Flexible Employee

Handbook
with effect from April 2020

bluearrow.co.uk
Welcome
Thank you for joining Blue
Arrow, one of the UK’s leading
recruitment businesses.
With our nationwide network of branches
and a reputation for supplying the highest calibre
of staff, we recognise that our success depends
on you. That is why we strive to build a strong
working relationship with our Flexible Employees.
We want you to feel part of our valued team.
If you need any help or information while you
are working for us, don’t hesitate to contact us.
Details of all Blue Arrow policies are available
at www.bluearrowlearningcentre.co.uk or via
your Blue Arrow Representative. All policies are
non-contractual and may be varied by Blue Arrow
from time to time. Blue Arrow reserves the right
to depart from the precise components of any
policy or procedure where it is appropriate to
do so. It is your responsibility to keep up-to-date
with Blue Arrow policies and procedures.

Terms of Employment
This handbook is designed to give you details of
the terms and conditions you will be working to at
Blue Arrow. It should be read in conjunction with
your terms of employment of which it forms a part.
Should you require any further information about
the matters covered in this handbook, your terms
of employment or any other matters concerning
your employment with Blue Arrow, you should
contact your local Blue Arrow branch who
will be happy to help.

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Contents
Time Records and Pay 4
Recording Hours Worked 4
Hours of Work 4
Timekeeping 4
Overtime 4
Absence from Work 4
Holidays 5
Sickness 5
Your Pay 5
Pay Advice Slips 5
Tax and National Insurance 5
Tax Code Queries 6
P45s 6
Agency Workers Regulations (AWR) 6
Pensions 7
Working With Us 8
Our Professional Reputation 8
Entitlement to Work in the UK 8
Outside Employment 8
Changes to Circumstances 8
Scope of Assignment 8
Personal Appearance 8
Personal Appearance - Catering 9
Employment by the Client 9
Conduct 9
Property and Resources 9
Security 10
Stop and Search 10
Smoking 10
Alcohol and Substance Abuse 10
Tools, Equipment and Personal
Protective Equipment 11
Night-Working 11
Driving Fines and Penalties 11
Road Traffic Accidents and
Accidents in the Workplace 11
Publicity 11
Our Policies 12
Equality at Work 12
Dignity at Work 12
Public Interest Disclosure 12
Data Protection 12
Family Friendly Arrangements 13
Maternity Leave and Pay 13
Adoption Leave and Pay 13
Paternity Leave and Pay 13
Shared Parental Leave and Pay 13
Parental Leave 13
Dependent Care Leave 13
Flexible Working 13
Discipline and Grievances 14
Disputes 14
Disciplinary Policy and Procedure 14
Procedure 14
Gross Misconduct 16
Performance and Capability 17
Appeal Procedure 17
Grievance Policy and Procedure 18
Procedure 18
Health and Safety 19
Health and Safety Policy 19
First Aid and Accidents 20
Fire 20
Electricity 20
Display Screen Equipment (VDUs) 20
Manual Handling 21
Machinery 21
Hand Tools 21
Safety Signs 21
Control of Substances Hazardous
to Health Regulations (2002) 22
Special Notes For Food Production Assignments 23
Special Notes For Driving Assignments 23
Special Notes For Catering Assignments 24
Terms of Employment 25
10 Point Promise - Candidates 30
Working Time Regulations
Opt Out Agreement 31
Privacy Notice 32
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Time Records and Pay
Recording Hours Worked
Before you start your first assignment with Blue
Arrow you need to download the ‘MyBlueArrow’
App, you will also receive log in details to access
the Blue Arrow Portal. Each day, record the hours
you work via the app or portal, the Client will then
approve your hours via their portal. Remember, it is
your responsibility to follow the correct procedures
and failure to do so may result in delay or error in
processing your pay.
Alternatively, you may be asked to use attendance
sheets, other Time and Attendance systems, swipe
cards or some other method to record your start/
break/finish times. In some cases you will also be
asked to register your department and/or category
of work. Full instructions will be provided by your
Blue Arrow branch.
Hours of Work
You will be told how many hours you are
expected to work, before your assignment
begins. Any changes MUST be agreed with
your Blue Arrow branch.
The hours of work applicable to any assignment
will be notified to you in advance of the assignment
start date. In terms of the Working Time Regulations
1998 and Working Time Regulations (Northern
Ireland) 1998 (as applicable) you are entitled to
a break of 20 minutes if you work more than six
hours on a continuous basis. If, while working with
a Client, you are not provided with your statutory
rest breaks, you should raise this immediately
with your Blue Arrow branch.
4
Timekeeping
Always arrive for work BEFORE the time
you are due to start, and call your Blue Arrow
branch if you are caught in traffic.
Punctuality is very important. On the first day
of an assignment we recommend that you always
allow for unexpected delays and aim to arrive in
good time ready to commence work. If you anticipate
being late at any time, contact your Blue Arrow
branch immediately.
Overtime
If overtime is anticipated you will normally be
told in advance. If you are asked to work any
hours different to those notified at the start of the
assignment, please tell your Blue Arrow branch who
will confirm the arrangement and the rate of pay.
Additional hours are not always paid at a higher rate.
Absence from Work
Always call the branch if you are unable
to attend work, for any reason.
If you are absent from work for any reason you
must inform your Blue Arrow branch prior to your
agreed start time on your first day of absence
and on any subsequent days of absence.
Absence for holidays, Jury Service, Military Service
or other reasons should be agreed in advance
with your Blue Arrow branch who will advise
you of the procedure to be followed.
You should try to ensure that, wherever
possible, any medical or dental appointments
are made outside your normal working hours.
Holidays
Under the Working Time Regulations 1998 and
Working Time Regulations (Northern Ireland) 1998
(as applicable) you qualify for paid holiday. Your
holiday entitlement is 5.6 normal working weeks
(28 days if your normal working week is 5 days)
paid holiday in each holiday year. This includes
public holidays.
Your holiday year will be the 12 month period starting
1st April and ending 31st March each year. If your
employment begins or ends part way through the
holiday year your holiday entitlement for that year
will be assessed on a pro rata basis.
You may only take paid holiday to the extent that
you have accrued it by your period of continuous
work. If, on the termination of your employment,
you have taken holidays in excess of the statutory
holiday entitlement which has accrued to you at
that time, you will be required to repay Blue Arrow
the over payment.
Applications for holiday must be requested through
your Blue Arrow branch and authorised by the Client.
If you wish to take paid holiday you must give four
weeks written notice of the proposed holiday dates
to your Blue Arrow branch. Blue Arrow may refuse
a request for specific holiday dates at any time up
to two weeks before the first date to which the
request relates.
Blue Arrow may require you to take part or all of any
untaken holiday entitlement by giving you not less
than two weeks notice.
All holidays must be taken in the holiday year
in which they accrue and cannot be carried over
to the next holiday year.
Sickness
If you are sick for more than three consecutive days,
subject to certain conditions and the Blue Arrow
Sickness Absence Policy, you may be entitled to
Statutory Sick Pay. Details are contained in your
terms of employment and in the Policy.
Your Pay
Your pay will go directly into your bank account.
We know how important it is to be paid promptly so,
have set out appropriate timesheet procedures to
support timesheet completion and return to us as
instructed. Where timesheets are not returned to us
we will seek to obtain satisfactory evidence that you
did indeed work. Once such evidence is obtained,
you will be paid directly by credit transfer into your
bank or building society account on the Friday
following the week you worked or the week evidence
of your work was obtained. Full payment details will
appear in your pay advice.
Pay Advice Slips
Your pay advice slip will be sent to you using the
e-mail address you provided in your registration
details or CV, unless you inform your Blue Arrow
branch that you wish to receive a paper copy.
E-mail payslips will be sent out on a Thursday
each week. Printed payslips will be sent out each
Friday via second class post to your registered
home address.
You must inform your Blue Arrow branch of any
changes to your postal or e-mail address. A minimum
of seven days is required to enable Blue Arrow
to update your details.
Tax and National Insurance
We have to deduct tax and national
insurance from your pay.
We have a legal obligation to deduct PAYE and NIC
from your pay. You will be asked to complete a New
Starter Declaration before you start any assignment,
to avoid paying more tax than necessary you can
also provide your P45 (from your last employer).
It is possible to set up a Personal Tax Account (PTA)
with the HMRC to manage your PAYE account.
Please refer to the HMRC website for more details.
5
Tax Code Queries
Once you have supplied us with your tax
documents, and started working, any queries
relating to your tax code should be directed to:
HMRC
Pay As You Earn
PO Box 1970
Liverpool
L75 1WX
Tel: 0300 200 3300
Please quote reference no 951/B5028
and also your Flexible Employee Reference
number, which is on your pay advice slip.
P45s
Should you wish to resign from flexible employment
with Blue Arrow, please request your P45 from your
branch. Temporary Payroll at Head Office are not
able to process such requests directly.
6
Agency Workers
Regulations (AWR)
With respect to the Agency Worker Regulations 2010
and Agency Worker Regulations (Northern Ireland)
2011 as applicable. From Day 1 of your assignment
to a Client you are entitled to access any collective
facilities and amenities, such as a canteen and car
parking, at the Client’s premises (subject to any
criteria the Client imposes on its own employees).
You are also entitled to information regarding any
relevant vacant posts with the Client although this
does not mean you have any automatic right to
be appointed to a permanent job by the Client.
After achieving a 12 week qualifying period you
may be eligible for rights under the AWR with
respect to parity of pay and terms with permanent
employees of the Client. Blue Arrow will advise
you of any change to your pay and conditions
as a result of qualifying.
In order that we can ensure you receive your AWR
rights you should tell us about any periods where
you have been engaged by a Client through any
other temporary employment business. If you fail
to provide us with this information it may impact
or delay the application of your AWR rights.
If you believe you have not been afforded your
rights under AWR or have any concerns you
should contact your branch in the first instance.
Pensions
As part of the wide range Additional Benefits
of benefits of working with You’ll benefit not only from your own
contributions but with Auto Enrolment, you’ll also
Blue Arrow, we are pleased benefit from employer contributions and tax relief
to be using NOW: Pensions as well - making your pension pot even bigger.

as our Auto Enrolment provider.

Proven Track Record
Adopting a straightforward and transparent approach
NOW: Pensions are new to the UK but not new
that removes the burden and potential confusion of
to pensions. They are backed by ATP - Denmark’s
choice, NOW: Pensions makes running a pension
leading mutual pension provider who have, for the
simple and cost effective.
last 45 years, lead the market through successful
service delivery and investment performance
Simplicity on behalf of their 4.7m members.
NOW: Pensions keep things simple by relieving
you of the burden of choice. They also make it easy
for you to keep an eye on things and monitor your
pension scheme online.

Portable Plan
If you have pension savings from previous jobs
or personal pensions, you can easily transfer
these into your NOW: Pensions plan. This can
be done online for free.

0330 100 3334

Additional Contributions
To help boost your retirement pension you can also
pay Additional Voluntary Contributions (AVCs) on top
of the minimum contributions required. Remember
that all contributions benefit from full tax relief.

