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Flexible Employee

Handbook
with effect from November 2018

bluearrow.co.uk
Welcome
Thank you for joining Blue If you need any help or information while you
are working for us, don’t hesitate to contact us.
Arrow, one of the UK’s leading Details of all Blue Arrow policies are available
recruitment businesses. at www.bluearrowlearningcentre.co.uk or via
your Blue Arrow Representative. All policies are
With our nationwide network of branches and non-contractual and may be varied by Blue Arrow
a reputation for supplying the highest calibre of from time to time. Blue Arrow reserves the right
staff, we recognise that our success depends to depart from the precise components of any
on you. That is why we strive to build a strong policy or procedure where it is appropriate to
working relationship with our Flexible Employees. do so. It is your responsibility to keep up-to-date
We want you to feel part of our valued team. with Blue Arrow policies and procedures.

Terms of Employment
This handbook is designed to give you details of
the terms and conditions you will be working to at
Blue Arrow. It should be read in conjunction with
your terms of employment of which it forms a part.
Should you require any further information about
the matters covered in this handbook, your terms
of employment or any other matters concerning
your employment with Blue Arrow, you should
contact your local Blue Arrow branch who
will be happy to help.

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Contents
Time Records and Pay 4 Paternity Leave and Pay 13
Shared Parental Leave and Pay 13
Recording Hours Worked 4
Parental Leave 13
Hours of Work 4
Dependent Care Leave 13
Timekeeping 4
Flexible Working 13
Overtime 4
Absence from Work 4
Discipline and Grievances 14
Holidays 5
Sickness 5 Disputes 14
Your Pay 5 Disciplinary Policy and Procedure 14
Pay Advice Slips 5 Procedure 14
Tax and National Insurance 5 Gross Misconduct 16
Tax Code Queries 6 Performance and Capability 17
P45s 6 Appeal Procedure 17
Agency Workers Regulations (AWR) 6 Grievance Policy and Procedure 18
Procedure 18
Pensions 7
Health and Safety 19
Working With Us 8 Health and Safety Policy 19
Our Professional Reputation 8 First Aid and Accidents 20
Entitlement to Work in the UK 8 Fire 20
Outside Employment 8 Electricity 20
Changes to Circumstances 8 Display Screen Equipment (VDUs) 20
Scope of Assignment 8 Manual Handling 21
Personal Appearance 8 Machinery 21
Personal Appearance - Catering 9 Hand Tools 21
Employment by the Client 9 Safety Signs 22
Conduct 9 Control of Substances Hazardous
Property and Resources 9 to Health (C.O.S.H.H.) Regulations 1998 22
Security 10 Special Notes For Food Production Assignments 23
Stop and Search 10 Special Notes For Driving Assignments 23
Smoking 10 Special Notes For Catering Assignments 24
Alcohol and Substance Abuse 10
Tools, Equipment and Personal Terms of Employment 25
Protective Equipment 11
Night-Working 11 Working Time Regulations
Driving Fines and Penalties 11 Opt Out Agreement 31
Road Traffic Accidents and
Accidents in the Workplace 11 10 Point Promise - Candidates 32
Publicity 11
Privacy Notice 33
Our Policies 12
Equality at Work 12
Dignity at Work 12
Public Interest Disclosure 12
Data Protection 12

Family Friendly Arrangements 13


Maternity Leave and Pay 13
Adoption Leave and Pay 13
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Time Records and Pay
Recording Hours Worked 1998 and Working Time Regulations (Northern
Ireland) 1998 (as applicable) you are entitled to
Before each assignment you will usually be issued a break of 20 minutes if you work more than six
with an individual timesheet which will be renewed hours on a continuous basis. If, while working with
on a weekly basis. a Client, you are not provided with your statutory
Each week, simply follow any clocking in and out rest breaks, you should raise this immediately
procedures required by the Client, enter the hours with your Blue Arrow branch.
you work on the timesheet, have this signed by an
authorised representative of the Client and return Timekeeping
it to your Blue Arrow branch by no later than
6.00pm on the Friday of the assignment week Always arrive for work BEFORE the time
(unless prior arrangements with your Blue Arrow you are due to start, and call your Blue Arrow
branch are made). branch if you are caught in traffic.
Alternatively, you may be asked to use Punctuality is very important. On the first day
multi-timesheets, attendance sheets, swipe of an assignment we recommend that you always
cards or some other method to record your start/ allow for unexpected delays and aim to arrive in
break/finish times. In some cases you will also be good time ready to commence work. If you anticipate
asked to register your department and/or category being late at any time, contact your Blue Arrow
of work. Full instructions will be provided by your branch immediately.
Blue Arrow branch.
With these alternative methods your pay information Overtime
is processed automatically so you don’t need
If overtime is anticipated you will normally be told
to complete a separate timesheet.
in advance. If you are asked to work any hours
Remember, it is your responsibility to follow the different to those notified at the start of the
correct procedures and failure to do so may assignment, please tell your Blue Arrow branch who
result in delay or error in processing your pay. will confirm the arrangement and the rate of pay.
Additional hours are not always paid at a higher rate.
Hours of Work
You will be told how many hours you are Absence from Work
expected to work, before your assignment Always call the branch if you are unable
begins. Any changes MUST be agreed with to attend work, for any reason.
your Blue Arrow branch.
If you are absent from work for any reason you
The hours of work applicable to any assignment must inform your Blue Arrow branch prior to your
will be notified to you in advance of the assignment agreed start time on your first day of absence
start date. In terms of the Working Time Regulations and on any subsequent days of absence.
Absence for holidays, Jury Service, Military Service
or other reasons should be agreed in advance
with your Blue Arrow branch who will advise
you of the procedure to be followed.
You should try to ensure that, wherever
possible, any medical or dental appointments
are made outside your normal working hours.

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Holidays Your Pay
Under the Working Time Regulations 1998 and Your pay will go directly into your bank account.
Working Time Regulations (Northern Ireland) 1998 We know how important it is to be paid promptly so,
(as applicable) you qualify for paid holiday. Your provided the appropriate timesheet procedures have
holiday entitlement is 5.6 normal working weeks been completed and returned to us as instructed,
(28 days if your normal working week is 5 days) or provided satisfactory evidence that you did indeed
paid holiday in each holiday year. This includes work, you will be paid directly by credit transfer into
public holidays. your bank or building society account on the Friday
Your holiday year will be the 12 month period starting following the week you worked. Full payment details
1st April and ending 31st March each year. If your will appear in your pay advice.
employment begins or ends part way through the
holiday year your holiday entitlement for that year
will be assessed on a pro rata basis. Pay Advice Slips
You may only take paid holiday to the extent that
Your pay advice slip will be sent to you using the
you have accrued it by your period of continuous
e-mail address you provided in your registration
work. If, on the termination of your employment,
details or CV, unless you inform your Blue Arrow
you have taken holidays in excess of the statutory
branch that you wish to receive a paper copy.
holiday entitlement which has accrued to you at that
time, you will be required to repay Blue Arrow the E-mail payslips will be sent out on a Thursday
over payment. each week. Printed payslips will be sent out each
Friday via second class post to your registered
Applications for holiday must be requested through
home address.
your Blue Arrow branch and authorised by the Client.
If you wish to take paid holiday you must give four You must inform your Blue Arrow branch of any
weeks written notice of the proposed holiday dates changes to your postal or e-mail address. A minimum
to your Blue Arrow branch. Blue Arrow may refuse of seven days is required to enable Blue Arrow
a request for specific holiday dates at any time up to update your details.
to two weeks before the first date to which the
request relates. Tax and National Insurance
Blue Arrow may require you to take part or all of any
We have to deduct tax and national
untaken holiday entitlement by giving you not less
insurance from your pay.
than two weeks notice.
We have a legal obligation to deduct PAYE and
All holidays must be taken in the holiday year
NIC from your pay. To avoid paying more tax than
in which they accrue and cannot be carried over
necessary or any delays in processing your pay,
to the next holiday year.
we must receive your P45, P46 or a P38s along
with your National Insurance number before you
Sickness start any assignment. If you do not pay PAYE
and NIC in the usual way, special arrangements
If you are sick for more than three consecutive days,
must be made through your Blue Arrow branch.
subject to certain conditions and the Blue Arrow
Sickness Absence Policy, you may be entitled to
Statutory Sick Pay. Details are contained in your
terms of employment and in the Policy.

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Tax Code Queries Agency Workers
Once you have supplied us with your tax Regulations (AWR)
documents, and started working, any queries
With respect to the Agency Worker Regulations 2010
relating to your tax code should be directed to:
and Agency Worker Regulations (Northern Ireland)
2011 as applicable. From Day 1 of your assignment
HMRC to a Client you are entitled to access any collective
facilities and amenities, such as a canteen and car
Paye As You Earn parking, at the Client’s premises (subject to any
PO Box 1970 criteria the Client imposes on its own employees).
Liverpool You are also entitled to information regarding any
L75 1WX relevant vacant posts with the Client although this
Tel: 0300 200 3300 does not mean you have any automatic right to
Please quote reference no 951/B5028 be appointed to a permanent job by the Client.
and also your Flexible Employee Reference After achieving a 12 week qualifying period you
number, which is on your pay advice slip. may be eligible for rights under the AWR with
respect to parity of pay and terms with permanent
employees of the Client. Blue Arrow will advise
P45s you of any change to your pay and conditions
Should you wish to resign from flexible employment as a result of qualifying.
with Blue Arrow, please request your P45 from your In order that we can ensure you receive your AWR
branch. Temporary Payroll at Head Office are not rights you should tell us about any periods where
able to process such requests directly. you have been engaged by a Client through any
other temporary employment business. If you fail
to provide us with this information it may impact
or delay the application of your AWR rights.
If you believe you have not been afforded your
rights under AWR or have any concerns you
should contact your branch in the first instance.

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Pensions
As part of the wide range Additional Benefits
of benefits of working with You’ll benefit not only from your own
contributions but with Auto Enrolment, you’ll also
Blue Arrow, we are pleased benefit from employer contributions and tax relief
to be using NOW: Pensions as well - making your pension pot even bigger.

as our Auto Enrolment provider.


Proven Track Record
Adopting a straightforward and transparent approach
NOW: Pensions are new to the UK but not new
that removes the burden and potential confusion of
to pensions. They are backed by ATP - Denmark’s
choice, NOW: Pensions makes running a pension
leading mutual pension provider who have, for the
simple and cost effective.
last 45 years, lead the market through successful
service delivery and investment performance
Simplicity on behalf of their 4.7m members.
NOW: Pensions keep things simple by relieving
you of the burden of choice. They also make it easy
for you to keep an eye on things and monitor your
pension scheme online.

