- It applies to Information collected by us or provided by you over our Website (including the mobile optimised version of the website accessible from your portable hand-held device) or in any other way (such as over the telephone). It is also intended to assist you in making informed decisions when using our Website our products and services. Please take a minute to read and understand the policy.
- All your personal Information shall be held and used in accordance with the EU General Data Protection Regulation 2016/679 (“GDPR”) and national laws implementing GDPR and any legislation that replaces it in whole or in part and any other legislation relating to the protection of personal data. If you want to know what information we collect and hold about you, or to exercise any of your rights as set out in section 9 below, please write to us at the below address or via email at firstname.lastname@example.org:
Larkfleet Group, Larkfleet House, Falcon Way, Southfields Business Park, Bourne, Lincolnshire, United Kingdom, PE10 0FF
- Larkfleet Limited is the controller of your Information for the purposes of the GDPR and is a company registered under number 03520125.
1. What information do we collect on our website?
When you visit our Website (including the mobile optimised version of the website accessible from your portable hand-held device) you may provide us with personal information such as name, postcode, email address and telephone number. You may provide us with Information in a number of ways:
- by supplying us with the Information as listed above, on an individual basis by subscribing to our email database to receive occasional e-newsletters about current and future developments, offers, news etc. from us and other companies in The Larkfleet Group of Companies;
- by filling in the contact form on our website;
- by corresponding with us by email, in which case we may retain the content of your email messages together with your email address and our responses;
- we may collect Information about your computer, including where available your IP address, operating system, browser type and the geographical location of your computer, for system administration purposes. We may also report aggregate information to our advertisers. This is statistical data about browsing actions and patterns and does not identify you as an individual.
2. How we use your information
We will hold, use and disclose your Information for our legitimate business purposes including:
- to keep you up to date about important changes to our business;
- to direct-market products and services, advise you of news and industry updates, events, promotions and competitions and other information. Before we do so, you will be given an option to opt-in to such communications and an option to unsubscribe will also be provided with each communication;
- to apply profiling technology which analyses our customers’ engagement with our direct marketing communications, activity and interests so that we can send you content that is relevant to you;
- to answer your queries;
- to release Information to regulatory or law enforcement agencies, if we are required or permitted to do so.
3. The legal basis for processing your information
Under GDPR, the main grounds that we rely upon in order to process your Information are the following:
- Necessary for compliance with a legal obligation – we are subject to certain legal requirements which may require us to process your Information. We may also be obliged by law to disclose your Information to a regulatory body or law enforcement agency;
- Necessary for the purposes of legitimate interests – either we, or a third party, will need to process your Information for the purposes of our (or a third party’s) legitimate interests, provided we have established that those interests are not overridden by your rights and freedoms, including your right to have your Information protected. Our legitimate interests include responding to requests and enquiries from you or a third party, optimising our website and customer experience, informing you about our products and services and ensuring that our operations are conducted in an appropriate and efficient manner;
- Consent – in some circumstances, we may ask for your consent to process your Information in a particular way.
4. How we share your Information
In certain circumstances we will share your Information with other parties. Details of those parties are set out below along with the reasons for sharing it.
- Other parties within our group of companies: Your information may be shared with other companies in The Larkfleet Group of Companies.
- Trusted third parties: In order to provide certain services, we will share your information with third party service providers such as marketing agencies and email logistics providers. We will not share your data with any third party where it is not necessary to do so to provide a service to you.
- Regulatory and law enforcement agencies. As noted above, if we receive a request from a regulatory body or law enforcement agency, and if permitted under GDPR and other laws, we may disclose certain personal information to such bodies or agencies.
