Equality, Diversity and Inclusion Policy
Tri-Tech Services is committed to encouraging equality, diversity and inclusion
among our workforce, and eliminating unlawful discrimination.
The aim is for our workforce to be truly representative of all sections of society and our
customers, and for each employee to feel respected and able to give their best.
The organisation - in providing goods and/or services and/or facilities - is also committed
against unlawful discrimination of customers or the public.
Our policy’s purpose
This policy’s purpose is to:
1. Provide equality, fairness and respect for all in our employment, whether temporary, part-
time or full-time
2. Not unlawfully discriminate because of the Equality Act 2010 protected characteristics of:
 age
 disability
 gender reassignment
 marriage and civil partnership
 pregnancy and maternity
 race (including colour, nationality, and ethnic or national origin)
 religion or belief
 sex
 sexual orientation

3. Oppose and avoid all forms of unlawful discrimination. This includes in:
 pay and benefits
 terms and conditions of employment
 dealing with grievances and discipline
 dismissal
 redundancy
 leave for parents
 requests for flexible working
 selection for employment, promotion, training or other developmental opportunities
Our commitments
Site Surveying Services Ltd commits to:

1. Encourage equality, diversity and inclusion in the workplace as they are good practice and
make business sense

2. Create a working environment free of bullying, harassment, victimisation and unlawful
discrimination, promoting dignity and respect for all, and where individual differences and the
contributions of all staff are recognised and valued.
This commitment includes training managers and all other employees about their rights and
responsibilities under the equality, diversity and inclusion policy. Responsibilities include
staff conducting themselves to help the organisation provide equal opportunities in
employment, and prevent bullying, harassment, victimisation and unlawful discrimination.
All staff should understand they, as well as their employer, can be held liable for acts of
bullying, harassment, victimisation and unlawful discrimination, in the course of their
employment, against fellow employees, customers, suppliers and the public

3. Take seriously complaints of bullying, harassment, victimisation and unlawful
discrimination by fellow employees, customers, suppliers, visitors, the public and any others
in the course of the organisation’s work activities.
Such acts will be dealt with as misconduct under the organisation’s grievance and/or
disciplinary procedures, and appropriate action will be taken. Particularly serious complaints
could amount to gross misconduct and lead to dismissal without notice.
Further, sexual harassment may amount to both an employment rights matter and a criminal
matter, such as in sexual assault allegations. In addition, harassment under the Protection
from Harassment Act 1997 – which is not limited to circumstances where harassment relates
to a protected characteristic – is a criminal offence.

4. Make opportunities for training, development and progress available to all staff, who will
be helped and encouraged to develop their full potential, so their talents and resources can
be fully utilised to maximise the efficiency of the organisation.

5. Make decisions concerning staff being based on merit (apart from in any necessary and
limited exemptions and exceptions allowed under the Equality Act).

6. Review employment practices and procedures when necessary to ensure fairness, and
also update them and the policy to take account of changes in the law.

7. Monitor the make-up of the workforce regarding information such as age, sex, ethnic
background, sexual orientation, religion or belief, and disability in encouraging equality,
diversity and inclusion, and in meeting the aims and commitments set out in the equality,
diversity and inclusion policy.

Monitoring will also include assessing how the equality, diversity and inclusion policy, and
any supporting action plan, are working in practice, reviewing them annually, and
considering and taking action to address any issues.
Agreement to follow this policy
The equality, diversity and inclusion policy is fully supported by senior management.

Our disciplinary and grievance procedures
Details of the organisation’s grievance and disciplinary policies and procedures can be found
in the Health and Safety and policy file. This includes with whom an employee should raise a
grievance – usually their line manager.
Use of the organisation’s grievance or disciplinary procedures does not affect an employee’s
right to make a claim to an employment tribunal within three months of the alleged
discrimination.