7
Working With Us
Blue Arrow’s expectations of your conduct.
Our Professional Reputation
Blue Arrow’s ability to offer you suitable assignments
depends on our continued reputation for high quality
and reliability. Please remember to maintain a high
standard of professional conduct and to do your best
to promote the interests of Blue Arrow at all times.
Entitlement to Work in the UK
You must be legally entitled to work in the UK.
You must confirm that you are legally entitled to
work in the UK. If Blue Arrow discovers that you
do not have permission to live and work in the
UK, or if your permission to do so is revoked or
expired, Blue Arrow will be entitled to terminate
your employment immediately without giving you
any notice or paying you in lieu of notice. Blue Arrow
can do so in those circumstances without giving you
any warning in terms of the disciplinary procedure.
If there are any changes to your visa or other
permissions to work in the UK, you must inform
your Blue Arrow branch immediately.
Outside Employment
If you wish to undertake outside employment then
you must inform Blue Arrow in order to meet Working
Time Regulation requirements. The work undertaken
must not be in competition with the business of the
Client, must not affect the performance of your duties
and must not prevent you from being available
to accept assignments.
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Changes to Circumstances
If your details or circumstances change
- tell us first.
To help us offer you the most suitable assignments,
please inform us immediately of any change in your
circumstances. This may be a new skill you have
acquired, or perhaps a change of address, phone
number, e-mail address, bank account, mobility
or your availability for work.
If seeking assignments requiring any licence or
permit, for example as a driver, you must inform
us immediately of any changes to your licence.
You must also tell us if there is a change to your
health and fitness compared to the information
provided by you at registration. If you become
pregnant, you should inform your Blue Arrow
branch who will provide you with a copy of
the Maternity Policy.
Scope of Assignment
If you are asked to do additional tasks - please let
us know straight away.
While on an assignment, you must not carry out
any job functions or tasks that are outside the scope
of your assignment as notified to you. If, whilst
working on an assignment, you are requested
by the Client to carry out a task outside this scope,
please contact your Blue Arrow branch immediately.
Personal Appearance
Blue Arrow Flexible Employees are renowned for
maintaining a high level of personal appearance
and dress at all times. Presenting a professional
image is very important.
In particular, you should follow all instructions from
the Client regarding uniforms, safety equipment
and PPE, special grooming, appearance or
conduct, specifically with reference to health,
safety and hygiene. If you have any doubts as
to what is expected, please ask your Blue Arrow
branch representative.
If dressed inappropriately you may be sent home
and required to return suitably attired. In such
circumstances, no payment will be made for time
spent away from work.
In circumstances where you consider that observing
the dress code may contravene principles regarding
discrimination, you should contact your Blue Arrow
branch in order to discuss the issue.
Personal Appearance - Catering
Flexible Employees working in a catering
environment may be required to wear a uniform
provided by the Client whilst on Assignment for
health and hygiene reasons. In the event the Client
has any specific dress code requirements we will
advise you before you commence the Assignment.
Employment by the Client
If you are looking for permanent employment you
are in the ideal position as a Blue Arrow flexible
employee. Not only do our Clients often offer
permanent work to people who perform well,
but you also have the ideal opportunity to try
a job before you commit yourself. If you are
offered a permanent job by any Client please
let your Blue Arrow branch know immediately.
Conduct
Don’t forget - you’re representing
Blue Arrow at all times.
Please conduct yourself professionally at all
times. Be polite and aim never to cause offence
or misunderstanding. Remember that when on
assignment you are our ambassador. Future
Client assignments may depend on your conduct.
It is not possible to provide a comprehensive list
of rules as to how you should conduct yourself,
but the following list outlines normal rules
and practices to be followed:

Co-operate with the Client, its employees
and other workers. Accept the direction,
supervision and instruction of any responsible
person in the Client’s organisation.

Observe any rules and regulations of the
Client’s workplace to which your attention has
been drawn or which you might reasonably
be expected to anticipate or find out.

Treat with courtesy and respect the Client
and all fellow employees.

Conform to the normal hours of work for
the Client’s workplace (unless alternative
arrangements have been made in advance
by your Blue Arrow branch and the Client).

Take all reasonable steps while working for the
Client to safeguard your own safety and the
safety of any others who may be present or
affected by your actions during the assignment
and comply with the Health and Safety Policy
of the Client.

Do not engage in any conduct detrimental
to the interests of the Client.

Do not use any motor vehicle or any
mechanised equipment in connection with
any assignment unless proper insurance
cover is in force for such use.

