Subject Index A - HSBC careers site

Dear Colleague
Welcome to HSBC Bank plc. I would like to wish you every success during your
employment, whether you have recently joined the Company or are an existing
employee.
This Employee Handbook (the “Handbook”) is designed both to introduce you to the
Company and to be of continuing use during your employment.
Together with your offer letter, the Handbook sets out the terms and conditions of
your employment, guidance on the high standards of conduct that are expected of you
and some of the main employee benefits which may be available to you. The
Handbook also provides you with information on where to find the main policies and
procedures that will affect your employment, which, for the most part, are contained
in the HR Procedures Manual located on the Company’s intranet.
The Handbook is therefore an important document and it is essential that you read it
thoroughly and carefully before accepting an offer of employment with the Company
or, if you are a current employee, as soon as possible after the Handbook is issued.
Unlike previously, paper copies of the Handbook will not be issued. Instead, it will
only be available via the Company’s intranet. This will allow the Company to keep
the Handbook up to date and reflects the Company’s policy of minimising paper
products.
General amendments to the Handbook will be issued from time to time by circular.
As these amendments may revise your contract of employment it is essential that you
refer to the Handbook, as set out on the Company’s intranet, and familiarise yourself
with these amendments.
I hope that you will find the information contained in the Handbook both informative
and helpful. If you require clarification or any additional information please refer to
your line manager.
Mark Sheridan
Head of Human Resources
HSBC Bank plc
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INDEX
About the handbook …………………………………………………………….. 5
1. Terms and conditions of the handbook ……………….….…………... 7
1.1 Job Title………………………………………………….…………..……. 7
1.2 Duties……………………………….……………………….…….………. 7
1.3 Global Career Bands ……………..……………………………………….. 7
1.4 Pay …………..………….…..………………………………. ..…..…..….. 7
1.4.1 Payments to You .. ……….……………………………..……….. 7
1.4.2 Bank Account . ………….……………..……..…………………. 8
1.4.3 Salary Reviews …………………………..…..……………..…… 8
1.4.4 Bonus Schemes ……….…………………...……………………. 8
1.4.5 Allowances…………..……….……………..…………..……….. 8
1.4.6 Overtime and Additional Hours …….….……..……..…………. 8
1.4.7 Public and Bank Holidays…….……..……..………….………… 9
1.4.8 Incorrect Pay and Deductions………………….……….……..… 9
1.4.9 Tax and National Insurance on Benefits ….……………………. 10
1.5 Performance Development Programme …………………………………. 10
1.6 Hours of Work ……………………..……………..………………..……. 11
1.6.1 General …………………………………………………………. 11
1.6.2 Working Time Regulations 1998 ……………………………… 11
1.7 Leave ………………………..……………….…………………….…….. 11
1.7.1 Holiday Entitlement ………………….………………………… 11
1.7.2 Promotion ……………………………………………………… 12
1.7.3 Key Time Employees ……………………………….………….. 12
1.7.4 Commencing or leaving employment during the holiday year … 12
1.7.5 Public and Bank Holidays ……………...………………………. 13
1.7.6 Time off for medical appointments …...……………………....... 13
1.8 Absence from Work ..…………………………………………….…........ 13
1.8.1 General………………………………………………………….. 13
1.8.2 Absence Due to Sickness or Injury ………………………….…. 14
1.8.3 Salary and Other Payments During Periods of Absence …….…. 14
1.9 Location and Mobility ………………………………………………….... 16
1.9.1 Senior Management (GCB 1 to 3) ...………………………….. 16
1.9.2 Management (GCB 4 to 6)…………………………………...… 16
1.9.3 Executive Management Trainees……………...………………... 16
1.9.4 Clerical (GCB 7 and 8)…………………………..……………... 17
1.9.5 Business Recovery Plans ……………………………………..… 17
1.10 Cars…………………………………………………………………….… 17
1.10.1 Car Cash Allowances ……………………………..…….….…. 17
1.10.2 Management Car Loan ………………………………………… 18
1.10.3 Job Cars (Company Car Scheme) ……………………………… 18
1.10.4 Motoring Offences ..……………………………………………. 18
1.11 Expenses…………………………………..……………………..…..……. 18
1.12 Retirement and Pensions ……………………..………………………….. 19
1.12.1 General………………………………….…………….……….… 19
1.12.2 The HSBC Bank (UK) Pension Scheme - Defined Contribution
Section...………………………………..…………………….….. 19
1.12.3 The HSBC Bank (UK) Pension Scheme - Defined Benefit Section 20
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1.12.4 HSBC Insurance Pension Scheme (Formally The Corinthian Pension
Scheme)……………………………………………………..…… 21
1.13 Standards of Conduct………………………………………………….…. 22
1.14 Confidentiality……………………………………………………………. 22
1.15 Inventions and Other Intellectual Property…………………………….… 23
1.16 Employee Records……………………………………………………….. 24
1.17 Termination of Employment……………………………………..………. 24
1.17.1 Notice periods ……………………………………………….…. 24
1.17.2 Redundancy ………………………………………………..…… 26
1.17.3 Garden Leave …………………………………………………… 26
1.18 Return of Property………..…………………….………………………… 26
1.19 Competition Obligations………………………………….……………… 26
1.19.1 Confidential Information………………………...…………..….. 26
1.19.2 Restrictive Covenants ………….…………..…………………… 27
1.20 Disciplinary ……………………………………………..……………….. 27
1.20.1 Rules and Procedure………………..…………………………… 27
1.20.2 Disciplinary Sanctions ……………….…………………………. 27
1.21 Grievance Procedures……………………….……………………………. 27
1.22 Variation and Changes……………………………….…………………… 28
1.23 Rights of Third Parties ………………………………….………….…….. 28
1.24 Definition of Group…………………………………….……..…………... 28
2 Code of Business Ethics and responsible Behaviour (The Code).……. 28
2.1 Integrity ……………………………………..……………………………. 29
2.2 Fidelity……………………………………………………………………. 29
2.3 Self-Respect ……..……………………………………………………….. 30
2.4 Corporate Values (in relation to personal conduct) …..………………….. 30
2.5 Core Standards of Behaviour ...…………………………………………... 30
3 Rules and Regulations …..………….…………………………………... 32
3.1 General …………………………………………...…………………….… 32
3.2 Security and Fraud Prevention ..……………………………………….…. 32
3.3 Communications ..………………………………………………………... 32
3.4 Personal Finance………………………………………………………….. 33
3.5 Commitments Outside the Company/Dual Employment ………………... 33
3.6 Receiving Gifts and Hospitality …………………………………………. 33
3.7 Diversity ..……………………………………………………………….. 34
3.7.1 The Central Role of Diversity ………………...………...…….… 34
3.7.2 Your Obligations .. …………………………………………….... 34
3.7.3 Assistance ……………………………………………………... 34
3.8 Compliance with Financial Services Regulations and Rules ..……….….. 35
3.8.1 Compliance Risk …………………………………………….….. 35
3.8.2 Operational Risk …………………………………………..…… 35
3.8.3 Consumer Protection …………………….……………………… 35
3.8.4 Dealing Rules - UK Employee Dealing Procedures ….……….... 36
3.8.5 Money Laundering Deterrence ..……………………………….. 36
3.9 Whistle-Blowing …..……………………………………………………... 37
3.10 Data Protection……………………………………………….…………... 38
3.10.1 Personal Data and Sensitive Data……………………………...... 38
3.10.2 Employees' Responsibilities …………………………………… 39
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3.11 Use of Information Technology ……….……………………………..….. 40
3.12 Health, Safety and Fire …………………………………………………... 42
3.13 Circulars, Instructions and Authority …………………………………… 42
3.14 Dress and Appearance …………………………………………………… 43
3.15 Alcohol and Drug Misuse ……………………………………………….. 43
4 Benefits and Facilities …………………………………………………. 43
4.1 Beneficial Loans …………………………………………………………. 44
4.1.1 Personal Loans .………………………………………………… 44
4.1.2 Season Ticket Loans …………………………………………… 44
4.2 Charities………………………………………………………………….. 44
4.2.1 Give As You Earn ……………………………………………… 44
4.2.2 Pound for Pound Scheme ………………………………………. 44
4.2.3 ‘Keep the Change!’ …………………………………………….. 44
4.3 HSBC Childcare …………………………………….…………………... 44
4.4 Eyesight Testing …………………………………………………………. 45
4.5 Open Line ………………………………………………….…………….. 45
4.6 HSBC Group Sports and Social Clubs ………………………………….. 45
4.7 Healthcare Plan ………………….……………………………………… 45
4.8 Group Income Protection (Permanent Health Insurance) Scheme …….... 46
4.9 Health Assessment ………………………………………………………. 46
4.10 Staff Accounts ..………………………………………………………… 46
4.11 HSBC Corporate Card…………………………………………………… 47
5 Your Career With the Company ……………………………………… 47
5.1 Job Evaluation …………………………………………………………… 47
5.2 Employee learning and development – investing in your future ……..… 47
5.2.1 Identifying learning and development needs ………………… .. 48
5.2.2 Learning & Development …………………………………........ 48
5.2.3 Professional and Technical Qualifications …………………….. 49
5.3 Maternity and other family related polices and procedures ………..……. 49
5.4 Special Leave …………………………………………...…..…………… 49
5.5 Support for Disabled Employees ….……………………………………. 50
5.5.1 Reasonable Adjustments ………………………………………. 50
5.5.2 Rehabilitation Policy .………………………………………….. 50
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ABOUT THE HANDBOOK
The purpose of the Handbook is to:
• set out and clarify the terms and conditions of employment;
• explain the rules and regulations which you must abide by;
• summarise the benefits you may be entitled to, and
• set out some of the main issues which may be of interest to you during your
employment.
References in this handbook to ‘Company’ shall mean all of the following except
where any differences are specified:
HSBC Insurance Brokers Ltd
HSBC Shipping Services Ltd
HSBC Actuaries and Consultants Ltd
HSBC Insurance (UK) Ltd
Insurance Holdings Ltd
The Handbook is divided into a number of sections:
Introduction