Portable Plan
If you have pension savings from previous jobs
or personal pensions, you can easily transfer
these into your NOW: Pensions plan. This can
be done online for free.

0330 100 3334


Additional Contributions
To help boost your retirement pension you can also
pay Additional Voluntary Contributions (AVCs) on top
of the minimum contributions required. Remember
that all contributions benefit from full tax relief.

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Working With Us
Blue Arrow’s expectations of your conduct. Changes to Circumstances
If your details or circumstances change
Our Professional Reputation - tell us first.
Blue Arrow’s ability to offer you suitable assignments To help us offer you the most suitable assignments,
depends on our continued reputation for high quality please inform us immediately of any change in your
and reliability. Please remember to maintain a high circumstances. This may be a new skill you have
standard of professional conduct and to do your best acquired, or perhaps a change of address, phone
to promote the interests of Blue Arrow at all times. number, e-mail address, bank account, mobility
or your availability for work.
Entitlement to Work in the UK If seeking assignments requiring any licence or
permit, for example as a driver, you must inform
You must be legally entitled to work in the UK.
us immediately of any changes to your licence.
You must confirm that you are legally entitled to
You must also tell us if there is a change to your
work in the UK. If Blue Arrow discovers that you
health and fitness compared to the information
do not have permission to live and work in the
provided by you at registration. If you become
UK, or if your permission to do so is revoked or
pregnant, you should inform your Blue Arrow
expired, Blue Arrow will be entitled to terminate
branch who will provide you with a copy of
your employment immediately without giving you
the Maternity Policy.
any notice or paying you in lieu of notice. Blue Arrow
can do so in those circumstances without giving you
any warning in terms of the disciplinary procedure. Scope of Assignment
If there are any changes to your visa or other
If you are asked to do additional tasks - please let
permissions to work in the UK, you must inform
us know straight away.
your Blue Arrow branch immediately.
While on an assignment, you must not carry out
any job functions or tasks that are outside the scope
Outside Employment of your assignment as notified to you. If, whilst
If you wish to undertake outside employment then working on an assignment, you are requested by the
you must inform Blue Arrow in order to meet Working Client to carry out a task outside this scope, please
Time Regulation requirements. The work undertaken contact your Blue Arrow branch immediately.
must not be in competition with the business of the
Client, must not affect the performance of your duties Personal Appearance
and must not prevent you from being available
to accept assignments. Blue Arrow Flexible Employees are renowned for
maintaining a high level of personal appearance
and dress at all times. Presenting a professional
image is very important.
In particular, you should follow all instructions from
the Client regarding uniforms, safety equipment
and PPE, special grooming, appearance or
conduct, specifically with reference to health,
safety and hygiene. If you have any doubts as
to what is expected, please ask your Blue Arrow
branch representative.

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If dressed inappropriately you may be sent home 
Treat with courtesy and respect the Client
and required to return suitably attired. In such and all fellow employees.
circumstances, no payment will be made for time

Conform to the normal hours of work for
spent away from work.
the Client’s workplace (unless alternative
In circumstances where you consider that observing arrangements have been made in advance
the dress code may contravene principles regarding by your Blue Arrow branch and the Client).
discrimination, you should contact your Blue Arrow

Take all reasonable steps while working for the
branch in order to discuss the issue.
Client to safeguard your own safety and the
safety of any others who may be present or
Personal Appearance - Catering affected by your actions during the assignment
and comply with the Health and Safety Policy
Flexible Employees working in a catering of the Client.
environment may be required to wear a uniform
provided by the Client whilst on Assignment for 
Do not engage in any conduct detrimental
health and hygiene reasons. In the event the Client to the interests of the Client.
has any specific dress code requirements we will 
Do not use any motor vehicle or any
advise you before you commence the Assignment. mechanised equipment in connection with
any assignment unless proper insurance
cover is in force for such use.
Employment by the Client

You shall indemnify and keep indemnified
If you are looking for permanent employment you Blue Arrow against loss or liability incurred
are in the ideal position as a Blue Arrow flexible directly or indirectly by Blue Arrow arising
employee. Not only do our Clients often offer out of any such use.
permanent work to people who perform well,
If in doubt about any rules or practices ask
but you also have the ideal opportunity to try
your Blue Arrow branch.
a job before you commit yourself. If you are
offered a permanent job by any Client please
let your Blue Arrow branch know immediately. Property and Resources
Flexible Employees are asked to respect
Conduct Blue Arrow and Client property at all times
and ensure the cost conscious use of telephones,
Don’t forget - you’re representing
stationery etc. Telephones, fax machines and
Blue Arrow at all times.
internet/e-mail facilities, etc., must not be used
Please conduct yourself professionally at all for personal use unless prior authorisation has
times. Be polite and aim never to cause offence been obtained from the Client. No personal files,
or misunderstanding. Remember that when on messages or other information should be
assignment you are our ambassador. Future saved on Client computers.
Client assignments may depend on your conduct.
Misuse of Blue Arrow or Client resources
It is not possible to provide a comprehensive list may be treated as a disciplinary matter.
of rules as to how you should conduct yourself,
but the following list outlines normal rules
and practices to be followed:

Co-operate with the Client, its employees
and other workers. Accept the direction,
supervision and instruction of any responsible
person in the Client’s organisation.

Observe any rules and regulations of the
Client’s workplace to which your attention has
been drawn or which you might reasonably
be expected to anticipate or find out.

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Security Smoking
Please ensure that you comply with Client security The Smoke-free Regulations 2007 make it illegal
measures at all times, including any instructions to smoke in all enclosed or substantially enclosed
relating to the wearing of security badges public places and workplaces. You must adhere to
or identity cards. the Client’s smoke free policy. Failure to do so may
You may be provided with items such as keys be treated as a disciplinary matter. You must also
and access cards as are necessary to gain access comply with any restrictions regarding the use
to parts of the Client’s premises. These items remain of electronic cigarettes.
the property of the Client and should be returned
as requested or on termination of your assignment. Alcohol and Substance Abuse
Please keep confidential information, valuables,
Blue Arrow regards drunkenness or disorderly
equipment and materials adequately secured
conduct (including being under the influence
at all times.
of alcohol, unauthorised substances, misusing
You must never be in unauthorised possession substances or misusing prescribed medication)
of any property, including cash, belonging to whilst at work, on Blue Arrow or Client business
the Client, your colleagues or Blue Arrow. or otherwise on Blue Arrow’s or a Client’s premises,
Report suspicious incidents or loss of items as being gross misconduct for which you can
immediately to your Blue Arrow branch. be dismissed summarily.
Blue Arrow and the Client reserve the right to test
any Flexible Employee both prior to entry and before
Stop and Search exit from the working location, for the presence
of alcohol or other substances in the body, using
Blue Arrow and the Client reserve the right to
whatever reasonable means are at their disposal.
stop and search fully any Flexible Employee
Should alcohol, unlawful or misused substances
(or their vehicles), both prior to entry and before
be present the assignment will be immediately
exit from the working location, using whatever
terminated and you may be summarily dismissed
reasonable means are at their disposal. Access
from your employment with Blue Arrow.
may also be denied to the working location
as part of the Stop and Search Policy. It is part of your terms of employment that, if you are
asked to take part in a random alcohol or substance
It is part of your terms of employment that,
test this is complied with. Failure to comply may
you must comply with a random stop and search
result in disciplinary action which could lead to
request. Failure to comply may result in disciplinary
summary dismissal.
action and may lead to summary dismissal.
You should inform your Blue Arrow branch of any
A search may be made of your office, desk,
prescribed drug you are taking or course of treatment
filing cabinet, car, bag or person.
you are following which may have an impact upon
your ability properly to perform your job (e.g. by
making you drowsy or affecting concentration). It is
your responsibility to ensure that your practitioner/
pharmacist is aware of the requirements of your
job. It is your responsibility to ensure that you are
fully informed of the potential side effects of any
drug/treatment recommended for you, and that any
potential side effects are reported to your Blue Arrow
branch. Any misuse of prescribed medication may
be considered gross misconduct for which you can
be dismissed summarily.

10
Blue Arrow regards the selling, purchasing, use Night-Working
or possession of any illegal substance whilst at
work, on Blue Arrow or Client business or otherwise If you are classed as a night worker, you are
on Blue Arrow’s or a Client’s premises, as gross entitled to request a health screening questionnaire
misconduct for which you may be summarily from your Blue Arrow branch in order to identify
dismissed. Blue Arrow reserves the right to any potential risks to your health of such work.
inform the police of any such behaviour. If your health changes after you have filled
out a questionnaire, you may ask for and fill
out a further questionnaire. If you are in any
Tools, Equipment and doubt as to your status, you should ask your
Personal Protective Equipment Blue Arrow branch.

If, as a matter of convenience, you are provided


with any tools or equipment by Blue Arrow Driving Fines and Penalties
or a Client for the purposes of an assignment, You will be personally liable for any fines or penalties
you shall be responsible for the security and incurred due to driving offences for which you are
condition of such tools or equipment. If any tools responsible, including parking fines for any reason,
or equipment are damaged or lost whilst in your care, whilst using Client or company vehicles whether
you will be responsible for the cost of any necessary on public roads or private premises. Failure to pay
repairs or replacement. any fines within the required timescale may lead
You will pay Blue Arrow the cost of repair or to disciplinary action. Any fines or penalties that
replacement where the tools/equipment belong to are levied via a Client or not paid by you within
Blue Arrow. Or you will pay Blue Arrow an amount the required timescale, or are outstanding at the
equivalent to any charge made to Blue Arrow by time you leave Blue Arrow may be subject to an
the Client where the tools/equipment belong to the administration charge. Both will be deducted from
Client. Blue Arrow may, if it wishes, obtain part or all any monies due to you.
of such payment by making deductions from pay due
to you under the terms of your terms of employment.
Road Traffic Accidents
You may be required to wear personal protective
equipment (PPE). If required PPE will be supplied and Accidents in the Workplace
free of charge and must be worn when necessary. All accidents, no matter how small, must be reported
Should you fail to return any PPE provided at the in accordance with the Client’s accident reporting
end of your assignment, in good condition allowing procedures and directly to your Blue Arrow branch
for fair wear and tear, the replacement cost may as soon as possible.
be deducted from any money owed.

