Handbook of Employment

HANDBOOK

OF

EMPLOYMENT

LIFEPLUS EUROPE LTD

Lifeplus House
Little End Road
Eaton Socon
St Neots
Cambs
PE19 8JH
T: 01480 224600

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WELCOME

Welcome to Lifeplus Europe Limited. We hope that we can provide you with a
great opportunity to build a successful career for yourself as a valued member of
the Company.

We hope that you are able to enjoy your job and the people alongside you and
that your day is fulfilling and well rewarded. You are very important to us and we
are keen to hear any recommendation you may have to improve the Company
and your work environment.

The purpose of this Handbook of Employment is to inform you on the important

aspects of your employment with this company. To ensure that you obtain a full
picture of your employment with this Company, this Handbook should be read
with your individual letter of appointment but this handbook does not form part of
your terms and conditions of service.

We trust that in these documents, we have covered all aspects of importance in

your relationship with the Company. Should you require any clarification, please
do not hesitate to contact your line manager.

We ask you to look after this handbook and to keep it up to date by inserting any
amendments as they may be issued. It remains Company property and should
be returned when you leave or retire.

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COMPANY BACKGROUND

Lifeplus Europe Ltd was founded in November 1996 to develop the Lifeplus business in
Europe.

MISSION STATEMENT

Lifeplus brings together and empowers people throughout the world with high quality
products and the opportunity to reach their maximum potential for health, longevity and
lifestyle.

EQUAL OPPORTUNITIES STATEMENT

Lifeplus Europe Ltd is an equal opportunity employer. It is our policy to treat job
applicants and employees fairly and equally, regardless of their sex, sexual orientation,
religious belief, race, ethnic origin or any disability they may have.

If at any time an employee feels that he/she has been treated less favourably than
others with regards to equal opportunities without justification, and in the event of an
employee being the subject of discrimination by another employee or the victim of
physical or verbal abuse or harassment, he/she should inform their line manager. If at
that time that employee feels that further action is required they should use the
company’s grievance procedure.

In any proven instance of discrimination, disciplinary action will be taken against the
perpetrator.

ATTENDANCE AT WORK

Hours of Work
Your salary is calculated on 37.5 hours per week or as per the hours agreed with your
line Manager.

Staff working off site will be assumed to have worked a standard day.

You are required to use the in/out board to signify your attendance during the day so we
know who is in the building for fire purposes.

You also need to make sure your Line Manager knows when you are going out, and
where you are going when on company business. Also when you are on your lunch
break and holiday leave.

Medical/Dental Appointments
Wherever possible, medical appointments should be made outside working hours.
Where this is not possible, arrangements should be agreed with your line manager.

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Overtime
If you are eligible for overtime payments, your line manager or supervisor must approve
work undertaken outside your normal working hours in advance.

SALARIES

Your salary will be paid monthly, in arrears, normally directly to your Bank or Building
Society account by the last banking day of the month. At about the same time, you will
be handed an itemised pay slip, which shows your gross earnings, deductions and net
pay.

If you have any questions, please raise them with the Accounts Department.

Should you wish to contact your local Tax Office, you can find these details from the
HMRC website www.hmrc.gov.uk

http://search3.openobjects.com/kbroker/hmrc/locator/locator.jsp?type=1

The Lifeplus three-digit office code is 126

If you are absent at the end of the month, you should collect your pay slip from the
Accounts Department on your return to work. If you are absent because of a long-term
sickness, it will be posted to you.

Notice Period
You are required to give the Company a minimum of one month’s clear notice of your
intention to leave unless you have a letter of appointment stipulating a different period of
notice.

ILLNESS/ABSENCE

Absence
Employees who are absent from work for any reason must telephone the HR
department by 09.00am on the first morning of absence, stating the reason, when the
illness / situation first occurred, and the anticipated time of return to work. The
telephone number for the HR department is 01480 224623 or 01480 224636.

If the employee is unable to contact the Company personally, then he/she should
arrange for someone else to do it on his/her behalf.

The Company may not pay sick pay, where applicable, where unreasonable delay
occurs in contacting it, having taken the circumstances into account.

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Sickness Absence Procedure

Sick absence of 3 consecutive days or less

Sick/absence of 1 day or more must be covered by a self-certification form, which
should be completed and handed to the employee’s Manager or Director upon returning
to work.

