Safety, Security & Compliance

We pride ourselves on doing the right thing. We’re committed to maintaining the highest ethical standards in everything we do. Bribery not only goes against everything we stand for but it’s also a criminal offence which exposes our co-op and colleagues to the risk of prosecution, fines, and imprisonment, along with reputation damage.

Therefore, compliance with this policy (a full copy of which is available from our Society Secretary) is regarded as being of the highest importance. Breach of the policy will result in Disciplinary action, a potential outcome of which could be dismissal.

Can the provision of gifts and hospitality be considered as bribery?

You should always keep in mind the need to avoid behaviour which could suggest that you may be influenced by any gift, benefit or behaviour to show favour or disfavour to any person or organisation in respect of their work or services. Directly or indirectly accepting any gift, hospitality, reward or other benefit from other parties (including existing or potential suppliers) could be viewed as bribery or accepting inducements.

Are there any exceptions for items of nominal value?

Occasional gifts which are regarded as trivial, and where the value received by the individual is under £30, may be considered exceptions (for example, stationary items). Within some business areas, and where gifts of this nature are regularly received, it may be appropriate for the gifts to be collected and raffled to raise money for charity. The appropriate Chief Officer must be agreeable to taking responsibility for ensuring such arrangements are properly conducted. Colleagues should keep in mind that accepting even a single, modest gift might create the wrong impression if accepted before or during a competitive tender exercise.

Can I accept an invitation to a business lunch or hospitality event?

Conventional hospitality (e.g. working lunches in the course of business or official visits), where the frequency and total cost of the hospitality is reasonable, may be acceptable as long as it is not seen to impact your judgement regarding your work and decision-making. This kind of hospitality will often be reciprocated by our co-op. This policy does not preclude participation in work-related meals or events, nor accepting an occasional invite to what might be considered a social event, like an outing or sport event. However, you should not accept frequent / repeated invitations of this kind from a single individual or organisation.

What should I do if I’m unsure whether to accept a gift or hospitality?

If you are in any doubt (because of the nature, frequency or value, for example), you should speak with your line manager or the Society Secretary before accepting it. As a guide:

• Any corporate hospitality with a value of more than £100 should be referred for authorisation.
• Recognised corporate hospitality declared to the relevant Chief Officer will normally be granted up to a notional value of £300 per year.

If a more valuable gift or benefit is offered, which our co-op will benefit from (as opposed to an individual colleague), acceptance will be at the discretion of the Society Secretary.

Should I keep a record of any gifts or hospitality?

Given bribery is both a criminal and potential Disciplinary matter, you should retain a written record of all occasions where gifts and / or hospitality have been offered, together with appropriate written evidence of authorisation (where relevant).

Hospitality with a value of more than £30 must also be notified by email to the Society Secretary who will report to the Audit and Risk Committee periodically, as requested.

Does this policy cover the requirements of the Groceries Supplies Code of Practice (GSCOP)?

Some roles within our co-op will also be required to comply with GSCOP. If this applies to your role you will be provided with details of the code of practice and training to cover these requirements. GSCOP has a broader remit in terms of fairly managing relationships with suppliers. In terms of anti-bribery, gifts and hospitality, you will be advised if there are requirements in addition to what is detailed above.

Is there anything else I need to be aware of if I’m involved in procurement decisions, negotiating contracts or community support?

• If you are responsible for the purchase of supplies, equipment or services, you must take particular care to ensure that there can be no criticism that suppliers have been treated unequally in any tendering process as a result of acceptance of gifts or other benefits.
• Contracts must not be negotiated and signed by the same individual. Contracts may only be entered into by, or on the authority of, a member of the Chief Officer team.
• Special care must be taken to ensure that any community support, sponsorship or charitable donations cannot be deemed to be bribery (or appear as such).

What should I do if I have concerns about bribery in the workplace?

You have a responsibility to ensure you disclose any genuine concern. Our Whistleblowing Policy sets out how to do this (see below). We will rigorously investigate any allegations of bribery and assist the police and other appropriate authorities with any subsequent prosecution.