Date: 01.10.2025 Review Date: 01.10.2026

Commitment to equal opportunities
We are totally committed to the principle of equal opportunities in employment and is opposed to
any form of less favorable treatment or financial reward through direct or indirect discrimination,
harassment, victimization to employees or job applicants on the grounds of age, race, religious
beliefs, political opinions, (spent) criminal convictions, creed, colour, ethnic origin, nationality,
marital/parental status, sex, sexual orientation or disability.
We recognize our obligations under the various Anti-Discrimination Laws including the Age
Discrimination Act, Sex Discrimination Act, The Equal Pay Act, Article 119 of the Treaty of Rome, The
Race Relations Act and The Codes of Practice published by the Equal Opportunities Commission, the
Commission for Racial Equality and the European Commission;
a) For the elimination of discrimination on grounds of age, race, religious beliefs, political opinions,
creed, colour, ethnic origin, nationality, marital/parental status, sex, sexual orientation or disability.
b) For the elimination of discrimination in pay between men and women who do the same work.
c) For the promotion of equal opportunity in employment.
d) For the promotion of equal opportunity in training and advancement.
Employment Practices
It is the duty of all employees to accept their personal responsibility for adhering to the principles of
equal opportunity and maintaining racial harmony. Your employer will actively promote equal
opportunities throughout the organization to ensure that individuals receive treatment that is fair
and equitable and consistent with their relevant aptitudes, potential skills and abilities. Employees
will be recruited and selected, promoted and trained on the basis of an objective criterion. Your
employer recognizes that ageist, sexual, racial and other forms of harassment may cause problems
at work and is committed to ensure that unacceptable behavior does not take place.
Monitoring and Review Arrangements
Your employer will regularly monitor its policies to ensure that your employer pursues an effective
policy of equal opportunity.
Grievance and Disciplinary Procedures
Your employer will ensure that any employee who feels that he or she has been treated unfairly or
subjected to direct or indirect unfair discrimination can raise the matter through the appropriate
grievance procedure when every effort will be made to secure a satisfactory resolution.

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Your employer will ensure that any employee making a complaint of unfair discrimination will be
protected from any victimisation in any form and will continue to treat unfair discriminatory conduct
by any member of staff as a disciplinary offence.

Rehabilitation of Offenders
It is the employer's policy not to discriminate against anyone who has a spent conviction under the
Rehabilitation of Offenders Act 1974. Under that Act it is unlawful to refuse, to engage or to dismiss
on the grounds of a spent conviction. A conviction becomes spent after a period of time that runs
from the start of the sentence. It is the employer's policy to comply with the Act.
Equal Pay
Your employer acknowledges that men and women are entitled to be paid equally without any bias
on the grounds of sex. All reasonable steps will be taken to ensure that male and female staff
receives equal pay for the same work.
Your employer will review existing and future pay policies and structures and continue to monitor
the impact of such policies and structures.
Your employer hopes to minimise the possibility of bias on the grounds of sex arising in its pay
structures and will accordingly fairly pay all its employees, justly rewarding everyone for their
contributions to your employer's continuing success.
Harassment at work
Harassment is unsolicited and unwelcome workplace behavior, which adversely affects the dignity
of the recipient. Where the behavior is motivated by age, race, religious beliefs, political opinions,
(spent) criminal convictions, creed, colour, ethnic origin, nationality, marital/parental status, sex,
sexual orientation or disability it also amounts to infringement of equal employment opportunity.
Your employer is committed to ensuring that no harassment or victimisation at work, whatever the
motivation, is overlooked or condoned. Such behavior can range from extreme forms such as
violence or bullying to less obvious actions like practical jokes and ridiculing colleagues or
subordinates.
Conduct becomes harassment if it persists and it has been made clear that the recipient regards it as
offensive, although a single offensive act can amount to harassment if it is sufficiently serious.
Any form of harassment will be considered a potential disciplinary matter.

