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Think FM Solutions Equality & Diversity Policy 2026
Date Issued: 31 December 2024
Next review date: 31 December 2026
Contents
- Policy statement
- Scope
- Legal framework
- Types of unlawful discrimination
- Equal opportunities in employment
- Dignity at work
- Responsibilities
- Grievances and complaints
- Monitoring and review
- Criminal record disclosure
1. Policy statement
Think FM Solutions Ltd (“the Company”) is committed to providing equality of opportunity, fostering an inclusive working environment, and eliminating unlawful discrimination, harassment, and victimisation in all aspects of its business.
As a facilities management and cleaning services provider with employees working across multiple client sites, we recognise the importance of treating all employees, workers, applicants, contractors, and visitors with dignity and respect, regardless of role, location, or working pattern.
This policy confirms the Company’s commitment to fair treatment, compliance with employment legislation, and the promotion of diversity and inclusion across recruitment, employment, raining, and service delivery.
2. Scope
This policy applies to:
- All employees and workers (including part-time, fixed-term, and agency workers)
- Job applicants
- Contractors and suppliers working on Company premises or client sites
- Any individual who may be affected by the Company’s activities.
3.Legal framework
This policy is underpinned by the following key legislation (as amended):
- Equality Act 2010
- Employment Rights Act 1996
- Part-Time Workers (Prevention of Less Favourable Treatment) Regulations 2000
- Fixed-term Employees (Prevention of Less Favourable Treatment) Regulations 2002
- Rehabilitation of Offenders Act 1974
- Data Protection Act 2018 and UK GDPR.
The Equality Act 2010 protects individuals from discrimination because of the following rotected Characteristics:
- 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.
4. Types of unlawful discrimination
Direct discrimination
Treating a person less favourably because of a protected characteristic.
Indirect discrimination
Applying a provision, criterion, or practice that disadvantages a particular group and cannot be objectively justified.
Harassment
Unwanted conduct related to a protected characteristic that violates a person’s dignity or creates an intimidating, hostile, degrading, humiliating, or offensive environment.
Failure to make reasonable adjustments
Failing to take reasonable steps to remove disadvantages experienced by disabled individuals.
Victimisation
Subjecting someone to detriment because they have raised or supported a complaint under this policy.
5. Equal opportunities in employment
The Company will avoid unlawful discrimination in all aspects of employment, including:
- Recruitment and selection
- Terms and conditions of employment
- Training and development
- Promotion and progression
- Performance management
- Disciplinary and grievance procedures
- Dismissal and redundancy.
Recruitment and selection
- Selection decisions will be based solely on objective criteria relevant to the role
- Job descriptions and person specifications will be reviewed to ensure they are on-discriminatory
- Wherever practicable, more than one person will be involved in recruitment decisions
- Recruitment records will be retained in line with data protection requirements.
Training and development
- All employees will have access to training appropriate to their role
- Training opportunities will be considered fairly and objectively
- Reasonable adjustments will be made where required.
Promotion
Promotion decisions will be based on merit, skills, experience, and business need, using fair and transparent processes.
Discipline
Breaches of this policy may be treated as misconduct or gross misconduct and addressed under the Company’s Disciplinary Procedure.
6. Dignity at work
The Company is committed to providing a working environment free from bullying and harassment.
This policy should be read in conjunction with the Company’s:
- Dignity at Work / Anti-Bullying Policy
- Sexual Harassment Policy
Any form of bullying, harassment, or victimisation will not be tolerated.
7. Responsibilities
Managing Director
- Overall accountability for equality, diversity, and inclusion.
Directors and senior managers
- Ensuring this policy is implemented across all sites and contracts.
Line managers and supervisors
- Applying this policy fairly and consistently
- Addressing concerns promptly and sensitively
- Escalating issues to HR where appropriate.
Employees
- Treating colleagues, clients, and others with dignity and respect
- Complying with this policy and related procedures
- Reporting concerns or incidents appropriately.
8. Grievances and complaints
Employees who believe they have been subjected to discrimination, harassment, or victimisation should raise the matter using the Company’s Grievance Procedure.
Complaints will be:
- Taken seriously
- Investigated promptly and fairly
- Handled confidentially where possible.
No employee will be subjected to detriment for raising a concern in good faith.
9. Monitoring and review
The Company will monitor the effectiveness of this policy through:
- Review of complaints and grievance data
- Recruitment and workforce information (where lawfully permitted)
- Audit and management review processes.
This policy will be reviewed annually and updated in line with changes in legislation or business needs.
10. Criminal record disclosure
Where roles require Disclosure and Barring Service (DBS) checks, these will be carried out in accordance with:
- Rehabilitation of Offenders Act 1974
- DBS Code of Practice
- Data Protection Act 2018.
Disclosure information will be:
- Used only for the purpose for which it was obtained
- Stored securely with restricted access
- Retained for no longer than six months unless legally required
- Destroyed securely after the retention period.
