Last updated 17th April 2025<\/p>
Welcome to the Print Clever Staff Handbook<\/p>
Our aim in producing this document was to create a one-stop information point where you would be able to access all the information you are likely to need in relation to your employment with us.<\/p>
It gives an overview of what you can expect from us as your employer. In return we ask you for a high degree of commitment, dedication and loyalty to help us achieve the aims and objectives of the Company.<\/p>
This Handbook does not form part of your Employment Agreement, except as required by law. If there is any conflict between it and your Employment Agreement, your personal terms and conditions will take precedence.<\/p>
In addition, any changes made to UK legislation following publication of this Handbook will be communicated to you by the Company and will take precedence.<\/p>
We hope you find this a useful guide during your employment with us. However, if you are unable to find the answer to your question here, please let us know.<\/p>
________________<\/p>
1. Starting with the Company<\/p>
1.1. About the Company<\/p>
1.2. Employment Agreement<\/p>
1.3. Probation Period<\/p>
1.4. Your Attendance at Work<\/p>
1.4.1. Notification of Absence<\/p>
1.4.2. Sickness Payments<\/p>
1.4.3. Access to Medical Information and Reports<\/p>
1.5. Hours of Work<\/p>
1.6. Time and Attendance System<\/p>
1.7. Medical Appointments<\/p>
1.9. Conflict of Interest<\/p>
1.9. Standards of Performance and Behaviour at Work<\/p>
1.9.1. Appearance<\/p>
1.9.2. Company Premises<\/p>
1.9.3. Personal Property<\/p>
1.9.4. Telephones and Correspondence<\/p>
1.9.5. Smoking and Other Substances at Work<\/p>
1.9.6. Confidentiality<\/p>
1.9.7. Computer, email and Internet use<\/p>
1.9.8. Good Housekeeping Practices<\/p>
1.9.9. Bribery and other Corrupt Behaviour<\/p>
1.10. Data Protection and Access to Information<\/p>
1.11. Changes in Personal Information for Employment Purposes<\/p>
1.12. Corporate Social Responsibility - Tree Planting Scheme<\/p>
2. Valuing Diversity and Dignity at Work<\/p>
2.1 Valuing Diversity<\/p>
2.1.1 Statement<\/p>
2.1.2 Key Actions<\/p>
2.2 Dignity at Work<\/p>
2.2.1 Statement<\/p>
2.2.2 What and How of Harassment<\/p>
2.2.3 What should I do if subjected to Harassment?<\/p>
3. Pay, Benefits & Pensions<\/p>
3.1 Salary Arrangements<\/p>
3.2 Overtime<\/p>
3.3 Income Tax<\/p>
3.4 Sickness Pay Provision<\/p>
3.4.1 Statutory Sick Pay (SSP)<\/p>
3.5 Discount Scheme<\/p>
4. Leave Arrangements<\/p>
4.1 Annual Leave<\/p>
5. Health and Safety<\/p>
5.1 Introduction<\/p>
5.2 Procedure in the event of an accident<\/p>
5.3 First Aid Provision<\/p>
5.4 Fire Safety<\/p>
5.5 Personal Safety<\/p>
6. Leaving the Company<\/p>
6.1 Notice periods<\/p>
6.2 Working notice<\/p>
6.3 Other Conditions on leaving<\/p>
7. Resolving Challenges<\/p>
7.1 Introduction<\/p>
7.2 Disciplinary procedure<\/p>
7.2.1 Purpose<\/p>
7.2.2 Disciplinary Hearing<\/p>
7.2.3 The Disciplinary Stages<\/p>
7.2.4 Gross Misconduct<\/p>
7.2.5 Alternative disciplinary sanction<\/p>
7.2.6 Suspension<\/p>
7.2.7 Appeals<\/p>
7.2.8 Employees with short service<\/p>
7.2.9 External Professional Support<\/p>
7.3 Grievance Procedure<\/p>
7.3.1 Object<\/p>
7.3.2 Procedure<\/p>
7.3.3 Disciplinary issues<\/p>
________________<\/p>
The Company was founded in 2014 by Ryan and Tony Acres with the main aim of providing print on demand products to retailers and customers.<\/p>
We have grown steadily since then, and currently our main products \/ services are:<\/p>
Multiple online stores selling art on a wide range of products<\/p><\/li>
Print on demand to businesses<\/p><\/li><\/ul>
As an employee of Print Clever you will have received a document setting out specific terms and conditions of service as they relate to your post. This includes details of:<\/p>
the names of the employer and the employee;<\/p><\/li>
the date when your employment (and the period of continuous employment) began;<\/p><\/li>
remuneration and the intervals at which it is to be paid;<\/p><\/li>
hours of work;<\/p><\/li>
holiday entitlement;<\/p><\/li>
entitlement to sick leave, including any entitlement to sick pay;<\/p><\/li>
pensions and pension schemes;<\/p><\/li>
the entitlement of employer and employee to notice of termination;<\/p><\/li>
job title;<\/p><\/li>
where it is not permanent, the period for which your employment is expected to continue or, if it is for a fixed term, the date when it is to end.<\/p><\/li>
either the place of work or, if required to work in more than one location, an indication of this and of the employer's address;<\/p><\/li>
details of the existence of any relevant collective agreements which directly affect the terms and conditions of your employment; and<\/p><\/li>
details of employment if expected to work outside the UK<\/p><\/li><\/ul>
Further detailed policies and procedures which may not be mentioned as part of this document, but which still form part of your conditions of employment with us can be accessed through your manager. This Handbook also summarises the main terms of your employment.<\/p>
