purposes on the Salon’s premises.
An employee who is prescribed drugs by their doctor which may affect their ability to perform their duties should discuss the
problem immediately with their Manager
Where it is suspected that a breach of the prohibition on substances has taken place or if it is suspected that an employee’s
work performance or conduct has been impaired through substance abuse and the employee is employed in a job where there
is a risk to the health and safety of the employee and/or others, the Salon reserves the right to require an employee to
undergo a medical examination to determine the cause of the problem.
Where any employee at such a request refuses to undergo a medical examination, such refusal will amount to gross
misconduct in accordance with the Salon’s Disciplinary procedure.
The Salon reserves the right to search an employee or any of an employee’s property held on the Salon’s premises at any time
if the Salon has reasonable grounds to believe that the prohibition on substances is being or has been infringed. The search will
be carried out in accordance with the Salon’s Search procedure.
If an employee refuses to comply with these search procedures, such action with normally be treated as amounting to gross
misconduct and will entitle the Salon to take disciplinary action.
The Salon reserves the right to inform the police of any suspicion it may have with regard to the use of controlled drugs by any
of its employees on the Salon’s premises.
1518. Salon Search Procedure
18.1 18.2 The Salon reserves the right to search an employee’s property held on the Salon’s premises at any time, if the Salon has
reasonable grounds to believe that its Alcohol and Drug Abuse Policy is being or has been infringed, or that an employee has
committed a criminal offence.
Where an employee is required to submit to a search, the following procedure will be used:-
18.2.1 18.2.2 18.2.3 18.2.4 18.2.5 18.2.6 The search will be conducted in a private room.
The employee may be accompanied by a colleague provided that the colleague is available without unreasonable
delay.
The search will be conducted by a Manager. The employee may request that the person conducting the search is of
the same sex as him/herself.
Another member of staff will witness the search. The employee may request that the witness is of the same sex as
him/herself.
An employee who unreasonably refuses to allow a salon search will be subject to disciplinary action.
Where an employee is found to be in possession of prohibited substances or there is evidence to suggest that he/she
has committed a criminal offence, he/she will be suspended on full pay pending a further investigation, which may
result in disciplinary action, including dismissal.
18.2.7 The Salon reserves the right to inform the police of any suspicion it may have with regard to the use of controlled
drugs by any of its employees on the Salon’s premises or with regard to any other criminal offence.
19. No Smoking Policy
19.1 19.2 19.3 19.4 19.5 19.6 Health & Safety legislation places a duty upon employers to provide a working environment for employees which is safe,
without risks to health and adequate as regards facilities and arrangements for their welfare at work. Tobacco smoke has been
shown to be a threat to the health of all employees.
This no smoking policy seeks to guarantee employees the right to work in air, free of tobacco smoke.
There is a total ban on smoking in all parts of the Salon’s premises and in all the Salon’s owned vehicles.
It should be noted that this policy is not concerned with whether anyone smokes but where they smoke and the effect that
this has on their colleagues.
This policy applies to all employees at all levels and to visitors.
Any breach of this policy will lead to the normal disciplinary procedures being applied in accordance with the Salon’s Discipline
procedure.
20. Other Employment
20.1 20.2 You must devote the whole of your time, attention and abilities during your hours of work for the Salon to your duties for the
Salon. You may not, under any circumstances, whether directly or indirectly, undertake any other duties, of whatever kind,
during your hours of work for the Salon.
In any event, you may not be engaged, whether directly or indirectly, in any business or employment which is similar or in any
way connected to or competitive with the business of the Salon or which could or might reasonably be considered by others to
impair your ability to act at all times in the best interests of the Salon.
1621. 21.1 21.2 21.3 21.4 Driving As Part of Your Employment
Depending on your role you might be required to drive as part of your job. If you are required to drive you must only drive for
business purposes if:
21.1.1 21.1.2 21.1.3 you hold a valid licence to drive motor cars at the time when the driving is requested (and if your driving licence is
endorsed or you are disqualified you must inform the Salon)
you will on request by the Salon produce your driving licence for Inspection.
you ensure that your vehicle is fully insured for business use, taxed, fully MOT’d, regularly serviced in accordance
with manufacturers’ guidelines and with seatbelts and airbags (where applicable) correctly fitted and working
correctly. You must ensure that you have roadworthy tyres and that your windscreen wipers are inspected regularly
and replaced as necessary.
Also you must comply with any rules set out in your contract of employment (or other policy).
When on business, you must keep your vehicle clean and tidy in order to promote a positive image of the Salon.
If you are required to drive a Salon vehicle as part of your employment you must take care of yourself and the vehicle:
21.3.1 21.3.2 21.3.3 21.3.4 You must always drive the Salon Car provided with due care and attention and keep the vehicle in good and
serviceable working order.
You must ensure that the Salon Car is kept secured and locked at all times when left unattended and that it is kept
clean and tidy in order to promote a positive image of the Salon.
You must not use any handheld phone or other form of electronic device whilst your vehicle is in motion (including in
stationary traffic queues).
You must never drink alcohol during working hours and you must never drive a Salon vehicle after drinking alcohol.
You shall not while using the car in the course of your duties take any passenger fee paying or otherwise with you without the
express authority of one of the Managers.
1722. Health and Safety
22.1 22.2 22.3 22.4 22.5 22.6 22.7 22.8 22.9 22.10 22.11 22.12 22.13 22.14 22.15 22.16 The Salon will take all reasonably practicable steps to ensure your health, safety and welfare while at work. You must
familiarise yourself with the Salon’s Health and Safety Policy and its Safety and Fire Rules which are displayed on the
premises. You also have a legal duty to take care of your own health and safety and that of your colleagues.
The Salon will insofar as is reasonably practicable endeavour to maintain a working environment which ensures the health
safety and welfare of all persons affected by equipment premises and processes under its control and in particular to:
Provide and maintain equipment and systems of work which are safe and without risk to health;
Make arrangements so far as is reasonably practicable for ensuring the safe use handling storage and transport of “articles and
substances” which are inherently or potentially dangerous;
Assess and limit the risks to health caused by all substances used at the Salon’s premises and to inform the relevant Employees
of the results of this assessment and the nature of the risk;
Monitor on a regular basis the risks to health caused by substances and systems of work used at the premises. This monitoring
will be done as an on-going process;
Provide such information instruction training and supervision to ensure as far as is reasonably practicable the health safety and
welfare at work of every Employee and visitor;
Maintain the work place in a condition that is safe and without risk to health and the provision of safe means of access to and
egress from the work place;
Carry out a health and safety risk assessment of all female employees of childbearing age and review this assessment on
notification of a pregnancy;
Provide and maintain a safe and healthy working environment with adequate welfare facilities and arrangements; and
Monitor and ensure compliance with all relevant statutes.
It is also the duty of every Employee to:
Conduct themselves in a safe and healthy way so as not to expose risk to themselves or any other Employee or visitor to the
premises; and
To co-operate with the Salon in every way so as to enable the Federation to discharge its duties under the Health and Safety at
Work etc. Act 1974; and
Maintain good standards of hygiene and to keep the workplace free from obstructions.
Smoking is absolutely prohibited at any time whilst on Salon premises (whether indoors or outdoors), whilst in a Salon vehicle
and whilst visiting the premises of any member of the public or business during the course of your duties.
1823. Equal Opportunities Policy
23.1 23.2 23.3 23.4 This Equal Opportunities Policy Statement and Policy Statement on Harassment at Work are designed to implement the
commitment of the Salon to Equal opportunities. It is the responsibility of every employee to ensure his or her own conduct
conforms to the expected standards and reflects these Policy Statements.
The aim of the policies is to encourage harmony and respect amongst individuals so as to promote good working practices with
a view to maximising the performance of the business.
If Equal Opportunities are not applied valuable talent and potential are wasted. Moreover when unfair discrimination,
harassment, bullying or victimisation take place they bring about a climate of fear, insecurity and poor work performance. As
well as being unlawful it affects profitability and morale. It is therefore vital that every employee understands his or her
responsibilities. Equal Opportunities is taken very seriously by the Salon and wilful failure to apply the policies or evidence of
discrimination, harassment, bullying or victimisation will result in disciplinary action which may include your dismissal.
The Equal Opportunities Policy Statement
23.4.1 The Salon seeks to employ a workforce which reflects the diverse community at large because the Salon values the
individual contribution of people irrespective of sex, pregnancy or maternity leave, age, marital status, civil
partnership, disability, sexual orientation, gender reassignment, race, colour, religion or belief, ethnic or national
origin.
23.4.2 All employees will be treated with dignity and respect. The Salon will use its best endeavours to provide a working
environment free from unlawful discrimination, harassment or victimisation on the grounds of sex, pregnancy or
maternity leave, age, marital status, civil partnership, disability, sexual orientation, gender reassignment, race,
colour, religion or belief, ethnic or national origin.
23.4.3 The Salon recognises its legal obligations including those under the Race Relations Act, the Sex Discrimination Act,
the Civil partnership Act, the Equal Pay Act, the Disability Discrimination Act, the Part-time and Fixed-term Workers
legislation and the Employment Equality (Sexual Orientation) and (Religion or Belief) Regulations.
