Justice, Equity, Diversity and Inclusion Policy

1. Purpose

Virtalent is committed to creating a working environment where everyone is treated fairly, with dignity and respect, and where differences are valued. 

This policy sets out: 

• our commitment to justice, equity,  diversity and inclusion 

• the standards of behaviour we expect 

• what discrimination, harassment and victimisation mean 

• how concerns can be raised and addressed 

• our zero-tolerance policy against direct and indirect discrimination or harassment of any form 

Our aim is to: 

• prevent discrimination and unfair treatment 

• promote equality of opportunity 

• create an inclusive workplace culture 

• comply with the Equality Act 2010 

 

This policy is non-contractual and may be updated as needed. 

 

2. Scope and Governance

This policy applies to: 

• employees, workers and contractors 

• agency staff and consultants 

• job applicants 

• anyone engaged to work on behalf of the organisation 

 

It applies to all aspects of employment, including: 

• recruitment and selection 

• terms and conditions of employment 

• employee engagement and retention 

• pay and benefits 

• training and development 

• promotion and career progression 

• disciplinary and grievance procedures 

• dismissal and redundancy 

• client engagement and customer service delivery 

• community outreach and partnerships 

• stakeholder engagements 

 

It also applies to behaviour: 

• in the workplace 

• when working remotely 

• at work-related events 

• on work communication platforms 

 

If it is connected to work, this policy applies. 

 

This policy should be read alongside the Disciplinary Policy, Grievance Policy and Dignity at Work Policy. 

 

Fostering an inclusive workplace is a shared responsibility. All our employees play a critical role in upholding and achieving the commitments outlined in this policy, while our senior leadership team are responsible for leading by example and promptly investigating any concerns that may arise. Our Board of Directors is accountability for ensuring that this policy is reviewed annually and remains compliant with relevant laws and regulations.  

 

3. Our Commitment

We are committed to: 

• treating everyone fairly and with respect 

• providing equal opportunities in employment 

• making decisions based on merit and business need 

• creating an inclusive environment where people feel valued 

• making reasonable accommodations for candidates and employees with disabilities where possible 

• regularly reviewing and updating company policies and practices in line with these principles 

• providing annual training and awareness  

• offering confidential and accessible reporting mechanisms for raising concerns related to discrimination, harassment or bias  

• ensuring accountability by promptly investigating and addressing any concerns received.  

 

We will not tolerate discrimination, harassment or victimisation. 

 

4. Protected Characteristics

Under the Equality Act 2010, the following are protected characteristics: 

• age 

• disability 

• gender reassignment 

• marriage and civil partnership 

• pregnancy and maternity 

• race 

• religion or belief 

• sex 

• sexual orientation 

 

5. What is Discrimination

Discrimination can take several forms: 

Direct discrimination
Treating someone less favourably because of a protected characteristic. 

Indirect discrimination
Applying a provision, criterion or practice that disadvantages people with a protected characteristic without objective justification. 

Discrimination arising from disability
Treating a disabled person unfavourably because of something arising from their disability. 

Failure to make reasonable adjustments
Not taking reasonable steps to remove disadvantages experienced by disabled individuals. 

 

6. Harassment

Harassment is unwanted conduct related to a protected characteristic that violates a person’s dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment. 

Harassment may be intentional or unintentional. 

A single incident can be harassment. 

 

7. Third-Party Harassment

We do not tolerate harassment from third parties, including: 

• customers 

• clients 

• suppliers 

• contractors 

• visitors 

 

We will take reasonable steps to prevent and respond to such behaviour. 

 

Where concerns are raised, we will: 

• take them seriously 

• support those affected 

• take appropriate action, which may include restricting access or ending relationships where necessary 

 

8. Victimisation

Victimisation occurs when someone is treated unfairly because they have: 

• raised a concern or complaint 

• supported someone else’s complaint 

• provided evidence in relation to a complaint 

 

This will not be tolerated. 

 

9. Prevention and Reasonable Steps

We take proactive steps to prevent discrimination and harassment. 

 

This includes: 

• providing training to employees and managers 

• ensuring clear policies and reporting processes are in place 

• monitoring concerns, complaints and outcomes 

• reviewing practices and workplace culture regularly 

• taking action where risks or patterns are identified 

 

These steps help us demonstrate that we have taken all reasonable steps to prevent unlawful conduct. 

 

10. Responsibilities

Everyone is responsible for: 

• treating others with dignity and respect 

• behaving in an inclusive and professional manner 

• challenging inappropriate behaviour where appropriate 

• reporting concerns 

 

Managers must: 

• lead by example 

• promote inclusive behaviour 

• act early to address concerns 

• ensure decisions are fair, objective and consistent 

• take action on issues they witness, even if no complaint is made 

 

11. Recruitment and Employment Practices

We will ensure that: 

• recruitment processes are fair and inclusive 

• selection decisions are based on merit 

• job descriptions and adverts are non-discriminatory and are regularly reviewed for inclusive language  

• reasonable adjustments are considered during recruitment and employment 

 

12. Raising Concerns

Employees who experience or witness any conduct that violates this policy or our principles are encouraged to report it promptly.  

 

Concerns can be raised: 

• informally 

• formally through the Grievance Policy 

• through a reporting system where available 

 

Employees can raise concerns with: 

• their line manager 

• HR 

• another manager if preferred 

 

We will: 

• take concerns seriously 

• act promptly 

• handle matters sensitively 

• protect individuals from victimisation 

 

13. Investigation and Outcomes

Concerns will be investigated fairly and proportionately. 

This may include: 

• gathering evidence 

• speaking to individuals involved 

• reviewing relevant information 

 

Outcomes may include: 

• no further action 

• informal resolution 

• mediation 

• training or guidance 

• changes to working arrangements 

• disciplinary action 

 

Each case will be considered on its facts and appropriate action will be documented by HR 

 

14. False, Misleading or Bad Faith Complaints

We encourage individuals to raise concerns. 

However, knowingly making false or malicious complaints, or providing misleading information, may result in disciplinary action. 

A complaint that is not upheld does not mean it was false or made in bad faith. 

 

15. Confidentiality

All matters will be handled with appropriate confidentiality. 

Information will only be shared where necessary. 

 

16. Support During and After Concerns

We will support individuals who raise concerns and, where appropriate, those involved while matters are being considered and after they conclude. 

This may include: 

• checking on wellbeing 

• considering temporary working arrangements 

• taking steps to reduce the risk of further issues or victimisation 

• discussing what support or adjustments may be needed when the matter concludes 

 

Where concerns are upheld: 

• steps will be taken to prevent recurrence 

• working arrangements may be reviewed 

 

Where concerns are not upheld: 

• support will still be provided where appropriate 

• steps may be taken to rebuild working relationships 

 

17. Monitoring and Review

We will: 

• monitor equality data where appropriate including number of reported incidents 

• review practices and outcomes 

• identify trends and risks 

• take action where needed 

 

18. Our Commitment

We are committed to creating a workplace where: 

• people feel respected and included 

• differences are valued 

• equality is embedded in practice 

 

19. Policy Review 

 This policy will be reviewed annually to ensure its effectiveness in alignment with industry best practices and continued compliance with relevant laws and regulations. 

Any updates to this policy will be approved by the Board of Directors and communicated to all relevant stakeholders as necessary. 

 

Approved on behalf of the Board of Directors by: 
Name: Angie Driver
Role:  Business Manager
Signature: 

Angie Driver

Date: 27.07.2026