The Company reserves the right to change its terms and conditions and employment policies from time to time. You will be notified at the earliest opportunity of these changes by way of general notice to all employees affected by the change. Where a contractual change in your terms and conditions of employment results in a change to your Employment Agreement, we will give you a written statement of the change at the earliest opportunity.<\/p>
All new staff are subject to a probationary period of 1 month. Your appointment will be confirmed on satisfactory completion of the 1 month period. During this probationary period you will be given appropriate support to help you reach the required standards. Extension of the probationary period may be granted to enable the required standards to be achieved, but failure to do so could result in termination of your employment.<\/p>
The Company values good attendance at work and is committed to improving the general well being of its employees to achieve this. Although we aim to secure regular attendance, we do not expect employees to attend when they are unwell.<\/p>
1.4.1. Notification of Absence<\/strong><\/p> Your manager should be notified as early as possible if absence from work is anticipated for hospitalisation and other medical treatment. This must be by telephone - it is not acceptable to text or use social media tools to inform the Company.<\/p> If you are unable to attend work due to sickness or injury, your manager must be notified before your normal start time or as soon thereafter as possible on the first day of absence, if possible indicating a date of return. Notification should be made by you personally unless impossible due to the nature of the illness where you should arrange for someone else to call on your behalf. During prolonged periods of absence, your manager should be kept informed of progress and an expected date of return.<\/p> From your first day of sickness absence you will be required to complete a self-certification form available through your manager on your return; if greater than 7 days you will require a statement of Fitness for Work from your GP. After sickness absence on your first day back you will have a return to work meeting.<\/p> Any employee who has been absent due to sickness and is found not to have been genuinely ill will be subject to disciplinary action, which could include dismissal.<\/p> 1.4.2. Sickness Payments<\/strong><\/p> You may be entitled to Statutory Sick Pay during periods of absence. For more details please see the Handbook section on Pay and Benefits.<\/p> 1.4.3. Access to Medical Information and Reports<\/strong><\/p> It is important for the Company to have a clear picture of your capabilities, diagnosis and prognosis during periods of sickness. To do this you may be asked to attend a meeting with a doctor or other health professional or give you permission to obtain a medical report from your own doctor.<\/p> Should this situation arise we will explain the reasons as to why and also explain your rights under the Access to Medical Reports Act 1988.<\/p> Your normal hours and working pattern will be specified in your Employment Agreement.<\/p> Contracted hours are agreed on a week by week basis depending on the needs of the business and the number of shifts that are arranged. A daily unpaid lunch break of a minimum of 30 minutes, and two breaks of 15 mins, must be taken if you work more than six hours daily.<\/p> During November and December, which are the two busiest months for the business, you are expected to work one additional day per week. You will be paid your normal hourly rate.<\/p> The Company reserves the right to vary your hours and pattern of working, following consultation and agreement with you.<\/p> Persistent poor timekeeping means that colleagues are put under pressure to cover your duties. This is not acceptable and will therefore be treated as a potential disciplinary offence under our disciplinary procedures.<\/p> The Company operates a time and attendance system for the purposes of recording hours of work. You are expected to use this system to clock in and out to distinguish between working and non-working hours.<\/p> You are expected to make appointments to visit the doctor, dentist, hospital etc in your own time and outside normal working hours wherever possible. If this can't be done, time off will be permitted. If you need to attend regular appointments you must agree the time off in advance with your manager.<\/p> Where time off is taken during your normal working hours, this will be either unpaid or you may be allowed to make the time up. This should be agreed with your manager.<\/p> You should not, directly or indirectly, engage in, or have any interest, financial or otherwise, in any other business enterprise which interferes or is likely to interfere with your independent exercise of judgement in the Company's best interest.