If the company has reason to believe that genuine sickness has not occurred, it may not
pay sick pay and/or may require the employee to obtain a medical certificate.

Sick absence exceeding 3 consecutive days

Where a period of sickness exceeds 3 consecutive calendar days the Company must be
informed in writing as to the nature of your illness and the expected day of your return to
work. You must provide the Company with a completed signed self-certification form. If
the absence is for a period of 7 calendar days or more you must provide a medical
certificate.

Employees are expected to keep in daily contact with their Manager during a protracted
absence providing where possible an indication of the likely duration of the sickness.

Sick pay
At its discretion the Company will pay your normal remuneration during absence through
sickness or injury normally up to a maximum of 5 days in any period of twelve months,
providing the above procedure is followed.

Payment of any further company sick pay is also at the discretion of the Company.
Each case will be reviewed individually.

Statutory Sick Pay

In the event that you are entitled to Statutory Sick Pay for any period of absence through
sickness, the remuneration for such period of absence will include the amount of such
Statutory Sick Pay. The “qualifying days” for Statutory Sick Pay will be Monday to Friday
inclusive.

HOLIDAYS

Your holiday entitlement is set out in your letter of appointment.

Holiday entitlement must be taken in periods of half a day or full days and must be
agreed in advance by your Line Manager. Agreement will be subject to workload and
adequate departmental cover.

As much notice as possible of your wish to take holiday should be given, with a
minimum period of 4 weeks’ notice for holidays of 5 days or more. Under normal
circumstances, you will not be allowed to take more than two consecutive weeks’
holiday. However, in special circumstances where more than two weeks is required,
special application may be made to your Line Manager and is subject to approval by a
Director.

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You are expected to take your holiday entitlement within the year for which that
entitlement is granted. Exceptionally, with the written consent of a Director, you may be
allowed to carry forward a maximum of 5 days to the following year. This consent will
only be forthcoming where you have been prevented from using your holiday entitlement
because of Company business. Any untaken holiday entitlement in excess of five days
at 31st December will be lost, as will the five days if they are not taken before 30th April.

Entitlement to paid holidays in your first year and in the year in which your employment
terminates will be calculated on a pro-rata basis for each completed calendar month of
service.

Illness during Holidays

If you are prevented from taking your annual holiday because of prior illness, you may
(with your Line Manager’s agreement) postpone your holiday to a later date. A doctor’s
Medical Certificate must cover such illness.

ABSENCE FROM WORK

Maternity Policy
The following document sets out our policy on maternity leave and maternity pay. We
offer benefits, which are in line with the statutory maternity benefits scheme. The
legislation is complex and you can obtain explanatory leaflets from the Department of
Trade and Industry.

If you have any questions about this or about any other aspect of your maternity rights
you should contact the Accounts Department.

Time off for Antenatal Care

You are entitled to take time off during your normal working hours to receive antenatal
care, although wherever possible you should arrange your appointments at the start or
end of your workday. Antenatal care includes appointments with your GP, hospital
clinics and relaxation classes.

You should advise your Manager or Director that you will be absent as far in advance of
your appointment as possible, and you may be asked to produce your appointment card.

There will be no deduction of salary for attendances at authorised antenatal

appointments.

Ordinary maternity leave

You are entitled to a 26-week period of ordinary maternity leave irrespective of your
length of service or the number of hours you work each week.

Additional Maternity Leave

If you have worked for the Company for 26 weeks at the beginning of the 15th week
before the expected week of the birth of your child you will be able to take an additional
period of maternity leave and return to work at any time up until the end of the 26 weeks
after the end of the ordinary maternity leave.

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When can you start your maternity leave?

You can start your maternity leave at any time after the start of the 11th week before the
week in which your child is due. The only exception to this is if you are absent due to
illness because of your pregnancy at any time after the start of the 6th week before your
child is due. In such a case we reserve the right to require you to start your maternity
leave on the first day of your absence.

Notification requirements
No later than the end of the 15th week before the expected week of the birth of your
child, or if this is not reasonably practicable, as soon as you can before you start your
maternity leave, you must notify us in writing of the date on which you want your
maternity leave to start and at the same time confirm that you are pregnant and the
week in which your child is due. Note that for these purposes a week begins on Sunday.

