Wherever you find yourself on your employee journey with our business, this guidebook is here to help.
We’re proud of what we do here, and fully committed to the highest standards of business and ethical behaviour. Whether that’s compliance with applicable laws and regulations, or company policies, practices and procedures.
And we honestly believe happy employees mean happy clients and candidates. As a member of the Vero team, you’re hugely important to us and central to our success.
The Vero Journey.
Since our inception in 2006, we’ve strived to be the very best we can be. Always challenging ourselves to do things better while helping to shape the ever-evolving screening landscape. Our driving ambition has always been to provide expert knowledge, excellence of service and worldclass employment screening that fits our clients’ needs.
And in 2022 we proudly became part of the Accurate Background family.
Our Brand Behaviours.
Underpinning our high standard and best efforts is our brand. It’s central to everything we do. Internally and externally, it guides how we look, feel and act and delivers consistency and clarity across the business. Our brand is synonymous with our reputation and it’s reflected in:
- The way we treat each other
- How candidates are engaged
- How we gain respect from clients.
Our Commitment to You.
We strive to provide a workplace where all our employees can fulfil their potential in an open and transparent working environment. And we’re committed to maintaining the highest of standards, delivering a fair, respectable and safe workplace for all employees.
Our Employee Guidebook.
We developed this Employee Guidebook to ensure everyone employed by Vero (Leaders, Managers and Employees) knows the principals that guide us in the choices we make and in the way we behave.
If you’ve got questions about any of the content in this Guidebook or how to put it into practice, please reach out to your line manager, Human Resources or a member of Vero’s management team.
Lots of people are involved in creating, operating and maintaining this Guidebook. Our CEO is responsible for review and approval, and our Head of People Services owns, endorses and ensures it’s implemented.
Our Human Resources team drive its implementation, and provide specific advice on its content, ensuring any concerns are identified and addressed.
Our Line Managers ‘live and breathe’ the Guidebook, putting it into practice on a daily basis They’re responsible for providing sufficient oversight to detect and address concerns or breaches.
In leading by example, they help drive a culture of ethical behaviour. They also foster an environment in which those they manage are familiar with the Guidebook and comfortable seeking advice and reporting concerns.
This guidebook encompasses our Brand Behaviours and signposts key policies and procedures throughout. These helpful signposts ensure you know where to find our company policies and procedures, and how to seek further information and guidance if you need any clarification.
As a Vero employee you’re expected to read and refer to this Employee Guidebook on a regular basis, abiding by its principals and associated policies, procedures and standards. When accessing the guidebook for the first time you’ll be asked to complete a short declaration at the end to confirm you have understood Guidebook contents and read the related policies and procedures key to your employment.
You’re also required to complete mandatory e-learning, as and when requested. Our programme of e-learning modules supports, underpins and reinforces our Employee Guidebook and all associated policies and procedures.
All policies and procedures associated with this guidebook can be found in the CezanneHR System, under the ‘My Vero’ workspace. If you can’t find what you’re looking for please email firstname.lastname@example.org
Honesty, Integrity & Accountability.
Our clients, their candidates and everyone we come in contact with, has a right to expect the highest levels of integrity from all our employees at all times.
As a Vero employee, and to ensure we fully meet these expectations, you’re personally responsible for putting our policies into practice, and delivering our services in line with your role within our organisation.
You’re also required to be fully accountable for your actions – complying with legislation, terms and conditions of employment, our Brand Behaviours and other written policies, procedures and guidelines.
Our Brand Behaviours.
Every interaction we have, every conversation or email exchange, is an opportunity to steer our brand and reputation, for better or worse.
Dignity at Work.
Employee Contracts and Letters.
All employees will be provided with a written, easy to understand and legally binding employment statement of written particulars.
This will be issued either on or before their first day of employment to inform them of:
- their contractual rights and obligations
- annual salary or hourly rate of pay
- date salary is paid
- details of paid absence entitlements such as sickness
- annual holiday entitlements
- any other payments they may be entitled to.
You can find your individual terms and conditions of employment in your personal documents section of the CezanneHR system.
Health and Safety.
We’re committed to maintaining a healthy and safe work environment for all our employees.
In particular we’re committed to maintaining safe and healthy working conditions and practices, through the monitoring and control of health and safety risks arising from our work activities.
As part of this commitment we will: provide and maintain safe equipment; ensure the safe handling and use of substances; consult with our staff and provide appropriate information, instruction, training, and supervision; and take steps to prevent accidents and cases of work-related ill health.