<\/p> Generally a conflict of interests exists when an employee is involved in an activity which:<\/p> provides products or services directly to, or purchase products or services from Print Clever;<\/p><\/li> subjects the employee to unreasonable time demands that prevent the employee form devoting proper attention to their responsibilities to Print Clever; or<\/p><\/li> which is so operated that the employee\u2019s involvement with the outside business activity will reflect adversely on Print Clever.<\/p><\/li> Should you be in doubt as to whether an activity involves a conflict, you should discuss the situation with your manager.<\/p><\/li><\/ul> 1.9.1. Appearance<\/strong><\/p> Print Clever does not seek to inhibit individual choice in relation to your appearance. However, you are expected to dress appropriately at all times in relation to your role, and to ensure that your personal hygiene and grooming are properly attended to prior to presenting yourself at work.<\/p> Where you are supplied with a uniform or other apparel, then you must wear this at all times when required to do so; it is your responsibility to ensure that this is clean and presentable. Everyone who works on the factory floor or warehouse must wear safety shoes.<\/p> If your work brings you into contact with the general public then you must ensure your dress and grooming standards reflect the values of your employer.<\/p> If you have any queries about what is appropriate, these should be directed to your manager.<\/p> 1.9.2. Company Premises<\/strong><\/p> You will be issued with the appropriate PIN code allowing access to your workplace. Accidental disclosure of this PIN must be reported immediately to your manager.<\/p> You must not bring any unauthorised person on to Print Clever property without prior agreement from your manager, unless you are authorised to do so as part of your job. In these circumstances you are responsible for ensuring that your visitors are appropriately monitored during their stay, and that they do not access areas or Company property inappropriately.<\/p> You must not remove Company property from the organisation\u2019s premises unless prior authority from your manager has been given.<\/p> 1.9.3. Personal Property<\/strong><\/p> Personal belongings - including mobile phones - should be left in your personal locker.<\/p> In addition, any personal property such as jewellery, cash, credit cards, clothes, cars, motorbikes or bicycles etc. left on Print Clever premises is done so entirely at your own risk. You are strongly advised not to leave any valuables unattended, either on our premises, our vehicles or in your own vehicle.<\/p> Print Clever does not accept liability for loss or damage to any personal property whatsoever.<\/p> 1.9.4. Telephones and Correspondence<\/strong><\/p> Company telephones \/ mobile phones or postal facilities must not be used for private purposes without prior permission from your manager. If, for any reason, personal use is made of these items then arrangements must be made to pay the cost price of all services used. Abuse of these facilities will be considered a potential disciplinary matter.<\/p> 1.9.5. Smoking and Other Substances at Work<\/strong><\/p> Legislation exist which makes it illegal to smoke in enclosed public spaces. Smoking (including e-cigarettes) is therefore strictly prohibited on all Company premises (including entrances and exits) and vehicles.<\/p> Outside areas have been identified for those who wish to smoke during their break-time. Should you wish to avail yourself of these facilities, please speak to your manager.<\/p> Bringing alcohol or any unlawful drugs to the workplace, and \/ or imbibing them there is strictly prohibited both during work time or during a period prior to work where the effects carry over to the workplace. Any such instances will be dealt with under the disciplinary procedure and may lead to your summary dismissal.<\/p> 1.9.6. Confidentiality<\/strong><\/p> It is a condition of your employment that you have a duty of confidentiality with regards to Print Clever.<\/p> During the course of your employment you may find yourself in possession of sensitive information, the disclosure of which could be construed as a breach of confidentiality. It is a condition of your employment that you have a duty of confidentiality to the Company, and you must not discuss any Company sensitive or confidential matter whatsoever with any outside organisation including the media.<\/p> Any such breach of confidentiality would be deemed as gross misconduct except as otherwise provided or as permitted by any current legislation (e.g. the UK Public Interest Disclosure Act 1998) and could lead to your dismissal.<\/p> 1.9.7. Computer, email and Internet use<\/strong><\/p> If you have access to the Company\u2019s computers including email and access to the internet as part of your job, you must not abuse this by using these facilities for purposes unrelated to Company business.<\/p> Limited personal use of the internet is permitted during your formal breaks. All internet use is monitored and accessing pornographic or other unsuitable material, including auction or certain social networking sites is strictly prohibited and would be considered a serious disciplinary offence which may result in dismissal.