Publicity
Should you be contacted by any section of the
media in relation to your employment with Blue Arrow
or any assignment through Blue Arrow, you will
inform your Blue Arrow branch immediately before
making any response. In no circumstances should
Blue Arrow or any Client’s name be identified in any
statement, interview or other communication.

11
Our Policies
Equality at Work Public Interest Disclosure
Blue Arrow is committed to the principle of equality We take malpractice seriously.
in the workplace. The same applies to the way You can obtain a copy of the Public
Blue Arrow’s recruitment services are offered Interest Disclosure Policy from
to Clients and Flexible Employees. www.bluearrowlearningcentre.co.uk
Entry to and promotion within Blue Arrow are or via your Blue Arrow Representative.
determined solely by the application of objective Blue Arrow encourages Flexible Employees
criteria and personal merit. to raise genuine concerns about malpractice
No Flexible Employee of Blue Arrow will be treated at the earliest practicable stage rather than
less favourably than another on grounds of age, wait for proof. Malpractice within the Company
disability, gender re-assignment, marriage and is taken very seriously.
civil partnership, pregnancy and maternity, race, In the first instance any concerns should be
religion or belief, sex, sexual orientation or trade raised with Blue Arrow Employee Relations
union involvement. by telephoning 01582 692 830 or by e-mail
This statement has been drawn up to ensure to employeerelations@bluearrow.co.uk.
that employees comply with all legal requirements
and understand the main points of the relevant Data Protection
legislation, to prevent discrimination.
Blue Arrow as part of the Impellam Group is
A copy of the full Equality Policy is available
committed to complying with not only to the letter
from www.bluearrowlearningcentre.co.uk
of the law relating to data protection, but also to the
or via your Blue Arrow Representative.
spirit of the law and places high importance on the
correct, lawful, and fair handling of all personal data,
Dignity at Work respecting the legal rights, privacy, and trust of all
individuals with whom it deals with. You will be given
As part of its overall commitment to equal
appropriate data protection training and a copy
opportunities, Blue Arrow is fully committed to
of the Group’s Privacy Notice.
promoting a harmonious working environment.
Every Flexible Employee has the right to be treated If you become aware of a data breach or suspected
with respect and dignity, in an environment free data breach please report it immediately to
from harassment, victimisation and bullying, whether GDPR@bluearrow.co.uk. Additionally if you
it is related to disability, race, gender, health, social wish to exercise your data subject rights
class, sexual preference, marital status, nationality, please contact GDPR@bluearrow.co.uk.
religion, employment status, age or membership
or non-membership of a trade union.
A copy of the full Dignity at Work Policy is available
from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.

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Family Friendly Arrangements
Maternity Leave and Pay Shared Parental
You can obtain a copy of the Maternity Policy from Leave and Pay
www.bluearrowlearningcentre.co.uk or via your
You can obtain a copy of the Shared Parental Leave
Blue Arrow Representative. The Maternity Policy
Policy from www.bluearrowlearningcentre.co.uk
describes the rights of female Flexible Workers
or via your Blue Arrow Representative. The Shared
to a number of maternity benefits. The benefits
Parental Leave Policy describes the rights of eligible
include time off work for antenatal care,
mothers, fathers, partners, adopters and surrogate
maternity leave and maternity pay.
parents who can choose how to share time off work
after their child is born or placed via an adoption
Adoption Leave and Pay or surrogacy arrangement.
You can obtain a copy of the Adoption Policy from
www.bluearrowlearningcentre.co.uk or via your Parental Leave
Blue Arrow Representative. The Adoption Policy
You can obtain a copy of the Parental Leave Policy
describes the rights of Flexible Workers to a number
from www.bluearrowlearningcentre.co.uk or via your
of benefits in respect of their adoption of a child.
Blue Arrow Representative. The Parental Leave
Policy describes the rights of Flexible Workers
Paternity Leave and Pay to take parental leave.
You can obtain a copy of the Paternity Policy from
www.bluearrowlearningcentre.co.uk or via your Dependent Care Leave
Blue Arrow Representative. The Paternity Policy
You can obtain a copy of the Dependent Care Leave
describes the rights of Flexible Workers to receive
Policy from www.bluearrowlearningcentre.co.uk
paternity leave and pay on either the birth
or via your Blue Arrow Representative.
or adoption of a child.

Flexible Working
You can obtain a copy of the Flexible Working
Policy from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.

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Discipline and Grievances
Disputes The aims of the policy are:
To be consistent in the treatment
Working in harmony
of comparable cases.
No dispute between any Flexible Employees
To allow for careful investigation before
shall be permitted to occur either on Blue Arrow
penalties are applied.
or Client premises. Blue Arrow requires that each
Flexible Employee will at all times work in harmony To aim to correct behaviour where possible.
with work colleagues. To deal rapidly and effectively with misconduct
It is expected that Flexible Employees will maintain and incapability.
a good working relationship with colleagues at all To be fair to all Flexible Employees at all levels
times, complying with all procedures including of the organisation in disciplinary matters.
the Dignity at Work and Equality Policies. If you This policy is applicable to all Blue Arrow Flexible
have a concern or complaint relating to your Employees. It may be varied by Blue Arrow from
employment you should raise the matter under time to time.
the Grievance Procedure.

Procedure
Disciplinary Policy Informal Stage
and Procedure In some instances Blue Arrow may consider that
there is no need to take formal disciplinary action,
Purpose and that it is sufficient to counsel you where conduct
Blue Arrow is committed to behaving fairly and or capability are considered to be unsatisfactory.
consistently towards all Flexible Employees when Such counselling will still be documented in your
investigating and dealing with alleged instances of personnel records.
unacceptable conduct or performance. To promote
that purpose Blue Arrow has developed a procedure Formal Stage
for disciplinary matters. It does not form part of any When disciplinary matters require a hearing to
statement of terms of employment unless required to be held, whenever practicable you will be given
do so by law. Blue Arrow reserves the right to depart reasonable notice and those concerned will be
from the precise components of its disciplinary informed in advance of the matter(s) to be discussed.
procedure where it is appropriate to do so. You will receive a letter inviting you to attend the
All cases of misconduct or poor performance must disciplinary hearing. This letter will set out the
be dealt with in accordance with a fair procedure. matters to be discussed at the hearing and any
alleged conduct which led to disciplinary action
being taken. You will be notified of the possible
consequences (including where appropriate the risk
of dismissal). You must take all reasonable steps
to attend the meeting. If you cannot attend the
hearing you should notify the appropriate Blue Arrow
manager and an alternative time will be arranged.
A failure to attend with no good reason may be
treated as misconduct in itself. If you fail to attend
without good reason, or are persistently unable to
do so (for example for health reasons), we may have
to take a decision based on the available evidence.

14
At any formal disciplinary hearing, you have the You will have the right to appeal against
right to be accompanied by a Blue Arrow Flexible any disciplinary penalty imposed.
Employee or Trade Union representative. You will An appropriate Blue Arrow manager or consultant
be entitled to hear details of any complaint made, will conduct the disciplinary hearing. They will then
and to examine any relevant documents prior make the decision on the level of disciplinary
to the disciplinary hearing. You will be given an action to be taken.
opportunity to respond to the matters raised prior
A disciplinary penalty may be introduced depending
to a final decision being made. At the conclusion of
on the seriousness of the offence. Any further
each stage, you will be given a letter recording the
incident of misconduct or under-performance which
outcome of the hearing and the means of appeal.
takes place within the lifetime of a previous warning
No disciplinary sanction will be imposed on you is likely to result in a more serious penalty being
until the case has been investigated. imposed, even if the nature of the second offence
You may be suspended with pay pending the is different from the previous one.
conclusion of the investigation and/or disciplinary Blue Arrow has the right to determine what
procedure, without prejudice. disciplinary action is appropriate based on the facts
You will not normally be dismissed for a first breach of each case. Not all available forms of discipline
of discipline except in the case of gross misconduct. are appropriate to every disciplinary situation, and
The penalty for gross misconduct may be dismissal it is not required that Blue Arrow treat each form of
without notice and without payment in lieu of notice. discipline as a step in a series to be followed with
an employee before termination. Blue Arrow’s
practice of employee discipline does not imply
that “progressive” discipline is required.
All cases of disciplinary action under this procedure
will be recorded and placed in Blue Arrow’s records.
A copy of Blue Arrow’s relevant records will be
supplied at your request.

15
The following procedural stages apply to offences Stage 3 - Dismissal
other than gross misconduct: If conduct and/or performance remains unsatisfactory
Stage 1 - First Written Warning and you still fail to reach the prescribed standards
If conduct or performance does not meet acceptable then dismissal will normally result. This stage of the
standards, you will normally be given a first disciplinary procedure will normally be carried out by
written warning. a Blue Arrow manager. The reason(s) for dismissal
will be specified and communicated to you and
Such a warning will set out the precise details of the
where appropriate, reference will be made to any
offence, the length of time the warning will remain
previous disciplinary action taken. The dismissal
on file, the improvement in conduct or performance
notice will indicate the effective date of termination
required and the time scale if applicable. It will also
of employment together with the right of appeal.
set out the likely consequences of further offences
Dismissal at this stage will normally be with notice
and what action will be considered if there is no
or pay in lieu of notice. A letter informing you of
satisfactory improvement. You will also be notified
the termination of employment will be sent to you
of the right of appeal. A letter informing you of the
and kept on your personnel file at Blue Arrow.
first written warning will be sent to you and kept
on your personnel file at Blue Arrow.

Stage 2 - Final Written Warning


Gross Misconduct
If there is still a failure to improve conduct and/or You will not normally be dismissed for a first
performance and these remain unsatisfactory, or offence except for instances of gross misconduct.
alternatively if the misconduct and/or performance The following list provides examples of offences,
is sufficiently serious to warrant only one final which are normally regarded as gross misconduct.
written warning (but insufficient to justify dismissal) This list indicates the type of offences that constitute
then a final written warning will be issued to you. gross misconduct but is not exhaustive. An act of
A final written warning can also be given for an gross misconduct will normally warrant summary
accumulation of minor offences for which a first dismissal without the normal period of notice
written warning may not have already been issued. or payment in lieu of notice.
The warning will, if appropriate, refer to any previous
disciplinary action and will state the consequences
of failure to improve as required and the length of
time the warning will remain on file. You will also
be notified of the right of appeal. A letter informing
you of the final written warning will be sent to you
and kept on your personnel file at Blue Arrow.