23.4.4 The Salon undertakes to review periodically its selection criteria and procedures to maintain a system where
individuals are selected, promoted and treated solely on the basis of their merits and abilities.
23.4.5 The Salon will not tolerate acts which breach this policy and all instances of such behaviour or alleged behaviour will
be taken seriously, fully investigated and may be subject to the disciplinary procedures of the Salon. The Salon
further seeks to give all employees equal opportunity and encouragement to progress within the organization by
implementing a positive action plan.
23.4.6 If an existing employee becomes disabled the Employee will make every effort to retain him or her within the
workforce whenever reasonable and practicable.
23.4.7 Whenever reasonably practicable to do so the Salon will install in existing premises facilities for people with
disabilities. Whenever the Salon invests capital in new or refurbished premises every practicable effort will be made
to provide for the needs of staff and customers with disabilities.
23.4.8 The Salon undertakes to distribute and publicise this policy statement to all employees and elsewhere as from time
to time appropriate.
23.4.9 Any employee who believes that they may have been subjected to treatment which breaches this policy may raise
the matter through the grievance procedure of the Salon.
19
24. 24.2 24.3 Policy Statement on Harassment and Bullying At Work
24.1.1 24.1.2 24.1.3 24.1.4 The Salon believes that the dignity of every person must be respected. Bullying and harassment of colleagues or
visitors is unacceptable. The highest standards of conduct are required of everyone regardless of seniority.
The Salon recognizes that harassment may take many forms. It may be directed towards persons of either sex. It may
relate to a person’s ethnic origin, religion or belief, age, sex, pregnancy or maternity leave, sexual orientation,
physical or mental attributes or some other personal characteristic. Bullying is offensive, intimidating, malicious or
insulting behaviour, abuse or misuse of power, intending to undermine, humiliate or injure the recipient.
Harassment may involve action or inaction, behaviour, exclusion, comment or physical contact that the recipient
finds objectionable or offensive. It may result in the recipient feeling threatened, humiliated, intimidated,
patronized, demoralized or less confident in their ability. Condoning such conduct may be harassment in itself. The
test of harassment is, at least in part, subjective.
Examples of unacceptable conduct include:-
• Verbal abuse or insulting behaviour
• Sexist or racist jokes, jokes about an individual’s sexual orientation or jokes about an individual’s physical or
mental attributes.
• The display or circulation of sexually suggestive or racially abusive material.
• Bullying, coercive or threatening behaviour.
• The ridicule or exclusion of an individual for cultural or religious differences, on the grounds of sex or sexual
orientation or on the grounds of disability.
• Unsolicited or unwelcome conduct of a sexual nature including touching, staring or commenting.
• Comments of a sexual nature about a person’s appearance or dress.
• My conduct, whether or not of a sexual nature which has the purpose or effect of intimidating, degrading,
• Treating someone unfavourably because they have rejected or submitted to unwelcome conduct of a sexual
nature or to harassment on the grounds of their sex.
Contractors, Suppliers, Visitors and Agents
You are entitled to work in a safe environment, free from harassment by third parties. Where bullying or harassment arises
from people not directly employed by the Salon, such complaints will be taken seriously and properly investigated and we will
do what we can to prevent a recurrence, including raising the matter directly with the harasser’s own employer.
If an incident (or incidents) should arise:
24.3.1 24.3.2 24.3.3 Harassment and bullying, particularly on the grounds of sex, sexual orientation, race, disability, religion or belief, will
be regarded as gross misconduct for disciplinary purposes. Accordingly, employees guilty of harassment run a serious
risk of summary dismissal.
Equally, an allegation of harassment or bullying must not be made lightly. If it is found that an allegation of
harassment has been made without foundation and maliciously this will also be regarded as gross misconduct for
disciplinary purposes.
All complaints of harassment or bullying should be made to your manager through the grievance procedure unless
the complaint is regarding this person when you should complain to that person’s superior.
2025. Workplace Stress
25.1 We are committed to protecting your health, safety and welfare as employees and we recognise that workplace stress is a
health and safety issue and that our own work environment has the capacity to generate unhealthy workplace stress. We
acknowledge the importance of identifying and reducing causes of workplace stress. This policy will apply to everyone within
the Salon and Managers are responsible for its implementation.
What is Stress?
25.2 25.3 25.4 The Health and Safety Executive define “stress” as “the adverse reaction people have to excessive pressure or other types of
demand placed on them”. This makes an important distinction between pressure, which can be a positive state if managed
correctly, and stress which can be detrimental to health.
The Salon will do its best to identify the causes of workplace stress within our particular work environment in order to
eliminate stress or to control the risks from stress. The HSE has identified 6 key indicators that can cause stress, as follows:
• Demands: As employees, you can become overloaded if you cannot cope with the amount of work or type of work you
are asked to do. If you encounter problems with the volume of your work, or with the sorts of tasks that are being asked
of you, you should discuss this in the first instance with your Manager. You should also make sure you raise any concerns.
If necessary, you should invoke the formal Grievance process. However you decide to proceed, remember that if you do
not tell us there is a problem, we will not be able to take steps to help you.
• Control: Stress can be caused if you feel that you have no say over how and when you do your work. If you have a concern
about this, you must feel free to raise it with your Manager.
• Support: You should always feel free to raise any concerns with your Manager.
• Relationships: We recognise the importance of building relationships based on good standards of behaviour, high ethical
standards, trust and integrity. We are proud of our culture of open, honest and respectful relationships and there are
clear rules and policies in place to deal with problems that might arise if these relationships break down.
• Role: We recognise that employees may feel anxious about their work and about the organisation if they do not know
what is expected of them. We do our best to make sure, through the appraisal process and through regular informal
discussions that everyone is aware of their individual targets and of how they relate to our organisational goals.
• Change: Change can lead to huge uncertainty if not managed correctly. We recognise this and we will do our best to keep
you informed of any changes that might affect you and to consult with you about these.
If you consider that you are affected by stress (caused by work or other external factors) you should raise it confidentially with
your Manager.
Responsibilities
25.5 Managers must:
• Ensure good communication with staff, especially where there are organisational and procedural changes;
• Ensure that staff are fully trained to discharge their duties;
• Ensue that staff are provided with meaningful opportunities to develop their potential;
• Monitor workloads to ensure that people are not overloaded;
• Keep a check on working hours and overtime to make sure that staff are not overworking;
• Ensure that staff are taking their full holiday entitlement;
• Attend training provided in good management practices and health and safety; if required
• Ensure that bullying and harassment (whether by other staff members or by clients or customers) is not tolerated;
• Be vigilant and offer extra support to a member of staff who is experiencing stress outside work, for example because of a
bereavement or separation.
25.6 Employees must:
• Raise issues of concern with your line manager or with another manager if necessary, so that your concerns can be
properly investigated and appropriate recommendations made or steps taken. Remember that you also have a duty to
take reasonable care of your own health and safety. If you do not tell us your concerns, we will not be able to act on
them.
2126. IT & Communications Policy
Introduction
26.1 26.2 26.3 26.4 26.5 26.6 26.7 26.8 26.9 The Salon may provide you with access to various computing, telephone and postage facilities (“the Facilities”) to allow you to
undertake the responsibilities of your position and to improve internal and external communication.
This Policy sets out the Salon’s policy on your use of the Facilities and it includes:
• your responsibilities and potential liability when using the Facilities
• the monitoring policies adopted by the Salon; and
• guidance on how to use the Facilities.
This Policy has been created to:
• ensure compliance with all applicable laws relating to data protection, information security and compliance monitoring
• protect the Salon and its employees from the risk of financial loss, loss of reputation or libel; and
• ensure that the Facilities are not used so as to cause harm or damage to any person or organisation.
This Policy applies to the use of:
• local, inter-office, national and international, private or public networks (including the Internet and Intranet) and all
systems and services accessed through those networks
• desktop, portable and mobile computers and applications (inducing personal digital assistants (PDAs)
• mobile telephones (including the use of WAP services); and
• electronic mail and messaging services.
• Observation of this Policy is mandatory and forms part of the Terms and Conditions of Employment. Misuse of the
Facilities will be treated as gross misconduct and may lead to dismissal.
Computer Facilities — Use of Computer Systems
Subject to anything to the contrary in this Policy the Facilities must be used for business purposes only.
In order to maintain the confidentiality of information held on or transferred via the Salon’s Facilities, security measures are in
place and must be followed at all times.
You are expressly prohibited from using the Facilities for the sending, receiving, printing or otherwise disseminating
information which is the confidential information of the Salon or its clients other than in the normal and proper course of
carrying out your duties for the Salon.
In order to ensure proper use of computers, you must adhere to the following practices:
• anti-virus software must be kept running at all times
• all floppy discs or other forms of media storage must be checked by the manager before the contents are accessed or
stored on the Salon’s network or hard drives
• when you are sending data or software to an external party by floppy disk always ensure that the disk has been checked
for viruses by the manager before sending it
• all files must be stored on the network drive which is backed up regularly to avoid loss of information; and
• always log off the network before leaving your computer for long periods of time or overnight.
