Corporate Social Responsibility Policy
trg logistics seeks to be a good corporate partner in everything that it does.
We have therefore determined to bring together our existing principles into one framework policy under the heading of Corporate Social Responsibility (CSR). The principles encompassed in this policy cover all areas of trg’s operations and have been developed and continue to be reviewed against and updated by reference to relevant codes of corporate governance and Employment Law.
The Directors fully support the principles set out, with the aim of this policy to translate that support into a set of guidelines and standards that set a common approach for trg logistics, enabling us to provide practical guidance for our managers and employees across the business.
Compliance, Monitoring and Reporting:
Compliance with this policy will be continuously monitored and subject to review by the Head of HR in conjunction with the Directors.
Every manager is responsible for ensuring that the principles set out in this policy are communicated to, understood and observed by all employees and for ensuring compliance in their area of responsibility.
Employees who reasonably suspect that there has been a breach of this policy must report it to their line manager, senior management, or other mechanisms established by trg to report such breaches.
We recognise that employees may be reluctant to report concerns for fear of retaliation, trg may take disciplinary action against any employee who threatens or engages in retaliation, retribution or harassment of any person who has reported or is considering reporting a concern in good faith.
The Directors will not criticise management for any loss of business resulting from adherence to the principles set out in this policy. All sections of this policy are underpinned by our vision and strategy. Areas covered by this policy are Code of Business Ethics (Section 1) Safety and Security (Section 2), Employment (Section 3), Customer and Community (Section 4) and Environment (Section 5).
Code of Business Ethics:
This code applies to all of the operations of trg and sets out the minimum standards which the Directors expects from staff in their internal and external dealings with colleagues, customers, stakeholders and third parties.
1.1 Basic Standards of Conduct
(a) We will conduct every aspect of our business with honesty, integrity and openness, respecting human rights and the interests of our employees, customers and third parties.
(b) We will respect the legitimate interests of third parties with whom we have dealings in the course of our business.
(c) We will maintain the highest standards of integrity – for example, we will not promise more than we can reasonably deliver or make commitments we cannot or do not intend to keep.
(a) is committed to creating and maintaining a safe and healthy working environment for its employees.
(b) will strive to create a workplace in which there is mutual trust and respect and where every person feels responsible for the performance and reputation of our company inline with our strapline PRIDE.
(c) will respect the individual and each other’s rights, customs and traditions including the right to freedom of association and the right to decide whether or not to join a trade union and will negotiate in good faith with the properly elected representatives of its employees.
(d) will work towards achieving a diverse workforce, recruiting, employing and promoting employees only on the basis of objective criteria and the qualifications and abilities needed for the job to be performed.
(e) will maintain good communications with employees through our information and consultation procedures.
(f) will assist employees in realising their potential.
(a) trg is committed to providing safe, world class drivers to its customers
(b) We aim to develop strong relationships with our suppliers, stakeholders and others with whom we have dealings, based on mutual trust, understanding and respect.
(c) In those dealings, we expect our partners to adhere to business principles consistent with our own.
(d) trg will conduct their operations in accordance with the principles of fair competition and applicable regulations such as Bribery and Corruption.
1.4 Compliance with Law
(a) All employees of trg will comply with the laws and regulations applicable wherever they do business. Appropriate training will be provided for employees as necessary.
1.5 Business Integrity
(a) No trg employee shall offer, give, seek or receive, either directly or indirectly, inducements or other improper advantages for business or financial gain and no employee may offer, give, seek or receive any gift or payment which is, or could be construed as, such. If an employee is in any doubt as to whether he or she may accept an offer, that employee should discuss the issue with his or her manager, Head of HR or the Directors. Our Anti Bribery and Corruption Policy is in force at all times.
(b) trg accounting and other records and supporting documents must accurately describe and reflect the nature of the underlying transactions.
(c) No undisclosed or unrecorded account, fund or asset will be established or maintained.
(d) trg will not facilitate, support, tolerate or condone any form of money laundering.
1.6 The Environment
(a) trg is committed to making continuous improvement in the management of its environmental impact.
(b) We will work with our partners to promote environmental care, increase understanding of environmental issues and disseminate good practice.
1.7 Community Involvement
(a) trg strives to be a good corporate partner and to fulfil our responsibilities to the societies and communities in which we operate.
1.8 Conflicts of interest and confidentiality
(a) Whilst trg respects the privacy of its employees, all employees are expected to avoid personal activities and financial interests, which could conflict with their responsibilities to trg.
(b) trg employees and consultants must not seek gain for themselves or others through misuse of their positions or company property.
(c) all actual and potential conflicts (including those arising from the activities or interests of close relatives or partners) should be disclosed to and discussed with an employee’s line manager.
(d) Information received by anyone in the course of his or her employment must not be used for personal gain or for any purpose other than that for which it was given.
(e) Where information is confidential, that confidentiality must be respected.
Safety and Security
The health and safety of our employees and customers is our paramount concern. Safety underpins all our operations and our internal motto is “If you cannot do it safely, don’t do it”.
We have developed a health and safety policy, which underpins all of our operational health and safety tasks/duties
(a) General Statement
The Directors are committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of all of its employees at work and also the safety of customers and others.
(b) This policy seeks continuous improvement and compliance with legislation, having proper regard to the protection of people, premises, property and the environment. It is based on the principles that:
- All injuries can be prevented
- The goal is zero injuries
- Safety is the responsibility of all employees
- Working safely is a condition of employment
(c) The Directors are tasked to ensure that so far as is reasonably practicable:
- There are adequate arrangements and organisation for health and safety in place within their area of responsibility
- Responsibilities for carrying out these arrangements are clearly allocated.
- All staff are given appropriate information, instruction and training.
- Adequate supervision (where appropriate) is provided to ensure compliance with policies and safe systems of work.