A form for this purpose can be obtained from the Accounts Department. You should
make sure that you enclose a Form MAT B1, duly signed by your doctor when you
return that form to us.

In exceptional circumstances notification can be given after your child is born, but as a
general rule if you fail to serve a notice at the relevant time you will lose your right to
take maternity leave.

Returning from maternity leave

If you return to work at the end of your ordinary maternity leave period you do not need
to notify us in advance of the date of your return.

If you wish to return to work before the end of your ordinary or additional maternity leave
period you must give us at least 28 days’ advance written notice specifying the date of
your return. If you do not, we reserve the right to postpone your return for up to four
weeks. If we do decide to postpone your return we will advise you in writing accordingly.

Extending your maternity leave on medical grounds

If you are too ill to return to work at the end of your maternity leave period you can
postpone your return by up to four weeks as long as you provide us with a medical
certificate signed by your doctor.

Maternity Pay
To quantify for Statutory Maternity Pay (SMP) you must have at least 26 weeks’ service
by the end of the 15th week before the week in which your child is due. SMP is payable
whether or not you intend to return to work.

SMP is payable for a maximum of 26 weeks. Week 1 of your maternity pay period is the
week after you leave work or start your maternity leave.

To claim SMP you must give 28 days’ written notice of your intention to take maternity
leave or to leave because you are pregnant. [MATB1] If you are unable to give 28 days’
notice you should give as much notice as you can.

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The exact amount of SMP that you are entitled to receive will vary depending upon your
salary. As a general rule you can expect to receive 90% of your salary for six weeks,
followed by 90% of your salary or a flat rate determined by the government, whichever is
the lower. The Accounts Department will provide you with details of your individual
entitlement. Your SMP will be paid into your bank account on the same date that your
salary would have been payable, and will be subject to deductions for tax and National
Insurance contributions in the usual way.

If you do not qualify for SMP you may be entitled to claim state Maternity Allowance.
The Accounts Department will be able to advise you how to make a claim.

Contractual Benefits
When you are absent on ordinary maternity leave, as well as receiving SMP you will
continue to accrue holiday entitlement (which may either be taken before you start your
maternity leave or within 12 months of your return to work. Alternatively if you prefer you
may request payment in lieu. Any payment is given at the Company’s discretion).

Your other contractual benefits will also be continued and you will receive an itemised
statement from the Company with details of your individual entitlement before you start
your maternity leave.

Paternity Leave
You will be entitled to paternity leave if you have been employed by the Company for at
least 41 weeks by the week the baby is due and satisfy the following conditions:

You expect to have responsibility for the child’s upbringing and you are the biological
father of the child or the mother’s husband or partner.

You can choose to take either one week or two consecutive weeks (not odd days), and
this can start from either the date of the child’s birth, from a chosen number of days or
weeks after the date of the child’s birth, or from a chosen date later than the first day of
the week in which the baby is expected to be born. The leave must be completed within
56 days of the actual date of birth or if the child is born early, within the 56-day period
from the first day of the expected week of birth.

Statutory Paternity Pay

The rate of SPP is the same as the lower rate of SMP, which is a flat weekly rate or 90%
of average earnings, whichever is the lower.

Notice of intention to take paternity leave

Employees must inform the Company by the end of the 15th week before the baby is
expected of the following:
The week the baby is due, whether they wish to take one or two weeks’ leave and when
they want their leave to start. Notification to change any dates must be provided at least
28 days in advance.

Self Certificate
Employees must provide a completed self-certificate as evidence of their entitlement to
paternity leave and SPP.

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Contractual Benefits
Your contractual benefits will be continued and you will continue to accrue holiday
entitlement.

Health and Safety

In accordance with our legal obligations we will carry out an assessment of the risk to all
pregnant employees who work for us.

If your job is identified as carrying any risk for your unborn child you will be notified
immediately and arrangements will be made to remove you from those risks. This may
mean that your working conditions are altered or that you are offered another more
suitable job for the duration for your pregnancy. If neither of these options is possible we
reserve the right to suspend you on full pay until you are no longer at risk.

If you have any concerns about your own health and safety at any time you should
speak to your Manager or Director immediately.