We want you to shop with us so you can enjoy your Colleague Discounts and your membership benefits. However, we don’t want anyone getting into an awkward situation as a result of shopping with us. Therefore, we ask our colleagues to follow a purchase procedure which helps to protect them and our co-op. If you have any queries or concerns regarding this procedure, or about any in-house processes, please speak with your line manager.

Can I buy goods while I’m at work?

Of course, but please ensure this is done during your designated break, or before or after work. All items (including carrier bags) must be paid for before they’re consumed, used or taken from the store or branch. This includes newspapers or magazines, which you should pay for before reading them and / or taking them off the shopfloor. Colleagues should not ‘lay away’ items (i.e. putting them aside for later) and full payment must be made at the time of purchase. If you do make a purchase, you should retain your receipt for the remainder of the working day. All purchases should be made from the customer’s side of the till.

If I’ve purchased something whilst at work, what do I need to do with the receipt?

Retaining your receipt is really important as proof of purchase, and also in the event you might need a refund. If you make a purchase whilst at work and you’re not leaving the branch or store straight away, please do the following:

• Ask your line manager or the relevant authorised colleague (e.g. the person who served you) to sign your receipt. This proves that the receipt reflects the item/s purchased.
• Keep the receipt with the item/s purchased until you take them off-site. If the items you’ve purchased need to remain chilled in the refrigerator available to colleagues, please keep the receipt with them so it’s clear they’ve been paid for.
• If the item/s are consumed or used (e.g. during your break), please retain and keep the receipt safe for the remainder of your working day.

Are the rules different when purchasing lottery tickets or scratchcards?

Some elements are. You can purchase a lottery ticket or scratchcard (retaining the necessary receipt until such time they are taken off-site) during a designated break. However, lottery tickets and scratchcards must not be played on our premises during working hours (including during your designated break) due to licencing restrictions. 

Am I able to serve myself (including sales, refunds or exchanges)? What about serving family and friends?

You must not serve yourself at our serviced checkouts, or the Lottery or Paypoint terminals (e.g. you shouldn’t dispense a scratchcard from the holder for immediate or later use). Where possible, you should also not serve your family or friends and instead request that a colleague handles the transaction. You are permitted to use the self-service checkouts, but please ask your line manager or the relevant authorised person to sign your receipt in line with the above / normal guidance (if the items purchased are remaining on-site).

How are refunds processed?

Colleague refunds follow the normal process as if a customer was being refunded. The refunded amount will obviously reflect any Colleague Discounts applied to the original transaction, and any refund of an original purchase made with vouchers will be processed in accordance with the relevant procedure in place at the time. Your refund receipt must be signed by your line manager or the relevant authorised colleague (e.g. the person who served you) and retained. If you are in any doubt over a refund (for example, whether this has been processed correctly), the goods should remain on our premises and you should seek further advice or guidance from your line manager.

Can I take home out of date goods?

For safety reasons, we do not allow out of date items to be consumed on-site or to be taken away. We have a wastage procedure in-store which must be adhered to. Your manager will let you know about this.

Whilst at work, am I able to purchase reduced to clear items?

Yes, goods that have been reduced to clear can be purchased by colleagues at the same price that they are offered to our customers. In addition to complying with the in-store reduction procedure (which will be advised by your line manager), colleagues must also adhere to the following. This helps to ensure we’re being fair to all our colleagues, members and customers.

• No further reductions should be applied solely to entice colleagues.
• Purchases should be made in your own time.
• Items should not be laid away to purchase later.
• Colleagues should purchase responsibly (e.g. in reasonable quantities) to allow fair access to others.

If you’re the colleague carrying out the reductions and you intend to purchase any of the reduced items, you should ask a member of the management team to supervise the reductions. If they intend to make any purchases themselves, then the next authorised person on duty should supervise.

Do I need to do anything if I’m bringing any items into work which I’ve purchased at another location?

As with any purchase, it is important that you retain your receipt for a number of reasons. When you enter your place of work, you should show the items you’re bringing in along with the receipt to your line manager (or the most senior person on-site). They’ll then sign the receipt. To avoid any confusion, it’s really important that these items are placed in your locker or the colleague rest area and not behind any counter or kiosk. If, for any reason, you don’t have the receipt for the items you’re bringing into work, you should ensure you show your line manager (or the most senior person on-site) the items as soon as you enter the premises.