This section explains the importance of the Handbook and introduces the various
sections and other HR Resources.
Section 1 - Terms and Conditions of Employment
This section, together with your offer letter (as amended by any subsequent
communications from the Company), forms the terms and conditions of your
employment. It therefore sets out important information on the rights and obligations
which apply during the course of your employment.
For the avoidance of doubt, references in this Handbook to your ‘offer letter’ means
any letter or document (other than the Handbook) issued to you by the Company that
is expressly stated to form or constitute part of your terms and conditions of
employment and/or employment contract (and as may have been amended by any
subsequent communications from the Company).
Section 2 – Code of Business Ethics and Responsible Behaviour
The Code of Business Ethics and Responsible Behaviour deals with and provides
guidance on the standards of behaviour that the Company expects of all employees.
Section 3 – Rules and Regulations
This section sets out important information about the standards of conduct which you
must abide by as an employee, and which you should expect from your colleagues.
Section 4 – Benefits and Facilities
Section 4 outlines some of the benefits which you may have access to during your
employment and sets out where further information can be obtained.
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Section 5 – Your Career with the Company
This section sets out information on training, development and other matters which
may be relevant during your career with the Company.
Separate handbooks are issued for employees in other parts of the HSBC Group
within the UK, e.g. HSBC Treasury and Capital Markets, first direct and those
employees working on the Channel Islands or the Isle of Man. The parent company of
the Group, HSBC Holdings plc, also issues its own handbook for its employees.
This Handbook supersedes earlier versions of the Employee Handbook which may be
referred to in your current offer letter from the Company. All references in such
documents to earlier handbooks should now be taken to refer to this Handbook.
About HR Procedures, Policies and other HR Documents
The Human Resources Procedures Manual (the "HR Procedures Manual"), which can
be found on the Company's intranet, contains the Company’s principal HR policies
and procedures. You can navigate through the HR Procedures Manual by using the A-
Z index. At the end of most sections of the HR Procedures Manual there are contact
details, so that you know who has the expertise to guide you with any specific issues.
It is important that you take an opportunity within the first few weeks of your
employment with the Company to familiarise yourself with the format and contents of
the HR Procedures Manual. The HR Procedures Manual does not form part of your
contract of employment.
Other sources of information specific to certain situations, such as the ‘Maternity
Guide’ or ‘Core Procedures Manual’ are referred to in the HR Procedures Manual and
can be obtained from your line manager or through the Company's intranet.
Where a matter is referred to in the Handbook and further information is contained in
the HR Procedures Manual or other documents, directions to the appropriate
document will normally be provided. Please note, however, that any documents
referred to in this Handbook do not form part of your contract of employment (unless
otherwise expressly stated) and are not incorporated into your contract of employment
by reference.
What is the difference between a policy and a procedure
Most of the sources of information are referred to as ‘policies’ and/or ‘procedures’. A
policy usually describes the Company’s approach to a certain issue. A procedure
usually describes the process which the Company will follow in respect of a particular
issue. Some subjects will have both a policy and a procedure, in other subjects the
policy may form part of the procedure.
Regardless of whether information on a particular subject is called a ‘policy’, a
‘procedure’ or both, the key factor is that they set out guidance on how you should
act, and how the Company will act towards you.
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1. TERMS AND CONDITIONS OF EMPLOYMENT
This section of the Handbook, together with your offer letter (as amended by
subsequent communications from the Company), forms your terms and conditions of
employment. In addition, they set out the details which the Company, as your
employer, is required to give you under section 1 of the Employment Rights Act
1996.
For the avoidance of doubt, references in this Handbook to your ‘offer letter’ means
any letter or document (other than the Handbook) issued to you by the Company that
is expressly stated to form or constitute part of your terms and conditions of
employment and/or employment contract (and as may have been amended by any
subsequent communications from the Company).
1.1 Job Title
Your current job title is as stated in your offer letter or subsequent communication
from the Company, and may be amended periodically by notice to you in writing or
by circular.
1.2 Duties
Your duties are as set out in your job description or as detailed to you by your line
manager. However, you will need to take a flexible approach to your duties and in
particular, from time to time, you may be required to undertake such alternative or
additional duties as may be commensurate with your Job Band (‘Band’). On
occasions for training purposes or operational reasons, you may also be required to
carry out duties at a higher or lower Band as necessary.
Deputising in other Band duties is a developmental opportunity and a contribution to
overall teamwork and customer service. When an employee deputises in a higher
Band job, a payment may be made by prior agreement and in accordance with the
Company's rules as they may exist at the time.
1.3 Global Career Bands
All positions within the Company are assigned a Global Career Band (GCB). The
GCB are labelled 1 through 8. The GCB is allocated to a particular job by process of
job evaluation, which assesses and ranks jobs according to content.
Your Global Career Band is initially stated in your offer letter and any changes will
be notified to you in writing.
Your eligibility for benefits will vary according to your assigned Global Career Band.
1.4 Pay
1.4.1 Payments to you
Your pay comprises a basic salary and any entitlement to other allowances as stated in
your offer letter or other communication from the Company. Any changes will be
notified to you in writing or by circular. Your basic salary is pensionable and any
allowances are non-pensionable, unless otherwise stated.
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Payment will be made into an account in your name with HSBC, in 12 equal monthly
instalments on or around the 20 th of each month. This means that you will be paid in
arrears for work done up to the 20 th of each month and in advance for working from
the 20 th to the end of the month. However, depending on the date in the month you
join the Company, the payment period and/or date of your first salary payment may
vary.
Salary and, where applicable, any allowances, accrue in respect of each hour or part
thereof, which you work.
Payment is subject in all cases to statutory deductions of income tax and employee
national insurance contributions and any other deductions which the Company may be
obliged to make. You will receive a monthly pay statement detailing gross pay and
deductions.
1.4.2 Bank Account
It is a requirement of your employment that you maintain an HSBC bank account
into which your salary will be paid. On joining the Company you will be required to
open an HSBC bank account and the payment of salary into non-HSBC bank
accounts, even on a temporary basis, is not permitted.
1.4.3 Salary Reviews
The Company reviews its current levels of pay each year.
Any changes to your basic salary will be notified to you by letter or in your monthly
pay statement.
1.4.4 Bonus Schemes
The Company currently operates performance related discretionary bonus schemes,
with the exception of those in selected sales roles. The discretionary bonus schemes
are designed to reward employees according to their efforts and the achievements of
the Company. The existence of and rules of the schemes are entirely discretionary and
operate in accordance with non-contractual rules, which may be in place from time to
time.
Separate bonus schemes apply to select sales roles. The existence of and rules of such
schemes are also entirely discretionary and operate in accordance with noncontractual
rules, which may be in place from time to time.
1.4.5 Allowances
You may be eligible for certain non-contractual allowances, as are applicable at the
time. Your offer letter or subsequent written communications from the Company will
specify the type and level of any allowance to which you may be entitled. Any
subsequent withdrawal or variation will be notified to you in writing or by circular.
1.4.6 Overtime and Additional Hours
Where you are required to work beyond your normal hours, payment may, in
exceptional circumstances, be made to clerical Band (7 & 8) employees, in respect of
any such hours, in accordance with the Company's rules on authorisation, eligibility
8