Compassionate Leave
In the event of bereavement or very serious illness of immediate family members, the
company may grant Compassionate Leave. All such leave must be agreed with, and
authorised by, your Line Manager.

Marriage Leave
If you are getting married, the company normally grants one additional day’s paid leave.

Public Service Duties

The company recognises that its employees may wish, or be required to play a full part
in the community and will endeavour to provide reasonable time off where this does not
adversely affect the smooth running of a department. Your Line Manager must approve
all such absences.

In the case of Jury Service, you will be expected to claim the full allowances. You must
inform the company of all monies received, other than expenses, so that the correct
salary adjustment may be made.

Territorial Army
It is recognised that you may wish to attend TA training, in which case you should
complete a holiday request form. Following Line Management approval, you will be
expected to take half the time from your annual paid entitlement in order for the other
half to qualify as additional paid leave.

Unpaid Absence
If, under exceptional circumstances, you need to take unpaid leave, you should request
authority from your Line Manager at the earliest opportunity. Entitlement to unpaid leave

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will be granted entirely at your Line Manager’s discretion. Such leave will only be
considered where you have good reason and have utilised your paid holiday entitlement.

Unauthorised Absence
Unauthorised absence is absence that you have not previously agreed with your Line
Manager or, in the case of sick leave, where you have failed to notify the company on
the first day of your absence or you do not provide a Medical Certificate after 7 calendar
days of absence.

Any unauthorised absence by a non EA national will be reported to the UKBA after 10
working days.

Should you take unauthorised leave, this will render you liable to disciplinary action.

BENEFITS

Pension Scheme
The Company operates a Group Personal Pension Scheme that you may be eligible to
join after three months’ service.

Details of the Pension and how it affects you can be obtained from the Accounts
department.

Group Death-in-Service and Group Permanent Health Insurance

Upon commencement of employment you will automatically receive cover under our
Group Death-in-Service and Group Permanent Health Insurance (PHI).

Details of these schemes can be obtained from the Accounts department.

Long Service Awards

The company recognises the value of long service. After 15 years’ service, you are
awarded a gift, of your choice, up to a value of £250. After 20 years’ service, you will be
awarded a gift, of your choice, up to a value of £400.

Staff Discounts
You are entitled to 70% discount off list price + VAT of stock items and a written invoice
must accompany any sale.
Charity - The Company policy is to give un-saleable items to charity.

EXPENSES POLICY

Items paid for by any employee will be reimbursed by the company to the extent that the
expenses are reasonably incurred and are wholly and exclusively for the benefit of the
company.
The general rule is that employees should not be any worse off for entering into these
transactions on behalf of the company.

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Conversely, reimbursable expenses are not a “Perk”. It is not the company’s policy to
reward people through the personal expenses policy.

General Rules
A signed expense form approved by your Line Manager must support all reimbursement
of expenses. All claims for expenses must be supported with all relevant receipts.
“Round Sum” allowances for expenses will not be permitted.

The expense form should be submitted no later than the 5th day of the month following
that in which the expenses were incurred. The total, amended if necessary, will be paid
as soon as possible by cash, cheque or BACS depending on the amounts involved.

All personal expense accounts must be settled directly by the individual and then
reclaimed from the company. Where more than one employee is present the most
senior employee should settle the bill.

Business Entertainment
Where business entertainment is involved, the claim form should show the names, job
titles and company of the persons being entertained.

Air/Rail Travel
The company policy is that employees will travel by the lowest scheduled fare available.
Should economy class not be available, prior approval must be obtained from your Line
Manager for any more expensive class of travel.

Similarly with regard to rail travel, ordinary class will be the normal mode except in cases
of agreed overnight or long distance Intercity journeys, where 1st class travel is
permissible, subject to prior approval by your Line Manager.

Insurance Whilst Travelling

If you are required to travel outside the United Kingdom for business, you will be
covered under the Company’s group travel policy. Details may be obtained from the
Accounts Department.

Company Car
There is a company pool car, which can be used when required for work related visits.
You are asked to ensure that you keep the mileage log up to date, fill the car with petrol
after use and leave it clean. Please advise the Accounts dept if you feel there is
anything wrong which needs attention.

The company vehicle is insured for any driver over 25 years of age driving with the
company’s permission.