<\/p> Only software packages properly authorised and installed by the Company may be used on Company equipment, you must therefore not load any unauthorised software onto Company computers.<\/p> If you have a Company email address, this is provided for responsible use on Company business and should not be used in any other way whatsoever.<\/p> You must not make reference to the Company or its services, or represent yourself on behalf of the Company on social media without formal permission from the Company to do so.<\/p> 1.9.8. Good Housekeeping Practices<\/strong><\/p> A Good Housekeeping Policy is a way to minimise risks to hygiene, health, and safety - and create a work environment we call all be proud of.<\/p> If we clean as we go and keep things continually tidy throughout the working day we can ensure that surfaces, equipment, waste, and the premises are clean, hygienic, and clutter free.<\/p> There are two types of cleaning under the clean as you go method: urgent and non-urgent. Urgent cleaning is anything that may pose an immediate risk to health, hygiene, or safety, such as a spillage. Non-urgent cleaning is a part of your daily processes, such as placing rubbish in bins and disposing of waste packaging as it's used.<\/p> We should keep walkways and corridors clear and use storage boxes where available. And emergency exits must never be blocked with boxes or refuse.<\/p> It's also important that we keep the shared spaces clean and tidy - which includes the kitchen area.<\/p> 1.9.9. Bribery and other Corrupt Behaviour<\/strong><\/p> The Company has a strict view on anti-bribery and corruption in line with the Bribery Act (2010). A bribe is defined as: giving someone a financial or other advantage to encourage that person to perform their functions or activities improperly or to reward that person for having already done so.<\/p> If you bribe (or attempt to bribe) another person, intending either to obtain or retain business for the Company, or to obtain or retain an advantage in the conduct of the Company's business this will be considered gross misconduct. Similarly accepting or allowing another person to accept a bribe will be considered gross misconduct. In these circumstances you will be subject to formal investigation under the Company\u2019s disciplinary procedures, and disciplinary action up to and including dismissal may be applied.<\/p> Print Clever will comply with all statutory requirements of Data Protection law including the requirements of the General Data Protection Regulations (GDPR). Any personal or sensitive information on an individual which the Company holds is covered by this legislation. This includes emails too. If you receive a subject access request you should refer this immediately to your manager.<\/p> If you are a user of such information you need to be sure that you are not breaching any data protection rules when you store or use information and when you write and send emails. This could include but is not limited to:<\/p> Using data which has not been kept up-to-date.<\/p><\/li> Passing on or processing personal information about an individual without their consent.<\/p><\/li> Keeping personal information longer than necessary.<\/p><\/li> Sending personal information outside the country.<\/p><\/li><\/ul> If any breach of data protection rules is discovered such as the leaking or hacking of personal or sensitive data, this should be reported immediately to your manager, and any immediate action should be taken to close down such leaks. Your manager will ensure this is properly investigated and the appropriate reporting actions taken if necessary.<\/p> Employees can request access to the information held on them by the Company. All requests by employees to gain access to such records should be made in writing. There is no charge for this service.<\/p> It is important that our records are correct, as inaccurate or out of date information may affect your salary or cause difficulties in situations where contact is required for emergencies. You must notify your manager immediately of all changes in the following personal information:<\/p> Name<\/p><\/li> Home address<\/p><\/li> Telephone number<\/p><\/li> Bank account details<\/p><\/li> Emergency contact<\/p><\/li> Driving licence penalties (if you are required to drive on Company business)<\/p><\/li> Conflict, or potential conflict of interest<\/p><\/li> Personal data on employees is held in accordance with the provisions of the Company\u2019s Data Protection Policy which will be made available for inspection by you if required.<\/p><\/li><\/ul> As part of the Company's commitment to the environment, and as part of its CSR, Print Clever Limited runs a tree planting scheme. Employees are invited to make a salary deduction of \u00a31 per month, which is matched by the Company. This money is then used to plant a tree.