Working from Home Business Policy - Template Form Pro · UK-law

________

HOME WORKING POLICY

DATED ________

Version ________ — Effective from ________

1. ABOUT THIS POLICY

1.1 It is the policy of ________ (a company incorporated in England and Wales with company registration number ________ and registered office at ________) ('we', 'our', 'us', the 'Employer'), including any and all trading names connected with us, to promote a safe, secure, efficient and flexible working environment.

1.2 This policy applies to employees and workers ('you', 'your') when working at an approved remote location ('home working'). It does not apply to other forms of flexible working that we may endorse or offer.

1.3 Home working must provide optimal efficiency and effectiveness. Where, in our reasonable opinion, home working has an adverse effect on our normal operations, we reserve the right (acting reasonably and on reasonable notice) to vary or withdraw your ability to work remotely.

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1.5 The person with overall responsibility for this policy is ________.

2. STATUS OF THIS POLICY

2.1 This policy does not form part of any contract of employment or any other contract for work or services and we may amend, withdraw or replace it at any time.

2.2 We will inform and consult with staff about this policy and about health and safety matters affecting home working.

2.3 Nothing in this policy affects your statutory rights, including the right to request flexible working under section 80F of the Employment Rights Act 1996 and the Flexible Working Regulations 2014.

3. APPLYING TO WORK FROM HOME

3.1 If you are not ordinarily permitted to work from home, you may apply to us in the following way:

________

3.2 Your application should explain why you should be permitted to work from home and include the following:

(a) the date on which the application is made;

(b) confirmation that the application is specifically to allow you to work from home;

(c) when the home working arrangement should begin;

(d) how any impact that home working may have on your work can be managed;

(e) details of any previous flexible working applications or requests made by you; and

(f) whether the application relates to a disability or any protected characteristic within the meaning of the Equality Act 2010.

3.3 Where your application amounts to a statutory request for flexible working, we will deal with it in a reasonable manner and notify you of our decision within the statutory decision period (including any agreed extension), in accordance with the Employment Rights Act 1996 and the Flexible Working Regulations 2014.

4. ELIGIBILITY TO WORK FROM HOME

When considering whether home working is appropriate, we will take into account the following:

(a) the nature of your role and how effectively it can be carried out remotely;

(b) your suitability for home working, including your ability to work independently;

(c) any supervision required for your role and whether this can be carried out effectively on a remote basis;

(d) any supervisory responsibilities you may have and whether you can discharge them remotely;

(e) any possible impact on your colleagues;

(f) any cost implications for us;

(g) any security, confidentiality and data protection issues and whether these can be appropriately managed;

(h) whether your workspace is appropriate;

(i) any insurance requirements; and

(j) any health issues (both mental and physical) relevant from a safety and well-being perspective, including any reasonable adjustments required under the Equality Act 2010.

5. SPECIFIC ISSUES TO BE CONSIDERED

We will consider the following specific issues when assessing the appropriateness of home working and any ongoing arrangements.

5.1 Secure and confidential working space

5.1.1 You must have a safe and secure space in which to keep documents and materials relating to your work, accessible only by you.

5.1.2 You must ensure that your working area is sufficiently private so that non-staff members cannot read or hear your work activities.

5.1.3 You must handle all personal data in accordance with the UK GDPR, the Data Protection Act 2018 and our data protection and information security policies.

5.2 Health and safety

5.2.1 We will continue to fulfil our legal health and safety obligations while you are home working.

5.2.2 As the owner or legal occupier of your residence, you must ensure the safety and security of your home, including all fixtures, fittings, furnishings, electrical wiring and sockets.

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5.2.4 We recognise the possible mental health implications of remote working. You should contact your manager or supervisor if you require additional support or adjustments.