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Sexual harassment at work
Sexual harassment is a particular form of harassment. It is conduct at work directed towards an
employee by another employee or group of employees which is of a sexual nature, or which is based
on a person's sex, and which is regarded as unwelcome or offensive to the recipient.
The following are examples, which illustrate the sort of conduct, which may be treated as sexual
harassment. This is not an exhaustive list:
 Unwanted physical contact, or conduct, which is intimidatory, or physically or verbally
abusive. Harassment can also be non-verbal, for example, staring or gestures.
 Suggestions that sexual favors may further a person's career, or that refusal may hinder it.
 Sexual advances, propositions, suggestions or pressure for sexual activity at or outside work.
 Derogatory or demeaning remarks based on gender, or the display of sexually explicit
material in the workplace.
Sexual harassment is a form of denial of equal employment opportunity that has the effect of
insulting and demeaning the employee who is harassed.
Racial Discrimination
Racial harassment is a particular form of harassment. It is conduct at work directed towards an
employee by another employee or group of employees which is of a racial nature, or which is based
on a person's race, colour or origins, and which is regarded as unwelcome or offensive to the
recipient.
The following are examples that illustrate the sort of conduct, which may be treated as racial
harassment. This is not an exhaustive list:
 Jokes about race.
 Offensive names used.
 References to people by offensive racist descriptions.
 Verbal or physical abuse because of a person's race or colour.
 Detrimental behavior because of a person's race.
 Denial of opportunity because of race.
Age Discrimination
Age discrimination may occur in employment when someone (an employer or an employee) treats a
person "less favorably" (than other employees) due to that person's age, resulting in unfair
treatment of that person. This may affect anybody regardless of how old they are.
You can discriminate Indirectly or Directly.

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Indirect discrimination means having a policy or practice which puts certain people at a disadvantage
(because of their age), compared with other people.
This includes practices which appear to be neutral but have an unequal impact on different age
groups Indirect discrimination is unlawful unless the employer can justify it.
Direct discrimination is where a person is or would be treated less favourably than another on the
grounds of his or her age (or the age that they appear to be).
Examples of actions that may be discriminatory are:
 Requiring older workers to have medicals.
 Advertising for "young and dynamic" people or (conversely) stating that position would suit
"an elderly or retired person"
 Requesting a person’s age on a job application form (unless age was a "Genuine
Occupational Qualification")
 Excluding older employees from opportunities for training (unless they are close to
retirement)
 Advertising for somebody with a minimum of "10 years experience" where this cannot be
objectively justified.
Discrimination can also take place where a person is harassed or victimised because of their age or
because they have taken some action (or intend to do so) relative to this legislation.
Harassment may include persistent comments such as "he is too wet behind the ears to know
anything about this work" or "he is too old for this sort of thing"
Dealing With Harassment
A situation of harassment may be resolved informally, by talking directly to the person who is
responsible for the harassment. However if you believe you are the subject of harassment you
should make a formal complaint to your manager or if the complaint is about your manager to the
next level of management.
Depending on the seriousness of the allegation, the alleged harasser may be suspended on full pay
while the matter is being investigated under your employer's disciplinary procedures.
A formal complaint of any form of harassment will be fully investigated. The alleged harasser will be
informed of the complaint, and we will endeavor to ensure that a worker of the same sex as the
complainant conducts investigation where the complaint concerns sexual harassment. If relevant, as
part of the investigative process, witnesses will be interviewed.
Depending on the seriousness of the allegation, the alleged harasser may be suspended on full pay
while the matter is being investigated under your employer's disciplinary procedures.
As far as possible confidentiality will be maintained throughout the investigative process. Neither
complainant nor alleged harasser will be victimised in any way. However, the making of a malicious
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complaint, which you know to be false, may itself result in disciplinary action against you because it
could be regarded as misconduct.
Where an employee is found to have harassed another employee your employer will decide the
appropriate action (if any) in the light of all the evidence.
Such action may include disciplinary action, dismissal (in serious or repeat cases), a job transfer, or
counselling.
The aim throughout is to resolve the complaint of harassment sensitively, impartially, effectively and
quickly.
Where a harasser is retained in employment, your employer will monitor the situation to ensure that
the harassment has stopped. It is a disciplinary offence to victimise or retaliate against an employee,
who has, in good faith, made, supported or assisted in the making of a complaint of harassment.
There will be no victimisation of any employee for making or supporting or assisting a complaint of
harassment - even if the complaint is not upheld - provided the action was taken in good faith.