You shall indemnify and keep indemnified
Blue Arrow against loss or liability incurred
directly or indirectly by Blue Arrow arising
out of any such use.
If in doubt about any rules or practices ask
your Blue Arrow branch.
Property and Resources
Flexible Employees are asked to respect
Blue Arrow and Client property at all times
and ensure the cost conscious use of telephones,
stationery etc. Telephones, fax machines and
internet/e-mail facilities, etc., must not be used
for personal use unless prior authorisation has
been obtained from the Client. No personal files,
messages or other information should be
saved on Client computers.
Misuse of Blue Arrow or Client resources
may be treated as a disciplinary matter.
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Security
Please ensure that you comply with Client security
measures at all times, including any instructions
relating to the wearing of security badges
or identity cards.
You may be provided with items such as keys
and access cards as are necessary to gain access
to parts of the Client’s premises. These items remain
the property of the Client and should be returned
as requested or on termination of your assignment.
Please keep confidential information, valuables,
equipment and materials adequately secured
at all times.
You must never be in unauthorised possession
of any property, including cash, belonging to
the Client, your colleagues or Blue Arrow.
Report suspicious incidents or loss of items
immediately to your Blue Arrow branch.
Stop and Search
Blue Arrow and the Client reserve the right to
stop and search fully any Flexible Employee
(or their vehicles), both prior to entry and before
exit from the working location, using whatever
reasonable means are at their disposal. Access
may also be denied to the working location
as part of the Stop and Search Policy.
It is part of your terms of employment that,
you must comply with a random stop and search
request. Failure to comply may result in disciplinary
action and may lead to summary dismissal.
A search may be made of your office, desk,
filing cabinet, car, bag or person.
10
Smoking
The Smoke-free Regulations 2007 make it illegal
to smoke in all enclosed or substantially enclosed
public places and workplaces. You must adhere to
the Client’s smoke free policy. Failure to do so may
be treated as a disciplinary matter. You must also
comply with any restrictions regarding the use
of electronic cigarettes.
Alcohol and Substance Abuse
Blue Arrow regards drunkenness or disorderly
conduct (including being under the influence
of alcohol, unauthorised substances, misusing
substances or misusing prescribed medication)
whilst at work, on Blue Arrow or Client business
or otherwise on Blue Arrow’s or a Client’s premises,
as being gross misconduct for which you can
be dismissed summarily.
Blue Arrow and the Client reserve the right to test
any Flexible Employee both prior to entry and before
exit from the working location, for the presence
of alcohol or other substances in the body, using
whatever reasonable means are at their disposal.
Should alcohol, unlawful or misused substances
be present the assignment will be immediately
terminated and you may be summarily dismissed
from your employment with Blue Arrow.
It is part of your terms of employment that, if you are
asked to take part in a random alcohol or substance
test this is complied with. Failure to comply may
result in disciplinary action which could lead to
summary dismissal.
You should inform your Blue Arrow branch of any
prescribed drug you are taking or course of treatment
you are following which may have an impact upon
your ability properly to perform your job (e.g. by
making you drowsy or affecting concentration). It is
your responsibility to ensure that your practitioner/
pharmacist is aware of the requirements of your
job. It is your responsibility to ensure that you are
fully informed of the potential side effects of any
drug/treatment recommended for you, and that any
potential side effects are reported to your Blue Arrow
branch. Any misuse of prescribed medication may
be considered gross misconduct for which you can
be dismissed summarily.
Blue Arrow regards the selling, purchasing, use
or possession of any illegal substance whilst at
work, on Blue Arrow or Client business or otherwise
on Blue Arrow’s or a Client’s premises, as gross
misconduct for which you may be summarily
dismissed. Blue Arrow reserves the right to
inform the police of any such behaviour.
Tools, Equipment and
Personal Protective Equipment
If, as a matter of convenience, you are provided
with any tools or equipment by Blue Arrow
or a Client for the purposes of an assignment,
you shall be responsible for the security and
condition of such tools or equipment. If any tools
or equipment are damaged or lost whilst in your
care, you will be responsible for the cost of any
necessary repairs or replacement.
You will pay Blue Arrow the cost of repair or
replacement where the tools/equipment belong to
Blue Arrow. Or you will pay Blue Arrow an amount
equivalent to any charge made to Blue Arrow by
the Client where the tools/equipment belong to the
Client. Blue Arrow may, if it wishes, obtain part or all
of such payment by making deductions from pay due
to you under the terms of your terms of employment.
You may be required to wear personal protective
equipment (PPE). If required PPE will be supplied
free of charge and must be worn when necessary.
Should you fail to return any PPE provided at the
end of your assignment, in good condition allowing
for fair wear and tear, the replacement cost may
be deducted from any money owed.
Night-Working
If you are classed as a night worker, you are
entitled to request a health screening questionnaire
from your Blue Arrow branch in order to identify
any potential risks to your health of such work.
If your health changes after you have filled
out a questionnaire, you may ask for and fill
out a further questionnaire. If you are in any
doubt as to your status, you should ask your
Blue Arrow branch.
Driving Fines and Penalties
You will be personally liable for any fines or penalties
incurred due to driving offences for which you are
responsible, including parking fines for any reason,
whilst using Client or company vehicles whether
on public roads or private premises. Failure to pay
any fines within the required timescale may lead
to disciplinary action. Any fines or penalties that
are levied via a Client or not paid by you within
the required timescale, or are outstanding at the
time you leave Blue Arrow may be subject to an
administration charge. Both will be deducted from
any monies due to you.
Road Traffic Accidents
and Accidents in the Workplace
All accidents, no matter how small, must be reported
in accordance with the Client’s accident reporting
procedures and directly to your Blue Arrow branch
as soon as possible.
Publicity
Should you be contacted by any section of the
media in relation to your employment with Blue Arrow
or any assignment through Blue Arrow, you will
inform your Blue Arrow branch immediately before
making any response. In no circumstances should
Blue Arrow or any Client’s name be identified in any
statement, interview or other communication.
11
Our Policies
Equality at Work
Blue Arrow is committed to the principle of equality
in the workplace. The same applies to the way
Blue Arrow’s recruitment services are offered
to Clients and Flexible Employees.
Entry to and promotion within Blue Arrow are
determined solely by the application of objective
criteria and personal merit.
No Flexible Employee of Blue Arrow will be treated
less favourably than another on grounds of age,
disability, gender re-assignment, marriage and
civil partnership, pregnancy and maternity, race,
religion or belief, sex, sexual orientation or trade
union involvement.
This statement has been drawn up to ensure
that employees comply with all legal requirements
and understand the main points of the relevant
legislation, to prevent discrimination.
A copy of the full Equality Policy is available
from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.
Dignity at Work
As part of its overall commitment to equal
opportunities, Blue Arrow is fully committed to
promoting a harmonious working environment.
Every Flexible Employee has the right to be treated
with respect and dignity, in an environment free
from harassment, victimisation and bullying, whether
it is related to disability, race, gender, health, social
class, sexual preference, marital status, nationality,
religion, employment status, age or membership
or non-membership of a trade union.
A copy of the full Dignity at Work Policy is available
from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.
12
Public Interest Disclosure
We take malpractice seriously.
You can obtain a copy of the Public
Interest Disclosure Policy from
www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.
Blue Arrow encourages Flexible Employees
to raise genuine concerns about malpractice
at the earliest practicable stage rather than
wait for proof. Malpractice within the Company
is taken very seriously.
In the first instance any concerns should be
raised with Blue Arrow Employee Relations
by telephoning 01582 692 830 or by e-mail
to employeerelations@bluearrow.co.uk.
Data Protection
Blue Arrow as part of the Impellam Group is
committed to complying with not only to the letter
of the law relating to data protection, but also to the
spirit of the law and places high importance on the
correct, lawful, and fair handling of all personal data,
respecting the legal rights, privacy, and trust of all
individuals with whom it deals with. You will be given
appropriate data protection training and a copy
of the Group’s Privacy Notice.
If you become aware of a data breach
or suspected data breach please report it
immediately to GDPR@bluearrow.co.uk.
Additionally if you wish to exercise your
data subject rights please contact
GDPR@bluearrow.co.uk.
Family Friendly Arrangements
Maternity Leave and Pay
You can obtain a copy of the Maternity Policy from
www.bluearrowlearningcentre.co.uk or via your
Blue Arrow Representative. The Maternity Policy
describes the rights of female Flexible Workers
to a number of maternity benefits. The benefits
include time off work for antenatal care,
maternity leave and maternity pay.
Adoption Leave and Pay
You can obtain a copy of the Adoption Policy from
www.bluearrowlearningcentre.co.uk or via your
Blue Arrow Representative. The Adoption Policy
describes the rights of Flexible Workers to a number
of benefits in respect of their adoption of a child.
Paternity Leave and Pay
You can obtain a copy of the Paternity Policy from
www.bluearrowlearningcentre.co.uk or via your
Blue Arrow Representative. The Paternity Policy
describes the rights of Flexible Workers to receive
paternity leave and pay on either the birth
or adoption of a child.
Shared Parental Leave and Pay
You can obtain a copy of the Shared Parental Leave
Policy from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative. The Shared
Parental Leave Policy describes the rights of eligible
mothers, fathers, partners, adopters and surrogate
parents who can choose how to share time off work
after their child is born or placed via an adoption
or surrogacy arrangement.
Parental Leave
You can obtain a copy of the Parental Leave Policy
from www.bluearrowlearningcentre.co.uk or via your
Blue Arrow Representative. The Parental Leave
Policy describes the rights of Flexible Workers
to take parental leave.
Dependent Care Leave
You can obtain a copy of the Dependent Care Leave
Policy from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.
Parental Bereavement Leave
Blue Arrow is committed to supporting our
flexible employees by ensuring bereaved
parents can take parental bereavement leave
following the loss of a child. You can obtain
a copy of the Parental Bereavement Leave Policy
from www.bluearrowlearningcentre.co.uk or via
your Blue Arrow Representative.
Flexible Working
You can obtain a copy of the Flexible Working
Policy from www.bluearrowlearningcentre.co.uk
or via your Blue Arrow Representative.
13
Discipline and Grievances
Disputes
Working in harmony
No dispute between any Flexible Employees
shall be permitted to occur either on Blue Arrow
or Client premises. Blue Arrow requires that each
Flexible Employee will at all times work in harmony
with work colleagues.
It is expected that Flexible Employees will maintain
a good working relationship with colleagues at all
times, complying with all procedures including
the Dignity at Work and Equality Policies. If you
have a concern or complaint relating to your
employment you should raise the matter under
the Grievance Procedure.
Disciplinary Policy
and Procedure
Purpose
Blue Arrow is committed to behaving fairly and
consistently towards all Flexible Employees when
investigating and dealing with alleged instances of
unacceptable conduct or performance. To promote
that purpose Blue Arrow has developed a procedure
for disciplinary matters. It does not form part of any
statement of terms of employment unless required to
do so by law. Blue Arrow reserves the right to depart
from the precise components of its disciplinary
procedure where it is appropriate to do so.
All cases of misconduct or poor performance must
be dealt with in accordance with a fair procedure.
14
The aims of the policy are:
To be consistent in the treatment
of comparable cases.
To allow for careful investigation before
penalties are applied.
To aim to correct behaviour where possible.
To deal rapidly and effectively with misconduct
and incapability.
To be fair to all Flexible Employees at all levels
of the organisation in disciplinary matters.
This policy is applicable to all Blue Arrow Flexible
Employees. It may be varied by Blue Arrow from
time to time.
Procedure
Informal Stage
In some instances Blue Arrow may consider that
there is no need to take formal disciplinary action,
and that it is sufficient to counsel you where conduct
or capability are considered to be unsatisfactory.
Such counselling will still be documented in your
personnel records.
Formal Stage
When disciplinary matters require a hearing to
be held, whenever practicable you will be given
reasonable notice and those concerned will be
informed in advance of the matter(s) to be discussed.
You will receive a letter inviting you to attend the
disciplinary hearing. This letter will set out the
matters to be discussed at the hearing and any
alleged conduct which led to disciplinary action
being taken. You will be notified of the possible
consequences (including where appropriate the risk
of dismissal). You must take all reasonable steps
to attend the meeting. If you cannot attend the
hearing you should notify the appropriate Blue Arrow
manager and an alternative time will be arranged.
A failure to attend with no good reason may be
treated as misconduct in itself. If you fail to attend
without good reason, or are persistently unable to
do so (for example for health reasons), we may have
to take a decision based on the available evidence.
At any formal disciplinary hearing, you have the
right to be accompanied by a Blue Arrow Flexible
Employee or Trade Union representative. You will
be entitled to hear details of any complaint made,
and to examine any relevant documents prior
to the disciplinary hearing. You will be given an
opportunity to respond to the matters raised prior
to a final decision being made. At the conclusion of
each stage, you will be given a letter recording the
outcome of the hearing and the means of appeal.
No disciplinary sanction will be imposed on you
until the case has been investigated.
You may be suspended with pay pending the
conclusion of the investigation and/or disciplinary
procedure, without prejudice.
You will not normally be dismissed for a first breach
of discipline except in the case of gross misconduct.
The penalty for gross misconduct may be dismissal
without notice and without payment in lieu of notice.
You will have the right to appeal against
any disciplinary penalty imposed.
An appropriate Blue Arrow manager or consultant
will conduct the disciplinary hearing. They will then
make the decision on the level of disciplinary
action to be taken.
A disciplinary penalty may be introduced depending
on the seriousness of the offence. Any further
incident of misconduct or under-performance which
takes place within the lifetime of a previous warning
is likely to result in a more serious penalty being
imposed, even if the nature of the second offence
is different from the previous one.
Blue Arrow has the right to determine what
disciplinary action is appropriate based on the
facts of each case. Not all available forms of
discipline are appropriate to every disciplinary
situation, and it is not required that Blue Arrow treat
each form of discipline as a step in a series to be
followed with an employee before termination.
Blue Arrow’s practice of employee discipline does
not imply that “progressive” discipline is required.
All cases of disciplinary action under this procedure
will be recorded and placed in Blue Arrow’s records.
A copy of Blue Arrow’s relevant records will be
supplied at your request.
15
The following procedural stages apply to offences Stage 3 - Dismissal
other than gross misconduct: If conduct and/or performance remains unsatisfactory
and you still fail to reach the prescribed standards
Stage 1 - First Written Warning
then dismissal will normally result. This stage of the
If conduct or performance does not meet acceptable disciplinary procedure will normally be carried out by
standards, you will normally be given a first a Blue Arrow manager. The reason(s) for dismissal
written warning. will be specified and communicated to you and
Such a warning will set out the precise details of the where appropriate, reference will be made to any
offence, the length of time the warning will remain previous disciplinary action taken. The dismissal
on file, the improvement in conduct or performance notice will indicate the effective date of termination
required and the time scale if applicable. It will also of employment together with the right of appeal.
set out the likely consequences of further offences Dismissal at this stage will normally be with notice
and what action will be considered if there is no or pay in lieu of notice. A letter informing you of
satisfactory improvement. You will also be notified the termination of employment will be sent to you
of the right of appeal. A letter informing you of the and kept on your personnel file at Blue Arrow.
first written warning will be sent to you and kept
on your personnel file at Blue Arrow.
Gross Misconduct
Stage 2 - Final Written Warning
You will not normally be dismissed for a first
If there is still a failure to improve conduct and/or offence except for instances of gross misconduct.
performance and these remain unsatisfactory, or
The following list provides examples of offences,
alternatively if the misconduct and/or performance
which are normally regarded as gross misconduct.
is sufficiently serious to warrant only one final
This list indicates the type of offences that constitute
written warning (but insufficient to justify dismissal)
gross misconduct but is not exhaustive. An act of
then a final written warning will be issued to you.
gross misconduct will normally warrant summary
A final written warning can also be given for an
dismissal without the normal period of notice
accumulation of minor offences for which a first
or payment in lieu of notice.
written warning may not have already been issued.
The warning will, if appropriate, refer to any previous
disciplinary action and will state the consequences
of failure to improve as required and the length of
time the warning will remain on file. You will also
be notified of the right of appeal. A letter informing
you of the final written warning will be sent to you
and kept on your personnel file at Blue Arrow.

16
Gross Misconduct Performance and Capability
Falsification of records, or documents including
With reference to capability and performance,
those relating to the attendance or timekeeping
standards in terms of quality and quantity of work
of any employee.
will be discussed and set down between you
Fighting or acts of violence or intimidation. and the Client line manager or your Blue Arrow
Refusal to comply with or deliberate disregard contact for each assignment. Incapability by you
of Health and Safety regulations. may be regarded as justification for dismissal
Persistent refusal to obey reasonable without formal warnings.
instructions given by a line manager.
Wilfully endangering others. Appeal Procedure
Serious misrepresentation on the flexible If you have been given a formal warning or have
employment application. been dismissed with or without notice you will be
Unauthorised possession of Blue Arrow/ entitled to appeal where reasonably practicable
Client property or property of third parties. to the next level of management.
Serious negligence which causes unacceptable Appeals must be lodged with Blue Arrow within
loss, damage or injury. five working days of receipt of any formal warning
Conduct which could bring Blue Arrow/ or notice of dismissal.
Client into disrepute. If your warning was issued by the Blue Arrow
Theft, attempted theft or wilful damage branch, you should lodge your appeal in writing
to Blue Arrow/Client property, or property with Employee Relations at Blue Arrow’s Head
belonging to any individual. Office address: Blue Arrow Ltd, 800 The Boulevard,
Capability Green, Luton, Beds, LU1 3BA.
Failure to maintain the correct frequency
of contact with Blue Arrow whilst Reasons for the appeal must be stated. Mere
between assignments. disagreement with the disciplinary action taken will
not be considered as a suitable basis for an appeal.
Being drunk and disorderly, or under the
influence of alcohol whilst on Blue Arrow/ All appeals will be considered as quickly as possible.
Client premises or business. The decision made on appeal will be final and will
be given to the Flexible Employee in writing within
Being in possession or under the influence 10 days of the appeal hearing.
of illegal substances or under the influence
of misused prescribed medication whilst Please note that this appeals procedure relates
on Blue Arrow/Client premises or business. specifically to the outcome of a disciplinary hearing
and must not be confused with the grievance
Unauthorised disclosure of any Blue Arrow/ procedure, which relates to concerns raised
Client information. by you about your job.
Serious and/or persistent harassment or
discrimination or bullying whether sexual,
racial or otherwise.
Serious act of insubordination or insulting,
abusive or indecent behaviour.