• storage of personal photographs and similar material is prohibited.
26.10 Software
26.10.1 Software piracy could expose both the Salon and the user to allegations of intellectual property infringement. The
Salon is committed to following the terms of all software licences to which the Salon is a contracting party. This
means, in particular, that:
• software must not be installed onto any of the Salon’s computers unless this has been approved in advance by
the Manager. They will be responsible for establishing that the appropriate licence has been obtained, that the
software is virus free and compatible with the computer Facilities
• software should not be removed from any computer nor should it be copied or loaded on to any computer
22without the prior consent of the Manager.
26.11 Laptop Computers
26.11.1 At various times during your employment with the Salon you may use a laptop. These computers, along with related
equipment and software are subject to all of the Salon’s policies and guidelines governing non-portable computers
and software (see two paragraphs in software section above). However use of a laptop creates additional problems
especially in respect of potential breaches of confidentiality. When using a laptop:
• you are responsible for all equipment and software until you return it. The laptop must be kept secure at all
times.
• you are the only person authorized to use the equipment and software issued to you.
• you must not load or install files from any sources without the Manager inspecting such files for viruses
• all data kept on the laptop must be backed up regularly in order to protect data against theft or mechanical
failure or corruption
• you must password protect confidential data on disks or on the hard drive to protect against theft
• if you discover any mechanical, electronic, or software defects or malfunctions, you should immediately bring
such defects or malfunctions to the attention of the Manager
• upon the request of the Salon at any time, for any reason, you will immediately return any laptop, equipment
and all software to the Salon; and
• if you are using your own laptop to connect with the Salon’s network or to transfer data between the laptop and
any of the Salon’s computers you must ensure that you have obtained prior consent of the manager, comply
with the instructions and ensure that any data downloaded or uploaded is free from viruses.
26.12 E-mail (Internal or External Use)
26.12.1 26.12.2 26.12.3 26.12.4 26.12.5 26.12.6 26.12.7 26.12.8 Internet e-mail is not a secure medium of communication — it can be intercepted and read. Do not use it to say
anything you would not wish to be made public. If you are sending confidential information by e-mail this should be
sent using password protected attachments.
E-mail should be treated as any other documentation. If you would normally retain a certain document in hard copy
you should retain the e-mail.
Do not forward e-mail messages unless the original sender is aware that the message may be forwarded. If you
would not have forwarded a copy of a paper memo with the same information do not forward the e-mail.
Your e-mail inbox should be checked on a regular basis.
As with many other records, e-mail may be subject to discovery in litigation. Like all communications, you should not
say anything that might appear inappropriate or that might be misinterpreted by a reader.
If you are using email for private purposes you must ensure that it contains the following message:
“This email does not reflect the views or opinions of................"
Use of email facilities for personal use is permitted during your lunch break providing that:
• such emails do not contain information or data that could be considered to be obscene, racist, sexist, otherwise
offensive and provided that such use is not part of a pyramid or chain letter, and
• such emails are not used for the purpose of trading or carrying out any business activity other than the Salon
business.
Viewing, displaying, storing (including data held in RAM or cache) or disseminating materials (including text and
images) that could be considered to be obscene, racist, sexist, or otherwise offensive may constitute harassment and
such use of the Facilities is strictly prohibited. The legal focus in a harassment case is the impact of the allegedly
harassing material on the person viewing it, not how the material is viewed by the person sending or displaying it.
26.13 Internet
26.13.1 Use of the Internet, or Internet services, by unauthorised users is strictly prohibited. You are responsible for ensuring
that you are the only person using your authorised Internet account and services.
2326.13.2 26.13.3 26.13.4 26.13.5 26.13.6 26.13.7 Downloading any files from the Internet using the computer Facilities is not permitted. If there is a file or document
on the Internet that you wish to acquire, contact your Manager to make arrangements for it to be evaluated and
checked for viruses. It will be at the discretion of the Manager as to whether to allow such download.
Viewing, downloading, storing (including data held in RAM or cache) displaying or disseminating materials (including
text and images) that could be considered to be obscene, racist, sexist, or otherwise offensive may constitute
harassment and such use is strictly prohibited. The legal focus in a harassment case is the impact of the allegedly
harassing material on the person viewing it, not how the material is viewed by the person sending or displaying it.
Posting information on the Internet, whether on a newsgroup, via a chat room or via email is no different from
publishing information in the newspaper. If a posting is alleged to be defamatory, libellous, or harassment, the
employee making the posting and the Salon could face legal claims for monetary damages.
Using the Internet for the purpose of trading or carrying out any business activity other than the Salon’s business is
strictly prohibited.
Subject to the above you are allowed to use the Internet for personal use during your lunch break. Use of the
Internet for personal use at any other time is strictly prohibited.
For the avoidance of doubt the matters set out above include use of WAP facilities.
26.14 Use of Telephones
26.14.1 The Salon acknowledges that from time to time you may need to receive or make personal calls while at work. These
should be kept to a minimum and if possible made during lunch time.
26.14.2 The Salon may monitor your use of the phone system in accordance with this policy to ensure your compliance with
limited personal use.
26.15 Monitoring Policy
26.15.1 26.15.2 26.15.3 26.15.4 26.15.5 The Policy of the Salon is that we may monitor your use of the Facilities.
The salon recognizes the importance of an individual’s privacy but needs to balance this against the requirement to
protect others and preserve the integrity and functionality of the Facilities.
The Salon may from time to time monitor the Facilities. Principle reasons for this are to:-
• Detect any harassment or inappropriate behaviour by employees, ensuring compliance with contracts of
employment and relevant policies including the health and safety, ethical and sex discrimination policies.
• Ensure compliance of this Policy.
• Detect and enforce the integrity of the Facilities and any sensitive or confidential information belonging to or
under the control of the Salon.
• Ensure compliance by users of the Facilities with all applicable laws (including Data Protection), regulations and
guidelines published and in force from time to time, and
• Monitor and protect the well-being of employees.
The Salon may adopt at any time a number of methods to monitor use of the Facilities. These may include:-
• Recording and logging of internal, inter office and external telephone calls made or received by employees using
its telephone network (including where possible mobile telephones). Such recording may include details of
length, date and content.
• Recording and logging the activities by individual users of the Facilities. This may include opening emails and
their attachments, monitoring internet usage including time spent on the internet and web sites visited.
• Physical inspections of individual users’ computers, software and telephone messaging services.
• Periodic monitoring of the Facilities through third party software including real time inspections.
• Physical inspection of an individual’s post.
• Archiving of any information obtained from the above including emails, telephone call logs and internet
downloads.
If at any time any employee wishes to use the Facilities for private purposes without the possibility of such use being
monitored they should contact their manager. This person will consider such request and any restrictions upon which
such consent is to be given. In the event that such request is granted the Salon (unless required by law) will not
2426.15.6 26.15.7 monitor the applicable private use.
The Salon will not (unless required by law):
• Allow third parties to monitor the Facilities; or
• Disclose information obtained by such monitoring of the Facilities to third parties.
The Salon may be prohibited by law from notifying employees using the Facilities of a disclosure to third parties.
26.16 General Guidance
26.16.1 Never leave any equipment or data (including client files, laptops, computer equipment, mobiles phones and PDAs)
unattended on public transport or in an unattended vehicle.
26.16.2 When using email or sending any form of written correspondence:
• Be careful what you write. Never forget that email and written correspondence are not the same as
conversation. They are a written record and can be duplicated at will
• Use normal capitalization and punctuation. Typing a message all in capital letters is the equivalent of shouting at
the reader
• Check your grammar and spelling, and
• Do not forget that emails and other forms of correspondence should maintain the high standards expected by
the Salon. Where applicable you should use formal headings and introductions such as “Dear..........“ and “Yours
sincerely” etc.
26.17 IMPORTANT: Observation of this Policy is mandatory and forms part of the Terms and Conditions of Employment. Misuse of
the Facilities will be treated as gross misconduct and may lead to dismissal.
25
27. Changes to your Terms of Employment
27.1 27.2 The Salon may make reasonable changes to your terms and conditions of employment and will notify you in writing of such
changes within one month of the changes having taken effect.
The changes will be deemed to be accepted unless you notify the Salon of any objection in writing before the expiry of the
notice period.
2628. Maternity Policy
28.1 This policy outlines the statutory rights and responsibilities of employees who are pregnant or have recently given birth, and
sets out the arrangements for ante-natal care, pregnancy-related sickness, health and safety, and maternity leave. It does not
apply to agency workers or the self-employed.
28.2 This policy does not form part of any employee’s contract of employment and we may amend it at any time.
28.3 Definitions
The definitions in this paragraph apply in this policy.
Expected Week of Childbirth: the week, starting on a Sunday, in which your doctor or midwife expects you to give birth.
Qualifying Week: the fifteenth week before the Expected Week of Childbirth.
28.4 Personnel Responsible for implementing the Policy
Managers have a specific responsibility to ensure the fair application of this policy and all members of staff are responsible for
supporting colleagues and ensuring its success.
28.5 Notification
You must inform us as soon as possible that you are pregnant. This is important as there may be health and safety
considerations.