1. Data protection principles
The company is committed to processing data in accordance with its responsibilities under
the GDPR.
Article 5 of the GDPR requires that personal data shall be:
a. processed lawfully, fairly and in a transparent manner in relation to individuals;
b. collected for specified, explicit and legitimate purposes and not further processed in
a manner that is incompatible with those purposes; further processing for archiving
purposes in the public interest, scientific or historical research purposes or
statistical purposes shall not be considered to be incompatible with the initial
purposes;
c. adequate, relevant and limited to what is necessary in relation to the purposes for
which they are processed;
d. accurate and, where necessary, kept up to date; every reasonable step must be
taken to ensure that personal data that are inaccurate, having regard to the
purposes for which they are processed, are erased or rectified without delay;
e. kept in a form which permits identification of data subjects for no longer than is
necessary for the purposes for which the personal data are processed; personal
data may be stored for longer periods insofar as the personal data will be processed
solely for archiving purposes in the public interest, scientific or historical research

purposes or statistical purposes subject to implementation of the appropriate
technical and organisational measures required by the GDPR in order to safeguard
the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data,
including protection against unauthorised or unlawful processing and against
accidental loss, destruction or damage, using appropriate technical or
organisational measures.”
2. General provisions
a. This policy applies to all personal data processed by the company.
b. The Responsible Person shall take responsibility for the companies ongoing
compliance with this policy.
c. This policy shall be reviewed at least annually.
d. The company shall register with the Information Commissioner’s Office as an
organisation that processes personal data.
3. Lawful, fair and transparent processing
a. To ensure its processing of data is lawful, fair and transparent, the company shall
maintain a Register of Systems.
b. The Register of Systems shall be reviewed at least annually.
c. Individuals have the right to access their personal data and any such requests made
to the company shall be dealt with in a timely manner.
4. Lawful purposes
a. All data processed by the company must be done on one of the following lawful
bases: consent, contract, legal obligation, vital interests, public task or legitimate
interests (see ICO guidance for more information).
b. The company shall note the appropriate lawful basis in the Register of Systems.
c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-
in consent shall be kept with the personal data.
d. Where communications are sent to individuals based on their consent, the option
for the individual to revoke their consent should be clearly available and systems
should be in place to ensure such revocation is reflected accurately in the
companies systems.
5. Data minimisation
a. The company shall ensure that personal data are adequate, relevant and limited to
what is necessary in relation to the purposes for which they are processed.
6. Accuracy

a. The company shall take reasonable steps to ensure personal data is accurate.
b. Where necessary for the lawful basis on which data is processed, steps shall be put
in place to ensure that personal data is kept up to date.
7. Archiving / removal
a. To ensure that personal data is kept for no longer than necessary, the company
shall put in place an archiving policy for each area in which personal data is
processed and review this process annually.
b. The archiving policy shall consider what data should/must be retained, for how long,
and why.
8. Security
a. The company shall ensure that personal data is stored securely using modern
software that is kept-up-to-date.
b. Access to personal data shall be limited to personnel who need access and
appropriate security should be in place to avoid unauthorised sharing of
information.
c. When personal data is deleted this should be done safely such that the data is
irrecoverable.
d. Appropriate back-up and disaster recovery solutions shall be in place.
9. Breach
In the event of a breach of security leading to the accidental or unlawful destruction, loss,
alteration, unauthorised disclosure of, or access to, personal data, the company shall
promptly assess the risk to people’s rights and freedoms and if appropriate report this
breach to the ICO (more information on the ICO website).