Car Hire
No cars may be hired for any purpose whatsoever, without the prior authorisation of a
member of the management team.

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Hotel Accommodation
When it is necessary to use overnight accommodation, reasonable expenditure for
room, evening meal and refreshments will be reimbursed up to a maximum of £50 per
night exclusive of V.A.T.

To qualify, an employee must be at least 100 miles from home at 6 p.m. and the
employee’s line manager must approve the request in advance.

Telephone
All business telephone calls made on behalf of the company will be reimbursed.

When business requires an employee to be away from home overnight, the cost of a
phone call home will be reimbursed. The company will only meet any mobile phone
costs where the calls are for business purposes.

TRAINING POLICY

The Company will pay for you to go on agreed training courses. The courses need to be
approved by a senior manager and you will be expected to give a brief written report of
the course attended by the Monday following attendance. This should cover:

Organising company / key areas covered / what you learnt / how you rated the course /
other courses that might be beneficial for you or others.

We are keen to encourage your development within the company but feel that you
should be involved in identifying your own areas needing improvement through
discussion with your Manager / Director.

COMMUNICATIONS
Internal Communications
It is the company’s policy that all staff should be reasonably informed about the
company’s activities and that they are, where practicable fully informed on those matters
that can influence their employment conditions and jobs. Apart from normal day-to-day
communications between staff in the performance of their duties, there are more formal
channels.

Notice Boards
Company notices, information on vacancies and other information are displayed on the
notice boards. Items for posting on notice boards should be handed to the Executive
Secretary.

Staff Consultative Meetings

As a small company, we do not have a formal consultative committee. Therefore, it is
intended that regular meetings (at least twice per year) will be held for all staff. The
purpose of these meetings is to raise for discussion any concerns of staff and for
management to raise relevant matters.

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Telephone Calls
The telephone is the first point of contact for our clients. It is essential that you answer
your telephone promptly and politely, as the impression you give is a reflection on the
whole company.

Employees are prohibited from making any statement or claim concerning the ability of
any product sold by Lifeplus International to diagnose, treat, cure or mitigate the
progress of any disease, illness or other malady or otherwise render or attempt to
render any medical advice to any person in connection with Lifeplus International
products.

If a person is away from their desk and their telephone rings, please ensure that you
answer it on their behalf.

The company’s telephones should not be used for the making or receiving of personal
calls except in the case of an emergency, when permission should be obtained from
management.

Private Mail
You may put stamped outgoing mail into one of the post baskets. The company opens
incoming mail unless clearly marked ‘Private & Confidential’. The company accepts no
liability for such mail and you should not have private mail sent to the company.

SAFETY AND SECURITY

Health and Safety Guidelines

The company takes its Health and Safety responsibilities very seriously and is
committed to complying with current legislation. The Company Health & Safety Policy
document is permanently available to all employees. All employees on joining the
organisation are given a Health & Safety Induction.

First Aid
The Company provides two first aid boxes. It is the responsibility of each Manager and
Director to ensure that all members of staff are aware of their location, and that their
contents are replenished as necessary.
Any incidents where a member of the public or a member of staff is injured whilst on
Company premises should be recorded in the Accident Book.

Accident Procedure
In the event of an accident:

Obtain first aid treatment, or use the first aid equipment supplied

Remove any obstruction that may be lying on top of the injured person
e.g. chair or filing cabinet

DO NOT MOVE THE INJURED PERSON unless there is danger to

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his/her life e.g. falling debris or advancing fire.

Comfort and reassure the injured person until trained medical help
arrives. Call 999 for an ambulance in serious cases.

Ensure that the cause of the accident is remedied.

Enter details of the accident in the office diary.

Fire Evacuation Procedures

You will be made aware of the company’s fire and evacuation procedures during your
induction. You should note where safety equipment is located. Regular fire drills take
place to ensure everybody is aware of the procedures.

Security: Responsibility of Employees

The company operates in a competitive environment. The disclosure of confidential
information, either accidentally or planned, can jeopardise the business and the futures
of all concerned. Because of this, the company regards any lapse of security with great
concern and charges each and every employee to play his or her part in ensuring total
security of company information. It follows that you must not, under any circumstances:-

1) disclose any information relating to the company’s strategy to any third parties
without the consent of the Directors.