We seek to ensure workers don’t exceed reasonable working hours, and ensuring their health isn’t compromised by the workplace.
Full-time workers are contractually obliged to work 37.5 hours per week, and an individual’s working day is normally between 8am and 5.30pm Monday to Friday, with one hour off for lunch each day. Unless otherwise agreed between the employee and Vero, these hours will be normal hours of work.
We don’t expect employees to work hours over and above those set out in their contracts of employment, but we recognise additional hours may be required from time to time.
Additional hours worked will either be accrued as Time Off In Lieu [TOIL] or paid as overtime in accordance with our overtime policy, as in force at the time.
Please refer to your Terms & Conditions of employment as well as our Working Time and Additional Hours policy for further information.
The Working Time & Additional Hours policy can be found in the CezanneHR system, under the ‘My Vero’ workspace (Working Arrangements section).
It’s vital we have a strong commitment to employee health and wellbeing.
- Training, information and guidance on mental health issues to help raise awareness
- Stress Risk Assessments
- Mental Health First Aiders
- Independent Occupational Health services
- Employee Assistance Programme providing 24/7 advice, guidance and counselling
We’ll also ensure non-judgemental support to anyone experiencing a mental health issues by:
- Regular Welfare reviews
- Reviewing how working conditions and organisational policies impact mental health
- Treating those with mental health issues fairly, consistently and without judgement
- Encouraging gradual return to works following absence due to mental health
- Supporting and encouraging the use of ‘Mind’ Wellness Action Plans
If Mental Health issues are affecting you or you are concerned for someone else, please reach out to your Line Manager, a MHFA or email our HR Manager in confidence email@example.com
Compliance, Data Protection & InfoSec.
Information security and data privacy is very much at the heart of our organisation.
We use a ‘privacy by design’ and ‘defence in depth’ approach to security, utilising a combination of people, process and technological controls to mitigate against data loss. Everything we do focuses on maintaining the three principles of the data security triad: Confidentiality, Integrity and Availability.
We’re also an ISO 27001 accredited organisation. Our associated ISO 27001 policies, procedures and technical controls ensure we comply with all legal and regulatory requirements. These documents are publicly available to all employees.
Importantly, information security is key to allowing the safe transfer of data to and from the various data providers we work with. It also protects all the information we hold, performing three crucial roles.
- Maintaining the availability of our systems
- Enabling safe operations
- Protecting the data we collect and process
Safeguarding our Data.
As a UK based organisation we’re subject to the UK General Data Protection Regulation and the Data Protection Act 2018.
To ensure we meet all our legal and contractual obligations, it’s crucial all our employees have a good understanding of and are able to comply with the principles of data protection, particularly in relation to the handling of data subject access requests and Vero’s data breach procedure. There are 7 data protection principles.
- Lawfulness, fairness and transparency
- Purpose limitation
- Data minimisation
- Storage limitation
- Integrity and confidentiality (security)
Compliance, data protection and information security is the ‘golden thread’ at the heart of everything we do.
We want to provide an environment where employees can work to the best of their ability.
We believe everyone in our business should receive the same treatment and respect.
But we’re aware there may be occasions where you have problems or concerns about working conditions or relationships with colleagues.
In such instances, we’re committed to attempting to resolve issues. And we recognise that by working together managers and employees can often resolve such issues at an early stage.
In turn, this can reduce the need for invoking formal procedures. This is achievable by having open and constructive working relationships and a genuine desire by everyone involved to resolve issues.
Not all attempts to resolve issues will be successful. In this case, employees may need to raise a grievance under our Grievance procedure.
We want to provide an environment where employees can work to the best of their ability.
We provide guidance about the standard of behaviour we expect and the rules and procedures that must be followed. Much of this is contained in this document and its associated policies and procedures.
It’s important we deal fairly with employees who are absent from work due to ill health.
This includes both short and long periods, in line with good practice shared by ACAS and ensures we comply with the Equality Act 2010.
Managing Performance Concerns.
We want to foster a culture that encourages and enables our staff to manage and improve their own performance.
Our managers will support employees by being clear about the standards we expect and provide access to training.
You can find our disciplinary, capability and grievance procedures in CezanneHR, under the ‘My Vero’ workspace in the Standards and Conduct section. Our Attendance Management procedure can be found in the Absence and Leave section.’