16
Gross Misconduct Performance and Capability
Falsification of records, or documents including
With reference to capability and performance,
those relating to the attendance or timekeeping
standards in terms of quality and quantity of work
of any employee.
will be discussed and set down between you
Fighting or acts of violence or intimidation. and the Client line manager or your Blue Arrow
Refusal to comply with or deliberate disregard contact for each assignment. Incapability by you
of Health and Safety regulations. may be regarded as justification for dismissal
Persistent refusal to obey reasonable without formal warnings.
instructions given by a line manager.
Wilfully endangering others. Appeal Procedure
Serious misrepresentation on the flexible If you have been given a formal warning or have
employment application. been dismissed with or without notice you will be
Unauthorised possession of Blue Arrow/ entitled to appeal where reasonably practicable
Client property or property of third parties. to the next level of management.
Serious negligence which causes unacceptable Appeals must be lodged with Blue Arrow within
loss, damage or injury. five working days of receipt of any formal warning
Conduct which could bring Blue Arrow/ or notice of dismissal.
Client into disrepute. If your warning was issued by the Blue Arrow
Theft, attempted theft or wilful damage branch, you should lodge your appeal in writing
to Blue Arrow/Client property, or property with Employee Relations at Blue Arrow’s Head
belonging to any individual. Office address: Blue Arrow Ltd, 800 The Boulevard,
Capability Green, Luton, Beds, LU1 3BA.
Failure to maintain the correct frequency
of contact with Blue Arrow whilst Reasons for the appeal must be stated. Mere
between assignments. disagreement with the disciplinary action taken will
not be considered as a suitable basis for an appeal.
Being drunk and disorderly, or under the
influence of alcohol whilst on Blue Arrow/ All appeals will be considered as quickly as possible.
Client premises or business. The decision made on appeal will be final and will
be given to the Flexible Employee in writing within
Being in possession or under the influence 10 days of the appeal hearing.
of illegal substances or under the influence
of misused prescribed medication whilst Please note that this appeals procedure relates
on Blue Arrow/Client premises or business. specifically to the outcome of a disciplinary hearing
and must not be confused with the grievance
Unauthorised disclosure of any Blue Arrow/ procedure, which relates to concerns raised
Client information. by you about your job.
Serious and/or persistent harassment or
discrimination or bullying whether sexual,
racial or otherwise.
Serious act of insubordination or insulting,
abusive or indecent behaviour.

Convictions for any offence affecting staff or
external relations which amount to a breach of trust.
The abuse or misuse of Blue Arrow/Client internet
or e-mail systems, including copyright infringement,
distribution of obscenity, libel, slander, fraud,
defamation, plagiarism, harassment, intimidation,
forgery, impersonation, soliciting for illegal
pyramid schemes and computer tampering
(e.g. spreading of computer viruses).
Unreasonable refusal of a suitable assignment.
17
Grievance Policy and Procedure They will escalate your grievance to the appropriate
Blue Arrow manager. Your grievance should set out
Purpose the nature of the complaint including any relevant
Blue Arrow recognises that from time to time facts, dates and names of individuals involved so
Flexible Employees may wish to seek redress that we can investigate it. The Blue Arrow manager
for grievances relating to their employment. will invite you to attend a meeting to discuss your
Blue Arrow has a responsibility to ensure that grievance. You must take all reasonable steps to
any grievance that is raised is dealt with promptly. attend the meeting. At any formal grievance hearing,
you have the right to be accompanied by a Blue
The aim of this grievance procedure is to provide
Arrow work colleague or Trade Union representative.
a process by which a Flexible Employee may raise
If you cannot attend the hearing you should notify the
a grievance and where necessary to enable the
appropriate Blue Arrow manager and an alternative
aggrieved person to appeal to the second level of
time will be arranged. If you fail to attend without
management. The ambition of the procedure is to
good reason, or are persistently unable to do so
settle any grievance or issue as near as possible
(for example for health reasons), we may have to
to the point of origin.
take a decision based on the available evidence.
Blue Arrow’s policy is to encourage free The Blue Arrow manager will give his/her decision
communication between Flexible Employees and within 10 working days of the grievance being heard.
their line managers/Blue Arrow to ensure a speedy Blue Arrow is committed to hearing and resolving
resolution to disputes. This procedure is applicable all disputes as quickly as possible. If the grievance
to all Blue Arrow Flexible Employees. involves a Client employee then the Client will
be consulted as part of the procedure.
Procedure
Stage 2 (Final Stage)
The grievance procedure does not form part of your If you are dissatisfied with the outcome of your
terms of employment unless required to do so by grievance you may appeal in writing to the next level
law. Blue Arrow may adopt any procedure that it of management. Your appeal must be sent within
considers suitable to the circumstances. If you have 5 working days of your receipt of the response to
a grievance about your employment/assignment your Stage 1 grievance. Your appeal should outline
you should discuss it informally with your Blue Arrow clearly the nature of the grievance and in what
branch. We hope that the majority of concerns way you believe the matter was not satisfactorily
will be resolved at this stage. addressed at Stage 1.
Stage 1 The manager considering the appeal will review:
If the matter is not resolved to your satisfaction, 
The information you have presented and the
you should put your grievance in writing to reasons you give for progressing the grievance
Employee Relations at Blue Arrow’s Head to Stage 2.
Office address: 
The procedure that was followed at Stage 1.
Blue Arrow Ltd, 800 The Boulevard,
Capability Green, Luton, Beds, LU1 3BA Normally within 10 working days of receiving the
or by e-mail to appeal, the manager will hold an appeal hearing.
employeerelations@bluearrow.co.uk This timescale can be extended if required.
You must take all reasonable steps to attend the
meeting. At any formal grievance hearing, you
have the right to be accompanied by a Blue Arrow
work colleague or Trade Union representative.
After hearing your appeal the manager will advise
you in writing of his/her appeal decision, normally
within 10 working days of hearing the appeal.
If it is not possible to respond within the specified
time period you will be given an explanation for the
delay and told when you can expect a response.

18 The appeal decision is final.


Health and Safety
Health and Safety Policy 
Co-operate with the Client on Health
and Safety matters and observe all Health
As a company, Blue Arrow has an excellent record of and Safety instructions and regulations
accident prevention and it is our aim to maintain this from the Client.
record by ensuring the health and safety of Flexible

Wear (and request if you consider it necessary)
Employees, Clients, representatives and visitors.
any protective clothing and use any safety
It is Blue Arrow’s policy to make sure that health equipment that has been provided in order
and safety provision is made for the Flexible to carry out any assignment.
Employees it supplies. In order to achieve this,

Observe the Client’s Health and Safety Policy
it is necessary to obtain full support from every
at all times and ask for sight of the Policy before
Flexible Employee and Client.
starting any assignment. Take care to follow any
Blue Arrow undertakes to: safety regulations and be responsible not only
for your own health and safety at work but also

Request Flexible Employees and Clients for that of your colleagues and employees
co-operate with Blue Arrow and with each other of the Client.
in order to promote safety and reduce hazards.

Request that Clients give details of specialist Clients have a duty to:
skills or qualifications required to carry 
Treat all Flexible Employees as they would their
out an assignment together with Health own employees for all Health and Safety matters
and Safety information. and ensure a safe system of work at all times.

Pass to the Flexible Employee all information 
Provide Blue Arrow with information on special
provided by the Client on Health and Safety qualifications or skills which the Flexible
issues connected with the assignment. Employee will need and on special features

Require the employee to adhere to the Client’s of the work that is likely to affect the Health
Health and Safety Policy at all times whilst on and Safety of Flexible Employees.
an assignment. 
Co-operate and co-ordinate with Flexible
Employees on Health and Safety matters.
You have a duty to:

Provide Flexible Employees working with

Assess risks to your own health and safety to them with information on Health and Safety
which you are exposed at work. This extends risks and measures.
to reporting any dangers or potential risks to
the safety representative or other official of 
Make available to the Flexible Employees safety
the Client and your Blue Arrow branch. equipment and protective clothing as necessary
for the job to be undertaken and ensure its use.

Stop working immediately if you consider
that your working environment is unsafe 
Tell the Flexible Employee the name of his/her
and immediately report the matter to the authorised Health and Safety representative.
safety representative or other official of 
Record any accidents or injuries in their
the Client and your Blue Arrow branch. Accident Record Book and report to the

Work in a safe manner taking all reasonable Health and Safety Executive, in accordance
steps to safeguard your own safety and that with current requirements.
of any persons who may be affected 
Assess Health and Safety risks
by your actions. and record the result of

Report incidents that have or may lead to the assessment.
accident or injury to the safety representative
or other official of the Client and your
Blue Arrow branch.

19
First Aid and Accidents Electricity
Reporting accidents is really important. Take care with.
All accidents, no matter how small, must be The 2 main risks from electricity are:
reported to the designated Client representative 1. Shocks
and your Blue Arrow branch. All accidents must
2. Fires
be recorded in the Client’s Accident Record Book,
maintained by the Client’s designated First Aider.
The risks of electrical shocks and fires
If you have an accident, get first aid treatment
can be reduced by:
immediately. The smallest cut, if neglected,
could result in infection. Not overloading sockets.
Keeping electrical equipment well maintained
and cable and flex in good repair.
Fire
Not repairing or adjusting electrical appliances
Learn the fire drill for every place you work when they are switched on or connected
- each one may be different. to mains supply.
You must ensure that you are fully conversant Never touching light switches or appliances
with and comply with the fire and other emergency with wet hands.
procedures and take part in all drills as organised/
(The repair and maintenance of electrical appliances
notified by Blue Arrow and/or the Client.
is a job for an expert.)
You must ensure that you do not render any fire
escape or fire escape routes at the site unavailable
for emergency use, nor cause any obstruction at Display Screen
any time to any staircases, passages, walkways, Equipment (VDUs)
entrances and exits or any other part of the site.
Be careful when you constantly use
If you require further guidance you should refer
computer screens.
to your Blue Arrow branch or the Client.
Regulations suggest that you take periodic breaks
Make sure you know: from the VDU. This does not mean that you have
How to raise the fire alarm. to stop work. The recommendation is that you take
time out from using the screen every one to two
The fire evacuation procedure.
hours. It is stressed that frequent short breaks
Where the fire extinguishers are are better than occasional longer ones.
and how to use them.
If as a result of regular use of display screen
The whereabouts of all fire exits. equipment you think you may need an eye test,
you should contact your Blue Arrow branch before
taking any test. Blue Arrow will provide a voucher for
the cost of an eye test and contribute towards the
cost of glasses, provided they are required for use
with display screen equipment.
Blue Arrow’s decision on whether you are a regular
display screen user is final.