What are the rules around promotional offers (e.g. stickers)?

From time to time our co-op runs promotional offers, which involves members and customers being offered promotional stickers. You’ll be advised of the terms and conditions of such offers and you should only issue stickers to members and customers in accordance with these. We recognise that not all members and customers will participate with these schemes, so may refuse the stickers or offer them to you instead. In these circumstances, you must politely decline the offer and not accept the stickers. However, you may of course collect these as part of your own transactions and total spend in the store or branch.

I don’t work in a store or branch, but regularly visit them as part of my job role. What do I need to do about any purchases, refunds, etc.?

You should follow the colleague purchase procedure in the same way. For example, if you buy a drink during your break which you intend to consume on-site (e.g. in an office or the colleague rest area), you should ask for your receipt to be signed and retain this in the same way. If, however, you’re leaving the branch or store but are going on to visit another of our premises, you should keep hold of your receipt.

Will my purchases, receipts, etc. be subject to security checks?

On occasion, checks on your purchases may be carried out by management and other authorised security colleagues. This includes being asked to present a receipt prior to leaving your store or branch with any items. These checks help to ensure that we’re all following the colleague purchase procedure.

What does the Criminal Finance Act (2017) mean for our co-op?

This makes it a criminal offence for a corporation to fail to prevent those acting for them, or on their behalf, from criminally facilitating tax evasion.

What and who does this apply to?

This is relevant to you if you are responsible for commercial arrangements on behalf of our co-op. This may include the provision of goods and services, personnel or any other financial transactions our co-op may engage in.

If this applies to me, what are my responsibilities?

You need to exercise diligence regarding any activities which could amount to (or a risk of amounting to) tax evasion, ensuring appropriate and reasonable safeguards are in place.

Where can I get further advice and support?

Should you need any further information or have any concerns, please contact the Society Secretary.

In recognition of the risks from driving, colleagues who drive a Society vehicle (owned, leased or hired) are required to give their consent for regular driving licence checks and complete and comply with the learning relevant to their role. All colleagues who drive on Society business, including occasional drivers using their own private vehicle, are required to comply with road traffic legislation and the highway code and must immediately notify their manager if they believe they are not safe or legal to drive (e.g. medically unfit, invalid licence, defective vehicle etc.).

Colleagues who are allocated a Society vehicle, or who use their own private vehicle for business purposes, are required to ensure that their vehicle details are kept up to date on the Society’s systems, including expiry dates for insurance, MOT, and tax.

More information can be found within our Driving for Work policy which is available from the Health & Safety team. Additionally, colleagues provided with a company car will also be provided with a copy of our Society Car Scheme policy (this is also available on request from the People team).

Some colleagues may be provided with a work van to enable them to carry out their job role (the HMRC defines a van as a vehicle that is primarily used to carry loads up to a maximum weight of 3,500kg). This isn’t an issue from a taxation perspective, as long as the van is used for work reasons and legitimate business-related journeys only.

I use a van for work. What do I need to be aware of?

Vans are considered a business use vehicle and must not be used for any purpose outside of work journeys, with the exception of commuting to and from work only. You must not use a work van for private errands outside of work, unless it’s agreed by your line manager and you pay Benefit in Kind tax for the vehicle. Examples of such errands / significant private use include:

• Using the van for social activities.
• Taking the van on holiday.
• Using the van on regular basis for personal errands, like supermarket shopping.
• Using a work van for significant private use, or in any other way which is non-compliant with this policy, would be a breach of HMRC guidelines and may also result in Disciplinary  action.

However, some ‘insignificant’ private use is permitted under HMRC guidelines, meaning the colleague will remain exempt from tax. Examples include:

• Regularly making a slight detour on the way to work to stop at a newsagent.
• Travelling to a dentist / medical appointment on the way home from work.

What about fuel costs?

We cover all work van fuel costs (for business and commuting) using fuel cards. We do not provide free or subsidised fuel for private use of our vans. If a work van is used for private journeys, the driver will pay Benefit in Kind tax and will not be entitled to a fuel card. They will instead be required to submit monthly fuel expense claims in accordance with our Expenses policy (a copy of our Company Car Scheme policy is available from the People Team).

Do I need to keep a mileage record?