2) photocopy any company documents for use outside the business

3) take originals off site unless in pursuance of your duties

It is your responsibility to safeguard company documents and property in your

possession.

Smoking
Smoking is not permitted within any of Lifeplus Europe’s buildings. Any employee found
smoking within company premises might be liable to disciplinary action. Repeated
offences will result in termination of employment. Anyone found smoking in production
areas would be subject to instant dismissal.

Visitors should be informed of the non-smoking rules. Any visitor found smoking might
be asked to leave.

Visitors
Any visitor you may invite to the company is your responsibility and should not be given
access to company records or information that may jeopardise company security. All
visitors must sign the Visitors Book in Reception and will be given a visitor’s badge that
they must wear at all times.

Visitors (with the exception of certain maintenance staff, contractors and auditors) must
be escorted at all times and, on leaving, must be taken back to Reception so that they
can return the visitor’s badge and sign out. It is your responsibility to see your visitor off
the premises.

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Personal Possessions
The company cannot accept responsibility for personal belongings lost or damaged on
company property. You are therefore advised to lock away any personal items of value
and not to leave handbags, wallets and other items unattended.

Company Property
Unless clear authority to do so has been obtained, company property should not be
removed from the premises.

Stealing
The Company prides itself in running an open trusting policy towards staff. Anyone
found to break that trust would be open to immediate dismissal for theft of Company
possessions, confidential papers, stationery etc. or items from other members of staff
and the police would be called to investigate.

DISCIPLINARY & GRIEVANCE PROCEDURE

Disciplinary Procedure - Policy

The procedure applies to all employees who should familiarise themselves with its
provisions. It is intended that all disciplinary matters will be dealt with in a fair and
reasonable manner. The disciplinary rules are designed to help and encourage all
employees to achieve and maintain the required standards of conduct, discipline,
behaviour and job performance. Every effort will be made to provide guidance to
employees without invoking the formal disciplinary procedure. Where guidance has
failed or is considered inappropriate the company will have no alternative but to deal
with the matter in a formal manner as set out in the disciplinary procedure.

The following are non-exhaustive examples of the sort of offences that, if committed, will
normally lead to formal disciplinary action being taken:

Minor offences (oral warning):

 poor job performance involving sub-standard work;
 lateness;
 absenteeism; or
 any minor breach of the company’s regulations.

Serious offences (written warning):

 negligence resulting in minor loss, damage or injury;
 failure to comply with specific instructions;
 irresponsibility in relation to the company’s employees, activities or impropriety in
relation to the employee’s tasks for the company, whether or not within working
hours, which the company reasonably consider to be detrimental to or conflicting
with the interests of the company or its customers, or likely to affect the employee’s
standard of work;
 acting in a discriminatory manner on the basis of gender, marital status, sexual
orientation, religious belief, race, nationality or disability in respect of fellow
employees or customers;

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 failure to disclose any personal interest of the employee which conflicts with any
matter of a customer with which the employee is engaged; or
 any breach of confidence relating to the company or its customers’ affairs.

Gross misconduct (dismissal without notice):

 making any statement or claim concerning the ability of any Lifeplus product to
diagnose, treat, cure or mitigate the progress of any disease, illness or other malady
or otherwise rendering or attempting to render any medical advice to any person;
 serious breach of the working rules;
 negligence resulting in serious loss, damage or injury;
 offences against criminal or licensing laws including assault or attempted assault;
 theft or attempted theft;
 malicious damage to property;
 wilful disregard of duties or of instructions relating to the employment;
 deliberate and serious breach of confidence relating to the company’s or its
customers’ affairs;
 being under the influence of alcohol/drugs during working hours or whilst on
company property;
 the use for personal ends of confidential information obtained by the employee in the
course of his employment;
 falsification of records; or
 conduct violating common decency, or conviction on a criminal charge relevant to
the employee’s employment.
These are examples only of what conduct may amount to gross misconduct.

Disciplinary Procedure
Where it is necessary to invoke the formal warning procedure a Manager/ Director will
inform the employee in writing and set out the matters of concern. The following
procedure will then apply, but depending upon the seriousness of the allegations the
company reserves the right to omit any stages of the disciplinary procedure.

