Introduction

At Coinford, we are committed to fostering a workplace culture that is professional, respectful, inclusive, and aligned with our values. Every employee, contractor, and representative are expected to uphold high standards of behaviour—whether on-site, in offices, during remote work, at client events, or when wearing Company-branded clothing or driving Company vehicles.

We recognise that individuals bring diverse personalities, communication styles, and leadership approaches. However, all must act in a way that:

1. Works co-operatively and collaboratively with others
2. Makes fair, consistent, and appropriate decisions
3. Builds and maintains positive working relationships
4. Behaves inclusively and respectfully at all times

Coinford has zero tolerance for any form of bullying, harassment, discrimination, or victimisation. Everyone has the right to feel safe, respected, and valued at work.

While humour can enhance team dynamics, it must never cross the line into exclusion or offence. This policy defines the standards we expect and outlines how concerns can be raised and addressed.

Scope

This policy applies to:

1. All Coinford employees, regardless of position, contract type, or working pattern (e.g. full-time, part-time, agency, temporary)
2. Contractors, consultants, and third-party workers representing or acting on behalf of Coinford
3. All work-related environments and interactions, including:
4. Offices, depots, and construction sites
5. Remote work settings
6. Business travel or when in branded vehicles
7. Company-sponsored or social events
8. Online or digital communications where an individual represents Coinford or interacts with colleagues

Positive Workplace Behaviour

Promoting a positive work culture improves team performance, mental wellbeing, and individual growth. Expected behaviours include:

1. Collaborating respectfully to achieve shared objectives
2. Treating everyone fairly and with empathy
3. Offering and receiving feedback constructively
4. Being open to diverse perspectives
5. Helping new colleagues feel welcome and included
6. Managing teams and individuals with consistency and fairness

Unacceptable Conduct

Coinford defines unacceptable conduct as any behaviour that:

1. Is unwanted and causes offence, distress, or harm
2. Undermines someone’s dignity or creates a hostile, intimidating, or degrading environment
3. Would be reasonably perceived as inappropriate or offensive

Examples include (but are not limited to):

1. Bullying or harassment (including cyberbullying)
2. Discrimination (direct or indirect) based on protected characteristics under the Equality Act 2010
3. Victimisation of someone who has raised a concern
4. Intimidation, shouting, or aggressive conduct
5. Jokes or comments that are sexist, racist, homophobic, ableist, or otherwise discriminatory
6. Repeated teasing or “banter” that causes discomfort
7. Gaslighting, undermining, or excluding colleagues

In line with the Worker Protection Act 2023, we have a proactive duty to prevent harassment—including from third parties. Coinford will take reasonable steps (including training, and monitoring) to fulfil this duty.

Impact of Inappropriate Behaviour

Behaviour that falls short of our expectations can lead to:

1. Lower team morale and increased conflict
2. Mental health issues or stress-related absence
3. Diminished productivity and collaboration
4. Damage to Coinford’s brand and reputation
5. Legal or regulatory consequences for the Company

Reporting Concerns

Informal Resolution

If you feel safe and confident to do so, you are encouraged to speak directly to the individual concerned to explain how their behaviour made you feel. Use calm, respectful language and focus on the impact.

Alternatively, you can speak with your line manager or a member of HR. Coinford supports early, informal resolution wherever appropriate.

Formal Complaints

Where informal steps are not suitable or successful, a formal complaint can be raised. This will be managed under Coinford’s Disciplinary or Grievance Procedures, which ensure:

1. An impartial and thorough investigation
2. The opportunity to be accompanied at formal meetings
3. Timely, fair, and confidential handling of the matter

Conduct at Work-Related Events

When attending Coinford or client-organised social or team-building events, employees are expected to uphold the same standards of conduct that apply in the workplace. Attendees must:

1. Drink alcohol responsibly
2. Never use illegal substances
3. Avoid any form of harassment or inappropriate humour
4. Refrain from swearing, shouting, or physical aggression
5. Act in a way that reflects positively on Coinford

Breaches of this policy during such events will be treated with the same seriousness as any workplace incident and may result in disciplinary action, up to and including dismissal.

Digital Conduct & Social Media

Employees are expected to use digital communication tools, including messaging platforms and social media, responsibly and in a manner consistent with this policy. This includes:

1. Not posting or sharing inappropriate or offensive content
2. Not engaging in online harassment or exclusion of colleagues
3. Avoiding any language or behaviour that could damage Coinford’s reputation

Training & Resources

All employees are expected uphold their conduct in the workplace and refer to other policies or guidance set by human resources:

1. Recognising inappropriate behaviour
2. Responding to concerns safely and effectively
3. Understanding rights and responsibilities under the law

The policies supports our proactive obligations under both the Worker Protection Act 2023 and relevant aspects of the Economic Crime and Corporate Transparency Act 2023, which stress the importance of organisational culture, personal accountability, and risk awareness.

Responsibilities

Employees are responsible for their own conduct and for supporting a respectful environment.
Managers are expected to lead by example, address concerns promptly, and escalate issues where necessary.
HR and senior leadership will monitor policy effectiveness, provide training, and investigate concerns impartially.

If you have any questions or concerns about this policy, please speak to HR or your line manager in confidence.

Name: Paul Timlin, CEO                                                                                                                                                       Date: 14/04/2025

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