Overview
Tri-Tech Surveys (“we” or “us”) is committed to data protection and data privacy. With the
General Data Protection Regulation (GDPR) becoming enforceable from 25 May 2018, we have
undertaken a GDPR readiness programme to review our entire business, the way we handle data
and the way in which we use it to provide our services and manage business operations.
We hold personal data on all our employees to meet legal obligations and to perform vital internal
functions. This notice details the personal data we may retain, process and share with third parties
relating to your employment and vital business operations. We are committed to ensuring that your
information is secure, accurate and relevant. To prevent unauthorised access or disclosure, we have
implemented suitable physical, electronic, and managerial procedures to safeguard and secure
personal data we hold.
Introduction
We have issued this notice to describe how we handle personal information that we hold about our
staff and job applicants (collectively referred to as you).
We respect the privacy rights of individuals and are committed to handling personal information
responsibly and in accordance with applicable law. This notice sets out the personal data that we
collect and process about you, the purposes of the processing and the rights that you have in
connection with it.
If you are in any doubt regarding this notice, please contact Samuel Knott.
Types of Data we collect
During your employment with us, or when making an application for employment, we may process
personal data about you and your dependents, beneficiaries and other individuals whose personal
data has been provided to us.
The types of personal information we may process include, but are not limited to:
• Identification data – such as your name, gender, photograph, date of birth, staff member IDs.
• Contact details – such as home and business address, telephone/email addresses, emergency
contact details.
• Employment details – such as job title/position, office location, employment contract,
performance and disciplinary records, grievance procedures, sickness/holiday records.
• Background information – such as academic/professional qualifications, education, CV, criminal
records data (for vetting purposes, where permissible and in accordance with applicable law).
• Spouse & dependents information, marital status.
• Financial information – such as banking details, tax information, withholdings, salary, benefits,
expenses, allowances, stock and equity grants.
• IT information – information required to provide access to our IT systems and networks such as IP
addresses, log files and login information.

• References relating to previous roles and employment conduct may be undertaken prior to
commencement of employment. We will only gather references from referees provided to us by the
employee, or prospective employee.
Sensitive personal data (‘special categories of personal data’ under the General Data Protection
Regulation) includes any information that reveals your racial or ethnic origin, religious, political or
philosophical beliefs, genetic data, biometric data for the purposes of unique identification, trade
union membership, or information about your health/sex life. Generally, we try not to collect or
process any sensitive personal information about you, unless authorised by law or where necessary
to comply with applicable laws. In some circumstances, we may need to collect some sensitive
personal information for legitimate employment-related purposes: for example:
• data relating to your racial/ethnic origin, gender and disabilities for the purposes of:
• equal opportunities monitoring;
• to comply with anti-discrimination laws; and
• for government reporting obligations;
• data relating to your physical or mental health to:
• provide work-related accommodations,
• health and insurance benefits to you and your dependents; or
• to manage absences from work.
Purposes for processing personal data
Recruitment
If you are applying for a role with us then we collect and use this personal data for recruitment
purposes – in particular, to determine your suitability for a specific role. This includes assessing your
skills, qualifications and verifying your information, carrying out reference checks or background
checks (where necessary) and to generally manage the hiring process and communicate with you
about it.
If you are accepted for a role with us, the data collected during the recruitment process will form
part of your ongoing employee record.
Employment
We collect and process personal data relating to our employees to meet our obligations under the
employment contract and to comply with our legal obligations. We take the security of your data
seriously and are committed to being transparent about how we collect and use that data and to
meeting our data protection obligations.
Once you become an employee, we collect and use this personal information for managing our
employment or working relationship with you – for example, your employment records and contract
information (so we can manage our employment relationship with you), your bank account and
salary details (so we can pay you), your equity grants (for benefits plan administration) and details of
your spouse and dependents (for emergency contact and benefits purposes).

