Code of Business Conduct

Code of Business Conduct

Introduction

At Smart Staff Connect, we are more than just a recruitment agency; we bridge the gap between emerging talent and rewarding careers in HGV driving, warehouse operations, and administrative roles. Our Code of Business Conduct is the foundation of how we operate, emphasising integrity, respect, and accountability in every aspect of our work.

Whether you are a new team member or an experienced recruiter, this Code applies to you. It provides a comprehensive framework for ethical behaviour, guiding our interactions with candidates, clients, and colleagues.

This Code goes beyond compliance with laws and regulations. It reflects our commitment to fostering a transparent and inclusive environment, empowering talent, and contributing to the success of the businesses we serve. If you are ever uncertain about the right course of action, consult your manager, HR, or the Legal Team. For confidential matters, you can use the Smart Protector Line. Together, we build trust and create opportunities for a stronger workforce.

Living the Code

What Is Expected From Everyone:

• Embrace the principles outlined in this Code and apply them to your daily work.
• Act with honesty and transparency when engaging with candidates and clients.
• Complete training to confidently address complex recruitment and compliance challenges.
• Raise concerns promptly if you encounter ethical or legal violations.

What Is Expected From Leaders:

• Equip your team with the knowledge, tools, and support they need to succeed.
• Lead by example, promoting a culture of inclusion, accountability, and respect.
• Proactively identify and manage risks, ensuring adherence to ethical standards.
• Address concerns and unethical behaviour swiftly and effectively.

What Is the Code of Business Conduct?

The Smart Staff Connect Code of Business Conduct establishes the minimum standards for ethical and lawful behaviour across all recruitment activities. It serves as a roadmap for addressing the unique challenges of connecting talent with employment opportunities in HGV driving, warehouse operations, and administrative roles.

Three Core Principles:

1. Compliance With Laws: Adhering to employment and recruitment laws is essential for building trust with candidates and clients.
2. Policies and Procedures: Clear internal guidelines ensure consistency and fairness in our operations.
3. Core Values: Our values inspire us to go beyond compliance, creating positive experiences for candidates and employers alike.

Connecting Talent and Opportunities

Why It Matters

Our reputation depends on fostering trust with candidates and employers. Transparent, ethical communication ensures candidates feel valued and employers receive exceptional service. Misleading information or unfair practices can harm trust and lead to reputational damage.

What You Need to Do:

• Represent job opportunities accurately, including pay, hours, and responsibilities.
• Avoid over-promising or misrepresenting the potential of roles to candidates.
• Maintain clear communication with clients regarding candidate suitability and availability.
• Comply with advertising and employment regulations, particularly when recruiting for roles with specific requirements like HGV licensing.

Examples:

• Scenario: A candidate applies for a warehouse position, but the advertised hours are inaccurate.
  Response: Ensure all job postings are verified and updated with accurate information before publishing.
• Scenario: A client requests an urgent fill for an administrative role, but there are no suitable candidates available.
  Response: Communicate transparently and explore alternative solutions, such as expanding the search criteria.

Standards in Recruitment Practices

Why It Matters

Upholding high standards in recruitment protects the interests of candidates and clients while maintaining the reputation of Smart Staff Connect. Ensuring fairness in our processes builds long-lasting relationships and drives sustainable success.

Your Responsibilities:

• Work with clients that align with our ethical standards and values.
• Vet candidates thoroughly to ensure suitability for the roles they are applying for.
• Address any concerns regarding discriminatory or unfair hiring practices.
• Stay informed on industry trends and regulations that affect recruitment activities.

Examples:

• Scenario: A client insists on excluding candidates based on age or gender.
  Response: Refuse to participate in discriminatory hiring practices and educate the client on legal and ethical obligations.
• Scenario: A candidate raises concerns about the onboarding process for an HGV role.
  Response: Investigate the issue promptly and ensure compliance with safety and licensing standards.

Protecting Candidate and Client Data

Why It Matters

Personal data is central to recruitment operations, from screening candidates to onboarding new hires. Protecting this data ensures compliance with legal standards and fosters trust among all stakeholders.