20
Manual Handling To minimise risk:

Operate only machines you have been trained
There’s a correct way to pick up heavy
and authorised to use.
weights - be kind to your back.

Make sure you can reach the controls easily
Manual handling regulations cover the tasks
and know how to stop the machine.
involving supporting or transporting loads by physical
human effort. You should familiarise yourself with 
Safety guards fitted to machines must be used.
good handling techniques as hazards are not only 
Wait until a machine has stopped and has been
presented by heavy loads. There is no particular switched off before you clean and clear it.
maximum weight specified in the regulations, 
Beware dangling jewellery or loose clothing
which recognise the fact that whilst weight is which could get caught in moving parts.
evidently a significant factor, there are other

Keep long hair tucked under a cap or tied back.
considerations of equal importance.

Do not distract other people who are
You should think about the following points using machines.
if you have to do any lifting: 
Inform your supervisor if any machine

Plan the lift. What is the best way to get the is not working properly.
load from A to B?

Ensure you are balanced properly for lifting Hand Tools
by positioning the feet apart.
To avoid accidents with hand tools follow

Adopt a good posture, bend the knees using
the basic safety rules:
them to lift, and keep the back straight.

Use the right tool for the job.

Get a firm grip on the load.

Make sure that it is in good condition.

Keep the load close to your body.

Use it in the correct way.

Lift smoothly trying not to jerk.

Do not use tools you have

Do not twist your body when turning to the side.
not been trained for.

Put the load down before adjusting it to the

Report worn and
desired position.
broken tools.

Machinery
The 5 main types of danger from machines are:
1. Traps
2. Entanglement
3. Contact
4. Ejection
5. Impact

21
Safety Signs Below are four general classifications of risk.
You must know the appropriate symbols,
Safety signs must comply with strict requirements their meaning and their safety precautions.
on their shape and colour.
There are four types of safety signs

1. Information.
White on Green
background
Toxic/Very Toxic
May cause serious health risk or even death
if inhaled, ingested or if it penetrates the skin.

2. P
 rohibition. Wear suitable protective clothing,
gloves and eye/face protection.
Red on White
After contact with skin, wash immediately
background
with plenty of water.
In case of contact with eyes, rinse immediately
with plenty of water.
In case of accident or if you feel unwell,
3. W
 arning. seek medical advice immediately.
Black on Yellow Corrosive
background
May on contact cause
destruction of living
tissue or burns.
Wear suitable gloves
and eye/face protection.
4. M
 andatory.
Remove immediately
Blue on White
all contaminated clothing.
background
In case of contact with skin, wash immediately
with plenty of water.
In case of contact with eyes, rinse immediately
Always ensure you understand and observe (15 minutes) with plenty of water and seek
any safety signs displayed. medical advice.

Harmful
Control of Substances
May cause limited health
Hazardous to Health risk if inhaled or ingested
or if it penetrates the skin.
(C.O.S.H.H.) Regulations 1998
Do not breathe
(including as applicable C.O.S.H.H. Regulations vapour/spray/dust.
(Northern Ireland) 2003)
Avoid contact with the skin.
Under C.O.S.H.H. all persons at work need to Wash thoroughly before you eat, drink or smoke.
know the safety precautions to take in order
In case of contact with eyes, rinse immediately
not to endanger themselves or others through
with plenty of water and seek medical advice.
exposure to substances hazardous to health.

22
Irritant Hair must be clean and neat. If long it must
May cause inflammation always be tied back and secured under
and irritation on immediate protective headwear when working in a food
or repeated prolonged contact preparation or service area.
with the skin, or if inhaled. 
Jewellery: with the exception of plain wedding

Do not breathe rings and plain stud earrings, should not be worn
vapour/spray/dust. while on duty.

Avoid contact with the skin. 
Personal hygiene: please take care with
personal freshness. Frequent washing and

In case of contact with eyes, rinse immediately
the use of deodorants are recommended.
with plenty of water and seek medical advice.
Ensure that your uniform is clean and fresh.

In case of contact with skin, wash immediately

Sickness: never cough or sneeze near food.
with plenty of water.
A clean handkerchief or tissue should be used
Guide To Using Hazardous Substances Safely to contain the cough or sneeze, which should
then be disposed of immediately. Hands must

Make sure you obtain, read and understand
then be washed.
copies of all relevant C.O.S.H.H. data
sheets from the Client before using any Flexible Employees must inform their Blue Arrow
hazardous substances. branch immediately if they are suffering from any
of the following conditions: food poisoning; typhoid/

Ensure hazardous substances are suitable
paratyphoid; dysentery; hepatitis; influenza; ear or
for the intended task.
throat infection; stomach upset; open sores; eczema.

Check the container and instruction labels Please note that under no circumstances should you
are intact. work in a catering environment whilst suffering from

Put on all protective clothing. any of these ailments.

Check work area/equipment for
potential dangers. Special Notes for

Prepare hazardous substances/cleaning Driving Assignments
materials as directed on the label.

Always observe the requirements of the

Use hazardous substances as directed
EU Driving Hours and Working Time (Road
on the label.
Transport) Regulations. If you are in any doubt

Rinse and dry as directed on the label. please contact your Blue Arrow branch.

Dispose of any unused hazardous 
Always observe the relevant legislation including
substances safely. the Road Traffic acts and Highway Code.

Return hazardous substances to the 
Ensure that the load is secure. It is your
correct storage area. responsibility as the driver even if the vehicle

Never mix hazardous substances. has been loaded by someone else.

Do not smoke, eat or drink whilst using 
Check that the vehicle has not been overloaded
hazardous substances. in both gross weight and individual axles.
If you feel that it has, ask the Transport/Traffic
Manager for permission to proceed
Special Notes for Food to a weighbridge.
Production Assignments

Hands must be washed frequently, especially
after using the toilet, after breaks, before starting
work and between tasks. Cuts and sores must be
covered. Nails must be short and unvarnished.
Acrylic false nails are not acceptable.

23

Ensure that the load is evenly distributed, It is recognised that the use of hot equipment
particularly after partial unloading. and liquids, including steam, hot or boiling water,
frying oil and the food itself, is an essential part

Always complete sufficient checks on the
of the catering environment and the hazards can
vehicle to ensure its roadworthiness before
never be entirely eliminated.
leaving the premises.
The nature of the catering environment is such

Make sure that the Client is informed of any
that cuts are one of the most common occupational
defects and they are entered in the Defect
hazards in the kitchen. It is essential that cuts are
Report Book.
minimised, by ensuring that all staff, particularly the

Ensure that you know how to operate all less experienced staff, are aware of the hazards
vehicle equipment before starting your journey. and take appropriate precautions to minimise
If you have any doubts contact the Client. injury to themselves and others.
There is risk of injury when carrying out cleaning of
Special Notes for stainless steel equipment, particularly when cleaning
sharp underside surfaces or recesses etc. Staff must
Catering Assignments use common sense when carrying out such cleaning
The following are common major hazards: and use personal protective equipment if provided.

Floors, steps and stairs throughout,
Key measures include:
particularly if wet.

Correct knife training and procedures,

Dangerous machines, including slicers,
particularly with respect to use and storage.
mincers, mixers, food processors
and waste disposal units. 
Staff use the appropriate knife or implement
for the purpose it is intended.

Manual handling hazards, particularly movement
of hot pans and food stocks. Large cooking pots, 
Adequate supervision must be given to all
containing hot liquid, must not be carried across staff and particularly those under training
the kitchen; a safe system of decanting should as young persons.
be implemented. 
Care must be taken when opening tins,

Storage, use and disposal of cleaning products with appropriate safeguards and equipment
and pest control baits. being used.

Storage and use of knives and other sharp 
Care must be taken when opening food
work equipment. packages, particularly when handling wire
staples etc. All such packaging must be

Electrical installation to equipment.
disposed of appropriately.

Access and egress to cold rooms and freezers.

Care must be taken when cutting cling film

Access to shelving in stores and kitchen area. and using mandolins.

Work with hot equipment, including ovens, 
Any breakages, including glass jars, bottles,
bain maries and stills or hot water boilers, bowls or dishes or other equipment, must be
fryers and solid tops. immediately and properly cleared away in

Use of barbecue equipment with respect a common sense manner, so as to reduce
to position near flammable materials, the risk of injury to yourself or third parties -
use of gas cylinders and risk of burns disposed of in a rigid container not a plastic bag.
to public or catering staff. 
Care must be taken when using sinks,
when washing up and also removing sharp
or broken items from dishwashers.

No one must intentionally interfere with
equipment or guarding provided to promote
health and safety.

24
Terms of Employment Between
Blue Arrow Limited (“The Company”)

and:............................................................ NIC Number: .............................................

Job Role: ................................................... Branch: ......................................................

You are employed by the Company as one of its Flexible Employees and will be assigned by it to provide
services to the Company’s Clients from time to time. This document gives details of the terms and conditions
upon which you are employed by the Company, as at the date of your first assignment. It contains the initial
employment particulars required by the Employment Rights Act 1996 s1 or Employment Rights Order
(Northern Ireland) 1996 as applicable. Further relevant provisions are included in the Flexible Employee
Handbook (a copy of which is issued with this document). Your terms and conditions of employment are
contained in the application form completed by you, this document and in the Flexible Employee Handbook
except where it is stated therein that certain provisions are not contractual. Those documents constitute the
entire contract between you and the Company. There are no collective agreements which affect your terms
and conditions of employment unless you are being employed for driving assignments in which case you
will be provided with details of the workforce agreement in place.

Signed by: ................................................. Dated: / /


for and on behalf of the Company,

I acknowledge I have received a copy of this document and the Flexible Employee Handbook, I have read,
understood and agree to be bound by all the terms contained in it. By my signature hereof I authorise the
Company to make deductions from salary or final payments due to me as specified herein. I confirm that in
connection with any rights I may be entitled to under the AWR (“AWR” means the Agency Workers Regulations
2010 or the Agency Workers Regulations (Northern Ireland) 2011 as applicable) I have provided the Company
with a full and accurate employment history.