Stage One
In the case of minor offences the employee may be given a formal, oral warning.
The employee will be advised that the warning constitutes the first formal stage
of the disciplinary procedure and that a note will be placed on the personal file.
The employee will be advised of the right to appeal.

Stage Two
In the case of a serious offence or the repetition of an earlier minor offence the
employee will be given a written warning, setting out the nature of the offence,
and specifying, if appropriate, what improvement is required and the timescale
for improvement. The employee will be advised of the right to appeal.

Stage Three
In the case of a further repetition of earlier offences, or if the employee still fails
to improve or if the offence, whilst falling short of gross misconduct, is serious
enough to warrant only one written warning, the employee will be given a final
written warning setting out the nature of the offence and containing a statement
that any recurrence will lead to dismissal or whatever other penalty is considered

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appropriate and specifying, if appropriate, the improvement required and over

what period. The employee will be advised of the right to appeal.

Stage Four
In the case of gross misconduct, other serious misconduct or if there has been a
previous final written warning, the employee will normally be dismissed. The
decision to dismiss will be confirmed in writing to the employee as soon as is
practicable along with the reasons for the dismissal. When an employee is
dismissed for gross misconduct the employee will be dismissed without notice or
payment in lieu of notice. The employee will be advised of the right to appeal
against dismissal.

When the employee is accused of an act of gross misconduct he/she may be

suspended from work on full pay at the Company’s discretion pending the
outcome of investigation into the alleged offence.

In all cases before any disciplinary action (including warnings) is taken the
employee will be interviewed by a Manager or Director if appropriate and will be
informed of the allegations. Any allegations will be fully investigated. The
employee will be given the opportunity to answer any allegations and may be
accompanied by a colleague of their choice or a trade union official at any
disciplinary hearing. The employee will be advised which stage of the disciplinary
procedure is being implemented and of the right to appeal any decision and to
whom to address the appeal.

Appeal Against Disciplinary Action

If the employee is dissatisfied with the outcome of any stage of the disciplinary
procedure the employee has the right to appeal. Such appeals should be made
in writing within 5 working days and set out the grounds. All appeals will normally
be heard within 5 working days of receipt.

Personnel Files
Any disciplinary action and copies of any warnings will be kept on the employee’s
personal file. A written warning will normally be disregarded for disciplinary
purposes after 6 months and a final written warning normally after 12 months; in
all cases this is subject to satisfactory conduct and performance.

Grievance Procedure
The following procedure shall be applied in the event that an employee has a
grievance concerning his or her employment with the Company.

Employees are encouraged to have direct contact with management to resolve

their problems informally.
The procedure for resolution of grievances and avoidance of disputes is
available if the parties are unable to agree an informal solution to a problem.
Should a matter be referred to this procedure for resolution, both parties accept
that it should be progressed as speedily as possible.
It is agreed between the parties that where the grievance is of a collective nature
(i.e. affecting more than one employee) it shall be referred initially to the second
stage of the procedure.

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 Handbook of Employment

The stages of the procedure are as follows:

Stage One

The employee shall firstly raise the matter with their immediate Manager or
Director as appropriate

Stage Two

If the matter has not been resolved to the employee’s satisfaction at Stage One
the employee may set out the grievance in writing and send it to their immediate
Manager or Director as appropriate. A full statement summarising the main
details of the grievance must be prepared by the employee. A meeting will take
place and the employee must take all reasonable steps to attend. The employee
has the right to have a colleague or trade union official present.

After the meeting, the company will inform the employee of the decision, of the
right to appeal if dissatisfied and to whom to address the appeal.

Stage Three

If the employee wishes to appeal, the grounds must be set out in writing and
submitted to the company within 5 working days of receipt of the decision from
Stage 2.

A further meeting will take place and the employee must take all reasonable
steps to attend. The employee has the right to have a colleague or trade union
official present.

After the meeting, the company will inform the employee of the final decision.

Data Protection

The Company will retain and process both electronically and manually the data
(including sensitive data) it collects which relates to you, in the course of your
employment, for the purposes of administration and management of its
employees and its business. This data shall be retained and processed in
accordance with the Data Protection Act 1998. The Company may monitor your
use of the firm’s office equipment including computers and telephones.

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