All colleagues who are van drivers are required to submit a mileage form at the end of each month, stating the start and end mileage readings. Your line manager will provide you with the appropriate mileage form and instructions on how to submit them.

Whilst we don’t intend to get involved in our colleague’s personal lives, we do have a responsibility to make sure our co-op is a safe and healthy workplace. This policy explains our approach to drug and alcohol use, including the support we will offer colleagues who may be struggling with issues of misuse or dependency.

The information in this section applies to anyone working for, or on behalf of, our co-op. Alongside our own colleagues, this will include agency and casual workers, contractors and volunteers. Failure by such individuals to comply with this policy is likely to result in us terminating our working arrangements.

Which substances does this policy relate to?

Any intoxicating substance which could adversely affect your conduct or performance at work, including your own health and safety (or that of others). Examples of such substances include (but are not limited to):

• Alcohol.
• Drugs (including legal / over-the-counter medication, illegal drugs, legal highs).
• Prescription medication (e.g. tranquilisers, anti-depressants).
• Solvents (e.g. glue, fuel).
• Novel psychoactive substances (‘NSPs’).

What are my responsibilities?

• Fitness for Work – You should be in a fit and safe condition to undertake your duties. You should never attend work under the influence of alcohol or drugs. Colleagues should be mindful that drugs taken / alcohol consumed on a previous day can still be in their bloodstream and affect them the following day.
• Drugs and Alcohol at Work – You are not permitted to possess, use, store, trade or sell alcohol or drugs, other than for legitimate business operations on our behalf, whilst at work. If you need to take any prescribed or over-the-counter medication during the course of your working hours, this should be stored securely (e.g. in your locker) and taken away from the ‘shopfloor’ (and during your designated break, where possible).
• Work Events – We ask that you take a sensible approach to work-related events, whether you’re the host or a guest. You can enjoy alcohol (if provided / permitted), but at a level which does not affect your behaviour.  
• Travel – When driving for work purposes (whether in a company car or your own vehicle), your blood alcohol level should be zero. All colleagues should be aware of, and adhere to, the legal drink-drive limits during other journeys, such as their commute to work (again considering any consumption the previous day).
• New / Changes to Medication – If you’re prescribed medication or plan to take over-the-counter medication which may adversely affect you at work in any way, you must notify your line manager immediately. This is particularly important if you work in a role where your health and safety, or that of others, could be affected. We only need to know what the potential side effects might be, so you don’t need to tell your line manager what the medication is or what it’s for if you don’t want to. In some cases, we may request to refer you for an occupational health assessment for further advice and guidance.
• Other Colleagues – Even though you might have the best of intentions, you should never ‘cover up’ or collude with a colleague who you know, or suspect, has an alcohol or drug-related problem. Instead, you should encourage them to seek help. If you don’t feel comfortable addressing it with them directly, or you have and they don’t wish to come forward to seek help, you should report your concerns to their line manager or the People Team. Wherever possible, we’ll maintain confidentiality.

Will I be asked to undertake drug and alcohol testing at work?

Colleagues considered to be in safety-critical roles, or who drive on our behalf, may be subject to random drug and alcohol testing. We may also use drug and alcohol testing in the following scenarios:

• Where a colleague is (or is strongly suspected of being) intoxicated during their working hours.
• To help identify the cause of an accident or incident.
• In light of suspect behaviour or appearance.

Such testing will always be carried out in a confidential and sensitive manner, with due respect for the colleague’s dignity.

I’ve got a drug or alcohol dependency problem. What should I do?

We recognise that many alcohol and drug problems can be resolved successfully with early medical intervention, counselling and treatment, along with commitment and understanding on both sides. If you have a drug or alcohol dependency, we will endeavour to provide you with help and assistance in addressing these problems. This may involve referring you to occupational health for further advice and guidance. Where a medical report is obtained, we will discuss the report with you and discuss what options there may be to provide help and support. In order to support a successful return to work / normal duties within a reasonable timescale, you will need to commit to an agreed action plan (for example, counselling or treatment) in accordance with specialist advice received. This action plan may include ‘review’ steps, such as intermediate referrals to occupational health. In some situations it may also be appropriate to transfer you to alternative duties within your capability, or suspend you from work altogether on safety grounds. 