We have policies and controls in place to try to ensure that your data is not lost, accidentally
destroyed, misused or disclosed, and is not accessed without authorisation and only accessed or
used for specific legal purposes.
You have some obligations under your employment contract to provide the organisation with data.
You may also have to provide the organisation with data in order to exercise your statutory rights,
such as in relation to statutory leave entitlements. Failing to provide this data may mean that you
are unable to exercise your statutory rights.
Legitimate business purposes
We may also collect and use personal information when it is necessary for other legitimate
purposes, such as to help us conduct our business more effectively and efficiently – for example, for
general IT security management, accounting purposes or financial planning. We may also process
your personal information to investigate violations of law or breaches of our own internal policies.
Our site is protected by circuit television (CCTV) systems outside its premises as deemed necessary
and employees should expect all areas to be visible on a television monitoring system. Any
information obtained from systems will be used with strict adherence to the GDPR. Information will
be used for the prevention and detection of crime and to ensure compliance with our policies and
procedures and our legal obligations. This may include using recorded images as evidence in
disciplinary proceedings.
Legal purposes
We may also use your personal data where we consider it necessary for complying with laws and
regulations, including collecting and disclosing employee personal information as required by law
(e.g. for tax, health and safety, anti-discrimination laws), under judicial authorisation, or to exercise
or defend our legal rights.
Legal basis for processing personal data
Our legal basis for collecting and using the personal data described above will depend on the
personal data concerned and the way we collect it. We will normally collect personal data from you
only where we need it to perform a contract with you (i.e. to manage the employer/employee
relationship), where we have your freely given consent to do so, or where the processing is in our
legitimate interests and only where this interest is not overridden by your own interests or
fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect
personal information from you or may otherwise need the personal information to protect your vital
interests or those of another person.
Any processing based on consent will be made clear to you at the time of collection or use – consent
can be withdrawn at any time by contacting Samuel Knott.
Who we share your personal data with
We take care to allow access to personal data only to those who require such access to perform
their tasks and duties, and to third parties who have a legitimate purpose for accessing it. Whenever
we permit a third party to access personal information, we will implement appropriate measures to
ensure the data is used in a manner consistent with this notice and that the security and
confidentiality of the data is maintained.

Transfers to third-party service providers
In addition, we make certain personal data available to third parties who provide services to us. We
do so on a need to know basis and in accordance with applicable data protection and data privacy
laws.
For example, some personal data will be available to our employee benefit plans service providers
and third-party companies who provide us with employment law advice, health and safety support,
payroll support services, expenses, tax and travel management services.
Transfers to other third parties
We may also disclose personal data to third parties on other lawful grounds, including:
• To comply with our legal obligations, including where necessary to abide by law, regulation or
contract, or to respond to a court order, administrative or judicial process
• In response to lawful requests by public authorities (including for national security or law
enforcement purposes)
• As necessary to establish, exercise or defend against potential, threatened or actual litigation
• Where necessary to protect the vital interests of our employees or another person
• In connection with the sale, assignment or other transfer of all or part of our business; or
• With your freely given and explicit consent
Data retention
Personal data will be stored in accordance with applicable laws and kept for as long as needed to
carry out the purposes described in this notice or as otherwise required by law. Generally, this
means your personal information will be retained until the end or your employment, employment
application, or work relationship with us plus a reasonable period of time thereafter to respond to
employment or work-related inquiries or to deal with any legal matters (e.g. judicial or disciplinary
actions), document the proper termination of your employment or work relationship (e.g. to tax
authorities), or to provide you with ongoing pensions or other benefits.
Your rights
You may exercise the rights available to you under data protection law as follows:
• The right to be informed.
• The right of access.
• The right to rectification.
• The right to erasure.
• The right to restrict processing.
• The right to data portability.
• The right to object.
• Rights in relation to automated decision making and profiling.

We respond to all requests we receive from individuals wishing to exercise their data protection
rights in accordance with applicable data protection laws. You can read more about these rights at:
https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
To exercise any of these rights, please contact Samuel Knott.
Issues and complaints
We try to meet the highest standards when collecting and using personal information. For this
reason, we take any complaints we receive about this very seriously. We encourage people to bring
it to our attention if they think that our collection or use of information is unfair, misleading or
inappropriate. We would also welcome any suggestions for improving our procedures.
This notice was drafted with clarity in mind. It does not provide exhaustive detail of all aspects of our
collection and use of personal information. However, we are happy to provide any additional
information or explanation needed.
If you want to make a complaint about the way we have processed your personal information, you
can contact the Information Commissioner’s Office in their capacity as the statutory body which
oversees data protection law – www.ico.org.uk/concerns.
Updates to this notice
This notice may be updated periodically to reflect any necessary changes in our privacy practices. In
such cases, we will inform you by Email. We encourage you to check this notice periodically to be
aware of the most recent version.