Signed by: ................................................. Dated: / /


the Flexible Employee,

25
1. In this document the following words shall have Confirmation of your employment is subject
the following meanings:- “assignment” means to your completion of a probationary period
the period during which you are assigned by of 9 months. If the Company is dissatisfied with
the Company to work for a Client; “Branch” your performance, attendance or conduct during
means the branch stated above. “Client” means the probationary period you may be dismissed
the person, firm, company or organisation to from the Company with 1 weeks’ notice.
whom you are assigned to work; “Line Manager” The Company may extend your probationary
means the line manager of the Client to whom period for the better assessment of your
you report on a day to day basis; “WTRT performance. The probationary period will
Regulations” means The Working Time count as part of your continuous service.
(Road Transport) Regulations 2005 or 3. The Company will assign you from time to time
The Road Transport (Working Time) Regulations to carry out work for Clients. In doing so you
(Northern Ireland) 2005 as applicable. agree to work under the direction of the Client
2. The Company undertakes at all times during at the premises where you are assigned to
the currency of this contract to use reasonable work from time to time and to carry out those
endeavours to allocate you to suitable duties in a loyal and trustworthy manner.
assignments and as a minimum guarantees that Whilst employed by the Company you must
you will be offered at least 336 hours of work on comply with all the Company’s reasonable
assignment over the course of any full 12 month instructions, rules, regulations and policies
period (commencing on the start date of your from time to time in force. It is your responsibility
continuous employment) paid at a rate at least to ensure you are familiar with the Company
equivalent to the then current National Minimum policies which are available from the Branch.
Wage. For part-time Flexible Employees the You are obliged to comply with any rules or
guarantee shall be pro rata based upon full time instructions which the Client may request you
work of 35 hours per week. For the avoidance to observe whilst working on any premises to
of doubt there is no entitlement to any particular which you may be assigned by the Company.
number of hours of work on assignment in 4. You agree that you may be transferred to
any particular period shorter than 12 months. a new assignment at any time, without
The provisions of the Apportionment Act 1870 restriction to location or Client, as directed
shall not apply to this contract. Save as provided by the Company. Further you agree that the
for herein, the Company does not guarantee Company may terminate an assignment at
that there will always be a suitable assignment any time without prior notice, reason or liability.
to which you can be allocated. You acknowledge If you wish to terminate an assignment
that there may be periods when no work is you must give the Company one weeks
available for you. In such circumstances the notice. Termination of an assignment is
Company has no obligation to pay you when you not termination of your employment by the
are not carrying out work or not on assignment. Company or by you and does not affect the
You are obliged to work when required by the continuity of your employment.
Company. If you do not work when required
5. You are employed by the Company under
to do so by the Company, without good cause,
a contract of service. The Company undertakes
the Company shall be entitled to terminate
to pay you in respect of work done by you,
your employment with immediate effect.
whether or not the Company is paid by its Client
in respect of that work. The Company is acting
in relation to you as an employment business as
defined by the Employment Agencies Act 1973
and is prohibited (by s 13(1)(a)) of the Act from
charging you a fee in relation to the work-finding
services provided to you.

26
6. Your assigned hours of work will vary according 11. Unless agreed in writing with the Company,
to the requirements of the Client. It is a condition neither the Company nor the Client shall be
of your employment that you work flexibly responsible for your expenses.
in accordance with these requirements. 12. You have the option, by signing the attached opt
The Company will give you as much advance out form, to agree to work hours which exceed
notice as is reasonably practicable of the hours the maximum average weekly working time
you will be required to work. limit of 48 hours imposed by the Working Time
7. Your period of continuous employment with Regulations 1998 or Working Time Regulations
the Company will commence on the date of (Northern Ireland) 1998 as applicable. You
your first assignment after the date of signing may withdraw your agreement on giving to the
this document. No employment with a previous Company 3 months prior written notice. Where
employer counts as part of your period of you are employed as a driver, you confirm you
continuous employment with the Company. are aware of your obligations under the WTRT
Any contract of employment or engagement Regulations accurately to record periods of
which was previously issued to you by the availability, working time and periods of night
Company will cease to have any effect on the work as defined by the WTRT Regulations
date upon which you commence work under and not to exceed the maximum number of
this contract. This document will supersede hours permitted. You undertake to inform the
any previous contract, whether of employment Company of the number of hours you work
or for services. either through the Company, on your own
8. Whilst on assignment you will be entitled to be account or for any third party during any relevant
paid for the hours that you work. Payment will reference period. You undertake to indemnify
be made weekly in arrears directly into your the Company against any driving related fines
bank account subject to deduction of tax and/or penalties for which you are responsible.
and national insurance in respect of hours 13. You will be required to work at various places
worked in the preceding week. as the Company may direct from time to time.
9. Your rate of pay will at all times be no less The Company may change your place of work
than the National Minimum Wage currently in by giving you such notice as is reasonably
force per hour worked. Enhanced rates may be practicable in the circumstances. The address
applicable during specific assignments. Rates of of the Company for purposes related to your
pay may differ from one assignment to another employment is the Branch.
and you will be notified in advance of the specific 14. If you wish to terminate your employment,
rate applicable for each particular assignment. you must give the Company one weeks notice
You will be provided with such information at the in writing. When your employment terminates,
beginning of each assignment. Where overtime if you have taken more holidays than you
rates are applicable you will be notified of this have accrued in terms of the statutory holiday
at the start of any assignment. entitlement for that holiday year, you will be
10. You agree the Company may deduct from required to pay to the Company the appropriate
your remuneration any sums due from you holiday pay for each day’s holiday that
to the Company including, without limitation, you have taken in excess of your accrued
your pension contributions (if any), any statutory entitlement.
overpayments, loans or advances made to you
by the Company, holiday pay as provided for
in Clause 17, driving-related penalties or fine
as provided for in Clause 12 and any cost of
laundering, repair or replacement deposit or loss
to the Company in respect of the provision of
any personal protective equipment, uniform
or other work wear or any tools or equipment.

27
15. 
Subject to Clause 2 above, the Company must The medical certificate must state the reason
give you whichever is greatest of the following for the absence. If you do not follow these
periods of prior written notice to terminate your requirements, you may lose your entitlement
employment; (i) immediate notice if you have to Statutory Sick Pay (“SSP”) and may also
been continuously employed for less than one be subject to disciplinary action in accordance
month;(ii) two weeks’ notice if you have been with the Company’s disciplinary policy. If you
continuously employed for one month or more are absent from work due to sickness, injury or
but less than two years; or (iii) three weeks’ accident, and you comply with the requirements
notice if you have been continuously employed in this clause and your earnings are sufficient
for two years or more but less than three years to trigger entitlement, you will be paid SSP in
with an additional week’s notice for every year accordance with the relevant legislation from
of continuous employment thereafter up to time to time. The Company reserves the right
a maximum of 13 weeks’ notice for 12 or more to require you to undergo a medical examination
years of continuous employment. There is no conducted by a doctor nominated by the
guarantee that work will be available during Company, at the Company’s expense.
any notice period. 19. The Company operates pension schemes
16. 
When you are not on assignment you are for its workers. You may be entitled to become
obliged to contact the Company regularly to a member of one of the schemes. Depending
confirm your availability to undertake further on your circumstances, enrolment as a member
assignments. In the event that you fail to contact may be automatic. Further details can be
the Company for any continuous period of four found in the Flexible Employee Handbook.
weeks following the end of your last assignment A contracting-out certificate under the Pension
you expressly agree that the Company may Schemes Act 1993 is not in force in respect
choose to treat this as your notice of termination of your employment.
of your employment with immediate effect. 20. You agree that whilst on assignment to
17. Your entitlement to holidays and holiday pay is a Client, any right, title and interest in
as detailed in the Flexible Employee Handbook. any idea, concept, technique, invention,
18. If you are absent from work for any reason design or computer programs and the like
you must inform your Branch prior to the (“Intellectual Property Rights”) you develop
commencement of your agreed start time on or acquire belong solely to the Client.
your first day of absence and on any subsequent You further agree that you will do all
date of absence and in the case of sickness that is necessary to vest the Intellectual
absence you must comply with the Company’s Property Rights in the Client at
Sickness Absence Policy. Any absence due to their request.
sickness, injury or accident, should be covered
by a self-certification form and any sickness
that continues for more than 7 consecutive days
(including weekends), must be covered with
a medical certificate to cover that absence.
If you remain absent from work, you must
produce a medical certificate within
14 days to cover the entire period
while you are absent.

28
You will not at any time divulge to any person, 22. The disciplinary rules and grievance policy
nor use for your own or any other person’s which apply to you are contained in the Flexible
benefit, any confidential information in relation Employee Handbook. If you have a grievance
to the Client or the Company or in relation to any about your employment, you are entitled to raise
of their employees, business affairs, transactions a complaint in accordance with the Company’s
or finances which you may acquire during the grievance policy. All grievances must be directed
currency of your employment with the Company. to the Company via Employee Relations at:
This clause applies both while you are employed Blue Arrow Ltd, 800 The Boulevard, Capability
by the Company, and after your employment Green, Luton, Beds, LU1 3BA or by e-mail
with the Company terminates. to employeerelations@bluearrow.co.uk
21. Under the provisions of applicable data and must not be directed to the Client.
protection law (as may be amended, replaced The grievance and disciplinary procedures
or superseded from time to time) including are not contractually binding on the Company.
the General Data Protection Regulation (EU) The Company may alter them, or omit any or all
2016/679, (the “GDPR”) and the Data Protection of their stages, where it considers it appropriate.
Act 2018, the Company, will collect and process 23. During the course of an assignment, telephone
personal data from you, which may include calls (or portions of telephone calls) may be
sensitive personal data (“Personal Data”), monitored and/or recorded for quality control,
on the basis that the processing is necessary customer service, employee training, security
for the performance of the employment contract and other lawful purposes by the Client.
with you, on the basis of legal obligations In addition the Client may monitor the use
imposed on the parties and/or on the basis that you make of e-mail and the internet. You hereby
the processing is necessary on the grounds consent and agree to such monitoring and
of the legitimate interest of the parties including recording. Your consent shall continue in effect
for the purpose of carrying out its business and need not be confirmed prior to, or during
of supplying temporary workers to Clients such monitoring or recording. You further agree
and in order to find you suitable assignments. to comply with all specific security requirements
You agree that you have received and read of the Client including where applicable
a copy of the Impellam Group plc’s Privacy consenting to the Client or the Company
Notice (attached) which is also available on on behalf of the Client conducting Criminal
the Blue Arrow website and you have received Records Bureau checks, credit checks
a copy of the Impellam Group plc’s Consent or personal searches.
Form (attached), which you may complete 24. 
The Company may provide other services
at your discretion. to you for which it may charge you a fee.
“Processing” includes anything that can be done If you accept these services, you hereby
with or in relation to data. It includes obtaining, authorise the Company to deduct from any
recording, holding the data and carrying out weekly pay due to you the applicable fee.
operations on the data including organising, 25. The Company reserves the right to amend
erasing or disclosing. your terms and conditions of employment
“Sensitive personal data” includes, but is not in writing. You will be given not less than
limited to, medical information for the purpose one month’s written notice of any significant
of your employment and fitness to carry out your changes. You will be deemed to have
duties and data regarding sex, marital status, accepted those changes unless you
race, ethnic origin or disability for the purpose notify the Company of any objection
of monitoring to ensure equality of opportunity in writing before the expiry of the
within the Company. notice period.