Where can I get help to manage my drug or alcohol consumption / dependency?

There are a number of sources of support.  You can contact your GP and there are online resources available from the NHS, including Drink Less | For Your Body | One You (www.nhs.uk)
and Addiction: what is it? - NHS (www.nhs.uk). GroceryAid also offer confidential help and support via their 24/7 helpline on 08088 021 122, as well as bite-sized online learning sessions on drugs and alcohol which you can access via GroceryAid (rightsteps.co.uk). 

How do you deal with any issues relating to attendance, conduct or performance arising from substance misuse?

Whilst we seek to support colleagues who wish to address any misuse or dependency issues, we still have a responsibility to our other colleagues, members and customers to address attendance, conduct or performance concerns. However, as part of this we will take into account the support / assistance in place, along with the colleague’s engagement with, and commitment to, those support mechanisms. We’ll also look at the likely timescale for recovery.

Issues resulting from taking or using drugs or alcohol which may be considered misconduct (dependency-related or not) and which would be addressed via our Disciplinary procedure may include (but not limited to):

• Deliberate disregard for personal safety and that of others.
• Being unable to perform normal role satisfactorily and / or safely.
• Unacceptable behaviour.
• Possession, consumption, dealing / trafficking, selling or storage of controlled drugs on our premises or which may otherwise bring our co-op’s reputation into disrepute.
• Getting a positive result during drug and / or alcohol testing.
• Refusing to take a drug and / or alcohol test when we believe we have grounds to request this.

What should I do if I suspect a colleague is under the influence of alcohol or drugs at work?

We’ve outlined the key steps you should follow. However, please do not take any action which you believe may threaten your own safety or that of others (in this case, please contact the Alarm Receiving Centre (ARC) or police, as appropriate).

1. If circumstances allow, you should report your concerns to the most senior colleague on-site. If this is not possible (or you are the senior colleague), ask another colleague for assistance rather than dealing with the situation on your own.
2. Consider whether there is a possiblility of other conditions / reasons for their behaviour or appearance, e.g. a stroke or diabetes. If you believe that a more serious health issue could be the underlying cause, please call an ambulance.
3. Take immediate and necessary steps to protect the safety of the colleague you suspect is under the influence, as well as the safety of other colleagues, customers and anyone else around them. This means that, wherever possible, the colleague concerned should not be left alone, allowed to drive, operate machinery or do anything which may create a health and safety risk.
4. Call the ARC to report the incident, even if you don’t feel you need their support. The ARC will escalate the details to anyone else who needs to know.
5. Observe the colleague, and ideally ask one other colleague to make their own assessment too. You may judge the colleague is under influence because they smell of alcohol, are slurring their words, aren’t able to walk with normal balance, have dilated pupils or are otherwise acting strangely or out of character.
6. If there is reasonable belief that the colleague is under the influence of drugs and / or alcohol, then the most senior person on-site should send them home. This might mean asking a colleague to escort them or calling a taxi for them. It is not necessary to have definitive proof (such as an alcohol test result). 
7. As soon as possible, you should make a full written note about what you observed. You should ask any other colleagues who were involved to do the same. These notes may be required as part of further investigation into the incident. Colleagues should also be reminded to keep the matter confidential.
8. Report the incident to your line manager if they are not already aware.

It is worth remembering that failure to deal with a colleague ‘under the influence’ could result in prosecution under health and safety legislation. As long as the action you take is reasonable and fair, based on your reasonable belief of the situation at the time, we will support you.

The health and safety of our colleagues, members and customers is our priority. We operate a diverse range of businesses, each of which have their own health and safety requirements and procedures.

Our health and safety policy statement is displayed in your workplace and your line manager will also explain any other procedures which are relevant to your job role. You’ll be required to undertake regular training whilst you’re working with us and it is essential that you participate and follow our procedures to keep you and others safe.

Personal equipment, including but not limited to knives, stools, steps, heaters and small electrical equipment, such as chargers, must not be used at work.

It’s important to remember that health and safety is everyone’s responsibility, and we expect full compliance from colleagues in order to keep us all safe. Therefore, if you’re unsure of anything or if you have any concerns, please speak with your line manager or contact the Safety and Compliance team. If you work from home, you can read more within our Homeworking policy.