and rates of pay. Overtime payments are non-pensionable and are not used in the
calculation of any other benefits which are reliant on hours worked.
Key time employees in Global Career Bands 7 and 8 will not be eligible for overtime
payments until they work more than 7 hours in one day or 35 hours in one week. Any
hours worked by key time employees in clerical bands (GCB 7 and 8) above their
normal hours, but below the limits for overtime payments, will count as additional
contractual hours (“Additional Hours”). Additional Hours are pensionable and will
also be used in the calculation of any incentive payments, where any such payment is
calculated on number of hours worked.
No overtime payment will be made to Global Career Band 1 to 6 employees who
work in excess of 35 hours per week. In exceptional circumstances key time
employees who are in a management band (GCB 1 to 6) may be permitted to work
Additional Hours, for which they will be remunerated as set out above in respect of
GCB 7 and 8 employees.
Further details are set out in the HR Procedures Manual (Overtime).
1.4.7 Public and Bank Holidays
Some employees receive payment in respect of Public and Bank holiday working in
accordance with the Company's policies and procedures on authorisation, eligibility
and rates of pay. For further information please refer to the HR Procedures Manual
(Public and bank holiday working).
1.4.8 Incorrect Pay and Deductions from Pay under the Employment Rights Act
1996 (Part II)
There may be an occasion when through error or omission you receive less than your
contractual pay and/or allowances. Should such an unfortunate circumstance arise the
Company will rectify the situation and any contractual pay and/or allowances not paid
to you will be paid on the first opportune pay-day following notification or
identification of the omission or error. Conversely, if any error or omission results in
any overpayment of pay and/or allowances being made to you it is accepted that the
Company reserves the right to deduct any such overpayment(s) from salary on the
first opportune pay-day following identification or notification. The Company will
take into account individual circumstances and try to achieve a jointly-agreed
repayment schedule.
In the event that the overpayment is made in respect of your final salary payment (or
other payment due on termination of employment), or if you are under a repayment
schedule and your employment terminates, the Company reserves the right to request
that you repay such sums owed, on demand. The Company will give you an
opportunity to discuss the proposed withdrawal (see section 1.7.4), and the Company
will take into account your personal circumstances prior to determining a repayment
schedule.
If your employment ends and the number of days’ holiday you have taken exceeds
your pro-rata entitlement for the holiday year, an appropriate deduction will be made
from your final pay or if this is not possible the Company reserves the right to request
that you repay such sum on demand. The Company will give you an opportunity to
9

discuss the proposed withdrawal, and the Company will take into account your
personal circumstances prior to determining a repayment schedule.
If the holiday entitlement you have taken is less than your pro-rata entitlement and it
is not operationally practical for the outstanding days to be taken during the notice
period, payment in lieu of outstanding holiday entitlement will be made.
Payments or deductions will not be made in respect of any Public or Bank holidays
accrued or taken in excess of entitlement.
If you are summarily dismissed or leave the Company without giving due notice, you
will not be entitled to any payment for accrued holidays or holiday pay, including
(where relevant) any accumulated lieu days due to Saturday or rest day working.
1.4.9 Tax and National Insurance on Benefits
Each year the Company will issue to you a P60 Certificate, which states your total
earnings and deductions for the tax year ending 5 April.
If you earn at the rate of £8,500 per annum or more (set by HM Revenue & Customs)
in any tax year including "benefits in kind", you will be liable to tax on the financial
value of those benefits. Benefits in kind include items which may be provided to you
periodically by the Company such as private health insurance, cars and beneficial rate
loans.
If you need to communicate with HM Revenue and Customs, quote your tax reference
and NI number, both of which are given on your pay statement. Address any queries
to:
HM Revenue and Customs
West Yorkshire and Craven Area
Centenary Court
1 St Blaise Way
Bradford
West Yorkshire
BD1 4YL
Telephone : 0845 302 1432
1.5 Performance Development Programme
Performance Management is an organisational tool that aims to continuously raise
organisational and individual performance and success, developing our capability and
potential for the longer term. This process allows the Company to cascade its
corporate objectives to business units through synchronising and allocating
responsibilities and deliverables at an individual level. It enables the Company to
identify and develop those values, behaviours and goals that are vital to its
commercial success.
In order to maximise your effectiveness at work, it is essential that you understand:
• your responsibilities
10

• the level at which you should be performing
• the level at which you are performing
• your development needs.
Further details are set out in the following sections of the HR Procedures Manual:-
Performance Development Programme (HSBC Insurance Brokers) - also applies to
HSBC Shipping Services Ltd & Insurance Holdings Ltd,
Performance Development Programme (HSBC Actuaries and Consultants)
Performance Development Programme (HSBC Insurance (UK) Ltd)
1.6 Hours of Work
1.6.1 General
You will normally work for 35 hours per week and your working hours will be
confirmed in your offer letter.
Subject to reasonable notice you may be required to work other hours and/or
schedules. The maximum daily working hours will be no more than 10 although you
may work longer hours with agreement and approval. The maximum number of days
you may be required to work in any week is 5, over 7 calendar days, Monday to
Sunday.
Management band (GCB 1 to 6) employees are required to work such other hours as
are necessary for the proper fulfilment of their duties, and no payments will be made
for hours worked in excess of their normal hours and/or schedule.
Key time employees may, subject to eligibility and prior authorisation, work
additional hours, in excess of their normal hours, for which they will receive
additional pensionable remuneration at their normal hourly rate of basic salary. The
parameters and other terms and conditions in relation to additional hours are set out in
section 1.4.6 of this Handbook.
1.6.2 Working Time Regulations 1998
The above regulations set limits on working hours and create a legal entitlement to
minimum rest breaks and paid holiday entitlement. Further details on the regulations
appear in the HR Procedures Manual (Working time - regulations).
1.7 Leave
1.7.1 Holiday Entitlement
The Company’s holiday year runs from 1 January to 31 December each year.
You are required to take a minimum of two working weeks of your holiday
entitlement as consecutive weeks (this may include Public or Bank holidays) and,
where operationally possible, this should be over a month end. During such a period
you must not process any transactions or participate in work related activities from a
remote location.
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Leave arrangements for employees whose working pattern exceeds 7 hours per day,
or who are working a recognised shift pattern, may vary. These arrangements will be
advised to you at the time of introduction of the working pattern.
For employees who commenced employment on or after 1/5/07, and all other
employees with effect from the holiday year commencing 1/1/08, holiday entitlement
will be as follows:-
Global Career Band
Paid leave (working days)
GCB 1 and 2 30
GCB 3 and 4 28
GCB 5,6,7 and 8 25
If you joined the company prior to 1/5/07 and your leave entitlement, when calculated
on the basis of complete calendar years’ service (or any protected contractual
arrangement resulting from a previous transfer of employment), is greater than the
leave entitlement applicable to your Job Band (see above tables), the greater
entitlement will apply.
1.7.2 Promotion
On promotion any increase in holiday entitlement will be adjusted pro-rata for the
remainder of the holiday year.
1.7.3 Key Time Employees
Employees whose normal hours are less than 35 hours per week are entitled to paid
holiday which is proportional to their normal hours, when compared to the holiday
entitlement for a full time employee.
Individual entitlement will be set out in your offer letter or will be notified to you by
your line manager.
1.7.4 Commencing or leaving employment during the holiday year
If your employment starts or finishes part way through the Company’s holiday year
your holiday entitlement will be directly proportional to the actual period worked
during that holiday year.
If it is not operationally practical for you to take your accrued holiday entitlement
prior to termination of employment, the Company will make an equivalent payment to
you in your final salary, unless your employment is terminated by reason of gross
misconduct or if you fail to give appropriate notice. The Company will also deduct an
equivalent sum from your final salary payment for any holiday taken in excess of your
entitlement or, if this is not possible, the Company reserves the right to withdraw an
equivalent sum from your HSBC bank account within one month of the termination of
your employment or to request that you repay the sum on demand. If the Company
intends to withdraw any such sum from your HSBC bank account it will write to you,
at your last recorded address, informing you of the amount that will be withdrawn.
The Company will give you an opportunity to discuss the proposed withdrawal, and
will take into account your personal circumstances prior to determining a repayment
schedule.
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Payments or deductions will not be made in respect of any Public or Bank holidays
accrued or taken in excess of entitlement.
1.7.5 Public and Bank Holidays
The recognised Public and Bank holidays are: New Year's Day, Good Friday, Easter
Monday, May Bank Holiday, Spring Bank Holiday, August Bank Holiday, Christmas
Day and Boxing Day.
In addition to the holiday entitlement in section 1.7.1, employees whose normal
working hours are 35 hours per week will receive 8 days in recognition of the Public
and Bank holidays.
Key time employees will receive an entitlement in respect of Public and Bank
holidays which is proportional to their normal hours of work.
Individual entitlement will be set out in your offer letter or will be notified to you by
your line manager.
Depending on your rostered pattern of work, either paid leave on the Public or Bank
Holiday, or subsequent time-off in recognition, will be given. If your working
arrangements include working a Public or Bank Holiday, and you are subsequently
not required to work on that day, reasonable notice will be given.
Further details are set out in the HR Procedures Manual (Public and bank holiday
working).
1.7.6 Time off for medical appointments
You may be granted paid time off to attend medical (including dental and optician)
appointments which cannot be arranged outside working hours, subject to such
policies and procedures on authorisation as may apply locally. Such appointments
should, where possible, be made close to the beginning or end of your working day.
Where you choose to take a medical appointment in the middle of the working day,
rather than re-arrange this for a more operationally convenient time, you may be
asked to work additional hours to cover the time taken off for such appointments.
Pregnant women who attend ante-natal care appointments are entitled to paid time off
and will not be asked to work any additional hours to cover time taken off for such
appointments.
1.8 Absence from Work
1.8.1 General
You must wherever possible gain prior agreement from management before being
absent from work. In that case an explanation satisfactory to the Company must be
given for your absence.
If you do not have your manager’s prior agreement to your absence you must:
• comply with the Company's rules and procedures if the absence is due to your
sickness or injury as set out below; or
13