Convictions for any offence affecting staff or
external relations which amount to a breach of trust.
The abuse or misuse of Blue Arrow/Client internet
or e-mail systems, including copyright infringement,
distribution of obscenity, libel, slander, fraud,
defamation, plagiarism, harassment, intimidation,
forgery, impersonation, soliciting for illegal
pyramid schemes and computer tampering
(e.g. spreading of computer viruses).
Unreasonable refusal of a suitable assignment.
17
Grievance Policy and Procedure
Purpose
Blue Arrow recognises that from time to time
Flexible Employees may wish to seek redress
for grievances relating to their employment.
Blue Arrow has a responsibility to ensure that
any grievance that is raised is dealt with promptly.
The aim of this grievance procedure is to provide
a process by which a Flexible Employee may raise
a grievance and where necessary to enable the
aggrieved person to appeal to the second level of
management. The ambition of the procedure is to
settle any grievance or issue as near as possible
to the point of origin.
Blue Arrow’s policy is to encourage free
communication between Flexible Employees and
their line managers/Blue Arrow to ensure a speedy
resolution to disputes. This procedure is applicable
to all Blue Arrow Flexible Employees.
Procedure
The grievance procedure does not form part of your
terms of employment unless required to do so by
law. Blue Arrow may adopt any procedure that it
considers suitable to the circumstances. If you have
a grievance about your employment/assignment
you should discuss it informally with your Blue Arrow
branch. We hope that the majority of concerns
will be resolved at this stage.
Stage 1
If the matter is not resolved to your satisfaction,
you should put your grievance in writing to
Employee Relations at Blue Arrow’s Head
Office address:
Blue Arrow Ltd, 800 The Boulevard,
Capability Green, Luton, Beds, LU1 3BA
or by e-mail to
employeerelations@bluearrow.co.uk
18
They will escalate your grievance to the appropriate
Blue Arrow manager. Your grievance should set out
the nature of the complaint including any relevant
facts, dates and names of individuals involved so
that we can investigate it. The Blue Arrow manager
will invite you to attend a meeting to discuss your
grievance. You must take all reasonable steps to
attend the meeting. At any formal grievance hearing,
you have the right to be accompanied by a Blue
Arrow work colleague or Trade Union representative.
If you cannot attend the hearing you should notify the
appropriate Blue Arrow manager and an alternative
time will be arranged. If you fail to attend without
good reason, or are persistently unable to do so
(for example for health reasons), we may have to
take a decision based on the available evidence.
The Blue Arrow manager will give his/her decision
within 10 working days of the grievance being heard.
Blue Arrow is committed to hearing and resolving
all disputes as quickly as possible. If the grievance
involves a Client employee then the Client will
be consulted as part of the procedure.
Stage 2 (Final Stage)
If you are dissatisfied with the outcome of your
grievance you may appeal in writing to the next level
of management. Your appeal must be sent within
5 working days of your receipt of the response to
your Stage 1 grievance. Your appeal should outline
clearly the nature of the grievance and in what
way you believe the matter was not satisfactorily
addressed at Stage 1.
The manager considering the appeal will review:

The information you have presented and the
reasons you give for progressing the grievance
to Stage 2.

The procedure that was followed at Stage 1.
Normally within 10 working days of receiving the
appeal, the manager will hold an appeal hearing.
This timescale can be extended if required.
You must take all reasonable steps to attend the
meeting. At any formal grievance hearing, you
have the right to be accompanied by a Blue Arrow
work colleague or Trade Union representative.
After hearing your appeal the manager will advise
you in writing of his/her appeal decision, normally
within 10 working days of hearing the appeal.
If it is not possible to respond within the specified
time period you will be given an explanation for the
delay and told when you can expect a response.
The appeal decision is final.
Health and Safety
Health and Safety Policy
As a company, Blue Arrow has an excellent record
of accident prevention and it is our aim to maintain
this record by ensuring the health and safety of
Flexible Employees, Clients, representatives and
visitors. It is Blue Arrow’s policy to make sure that
health and safety provision is made for the Flexible
Employees it supplies. In order to achieve this,
it is necessary to obtain full support from every
Flexible Employee and Client.
Blue Arrow undertakes to:

Request Flexible Employees and Clients
co-operate with Blue Arrow and with each other
in order to promote safety and reduce hazards.

Request that Clients give details of specialist
skills or qualifications required to carry
out an assignment together with Health
and Safety information.

Pass to the Flexible Employee all information
provided by the Client on Health and Safety
issues connected with the assignment.

Require the employee to adhere to the Client’s
Health and Safety Policy at all times whilst on
an assignment.
You have a duty to:

Assess risks to your own health and safety to
which you are exposed at work. This extends
to reporting any dangers or potential risks to
the safety representative or other official of
the Client and your Blue Arrow branch.

Stop working immediately if you consider
that your working environment is unsafe
and immediately report the matter to the
safety representative or other official of
the Client and your Blue Arrow branch.

Work in a safe manner taking all reasonable
steps to safeguard your own safety and that
of any persons who may be affected
by your actions.

Report incidents that have or may lead to
accident or injury to the safety representative
or other official of the Client and your
Blue Arrow branch.

Co-operate with the Client on Health
and Safety matters and observe all Health
and Safety instructions and regulations
from the Client.

Wear (and request if you consider it necessary)
any protective clothing and use any safety
equipment that has been provided in order
to carry out any assignment.

Observe the Client’s Health and Safety Policy
at all times and ask for sight of the Policy before
starting any assignment. Take care to follow any
safety regulations and be responsible not only
for your own health and safety at work but also
for that of your colleagues and employees
of the Client.
Clients have a duty to:

Treat all Flexible Employees as they would their
own employees for all Health and Safety matters
and ensure a safe system of work at all times.

Provide Blue Arrow with information on special
qualifications or skills which the Flexible
Employee will need and on special features
of the work that is likely to affect the Health
and Safety of Flexible Employees.

Co-operate and co-ordinate with Flexible
Employees on Health and Safety matters.

Provide Flexible Employees working with
them with information on Health and Safety
risks and measures.

Make available to the Flexible Employees safety
equipment and protective clothing as necessary
for the job to be undertaken and ensure its use.

Tell the Flexible Employee the name of his/her
authorised Health and Safety representative.

Record any accidents or injuries in their
Accident Record Book and report to the
Health and Safety Executive, in accordance
with current requirements.

Assess Health and Safety risks
and record the result of
the assessment.
19
First Aid and Accidents
Reporting accidents is really important.
All accidents, no matter how small, must be
reported to the designated Client representative
and your Blue Arrow branch. All accidents must
be recorded in the Client’s Accident Record Book,
maintained by the Client’s designated First Aider.
If you have an accident, get first aid treatment
immediately. The smallest cut, if neglected,
could result in infection.
Fire
Learn the fire drill for every place you work
- each one may be different.
You must ensure that you are fully conversant
with and comply with the fire and other emergency
procedures and take part in all drills as organised/
notified by Blue Arrow and/or the Client.
You must ensure that you do not render any fire
escape or fire escape routes at the site unavailable
for emergency use, nor cause any obstruction at
any time to any staircases, passages, walkways,
entrances and exits or any other part of the site.
If you require further guidance you should refer
to your Blue Arrow branch or the Client.
Make sure you know:
How to raise the fire alarm.
The fire evacuation procedure.
Where the fire extinguishers are
and how to use them.
The whereabouts of all fire exits.
20
Electricity
Take care with.
The 2 main risks from electricity are:
1. Shocks
2. Fires
The risks of electrical shocks and fires
can be reduced by:
Not overloading sockets.
Keeping electrical equipment well maintained
and cable and flex in good repair.
Not repairing or adjusting electrical appliances
when they are switched on or connected
to mains supply.
Never touching light switches or appliances
with wet hands.
(The repair and maintenance of electrical appliances
is a job for an expert.)
Display Screen
Equipment (VDUs)
Be careful when you constantly use
computer screens.
Regulations suggest that you take periodic breaks
from the VDU. This does not mean that you have
to stop work. The recommendation is that you take
time out from using the screen every one to two
hours. It is stressed that frequent short breaks
are better than occasional longer ones.
If as a result of regular use of display screen
equipment you think you may need an eye test,
you should contact your Blue Arrow branch before
taking any test. Blue Arrow will provide a voucher
for the cost of an eye test and contribute towards
the cost of glasses, provided they are required
for use with display screen equipment.
Blue Arrow’s decision on whether you are
a regular display screen user is final.
Manual Handling 
Keep long hair tucked under a cap or tied back.

Do not distract other people who are
There’s a correct way to pick up heavy
using machines.
weights - be kind to your back.

Inform your supervisor if any machine
Manual handling regulations cover the tasks
is not working properly.
involving supporting or transporting loads by physical
human effort. You should familiarise yourself with
good handling techniques as hazards are not only Hand Tools
presented by heavy loads. There is no particular
To avoid accidents with hand tools follow
maximum weight specified in the regulations,
the basic safety rules:
which recognise the fact that whilst weight is
evidently a significant factor, there are other 
Use the right tool for the job.
considerations of equal importance. 
Make sure that it is in good condition.

Use it in the correct way.
You should think about the following points
if you have to do any lifting: 
Do not use tools you have
not been trained for.

Plan the lift. What is the best way to get the
load from A to B? 
Report worn and broken tools.

Ensure you are balanced properly for lifting
by positioning the feet apart. Safety Signs

Adopt a good posture, bend the knees using Safety signs must comply with strict requirements
them to lift, and keep the back straight. on their shape and colour.

Get a firm grip on the load. There are four types of safety signs

Keep the load close to your body.

Lift smoothly trying not to jerk.
1. Information.

Do not twist your body when turning to the side.
White on Green background

Put the load down before adjusting it to the
desired position.
2. Prohibition.
Machinery Red on White background
The 5 main types of danger from machines are:
1. Traps
3. Warning.
2. Entanglement
Black on Yellow background
3. Contact
4. Ejection
5. Impact 4. Mandatory.
Blue on White background
To minimise risk:

Operate only machines you have been trained
and authorised to use. Always ensure you understand and observe
any safety signs displayed.

Make sure you can reach the controls easily
and know how to stop the machine.

Safety guards fitted to machines must be used.

Wait until a machine has stopped and has been
switched off before you clean and clear it.