Environment, Sustainability & Governance.
As well as reducing our own carbon footprint and encouraging employee engagement in climate positive activities, we’ll drive sustainability into our supplier network and proactively engage with local and client communities.
We’ve set up a working group to ensure there’s prominence and focus on ESG initiatives within the business. This working group meets regularly to focus on our ESG action plans, to ensure we meet our current strategic objectives in this area:
- Improve our environmental credentials
- Drive sustainability into our organisational network
- Establish Vero as an Employer of Choice
- Move our business to a carbon negative status
All of the above runs in parallel with ongoing Vero/Green initiatives within our business, which are largely driven through our employee forum
ESG successes so far.
- Established a business energy and waste consumption scorecard
- Achieved carbon offset status for our business
- Established a relationship with a key sustainability partner, Ecologi
- Implemented environmental management standard [ISO 14001]
- Implemented a supplier sustainability policy
- Been awarded an EcoVadis silver medal for sustainability achievement
Complying with our Employee Guidebook.
- Does it violate the law or a company policy?
- Is it inconsistent with the letter and spirit of this guidebook?
- Would I be embarrassed if friends or family knew I did this?
- Could this cause harm to Vero or damage to its reputation?
- Could this cause physical, emotional or other harm to someone?
- Would I be embarrassed if this were reported in a blog or news story?
This Guidebook explains our standards and expected behaviours in a number of key areas.
Many of these standards are a starting point. You may encounter circumstances where we don’t have a policy or guidance document for you to refer to, or you may not be certain that a policy is applicable to the facts in front of you.
If so, ask yourself the questions in the yellow box, to help you make the right choices and do the right things. If you can answer ‘no’ to all of these questions, you’re likely to be on safe ground. If you say ‘yes’ or ‘I’m not sure’ to any of them, you’ll need to seek guidance.
If you’ve got questions about any of the content in this Guidebook, or how to put it into practice, please reach out to your line manager, Human Resources or a member of Vero’s management team.
They can also help with advice and guidance on our brand behaviours and associated policies and procedures.
If you aren’t satisfied with their guidance, ask Human Resources for further clarification. If you become aware of, or suspect, a breach of our standards, professional responsibilities or the law, you must notify your Line Manger promptly.
If you prefer not to go to your Line Manager, or they have not addressed your concern to your satisfaction, you should discuss your concern with Human Resources or to any member of Vero’s Leadership or Senior Management Team.
No exemptions from policies can be granted unless there are exceptional circumstances, or the policy is obviously not applicable. All requests for exemptions must be made in writing to the policy owner who will assess and decide on each request individually, seeking approval from a member of Vero’s Leadership Team. Exemptions must be logged and documented.
If you’re new to the team and need some assistance, get in touch with our Onboarding team: firstname.lastname@example.org
If you have query about your pay, how it’s been calculated or payslip or any deductions, drop an email to email@example.com
Cezanne Workspaces: Here you’ll find our ‘My Vero’ workspace where you can access our company policies and procedures relating to your employment.
Do you have a HR issue, question or query relating to your employment or Cezanne HR? email the HR mailbox: firstname.lastname@example.org
Simplyhealth Sign In: All our employees benefit from Simplyhealth Cash Back Scheme. Register/sign-in to view your policy details, make a claim or access a wide variety of resources.
Easitnetwork: Register to gain access to bus and rail discounts along with other great incentives and discounts to make travelling to work easier, healthier and greener.
If you’re having IT issues, please contact Helpdesk@veroscreening.com
Got concerns about welfare? Whether it’s health, stress or mental health. It could be individual to you or a wider issue you would like to flag. Get in touch with email@example.com and we’ll arrange a confidential chat about your concerns and see how we can better support you.
If you have general feedback, whether it be about operational or wider business issues, ideas and suggestions or if you want to seek clarification on decisions we’ve made, email firstname.lastname@example.org
Thank you for taking the time to read through our Guidebook.
This Guidebook and all related policies and procedures is an important document for all Vero employees. It encompasses our Brand Behaviours and signposts key policies and procedures throughout. As a Vero employee you’re expected to read and refer to this Employee Guidebook on a regular basis, abiding by its principals and associated policies, procedures and standards.
All employees are required to complete the declaration when accessing our Guidebook for the first time.
By completing this form you are confirming you’ve understood our Guidebook contents, read the associated policies and procedures, are clear how to access them and who to reach out to if you have any questions.