Before the end of the Qualifying Week, or as soon as reasonably practical afterwards, you must tell us:
28.5.1 that you are pregnant;
28.5.2 the Expected Week of Childbirth; and
28.5.3 the date on which you would like to start your maternity leave (Intended Start Date).
You must provide a certificate from a doctor or midwife (usually on a MAT B1 form) confirming your Expected Week of
Childbirth.
28.6 Time off for Ante-natal Care
If you are pregnant you may take reasonable paid time off during working hours for ante-natal care. You should try to give us
as much notice as possible of the appointment
We may ask you to provide the following, unless it is the first appointment:
28.6.1 a certificate from the doctor, midwife or health visitor stating that you are pregnant, and
28.6.2 an appointment card.
28.7 Sickness
Periods of pregnancy-related sickness absence shall be paid in accordance with the statutory sick pay scheme in the same
manner as any other sickness absence. Any payment of sick pay in excess of this as a result of pregnancy-related sickness shall
be entirely at our discretion.
Periods of pregnancy-related sickness absence from the start of your pregnancy until the end of your maternity leave will be
recorded separately from other sickness records and will be disregarded in any future employment-related decisions.
If you are absent for a pregnancy-related reason during the four weeks before your Expected Week of Childbirth, your
maternity leave will usually start automatically.
28.8 Health and Safety
We have a general duty to take care of the health and safety of all employees. We are also required to carry out a risk
assessment to assess the workplace risks to women who are pregnant, have given birth within the last six months or are still
breastfeeding.
We will provide you with information as to any risks identified in the risk assessment, and any preventive and protective
measures that have been or will be taken. If we consider that, as a new or expectant mother, you would be exposed to health
hazards in carrying out your normal work we will take such steps as are necessary (for as long as they are necessary) to avoid
those risks. This may involve:
28.8.1 changing your working conditions or hours of work;
28.8.2 offering you suitable alternative work on terms and conditions that are the same or not substantially less favourable;
or
2728.8.3 suspending you from duties, which will be on full pay unless you have unreasonably refused suitable alternative
work.
28.9 Entitlement to Maternity Leave
All employees are entitled to up to 52 weeks’ maternity leave which is divided into:
28.9.1 Ordinary maternity leave of 26 weeks (OML).
28.9.2 Additional maternity leave of a further 26 weeks immediately following OML (AML).
28.10 Starting Maternity Leave
The earliest date you can start maternity leave is 11 weeks before the Expected Week of Childbirth (unless your child is born
prematurely before that date).
You must notify us of your Intended Start Date in accordance with paragraph 28.5. We will then write to you within 28 days to
inform you of the date we will expect you to return to work if you take your full entitlement to maternity leave (Expected
Return Date).
You can postpone your Intended Start Date by informing us in writing at least 28 days before the original Intended Start Date,
or if that is not possible, as soon as reasonably practicable.
You can bring forward the Intended Start Date by informing us at least 28 days before the new start date, or if that is not
possible, as soon as reasonably practicable.
Maternity leave shall start on the earlier of:
28.10.1 your Intended Start Date (if notified to us in accordance with this policy); or
28.10.2 the day after any day on which you are absent for a pregnancy-related reason during the four weeks before the
Expected Week of Childbirth; or
28.10.3 the day after you give birth.
If you are absent for a pregnancy-related reason during the four weeks before the Expected Week of Childbirth, you must let
us know as soon as possible in writing. Maternity leave will be triggered under paragraph 28.10.2 unless we agree to delay it.
If you give birth before your maternity leave was due to start, you must let us know the date of the birth in writing as soon as
possible.
The law prohibits you from working during the two weeks following childbirth.
Shortly before your maternity leave starts we will discuss with you the arrangements for covering your work and the
opportunities for you to remain in contact, should you wish to do so, during your leave.
28.11 Statutory Maternity Pay
Statutory maternity pay (SMP) is payable for up to 39 weeks. SMP will stop being payable if you return to work (except where
you are simply keeping in touch in accordance with paragraph 28.14). You are entitled to SMP if:
28.11.1 you have been continuously employed for at least 26 weeks at the end of the Qualifying Week and are still employed
by us during that week;
28.11.2 your average weekly earnings during the eight weeks ending with the Qualifying Week (the Relevant Period) are not
less than the lower earnings limit set by the Government;
28.11.3 you provide us with a doctor’s or midwife’s certificate (MAT B1 form) stating your Expected Week of Childbirth;
28.11.4 you give at least 28 days’ notice (or, if that is not possible, as much notice as you can) of your intention to take
maternity leave; and
28.11.5 you are still pregnant 11 weeks before the start of the Expected Week of Childbirth or have already given birth.
SMP is calculated as follows:
First six weeks: SMP is paid at the Earnings-Related Rate of 90% of your average weekly earnings calculated over the
Relevant Period;
Remaining 33 weeks: SMP is paid at the Prescribed Rate which is set by the Government for the relevant tax year, or
the Earnings-Related Rate if this is lower.
SMP accrues from the day on which you commence your OML and thereafter at the end of each complete week of absence.
SMP payments shall be made on the next normal payroll date and income tax, National Insurance and pension contributions
shall be deducted as appropriate.
28You shall still be eligible for SMP if you leave employment for any reason after the start of the Qualifying Week (for example, if
you resign or are made redundant). In such cases, if your maternity leave has not already begun, SMP shall start to accrue in
whichever is the later of:
A) the week following the week in which employment ends; or
B) the eleventh week before the Expected Week of Childbirth.
If you become eligible for a pay rise before the end of your maternity leave, you will be treated for SMP purposes as if the pay
rise had applied throughout the Relevant Period. This means that your SMP will be recalculated and increased retrospectively,
or that you may qualify for SMP if you did not previously qualify. We shall pay you a lump sum to make up the difference
between any SMP already paid and the amount payable by virtue of the pay rise. Any future SMP payments at the Earnings-
Related Rate (if any) will also be increased as necessary.
28.12 Terms and Conditions During OML and AML
All the terms and conditions of your employment remain in force during OML and AML, except for the terms relating to pay. In
particular:
28.12.1 28.12.2 28.12.3 benefits in kind [such as life insurance, health insurance, gym membership and use of a salon vehicle if applicable]
shall continue;
annual leave entitlement under your contract shall continue to accrue and
pension benefits, if any, shall continue.
28.13 Annual Leave
During OML and AML, annual leave will accrue at the rate provided under your contract
Annual leave cannot usually be carried over from one holiday year to the next. If the holiday year is due to end during your
maternity leave, you should ensure that you have taken the full year’s entitlement before starting your maternity leave.
28.14 Keeping in Touch
We may make reasonable contact with you from time to time during your maternity leave.
You may work (including attending training) for up to ten days during maternity leave without bringing your maternity leave or
SMP to an end. The arrangements, including pay, would be set by agreement with your manager. You are not obliged to
undertake any such work during maternity leave. In any case, you must not work in the two weeks following birth.
Shortly before you are due to return to work, we may invite you to have a discussion (whether in person or by telephone)
about the arrangements for your return. This may cover:
28.14.1 updating you on any changes that have occurred during your absence;
28.14.2 any training needs you might have; and
28.14.3 any changes to working arrangements
28.15 Expected Return Date
Once you have notified us in writing of your Intended Start Date, we shall send you a letter within 28 days to inform you of
your Expected Return Date. If your start date has been changed either because you gave us notice to change it, or because
maternity leave started early due to illness or premature childbirth, we shall write to you within 28 days of the start of
maternity leave with a revised Expected Return Date.
We will expect you back at work on your Expected Return Date unless you tell us otherwise. It will help us if, during your
maternity leave, you are able to confirm that you will be returning to work as expected.
28.16 Returning Early
28.16.1 If you wish to return to work earlier than the Expected Return Date, you must give us eight weeks’ prior notice. It is
helpful if you give this notice in writing.
28.16.2 If not enough notice is given, we may postpone your return date until eight weeks after you gave notice, or to the
29Expected Return Date if sooner.
28.17 Returning Late
If you wish to return later than the Expected Return Date, you should either:
28.17.1 request unpaid parental leave in accordance with our Parental Leave Policy, giving us as much notice as possible but
not less than 21 days; or
28.17.2 request paid annual leave in accordance with your contract, which will be at our discretion.
If you are unable to return to work due to sickness or injury, this will be treated as sickness absence and our Sickness Absence
Policy will apply.
In any other case, late return will be treated as unauthorised absence.
28.18 Deciding Not to Return
If you do not intend to return to work, or are unsure, it is helpful if you discuss this with us as early as possible. If you decide
not to return you should give notice of resignation in accordance with your contract. The amount of maternity leave left to run
when you give notice must be at least equal to your contractual notice period, otherwise we may require you to return to work
for the remainder of the notice period.
Once you have given notice that you will not be returning to work, you cannot change your mind without our agreement. This
does not affect your right to receive SMP.
28.19 Your Rights when you Return
You are normally entitled to return to work in the same position as you held before commencing leave. Your terms of
employment shall be the same as they would have been had you not been absent.
