Bullying and Discrimination Policy

Babylonian Associates – Bullying and Discrimination Policy

Effective Date: 1 January 2024
Review Date:1 January 2026

Purpose

This policy outlines Babylonian Associates Ltd’s commitment to protecting team members from bullying, harassment, and discrimination by clients or customers. It establishes clear guidelines to ensure a safe and respectful work environment, enabling employees to focus on delivering exceptional web development services without fear of mistreatment.

Scope

This policy applies to all team members, including developers, designers, project managers, and contractors engaged by Babylonian Associates Ltd. It governs interactions with clients and customers throughout the project lifecycle.

1. Definitions

1.1 Bullying: Persistent and unreasonable behaviour by a client or customer that intimidates, degrades, or undermines a team member’s confidence or professionalism. Examples include excessive criticism, unreasonable demands, or public shaming of work.

1.2 Discrimination: Any unfair treatment based on a team member’s race, sex, sexual orientation, age, disability, religion, or other protected characteristics under applicable laws.

1.3 Harassment: Any unwanted behaviour, including offensive remarks, threats, or actions, that creates a hostile or intimidating work environment.

2. Policy Statement

• Babylonian Associates Ltd is committed to maintaining a positive and respectful environment for web development professionals.
• We will not tolerate bullying, harassment, or discrimination from clients or customers.
• We reserve the right to terminate client relationships that violate this policy with immediate effect.

3. Employee Rights

• All team members have the right to work in an environment free from inappropriate behaviour.
• Employees are encouraged to report incidents of mistreatment without fear of retaliation.

4. Responsibilities

4.1 Management Responsibilities:

• Establish clear boundaries with clients regarding acceptable behaviour.
• Provide support to employees facing inappropriate client behaviour.
• Take swift and appropriate action, including discontinuing projects, if necessary.

4.2 Employee Responsibilities:

• Document and report incidents of bullying, harassment, or discrimination to the appropriate person.
• Maintain professionalism when addressing client concerns, escalating issues to management when needed.

5. Reporting Procedure

5.1 How to Report:

• Employees should report incidents to their project manager, supervisor, or HR representative.
• Reports can be submitted verbally, via email, or through a confidential reporting channel via Slack.

5.2 Investigation:

• Reports will be investigated promptly, maintaining confidentiality and impartiality.
• Investigations will include a review of communication records, client interactions, and any other relevant evidence.

5.3 Outcome:

• If misconduct by a client or customer is confirmed, actions may include:
  • Communicating concerns to the client and requesting behaviour adjustments.
  • Restricting direct interactions with the affected employee(s).
  • Terminating the client relationship if necessary.

6. Support for Team Members

• Affected team members will have access to:
  • Adjusted workloads or alternative assignments if needed.
• Management will maintain regular check-ins to ensure the employee’s well-being.

7. Client Expectations

• Clients must treat all team members with respect and professionalism.
• These expectations will be outlined in service agreements and reinforced during project onboarding.
  This would include, but not be limited to:

1. Respectful Communication:
   • Clients should communicate with team members in a professional and courteous manner at all times, regardless of the project’s status or challenges encountered.
   • Aggressive language, personal insults, or derogatory remarks are unacceptable.
   • Communication includes written [emails, texts, other messages] as well as verbal [in or outside of meetings, calls]
2. Reasonable Feedback:
   • Feedback on deliverables must be constructive, specific, and respectful.
   • Unrealistic or contradictory demands that cause confusion or unnecessary stress should be avoided.
3. Timely Responses:
   • Clients are expected to provide timely approvals, feedback, and responses to queries to ensure project progress remains on schedule.
   • Delayed communication that impacts deadlines or creates unnecessary pressure on the team should be avoided.
4. Clear Expectations:
   • Clients should outline their needs and expectations clearly at the start of the project to minimise misunderstandings.
   • Major changes in scope should be communicated formally and will require reevaluation of timelines and costs.
5. Boundaries:
   • Clients should respect employees’ working hours and avoid after-hours communication [including during leave] unless previously agreed upon.
   • Requests for tasks outside the scope of the contract must be discussed and approved by management.
6. Inclusive Behavior:
   • Clients must avoid discriminatory or prejudiced remarks or actions during interactions with team members.
   • Respect for all team members’ protected characteristics, backgrounds, and roles is required.
7. Adherence to Agreements:
   • Clients should follow the terms outlined in the service agreement, including payment schedules, project timelines, and confidentiality clauses.
   • Unreasonable demands for free or additional work outside the agreed scope are not acceptable.

These examples help set a clear standard for professional relationships, ensuring mutual respect and successful project outcomes.

8. Consequences for Clients

• Clients who fail to meet behavioural expectations will face:
  • Verbal or written warnings.
  • Reevaluation of the project timeline or scope if behaviour impacts work.
  • Termination of the project or client relationship.

9. Monitoring and Review

• This policy will be reviewed annually to ensure it meets industry standards and aligns with legal requirements.
• Feedback from the team will be used to improve the policy’s effectiveness.

Approval

This policy has been reviewed and approved by Alison Rothwell, Director

Signature: _________________________
Date: _________________________