5. How long we hold your information
We will only retain your Information for as long as is necessary for the purpose or purposes for which we have collected it. The criteria that we use to determine retention periods will be determined by the nature of the data and the purposes for which it is kept. For example, if we receive your Information through a competition entry, we will retain your data for as long as is necessary to administer the competition. If we receive your Information when you apply for a job, we will retain your data for as long as is necessary to process your application and maintain application statistics. We will not directly market to you for longer than three (3) years, unless you consent to receive direct marketing by opting in again before the expiry of that three (3) year period. In certain circumstances, once we have deleted or anonymised your data, we may need to retain parts of it (for example, your email address), in order to comply with our obligations under GDPR or other legislation, or for fraud detection purposes.
6. Your rights relating to your information
You have certain rights in relation to personal information we hold about you. Details of these rights and how to exercise them are set out below. We will require evidence of your identity before we are able to act on your request.
- Right of Access. You have the right at any time to ask us for a copy of the Information about you that we hold, and to confirm the nature of the Information and how it is used. Where we have good reason, and if the GDPR permits, we can refuse your request for a copy of your Information, or certain elements of the request. If we refuse your request or any element of it, we will provide you with our reasons for doing so.
- Right of Correction or Completion. If Information we hold about you is not accurate, or is out of date or incomplete, and requires amendment or correction you have a right to have the data rectified, updated or completed. You can let us know by contacting us at the address or email address set out above.
- Right of Erasure. In certain circumstances, you have the right to request that Information we hold about you is erased e.g. if the Information is no longer necessary for the purposes for which it was collected or processed, or our processing of the Information is based on your consent and there are no other legal grounds on which we may process the Information.
- Right to Object to or Restrict Processing. In certain circumstances, you have the right to object to our processing of your Information by contacting us at the address or email address set out above. For example, if we are processing your Information on the basis of our legitimate interests and there are no compelling legitimate grounds for our processing which override your rights and interests. You also have the right to object to use of your Information for direct marketing purposes. You may also have the right to restrict our use of your Information, such as in circumstances where you have challenged the accuracy of the Information and during the period where we are verifying its accuracy.
- Right of Data Portability. In certain instances, you have a right to receive any Information that we hold about you in a structured, commonly used and machine-readable format. You can ask us to transmit that Information to you or directly to a third-party organisation.
This right exists in respect of Information that:
- you have provided to us previously; and
- is processed by us using automated means.
While we are happy for such requests to be made, we are not able to guarantee technical compatibility with a third-party organisation’s systems. We are also unable to comply with requests that relate to Information of others without their consent.
You can exercise any of the above rights by contacting us at the address or email address set out above. You can exercise your rights free of charge.
Most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.
To the extent that we are processing your Information based on your consent, you have the right to withdraw your consent at any time. You can do this by unsubscribing via the link provided in any direct marketing communication or contacting us at the address or email address set out above.
Similar to other commercial websites, our Website uses a technology called “cookies” and web server logs to collect information about how our Website is used. A cookie is a very small text document, which often includes an anonymous unique identifier. When you visit a website, that site’s computer asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies.
Information gathered through cookies and web server logs may include the date and time of visits, the pages viewed, time spent at our Website, and the websites visited just before and just after our Website.
Cookies, in conjunction with our web server’s log files, allow us to calculate the aggregate number of people visiting our Website and which parts of the website are most popular. This helps us gather feedback so that we can improve our Website and better serve our customers. Cookies do not allow us to gather any personal Information about you and we do not generally store any personal Information that you provided to us in your cookies.
If you are unhappy about our use of your Information, you can contact us at the address or email address above.
WORKPLACE MENTAL WELLBEING POLICY
The need for a workplace mental wellbeing policy
Mental health and stress are associated with many of the leading causes of disease and disability in our society. Promoting and protecting the mental wellbeing of the workforce is important for individuals’ physical health, social wellbeing and productivity and is something the Larkfleet Group of Companies takes very seriously.
Larkfleet recognises that many factors in the workplace influence the mental wellbeing of individual employees, particular departments or organisations as a whole. Understanding and addressing the factors which affect people’s mental wellbeing at work have a wide range of benefits, both for individuals and the organisation.