You acknowledge that you may have access


to personal and sensitive data during your
employment with the Company relating to other
employees and you agree to comply with the
Company’s data protection policy at all times.

29
Terms of Employment
between Blue Arrow Limited (“the Company”) registered in England and Wales No. 641659.
Registered Office: 800 The Boulevard Capability Green Luton Bedfordshire LU1 3BA

and:............................................................ NIC Number: .............................................

Category: .................................................. Branch: ......................................................

I acknowledge that I have received read and understood the Blue Arrow Flexible Employee Handbook,
containing my Terms of Employment, (document reference number BABA-0918-FETOE).
I agree to be bound by all terms contained within.
In accordance with Clauses 4 and 13 of these Terms I confirm as follows:
(a) I am fully mobile and available for assignments without restriction
to location or Client, as reasonably directed by the Company. Tick Box

OR

(b) I am only available to undertake assignments


for the Company in a very limited area as follows: Tick Box

Location (e.g. only one primary postcode area): ................................................................

Named Client(s) (e.g. XYZ Limited only): ............................................................................

Signed by: ................................................. Dated: / /


the Flexible Employee.

Signed by: ................................................. Dated: / /


for and on behalf of the Company.

30
Working Time Regulations
Opt Out Agreement
If you are 18 or over and wish to work more than 48 hours a week, you can choose to opt out
of the 48 hour limit. This is voluntary.
I hereby confirm my agreement to waive the restriction on the 48 hour average weekly working time
as set out in the Working Time Regulations 1998. I understand that this agreement can be terminated
by me giving not less than three months’ written notice to Blue Arrow Limited.

Signed by: ................................................. Dated: / /


the Flexible Employee.

Print Full Name........................................................................................................

31
10 Point Promise - Candidates

To pay you on
To treat you fairly.
time and correctly.

To listen to what To communicate in


you are looking for. a clear and concise manner.

To keep you up to date


To always treat
with relevant changes
you with respect.
to the law in our industry.

To always try to give To consistently negotiate the


you the work you want. best market rates for you.

To be honest in our To listen and act upon


dealings with you. your concerns.

32
Privacy Notice
The purpose of this Privacy Notice is to tell you what information the Impellam Group company
(the “Company”), acting as a data controller and as listed in Annex 1, collects from you, how and when
it may be collected and what happens to it. For the purpose of this Privacy Policy, “we” and “us” refers to the
Company. It applies to the personal data of our Candidates, Suppliers, clients, website users and Employees
(see below for further explanation of these terms).
Personal Information is any personally identifiable information, such as your email address, name, home
or work address, telephone number, bank details or tax codes, which can directly or indirectly identify you.
We refer to it as “Personal Information” here.

1. What information might we collect about you?


When you interact with us in the different ways described below, we may ask you for the following information:

Candidates 
Personal and contact details (for example your name, email address,
date of birth, gender).

Personal and contact details you give us when subscribing to receive emails,
newsletters or marketing information from us.

During pre-assignment vetting we will request details from you including, your name,
your work history, qualifications, contact details (such as email, telephone number
and home address), your right to work documents, details required for equality
and discrimination legislation checks and your personal preferences, choices
and requirements specific to particular requests or services.

Details of your education, employment history, bank details and national insurance
number, references, right to work and other information you tell
us about yourself (e.g. the information contained within your CV) when you engage
with us for the provision of services.

Information from social media activity (such as likes, shares and tweets)
when you interact with us on social media.

Additional information which you provide voluntarily and/or which we may
ask from you to better understand you and your interests.
We may also collect sensitive Personal Information about you (including details
of your physical or mental health, racial or ethnic origin, criminal allegations
or offences, trade union membership and/or other sensitive Personal Information
that you may choose to provide to us voluntarily from time to time.

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Impellam Group plc, 800 The Boulevard, Capability Green, 33
Luton, Beds LU1 3BA (Reg No. 6511961)
Suppliers 
Contact details to enable the provision of your services to us and the fulfillment of our
contract obligations, this may include names, email addresses and telephone numbers.

Bank details and any other details required to enable payment for the
services supplied.
Clients 
Contact details or those of individuals at your organisation (such as names,
telephone numbers and email addresses) to enable the provision of services
and to facilitate our relationship with you, including relevant marketing.
Website Users 
Information we collect via cookies or similar technology stored on your device
(find out more about cookies and how we use them in our Cookie Policy.

Your IP address.

Information from social media activity (such as likes, shares and tweets)
when you interact with us on social media.

Information you provide if you report a problem with our website or service.

Additional information which you provide voluntarily and/or which we may ask
from you to better understand you and your interests.
Employees 
Personal and contact details (for example your name, email address,
date of birth, gender).

Personal and contact details of your emergency contact and referees.

During pre-employment vetting we will request details from you including,
your name, your work history, qualifications, contact details (such as email,
telephone number and home address), your right to work documents, details
required for equality and discrimination legislation checks and your personal
preferences, choices and requirements specific to particular requests or services.

Details of your education, employment history, bank details and national
insurance number, references, right to work and other information you tell
us about yourself (e.g. the information contained within your CV).

Information from social media activity (such as likes, shares and tweets)
when you interact with us on social media.

Additional information which you provide voluntarily and/or which we may
ask from you to better understand you and your interests.
We may also collect sensitive Personal Information about you (including details
of your physical or mental health, racial or ethnic origin, criminal allegations
or offences, trade union membership and/or other sensitive Personal Information
that you may choose to provide to us voluntarily from time to time.
Referees and 
We require a referee’s contact details (name, email address and telephone
Emergency number) to enable us to confirm certain details provided by the Candidate
Contacts or prospective employee, to facilitate the employment process.

Emergency contact information (a name, email address and telephone number)
is required in case of an emergency where we would need to contact someone
on your behalf.

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34 Impellam Group plc, 800 The Boulevard, Capability Green,
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2. How, when and why do we collect your Personal Information?

Candidates 
How and when do we collect your Personal Information?
We may collect your Personal Information when you apply for a role through us
(or otherwise contact us from time to time) by:

Responding to an advert on a job board or other website;

By directly contacting our business,

By filling in an application form in a branch;

When you speak to one of our consultants by telephone; or

Another agency or organisation passes your details to us.
Why do we collect your Personal Information?
We collect and use your Personal Information because it is necessary
to obtain certain details including Personal Information from you in the
work-searching process and it is in our legitimate interests in the course
of operating our business, including:

Responding to your queries;

Providing work-finding services and/or information to you;

Transmitting Personal Information between our offices or functions
for internal administrative purposes;

Setting you up on a work assignment with a client;

Hosting and maintaining our websites;

Ensuring network and information security; and/or

Carrying out direct marketing.
However we will only collect, use and handle your Personal Information when:

It is necessary for our legitimate interests in connection with carrying out our
business, as long as, in each case, these interests are in line with applicable
law and your legal rights; and/or

Where you have agreed; and/or

Where this is necessary for legal obligations which apply to us.

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Employees How and when do we collect your Personal Information?
We collect your Personal Information when you come to work with us from:

Your application to us; and

The information you provide when you complete the necessary forms
required by our Human Resources team.
Why do we collect your Personal Information?
We collect and use your Personal Information because it is necessary
to obtain certain details including Personal Information from you as part
of the employee/employer relationship:
However we will only collect, use and handle your Personal Information when:

It is necessary for the performance of our contract with you;

Where you have agreed; and/or

Where this is necessary for legal obligations which apply to us.
Suppliers 
How and when do we collect your Personal Information?
and Clients
We may collect your Personal Information when required in the course
of our business relationship with you.

Why do we collect your Personal Information?
We collect and use your Personal Information because it is necessary
to obtain certain details including Personal Information from you:

To offer services to you or to obtain support and services from you;

To perform certain legal obligations;

In the performance of our contract with you;

To help us to target appropriate marketing campaigns;

In transmitting Personal Information between our offices or functions
for internal administrative purposes;

In hosting and maintaining our websites;

In ensuring network and information security; and/or

In carrying out direct marketing.
However we will only collect, use and handle your Personal Information when:

It is necessary for our legitimate interests in connection with carrying
out our business, as long as, in each case, these interests are in line
with applicable law and your legal rights; and/or

Where you have consented;

In the performance of our contract with you; and/or

It is necessary for legal obligations which apply to us.

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36 Impellam Group plc, 800 The Boulevard, Capability Green,
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3. How we use the Personal Information that you provide to us

General Where necessary and appropriate for our business purposes and also in accordance
with regulatory requirements, and where if required we have an appropriate processing
agreement in place, we may use your personal data for:
The performance of our contracts with clients and suppliers;
Third party professional advisers such as lawyers, auditors and accountants and
third party service providers and consultants performing technical services for us
(such as IT support functions, testing and development work and external consultants);
Where necessary in using technology systems and document storage; and
In using marketing services platforms.
Marketing Opt-Out: you can opt-out from receipt of marketing communication
at any time free of charge by using the “unsubscribe” option included in any
marketing e-mail or other marketing material received from us or by contacting
optout@impellam.com.
Website Cookies - We use cookies on our website. You can find out which cookies
we use and why by viewing our Cookie Policy.
Candidates We undertake the following processing of your Personal Information on the legal basis
that it is necessary to perform the contract with you and to provide the services we have
agreed to provide to you. Where we have not entered into a contract with you, we may
also carry out this processing because in that pre-contractual stage where we consider
it is necessary in our legitimate business interests in order to deal with requests,
enquiries or comments you have made to us.
Submission of details to clients - if you register to apply for a particular role, request
to be put forward for a role or if you have asked us to put you forward for suitable roles,
we will share some of your personal details including your name, work history and
qualifications with our clients offering potential roles which might be suitable for you.
On-boarding for a work-assignment - If you are offered and accept a work assignment
through us, we will need further Personal Information from you such as NI number,
bank details, emergency contact details and some medical information in order to fulfil
our statutory and contractual obligations to both you and our client.
Reporting to clients and managing timesheets, payroll and work performance
- We sometimes have to prepare reports for clients relating to the services provided
by us for example reports on financial or administrative matters or compliance with
legal requirements. Such reports may contain your Personal Information such as your
name, hours worked and pay rate. In addition we may need to manage submission of
timesheets, payroll services and other Human Resourcing services such as managing
your statutory rights and work appraisals for our clients, all of which would require use
of your Personal Information.