• if your absence is due to any other reason you must telephone management at your
normal starting time, or as soon thereafter as is reasonably practicable, in order to
advise of your absence and provide a satisfactory explanation for the absence.
When you return to work you must attend a return to work interview.
If the Company considers that the explanation you have given for your absence,
verbally, in writing, or through your self certification form, to be unsatisfactory or
false then action under the Company’s disciplinary procedures may be taken against
you.
1.8.2 Absence Due to Sickness or Injury
If you are unable to attend work because of your sickness or injury you must
telephone management at your work location no later than your normal starting time
(or as soon thereafter as reasonably practicable) in order to advise them of your
absence and its reason.
If your absence lasts for 7 calendar days or less you will need to complete an
Uncertified Sickness Form which can be found in the HR Procedures Manual
(Absence management).
If your absence exceeds, or is likely to exceed, one calendar week, you must consult
your doctor and obtain a medical statement expressing the doctor's opinion of the
reason for your absence from work. This must be sent by post or delivered to your
line manager. If further certificates are required, these must also be sent to your line
manager by post or delivered. If your illness lasts longer than one calendar week, you
should contact your line manager to advise him or her of your current prognosis at
least once a week, unless agreed otherwise.
You may be asked to give your consent for the Company to obtain a prognosis from
your doctor. You may also be required to visit a medical adviser appointed by the
Company and you will also be requested to give your consent to any report prepared
by such medical adviser being disclosed to the Company.
Reporting requirements may be varied by local arrangement at your place of work,
when any particular requirements will be brought to your attention during your
employment. If you are unclear about the arrangements in place you should speak to
your line manager.
1.8.3 Salary and Other Payments During Periods of Absence
No salary or other allowances or incentive payments will be paid for periods of
unauthorised absence.
Payments may be made for periods of absence due to reasons other than sickness or
injury at the Company’s absolute discretion.
Subject to you following the absence rules laid down by the Company, basic pay less
any Statutory Sick pay (“SSP”), Incapacity Benefit or other similar benefit, will be
continued for a limited period during authorised absence due to sickness or injury.
The period for which salary will be paid currently depends on the length of your
continuous service with the Company at 6 April each year as follows:-
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Employees (excluding HSBC Insurance (UK) Ltd employees) whose continuous
service with the Company commenced before 1st July 2003:
A maximum period (subject to satisfactory medical evidence being provided) of 52
weeks (260 working days) on full pay.
Employees (excluding HSBC Insurance (UK) Ltd employees) whose continuous
service with the Company commenced on or after 1st July 2003:
Continuous Service Maximum period of normal pay granted 1
Less than 2 years
8 weeks (40 working days)
Between 2 and 3 years
16 weeks (80 working days)
Between 3 and 5 years
26 weeks (130 working days)
Over 5 years
52 weeks (260 working days)
1
The maximum period is the maximum granted in any one year starting 1 April
whether absence is owing to a single illness or succession of illnesses
Employees whose continuous service with the Company commenced on or after
1st May 2007 and all HSBC Insurance (UK) Ltd employees:
Continuous Service Maximum period of normal pay granted 2
Less than 6 months
Statutory Sick Pay only
Between 6 and 12 months
2 weeks (10 working days)
Between 1 and 3 years
8 weeks (40 working days)
Between 3 and 5 years
16 weeks (80 working days)
Over 5 years
26 weeks (130 working days)
2
Calculation of maximum period of normal pay granted will be based upon a rolling
12 month period whether absence is due to a single illness or succession of
illnesses
All sick pay is calculated and paid monthly in arrears following receipt of approved
absence requests completed via the absence management system.
Company sick pay includes any entitlement you may have to Statutory Sick Pay
(SSP). If Company sick pay ceases, you may still be entitled to SSP (for up to 28
weeks' sickness in total). The Company reserves the right to refuse to pay sick pay
(including SSP) if it has reasonable cause to think that you are not genuinely sick, or
are abusing the sick pay policy.
You should be aware that the Company may reduce your holiday entitlement for the
holiday year on a pro-rata basis related to your attendance during that year. Any
incentive scheme arrangements, as may exist, may also be affected.
Should your SSP entitlement exceed Company arrangements as set out in the HR
Procedures Manual (Statutory Sick Pay (SSP)) then, on exhaustion of any Company
sick pay, you will be paid SSP in accordance with your statutory entitlement. Payment
of SSP is dependent on you satisfying rules regarding periods of incapacity, the period
of entitlement, qualifying days and rules for the notification of absence.
15

If you are absent from work due to an accident or a condition sustained on or off duty
that is the fault of a third party, any Company sick pay paid to you in respect of such
absence will be recoverable by the Company only if, and to the extent that, you
recover damages in respect of your injury, condition or absence from work. You will
be notified if these circumstances apply.
Further details on absence are set out in the HR Procedures Manual (Absence
management).
1.9 Location and Mobility
Your initial location will be as stated in your offer letter from the Company. You may
be required to travel to customer sites and premises and on occasion to attend training
sessions and meetings elsewhere.
There may also be times when the Company needs you to be flexible with your work
location, which may mean a permanent or temporary move. Subject to business needs,
the Company will, wherever possible, take into account your personal and domestic
circumstances before requiring you to move. Set out below are the Company’s
mobility requirements. Although the general mobility requirement is dependent on
Band, the Company’s requirements under any business recovery plan (see paragraph
1.9.5) apply to all Bands.
1.9.1 Senior Management (GCB 1 to 3)
If you are a senior management (GCB 1 to 3) employee you may be required to work
at or from any office, branch or location of the Company or within different
companies of the HSBC Group (as defined at paragraph 1.24) in the UK. A change of
your place of residence may be required from time to time at particular stages of your
career.
In addition there may be some roles where there is a requirement to work outside of
the UK. There may also be roles where occasional overseas travel is necessary, and in
such situations, personal and domestic circumstances will be taken into account.
1.9.2 Management (GCB 4 to 6)
If you are a management employee (GCB 1 to 6) you may be required to work at or
from any office, branch or location of the Company in the UK. A change of your
place of residence may be required from time to time at particular stages of your
career.
In addition there may be some roles where there is a requirement to work outside of
the UK. There may also be roles where occasional overseas travel is necessary, and in
such situations, personal and domestic circumstances will be taken into account.
1.9.3 Executive Management Trainees
If you are on the Company’s Graduate Programme, you are likely to be required from
time to time to work at or from any office, branch, or location of the Company in the
UK. National flexibility is required as an Executive Management Trainee. A change
of your place of residence is likely from time to time at particular stages of your
career.
16