Beware dangling jewellery or loose clothing
which could get caught in moving parts.
21
Control of Substances Hazardous
to Health Regulations (2002)
What is COSHH?
COSHH stands for the Control of Substances
Hazardous to Health Regulations (2002). It exists
to ensure that both employers and employees do
all they can in a workplace to minimise people’s
exposure to hazardous substances and work
in ways that are safe.
This means that all hazardous substances need
to be identified and precautions need to be taken
to ensure that workers know how to use and handle
them safely.
The importance of controlling hazardous substances
cannot be overstated. In 2012/13, around 35,000
workers reported that they had breathing or lung
problems caused by work, and the most common
type of reported skin disease was contact dermatitis.
And it’s estimated that around 13,000 deaths
occur each year due to occupational lung disease
and cancer - fatal conditions that will have developed
over a prolonged period of exposure to dusts
and chemicals at work.
As an employee you can prevent statistics like this
from increasing. If you fulfil your workplace duties,
you can prevent dangerous levels of exposure
and meet COSHH requirements.
What is a Hazardous Substance?
Simply put, a hazardous substance is any mixture
or substance that is toxic, irritant, or corrosive -
whether it’s a liquid, gas, vapour, fume, or dust.
They cause harm to the body via routes of entry:
By coming into contact with skin or eyes.
By being inhaled.
By being ingested through the mouth.
By entering the body through cuts or punctures
in the skin.
Although there are certain industries that will be at
greater risk, hazardous substances could exist in
any workplace. They are often used directly in work
activities, produced by work activities, or already
present in your workplace’s premises.
22
Examples of hazardous substances include:
Chemicals, e.g. cleaning chemicals or bleach.
Fumes, e.g. from paint or vehicles that exhaust.
Gases, e.g. ammonia from refrigerators.
Dusts and powder, e.g. from flour.
It’s worth noting that even seemingly innocent
substances can be harmful, and that includes natural
materials like wood dust or flour.
While many hazardous substances can cause
immediate harm, such as a corrosive liquid being
spilled onto someone’s skin, the main danger posed
by hazardous substances is prolonged exposure.
For example, if someone is in the presence of or
uses a dangerous chemical for a long time, they
could develop breathing difficulties or skin conditions.
Examples of ill-health caused by hazardous
substances includes:
Occupational asthma.
Occupational dermatitis.
Occupational cancers.
Skin irritation.
Infection from bacteria.
Injury or death as a result of exposure
to toxic fumes.
Employee Responsibilities under COSHH
Employee responsibilities within the COSHH
(Control of Substances Hazardous to Health)
Regulations of 2002 include:
Making use of control measures
and facilities provided by the employer.
Ensuring equipment is returned
and stored properly.
Reporting defects/insufficiencies
in control measures.
Wearing and storing personal protective
equipment (PPE).
Removing PPE that could cause contamination
before eating or drinking.
Making proper use of washing, showering
and bathing facilities when required.
Maintaining a high level of personal hygiene.
Complying with any information,
instruction or training that is provided.
COSHH Regulations
From 2015, however, new European regulations
have been phasing out the symbols you’re familiar
with and replacing them with new ‘harmonised’
classifications for global usage.
This system was made by the United Nations
in 1992, and it intends to make all packaging
symbols conform to an internationally agreed criteria
(all United Nations countries must conform to it).
If you work with hazardous chemicals you need
to know what these new symbols mean.
These symbols come with a signal word on the
packaging, either ‘danger’ or ‘warning’ to help
alert you to the level of hazard you face.
Explosives Flammable Oxidising
Gases Under Corrosive Toxic
Pressure
Caution Environmental Long Term
Hazards Hazards
Special Notes for Food
Production Assignments

Hands must be washed frequently, especially
after using the toilet, after breaks, before starting
work and between tasks. Cuts and sores must be
covered. Nails must be short and unvarnished.
Acrylic false nails are not acceptable.
Hair must be clean and neat. If long it must
always be tied back and secured under
protective headwear when working in
a food preparation or service area.

Jewellery: with the exception of plain wedding
rings and plain stud earrings, should not be
worn while on duty.

Personal hygiene: please take care with
personal freshness. Frequent washing and
the use of deodorants are recommended.
Ensure that your uniform is clean and fresh.

Sickness: never cough or sneeze near food.
A clean handkerchief or tissue should be used
to contain the cough or sneeze, which should
then be disposed of immediately. Hands must
then be washed.
Flexible Employees must inform their Blue Arrow
branch immediately if they are suffering from any
of the following conditions: food poisoning; typhoid/
paratyphoid; dysentery; hepatitis; influenza; ear or
throat infection; stomach upset; open sores; eczema.
Please note that under no circumstances should you
work in a catering environment whilst suffering from
any of these ailments.
Special Notes for
Driving Assignments

Always observe the requirements of the
EU Driving Hours and Working Time (Road
Transport) Regulations. If you are in any doubt
please contact your Blue Arrow branch.

Always observe the relevant legislation including
the Road Traffic acts and Highway Code.

Ensure that the load is secure. It is your
responsibility as the driver even if the vehicle
has been loaded by someone else.

Check that the vehicle has not been overloaded
in both gross weight and individual axles.
If you feel that it has, ask the Transport/
Traffic Manager for permission to proceed
to a weighbridge.
23
 
Ensure that the load is evenly distributed,
particularly after partial unloading.

Always complete sufficient checks on the
vehicle to ensure its roadworthiness before
leaving the premises.

Make sure that the Client is informed of any
defects and they are entered in the Defect
Report Book.

Ensure that you know how to operate all
vehicle equipment before starting your journey.
If you have any doubts contact the Client.
Special Notes for
Catering Assignments
The following are common major hazards:

Floors, steps and stairs throughout,
particularly if wet.

Dangerous machines, including slicers,
mincers, mixers, food processors
and waste disposal units.

Manual handling hazards, particularly movement
of hot pans and food stocks. Large cooking pots,
containing hot liquid, must not be carried across
the kitchen; a safe system of decanting should
be implemented.

Storage, use and disposal of cleaning products
and pest control baits.

Storage and use of knives and other sharp
work equipment.

Electrical installation to equipment.

Access and egress to cold rooms and freezers.

Access to shelving in stores and kitchen area.

Work with hot equipment, including ovens,
bain maries and stills or hot water boilers,
fryers and solid tops.

Use of barbecue equipment with respect
to position near flammable materials,
use of gas cylinders and risk of burns
to public or catering staff.
24
It is recognised that the use of hot equipment
and liquids, including steam, hot or boiling water,
frying oil and the food itself, is an essential part
of the catering environment and the hazards can
never be entirely eliminated.
The nature of the catering environment is such
that cuts are one of the most common occupational
hazards in the kitchen. It is essential that cuts are
minimised, by ensuring that all staff, particularly the
less experienced staff, are aware of the hazards
and take appropriate precautions to minimise
injury to themselves and others.
There is risk of injury when carrying out cleaning of
stainless steel equipment, particularly when cleaning
sharp underside surfaces or recesses etc. Staff must
use common sense when carrying out such cleaning
and use personal protective equipment if provided.
Key measures include:

Correct knife training and procedures,
particularly with respect to use and storage.

Staff use the appropriate knife or implement
for the purpose it is intended.

Adequate supervision must be given to all
staff and particularly those under training
as young persons.

Care must be taken when opening tins,
with appropriate safeguards and equipment
being used.

Care must be taken when opening food
packages, particularly when handling wire
staples etc. All such packaging must be
disposed of appropriately.

Care must be taken when cutting cling film
and using mandolins.

Any breakages, including glass jars, bottles,
bowls or dishes or other equipment, must be
immediately and properly cleared away in
a common sense manner, so as to reduce
the risk of injury to yourself or third parties -
disposed of in a rigid container not a plastic bag.

Care must be taken when using sinks,
when washing up and also removing sharp
or broken items from dishwashers.

No one must intentionally interfere with
equipment or guarding provided to promote
health and safety.
Terms of Employment Between
Blue Arrow Limited (“The Company”)

and:............................................................ NI Number: ................................................

Job Role: ...................................................

You are employed by the Company as one of its Flexible Employees and will be assigned by it to provide
services to the Company’s Clients from time to time. This document gives details of the terms and conditions
upon which you are employed by the Company, as at the date of your first assignment. It contains the initial
employment particulars required by the Employment Rights Act 1996 s1 or Employment Rights Order
(Northern Ireland) 1996 as applicable. Further relevant provisions are included in the Flexible Employee
Handbook (a copy of which is issued with this document). Your terms and conditions of employment are
contained in the application form completed by you, this document and in the Flexible Employee Handbook
except where it is stated therein that certain provisions are not contractual. Those documents constitute the
entire contract between you and the Company. There are no collective agreements which affect your terms
and conditions of employment unless you are being employed for driving assignments in which case you
will be provided with details of the workforce agreement in place. Training will not be provided by the Company
unless it is specifically required for an assignment in which case details of any training will be provided to you.

Signed by: ................................................. Dated: / /

for and on behalf of the Company

I acknowledge I have received a copy of this document and the Flexible Employee Handbook (BABA-0420-
FETOE), I have read, understood and agree to be bound by all the terms contained in it. By my signature
hereof I authorise the Company to make deductions from salary or final payments due to me as specified
herein. I confirm that in connection with any rights I may be entitled to under the AWR (“AWR” means the
Agency Workers Regulations 2010 or the Agency Workers Regulations (Northern Ireland) 2011 as applicable)
I have provided the Company with a full and accurate employment history.