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Impellam Group plc, 800 The Boulevard, Capability Green, 37
Luton, Beds LU1 3BA (Reg No. 6511961)
Candidates Other lawfully permitted processing - We may also use any Personal Information
that you provide to us for example to other companies within the Impellam Group or
to employers or any other company who you ask us to approach on your behalf for
work-searching purposes If you choose not to provide Personal Information requested
by us, we may not be able to provide you with the services and/or information you have
requested or otherwise fulfil the purpose(s) for which we have asked for the Personal
Information, including placing you in a work-assignment. We will where possible
anonymise or aggregate such data for reporting purposes.
Pre-Assignment vetting - We undertake Pre-Assignment vetting. We collect your
Personal Information which you provide to us when applying for a role or registering
for our job-finding services to comply with our (and clients’) legal obligations regarding
your right to work and any necessary qualifications for roles. We may also process your
Personal Information for this purpose where we consider it necessary for performance
of the contract with you, or otherwise with your consent.
We undertake the following processing of your Personal Information with your consent.
Marketing - where legally permitted to do so where you have provided us with your
contact details and have agreed to be contacted for marketing purposes, we may contact
you by telephone or by post for marketing purposes relating to our services, our website,
and/or to research opinion on proposed business developments. Your agreement to the
use of your Personal Information for these purposes is optional (see Marketing Opt-out
below) and if you fail to provide your agreement, your use of our work-finding services
will not be affected.

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38 Impellam Group plc, 800 The Boulevard, Capability Green,
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4. How and when do we share accordance with this Privacy Policy, we may transfer
your Personal Information between and to other
information with third parties? functions or offices within the same corporate
group for the purposes set out above.
Some services that we provide require the
involvement of third parties. We have carefully International Transfers of your
selected these third parties and taken steps to Personal Information
ensure that your Personal Information is adequately
protected. The third parties may include our clients, We may share your Personal Information with our
suppliers of IT services, pay-rolling services third party service providers based in the European
or vetting services. Economic Area (“EEA”) who we engage to help us
to process the information that we collect from you
Where we employ third party companies as part of our business function, and/or to host and
or individuals to process Personal Information maintain our CRM systems, content or services,
provided by us on our behalf for business functions, on our behalf and in accordance with this Privacy
including (without limitation) IT support, hosting our Policy. We will let you know in advance if we need
data on cloud platforms, legal, accounting, audit, to transfer your Personal Information to any third
consulting and other professional service providers party service providers located outside of the EEA
and providers of other services related to our and we will only transfer your Personal Information
business. Portions of our services may be provided outside of the EEA:
by organisations with which we have a contractual
relationship, including subcontractors, accordingly, 
Where the transfer is to a place that is
your Personal Information may be disclosed to regarded by the European Commission
them. We only provide these organisations with as providing adequate protection for your
the information that they need to be able to Personal Information; or
perform their services. 
Where we have put in place appropriate
We will have in place an agreement with our service safeguards, for example by using a contract
providers which will restrict how they are able to for the transfer which contains specific data
process your Personal Information. protection provisions that have been adopted
by the European Commission or a relevant
Where may also share your personal information data protection authority. You can request
where we reasonably believe that applicable law a copy of these contracts by contacting
or regulation requires any personal data to be us at: GDPR@impellam.com; or
processed, for example with local tax authorities,
immigration officials or for audit or other investigative 
Where you have consented to it, or there
purposes (including in connection with anticipated is another legal basis to allow us to make
litigation). the transfer.

Sharing within the Impellam Group Sharing with other third parties
and to Service Providers We may also provide your information to other third
The Personal Information you provide to us parties such as regulators and law enforcement
is collected by Impellam Group plc or one of its agencies, where we are required by law to do so,
subsidiaries as listed at Annex 1 below. However where necessary for the purposes of preventing
where we are legally permitted to do so in and detecting fraud, other criminal offences
and/or to ensure network and information security.

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Impellam Group plc, 800 The Boulevard, Capability Green, 39
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5. How long do we store 7. Your Rights
Personal Information for? You may withdraw your consent to receiving
marketing at any time by optout@impellam.com.
It is our policy to retain your Personal Information
It is important to us that you are in control of
for the length of time required for the specific
your own information. As a result, we offer the
purpose or purposes for which it was collected,
following controls:
which are set out in this Privacy Policy. However,
on occasion we may be obliged to store some data 1. 
You may request access to or copies of the
for a longer time, for example, where a longer time Personal Information that we hold about you.
period is required by applicable laws. In this case, If you would like to exercise this right, please
we will ensure that your Personal Data will continue contact us at GDPR@impellam.com or the
to be treated in accordance with this Privacy Policy. address below.;
2. 
If you believe that any information we have
about you is incorrect or incomplete, please
6. Security and Confidentiality contact us GDPR@impellam.com as soon as
We employ appropriate security measures to help possible. We will take steps to seek to correct
protect your Personal Information and guard against or update any information if we are satisfied that
access by unauthorised persons. Information storage the information we hold is inaccurate. You may
is on secure computers in a secure environment, request that we restrict our processing;
or in secure, locked storage in the case of hard 3. 
You may request that your Personal Information
copy information. The information is encrypted be deleted, where it is no longer necessary for
wherever possible and we undergo periodic reviews the purposes for which it is being processed and
of our security policies and procedures to ensure that provided there is no other lawful basis for which
our systems is secure and protected. However the we may continue to process such information;
transmission of information via the Internet is
4. 
To the extent we are processing your Personal
not completely secure so we cannot guarantee
Information to meet our legitimate interests
the security of your information when it is transmitted
(as set out above), you may object to the
to our website or from third party websites such
processing of your Personal Information
as job boards.
by us. If we are unable to demonstrate
We acknowledge that the information you our legitimate grounds for that processing,
provide may be confidential. We do not sell, rent, we will no longer process your Personal
distribute or otherwise make Personal Information Information for those purposes;
commercially available to any third party, but we
5. 
You may object to our processing as set
may share information with our service providers
out above;
for the purposes set out in this Privacy Policy.
We will keep your information confidential and 6. 
You may withdraw any consent given
protect it in accordance with our Privacy Policy to processing; or
and all applicable laws.

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40 Impellam Group plc, 800 The Boulevard, Capability Green,
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7. 
Where we are processing your Personal Definitions
Information automatically for the purposes of
performing our contract with you, you may have Candidates
the right to request that the Personal Information Refers to applicants (and those subsequently
we hold about you be transferred to a third party engaged on temporary assignments, directly or
data controller; indirectly, by the Company) for any roles advertised
8. 
Where we may undertake automated by or through the Company, whether permanent
decision-making we will request your explicit or temporary positions, whether as freelancers,
consent if the decision-making is not authorised contractors, flexible employees or through third
by law or necessity for the performance parties including Suppliers; as well as people who
of a contract. have submitted a speculative CV to the Company.
You may also request that we restrict the processing
Employees
of your data to that to which you have consented
or for the establishment, exercise or defence of Includes employees engaged directly by Impellam
legal claims or the protection of the rights of another (or who have accepted an offer to be employed)
person, whilst we verify your data as set out in as well as certain other workers engaged in the
point 2 above; pending verification of our legitimate business of providing services to the Company.
grounds as set out in point 4 above; or if the This includes Company employees engaged
processing is unlawful or no longer necessary, but to work on client premises under the terms of
you wish us to retain your data for the purposes of managed service agreements or equivalent.
establishing, exercising or defending legal claims.
Suppliers
Please contact GDPR@impellam.com and we
Covers supplier companies (including sole traders),
will assist you and provide you with all rights to
vendors, umbrella companies, partnerships and
which you are entitled in relation to your Personal
limited company contractors who provide services
Information under applicable data protection law.
to the Company including as sub-contractors.
If you are unhappy with the way that we have Suppliers should ensure their employees and
handled your Personal Information, you can make workers are made aware of the provisions
a complaint to the Information Commissioners of this Privacy Policy as applicable.
Office (ICO) which is the UK authority responsible
for data protection. Contact details are available
online, or alternatively please ask us on
GDPR@impellam.com for assistance.

CONTACT US
If you have any questions in relation to this Privacy
Policy, or if you would like to contact us to exercise
your rights as stated in this Privacy Policy, you may
contact us at: GDPR@impellam.com.

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Impellam Group plc, 800 The Boulevard, Capability Green, 41
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Annex 1
Impellam Group Companies:
The list below is subject to amendment.

Legal Entity (Data Controller) Trading Name (if different)


Bartech Europe Ltd; Bartech Germany GmbH; Bartech
Belgium NV; Bartech Italy SRL; Bartech Norway NUF
Blue Arrow Ltd
Carbon60 AG
Carbon60 Limited
Career Teachers Limited
Carlisle Cleaning Services Ltd
Carlisle Retail Services (Luton) plc
Carlisle Security Services Ltd
Carlisle Staffing plc Tate; Guidant Global; Guidant Global IRC
Carlisle Support Services Group Limited
Celsian Group Limited
Chadwick Nott (Holdings) Limited
Chrysalis Community Care Group Ltd
Comensura Limited
Doctors on Call Ltd
Global Medics Ltd
Guidant Global Europe Ltd; Guidant Global Germany GmbH
Guidant Global Belgium NV: Guidant Global Italy SRL
Guidant Group NUF
Impellam GmbH Carbon60; Lorien; Guidant Global
Impellam Group plc
Impellam UK Limited
Irish Recruitment Consultants Limited; IRC
Litmus Managed Solutions Ltd
Litmus Software Solutions Ltd (Ireland)
Lorien Resourcing Limited
Medacs Global Group Limited (Ireland)
Medacs Global Group Ltd
Medacs Healthcare plc
PRN Recruitment Ltd (t/a Fast Response Healthcare)
Science Recruitment Group AG
Science Recruitment Group Limited SRG
Younifi UK Limited

Impellam - Privacy Notice - September 2018 - V3.0


42 Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
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