- All other legal and statutory duties on health and safety incumbent upon trg are complied with in all their operations and locations.
- Performance targets are set to achieve a step change in safety performance.
- Adequate resources are allocated and competent persons are appointed to support the achievement of the above objectives.
(d) We will continually monitor the health and safety performance of our operations which will be subjected to periodic safety audits to assess performance. The nominated director will:
- Present a monthly report on health and safety to the Directors.
- Report to the Board all fatal and notifiable injuries to staff or other persons within 24 hours.
(e) The nine key safety principles with which all trg employees are required to comply are set out below:
- Do not endanger yourself or others. Report any hazardous condition or practice that may cause injury to people property or the environment.
- Obey all rules, signs and instructions. If you do not understand speak to your manager before you start work.
- Keep your work area clean and tidy. Disorder causes accidents, wastes time, energy and materials.
- Wear protective clothing and equipment as required. Keep it in good condition, wear it correctly and ask for a replacement if it becomes damaged or unfit for use.
- All accidents, incidents and near misses must be reported to your manager. Seek immediate help and first aid (if necessary).
- Do not adjust modify or repair any piece of work equipment unless you are competent and authorised to do so.
- Use only the correct tools and equipment for the job. Check that they are in good condition before use and use them safely.
- Before lifting, assess the load and your capability to move it. Make sure you get help with any heavy or awkward items, and follow approved techniques.
- If you have any suggestions to improve safety in your workplace, tell your supervisor or manager.
(f)We also require contractors to comply with this policy whilst they are working for or on behalf of trg or our Clients.
(a) General Statement
Security is a key issue for our staff and our business. We recognise the range of security issues which can arise and have implemented the following high level security policy.
(b) The Directors of trg is committed to ensuring, so far as is reasonably practicable, the security of our employees at work and our property.
(c) The threats to security are wide ranging, significant and, in the main, driven by external influences. The ability to control risks varies. However, we have the ability to address or mitigate all of the threats which apply. To be successful in this we need the co-operation and engagement of all of our staff, contractors and our Clients.
(d) Security is an area in which we seek continuous development and improvement and compliance with existing and emerging legislation. We will heighten the profile of security to ensure all members of staff understand why they should and how they can play their part. We will also work on ways to involve everyone. Our efforts will bring greater personal and corporate security and business benefit.
(e) This statement provides guidance and direction to all employees on what is both required and expected of them. We are confident our employees will appreciate the reasons for this and the benefits to them, their colleagues, our contractors and our property.
(f) We aim to achieve, so far as is reasonably practicable:-
- A secure environment for everyone utilising our services
- A secure environment for staff in their work
- Security of our property
- Security of our systems and processes
(g) We will develop systems to monitor our performance on security within our operations. All operations will be subject to periodic inspection and review.
(h) The Head of HR will provide regular reports on group security to the Directors of trg.
In formulating its employment policies, trg is guided by best practice, employment law and ACAS ACOP. Our employment policies cover all employees of trg.
3.1 Equal Opportunities and Diversity Policy
a) The Directors of trg is committed to equality of opportunity both in the provision of services to its Clients and as an employer. This policy sets out trg’s commitment to treat equally and with fairness at all times its employees, customers, contractors and those who come into contact with the company.
(b) We are committed to seeking continuous improvement and compliance with legislation based on the following principles:
- Everyone has the right to be treated with dignity and respect.
- We will not discriminate on the grounds of race, gender, disability, nationality, religion, philosophical belief, political belief, age, sexual orientation, family status, trade union activity or any other factor.
- We will adopt fair and inclusive practices throughout our operations and will seek to eliminate all prejudice, discrimination, bullying and harassment.
- All employees have a personal responsibility for the practical application of this policy in their day-to-day activities and must support the policy at all times.
- Non-compliance with this policy will be treated seriously and will not be tolerated.
(c) The Directors of trg are required to ensure:
- They create a productive and safe working environment, promoting diversity and inclusion in their workforce;
- They develop new practices, as appropriate, to ensure all employees, contractors and customers are treated fairly; and they can demonstrate continuous improvement in practices to promote diversity and equal opportunities for all.
(d) We will comply with and exceed where possible, employment legislation and relevant codes of practice in the industries we operate in. We will monitor our compliance with this policy and the requirements of relevant underpinning legislation as appropriate.
(e) We are committed to actively working with partner organisations to ensure our policies, procedures and practices are in line with best practice. trg are members of SEDEX (S000000043587)
Practices and Standard Operating Procedures:
(f) Each branch will put in place practices and standard operating procedures to ensure the commitments in this policy are applied and implemented throughout the organisation.
Access to Company Premises:
g) We will take all reasonable steps to ensure that our buildings and premises are accessible to disabled employees, customers and visitors as required by the Disability Discrimination Act (DDA).
Access to Vehicles:
h) We will also take reasonable steps to ensure that our vehicles are accessible to customers and staff and comply with the relevant legislation.
Access to Information:
i) We will seek to ensure that information is made available to our customers and employees in alternative formats as required.
j) All recruitment will be carried out with regard to fairness, equality and consistency for all candidates at all times. Recruitment practices will be inclusive and we will endeavour to ensure there are no barriers to employment of suitable candidates.
k) We will provide our staff with the necessary guidance and training to ensure the effective implementation of this policy and to ensure we are an inclusive employer and service provider.
l) Any employee who feels that he or she has grounds for complaint in relation to bullying, discrimination, harassment or victimisation has the right to pursue the complaint through our grievance procedures. Customers who feel they have grounds for complaint may pursue these through our complaints policy. We will ensure our complaints/feedback procedures can be accessed and used by everyone.
m) We are committed to monitoring and reporting on our actions and achievements in relation to implementing this Diversity policy both internally and externally.
n) We are committed to ensuring that our operations comply with the requirements of this policy and will periodically audit its implementation.