Signed by: ................................................. Dated: / /

the Flexible Employee

25
1. In this document the following words shall have
the following meanings:- “assignment” means
the period during which you are assigned by the
Company to work for a Client; “Branch” means
the branch stated above. “Client” means the
person, firm, company or organisation to whom
you are assigned to work; “Line Manager” means
the line manager of the Client to whom you report
on a day to day basis; “WTRT Regulations”
means The Working Time (Road Transport)
Regulations 2005 or The Road Transport
(Working Time) Regulations (Northern Ireland)
2005 as applicable.
2. The Company undertakes at all times during
the currency of this contract to use reasonable
endeavours to allocate you to suitable
assignments and as a minimum guarantees that
you will be offered at least 336 hours of work on
assignment over the course of any full 12 month
period (commencing on the start date of your
continuous employment) paid at a rate at least
equivalent to the then current National Minimum
Wage. For part-time Flexible Employees the
guarantee shall be pro rata based upon full time
work of 35 hours per week. For the avoidance
of doubt there is no entitlement to any particular
number of hours of work on assignment in any
particular period shorter than 12 months. The
provisions of the Apportionment Act 1870 shall
not apply to this contract. Save as provided for
herein, the Company does not guarantee that
there will always be a suitable assignment to
which you can be allocated. You acknowledge
that there may be periods when no work is
available for you. In such circumstances the
Company has no obligation to pay you when you
are not carrying out work or not on assignment.
You are obliged to work when required by the
Company. If you do not work when required
to do so by the Company, without good cause,
the Company shall be entitled to terminate
your employment with immediate effect.
Confirmation of your employment is subject
to your completion of a probationary period
of 9 months.
26
If the Company is dissatisfied with your
performance, attendance or conduct during
the probationary period you may be dismissed
from the Company with 1 weeks’ notice. The
Company may extend your probationary period
for the better assessment of your performance.
The probationary period will count as part of
your continuous service.
3. The Company will assign you from time to time
to carry out work for Clients. In doing so you
agree to work under the direction of the Client
at the premises where you are assigned to
work from time to time and to carry out those
duties in a loyal and trustworthy manner. Whilst
employed by the Company you must comply
with all the Company’s reasonable instructions,
rules, regulations and policies from time to time
in force. It is your responsibility to ensure you
are familiar with the Company policies which are
available from the Branch. You are obliged to
comply with any rules or instructions which the
Client may request you to observe whilst working
on any premises to which you may be assigned
by the Company.
4. You agree that you may be transferred to a new
assignment at any time, without restriction to
location or Client, as directed by the Company.
Further you agree that the Company may
terminate an assignment at any time without prior
notice, reason or liability. If you wish to terminate
an assignment you must give the Company one
weeks notice. Termination of an assignment
is not termination of your employment by the
Company or by you and does not affect the
continuity of your employment.
5. You are employed by the Company under
a contract of service. The Company undertakes
to pay you in respect of work done by you,
whether or not the Company is paid by its Client
in respect of that work. The Company is acting
in relation to you as an employment business as
defined by the Employment Agencies Act 1973
and is prohibited (by s 13(1)(a)) of the Act from
charging you a fee in relation to the work-finding
services provided to you.
6. Your assigned days and hours of work
are variable and will vary according to the
requirements of the Client. It is a condition
of your employment that you work flexibly
in accordance with these requirements.
The Company will give you as much advance
notice as is reasonably practicable of the
hours you will be required to work.
7. Your period of continuous employment with the
Company will commence on the date of your
first assignment after the date of signing this
document. No employment with a previous
employer counts as part of your period of
continuous employment with the Company. Any
contract of employment or engagement which
was previously issued to you by the Company
will cease to have any effect on the date upon
which you commence work under this contract.
This document will supersede any previous
contract, whether of employment or for services.
8. Whilst on assignment you will be entitled to
be paid for the hours that you work. Payment
will be made weekly in arrears directly into your
bank account subject to deduction of tax and
national insurance in respect of hours worked
in the preceding week.
9. Your rate of pay will at all times be no less than
the National Minimum / Living Wage currently in
force per hour worked. Enhanced rates may be
applicable during specific assignments. Rates of
pay may differ from one assignment to another
and you will be notified in advance of the specific
rate applicable for each particular assignment.
You will be provided with such information at the
beginning of each assignment. Where overtime
rates are applicable you will be notified of this
at the start of any assignment.
10. You agree the Company may deduct from your
remuneration any sums due from you to the
Company including, without limitation, your
pension contributions (if any), any overpayments,
loans or advances made to you by the Company,
holiday pay as provided for in Clause 17,
driving-related penalties or fine as provided for
in Clause 12 and any cost of laundering, repair
or replacement deposit or loss to the Company
in respect of the provision of any personal
protective equipment, uniform or other work
wear or any tools or equipment.
11. Unless agreed in writing with the Company,
neither the Company nor the Client shall be
responsible for your expenses.
12. You have the option, by signing the attached opt
out form, to agree to work hours which exceed
the maximum average weekly working time
limit of 48 hours imposed by the Working Time
Regulations 1998 or Working Time Regulations
(Northern Ireland) 1998 as applicable.
You may withdraw your agreement on giving
to the Company 3 months prior written notice.
Where you are employed as a driver, you confirm
you are aware of your obligations under the
WTRT Regulations accurately to record periods
of availability, working time and periods of night
work as defined by the WTRT Regulations and
not to exceed the maximum number of hours
permitted. You undertake to inform the Company
of the number of hours you work either through
the Company, on your own account or for any
third party during any relevant reference period.
You undertake to indemnify the Company against
any driving related fines and/or penalties for
which you are responsible.
13. You will be required to work at various places
as the Company may direct from time to time.
The Company may change your place of work
by giving you such notice as is reasonably
practicable in the circumstances. The address
of the Company for purposes related to your
employment is the Branch.
14. If you wish to terminate your employment, you
must give the Company one weeks notice in
writing. Notice is deemed to be received on
at the time and date when the Company is in
receipt of such notice. When your employment
terminates, if you have taken more holidays
than you have accrued in terms of the statutory
holiday entitlement for that holiday year,
you will be required to pay to the Company
the appropriate holiday pay for each day’s
holiday that you have taken in excess of
your accrued statutory entitlement.
15. Subject to Clause 2 above, the Company must
give you whichever is greatest of the following
periods of prior written notice to terminate your
employment; (i) immediate notice if you have
been continuously employed for less than one
month;(ii) two weeks’ notice if you have been
continuously employed for one month or more
but less than two years; or (iii) three weeks’
notice if you have been continuously employed
for two years or more but less than three
years with an additional week’s notice for
every year of continuous employment
thereafter up to a maximum of 13
weeks’ notice for 12 or more years
of continuous employment.
27
 
The effective date of the notice will depend on
how the notice is issued to you. If you are given
notice by hand then notice will be effective
immediately, If by letter via email, notice is
effective 24 hours after the email is sent, If by
letter sent by messenger or recorded delivery,
notice is effective 48 hours after the letter has
been posed, based on the post mark. There is
no guarantee that work will be available during
any notice period.
16. 
When you are not on assignment you are obliged
to contact the Company regularly to confirm your
availability to undertake further assignments. In
the event that you fail to contact the Company
for any continuous period of four weeks following
the end of your last assignment you expressly
agree that the Company may choose to treat this
as your notice of termination of your employment
with immediate effect.
17. Your entitlement to holidays and holiday pay is
as detailed in the Flexible Employee Handbook.
18. If you are absent from work for any reason
you must inform your Branch prior to the
commencement of your agreed start time on
your first day of absence and on any subsequent
date of absence and in the case of sickness
absence you must comply with the Company’s
Sickness Absence Policy. Any absence due to
sickness, injury or accident, should be covered
by a self-certification form and any sickness
that continues for more than 7 consecutive days
(including weekends), must be covered with
a medical certificate to cover that absence.
If you remain absent from work, you must
produce a medical certificate within 14 days
to cover the entire period while you are absent.
The medical certificate must state the reason
for the absence. If you do not follow these
requirements, you may lose your entitlement
to Statutory Sick Pay (“SSP”) and may also
be subject to disciplinary action in accordance
with the Company’s disciplinary policy.
28
If you are absent from work due to sickness,
injury or accident, and you comply with the
requirements in this clause and your earnings are
sufficient to trigger entitlement, you will be paid
SSP in accordance with the relevant legislation
from time to time. The Company reserves
the right to require you to undergo a medical
examination conducted by a doctor nominated
by the Company, at the Company’s expense.
19. 
You may be eligible to take the following types
of paid or unpaid leave, subject to any statutory
eligibility requirements in force from time to time:

Statutory maternity leave;
Statutory paternity leave;
Statutory adoption leave;
Shared parental leave;
Parental leave;
Parental bereavement leave;
Further details of such leave and pay
during such leave is detailed in the Flexible
Employee Handbook.
20. The Company operates pension schemes
for its workers. You may be entitled to become
a member of one of the schemes. Depending
on your circumstances, enrolment as a member
may be automatic. Further details can be
found in the Flexible Employee Handbook.
A contracting-out certificate under the Pension
Schemes Act 1993 is not in force in respect
of your employment.
21. You agree that whilst on assignment to a Client,
any right, title and interest in any idea, concept,
technique, invention, design or computer
programs and the like (“Intellectual Property
Rights”) you develop or acquire belong solely
to the Client. You further agree that you will
do all that is necessary to vest the Intellectual
Property Rights in the Client at their request.
You will not at any time divulge to any person,
nor use for your own or any other person’s
benefit, any confidential information in relation to
the Client or the Company or in relation to any
of their employees, business affairs, transactions
or finances which you may acquire during the
currency of your employment with the Company.
This clause applies both while you are employed
by the Company, and after your employment
with the Company terminates.
22. Under the provisions of applicable data
protection law (as may be amended, replaced
or superseded from time to time) including
the General Data Protection Regulation (EU)
2016/679, (the “GDPR”) and the Data Protection
Act 2018, the Company, will collect and process
personal data from you, which may include
sensitive personal data (“Personal Data”),
on the basis that the processing is necessary
for the performance of the employment contract
with you, on the basis of legal obligations
imposed on the parties and/or on the basis that
the processing is necessary on the grounds of
the legitimate interest of the parties including
for the purpose of carrying out its business of
supplying temporary workers to Clients and
in order to find you suitable assignments.
You agree that you have received and read
a copy of the Impellam Group plc’s Privacy
Notice (attached) which is also available on
the Blue Arrow website and you have received
a copy of the Impellam Group plc’s Consent
Form (attached), which you may complete
at your discretion.
“Processing” includes anything that can be done
with or in relation to data. It includes obtaining,
recording, holding the data and carrying out
operations on the data including organising,
erasing or disclosing.
“Sensitive personal data” includes, but is not
limited to, medical information for the purpose
of your employment and fitness to carry out your
duties and data regarding sex, marital status,
race, ethnic origin or disability for the purpose
of monitoring to ensure equality of opportunity
within the Company.
You acknowledge that you may have access
to personal and sensitive data during your
employment with the Company relating to other
employees and you agree to comply with the
Company’s data protection policy at all times.
23. The disciplinary rules and grievance policy
which apply to you are contained in the Flexible
Employee Handbook. If you have a grievance
about your employment, you are entitled to raise
a complaint in accordance with the Company’s
grievance policy. All grievances must be directed
to the Company via Employee Relations at:
Blue Arrow Ltd, 800 The Boulevard, Capability
Green, Luton, Beds, LU1 3BA or by e-mail to
employeerelations@bluearrow.co.uk and must
not be directed to the Client. The grievance
and disciplinary procedures are not contractually
binding on the Company. The Company may
alter them, or omit any or all of their stages,
where it considers it appropriate.
24. During the course of an assignment, telephone
calls (or portions of telephone calls) may be
monitored and/or recorded for quality control,
customer service, employee training, security
and other lawful purposes by the Client. In
addition the Client may monitor the use you
make of e-mail and the internet. You hereby
consent and agree to such monitoring and
recording. Your consent shall continue in effect
and need not be confirmed prior to, or during
such monitoring or recording. You further agree
to comply with all specific security requirements
of the Client including where applicable
consenting to the Client or the Company
on behalf of the Client conducting Criminal
Records Bureau checks, credit checks
or personal searches.
25. 
The Company may provide additional services
to you for which it may charge you a fee. You
are under no obligation to accept an additional
service, however should you choose to accept,
you hereby authorise the Company to deduct
from any weekly pay due to you the applicable
fee. On the first occasion of the Company
providing you with an additional service, the
Company will provide you with a description of
such additional service including notifying you
about: the amount of the applicable fee and the
identity of who the applicable fee is to be paid to.
You may cancel or withdraw from any additional
service at any time by giving the Company five
days prior written notice.
26. The Company reserves the right to amend your
terms and conditions of employment in writing.
You will be given not less than one month’s
written notice of any significant changes.
You will be deemed to have accepted those
changes unless you notify the Company
of any objection in writing before the
expiry of the notice period.
29
10 Point Promise - Candidates

To pay you on
To treat you fairly.
time and correctly.