We’d advise you only bring in to work any personal belongings you’ll need during your break, or immediately after you finish work (like your keys, phone, purse or wallet). We want to help you to ensure these are kept safe, so it’s important that you store these in the designated area / an appropriate secure place. If you work in one of our branches, you will have access to a locker to use during your working hours. It’s really important that you look after your personal belongings (including any money) while on our premises as we will not accept responsibility if they’re lost, damaged or stolen. If you have any questions about storing your personal belongings, at any of our sites, please speak with your manager who will be happy to help.

Our standpoint on security (including loss prevention) is based upon two basic principles:

• Your safety and wellbeing will always come before the protection of our co-op’s property; and
• We place our trust in colleagues and we expect that this trust will not be abused.

What security procedures do I need to be aware of?

Your line manager will advise you of any workplace-specific security procedures, but colleagues should always adhere to the following guidelines too:

• Our money must be kept secure and should be promptly and properly accounted for (in accordance with relevant procedure).
• All colleagues (at any level) may be subject to random security checks without warning, including vehicle searches. These checks will be carried out by our Security team or other authorised personnel, who will provide proof of their identity.
• All safes, offices and other non-public areas must be kept locked and secured at all times.
• We reserve the right to employ security measures we deem necessary, for the detection and prevention of crimes against us, including the use of random searches and overt / covert CCTV surveillance. An example of overt surveillance is body worn cameras, which you will be required to wear, where made available. Consequently, you should be aware that you may be subjected to overt and covert CCTV surveillance whilst you are on our premises, with the Security team having authorisation to enter our premises at all times.
• The Alarm Receiving Centre (ARC) should be made aware of any temporary or permanent changes to the details of those individuals with keyholder responsibilities. This also helps the ARC to avoid contacting keyholders who are on holiday or otherwise out of the business.
• All visitors attending our premises must follow the relevant signing in / out procedure and present identification (i.e. ID card).
• Unauthorised personnel should not be allowed in cash offices or any other areas, unless they have management authorisation and are accompanied by a colleague. Unauthorised personnel include (but not limited to) external contractors, customers, relatives and friends.
• All transfers of stock must be completed accurately and transfer records made available on request by a representative of our co-op. Transfers of stock or money needs to be authorised by a Regional Leader or someone of an equivalent level.
• All incidents of potential or actual crime and anti-social behaviour must be reported to the ARC.
• You should adhere to our 'Colleague Purchase Procedure (as above) and our Colleague Discounts policy.

What should I be aware of when dealing with shoplifting (or other incidents), in particular?

Your safety and wellbeing is our priority. Therefore, you should never put yourself in harms way when dealing with shoplifting or any other incidents. If you find yourself in such a situation, you should adhere to the following guidance:

• Never attempt to stop, retrieve stolen items from or block the path of a shoplifter.
• Never leave the building to follow a shoplifter or person/s that have committed an offence.
• Report such incidents in as much detail as possible to the Alarm Receiving Centre (ARC) and the police, depending on the incident.
• Where possible, remove yourself and others from risk and use the panic alarm if you or your colleagues deem the situation as out of your control. Panic alarms are dealt with as a priority by the ARC, who will contact the store / branch and then contact police on your behalf, as appropriate.
• In the case of an emergency, call 999. If you are unable to do this, press the panic alarm.

We care about our colleague’s health and wellbeing, so we advocate a smoking-free lifestyle. However, we do recognise it is a matter of personal choice.  This policy seeks to accommodate that personal choice with the requirements of smoke-free legislation, as well as us supporting the health and wellbeing of our colleagues, members and customers. The information in this section applies to everyone who come onto our premises, including colleagues, sub-contractors, customers, members and suppliers.

Where is smoking not permitted?

Smoking is not permitted in any of our buildings. It’s also not permitted in our vehicles (personal company cars or commercial), as it may be harmful to passengers and might make it difficult to reallocate the vehicle to another colleague. As a lot of our vehicles are leased, it might also result in a penalty charge from the lease company.

If you drive a food vehicle (like a delivery van), you should be aware that you are considered a ‘food handler’ under Food Safety legislation. In this case, smoking whilst handling food is a separate, personal offence which you can be personally fined for (in addition to the rules of our own policy).