5.3 Equipment needed to work from home

5.3.1 You will need a secure internet connection.

5.3.2 You will be responsible for obtaining the following equipment:

________

5.3.3 We will provide the following equipment:

________

5.3.4 You are responsible for the installation and maintenance of your own personal equipment. Any equipment we provide remains our property and must be returned on request or on termination of your employment.

5.4 Insurance

5.4.1 You should notify your home insurance provider and/or mortgage provider or landlord of your intention to work from home, and check that nothing in your mortgage agreement, lease or insurance prevents you from carrying out your duties from home.

5.4.2 We hold an insurance policy covering equipment provided by us for the purposes of home working. You must not do, or omit to do, anything that may invalidate that insurance.

5.5 Costs and expenses

5.5.1 We will reimburse you for the following expenses reasonably incurred as a result of working from home:

________

5.5.2 You must provide itemised evidence showing the proportion of costs attributable to home working, and we will reimburse those costs in line with our usual expenses policy.

5.5.3 We will not be responsible for general household costs such as water, heating, electricity and lighting, save as expressly provided above.

5.5.4 You may be entitled to tax relief in respect of certain expenses incurred as a result of working from home. Information about this is available on the HM Revenue & Customs website at www.gov.uk.

6. MANAGEMENT OF WORKING FROM HOME

6.1 Working hours

6.1.1 Our core working hours are between ________ and ________. You should complete your contracted hours within this timeframe.

6.1.2 You must take adequate rest breaks in accordance with the Working Time Regulations 1998 and your contract of employment.

6.1.3 You must ensure that you are contactable during ordinary working hours by telephone or email.

6.2 Communication and supervision

You must maintain regular contact with your manager or supervisor and your colleagues while working from home, and in particular you must:

(a) attend meetings (whether in person or remotely) as and when required and remain contactable throughout your working hours;

(b) respond to telephone calls, emails and other communications promptly and within a reasonable time during your working hours; and

(c) inform your manager or supervisor of your progress on tasks and raise any difficulties or concerns at the earliest opportunity.

6.3 Illness

You must follow our ordinary absence reporting procedures if you are unwell and unable to work.

6.4 Attendance on-site

6.4.1 You will be required to attend our premises to carry out certain duties or meetings. You must do this: ________.

6.4.2 We retain the discretion to require you to attend the office on other particular occasions where we reasonably consider this necessary.

7. DATA PROTECTION AND CONFIDENTIALITY

7.1 You must comply at all times with the UK GDPR, the Data Protection Act 2018 and our data protection, information security and confidentiality policies when working from home.

7.2 You must keep all confidential information and personal data secure, must not store or transmit such information other than by means we have approved, and must report any actual or suspected personal data breach to us without undue delay.

8. RESPONSIBILITIES AND GENERAL PRINCIPLES OF HOME WORKING

8.1 Responsibilities of managers

Managers will:

(a) ensure that applications to work from home are dealt with fairly and promptly;

(b) ensure that staff are aware of the expected standard of work and of their specific tasks and responsibilities while working from home;

(c) provide regular feedback to staff regarding their performance and notify them of any necessary improvements; and

(d) regularly review home working arrangements to ensure they remain suitable for individual staff and meet our business needs.

8.2 Responsibilities of staff members

When working from home you must:

(a) abide by the guidelines and provisions contained in this policy;

(b) keep all confidential information secure (including locking all devices when not in use);

(c) work conscientiously and diligently to achieve expected outcomes and goals; and

(d) make yourself aware of, and comply with, all other relevant workplace policies, including the steps you must take to comply with health and safety measures while working from home.

9. BREACH OF THIS POLICY

Any breach of this policy may result in the withdrawal of home working arrangements and/or action under our disciplinary procedure, which in serious cases may include dismissal.

10. REVIEW OF THIS POLICY

10.1 This policy will be reviewed and updated by us from time to time as necessary, and at least every ________.

10.2 This policy was last reviewed on ________ and is governed by the law of England and Wales.

Approved by: ________

Position: ________

Date: ________