To listen to what To communicate in

you are looking for. a clear and concise manner.

To keep you up to date

To always treat
with relevant changes
you with respect.
to the law in our industry.

To always try to give To consistently negotiate the

you the work you want. best market rates for you.

To be honest in our To listen and act upon

dealings with you. your concerns.

30
Working Time Regulations
Opt Out Agreement
If you are 18 or over and wish to work more than 48 hours a week, you can choose to opt out
of the 48 hour limit. This is voluntary.
I hereby confirm my agreement to waive the restriction on the 48 hour average weekly working time
as set out in the Working Time Regulations 1998. I understand that this agreement can be terminated
by me giving not less than three months’ written notice to Blue Arrow Limited.

Signed by: ................................................. Dated: / /

the Flexible Employee.

Print Full Name........................................................................................................

31
Privacy Notice
The purpose of this Privacy Notice is to tell you what information the Impellam Group company
(the “Company”), acting as a data controller and as listed in Annex 1, collects from you, how and when
it may be collected and what happens to it. For the purpose of this Privacy Policy, “we” and “us” refers
to the Company. It applies to the personal data of our Candidates, Suppliers, Clients, website users
and Employees (see below for further explanation of these terms).
Personal Information is any personally identifiable information, such as your email address, name,
home or work address, telephone number, bank details or tax codes, which can directly or indirectly
identify you. We refer to it as “Personal Information” here.

1. What information might we collect about you?

When you interact with us in the different ways described below, we may ask you for the following information:

Candidates 
Personal and contact details (for example your name, email address,
date of birth, gender).

Personal and contact details you give us when subscribing to receive emails,
newsletters or marketing information from us.

During pre-assignment vetting we will request details from you including,
your name, your work history, qualifications, contact details (such as email,
telephone number and home address), your right to work documents, details required
for equality and discrimination legislation checks and your personal preferences,
choices and requirements specific to particular requests or services.

Details of your education, employment history, bank details and national insurance
number, references, right to work and other information you tell us about yourself
(e.g. the information contained within your CV) when you engage with us for the
provision of services.

Information from social media activity (such as likes, shares and tweets)
when you interact with us on social media.

Additional information which you provide voluntarily and/or which we may
ask from you to better understand you and your interests.
We may also collect Sensitive Personal Information about you (including details
of your physical or mental health, racial or ethnic origin, criminal allegations or offences,
trade union membership and/or other Sensitive Personal Information that you may
choose to provide to us voluntarily from time to time.

Impellam - Privacy Notice - May 2019

32 Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
 Suppliers 
Contact details to enable the provision of your services to us and the fulfilment of our
contract obligations, this may include names, email addresses and telephone numbers.

Bank details and any other details required to enable payment for the services supplied.
Clients C
 ontact details or those of individuals at your organisation (such as names,
telephone numbers and email addresses) to enable the provision of services
and to facilitate our relationship with you, including relevant marketing.
Website Users 
Information we collect via cookies or similar technology stored on your device
(find out more about cookies and how we use them in our Cookie Policy.

Your IP address.

Information from social media activity (such as likes, shares and tweets)
when you interact with us on social media.

Information you provide if you report a problem with our website or service.

Additional information which you provide voluntarily and/or which we may
ask from you to better understand you and your interests.
Employees 
Personal and contact details (for example your name, email address,
date of birth, gender).

Personal and contact details of your emergency contact and referees.

During pre-employment vetting we will request details from you including,
your name, your work history, qualifications, contact details (such as email,
telephone number and home address), your right to work documents, details
required for equality and discrimination legislation checks and your personal
preferences, choices and requirements specific to particular requests or services.

Details of your education, employment history, bank details and national insurance
number, references, right to work and other information you tell us about yourself
(e.g. the information contained within your CV).

Information from social media activity (such as likes, shares and tweets) when you
interact with us on social media.

Additional information which you provide voluntarily and/or which we may ask from
you to better understand you and your interests.
We may also collect Sensitive Personal Information about you (including details of
your physical or mental health, racial or ethnic origin, criminal allegations or offences,
trade union membership and/or other Sensitive Personal Information that you may
choose to provide to us voluntarily from time to time.
Referees and 
We require a referee’s contact details (name, email address and telephone number)
Emergency to enable us to confirm certain details provided by the Candidate or prospective
Contacts employee, to facilitate the employment process.

Emergency contact information (a name, email address and telephone number)
is required in case of an emergency where we would need to contact someone
on your behalf.

Impellam - Privacy Notice - May 2019

Impellam Group plc, 800 The Boulevard, Capability Green, 33
Luton, Beds LU1 3BA (Reg No. 6511961)
2. How, when and why do we collect your Personal Information?

Candidates 
How and when do we collect your Personal Information?
We may collect your Personal Information when you apply for a role through us
(or otherwise contact us from time to time) by:

You responding to an advert on a job board or other website;

By you directly contacting our business;

By you filling in an application form in a branch;

When you speak to one of our consultants by telephone; or

Another agency or organisation passes your details to us.
Why do we collect your Personal Information?
We collect and use your Personal Information because it is necessary to obtain
certain details including Personal Information from you in the work-searching process
and it is in our legitimate interests in the course of operating our business, including:

Responding to your queries;

Providing work-finding services and/or information to you;

Transmitting Personal Information between our offices or functions for internal
administrative purposes;

Setting you up on a work assignment with a client;

Hosting and maintaining our websites;

Ensuring network and information security; and/or

Carrying out direct marketing.
However we will only collect, use and handle your Personal Information when:

It is necessary for our legitimate interests in connection with carrying out our
business, as long as, in each case, these interests are in line with applicable
law and your legal rights; and/or

Where you have agreed; and/or

Where this is necessary for legal obligations which apply to us.

Impellam - Privacy Notice - May 2019

34 Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
 Employees How and when do we collect your Personal Information?
We collect your Personal Information when you come to work with us from:

Your application to us; and

The information you provide when you complete the necessary forms required
by our Human Resources team.
Why do we collect your Personal Information?
We collect and use your Personal Information because it is necessary to obtain
certain details including Personal Information from you as part of the employee/
employer relationship.
However we will only collect, use and handle your Personal Information when:

It is necessary for the performance of our contract with you;

Where you have agreed; and/or

Where this is necessary for legal obligations which apply to us.
Suppliers 
How and when do we collect your Personal Information?
and Clients
We may collect your Personal Information when required in the course
of our business relationship with you.

Why do we collect your Personal Information?
We collect and use your Personal Information because it is necessary to obtain
certain details including Personal Information from you:

To offer services to you or to obtain support and services from you;

To perform certain legal obligations;

In the performance of our contract with you;

To help us to target appropriate marketing campaigns;

In transmitting Personal Information between our offices or functions for internal
administrative purposes;

In hosting and maintaining our websites;

In ensuring network and information security; and/or

In carrying out direct marketing.
However we will only collect, use and handle your Personal Information when:

It is necessary for our legitimate interests in connection with carrying out our
business, as long as, in each case, these interests are in line with applicable
law and your legal rights; and/or

Where you have consented;

In the performance of our contract with you; and/or

It is necessary for legal obligations which apply to us.

Impellam - Privacy Notice - May 2019

Impellam Group plc, 800 The Boulevard, Capability Green, 35
Luton, Beds LU1 3BA (Reg No. 6511961)
3. How we use the Personal Information that you provide to us

General Where necessary and appropriate for our business purposes and also in accordance
with regulatory requirements, and where if required we have an appropriate processing
agreement in place, we may use your personal data for:
The performance of our contracts with clients and suppliers;

Third party professional advisers such as lawyers, auditors and accountants and third
party service providers and consultants performing technical services for us (such as
IT support functions, testing and development work and external consultants);

Where necessary in using technology systems and document storage; and

In using marketing services platforms.
Marketing Opt-Out - You can opt-out from receipt of marketing communication at any
time free of charge by using the “unsubscribe” option included in any marketing e-mail
or other marketing material received from us or by contacting optout@impellam.com.
Website Cookies - We use cookies on our website. You can find out which cookies
we use and why by viewing our Cookie Policy.
Candidates We undertake the following processing of your Personal Information on the legal basis
that it is necessary to perform the contract with you and to provide the services we have
agreed to provide to you. Where we have not entered into a contract with you, we may
also carry out this processing because in that pre-contractual stage where we consider
it is necessary in our legitimate business interests in order to deal with requests,
enquiries or comments you have made to us.
Submission of details to clients - If you register to apply for a particular role, request
to be put forward for a role or if you have asked us to put you forward for suitable roles,
we will share some of your personal details including your name, work history and
qualifications with our clients offering potential roles which might be suitable for you.
On-boarding for a work-assignment - If you are offered and accept a work assignment
through us, we will need further Personal Information from you such as NI number, bank
details, emergency contact details and some medical information in order to fulfil our
statutory and contractual obligations to both you and our client.
Reporting to clients and managing timesheets, payroll and work performance -
We sometimes have to prepare reports for clients relating to the services provided
by us for example reports on financial or administrative matters or compliance with
legal requirements. Such reports may contain your Personal Information such as your
name, hours worked and pay rate. In addition we may need to manage submission of
timesheets, payroll services and other Human Resourcing services such as managing
your statutory rights and work appraisals for our clients, all of which would require use
of your Personal Information.

Impellam - Privacy Notice - May 2019

36 Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
 Candidates Other lawfully permitted processing - We may also use any Personal Information
that you provide to us for example to other companies within the Impellam Group
or to employers or any other company who you ask us to approach on your behalf for
work-searching purposes If you choose not to provide Personal Information requested
by us, we may not be able to provide you with the services and/or information you have
requested or otherwise fulfil the purpose(s) for which we have asked for the Personal
Information, including placing you in a work-assignment. We will where possible
anonymise or aggregate such data for reporting purposes.
Pre-Assignment vetting - We undertake Pre-Assignment vetting. We collect your
Personal Information which you provide to us when applying for a role or registering
for our job-finding services to comply with our (and clients’) legal obligations regarding
your right to work and any necessary qualifications for roles. We may also process your
Personal Information for this purpose where we consider it necessary for performance
of the contract with you, or otherwise with your consent.
We undertake the following processing of your Personal Information with your consent.
Marketing - where legally permitted to do so where you have provided us with your
contact details and have agreed to be contacted for marketing purposes, we may contact
you by telephone or by post for marketing purposes relating to our services, our website,
and/or to research opinion on proposed business developments. Your agreement to the
use of your Personal Information for these purposes is optional and if you fail to provide
your agreement, your use of our work-finding services will not be affected.