<\/p> ________________<\/p> 2.1.1. Statement<\/strong><\/p> Print Clever is committed to valuing diversity and seeks to provide all staff with the opportunity for employment, career and personal development on the basis of ability, qualifications and suitability for the work as well as their potential to be developed into the job.<\/p> We believe that people from different backgrounds can bring fresh ideas, thinking and approaches which make the way work is undertaken more effective and efficient.<\/p> The Company will not tolerate direct or indirect discrimination against any person on grounds of age, disability, gender \/ gender reassignment, marriage \/ civil partnership, pregnancy \/ maternity, race, religion or belief, sex, or sexual orientation, whether in the field of recruitment, terms and conditions of employment, career progression, training, transfer or dismissal.<\/p> It is also the responsibility of all staff in their daily actions, decisions and behaviour to endeavour to promote these concepts, to comply with all relevant legislation and to ensure that they do not discriminate against colleagues, customers, suppliers or any other person associated with the Company.<\/p> 2.1.2. Key Actions<\/strong><\/p> In adopting these principles Print Clever:<\/p> Will not tolerate acts that breach this policy and all such breaches or alleged breaches will be taken seriously, be fully investigated and may be subject to disciplinary action where appropriate.<\/p><\/li> Fully recognises its legal obligations under all relevant legislation and codes of practice.<\/p><\/li> Will allow staff to pursue any matter through the internal procedures which they believe has exposed them to inequitable treatment within the scope of this policy. If you need to access these procedures they can be obtained from your manager.<\/p><\/li> Will ensure that all managers understand and maintain their responsibilities and those of their team under this policy.<\/p><\/li> Will offer opportunities for flexible working patterns, wherever operationally feasible, to help employees to combine a career with their domestic responsibilities.<\/p><\/li> Will provide equal opportunity to all who apply for vacancies through open competition.<\/p><\/li> Will select candidates only on the basis of their ability to carry out the job, using a clear and open process.<\/p><\/li> Will provide all employees with the training and development that they need to carry out their job effectively.<\/p><\/li> Will provide all reasonable assistance to employees who are or who become disabled, making reasonable adjustments wherever possible to provide continued employment. We will ensure an appropriate risk assessment is carried out and that appropriate specialist advice is obtained when necessary.<\/p><\/li><\/ul> 2.2.1. Statement<\/strong><\/p> The Company believes that the working environment should at all times be supportive of the dignity and respect of individuals. If a complaint of harassment is brought to the attention of management, it will be investigated promptly and appropriate action will be taken.<\/p> 2.2.2. What and How of Harassment<\/strong><\/p> Harassment can be defined as conduct, which is unwanted and offensive and affects the dignity of an individual or group of individuals.<\/p> Sexual harassment is defined as \u201cunwanted conduct of a sexual nature, or other conduct based on sex, affecting the dignity of women and men at work\u201d. This can include unwelcome physical, written verbal or non-verbal conduct.<\/p> People can be subject to harassment on a wide variety of grounds including:<\/p> race, ethnic origin, nationality or skin colour<\/p><\/li> sex or sexual orientation<\/p><\/li> religious or political convictions<\/p><\/li> willingness to challenge harassment, leading to victimisation<\/p><\/li> disabilities, sensory impairments or learning difficulties<\/p><\/li> status as ex-offenders<\/p><\/li> age<\/p><\/li> real or suspected infection with a blood borne virus (eg AIDS\/HIV)<\/p><\/li> membership of a trade union or activities associated with membership<\/p><\/li> Forms may include:<\/p><\/li> physical contact ranging from touching to serious assault<\/p><\/li> verbal and written harassment through jokes, offensive language, gossip and slander, sectarian songs, letters and so on<\/p><\/li> visual display of posters, graffiti, obscene gestures, flags and emblems<\/p><\/li> isolation or non-cooperation at work, exclusion from social activities<\/p><\/li> coercion ranging from pressure for sexual favours to pressure to participate in political\/religious groups<\/p><\/li> intrusion by pestering, spying, following someone<\/p><\/li> bullying<\/p><\/li><\/ul>1.5. Hours of Work<\/strong><\/h3>
1.6. Time and Attendance System<\/strong><\/h3>
1.7. Medical Appointments<\/h3>
1.8. Conflict of Interest<\/h3>
1.9. Standards of Performance and Behaviour at Work<\/h3>
1.10. Data Protection and Access to Information<\/strong><\/h3>
1.11. Changes in Personal Information for Employment Purposes<\/h3>
1.12. Corporate Social Responsibility - Tree Planting Scheme<\/h3>
2. Valuing Diversity and Dignity at Work<\/h2>
2.1. Valuing Diversity<\/h3>
2.2. Dignity at Work<\/h3>