In addition there may be some roles where there is a requirement to work outside of
the UK. There may also be roles where occasional overseas travel is necessary, and in
such situations, personal and domestic circumstances will be taken into account.
1.9.4 Clerical (GCB 7 and 8)
If you are a clerical employee (GCB 7 and 8) you may be required to work at or from
any office, branch or location of the Company in the UK, within reasonable travelling
distance of your existing location or your home. What is deemed a reasonable journey
will depend on a number of circumstances that will include normal travelling time and
public transport availability.
1.9.5 Business Recovery Plans
The Company has business recovery plans in place in the event of a major disaster
taking place and the working environment being compromised. Depending on the
nature and longevity of the disaster and the nature of the role you are carrying out at
the time, you may be identified as a key member of staff. If you are identified as
such, you may be contacted and expected to report for work at a different site, for a
temporary period, to recover critical business disruption.
1.10 Cars
The policy below is applicable to employees on the following contracts:
• HSBC Insurance Brokers.
• HSBC Shipping Services
• HSBC Actuaries and Consultants
(HSBC Insurance Holdings employees remain on current arrangements)
Employees whose service commenced before 1st May 2007 will have received a letter
confirming changes to their entitlement following the transition of all eligible
employees to the current policy with effect from 1st January 2009, as detailed below.
1.10.1 Car Cash Allowances
Employees in GCB 1 to 4 are entitled to a non-pensionable car cash allowance which
will be subject to tax and national insurance contributions as appropriate.
The table below shows the current cash allowances for the UK:
Band 1-2: £9000 p.a
Band 3: £7500 p.a
Band 4: £6000 p.a
These may be subject to review from time to time.
Employees in GCB 5 to 8 are not eligible for a car cash allowance, however, they may
be eligible for a Job Car if their role necessitates the use of a car for business purposes
(see Job Cars).
17

1.10.2 Management Car Loan
Employees who are in GCB 5 and who are not eligible for a Job Car may apply for a
management car loan subject to its existence, limits and terms as may apply from time
to time.
Should you subsequently become eligible to participate in the Company Car Scheme,
or be issued with a Job Car, no further car loans will be granted, but any existing car
loan can continue until normal expiry or until the car is sold when the loan must be
repaid.
For further information please refer to the HR Procedures Manual (Car loan).
1.10.3 Job Cars (Company Car Scheme)
On appointment to certain jobs where the annual business mileage requirement
exceeds 10,000 miles you may be entitled to a Job Car under the relevant Company
Car scheme, details of which will be provided separately.
There is no eligibility for an alternative cash allowance unless you are entitled as a
result of your Band (see Car Cash Allowances). It is a Company asset (not a personal
resource) and allocation is reviewed regularly to ensure continued eligibility. As a
result, the provision of a Job Car may be withdrawn by the Company at any time.
For further information please refer to the HR Procedures Manual (Car Scheme).
1.10.4 Motoring Offences
If, as a result of a motoring offence, you lose your driving licence and as a
consequence are not able to undertake your duties satisfactorily you must make
suitable alternative arrangements acceptable to the Company to enable you to perform
your contract of employment.
If you are not able to do so the Company will attempt to identify an alternative
position, not involving driving. However if this is not possible or you do not accept
the alternative position then your employment will be terminated, by the Company, by
giving due notice.
It is accepted that should an alternative role be identified, your salary, benefits and all
other terms and conditions of employment would reflect that of an employee in a
similar role at that band and not that of your current position. Any such alternative
role will normally be an established position. You will therefore not be entitled to
automatically return to your former role if your driver’s licence is returned, although
you will be able to apply and be considered for positions which require a driving
licence.
1.11 Expenses
You will be reimbursed for expenses incurred on the Company's business which are:
• incurred and claimed strictly in accordance with the Company's rules on expenses;
and
• supported by the appropriate level of authorisation and documentation.
18

To take best advantage of the Company's buying power, arrangements exist for
purchase of certain services through given suppliers or through a central point. Such
arrangements must be complied with.
Further details are set out in the appropriate Expenses Policy and Procedures Manual
available on the Company’s intranet.
1.12 Retirement and Pensions
1.12.1 General
The normal retirement age in the Company is currently 65 and your employment will
terminate automatically at the end of the month in which your 65 th birthday occurs,
unless you are otherwise advised by individual notice.
For members of the HSBC Defined Benefit Section (DBS) of the Pension Scheme, the
‘pensionable retirement age’ will increase to 65 with effect from 1 April 2010,
thereby bringing it in line with the ‘normal retirement age’. However, members who
choose to pay member contributions with effect from 1 July 2009, will be able to elect
to make further contributions to retain the age at which they can take an unreduced
pension before age 65.
Members of the HSBC Defined Contribution Section (DCS) of the Pension Scheme
can retire at any age from 50 (this will rise to 55 from 2010) but the Principal
Employer’s and the Trustee’s agreement is needed for retirement before age 60.
1.12.2 The HSBC Bank (UK) Pension Scheme - Defined Contribution Section
The HSBC Defined Contribution Section of the Pension Scheme (“DCS”) is
applicable to employees who entered service on or after 1 July 1996 (with the
exception of employees who joined HSBC Insurance (UK) Ltd prior to 1 st February
2003).
The DCS is a savings style type of pension which provides:
• A pension on retirement
• An ill-health pension (which unless you are eligible for payment under Group
Income Protection which pays a minimum of 30% of your salary regardless of
your length of service) currently applies if you have five years membership
and are unable to continue in employment because of serious ill-health); and
• Security for your dependants, which is currently
- a lump sum of four times your pensionable salary (unless you elected a
different level of benefit through My Choice), payable through the Group’s
separate Life Assurance Scheme) if you die in service plus a refund of your
own pension contributions.
- a spouse's or civil partner’s pension
- a qualifying children's allowance.
19

Further details about the DCS including the DCS Explanatory Booklet, Frequently
Asked Questions and details of the DCS Administration Team, are available on the
DCS Intranet site (inuk-dcsscheme-live.hbeu.adroot.hsbc). You can also call on
01737 227570 (external company Watson Wyatt Ltd).
The pension benefits detailed in the handbook are subject to the Trust Deed and Rules
of the HSBC Bank (UK) Pension Scheme which may be changed from time to time to
the extent permitted by the Trust Deed and Rules.
1.12.3 The HSBC Bank (UK) Pension Scheme - Defined Benefit Section
The Defined Benefit Section (“DBS”) is applicable to most employees in service
before 1 July 1996.
The DBS is generally based on your final salary and pensionable service accrued
during your membership of the DBS. The DBS provides:
• a pension on retirement;
• an ill-health pension (if you have five years membership and are unable to
continue in employment because of serious ill-health); and
• security for your dependants:
- a lump sum of four times your final pensionable salary (unless you elected a
different level of benefit through My Choice), payable through the Group’s
separate Life Assurance Scheme if you die in service;
- a spouse's or civil partner’s pension;
- a qualifying children's allowance.
The DBS is contracted-out of the state second pension (S2P) which replaced the State
Earnings Related Pension Scheme (SERPS) in April 2002.
Further details about the DBS including the DBS Member Guide and details of the
DBS Scheme Administration Team are available on the DBS Intranet Site (inukdbsscheme-live.hbeu.adroot.hsbc).
Important points to note are:
• From 1 July 2009 if you chose to pay member contributions you will build up
pension benefits at your existing accrual rate (for most members this is a rate of
1/60 th of your final pensionable salary for each year of pensionable service).
• If you chose to pay member contributions, you will have the additional option
(effective from 1 April 2010) of making an additional 3% contribution to retain
the age at which you can currently take an unreduced pension before the age of 65.
• From 1 July 2009 if you chose not to contribute your future benefits will build up
at a lower rate of 1/80 th .
• Completion of the Expression of Wish form and/or Specified Dependants
Nomination Form can assist the Trustee when making payments in the event of
your death.
• The DBS is contracted-out of the state second pension (S2P) which replaced the
State Earnings Related Pension Scheme (SERPS) in April 2002.
• Employees who joined the DBS before 1 January 1975 have the option to retire
from age 55, (with provision for a reduction of part of the pension in some cases)
20

subject to providing notice to the bank in accordance with their contract of
employment.
• Ill-health pensions are based upon your actual period of pensionable service
accrued to the date of actual retirement. For members of certain sections of the
Scheme, this may be further enhanced at the discretion of the Trustee.
• You are eligible to pay additional voluntary contributions (AVCs) through the
DCS range of funds to increase your benefits payable from retirement.
Further details about the options available to you can be viewed in the online Benefits
Guide in My Choice on the My Reward Centre site www.myreward.staff.hsbc.co.uk
or by contacting My Reward Centre on 0845 603 3133.
You can also contact the DBS Administration Team by phone on 01737 227570
(external company Watson Wyatt Ltd); email HSBCDBS@watsonwyatt.com or by
post.
The pension benefits detailed in the handbook are subject to the Trust Deed and Rules
of the HSBC Bank (UK) Pension Scheme which may be changed from time to time to
the extent permitted by the Trust Deed and Rules.
HSBC has, on a historical basis, provided access to other arrangements. These
arrangements (see list below) have merged with the HSBC Bank (UK) Pension
Scheme (previously known as the Midland Bank Pension Scheme) and although
closed to new members enable existing members to build up pension as appropriate.
• Charterhouse Group Security Benefits Scheme
• Gibbs Pension & Life Assurance Plan
• The Holmwoods Group Pension Plan
• HSBC International Trade Finance Pension Scheme
• James Capel & Co Directors & Senior Executive Pension & Life Assurance
Scheme
• James Capel & Co Directors & Senior Executives Supplementary Pension
Scheme
• James Capel & Co Pension & Life Assurance Scheme (1965)
• Ex-London Staff Pension Fund
• Republic Bank of New York London Branch Employee Benefits Plan
• Samuel Montagu Pension Scheme
1.12.4 HSBC Insurance Pension Scheme (Formally The Corinthian Pension
Scheme).
The Defined Benefit Section (“DBS”) of the HSBC Bank (UK) Pension Scheme is
applicable to all employees in service before 1 February 2003 on reaching the age of
27.
For information on benefits provided through the DBS and important points to note,
refer to section 1.12.3 The HSBC Bank (UK) Pension Scheme – Defined Benefit
Section above.
21