3.2 Human Rights
trg supports the principles of the Human Rights Act and will adhere to the following principles in respect of our employees:
a) We will treat all employees fairly and honestly, regardless of where they work. All staff will have agreed terms and conditions in accordance with local law or practice and will be given appropriate job skills training.
b) We will pay a fair wage reflecting local markets and conditions. We will always meet any national minimum wage.
c) Working hours shall not be excessive. They shall comply with industry guidelines and national standards where they exist, observing the ETI Base Code.
d) We will not employ illegal child labour, forced or bonded labour, forced overtime or condone illegal child labour.
e) Employees have the rights of freedom of association and collective bargaining. We respect the right of our employees to choose whether or not to join a trade union without influence or interference from management. Furthermore we support the right of our employees to exercise that right through a secret ballot.
f) We will negotiate in good faith with the properly elected representatives of our employees.
g) We will abide by the Equality Act.
h) We will not use or condone the use of corporal punishment, mental or physical coercion or verbal abuse. We have disciplinary procedures for any member of staff whose conduct falls below the required standard.
i) We have formal grievance procedures through which staff can raise personal and work-related issues.
j)(Where appropriate) All staff will be given reasonable access to bathroom and rest facilities.
3.3 Data Protection
(a) We will comply with the relevant principles relating to the Data Protection Act.
Customer and Community
Our vision is to be the supplier of choice. trg wants to lead the way in transforming the way people work and the way they feel about their job. By aiming for the top in everything that we do, and helping each other, we can deliver the highest levels of safety and service and give greater customer and employee satisfaction. We will share all the success of our Company and reach our destination as the number one agency provider.
- act in accordance with fair business, marketing and advertising practices and take all reasonable steps to ensure the safety of our services
- respect the human rights of our customers – our security and revenue protection arrangements are consistent with international standards for law enforcement
- provide transparent and effective procedures that address customer complaints and contribute to fair and timely resolution of disputes without undue cost or burden
- not make representations or omissions nor engage in any other practices that are deceptive, misleading, fraudulent or unfair
- respect customer privacy and provide protection for personal data in accordance with the relevant law.
We are committed to maintaining open and regular dialogue with all our stakeholder groups in matters that affect their interests. These range from formal consultation to regular informal contact on a day-to-day or week-to-week basis.
Ethical Purchasing Policy
(a) We purchase a wide range of goods and services required in the operation of our business and we also rely heavily on a number of key suppliers for the delivery of our core services. Good working relationships with our suppliers are therefore central to the success of our business. For this reason, we clearly state our purchasing policy as part of ensuring that our business standards are integrated throughout the supply chain.
(b) We are committed to obtaining and retaining competitive goods and services while at the same time ensuring they are from sources which have not jeopardised human rights, safety or the environment.
(c) We aim to develop strong relationships with our suppliers, based on mutual trust, understanding and respect.
(d) More specifically we expect our suppliers to:
- Adhere to business principles consistent with our own.
- Ensure that their products and services are produced and delivered to comply with all legislation relevant to their business.
- Seek to maintain continuous improvement in their supply chain relationship with us.
- Ensure they adopt and implement acceptable safety, environmental, product quality, product stewardship, labour, human rights, social and legal standards in line with our own code and to ensure these issues are acceptably managed within the supply chain for any products supplied to us.
(e) We will seek to work with our key suppliers to:
- Develop long-term meaningful relations to the benefit of both parties.
- Improve the quality, environmental performance and sustainability of goods and services where this can be achieved to the benefit of both parties.
As a supplier of Drivers, we provide an essential service to the community. We play a role in connecting people with each other, with other communities and key community services. The operation of our services touches on all members of the community with the potential to impact positively on quality of life. We also operate from a significant number of properties and have responsibility to those living and working nearby as well as being a significant employer.
Our relationships with the local communities we serve are therefore very important to us and are an essential part in the growth of our business. When developing our services, we have a role to play in improving services for the community as a whole and not just our individual customers.
Through our community strategy, we therefore engage with the community at a range of levels as customers, neighbours, potential employees, businesses and residents. Through our community strategy, we seek to play our part in promoting socially inclusive policies, encouraging the young and disadvantaged and helping older members of the community and the disabled.
In line with our core values, our community strategy incorporates the following elements:
- Engagement with the local communities in which we operate on the quality of our services and any changes to those services;
- Offering employment opportunities to all sectors of the community through non-discriminatory policies and promoting opportunities to disadvantaged and vulnerable groups;
- Promoting engagement between our staff and the community;
- Supporting local community groups and charities;
- Improving the environment in and around our operations;
- Promoting broader opportunities for workplace learning;
- Supporting local initiatives for the development and education of young people in the areas we serve; and
- Working closely with local law enforcement agencies to address antisocial behaviour, crime and vandalism as well as promoting road safety.
In addition, local companies provide support to community based charities and projects in their respective areas including support for employees’ efforts in fund raising and for small-scale projects.
5.1 Environmental Policy
Through our core business activities we are committed to providing good quality, reliable and cost effective services to all our customers.
Our policy is to strive to achieve continual improvement in environmental performance.
We are committed to:
- preventing pollution and reducing the overall impact of our operations on the environment.
- maintaining an internal management structure for the management of environmental issues which includes clearly defined responsibilities for environmental management capable of delivering this policy commitment
- complying with, and where possible exceeding applicable legal and other requirements relating to the organisation.
- monitoring our environmental performance and setting objectives and targets for improvement
- providing appropriate training and awareness programmes for our staff
Ethical Trading Policy
Health & Safety Policy
The Company is committed to ensuring the health, safety and welfare of its employees and it will, so far as is reasonably practicable, establish procedures and systems necessary to implement this commitment and to comply with its statutory obligations on health and safety. It is the responsibility of each employee to familiarise themselves and comply with the Company’s procedures and systems on health and safety.