However, if you have taken any period of AML or more than four weeks’ parental leave, and it is not reasonably practicable for
us to allow you to return into the same position, we may give you another suitable and appropriate job on terms and
conditions that are not less favourable.
28.20 Returning to Work Part-time
We will deal with any requests by employees to change their working patterns (such as working part-time) after maternity
leave on a case-by-case basis. There is no absolute right to insist on working part-time, but you do have a statutory right to
request flexible working and we will try to accommodate your wishes unless there is a justifiable reason for refusal, bearing in
mind the needs of our business. It is helpful if requests are made as early as possible.
3029. Paternity Policy
29.1 This policy outlines employees’ entitlement to paternity leave and sets out the arrangements for taking it. The policy does not
apply to agency workers or the self-employed.
(a) No-one will be discriminated against or subjected to a detriment for taking leave in accordance with this policy.
(b) This policy does not form part of any employee’s contract of employment and we may amend it at any time.
29.2 Definitions
The definitions in this paragraph apply in this policy.
Partner: someone (whether of a different sex or the same sex) with whom you live in an enduring family relationship, but who
is not your parent, grandparent, sister, brother, aunt or uncle.
Expected Week of Childbirth: the week, beginning on a Sunday, in which their doctor or midwife expects your spouse, civil
partner or Partner to give birth.
Expected Placement Date: the date on which an adoption agency expects that it will place a child into your care with a view to
adoption.
29.3 Personnel Responsible for Implementing the Policy
Managers have a specific responsibility to ensure the fair application of this policy and all members of staff are responsible for
supporting colleagues and ensuring its success.
29.4 Entitlement to Paternity Leave
Certain employees can take paternity leave in relation to the birth or adoption of a child. However, in adoption cases paternity
leave is not available to an employee who decides In take adoption leave. Further details of adoption leave are set out in our
Adoption Policy.
You are entitled to ordinary paternity leave (OPL) if you meet all the following conditions:
a) You have been continuously employed by us for at least 26 weeks ending with:
(i) in birth cases, the week immediately before the 14th week before the Expected Week of Childbirth.
(ii) in adoption cases, the week in which you or your Partner is notified by an adoption agency that you/they have
been matched with a child.
b) You:
- are the biological father of the child;
- have been matched with a child by an adoption agency;
- are the spouse, civil partner or Partner of the child’s mother; or
- are the spouse, civil partner or Partner of someone who has been matched with a child by an adoption agency.
c) You:
- expect to have main responsibility (with the child’s mother, co-adopter or adopter) for the child’s upbringing;
or
- are the child’s biological father and you expect to have some responsibility for the child’s upbringing; and
- Your intended leave is for the purpose of caring for the child, or supporting the child’s mother, adopter or co-
adopter in caring for the child.
If your baby is due on or after 3 April 2011 or you are notified of having been matched for adoption on or after 3 April 2011,
you are entitled to additional paternity leave (APL) if, in addition to the conditions above:
i. You remain employed by us until the week before the first week of your APL;
ii. The child’s mother or your co-adopter, as the case may be, has been entitled to statutory leave:
1. in birth cases, the child’s mother has been entitled to maternity leave, statutory maternity pay or
maternity allowance in respect of her pregnancy, or
312. in adoption cases, the child’s adopter has been entitled to one or both of adoption leave or statutory
adoption pay in respect of the child’s adoption; and
iii. The child’s mother or your co-adopter, as the case may be, had returned to work.
d) Timing and Length of Paternity Leave
a. OPL must be taken as a period of either one week or two consecutive weeks. It cannot be taken in instalments.
b. OPL can be taken from the date of the child’s birth or adoption placement, but must end:
i. In birth cases, within 56 days of the child’s birth, or (if later) by the first day of the Expected Week of Childbirth.
ii. In adoption cases, within 56 days of the child’s placement.
c. APL must be taken as multiples of complete weeks and as one period. The minimum amount of APL that can be taken is two
weeks and the maximum is 26 weeks.
d. APL must be taken in the period beginning 20 weeks after the child’s date of birth, or adoption placement, and ending 12
months after that date of birth or adoption.
e) Notification (Birth)
a. If you wish to take OPL in relation to a child’s birth, you must give us notice in writing of your intention to do so and
confirm:
i. The Expected Week of Childbirth;
ii. Whether you intend to take one week’s leave or two consecutive weeks’ leave; and
iii. When you would like to start your leave. You can state that your leave will start on:
1. the day of the child’s birth;
2. a day which is a specified number of days after the child’s birth; or
3. a specific date later than the first date of the Expected Week of Childbirth.
b. You must give notice under paragraph e)a before the 14th week prior to the Expected Week of Childbirth (or, if this is not
possible, as soon as you can).
c. We may require a signed declaration from you that you are taking OPL for a purpose for which it is intended; namely, to care
for the child or to support the child’s mother in caring for the child.
d. If you wish to take APL in relation to a child’s birth, you must provide us with the following at least eight weeks before the
date on which you would like to start your leave:
i. A written “leave notice” stating:
1. the Expected Week of Childbirth;
2. the child’s date of birth; and
3. the dates on which you would like your APL to start and finish.
ii. A signed “employee declaration” confirming that:
1. you are either the child’s father or that you are the spouse, Partner or civil partner of the child’s
mother;
2. apart from the child’s mother, you have or expect to have the main responsibility for the
upbringing of the child; and
3. you wish to take APL in order to care for the child.
iii. A written “mother declaration” from the child’s mother stating:
1. her name, address and National Insurance number;
2. the date she intends to return to work;
3. your relationship with the child;
4. that, to her knowledge, you are the only person exercising an entitlement to APL in respect of the child;
32e. f. and
5. that she consents to us processing the information she has provided.
We will write to you to confirm the start and finish dates of your APL within 28 days of receiving your leave notice,
your employee declaration and the child’s mother’s declaration.
We may require you to provide a copy of the child’s birth certificate and the name and address of the mother’s
employer or, if she is self-employed, her business address.
f) Notification (Adoption)
a. b. c. d. e. If you wish to take OPL in relation to the adoption of a child, you must give us notice in writing of your intention to
do so and confirm:
i. The date on which you and/or your spouse, civil partner or Partner were notified of having been matched with the
child, together with the Expected Placement Date;
ii. Whether you intend to take one week’s leave or two consecutive weeks’ leave; and
iii. When you would like to start your leave. You can state that your leave will start on:
1. the day on which the child is placed with you or the adopter;
2. a day which is a specified number of days after the child’s placement, or
3. a specific date later than the Expected Placement Date.
You must give notice under paragraph f)a no more than seven days after you and/or your spouse, civil partner or
Partner were notified of having been matched with the child (or, if this is not possible, as soon as you can).
We may require a signed declaration from you that you are taking OPL for a purpose for which it is intended; namely,
to care for the child or to support your spouse, civil partner or Partner in caring for the child.
If you wish to take APL following a child’s adoption, you must provide us with the following at least eight weeks
before the date on which you would like to start your leave:
i. A written “leave notice” stating:
1. the date on which you were notified that you had been matched with the child;
2. the date on which the child was placed with you; and
3. the dates on which you would like your APL to start and finish.
ii. A signed “employee declaration” confirming that:
1. you have been matched for adoption with the child;
2. you are either the spouse, Partner or civil partner of the child’s co-adopter; and
3. you wish to take APL in order to care for the child.
iii. A written “adopter declaration” from the child’s adopter stating:
1. their name, address and National Insurance number;
2. the date they intend to return to work;
3. that you are their spouse, Partner or civil partner; and
4. that they consent to us processing the information they have provided.
We will write to you to confirm the start and finish dates of your APL within 28 days of receiving your leave notice,
your employee declaration and the adopter’s declaration.
f. We may require you to provide the following:
i. The name and address of the adopter’s employer or, if they are self-employed, their business address.
ii. Documentary evidence issued by the adoption agency that matched you with the child which confirms:
1. the name and address of the adoption agency;
2. the date on which you were notified that you had been matched with the child; and
333. the date on which the agency expected to place the child with you.
g) Changing the Dates of OPL or APL
a. b. c. d. e. Where you are to take OPL in respect of a child’s birth, you can give us written notice to vary the start date of your
leave from that which you originally specified in the notice given under paragraph e)a. This notice should be given:
i. Where you wish to vary your leave to start on the day of the child’s birth, at least 28 days before the first
day of the Expected Week of Childbirth.
ii. Where you wish to vary your leave to start a specified number of days after the child’s birth, at least 28
days (minus the specified number of days) before the first day of the Expected Week of Childbirth.
iii. Where you wish to vary your leave to start on a specific date (or a different date from that you originally
specified), at least 28 days before that date.
Where you are to take OPL in respect of a child’s adoption, you can give us written notice to vary the start date of
your leave from that which you originally specified in the notice given under paragraph f)a. This notice should be
given:
i. Where you wish to vary your leave to start on the day that the child is placed with you or the adopter, at
least 28 days before the Expected Placement Date.
ii. Where you wish to vary your leave to start a specified number of days after the child’s placement, at least
28 days (minus the specified number of days) before the Expected Placement Date.
iii. Where you wish to vary your leave to start on a specific date (or a different date from that you originally
specified), at least 28 days before that date.