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Impellam Group plc, 800 The Boulevard, Capability Green, 37
Luton, Beds LU1 3BA (Reg No. 6511961)
4. How and when do we share
information with third parties?
Some services that we provide require the
involvement of third parties. We have carefully
selected these third parties and taken steps to
ensure that your Personal Information is adequately
protected. The third parties may include our clients,
suppliers of IT services, pay-rolling services
or vetting services.
Where we employ third party companies or
individuals to process Personal Information
provided by us on our behalf for business functions,
including (without limitation) IT support, hosting our
data on cloud platforms, legal, accounting, audit,
consulting and other professional service providers
and providers of other services related to our
business. Portions of our services may be provided
by organisations with which we have a contractual
relationship, including subcontractors, accordingly,
your Personal Information may be disclosed to
them. We only provide these organisations with
the information that they need to be able to
perform their services.
We will have in place an agreement with our
service providers which will restrict how they are able
to process your Personal Information.
We may also share your personal information where
we reasonably believe that applicable law or regulation
requires any personal data to be processed, for
example with local tax authorities, immigration
officials or for audit or other investigative purposes
(including in connection with anticipated litigation).
Sharing within the Impellam Group
and to Service Providers
The Personal Information you provide to
us is collected by Impellam Group plc or one
of its subsidiaries as listed at Annex 1 below.
However where we are legally permitted to do
so in accordance with this Privacy Policy,
we may transfer your Personal Information between
and to other functions or offices within the same
corporate group for the purposes set out above.
38
International Transfers of your
Personal Information
We may share your Personal Information with
our subsidiaries or third party service providers
based in the European Economic Area (“EEA”)
who we engage to help us to process the information
that we collect from you as part of our business
function, and/or to host and maintain our CRM
systems, content or services, on our behalf
and in accordance with this Privacy Policy.
Some of our subsidiaries or external third parties are
based outside the EEA so their processing of your
personal data will involve a transfer of data outside
the EEA. Whenever we transfer your personal
data out of the EEA, we ensure a similar degree
of protection is afforded to it by ensuring at least
one of the following safeguards is implemented:

The transfer is to a place that is regarded by the
European Commission as providing adequate
protection for your Personal Information; or

We have put in place appropriate safeguards,
for example by using a contract for the transfer
which contains specific data protection
provisions that have been adopted by the
European Commission or a relevant data
protection authority. You can request
a copy of these contracts by contacting
us at: GDPR@impellam.com; or

Where you have consented to it, or there
is another legal basis to allow us to make
the transfer.
Please contact us if you want further information
on the specific mechanism used by us when
transferring your personal data out of the EEA.
Sharing with other third parties
We may also provide your information to other third
parties such as regulators and law enforcement
agencies, where we are required by law to do so,
where necessary for the purposes of preventing
and detecting fraud, other criminal offences
and/or to ensure network and information security.
Impellam - Privacy Notice - May 2019
Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
5. How long do we store
Personal Information for?
It is our policy to retain your Personal Information
only for the length of time required for the specific
purpose or purposes for which it was collected,
and this is set out in Annex B. However, on occasion
we may be obliged to store some data for a longer
time, for example, where a longer time period is
required by applicable laws. In this case, we will
ensure that your Personal Data will continue to
be treated in accordance with this Privacy Policy.
We support Candidates over many years and
potentially throughout their careers and the reason
for which we retain the Personal Data can be an
ongoing purpose. We also work with Suppliers and
Clients over long periods of time and retain Personal
Data as part of these relationships. If we have not
had meaningful contact with you for an extended
period of time, we will delete Personal Data.
6. Security and Confidentiality
We employ appropriate security measures to help
protect your Personal Information and guard against
access by unauthorised persons. Information storage
is on secure computers in a secure environment,
or in secure, locked storage in the case of hard
copy information. The information is encrypted
wherever possible and we undergo periodic reviews
of our security policies and procedures to ensure
that our systems is secure and protected. However
the transmission of information via the Internet is
not completely secure so we cannot guarantee the
security of your information when it is transmitted
to our website or from third party websites such
as job boards.
We acknowledge that the information you provide
may be confidential. We do not sell, rent, distribute
or otherwise make Personal Information
commercially available to any third party, but we
may share information with our service providers
for the purposes set out in this Privacy Policy.
We will keep your information confidential and
protect it in accordance with our Privacy Policy
and all applicable laws.
Impellam - Privacy Notice - May 2019
Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
7. Your Rights
It is important to us that you are in control of
your own information. As a result, you have the
following controls:
Right of Access: You may request access to
1. 
or copies of the Personal Information that we
hold about you. If you would like to exercise this
right, please contact us at GDPR@impellam.com
or the address below;
Right to Rectification: If you believe
2. 
that any information we have about you is
incorrect or incomplete, please contact us
GDPR@impellam.com as soon as possible.
We will take steps to seek to correct or update
any information if we are satisfied that the
information we hold is inaccurate;
3. R
 ight to Erasure: You may request that your
Personal Information be deleted, where it is no
longer necessary for the purposes for which
it is being processed and provided there is no
other lawful basis for which we may continue to
process such information. If we do delete your
data we will generally assume you would prefer
us to keep a note of your name on our register of
individuals who would not prefer to be contacted
and we do keep a record of names of those
asking for their information to be erased. If you
prefer us not to do this, you are free to say so;
Right to Restrict Processing: You may request
4. 
that we restrict the processing of your data in
certain circumstances, for example if you are
concerned about the accuracy of the data
or how it is being used;
Right to Object to Processing: To the extent
5. 
we are processing your Personal Information
to meet our legitimate interests (as set out
above), you may object to the processing of your
Personal Information by us. If we are unable
to demonstrate our legitimate grounds for that
processing, we will no longer process your
Personal Information for those purposes;
39
 Right to Withdraw Marketing Consent:
6. 
You may withdraw your consent to receiving
marketing contact at any time by emailing
optout@impellam.com;
7. R
 ight of Data Portability: This only applies
to information you have given us. You may have
the right to request we transfer the information
you gave us from one organisation to another
or give it to you;
Right not to be Subject to Automated
8. 
Individual Decision-Making: You have the right
not to be subject to a decision based solely on
automated processing, including profiling, if such
profiling produces a legal effect concerning you
or similarly significantly affects you;
9. R
 ight to Complain: If you are unhappy with
the way that we have handled your data,
you can make a complaint to the Information
Commissioners Office (ICO) which is the UK
authority responsible for data protection. Contact
details are available online, or alternatively please
ask us on GDPR@impellam.com for assistance.
You may also request that we restrict the processing
of your data to that to which you have consented
or for the establishment, exercise or defence of
legal claims or the protection of the rights of another
person, whilst we verify your data as set out in
point 2 above; pending verification of our legitimate
grounds as set out in point 4 above; or if the
processing is unlawful or no longer necessary,
but you wish us to retain your data for the purposes
of establishing, exercising or defending legal claims.
Please contact GDPR@impellam.com and we
will assist you and provide you with all rights to
which you are entitled in relation to your Personal
Information under applicable data protection law.
If you are unhappy with the way that we have
handled your Personal Information, you can make
a complaint to the Information Commissioners
Office (ICO) which is the UK authority responsible
for data protection. Contact details are available
online, or alternatively please ask us on
GDPR@impellam.com for assistance.
40
8 Updates to this Privacy Notice
This Privacy Notice may be updated periodically to
reflect changes in our privacy practices and legal
updates. We will indicate at the top of the notice,
which is posted on our websites, when it was most
recently updated.
CONTACT US
If you have any questions in relation to this Privacy
Policy, or if you would like to contact us to exercise
your rights as stated in this Privacy Policy, you may
contact us at: GDPR@impellam.com or write to:
The Data Protection Officer
Group Legal
Blue Arrow Ltd
800 The Boulevard
Capability Green
Luton
Beds LU1 3BA
Definitions
Candidates: Refers to applicants (and those
subsequently engaged on temporary assignments,
directly or indirectly, by the Company) for any roles
advertised by or through the Company, whether
permanent or temporary positions, whether as
freelancers, contractors, flexible employees
or through third parties including Suppliers;
as well as people who have submitted
a speculative CV to the Company.
Clients: Covers organisations which engage with the
Company for it to provide recruitment or other services.
Employees: Includes employees engaged directly
by Impellam (or who have accepted an offer to be
employed) as well as certain other workers engaged
in the business of providing services to the Company.
This includes Company employees engaged to work
on client premises under the terms of managed
service agreements or equivalent.
Suppliers: Covers supplier companies (including
sole traders), vendors, umbrella companies,
partnerships and limited company contractors
who provide services to the Company including
as sub-contractors. Suppliers should ensure their
employees and workers are made aware of the
provisions of this Privacy Policy as applicable.
Impellam - Privacy Notice - May 2019
Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
Annex 1
Group Companies:
The list below is subject to amendment and update – please check www.impellam.com for the latest list.

European Legal Entity Trading Name (if different)

Bartech Belgium NV
Bartech Europe Ltd
Bartech Germany GmbH
Bartech Italy SRL
Bartech Norway NUF
Blue Arrow Ltd
Carbon60 AG
Carbon60 Limited
Career Teachers Limited
Carlisle Staffing plc Guidant Global; Tate
Celsian Group Limited
Chadwick Nott (Holdings) Limited
Chrysalis Community Care Group Ltd
Comensura Limited
Doctors on Call Ltd
Global Medics Ltd
Guidant Global Belgium NV
Guidant Global Europe Ltd
Guidant Global Germany GmbH;
Guidant Global Italy SRL
Guidant Global Norway NUF
Guidant Global Switzerland AG
Impellam GmbH
Impellam Group plc
Impellam UK Limited
Irish Recruitment Consultants Limited IRC; Guidant Global; Lorien; Carbon60
Litmus Managed Solutions Ltd
Litmus Software Solutions Ltd (Ireland)
Lorien Resourcing Limited
Medacs Global Group Limited (Ireland)
Medacs Global Group Ltd
Medacs Healthcare plc
PRN Recruitment Ltd Fast Response Healthcare
Science Recruitment Group Limited SRG; Synergy
Younifi UK Limited

Impellam - Privacy Notice - May 2019

Impellam Group plc, 800 The Boulevard, Capability Green, 41
Luton, Beds LU1 3BA (Reg No. 6511961)
Annex 2
Retention Periods:

Retention Period (up to)

All Candidates
1. 
6 months: If no contact made.
Candidates with whom we have had no contact
1 year from the later of:

Candidate registration;

All Candidates
2.  
Consent to represent received
Contacted but not placed (for Conduct Regs purposes)
(which is separate from any consent
given for data protection purposes);
Last meaningful contact.
6 years from the later of:
3. T
 emporary Workers

End of last assignment; or
Placed
1 year after last meaningful contact.
2 years from the later of:
4. P
 ermanent Workers

Placement date; or
Placed
1 year after last meaningful contact.
Not hired: 1 year from registration
Our Own Permanent Employees or Direct Hire Temps
5.  or consent if not placed.
Hire: 6 years from end of employment.
6 months: If no contact made; or
All Others
6. 
2 years: from last meaningful contact.

Impellam - Privacy Notice - May 2019

42 Impellam Group plc, 800 The Boulevard, Capability Green,
Luton, Beds LU1 3BA (Reg No. 6511961)
43
Get in touch:
support@bluearrow.co.uk
BABA-0420-FETOE

0800 085 5777

bluearrow.co.uk