Mental wellbeing in the workplace is relevant to all employees and everyone can contribute to improved mental wellbeing at work. Addressing workplace mental wellbeing can help strengthen the positive, protective factors of employment, reduce risk factors for mental health and improve general health. It can also help promote the employment of people who have experienced mental health problems and support them once they are at work.
The workplace mental wellbeing policy covers the following aspects of mental health and wellbeing.
Promotion of mental wellbeing
Promoting the mental wellbeing of all staff through:-
- Providing information and raising awareness about mental wellbeing
- Providing opportunities for employees to look after their mental wellbeing
- Promoting policies and practices that promote wellbeing
Developing skills for managers and supervisors to: –
- Promote the mental wellbeing of employees
- Deal with issues around mental health and stress effectively
Providing support to employees thorough: –
- Providing a work environment that promotes and supports mental wellbeing for all employees
- Offering assistance, advice and support to people who experience a mental health problem while in employment
- Support for staff returning to work after a period of absence due to mental health problems.
Helping people get back to work after a period of absence due to mental illness through: –
- Recruitment practices
- Making reasonable adjustments
- Retaining staff who develop a mental health problem
Mental health problems and stress can affect anyone regardless of their position in the organisation. The policy applies to all employees
The implementation of this policy is also supported by other health and safety policies for example, sickness absence, alcohol, drug and substance abuse and bullying and harassment.
Aim of the policy
To create a workplace environment that promotes and mental wellbeing of all employees.
To tackle workplace factors that may negatively affect wellbeing and to develop management skills to promote mental wellbeing and manage mental health problems effectively.
As an employer, we aim to create and promote a workplace environment that supports and promotes the mental wellbeing of all employees. We acknowledge that certain working conditions and practices can negatively affect employees’ mental wellbeing, including aspects of work organisation and management, and environmental and social conditions that have the potential for psychological as well as physical harm.
- Give employees information on and increase their awareness of mental wellbeing.
- Provide opportunities for employees to look after their wellbeing, for example through physical activity, stress-buster activities and social events.
- Offer employees flexible working arrangements that promote their mental well-being
- Give all staff the opportunity to influence how they do their jobs, scope for varying their working conditions as far as possible and opportunities to develop and fully utilise their skills.
- Set employees realistic targets that do not require them to work unreasonable hours
- Ensure all staff have clearly defined job descriptions, objectives and responsibilities and provide them with good management support, appropriate training and adequate resources to do their job.
- Manage conflict effectively and ensure the workplace is free from bullying and harassment, discrimination and racism.
- Establish good two-way communication to ensure staff involvement, particularly during periods of organisational change.
To develop a culture based on trust and mutual respect within the workplace.
As an employer, we aim to create and promote a culture where employees are able to talk openly about their job and mental health problems and to report difficulties without fear of discrimination or reprisal.
- Give non-judgemental and proactive support to individual staff who experience mental health problems
- Deal sympathetically with staff suffering from mental health problems due to circumstances outside the workplace and who consequently find it difficult to do their jobs properly.
- Give new employees a comprehensive induction programme providing an understanding of the organisation, the established policies and procedures and the role they are expected to carry out.
To provide support and assistance for employees experiencing mental health difficulties.
- Ensure individuals suffering from mental health problems are treated fairly and consistently and are not made to feel guilty about their problems.
- Encourage staff to consult their own GP or a counsellor of their choice
- Investigate the contribution of working conditions and other organisational factors to mental ill health and remedy this where possible.
- In cases of long-term sickness absence, put in place, where possible, a graduated return to work.
- Make every effort to identify suitable alternative employment, in full discussion with the employee, where a return to the same job is not possible due to identified risks or other factors.
- Treat all matters relating to individual employees and their mental health problems in the strictest confidence and share on a “need to know” basis only with consent from the individual concerned.
To positively encourage the employment of people who have experienced mental health problems by providing fair and non-discriminatory recruitment and selection procedures.