If you are unable to give us 28 days’ written notice of the wish to vary the start of your leave as set out above, you
should give us written notice of the change as soon as you can.
Where you are to take APL, following either the birth or adoption of a child, you are entitled to give us written notice
to cancel or vary the start and/or finish dates that you previously notified to us. You need to do this:
i. At least six weeks before the date you originally told us was the date on which you wanted to start your
APL; or
ii. If you want to start your APL earlier than that original start date, at least six weeks before the date on
which you now wish your APL to start.
If you are unable to give six weeks’ notice you should give us written notice of your wishes as soon as possible.
However, in these circumstances, if we are unable to accommodate your request we may require you to take a
period of APL of up to six weeks starting on either your original or revised start date.
h) Statutory Paternity Pay
a. b. c. In this paragraph, Relevant Period means:
i. In birth cases, the eight-week period ending immediately before the 14th week before the Expected Week
of Childbirth.
ii. In adoption cases, the eight-week period ending immediately before the week in which you or your
spouse, civil partner or Partner were notified of being matched with the child.
If you take OPL in accordance with this policy, you will be entitled to ordinary statutory paternity pay (OSPP) if,
during the Relevant Period, your average weekly earnings are not less than the lower earnings limit set by the
government.
If you take APL in accordance with this policy, you may be entitled to additional statutory paternity pay (ASPP).
Whether and, if so, for how long you may be entitled to ASPP will depend on:
i. Your average weekly earnings being not less than the lower earnings limit set by the government during
the Relevant Period; and
ii. The child’s mother or your co-adopter, as the case maybe, having returned to work without having taken at
least two weeks of their maternity allowance, maternity pay or adoption pay period. Your entitlement to
ASPP will equate to the number of weeks of unexpired maternity allowance, maternity pay or adoption pay
that remained when the child’s mother or your co-adopter returned to work.
34d. OSPP and ASPP are paid at a prescribed rate which is set by the government for the relevant tax year, or at 90% of
your average weekly earnings calculated over the Relevant Period if this is lower.
i) Terms and Conditions During OPL and APL
All the terms and conditions of your employment remain in force during OPL and APL, except for the terms relating to pay. In particular:
i. Benefits in kind [such as life insurance, health insurance, gym membership and use of a salon vehicle if applicable]
shall continue;
ii. Annual leave entitlement under your contract shall continue to accrue; and
iii. Pension benefits, if any, shall continue.
j) Annual Leave
a. During OPL and APL, annual leave will accrue at the rate provided under your contract.
b. Annual leave cannot usually be carried over from one holiday year to the next. If the holiday year is due to end
during your absence on paternity leave, you should ensure that you have taken your full year’s entitlement before
your paternity leave starts.
k) Keeping in Touch During APL
a. b. c. We may make reasonable contact with you from time to time during your APL.
You may work (including attending training) for up to ten days during APL without bringing your paternity leave or
your ASPP to an end. The arrangements, including pay, would be set by agreement with your manager. You are not
obliged to undertake any such work during paternity leave.
Shortly before you are due to return to work, we may invite you to have a discussion (whether in person or by
telephone) about the arrangements on your return. This may cover:
i. Updating you on any changes that have occurred during your absence;
ii. Any training needs you might have; and
iii. Any changes to working arrangements (for example, that you may have requested come into effect on your
return).
I) Returning to Work
a. b. c. d. e. f. g. You are normally entitled to return to work following either OPL or APL to the same position you held before
commencing leave. Your terms of employment will be the same as they would have been had you not been absent.
However, if you have combined your OPL or APL with a period of:
i. additional maternity leave;
ii. additional adoption leave; or
iii. parental leave of more than four weeks,
and it is not reasonably practicable for you to return to the same job, we will offer you a suitable and appropriate
alternative position.
If you wish to return early from APL, you must give us at least six weeks’ prior notice. Your ability to do so is subject
to the matters set out in paragraph g).
If you wish to postpone your return from APL, you should either:
i. Request unpaid parental leave; or
ii. Request paid annual leave in accordance with your contract, which will be at our discretion.
If you are unable to return to work from APL as expected due to sickness or injury, this will be treated as sickness
absence and our Sickness Absence Policy will apply.
In any other case, a late return will be treated as unauthorised absence.
We will deal with any requests by employees to change their working patterns (such as working part-time) after
35h. paternity leave on a case-by-case basis, in accordance with our Flexible Working Policy. We will try to accommodate
your wishes unless there is a justifiable reason for refusal, bearing in mind the needs of the business. It is helpful if
requests are made as early as possible.
If you do not intend to return to work or are unsure, it is helpful if you discuss this with us as early as possible. If you
decide not to return you should submit your resignation in accordance with your contract. Once you have done so
you will be unable to change your mind without our agreement. This does not affect your right to receive SPP.
30. Adoption Policy
This policy does not form part of any employee’s contract of employment and it may be amended at any time.
Definitions
The definitions in this paragraph apply in this policy.
Qualifying Week: the week, starting on a Sunday, in which you are notified in writing by an adoption agency of having been
matched with a child.
Expected Placement Date: the date on which an adoption agency expects that it will place a child into your care with a view to
adoption.
Ordinary Adoption Leave (OAL): a period of up to 26 weeks’ leave available to all employees who qualify for adoption leave
under paragraph 28.9.
Additional Adoption Leave (AAL): a further period of up to 26 weeks’ leave immediately following OAL.
30.1 Personnel Responsible for Implementing the Policy
Managers have a specific responsibility to ensure the fair application of this policy and all members of staff are responsible for
supporting colleagues and ensuring its success.
30.2 Entitlement to Adoption Leave
Adoption leave is only available if you are adopting through a UK adoption agency. It is not available if there is no agency
involved, for example, if you are formally adopting a stepchild or other relative.
You are entitled to adoption leave if you meet all the following conditions:
30.2.1 An adoption agency has given you written notice that it has matched you with a child for adoption and tells you the
Expected Placement Date.
30.2.2 You have notified the agency that you agree to the child being placed with you on the Expected Placement Date.
30.2.3 You have been continuously employed by us for at least 26 weeks ending with the Qualifying Week.
30.2.4 Your spouse or partner will not be taking adoption leave with their employer (although they may be entitled to take
paternity leave).
30.3 Notification of Intention to Take Leave
You must give us notice in writing of:
30.3.1 the Expected Placement Date; and
30.3.2 your intended start date for adoption leave (Intended Start Date)
This notice should be given not more than seven days after the agency notified you in writing that it has matched you with a
child.
At least 28 days before your Intended Start Date (or, if this is not possible, as soon as you can), you must also provide us with a
Matching Certificate from the adoption agency confirming:
30.3.2.1 the agency’s name and address;
30.3.2.2 the name and date of birth of the child;
30.3.2.3 the date you were notified of the match; and
30.3.2.4 the Expected Placement Date.
You should also provide written confirmation that you intend to take statutory adoption pay and not statutory
paternity pay.
30.4 Starting Adoption Leave
OAL may start on a predetermined date no more than 14 days before the Expected Placement Date, or on the date of
placement itself, but no later.
37You must notify us of your Intended Start Date in accordance with paragraph 28.5. We will then write to you within 28 days to
inform you of the date we will expect you to return to work if you take your full entitlement to adoption leave (Expected
Return Date).
You can postpone your Intended Start Date by informing us in writing at least 28 days before the original date or, if that is not
possible, as soon as you can.
You can bring forward your Intended Start Date by informing us in writing at least 28 days before the new start date or, if that
is not possible, as soon as you can.
Shortly before your adoption leave starts we will discuss with you the arrangements for covering your work and the
opportunities for you to remain in contact, should you wish to do so, during your leave.
30.5 Statutory Adoption Pay
Statutory adoption pay (SAP) is payable for up to 39 weeks. It stops being payable if you return to work sooner or if the
placement is disrupted. You are entitled to SAP if:
30.5.1 you have been continuously employed for at least 26 weeks at the end of your Qualifying Week and are still
employed by us during that week;
30.5.2 your average weekly earnings during the eight weeks ending with the Qualifying Week (the Relevant Period) are not
less than the lower earnings limit set by the Government; and
30.5.3 you have given us the relevant notifications set out above.
SAP is paid at a prescribed Rate which is set by the Government for the relevant tax year, or at 90% of your average weekly
earnings calculated over the Relevant Period if this is lower.
SAP accrues with each complete week of absence but payments shall be made on the next normal payroll date. Income Tax,
National Insurance and pension contributions shall be deducted as appropriate.
If you leave employment for any reason (for example, if you resign or are made redundant) you shall still be eligible for SAP if
you have already been notified by an agency that you have been matched with a child. In such cases, SAP shall start:
- 14 days before the Expected Placement Date; or
- the day after your employment ends,
whichever is the later.
If you become eligible for a pay rise before the end of your adoption leave, you will be treated for SAP purposes as if the pay
rise had applied throughout the Relevant Period. This means that your SAP will be recalculated and increased retrospectively,
or that you may qualify for SAP if you did not previously qualify. We shall pay you a lump sum to make up the difference
between any SAP already paid and the amount payable by virtue of the pay rise. Any future SAP payments at the Earnings-
Related Rate (if any) will also be increased as necessary.