Further details about the DBS, including the DBS Member Guide and details of the
DBS Scheme Administration Team are available on the DBS Intranet Site (inukdbsscheme-live.hbeu.adroot.hsbc).
You can also contact the DBS Administration Team by phone on 01737 227570
(external company Watson Wyatt Ltd); email HSBCDBS@watsonwyatt.com or by
post.
The pension benefits detailed in the handbook are subject to the Trust Deed and Rules
of the HSBC Bank (UK) Pension Scheme which may be changed from time to time to
the extent permitted by the Trust Deed and Rules.
1.13 Standards of Conduct
Insurance and Banking are businesses based on the utmost integrity and mutual trust.
In order to maintain and safeguard the trust and confidence of our customers and the
public, the Company places paramount importance on the maintenance of certain
standards of conduct. The Company’s standards of conduct are principally made up of
certain rules, regulations and ethical principles. These are set out in sections 1-3 of
this Handbook and it is essential that you familiarise yourself with the content of the
Handbook and observe the Company’s standards of conduct. In addition other specific
rules and regulations may apply in your place of work and will be brought to your
attention during your employment.
Due to the need for integrity and trust in our business and the rapidly developing
nature of the business, it is not possible to set out standards of conduct in every
situation. You should seek guidance from your line manager should you be in any
doubt about the correct action to take in any situation.
A failure to abide by the standards of conduct may lead to disciplinary action being
taken, including dismissal.
1.14 Confidentiality
You must from the date of the commencement of your employment and thereafter,
observe strict confidentiality in respect of any and all information held by the
Company, including dealings, transactions, procedures, policies, decisions, systems
and other matters of a confidential nature of and concerning the Company, the HSBC
Group and allied or associated companies of the Company or Group (all such
subsidiary and other companies being referred to as “the Companies”). Such
confidentiality relates to any and all transactions (including, but not limited to the
state of any account and matters relating to customers’ or clients’ business or personal
affairs) of the Company or the Group and of each of the Companies with their
respective customers, clients, suppliers or associates, except when required or
authorised to disclose such information by the Company or by law.
You should be aware that any breaches of the above, including the unauthorised
"browsing" of accounts, is likely to lead to disciplinary action and may result in
dismissal for gross misconduct.
Disclosure of customers’ or clients’ business or personal affairs is not permitted
without the customers’ or clients’ authority. This is a requirement of Bankers'
22

confidentiality, the Banking Code, and the Data Protection Act 1998. Any
contravention may lead to action under the disciplinary procedures, as well as
individual liability under data protection legislation.
If you are approached by any third party, in particular any media source, and asked to
make any comments or provide any information to such persons, under no
circumstances should you respond without having sought permission and guidance
from your line manager who, where appropriate and necessary, will seek permission
and guidance from Group Corporate Affairs. Guidelines on regulations and
procedures regarding the handling of information relating to customers, clients and
employees are set out in the HR Procedures Manual (Data Protection – use, retention
and disclosure of personal data; and Data Protection regulations for staff files
(Employee records)).
Nothing in this clause prevents you from making a protected disclosure under the
Company’s whistle-blowing procedure, in respect of any malpractice or unlawful
conduct. Further details on the Company’s whistle-blowing policy are set out at
paragraph 3.9 of this Handbook or are available in the HR Procedures Manual
(Whistle blowing).
1.15 Inventions and Other Intellectual Property
You may make inventions or create other intellectual property during your
employment. In this respect you have a special responsibility to further the interests of
the Company and the HSBC Group given your position at the Company and the
remuneration paid to you under your contract of employment.
In recognition of your position, remuneration and responsibility, you acknowledge
and agree that any invention, improvement design, process, information, copyright
work, trade mark, trade name or get-up or any other intellectual property (together the
“Intellectual Property”) made, created or discovered by you during your employment
(whether capable of being patented or registered or not) in conjunction with or in any
way affecting or relating to the business of any Company in the Group or capable of
being used or adapted for use in such a Company or in connection therewith shall be
immediately disclosed to the Company and shall belong to and be the absolute
property of the Company or such member of the Group as the Company may direct.
However, the above clause shall only apply to the extent that any invention was made
by you in the course of your Duties and (i) such invention was reasonably expected to
result therefrom; or (ii) at the time of making the invention, because of the nature of
your Duties and the particular responsibilities arising therefrom, you have a special
obligation to further the interests of the Company. For the purpose of this clause
‘Duties’ means in the course of your duties or in the course of duties falling outside
your normal duties but which have been specifically assigned to you.
You acknowledge that you have no rights, interest or claims, either during your
employment or after the termination of your employment, in or to any such
Intellectual Property and you shall not use such Intellectual Property other than during
the period of your employment and for the purpose of the Company or the Group.
23

If and whenever required to do so by the Company, (whether during your employment
or after its termination), you shall at the expense of the Company or such Group
Company as the Company may direct:
• apply or join with the Company or such Group Company in applying for letters
patent or other protection or registration in the United Kingdom and in any other
part of the world for any such Intellectual Property; and
• execute and do all instruments and things necessary for vesting the said letters
patent or other protection or registration when obtained and all right title and
interest to and in the same absolutely and as sole beneficial owner in the Company
or such Group Company or in such other person as the Company may specify.
You agree that you irrevocably and unconditionally waive all rights under Chapter IV
of the Copyrights, Designs and Patents Act 1988 in connection with your authorship
of any existing or future copyright work, in whatever part of the world such rights
may be enforceable.
Nothing in this clause shall be construed as restricting your rights or those of the
Company under the Patents Act 1977 and in particular, sections 39 to 43 Patents Act
1977.
The above clauses are specific to the laws applicable in the United Kingdom.
1.16 Employee Records
In accordance with data protection legislation, it is important that the Company's
confidential personal records are maintained as accurately as possible. You must
record any change in your personal circumstances (such as a change of your name,
address or marital status) in the way set out in the HR Procedures Manual (Personal
detail changes).
Employees in a position regulated by the Financial Services Authority must also
ensure that any adverse change in their credit or other status is notified to their line
manager, as this may affect their standing with the Financial Services Authority.
1.17 Termination of employment
1.17.1 Notice periods
Employees are entitled to a minimum notice period of termination from the Company,
as set out below, or to any such longer period as may be statutorily required, unless
your employment is terminated summarily on the grounds of gross misconduct.
In the event of termination of your employment by the Company, the notice may be
handed to you personally or sent to your last recorded address.
In the event that you terminate your employment with the Company, you must ensure
that your notice is in writing and received by your line manager before the notice
begins to run. Verbal resignations will not be accepted.
24

The following notice periods apply to all permanent employees who joined the
Company prior to 1 st May 2007 unless individual appointment letters or Statements of
Terms of Employment specify an alternative period:-
Continuous Service
Minimum Notice on termination by the
employee or the Company
Up to 5 years:
4 weeks
at 5 years and up to 12 years:
1 week per completed year of continuous
employment
12 or more years 12 weeks
The following notice periods apply to all permanent employees who joined the
Company on or after 1 st May 2007 unless individual appointment letters or Statements
of Terms of Employment specify an alternative period:-
Bands 1 and 2
6 months notice on termination of employment by the Company
3 months notice on termination of employment by the employee
Bands 3, 4 and 5
3 months notice on termination of employment by either the Company or the
employee
Bands 6, 7 and 8
As follows on termination of employment by the Company
Continuous Service
Minimum Notice on termination by the
employee or the Company
Up to 5 years:
1 calendar month
at 5 years and up to 12 years:
1 week per completed year of continuous
employment
12 or more years: 12 weeks
One month’s notice on termination of employment by the employee
The following notice period applies to all permanent employees who joined the
Company on or after 1st October 2009 at GCB 5 unless individual appointment letters
or Statements of Terms of Employment specify an alternative period:-
Band 5
3 months notice on termination of employment by the Company
1 months notice on termination of employment by the employee
25