While the Company will take all reasonable steps to ensure the health and safety of its employees, health and safety at work is also the responsibility of the employees themselves.
It is the duty of each employee to take reasonable care of their own and other people’s health, safety and welfare and to report any situation which may pose a serious or imminent threat to the well being of themselves or of any other person. If an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job or use specific equipment, then it is the employee’s duty to report this as soon as possible to their line Manager or the designated person responsible for health and safety. Alternatively, an employee may, if they prefer, invoke the Company’s formal grievance procedure or they may make a complaint under the Company’s provisions on Disclosures in the Public Interest.
Disciplinary action under the Company’s disciplinary procedure may be taken against any employee who violates health and safety rules and procedures or who fails to perform their duties under health and safety legislation. Depending on the seriousness of the offence, it may amount to potential gross misconduct rendering the employee liable to summary dismissal.
The Company will provide and maintain a healthy and safe working environment with the objective of minimising the number of instances of occupational accidents and illnesses.
The Company will pay particular attention to:
- Maintaining the workplace in a safe condition and providing adequate facilities and arrangements for welfare at work.
- Providing a safe means of access to and egress from the workplace.
- The provision and maintenance of equipment and systems of work that is safe.
- Arrangements for ensuring safety to health in connection with the use, handling, storage and transport of articles and substances.
- The provision of such information, instructions, training and supervision as is necessary to ensure the health and safety at work of its employees and other persons.
The Company also recognises its duty to protect the health and safety of all visitors to the Company, including contractors and temporary workers, as well as any members of the public who might be affected by the Company’s work operations.
The Managing Director of the Company has overall responsibility for health and safety in the Company, and has responsibility for overseeing, implementing and monitoring the health and safety procedures. The Senior Managers will conduct regular inspections of the workplace, maintains safety records and will investigate / report on accidents at work.
Safety training is an integral part of an effective health and safety programme. It is essential that every employee is trained to perform their job safely. All employees will be trained in safe working practices and procedures. Training will include instruction on the safe use of any equipment provided.
Employees at Special Risk:
The Company recognises that some workers may from time to time be at increased risk of injury or ill-health resulting from work activities. The Company therefore requires that all employees advise their line manager if they become aware of any change in their personal circumstances which could result in their being at increased risk. This could include medical conditions, permanent or temporary disability, taking medication and pregnancy.
First Aid and Reporting Accidents at Work:
First aid boxes are located at strategic points around the workplace. All employees will be shown the location of the nearest first aid box and will be given the names of the designated first aid personnel.
All injuries, however small, sustained by a person at work must be reported to their line manager or the Managing Director and recorded in the accident book. Accident records are crucial to the effective monitoring of health and safety procedures and must therefore be accurate and comprehensive. The Managing Director will inspect the accident book on a regular basis and all accidents will be investigated and a report prepared, with any necessary action being taken to prevent a recurrence of the problem.
Fire is a significant risk within the workplace. All employees have a duty to conduct their operations in such a way as to minimise the risk of fire and they are under a duty to report immediately any fire, smoke or potential fire hazards, such as faulty electric cable or loose connections. Employees should never attempt to repair or interfere with electrical equipment or wiring themselves. The safety officer is responsible for the maintenance and testing of fire alarms and fire fighting, prevention and detection equipment.
Smoke detectors and manually operated fire alarms are located at strategic points throughout the workplace. If a smoke detector sounds or fire is discovered, it is the responsibility of any employee present to activate the alarm and evacuate the building. Fire extinguishers are also located at strategic points throughout the workplace. Employees are expected to tackle a fire themselves only if it would pose no threat to their personal safety to do so. If the situation is dangerous or potentially dangerous, the employee should activate the fire alarm and evacuate the building immediately.
Fire doors designed to slow the spread of fire and smoke throughout the workplace have been installed at strategic points. Fire doors are designed to close automatically after opening and must never be blocked or wedged open. Fire exits are also located at strategic points throughout the workplace. Fire exit doors and corridors must never be locked, blocked or used as storage space. All employees must ensure they are familiar with their evacuation route and designated assembly point in case of fire. Practice fire drills will be conducted on a regular basis to ensure employee familiarity with emergency evacuation procedures.
Emergency lighting has been installed in exit corridors and above emergency exit doors in case of power failure. Lifts also have emergency lighting installed although they should not be used in the case of an emergency evacuation (see Fire Safety Policy below).
Company Safety Rules:
- All employees should be aware of and adhere to the Company’s rules and procedures on health and safety.
- All employees must immediately report any unsafe working practices or conditions to their line Manager and or the Managing Director.
- Horseplay, practical joking, running in the workplace, misuse of equipment or any other acts which might jeopardise the health and safety of any other person are forbidden.
- Any person whose levels of alertness are reduced due to illness or fatigue will not be allowed to work if this might jeopardise the health and safety of any person.
- Employees must not adjust, move or otherwise tamper with any electrical equipment or machinery in a manner not within the scope of their job duties.
- All waste materials must be disposed of carefully in the receptacles provided and in such a way that they do not constitute a hazard to other workers.
- No employee should undertake a job which appears to be unsafe.
- No employee should undertake a job until they have received adequate safety instruction and they are authorised to carry out the task.
- All injuries must be reported to the employee’s line manager or to the Managing Director.
- All materials must be properly and safely used and when not in use properly and safely secured.
- Work should be well-planned to avoid injuries in the handling of heavy materials and while using equipment.
- Suitable clothing and footwear must be worn at all times. Personal protective equipment must be worn where appropriate.
- Work stations and work sites must be kept clean and tidy and any spillage must be cleaned up immediately.