What is the policy on e-cigarettes?

We treat the use of e-cigarettes in the workplace in the same way as other forms of smoking. 

When can I smoke?

During your designated break.

Where can I take a smoking break at work?

Where available, designated smoking areas should be used. You shouldn’t smoke in the direct view of our customers or the general public.

What should I do if a customer or other visitor to our premises starts smoking?

The general public normally have a good understanding of smoking restrictions in shops and other public places. However, if they are smoking in smoke-free areas, please remind them of the no-smoking signs and politely ask them to stop. If they continue to smoke, you should explain that they are committing a criminal offence and will not be served if they continue to do so. If they still refuse to stop smoking, you should ask the customer politely to leave the premises and, where relevant, direct them to where they can smoke.

Where can I get help to give up smoking?

Smoking is a personal choice, but the health risks are well known. If you would like further information on giving up smoking, have a chat with your GP or visit Quit smoking - NHS (www.nhs.uk).  GroceryAid also offer confidential help and support via their 24/7 helpline on 08088 021 122, as well as a bite-sized online learning session on smoking which you can access via GroceryAid (rightsteps.co.uk).

Most of us will work in jobs where we’ll use equipment provided by our co-op. To help ensure this remains in good condition for you and your colleagues to use (and hopefully make your job a little easier) we ask that you respect and take good care of our property whilst it’s in your care. We expect the same when you’re handling customer’s property too. We understand that there’ll be some ‘wear and tear’ to our property over time, but we may investigate any instances of damage which has potentially been caused by abuse or neglect.

Generally speaking, our property should remain on our premises. However, some of our colleagues will need to take our property off-site, either on an ad-hoc basis or more regularly, as part of their job. Such arrangements should be agreed with your line manager in advance. They’ll also be able to help to make sure you’re set up for working off-site (for example, checking a laptop has the right network access). If you work from home, you can view our policy here.

It’s important to note that our property also includes data. In this case, you must discuss and receive authorisation from a senior manager before you remove any documents relating to our co-op from our premises, whether that be hard-copies, emails, disk or other electronic versions.

We are committed to maintaining the highest standards of honesty and accountability and each of our colleagues has an important role to play in achieving this goal.  Our colleagues are likely to be the first to know if someone within our co-op, or connected with it (for example, a supplier, contractor or agent), is acting improperly or illegally.

What are the kind of issues which should be reported under this policy?

The purpose of this policy is to encourage colleagues to raise legitimate concerns in a responsible way where they believe that there has been malpractice that amounts to, or could amount to:

• A criminal offence.
• Failure to comply with any legal obligation.
• A miscarriage of justice.
• Danger to the health and safety of any individual.
• Damage to the environment.
• Deliberate concealing of any of the above.

For the avoidance of doubt, whistleblowing relates to reporting wrongdoing. It is not intended to replace our Grievance procedure, which should be used to raise personal issues or complaints.

How should I report such an issue or concern?

You should report this to the Society Secretary by phone or email, providing as much detail as you can, including any supporting evidence you might have (jcarey@eastofengland.coop / 01473 786032). Such reports will be treated in the strictest confidence and, wherever possible, your identity won’t be disclosed without your prior consent. The Society Secretary will investigate the allegation immediately, calling on your assistance if necessary. You’ll be informed of the outcome of the investigation as soon as possible. However, it may not always be possible to give you the details of any action taken as a result of concerns you raised.

If you feel unable to report your concerns internally, you may make the report through ‘Protect’ (Protect - Speak up stop harm (protect-advice.org.uk) / 020 3117 2520). They’ll provide confidential advice about your obligations, protection and anonymity.

If you have reason to believe, but not necessarily any proof, that a reportable concern has occurred, you will not suffer any detriment in relation to your employment or career for making a disclosure in accordance with this policy. We will take appropriate action, including disciplinary action, against any colleague found to be victimising another colleague for making a report under this procedure, or deterring any colleague from reporting genuine concerns. Likewise, we may take similar action against any colleague who makes an allegation or report under this procedure maliciously or mischievously, or where there are no reasonable grounds to believe that the information supplied by the colleague was thought to be accurate.