Equality diversity and respectful work policy
Scope Recruitment, employment, subcontracted work, customer service, business travel, online communication and conduct at client sites.
Purpose and standard
Phone Guys will make decisions fairly and treat people with dignity. We will prevent unlawful discrimination, bullying, harassment and victimisation in our work. These standards apply to how colleagues, applicants, customers, visitors and suppliers are treated, including behaviour by third parties connected with our work.
Fair decisions and reasonable adjustments
Recruitment, pay, work allocation, development and access to services must be based on relevant requirements and evidence. Decisions must not discriminate unlawfully because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. We will consider reasonable adjustments with the person concerned and record the agreed practical steps, responsibility and review.
Behaviour expected
- Use respectful language and accessible explanations. Avoid assumptions about a person’s ability, background, identity or family circumstances.
- Do not use threatening conduct, unwanted sexual behaviour, humiliating jokes, exclusion, offensive images or repeated unreasonable treatment. This applies in person, in messages and at work events.
- Do not disadvantage anyone for raising a concern in good faith, supporting another person or requesting an adjustment. A concern may not be upheld and still have been raised honestly.
Responsibilities
The accountable director will approve prevention measures and fair procedures. The operations lead will assess risks associated with lone visits, third party contact, work events and online conduct, arrange proportionate briefings and intervene when behaviour is unacceptable. Everyone must follow this policy and report concerns. Customers and subcontractors must be told the conduct expected on our work.
Raising and handling a concern
A person may speak to the operations lead or contact the director directly. A complaint about the usual contact must be referred to an uninvolved director or a suitably independent external reviewer. The accountable director must provide an uninvolved route for any complaint concerning the usual contact. Informal resolution may be offered where appropriate; it must not be required before a serious concern is considered.
- Record the concern accurately, agree a safe contact method and consider immediate protective arrangements. Listen without pre-judging the outcome.
- Explain the process, who will handle it and the next update. Investigate proportionately and fairly, allow people to respond and consider relevant evidence.
- Limit disclosure to people who need the information. Explain that complete confidentiality cannot be promised where protection, a fair process or law requires disclosure.
- Give a reasoned outcome and explain how to request a review by someone not responsible for the original decision. Record corrective action and check for retaliation.
Prevention and review
The operations lead will include these standards in induction and role briefings, explain reporting routes and maintain appropriate briefing records. The director will consult workers about practical barriers and review decisions, complaints and adjustments for recurring problems. Any disciplinary response will follow a fair procedure and the applicable employment arrangements.
Contact and related policies
Policy concerns may be raised using the company contact details on the first page or in writing to the director. Ask for a private conversation before sharing sensitive personal details. The existing accessibility statement and complaints page continue to apply; this policy does not replace them. External advice and legal rights remain available.
Records and review
Keep adjustment and complaint records in a restricted location with access and retention decided for their purpose. Review this policy at least annually and sooner after a significant complaint or relevant legal change. The director will review relevant changes to harassment law and update the prevention arrangements.
Questions about this policy
For a policy question or correction, use the Phone Guys contact page. Do not send confidential customer, employee, security or incident information through a public enquiry.