- Employees should use handrails when going up and down stairs, should never read while walking, must close filing cabinet drawers when not in use and must keep all floor areas free of obstruction.
- Walkways and passageways must be kept clear and free from obstructions at all times.
- If a walkway or passageway becomes wet it should be clearly marked with warning signs and any liquid spilt on the floor should be wiped up immediately.
- Trailing cables should not be left in any passageway.
- Where objects are stored in or around a passageway, care must be taken to ensure that no long or sharp edges jut out into the passageway.
- Where a passageway is being used by vehicles or other moving machinery, an alternative route should be used by pedestrians where possible. If no alternative route is available, the area must be clearly marked with warning signs.
Tools and Equipment:
- Company machinery, tools and equipment are only to be used by qualified and authorised personnel.
- It is the responsibility of all employees to ensure that any tools or equipment they use are in a good and safe condition. Any tools or equipment which are defective must be reported to a line manager or to the Managing Director.
- All tools must be properly and safely stored when not in use.
- No tool should be used without the manufacturer’s recommended shields, guards or attachments.
- Approved personal protective equipment must be properly used where appropriate.
- Persons using machine tools must not wear clothing, jewellery or long hair in such a way as might pose a risk to their own or anyone else’s safety.
- Employees are prohibited from using any tool or piece of equipment for any purpose other than its intended purpose.
- Lifting and moving of objects should always be done by mechanical devices rather than manual handling wherever reasonably practicable. The equipment used should be appropriate for the task at hand.
- The load to be lifted or moved must be inspected for sharp edges and wet patches.
- When lifting or moving a load with sharp or splintered edges, gloves must be worn.
- The route over which the load is to be lifted should be inspected to ensure it is free of obstructions.
- Employees should not attempt to lift or move a load which is too heavy to manage comfortably. Employees should ask for assistance if there is any danger of strain.
- When lifting an object off the ground, employees should assume a squatting position, keeping the back straight. The load should be lifted by straightening the knees, not the back.
- Employees should not attempt to obtain items from shelves which are beyond their reach. A ladder or stepping stool should be used. Employees should not use chairs or any makeshift device for climbing and should never climb up the shelves themselves.
trg Logistics Ltd recognises the need for sustainable development and continually aims to improve the environmental effect of its activities, to achieve this we will:
Establish sound environmental management by:
- Meeting or improving upon relevant legislative, regulatory and environmental codes of practice.
- Developing objectives that target environmental improvements and monitor performance by regular review.
- Considering any environmental issues in the decision-making process.
- Developing a relationship with suppliers and contractors so that we all recognise our environmental responsibilities.
- Educating staff so that they carry out their activities in an environmentally responsible manner.
Provide for the effective use of resources by:
- Promoting waste minimisation by recycling or finding other uses for by-products whenever economically viable.
- Promoting the efficient use of resources, energy and fuel throughout the organisation’s operations.
- The communities in which we operate.
- The Government, regulatory bodies and other interested parties with the shared vision of being a good and trusted neighbour.
Head of HR
Equal Opportunities & Dignity at Work Policy
The Company is an equal opportunity employer and is fully committed to a policy of treating all of its employees and job applicants equally. The Company will avoid unlawful discrimination in all aspects of employment including recruitment and selection, promotion, transfer, opportunities for training, pay and benefits, other terms of employment, discipline, and selection for redundancy and dismissal.
The Company will take all reasonable steps to employ, train and promote employees on the basis of their experience, abilities and qualifications without regard to age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation. In this policy, these are known as the “protected characteristics”.
The Company will also take all reasonable steps to provide a work environment in which all employees are treated with respect and dignity and that is free from harassment and bullying based upon age, disability, gender reassignment, race (including colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation. In this policy, these are known as the “anti-harassment protected characteristics”. All employees are responsible for conducting themselves in accordance with this policy. The Company will not condone or tolerate any form of harassment, whether engaged in by employees or by outside third parties who do business with the Company, such as clients, customers, contractors and suppliers.
Employees have a duty to co-operate with the Company to make sure that this policy is effective in ensuring equal opportunities and in preventing discrimination, harassment or bullying. Action will be taken under the Company’s disciplinary procedure against any employee who is found to have committed an act of improper or unlawful discrimination, harassment, bullying or intimidation. Serious breaches of this equal opportunities and dignity at work statement will be treated as potential gross misconduct and could render the employee liable to summary dismissal. Employees should also bear in mind that they can be held personally liable for any act of unlawful discrimination or harassment. Employees who commit serious acts of harassment may also be guilty of a criminal offence.
You should draw the attention of your line manager to suspected discriminatory acts or practices or suspected cases of harassment or bullying. You must not victimise or retaliate against an employee who has made allegations or complaints of discrimination or harassment or who has provided information about such discrimination or harassment. Such behaviour will be treated as potential gross misconduct in accordance with the Company’s disciplinary procedure. You should support colleagues who suffer such treatment and are making a complaint.
The Company will also take appropriate action against any third parties who are found to have committed an act of improper or unlawful harassment against its employees.
Recruitment, Advertising and Selection:
The recruitment process will be conducted in such a way as to result in the selection of the most suitable person for the job in terms of relevant experience, abilities and qualifications. The Company is committed to applying its equal opportunities policy statement at all stages of recruitment and selection.
Advertisements will aim to positively encourage applications from all suitably qualified and experienced people. When advertising job vacancies, in order to attract applications from all sections of the community, the Company will, as far as reasonably practicable:
- Ensure advertisements are not confined to those areas or publications which would exclude or disproportionately reduce the numbers of applicants with a particular protected characteristic.
- Avoid setting any unnecessary provisions or criteria which would exclude a higher proportion of applicants with a particular protected characteristic.
Where vacancies may be filled by promotion or transfer, they will be published to all eligible employees in such a way that they do not restrict applications from employees with a particular protected characteristic.