30.6 Terms and Conditions During OAL and AAL
All the terms and conditions of your employment remain in force during OAL and AAL, except for the terms relating to pay. In
particular:
30.6.1 30.6.2 30.6.3 benefits in kind [such as life insurance, health insurance, gym membership and use of a salon vehicle if applicable]
shall continue;
annual leave entitlement under your contract shall continue to accrue; and
pension benefits, if any, shall continue.
30.7 Annual Leave
During OAL and AAL, annual leave will accrue at the rate provided under your contract.
Annual leave cannot usually be carried over from one holiday year to the next. If the holiday year is due to end during your
adoption leave, you should ensure that you have taken the full year’s entitlement before starting your adoption leave.
30.8 Disrupted Adoption
38Adoption leave is disrupted if it has started but:
30.8.1 you are notified that the placement will not take place;
30.8.2 the child is returned to the adoption agency after placement; or
30.8.3 the child dies after placement.
In case of disruption your entitlement to adoption leave and pay (if applicable) will continue for a further eight weeks from the
end of the week in which disruption occurred, unless your entitlement to leave and/or pay would have ended earlier in the
normal course of events.
30.9 Keeping in Touch
We may make reasonable contact with you from time to time during your adoption leave.
You may work (including attending training) on up to ten days during adoption leave without bringing your adoption leave to
an end. This is not compulsory and arrangements, including any additional pay, would be discussed and agreed with your
manager.
Shortly before you are due to return to work, we may invite you to have a discussion (whether in person or by telephone)
about the arrangements for your return. This may cover:
30.9.1 updating you on any changes that have occurred during your absence;
30.9.2 any training needs you might have; and
30.9.3 any changes to working arrangements (for example, if you have made a request to work part time).
30.10 Expected Return Date
Once you have notified us in writing of your Intended Start Date, we shall send you a letter within 28 days to inform you of
your Expected Return Date. If your start date changes we shall write to you within 28 days of the start of adoption leave with a
revised Expected Return Date.
We will expect you back at work on your Expected Return Date unless you tell us otherwise. It will help us if, during your
adoption leave, you are able to confirm that you will be returning to work as expected.
30.11 Returning Early
If you wish to return to work earlier than the Expected Return Date, you must give us at least eight weeks’ notice. It is helpful if
you give this notice in writing.
If you do not give enough notice, we may postpone your return date until four weeks (or eight weeks as appropriate) after you
gave notice, or to the Expected Return Date if sooner.
30.12 Returning Late
If you wish to return later than the Expected Return Date, you should either:
30.12.1 request unpaid parental leave; or
30.12.2 request paid annual leave in accordance with your contract, which will be at our discretion.
If you are unable to return to work due to sickness or injury, this will be treated as sickness absence and our usual sickness
policy will apply.
In any other case, late return will be treated as unauthorised absence.
30.13 Deciding Not to Return
If you do not intend to return to work, or are unsure, it is helpful if you discuss this with us as early as possible. If you decide
not to return you should give notice of resignation in accordance with your contract. The amount of adoption leave left to run
when you give notice must be at least equal to your contractual notice period, otherwise we may require you to return to work
for the remainder of the notice period.
Once you have given notice that you will not be returning to work, you cannot change your mind without our agreement
39This does not affect your right to receive SAP.
30.14 Your Rights when you Return
You are normally entitled to return to work in the same position as you held before commencing leave. Your terms of
employment shall be the same as they would have been had you not been absent.
However, if you have taken any period of PAL or more than four weeks’ parental leave, and it is not reasonably practicable for
us to allow you to return into the same position, we may give you another suitable and appropriate job on terms and
conditions that are not less favourable.
30.15 Returning to Work Part-time
We will deal with any requests by employees to change their working patterns (such as working part time) after adoption leave
on a case-by-case basis. There is no absolute right to insist on working part time, but you do have a statutory right to request
flexible working and we will try to accommodate your wishes unless there is a justifiable reason for refusal, bearing in mind the
needs of our business. It is helpful if requests are made as early as possible.
4031. Flexible Working Policy
31.2 31.1.1 We are committed to providing equality of opportunity in employment and to developing work practices and policies
that support work-life balance. We recognise that, in addition to helping balance work and personal lives, flexible
working can raise staff morale, reduce absenteeism and improve our use and retention of staff.
31.1.2 This Flexible Working policy gives eligible employees an opportunity to formally request a change to their working
pattern and all employees an opportunity to do so informally. Managers are encouraged to facilitate requests unless
they cannot be accommodated for business or operational reasons.
31.1.3 No-one who makes a request for flexible working will be subjected to any detriment or lose any career development
opportunities as a result.
31.1.4 We are committed to a programme of action to make this policy effective and to bring it to the attention of all staff.
31.1.5 This policy does not form part of any employee’s contract of employment and it may be amended at any time.
Scope and Purpose of the Policy
31.2.1 This policy applies to all employees. It does not apply to agency workers, consultants or self-employed contractors.
31.2.2 Employees with at least 26 weeks’ continuous service who have caring responsibilities for certain children and adults
have a statutory right to request flexible working. That right is recognised by the formal right to request procedure in
this policy. The criteria for deciding who is eligible to follow the formal procedure are set out in paragraph 31.5.
31.2.3 Employees who do not meet the eligibility criteria for the formal procedure, but who want to make either permanent
or temporary changes to their working arrangements, may make an informal request to their manager who will
consider the request according to our business and operational requirements.
31.2.4 Employees whose requests for flexible working are accepted under the formal procedure will have permanent
changes made to their contracts of employment to reflect their new working arrangements. If they do not want
changes to be permanent, they can follow the informal procedure instead.
31.2.5 Any employee interested in flexible working is advised to request an informal meeting with their manager to discuss
their eligibility, the different options and the effect of their proposed work pattern on colleagues and service delivery
before submitting a formal or informal request.
31.3 Personnel Responsible for Implementing the Policy
31.3.1 31.3.2 Managers have a specific responsibility to set an appropriate standard of behaviour, to lead by example and to
promote our aims and objectives with regard to flexible working.
All members of staff are responsible for the success of this policy and must ensure that they familiarise themselves
with it and act in accordance with its aims and objectives.
31.4 Forms of Flexible Working
31.5 Flexible working can incorporate a number of changes to working arrangements:
31.4.1 reduction or variation of working hours;
31.4.2 reduction of the number of days worked each week; and/or
31.4.3 working from a different location (for example, from home).
Such changes may involve starting a job share; working a set number of hours a year, rather than a week (annualised hours);
working from home (whether for all or part of the week); working only during term-time (part-year working); working
compressed hours; working flexi-time.
Eligibility for the Formal Right to Request Procedure
31.5.1 Requests under the formal procedure set out in this policy can only be made by employees who meet the criteria set
out below.
31.5.2 To be eligible to make a request under the formal procedure, you must:
a) be an employee;
b) have worked for us continuously for 26 weeks at the date your request is made;
c) have caring responsibilities; and
4131.6 d) not have made a formal request to work flexibly during the last 12 months (each 12-month period runs from the
date when the most recent application was made).
31.5.3 Employees who want to work flexibly to care for a child must:
a) be making the request in respect of a child who is under 17, or, if the child is disabled, under 18;
b) be responsible for bringing up the child and be making the request to enable them to care for the child; and be
either:
1. the mother, father, adopter, guardian or foster parent of the child; or
2. married to, or the partner of, the child’s mother, father, adopter, guardian or foster parent. In this
context “partner” means a person who is not a relative but, whether of different sex or the same sex, who
lives with the child and the mother, father, adopter, guardian or foster parent in an enduring family
relationship.
31.5.4 Employees who want to work flexibly to care for an adult who is in need of care must be (or expect to be) the person
who cares for that adult, and be:
a) married to, or the partner or civil partner of, the adult; or
b) a relative of the adult, or
c) neither of the above, but living at the same address as the adult.
Making a Formal Flexible Working Request
You will need to submit a written application if you would like your flexible working request to be considered under the formal
procedure.
Your written and dated application should be submitted to your manager and, in order to meet the requirements of the formal
procedure and to help your manager consider your request, should:
31.6.1 state the reason for your request, whether to care for a child or adult;
31.6.2 give details of the demands of your caring responsibilities;
31.6.3 provide as much information as you can about your current and desired working pattern, including working days,
hours and start and finish times, and give the date from which you want your desired working pattern to start;
31.6.4 address the effect the changes to your working pattern will have on the work that you do, that of your colleagues
and on service delivery. If you have any suggestions about dealing with any potentially negative effects, please include these in
your written application;
31.6.5 provide information to confirm that you meet the eligibility criteria set out in paragraph 31.5 of this policy;
31.6.6 state whether you have made a previous formal request for flexible working and, if so, when; and
31.6.7 ideally be submitted at least two months before you wish the changes you are requesting to take effect.
Your line manager might be able to agree your proposal without the need for a meeting (which is the next stage of the formal
procedure). If that is the case, your manager will write to you, confirming the decision and explaining the permanent changes
that will be made to your contract of employment.