1.17.2 Redundancy
If your employment ends on grounds of redundancy you will be entitled to any period
of notice which may apply at the time of the redundancy. Details can be found in the
HR Procedures Manual (Security of Employment Policy for Insurance Brokers
(effective 1 January 2009)).
1.17.3 Garden Leave
This paragraph applies to any notice period, regardless of whether notice was given
by you, or by the Company.
The Company shall be under no obligation to provide you with any work and may at
any time require you to stop carrying out your duties and to no longer attend your
place of work (often known as ‘garden leave’) or contact any employees, offices,
officers, customers or clients of the Company for the all or part of the duration of the
notice period. Alternatively, the Company may provide you with work of a different
nature to that which you would normally perform under your contract of employment,
and at a different location, during your notice period.
During any such period you will continue to be bound by the terms and conditions of
your contract of employment and you will receive pay and most benefits in the normal
way. You will not accrue any incentive payment in respect of any period when you
are not required to attend work and any commission will only be paid in respect of
credits already earned. During any garden leave period you shall continue to be bound
by the same obligations to the Company as were owed prior to the commencement of
the period including for the avoidance of doubt the duty of good faith and fidelity.
If you have any accrued, but untaken leave, you will be deemed to have taken this
during any such period when you are not in attendance at work, provided that you are
not carrying out any work on behalf of the Company during such a period.
1.18 Return of Property
On the termination of your employment for whatever reason, or at any time at the
Company's request, you must immediately deliver to the Company, or to anyone
specified by the Company, any and all books, documents, records, computer hardware
and software and other disks or tapes kept or made by you and in your possession or
control relating to the Company’s business, your computer, mobile, blackberry, any
materials, credit cards, keys, passes, cars, equipment or other property (including any
copies, drafts, extracts, summaries or reproductions of such property) belonging to or
related to the business of the Company, or any other Company within the HSBC
Group, its or their clients, customers or suppliers and you must not retain any other
documentation or property of the Company, or the HSBC Group, in your possession
or control.
1.19 Competition Obligations
1.19.1 Confidential Information
Following termination of your employment, you will continue to be bound by your
obligations of confidentiality, as set out in 1.14. In particular, you shall not divulge,
use, or in any other way cause to enter into the possession of a third party, any lists or
details of customers, or products, or any item of confidential information, or
26