However, where, having regard to the nature and context of the work, having a particular protected characteristic is an occupational requirement and that occupational requirement is a proportionate means of achieving a legitimate aim, the Company will apply that requirement to the job role and this may therefore be specified in the advertisement.
The selection process will be carried out consistently for all jobs at all levels. All applications will be processed in the same way. The staff responsible for short-listing, interviewing and selecting candidates will be clearly informed of the selection criteria and of the need for their consistent application.
Person specifications and job descriptions will be limited to those requirements that are necessary for the effective performance of the job. Wherever possible, all applicants will be interviewed by at least two interviewers and all questions asked of the applicants will relate to the requirements of the job.
The selection of new staff will be based on the job requirements and the individual’s suitability and ability to do, or to train for, the job in question.
With disabled job applicants, the Company will have regard to its duty to make reasonable adjustments to work provisions, criteria and practices or to physical features of work premises or to provide auxiliary aids or services in order to ensure that the disabled person is not placed at a substantial disadvantage in comparison with persons who are not disabled.
If it is necessary to assess whether personal circumstances will affect the performance of the job (for example, if the job involves unsociable hours or extensive travel), this will be discussed objectively, without detailed questions based on assumptions about any of the protected characteristics.
Training and Promotion:
The Company will train all line managers in the Company’s policy on equal opportunities and in helping them identify and deal effectively with discriminatory acts or practices or acts of harassment or bullying. Line managers will be responsible for ensuring they actively promote equal opportunity within the departments for which they are responsible.
Where a promotional system is in operation, it will not be discriminatory and it will be checked from time to time to assess how it is working in practice. When a group of workers who predominantly have a particular protected characteristic appear to be excluded from access to promotion, transfer and training and to other benefits, the promotional system will be reviewed to ensure there is no unlawful discrimination.
Terms of Employment, Benefits, Facilities and Services:
All terms of employment, benefits, facilities and service will be reviewed from time to time, in order to ensure that there is no unlawful direct or indirect discrimination because of one or more of the protected characteristics.
The Company is committed to equal pay in employment. It believes its male and female employees should receive equal pay for like work, work rated as equivalent or work of equal value. In order to achieve this, the Company will endeavour to maintain a pay system that is transparent, free from bias and based on objective criteria.
Bullying and Harassment:
This policy covers bullying and harassment in the workplace and in any work-related setting outside the workplace, for example, during business trips and at work-related social events.
Bullying is offensive or intimidating behaviour or an abuse or misuse of power which undermines or humiliates an employee.
An employee harasses another employee if they engage in unwanted conduct related to an anti-harassment protected characteristic, and the conduct has the purpose or effect of violating the other employee’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other employee.
An employee also harasses another employee if they engage in unwanted conduct of a sexual nature, and the conduct has the purpose or effect of violating the other employee’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other employee.
Finally, an employee harasses another employee if they or a third party engage in unwanted conduct of a sexual nature or that is related to gender reassignment or sex, the conduct has the purpose or effect of violating the other employee’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other employee, and because of that other employee’s rejection of or submission to the conduct, they treat that other employee less favourably than they would treat them if they had not rejected, or submitted to, the conduct.
The unwanted conduct will still amount to harassment if it is based on the anti-harassment protected characteristic of a third party with whom the employee is associated and not on the employee’s own anti-harassment protected characteristic, or if it was directed at someone other than the employee, or even at nobody in particular, but they witnessed it. In addition, harassment can include cases where the unwanted conduct occurs because it is perceived that an employee has a particular anti-harassment protected characteristic, when in fact they do not.
Conduct may be harassment whether or not the person intended to offend. Something intended as a “joke” or as “office banter” may offend another person. This is because different employees find different levels of behaviour acceptable and everyone has the right to decide for themselves what behaviour they find acceptable to them.
Behaviour which a reasonable person would realise would be likely to offend an employee will always constitute harassment without the need for the employee having to make it clear that such behaviour is unacceptable, for example, touching someone in a sexual way.
With other forms of behaviour, it may not always be clear in advance that it will offend a particular employee, for example, office banter and jokes. In these cases, the behaviour will constitute harassment if the conduct continues after the employee has made it clear, by words or conduct, that such behaviour is unacceptable to him or her. A single incident can amount to harassment if it is sufficiently serious.
Bullying and harassment may be verbal, non-verbal, written or physical. Examples of unacceptable behaviour include, but are not limited to, the following:
- Unwelcome sexual advances, requests for sexual favours, other conduct of a sexual nature.
- Subjection to obscene or other sexually suggestive or racist comments or gestures, or other derogatory comments or gestures related to an anti-harassment protected characteristic.
- The offer of rewards for going along with sexual advances or threats for rejecting sexual advances.
- Jokes or pictures of a sexual, sexist or racial nature or which are otherwise derogatory in relation to an anti-harassment protected characteristic.
- Demeaning comments about an employee’s appearance.
- Questions about an employee’s sex life.
- The use of nick names related to an anti-harassment protected characteristic.
- Picking on or ridiculing an employee because of an anti-harassment protected characteristic.
- Isolating an employee or excluding him or her from social activities or relevant work-related matters because of an anti-harassment protected characteristic.
All allegations of discrimination or harassment will be dealt with seriously, confidentially and speedily. The Company will not ignore or treat lightly grievances or complaints of discrimination or harassment from employees.
If you wish to make a complaint of discrimination, you should use the Company’s grievance procedure.
With cases of harassment, while the Company encourages employees who believe they are being harassed or bullied to notify the offender (by words or by conduct) that his or her behaviour is unwelcome, the Company also recognises that actual or perceived power and status disparities may make such confrontation impractical. In the event that such informal direct communication is either ineffective or impractical, or the situation is too serious to be dealt with informally, you should follow the procedure set out below.