Key Principles:

1. Security: Protect candidate and client information from unauthorised access.
2. Transparency: Be clear about how data is collected, stored, and used.
3. Purpose Limitation: Use data only for recruitment-related activities.
4. Retention: Store data securely and dispose of it responsibly when no longer needed.

Your Responsibilities:

• Adhere to data protection policies and complete relevant training.
• Report potential data breaches to the appropriate department immediately.
• Use secure methods to handle sensitive information, such as employment verification documents.

Examples:

• Scenario: A candidate requests details about how their personal data is stored.
  Response: Provide clear, accurate information and address any concerns transparently.
• Scenario: An email containing candidate details is accidentally sent to the wrong recipient.
  Response: Report the breach immediately and follow company procedures to mitigate the impact.

Health & Safety in Recruitment

Why It Matters

The health and safety of candidates, clients, and team members are critical to Smart Staff Connect’s success. Placing candidates in roles with clear safety protocols ensures their well-being and aligns with our responsibility as a recruitment agency.

Your Responsibilities:

• Ensure that all roles comply with health and safety regulations, especially high-risk positions like HGV driving and warehouse operations.
• Verify that clients provide candidates with proper training, equipment, and a safe working environment.
• Identify and mitigate potential risks associated with job placements.
• Report hazards or unsafe practices immediately.

Examples:

• Scenario: A candidate reports insufficient safety training after starting a warehouse job.
  Response: Contact the client to address the issue promptly and ensure compliance with safety standards.
• Scenario: A candidate is assigned to drive an HGV but lacks the required license.
  Response: Confirm licensing and qualifications before placements, ensuring legal and safety compliance.

Equal Opportunity, Inclusion, & Diversity in Recruitment

Why It Matters

Smart Staff Connect is committed to fostering an inclusive recruitment process that values diversity. By promoting equality, we create opportunities for talent from all backgrounds and meet the diverse needs of our clients.

Your Responsibilities:

• Treat all candidates fairly, regardless of age, gender, ethnicity, disability, or background.
• Partner with clients who uphold inclusive hiring practices.
• Address and prevent bias in the recruitment process, including during job postings, interviews, and placements.
• Offer reasonable accommodations to candidates with specific needs.

Examples:

• Scenario: A candidate with a disability applies for a driving role and requests modifications for training.
  Response: Collaborate with the client to provide accommodations that enable equal access to the role.
• Scenario: A client requests only male candidates for a warehouse position.
  Response: Educate the client on the importance of fair hiring and refuse to facilitate discriminatory requests.

Respect, Dignity, and Professionalism in Recruitment

Why It Matters

Respect and dignity are central to building trust with candidates and clients. Upholding these principles ensures a professional environment where everyone feels valued.

Your Responsibilities:

• Maintain respectful communication with all stakeholders, including candidates and clients.
• Avoid behaviours or language that could create a hostile or unprofessional environment.
• Intervene and report any inappropriate conduct during the recruitment process or at placements.

Examples:

• Scenario: A candidate reports harassment at their new workplace.
  Response: Investigate the complaint and work with the client to ensure the issue is resolved promptly.
• Scenario: A recruiter makes derogatory comments about a candidate’s background during a briefing.
  Response: Address the behaviour immediately and escalate the matter to HR if necessary.

Ethical Recruitment Practices and Fair Competition

Why It Matters

Adhering to fair competition laws ensures that we operate ethically and maintain strong relationships with clients and candidates. Unfair practices can harm our reputation and lead to legal consequences.

Your Responsibilities:

• Avoid discussing pricing, candidates, or business strategies with competitors.
• Respect client agreements and avoid soliciting their employees for other roles.
• Comply with laws and regulations governing recruitment fees and practices.

Examples:

• Scenario: You attend a networking event where another agency discusses pricing strategies.
  Response: Excuse yourself from the discussion and report the incident to management.
• Scenario: A client asks for confidential details about a candidate’s previous applications.
  Response: Respect confidentiality and only share information the candidate has authorised.