As an employer, we recognise that people who have or have had mental health problems may have experienced discrimination in recruitment and selection procedures. This may discourage them from seeking employment. While some people will acknowledge their experience of mental health issues openly, others may fear that stigma will jeopardise their chances of getting a job. Given appropriate support, the vast majority of people who have experienced mental health problems continue to work successfully, as do many with ongoing issues.
- Show a positive and enabling attitude to employees and job applicants with mental health issues. This includes having positive statements in recruitment literature
- Ensure that all staff involved in recruitment and selection are briefed on mental health issues and the Disability Discrimination Act, and are trained in appropriate interview skills.
- Make it clear, in any recruitment or occupational health check undertaken, that people who have experienced mental health issues will not be discriminated against and that disclosure of a mental health problem will enable both employee and employer to assess and provide the right level of support or adjustment.
- Do not make assumptions that a person with a mental health problem will be more vulnerable to workplace stress or take more time off than any other employee or job applicant.
- Ensure all line managers have information and training about managing mental health the workplace.
To recognise that workplace stress is a health and safety issue and acknowledge the importance of identifying and reducing workplace stressors.
Policy actions: –
- Identify all workplace stressors and conduct risk assessments to eliminate stress or control the risks from stress. These risk assessments will be regularly reviewed.
- Provide training in good management practices, including those related to health and safety and stress management.
- Allow time for confidential counselling for staff affected by stress caused by either work or external factors.
- Provide adequate resources to enable managers to implement the organisation’s agreed workplace mental wellbeing policy.
Everyone has a responsibility to contribute to making the workplace mental wellbeing policy effective.
Managers have a responsibility to: –
- Monitor the workplace, identify hazards and risks and take steps to eliminate or reduce these as far as is reasonably practicable
- Ensure good communication between management and staff, particularly where there are organisational and procedural changes.
- Assist and support outside work – for example due to bereavement or separation.
- Ensure staff are provided with the resources and training required to carry out their job.
- Monitor working hours and overtime to ensure that staff are not overworking and monitor holidays to ensure that staff are taking their full entitlement.
- In addition, senior management will ensure that staff performing a management or supervisory function have sufficient competence to discharge that function in a manner consistent with the maintenance of mental health in the workplace.
Human resources staff have a responsibility to: –
- Organise training and awareness courses on workplace mental wellbeing in conjunction with suitable experts
- Provide advice and support to employees and managers in relation to this policy.
- Monitor and report on levels of sickness absence which relate to mental problems including stress-related illness (in conjunction with the occupational health service and departmental managers)
Employees have a responsibility to: –
- Raise issues of concern and seek help from their safety representative, line manager, human resources or occupational health department, or use the Employee Assistance Programme if one is provided.
- Accept opportunities for counselling when recommended.
Human Resources and safety staff have a responsibility to: –
- Organise specialist advice and awareness training on mental wellbeing
- Train and support managers in implementing stress risk wellbeing.
- Support individuals who have been off sick with mental health and stress problems and advise them and their management on a planned return to work.
- Refer individuals to specialist agencies as required.
- Monitor and review the effectiveness of measures to promote mental wellbeing.
- Inform the Board of any changes and developments in the field of stress at work.
Safety representatives must be: –
- Meaningfully consulted on any changes to work practices or work design that could precipitate stress
- Able to consult with members on the issue of stress, including conducting workplace surveys
- Involved in the risk assessment process
- Allowed access to collective and anonymous data from human resources
- Able to conduct joint inspections of the workplace at least once every three months to ensure that environmental stressors are properly controlled.
Review and monitoring
The Group Human Resources Director will be responsible for reviewing the workplace mental wellbeing policy and for monitoring how effectively the policy meets its aims and objectives.
Indicators to measure effectiveness: –
- Working hours and patterns
- Staff complaints
- Staff sickness levels
- Staff turnover
- Use of occupational health or counselling services
- The employee survey
- Early retirement through ill health
- Exit interviews
The policy will be reviewed annually to ensure that it remains relevant.