If you wish to make a complaint of harassment, whether against a fellow employee or a third party, such as a client, customer, contractor or supplier, you should follow the following steps:
- First of all, report the incident of harassment to your line manager. If you do not wish to speak to your line manager, you can instead speak to an alternative manager or to the Human Resources Department.
- Such reports should be made promptly so that investigation may proceed and any action taken expeditiously.
- All allegations of harassment will be taken seriously. The allegation will be promptly investigated and, as part of the investigatory process, you will be interviewed and asked to provide a written witness statement setting out the details of your complaint. Confidentiality will be maintained during the investigatory process to the extent that this is practical and appropriate in the circumstances. However, in order to effectively investigate an allegation, the Company must be able to determine the scope of the investigation and the individuals who should be informed of or interviewed about the allegation.
For example, the identity of the complainant and the nature of the allegations must be revealed to the alleged harasser so that he or she is able to fairly respond to the allegations. The Company reserves the right to arrange for another manager to conduct the investigation other than the manager with whom you raised the matter.
- Once the investigation has been completed, you will be informed in writing of the outcome and the Company’s conclusions and decision as soon as possible. The Company is committed to taking appropriate action with respect to all complaints of harassment which are upheld. If appropriate, disciplinary proceedings will be brought against the alleged harasser.
- You will not be penalised for raising a complaint, even if it is not upheld, unless your complaint was both untrue and made in bad faith.
- If your complaint is upheld and the harasser remains in the Company’s employment, the Company will take all reasonable steps to ensure that you do not have to continue working alongside him or her if you do not wish to do so. The Company will discuss the options with you.
- If your complaint is not upheld, arrangements will be made for you and the alleged harasser to continue or resume working and to repair working relationships.
Alternatively, you may, if you wish, use the Company’s grievance procedure to make a complaint of harassment.
Any employee who is found to have discriminated against or harassed another employee in violation of this policy will be subject to disciplinary action under the Company’s disciplinary procedure.
Such behaviour may be treated as gross misconduct and could render the employee liable to summary dismissal. In addition, line managers who had knowledge that such discrimination or harassment had occurred in their departments but who had taken no action to eliminate it will also be subject to disciplinary action under the Company’s disciplinary procedure.
Monitoring Equal Opportunity and Dignity at Work:
The Company will regularly monitor the effects of selection decisions and personnel and pay practices and procedures in order to assess whether equal opportunity and dignity at work are being achieved. This will also involve considering any possible indirectly discriminatory effects of its working practices.
Head of HR
Information Security Policy
Freedom of Association Policy
Freedom of assembly and association is recognised under the Community Charter of the Fundamental Social Rights of Worker of 1989, which defines the context of ‘Freedom of association and collective bargaining’ as one where:
Employers and workers of the European Community shall have the right of association, in order to constitute professional organisations or trade unions of their choice for the defence of their economic and social interests.
Everyone has the right to freedom of peaceful assembly and to freedom of association at all levels, in particular in political, trade union and civic matters, which implies the right of everyone to form and to join trade unions for the protection of his or her interests.
Freedom of association enables workers to voice their opinions free of interference by the employer or government. Collective bargaining provides a means of reaching agreement on behalf of a firm’s workers that can be universally applied. “The entity” respects and supports the rights of employees to freedom of association and collective bargaining.
“The entity” is firmly committed to creating strong business growth, which is not achieved at the expense of the environment, quality of life or social equity.
The objective of the policy is to set out the ways in which “the entity” will:
- facilitate freedom of association and collective bargaining
- allow and provide for employee representation
- ensure that freedom of association and collective bargaining take place without discrimination.
This policy encourages the development and implementation of responsible business practice.
Head of HR
Staff Development & Training Policy
- Staff Development
Staff development, which includes all aspects of training, is one of the key elements of the Company’s Human Resources Strategy. The aim of this strategy and its supporting policies and procedures is to provide a working environment in which staff are able to maximise their performance, commitment and contribution to the aims of the Company.
Staff development is the term used to include all activities, which are undertaken by and for staff in order to maintain; up-date and enhance their work related knowledge, skills and capabilities.
- The Purpose of Staff Development
The purpose of staff development and the Staff Development and Training Policy is to link staff, their performance and development to the achievement of the Company’s operational and strategic objectives and its commitment to continuous improvement and excellence.
- Guiding Principles
The following principles guide the Staff Development and Training Policy and apply to all aspects of staff development and training activity delivered both centrally and by individual support areas. There is a Company commitment to staff development and training.
All employees regardless of age, grade, gender, disability or ethnic background or nature of their contract of employment are expected to undertake staff development and training, which is viewed as a continuous process throughout employment.
- Staff are required to assume responsibility for their own development and training, which includes both participation in planned activities and making use of opportunities to learn when they are presented.
- Staff development and training is an obligation for line managers who are responsible for identifying individual training and development needs and supporting and encouraging staff.
- Formal processes, induction, appraisal and training needs analysis are used at the individual level and staff development and training planning takes place at Company level.
- Accountability for staff development and training rests with management at every level.
- Staff development and training provision will be evaluated and reviewed to ensure it is adequate, relevant, effective and provides value for money.
- Priorities for Staff Development and Training
Identified strategic priorities for staff development and training, in the short to medium term are:
- Staff development and training for the provision of business sales.
- Staff development and training to support attainment of professional qualifications.
- Leadership and management development.
- Enhancing delivery service.
- Staff development and training priorities will be regularly reviewed by the Head of HR who is responsible for overseeing staff training and development.
- Development Plans
Line Managers will be required to prepare training and development plans, which will reflect the achievement of the firm’s strategic plans and the outcomes of the appraisal processes for different tiers of staff.
These plans will be approved and reviewed annually by HR and the board of directors.
