Human Resources Policy Manual (UK)

1. Purpose and Scope

This Human Resources (HR) Policy Manual sets out the employment policies and procedures of the Company,Thinking4Media Limited, a UK-based organisation with a small workforce (typically 4–10 employees) engaged primarily in contract-based work. The purpose of this manual is to ensure compliance with UK employment law, promote fair and consistent treatment, and support effective delivery of client contracts.

This policy applies to all employees and workers of the Company. Contractors and freelancers are subject to relevant provisions where expressly stated or where required by law or contract.

2. Employment Relationship

2.1 Equal Opportunities

The Company is committed to equality of opportunity and compliance with the Equality Act 2010. No employee or worker will be treated less favourably on the basis of a protected characteristic, including age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation.

2.2 Employment Status

The Company may engage individuals as employees, workers, or independent contractors. Employment status is determined in accordance with UK law and contractual terms and affects rights, responsibilities, and entitlements.

2.3 Probationary Period

Employees are subject to a probationary period, typically six months, during which performance, conduct, and suitability for the role are assessed.

3. Recruitment and Right to Work

3.1 Recruitment

Recruitment decisions are based on skills, experience, and business requirements, particularly the needs of client contracts.

3.2 Right to Work Checks

The Company will carry out Right to Work checks in accordance with UK Home Office requirements before employment commences.

3.3 References

Employment may be subject to satisfactory references where appropriate.

4. Pay and Working Time

4.1 Pay

Pay rates are set out in individual contracts of employment and comply with the National Minimum Wage and National Living Wage legislation.

4.2 Working Hours

Working hours are defined in employment contracts. Due to the nature of contract work, flexibility may be required to meet client deadlines.

4.3 Overtime

Overtime arrangements, where applicable, are set out in individual contracts. Overtime may be unpaid where salaries are set to reflect additional hours, subject to minimum wage compliance.

4.4 Working Time Regulations

The Company complies with the Working Time Regulations 1998, including rest breaks and maximum weekly working hours, unless an opt-out agreement is in place.

5. Holiday and Leave

5.1 Annual Leave

Employees are entitled to paid annual leave in accordance with statutory requirements (currently 5.6 weeks per leave year, pro-rated for part-time employees). Holiday approval is subject to business and contract requirements.

5.2 Sickness Absence

Employees must notify the Company of sickness absence as soon as practicable. Statutory Sick Pay (SSP) will be paid where eligibility criteria are met.

5.3 Family and Other Statutory Leave

The Company complies with all statutory leave entitlements, including maternity, paternity, adoption, shared parental leave, parental leave, time off for dependants, jury service, and bereavement leave where applicable.

6. Conduct and Performance

6.1 Standards of Conduct

Employees are expected to act professionally, particularly when working on client contracts or representing the Company externally.

6.2 Performance Management

Performance will be managed informally where possible, recognising the small size of the organisation, with formal processes used where necessary.

6.3 Disciplinary Procedure

The Company follows the principles of the ACAS Code of Practice on Disciplinary and Grievance Procedures. Disciplinary matters may result in action up to and including dismissal.

7. Grievance Procedure

Employees are encouraged to raise concerns informally in the first instance. Where this is not appropriate, a formal grievance may be raised in writing. Grievances will be handled fairly and promptly in line with ACAS guidance.

8. Anti-Harassment and Dignity at Work

Harassment, bullying, or discrimination will not be tolerated. All complaints will be taken seriously and investigated appropriately.

9. Health and Safety

The Company has a duty under the Health and Safety at Work etc. Act 1974 to provide a safe working environment. Employees must take reasonable care of their own health and safety and that of others.

10. Remote and Client-Site Working

Given the contract-based nature of the business, employees may work remotely or at client sites. Employees must comply with client policies where applicable and maintain confidentiality and professionalism at all times.

11. Confidentiality and Data Protection

11.1 Confidentiality

Employees must protect confidential Company and client information during and after employment.

11.2 Data Protection

The Company complies with the UK GDPR and Data Protection Act 2018. Employees must handle personal data lawfully and securely.

12. Use of Company Property and IT

Company equipment and systems are provided for business use. Limited personal use is permitted provided it does not interfere with work or breach Company policies.

13. Conflicts of Interest

Employees must avoid situations where personal interests conflict, or appear to conflict, with the interests of the Company or its clients.

14. Termination of Employment

14.1 Notice

Notice periods are set out in contracts of employment and meet statutory minimum requirements.

14.2 End of Employment

On termination, employees must return all Company property and comply with any post-termination obligations.

15. Policy Administration

15.1 Review

This policy will be reviewed periodically and updated as required to reflect changes in law or business needs.

15.2 Non-Contractual Status

This policy manual does not form part of any contract of employment and may be amended by the Company at its discretion.