Human Rights and Ethical Trading in Recruitment

Why It Matters

Smart Staff Connect is committed to upholding human rights throughout the recruitment process. This includes ensuring fair labour practices and protecting candidates from exploitation.

Your Responsibilities:

• Partner with clients that demonstrate ethical employment practices.
• Monitor for signs of exploitative working conditions or unfair treatment.
• Address concerns about unethical practices swiftly and transparently.

Examples:

• Scenario: A client delays paying wages to temporary warehouse staff.
  Response: Address the issue with the client and ensure payment is made promptly, advocating for the affected candidates.
• Scenario: A candidate reports working excessive hours without breaks.
  Response: Collaborate with the client to review the working conditions and enforce legal limits.

Gifts, Conflicts of Interest, and Transparency in Recruitment

Why It Matters

Maintaining transparency in the recruitment process ensures trust and fairness for all parties. Accepting inappropriate gifts or failing to disclose conflicts of interest can compromise ethical standards.

Your Responsibilities:

• Follow company policies regarding gifts and benefits from clients or candidates.
• Disclose any personal relationships or interests that could influence your decisions.
• Avoid participating in decisions where impartiality may be compromised.

Examples:

• Scenario: A client offers you a gift voucher as thanks for filling a position quickly.
  Response: Decline the gift politely and report the incident to your manager.
• Scenario: A family member applies for a role through your agency.
  Response: Disclose the relationship and remove yourself from the hiring process.

Accurate Record-Keeping and Financial Integrity

Why It Matters

Accurate record-keeping ensures compliance with employment laws, protects our reputation, and enables us to provide excellent service to candidates and clients.

Your Responsibilities:

• Maintain detailed and accurate records of candidate placements, hours worked, and client agreements.
• Report any discrepancies or irregularities in financial or contractual documentation.
• Follow company policies on invoicing, payments, and expense reporting.

Examples:

• Scenario: A candidate disputes the hours logged for their assignment.
  Response: Review the records, verify the details, and resolve the issue transparently.
• Scenario: A client requests an undocumented discount on recruitment fees.
  Response: Ensure all terms are documented and align with company policies.

Protecting Candidate Information and Digital Security

Why It Matters

Candidates trust us with their personal data, including sensitive employment information. Protecting this data is essential to maintaining that trust and ensuring compliance with legal standards.

Your Responsibilities:

• Use secure systems to manage candidate information and applications.
• Avoid sharing candidate details without explicit consent.
• Report any data breaches or security concerns immediately.

Examples:

• Scenario: A client requests a candidate’s full employment history without permission.
  Response: Obtain consent from the candidate before sharing any information.
• Scenario: You accidentally email a candidate’s CV to the wrong client.
  Response: Notify management and follow data breach protocols to address the issue.

Insider Dealing & Market Abuse

Why It Matters

In the recruitment industry, sensitive information may come to light, including client expansion plans, new business strategies, or confidential candidate data. Using such information for personal gain, or sharing it without authorisation, can undermine market fairness and damage trust.

Your Responsibilities:

• Never use confidential client or candidate information for personal financial gain.
• Avoid sharing sensitive details with unauthorised individuals, even inadvertently.
• Follow Smart Staff Connect’s guidelines for handling proprietary and market-sensitive information.

Examples:

• Scenario: You learn that a client is planning to expand into a new market, which could influence their stock price.
  Response: Keep this information confidential and do not use it for personal trading purposes.
• Scenario: A friend asks about upcoming recruitment trends affecting a specific industry.
  Response: Politely decline to share any non-public information and reinforce confidentiality.

Conclusion

Smart Staff Connect’s Recruitment Code of Business Conduct serves as a guide for ethical decision-making, ensuring that we connect talent and opportunity responsibly and respectfully. By adhering to these principles, we continue to strengthen our reputation, foster trust, and empower candidates and clients alike.

For questions, guidance, or to report concerns, contact your manager, HR, or the Legal team. Together, we uphold the values that make Smart Staff Connect a leader in recruitment and workforce development.