- Review Of The Policy
The Staff Development and Training Policy will be reviewed and updated every year.
Head of HR
The Company is committed to ensuring it operates within the legal framework at all times by ensuring so far as is reasonably practicable, establish procedures and systems necessary to implement this commitment and to comply with its statutory obligations relating to Compliance. It is the responsibility of each employee to familiarise themselves and comply with the Company’s procedures, systems and framework
While the Company will take all reasonable steps to ensure unequivocal Compliance, it is the responsibility of every employee to ensure this is achieved. As part of part of the registration process a worker must:
- See all original documents, make legible copies and upload them to CMS before a worker is put out to work
- Complete in full the personal record within CMS
- Obtain references as per our reference policy
As part of our responsibility we will provide employees with the advice, guidance and training on how to achieve full compliance, we will:
- Audit a new worker on the date of registration or the next day after a weekend or holiday
- Email the registeree a report on any non compliance of missing documents, missing referencing or an incomplete registration within CMS
- Provide a measure of compliance ranging from -100% to 100%
- Diarise a reminder for when non compliance is expected to be completed
- Add an entry of the new worker on to a tracker to track any non compliance
Below are three examples of 3 registration outcomes. The first shows a worker 100%. The second show a worker at -5% dues to not having the right to work or any references. The third example shows a worker at 95% who requires referencing.
It is the duty of each employee to ensure within their band of responsibility, that no person is put out to work until they have satisfied the Compliance requirements of that role as laid down in the Compliance framework. Employees are to report any situation which may pose a serious or imminent threat to the company or its Clients relating to Compliance.
Serious threats include
- Not having the right to work
- Not completing a DVLA check
- Not issuing a contract or operators agreement
- Sending a driver out to work without an assessment where one is obligatory
The Company will pay particular attention to:
- Providing training/guidance when required
- Providing adequate resource as is reasonable practicable
- Maintaining the systems of work to ensure Compliance can be achieved
- Audit the systems to maintain Compliance
- Review the systems to maintain Compliance
If an employee is unsure how to perform a certain task or feels it would be non compliant to perform a specific job, then it is the employee’s duty to report this as soon as possible to their line Manager or the designated person(s) within the Compliance department.
Disciplinary action under the Company’s disciplinary procedure may be taken against any employee who fails to perform their duties relating to Compliance. Depending on the seriousness of the offence, it may amount to potential gross misconduct rendering the employee liable to summary dismissal. This will be considered only after referring to the Compliance framework.
Social Media Policy
This policy provides guidance for employee use of social media, which should be broadly understood for purposes of this policy to include blogs, wikis, micro blogs, message boards, chat rooms, electronic newsletters, online forums, social networking sites, and other sites and services that permit users to share information with others in a contemporaneous manner.
The following principles apply to professional use of social media on behalf of trg Logistics as well as personal use of social media when referencing trg Logistics.
Employees need to know and adhere to the trg Logistics of Conduct, Employee Handbook, and other company policies when using social media in reference to trg Logistics.
Employees should be aware of the effect their actions may have on their images, as well as trg Logistics image. The information that employees post or publish may be public information for a long time.
Employees should be aware that trg Logistics may observe content and information made available by employees through social media. Employees should use their best judgment in posting material that is neither inappropriate nor harmful to trg Logistics, its employees, or customers.
Although not an exclusive list, some specific examples of prohibited social media conduct include posting commentary, content, or images that are defamatory, pornographic, proprietary, harassing, libellous, or that can create a hostile work environment.
Employees are not to publish, post or release any information that is considered confidential or not public. If there are questions about what is considered confidential, employees should check with the Human Resources Department and/or line manager.
Social media networks, blogs and other types of online content sometimes generate press and media attention or legal questions. Employees should refer these inquiries to authorized trg Logistics spokespersons.
If employees find encounter a situation while using social media that threatens to become antagonistic, employees should disengage from the dialogue in a polite manner and seek the advice of a supervisor.
Employees should get appropriate permission before you refer to or post images of current or former employees, members, vendors or suppliers. Additionally, employees should get appropriate permission to use a third party’s copyrights, copyrighted material, trademarks, service marks or other intellectual property.
Social media use shouldn’t interfere with employee’s responsibilities. trg Logistics computer systems are to be used for business purposes only. When using trg Logistics computer systems, use of social media for business purposes is allowed (eg: Facebook, Twitter, trg Logistics blogs and LinkedIn), but personal use of social media networks or personal blogging of online content is discouraged and could result in disciplinary action.
Subject to applicable law, after‐hours online activity that violates trg Logistics Code of Conduct or any other company policy may subject an employee to disciplinary action or termination.
If employees publish content after‐hours that involves work or subjects associated with trg Logistics a disclaimer should be used, such as this: “The postings on this site are my own and may not represent trg Logistics positions, strategies or opinions.”
It is highly recommended that employees keep trg Logistics related social media accounts separate from personal accounts, if practical.
Head of HR
Legal protection of employees who speak out in the public interest about wrongdoing or malpractice at work is now in force with the Public Interest Disclosure Act 1998.
Employees who in good faith bring financial irregularities, fraud, dangerous practices, environmental hazards, failure to meet health and safety standards or criminal offences to the attention of the management are protected from action against themselves if the information is found to be substantially true. Employees must follow the Grievance Procedure when ‘Whistleblowing’ unless circumstances prove inappropriate. In such circumstances employees should write a confidential letter to either the Directors or to the Head of Human Resources or email direct to email@example.com
Employees should always report qualifying disclosure claims internally in the first instance. They will however continue to be protected if any such genuine claim is brought to the attention of other external legal bodies. However this will not necessarily be so if a claim is disclosed directly to the press.
Employees should contact Human Resources on 0208 971 1900 if they have any concerns or issues they wish to raise anonymously.