If your proposal cannot be accommodated, discussion between you and your manager may result in an alternative working
pattern that can assist you.
31.7 Formal Procedure: Meeting
Where necessary, your manager will arrange to meet with you within 28 days of your application being submitted. You may
bring a colleague (who may be a trade union representative) to the meeting as a companion if you wish. Your companion will
be entitled to speak during the meeting and confer privately with you, but may not answer questions on your behalf.
In most cases, the meeting will be held at your usual place of work. However, we will ensure that the meeting is held at a time
and place that is convenient to you.
The meeting will be used to consider the working arrangements you have requested. You will be able to explain how the
arrangements will accommodate your caring responsibilities. You will also be able to discuss what impact your proposed
working arrangements will have on your work and that of your colleagues. If the arrangements you have requested cannot be
accommodated, discussion at the meeting also provides an opportunity to explore possible alternative working arrangements.
Your manager may suggest starting new working arrangements under an initial trial period to ensure that they meet your
42needs and those of the Salon.
31.8 Formal procedure: Decision
Following the meeting, your manager will notify you of the decision in writing within 14 days.
If your request is accepted, or where we propose an alternative to the arrangements you requested, your manager will write to
you with details of the new working arrangements, details of any trial period, an explanation of changes to your contract of
employment and the date on which they will commence. You will be asked to sign and return a copy of the letter This will be
placed on your personnel file to confirm the variation to your terms of employment. There may also be some additional
practical matters that your manager will discuss with you such as arrangements for handing over work.
You should be aware that changes to your terms of employment will be permanent and that you will not be able to make
another formal request until 12 months after the date of your original application.
If your manager needs more time to make a decision, they will ask for your agreement to delay the decision for up to a further
14 days. A request for an extension is likely to benefit you. For example, your manager may need more time to investigate how
your request can be accommodated or to consult several members of staff.
There will be circumstances where, due to business and operational requirements, we are unable to agree to a request. In
these circumstances, your manager will write to you:
31.8.1 giving the business reason(s) for turning down your application;
31.8.2 explaining why the business reasons apply in your case; and
31.8.3 setting out the appeal procedure.
The eight business reasons for which we may reject your request are:
31.8.4 the burden of additional costs;
31.8.5 detrimental effect on ability to meet customer demand;
31.8.6 inability to reorganise work among existing staff;
31.8.7 inability to recruit additional staff;
31.8.8 detrimental impact on quality;
31.8.9 detrimental impact on performance;
31.8.10 insufficiency of work during the periods that you propose to work; and
31.8.11 planned changes.
31.9 Formal Procedure: Appeal
If your request is rejected, you have the right to appeal.
Your appeal must:
31.9.1 be in writing and dated;
31.9.2 set out the grounds on which you are appealing; and
31.9.3 be sent within 14 days of the date on which you received the written rejection of your request.
Your Manager will arrange for a meeting to take place within 14 days of receipt of your appeal. The meeting will be held at a
convenient time for all those attending and, as at the meeting that considered your request, you may be accompanied by a
colleague.
An Appeal Panel will be selected, and so far as is possible according to the structure of the Salon will not include any original
decision maker.
You will be informed in writing of the Appeal Panel’s decision within 14 days of the date of the appeal meeting.
If your appeal is upheld, you will be advised of your new working arrangements, details of any trial period, an explanation of
changes to your contract of employment and the date on which they will commence. You will be asked to sign and return a
copy of the letter. This will be placed on your personnel file to confirm the variation to your terms of employment. There may
also be some additional practical matters that your manager will discuss with you such as arrangements for handing over work.
You should be aware that changes to your terms of employment will be permanent and you will not be able to make another
4331.10 31.11 formal request until 12 months after the date of your original application.
If your appeal is rejected, the written decision will give the business reason(s) for the decision and explain why the reason(s)
apply in your case. You will not be able to make another formal request until 12 months after the date of your original
application.
Breaches of the Formal procedure
There will be exceptional occasions when it is not possible to complete a stage of the procedure within the expected time
limits. Where an extension of time is agreed with you, your manager will write to you confirming the extension and the date on
which it will end.
If you withdraw a formal request for flexible working, you will not be eligible to make another formal request for 12 months
from the date of your original request to certain circumstances, a request made under the formal procedure will be treated as
withdrawn. This will occur if:
31.10.1 you fail to attend two meetings under the formal procedure without reasonable cause; or
31.10.2 you unreasonably refuse to provide information we require to consider your request.
In such circumstances, your manager will write to you confirming that the request has been treated as withdrawn.
Making an Informal Flexible Working Request
Employees who wish to make an informal request for flexible working may make a request to their manager who will consider
it according to our business and operational requirements.
It will help your manager to consider your request if you:
31.11.1 make your request in writing and confirm whether you wish any change to your current working pattern to be
temporary or permanent;
31.11.2 provide as much information as you can about your current and desired working pattern, including working days,
hours and start and finish times, and give the date from which you want your desired working pattern to start;
31.11.3 think about what effect the changes to your working pattern will have on the work that you do and on your colleagues,
as well as on our service delivery. If you have any suggestions about dealing with any potentially negative effects, please
include these in your written application. Your manager can consider whether they are workable; and
31.11.4 give details of the demands of your caring responsibilities, if you have any.
Your line manager will advise you what steps will be taken to consider your request, which may include inviting you to attend a
meeting, before advising you of the outcome of your request.
4432. Ending Your Employment
32.1 32.2 32.3 32.4 32.5 32.6 32.7 If you wish to end your employment you must give the Salon adequate notice that you wish to leave. The amount of notice you
should give is set out in your contract of employment. Your notice should be put in writing, signed, dated and addressed to
your Manager.
If the Salon wants to end your employment (i.e. dismiss you or make you redundant etc.) you are entitled to be given notice of
this by the Salon, additionally other procedures may also apply such as disciplinary procedure or redundancy procedure. Your
entitlement to notice is set out in your contract of employment. If you are dismissed for gross misconduct you may be
dismissed with immediate effect following the conclusion of a disciplinary process.
The Salon may require you to work out your notice or decide to give you a payment equivalent to your notice period instead. It
is the Salon’s discretion to decide the best course of action and you should therefore be prepared to work out your full notice
period and there is no right to request a payment instead of working.
If you decide to leave you will normally be required to work your notice period. Occasionally the Salon may reach a special
arrangement with an employee who is leaving, that they may leave before the end of their notice period (if the employee
makes a request to leave early). If such an agreement is reached the employee will not receive a payment in lieu of their
notice.
For the avoidance of doubt, upon termination of your employment by you or the Salon for any reason, you will not be entitled
to receive any commission payments or bonuses (or any sums in lieu of commission or bonuses) in respect of any pipeline
business, or any sales or other transactions carried out by you, unless the relevant transaction has been completed and the
Salon has been paid its commission in respect of the transaction as at the date of termination of your employment.
At the Salon’s sole discretion, during any period of notice of termination (whether given by the Salon or by you) the Salon may
require you to take garden leave for all or part of the remaining period of your employment. If you are asked to take garden
leave, you will be paid your basic rate salary, due to you under the terms of your contract during the period of your garden
leave. You may be required to take any remaining annual leave due to you during your garden leave.
Whilst on garden leave you:
32.7.1 may not attend your place of work or any other premises of the Salon, save with the express written consent of your
Manager;
32.7.2 must return to the Salon, immediately upon request, all documents and other property or materials (including
copies) belonging to the Salon
32.7.3 may not communicate with or attempt to communicate with any client, customer, supplier, agent, professional
adviser, broker or banker of the Salon or any employee of the Salon without the prior written permission of the
Salon.
4533. Post Termination Obligations
33.1 Your contract of employment contains restrictions about what work you can undertake. These restrictions also prohibit you
from
33.1.1 “Stealing” customers of the business
33.1.2 Enticing key members of staff to leave.
33.1.3 Competing with the business during your employment
33.1.4 Using the Salon name or a similar name in connection with any new job or business that you are involved with
33.1.5 Competing with the Salon within half a mile radius of the Salon for six months after your employment ends
This is not an exhaustive list of the restriction under your contract of employment.
33.2 The Salon takes these restrictions very seriously and you should familiarise yourself with these restrictions as they will be
enforced against you.
4634. Pensions & Retirement
34.1 34.2 34.3 34.4 The Salon has designated a stakeholder pension scheme for its employees, under the Welfare Reform and Pensions Act 1999
(“the Act”). A payroll deduction facility for employee contributions to the stakeholder pension scheme will be offered by the
Salon on request in accordance with the Act but the Salon is not obliged to make employer contributions to the scheme itself.
Details of the pension scheme can be obtained from your Manager
The normal retirement age for men and women employees is 65.
The Salon will follow the statutory procedure when your retirement age is reached. At present this requires the Salon to give
you 6 months’ notice of the intended retirement date and offer you an opportunity to request to work past your retirement
age. The statutory procedure may change over time and the Salon proposes to operate the statutory minimum procedure.
Further information will be provided to you when your retirement date is more imminent.
47