knowledge that was gained by virtue of your employment, or in respect of which the
Company or any Company in the HSBC Group is bound by an obligation of
confidence to a third party.
1.19.2 Restrictive Covenants
In order to protect the Company’s legitimate business interests, management Band
(1-6) employees will be required to agree to the Company’s Restrictive Covenants
which will usually form part of your offer letter. In certain circumstances, Restrictive
Covenants may form part of a separate written agreement.
1.20 Disciplinary
1.20.1 Rules and Procedure
Contravention of any of the terms of your contract of employment or the Company’s
standards of conduct, rules, regulations, compliance requirements and other rules
which may apply to you is viewed most seriously and will normally result in
disciplinary action (which could include dismissal) being taken under the Company's
Disciplinary Procedures.
The Company’s Disciplinary Procedures are set out in the HR Procedures Manual
(Disciplinary procedures (Insurance)).
If you are dissatisfied with a disciplinary decision relating to you, then you can appeal
to HR Connect (Employee Relations Team, HR Connect, Mayfields Court, Maylands
Avenue, Hemel Hempstead Herts, HP2 4SE) or other person, as set out in the
Disciplinary Procedures. Such appeals will normally be held by a level of
management above the level responsible for the decision. Full details of how to go
about this and the steps that follow such an application are set out in full in the
Company’s Disciplinary Procedures.
1.20.2 Disciplinary Sanctions
Where you have been the subject of disciplinary action under the Disciplinary
Procedures and, after the procedure has been exhausted, it is decided a disciplinary
sanction, short of dismissal, should be imposed, the Company may impose on you one
or more of the following sanctions:-
(a)
(b)
(c)
(d)
(e)
a disciplinary transfer to an alternative place of work;
a downgrading with reduction in pay;
forfeiture of pay; loss of a specified amount of pay related to an offence(s);
stoppage/postponement of your next pay award, either salary and/or incentive
payment;
reduction in pay,
either in addition to or in replacement of any other disciplinary sanction which
appears appropriate to the particular circumstances.
1.21 Grievance Procedures
If you have a grievance related to your employment, you have a right to apply in
writing for redress. Full details of how you should go about this, including the person
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to whom you should apply and how your grievance will be dealt with are set out in
the HR Procedures Manual (Grievance procedures (Insurance)).
1.22 Variation and Changes
Any variations and changes to your individual terms and conditions of employment
will be notified to you in writing within one month of the change(s), by either
individual notification, circular or via your pay statement.
1.23 Rights of Third Parties
The Contracts (Rights of Third Parties) Act 1999 allows persons (including
companies) to gain rights under a contract, even if they are not a party to the contract,
unless the contract states otherwise.
No person who is not a party to this contract has or shall have any rights under the Act
to enforce any term of this contract. No consent of any third party shall be required
under that Act to terminate or change this contract.
1.24 Definition of Group
“HSBC Group” or the “Group” means, for the purpose of these terms and conditions,
HSBC Holdings plc and any Company that for the time being is a holding Company
of HSBC Holdings plc or a subsidiary of HSBC Holdings plc or a subsidiary of a
holding Company of HSBC Holdings plc (and the terms subsidiary and holding
Company shall have the meanings ascribed thereto by sections 736 and 736A
Companies Act 1985) and/or an associated employer of HSBC Holdings plc as
defined in section 231 of the Employment Rights Act 1996.
2. CODE OF BUSINESS ETHICS AND RESPONSIBLE BEHAVIOUR (‘THE
CODE’)
Insurance and Banking are businesses founded on mutual trust and public confidence.
These attributes have to be earned and sustained over a long period by the successive
generations of people who work in the business and can be lost overnight by
irresponsible or unethical behaviour. The purpose of this Code is to set out in some
detail the enduring principles which have traditionally been observed throughout the
Company. They fall under three general principles - integrity, fidelity and self-respect
- basic qualities which the Company expects of every employee. They also include
certain corporate values to which the Company subscribes and which must govern our
business ethics.
These qualities are also reflected in the Core Standards of Behaviour as set out in 2.5
of the Handbook.
Whilst the Code is not contractual, it does form part of the general standards of
conduct which the Company expects all employees to reach. Failure to abide by the
Code may result in disciplinary action being taken against you, which could include
dismissal.
The Code (including the Core Standards of Behaviour) may be altered or modified
from time to time by written notice to you or by circular.
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2.1 Integrity
Integrity implies being fully worthy of the trust placed in us by our clients and
employer by being honest, impartial and truthful. This means:
• Acting at all times in an honest and upright manner both in our corporate and
personal dealings, recognising that our personal conduct may reflect on the
Company.
• Scrupulously refraining from illegal, fraudulent, dishonest or unethical behaviour,
particularly in relation to financial and/or business dealings.
• Never using confidential information for personal gain or abusing the trust placed
in us by the Company and our customers.
• Avoiding conflict between self-interest and the interest of the employer or
customer, and being ready and willing to disclose any potentially compromising
or conflicting business relationships or shareholdings.
• Where husbands, wives, partners or other relatives are employed in the same or
related areas, never allowing personal and/or domestic circumstances to impinge
upon or affect either working relationships or the breaching of the Company's
employment regulations regarding confidentiality and fidelity.
• Observing rules for personal dealings in securities.
• Avoiding gifts, services or hospitality, on a scale which could be interpreted as
affecting integrity or the ability to exercise independent judgement. (See also the
rules at 3.6 of this Handbook)
• Declining secondary employment or offers of consultancies or directorships,
except as may be provided for by your offer letter or expressly approved in
advance in writing by the Company. (See also the rules at 3.5 of this Handbook).
2.2 Fidelity
Fidelity in Insurance and Banking embraces duties of loyalty, confidentiality and
citizenship in relation to the affairs of the Company and our customers. This means:
• Promoting the good standing and name of the Company and defending it against
unwarranted criticism.
• Marketing by personal example, including normally conducting our financial
services needs through the Company.
• Ensuring that any undertakings given are within our personal capacity and fully
honoured.
• Safeguarding all the Company’s information and restricting access to any
confidential or sensitive documents.
• Keeping our customers' business, financial and personal affairs confidential by not
disclosing information to third parties without their express consent, except where
required by law or established banking practice.
• Taking care over our communications – oral, written or electronic – to prevent
others acquiring confidential information.
• Complying fully with the laws and regulations of all countries in which we do
business and with the published codes of relevant institutions.
• Not knowingly engaging in business which might in any way be associated with,
or regarded as supportive of, illegal or criminal activities, construed as bribery or
corruption or, which would be contrary to the national interest of the United
Kingdom.
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2.3 Self-Respect
Self respect is enhanced by professionalism, good citizenship and conscientiousness.
This means:
• Maintaining your dignity and promoting that of fellow employees, by not bullying
or victimising colleagues for any reason and by promoting equal opportunities
within the Company.
• Acquiring the necessary skills, knowledge and experience to conduct business
dealings or tasks in a professional manner and keeping abreast of current
developments.
• Acting with the utmost courtesy at all times.
• Giving due consideration not just to the immediate financial effects of decisions
but also their wider implications.
• Avoiding practices which could make you vulnerable to financial difficulties or
which could lead to malpractice e.g. gambling (except for very modest stakes).
• Seeking help and advice from colleagues where difficulties arise in matters of
professional judgement or conduct and adopting an approach of openness and
teamwork.
2.4 Corporate Values (in relation to personal conduct)
These include:
• Not knowingly allowing the Company to place itself in a position where its duty
to one customer or client conflicts with its duty to another.
• Ensuring that the provision of financial services (particularly where this may
involve credit facilities) to suppliers or potential suppliers of goods and services to
the Company, is considered on a wholly objective basis and not tied to any form
of reciprocal agreement.
• Observing the spirit and letter of regulatory requirements, recognising that the
Financial Services Authority exercises supervisory responsibility for the HSBC
Group as a whole and not just over its banking subsidiaries registered in the
United Kingdom.
• Maintaining Company records and systems so that all transactions are recorded in
an accurate and prompt fashion and not falsifying records or obscuring, omitting
or misrepresenting facts in records or communications.
• Reporting to the appropriate internal level of authority any behaviour which
contravenes the law, regulatory requirements, or the spirit of this Code.
2.5 Core Standards of Behaviour
The HSBC Group has integrity, trust and excellent customer service at the heart of its
values. Application of these in all that we do builds our reputation, unites us, sets us
apart from the competition and ultimately makes us even more successful.
Active Listening
• Listens carefully to customers and colleagues giving them undivided attention and
asking thoughtful questions to confirm facts.
• Is genuinely concerned about others and is ready to act in their best interests.
Understanding
• Greeting customers, clients, and colleagues in a polite, friendly and personalised
manner.
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• Demonstrating a pleasant, enthusiastic, helpful manner when dealing with
customers, clients, colleagues and other people whom we work with or who work
in our premises.
• Communicating relevant information clearly and accurately.
• Treating all customers, clients, colleagues and other people whom we work with
or who work in our premises, with dignity and respect, ensuring that each receives
the very best service.
• Handling all customer, client and colleague enquiries, instructions and complaints
promptly, willingly, accurately and efficiently.
Freedom to Deliver
• Taking pride in providing excellent customer service and personal responsibility
for getting things right first time.
• Positively challenging existing processes in order to improve the quality of service
and remove the barriers that impede us from deepening our relationship with
customers and clients.
• Adopting a 'can do' approach and taking appropriate action to meet the needs of
customers, clients and colleagues.
Integrity
• Acting in an open and honest way, recognising that personal conduct reflects on
the Company.
• Attending work regularly and punctually and being committed to the team effort.
• Actively promoting HSBC as a reputable organisation.
• Maintaining appropriate standards of responsible behaviour, dress and appearance.
Straightforward
• Welcoming feedback and readily apologising when mistakes have been made.
• Addressing all matters, particularly difficult issues, with frankness, facts and tact.
• Ensuring that all commitments given are achievable and fully honoured.
Forward Thinking
• Developing skills and knowledge required to do your current job well and
improve your own performance.
• Being adaptable and maintaining a positive approach to change.
• Thinking ahead and anticipating customers' and colleagues' needs.
Teamwork
• Sharing knowledge, best practice and experience to support colleagues in the
achievement of their goals.
• Leading by example, contributing to team morale.
• Actively contributing to the overall team effort.
• Treating all colleagues with dignity and respect.
• Placing team goals before own individual goals, if appropriate.
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3. RULES AND REGULATIONS
Whilst the Rules and Regulations do not form part of your contractual terms and
conditions of employment, they do form part of the general standards of conduct
which the Company requires all employees to maintain. Failure to abide by any of the
Rules and Regulations may result in disciplinary action being taken against you,
which could include dismissal.
These Rules and Regulations may be altered or modified at any time by notice to you
or by circular.
3.1 General
You must not act at any time in any way which, in the opinion of the Company, might
cause the Company to be brought into disrepute.
You must at all times act with the utmost integrity and honesty in all your personal
and business dealings.
You must report any known breaches of Rules or Regulations, including those by
fellow employees, to your line manager or another appropriate manager as soon as
you become aware of them.
3.2 Security and Fraud Prevention
In the interests of security, fraud prevention, your safety and customer service, the
Company reserves the right to:
• Issue security passes, which may include a photographic image of you.
• Search any baggage carried by employees (including hand baggage and parcels of
any description) or vehicles entering or leaving Company premises;
• Carry out checks on your educational and professional background and undertake
criminal record and/or credit reference checks;
• Exchange information (both within the UK and, where appropriate, overseas) with
other members of the HSBC Group, and, where appropriate, fraud prevention and
other organisations. We and other organisations may also access this information
to prevent fraud and money laundering;
• Carry out telephone and CCTV monitoring in the workplace; and
• Monitor the use of e-mail, the internet, voicemail and text messages sent to
Company telephones (mobile or otherwise), which have either originated from or
been received via Company equipment. The Company will issue appropriate
notification should any further monitoring be necessary in addition to the above.
In addition, in the interests of security and fraud prevention, the Company reserves
the right to inspect Company accounts and other facilities held by any employee.
You should also be aware that any information or evidence gained from such
monitoring may be admitted as evidence in disciplinary situations.
3.3 Communications
You are expected at all times to maintain the highest standards of professionalism and
integrity in all that you do, including your communications with colleagues,
customers, clients and the public. These standards apply to communications that are
verbal, written (e.g. memo, letter, report) and electronic (including, but not limited to
fax, e-mail, mobile phone text messages, telephone, voicemail or the internet). If
32

sensitive or confidential information needs to be sent by email to external parties it
should only be transmitted using encryption because unencrypted data could be
intercepted and used to commit fraud and/or to damage the reputation of the
Company.
3.4 Personal Finance
You are expected at all times to conduct your personal finances in accordance with
the Company's rules and conditions under which financial facilities are granted to
you.
You must not borrow money by overdrawing your bank account without prior
authority. If you are in financial difficulty, you must consult Customer Credit Services
or your account-holding manager for advice immediately.
The rules and conditions under which financial facilities are granted to you by the
Company from any source are set out in appropriate application forms and/or will be
provided to you at the time the facilities are granted to you. All employee borrowing
is subject to customer lending criteria.
You must not borrow from, or lend money to, customers or other employees except in
the course of authorised business.
You must not gamble, except for very modest stakes, and must never put yourself in a
situation where you are financially reliant upon the outcome of a bet or financial
speculation.
You must gain the prior agreement in writing of your General or Executive Manager
if you wish to be a personal guarantor for any loan.
3.5 Commitments Outside the Company/Dual Employment
You must gain the prior agreement in writing of a Senior Manager if you wish to:
• take or continue with an additional job either inside or outside the Company;
• become or remain a director of a Company;
• engage in any other business – this includes business activities undertaken by
whatever medium, including business interests in internet web sites; and/or
• act as an executor, or administrator, attorney or trustee (except for near relatives
i.e. spouse, partner, mother, father, grandparent, brother, sister, child, grandchild).
Permission will not be granted for you to take on any other role which could
adversely affect your job with the Company, for example where it would mean you
are unable to take proper rest periods as required by the Working Time Regulations
1998 or which would subject you to an actual or possible monetary liability. Further
guidelines are provided in the HR Procedures Manual (Commitments outside the
Group (Dual employment)).
3.6 Receiving Gifts and Hospitality
You must not accept or make any gift, bequest or inducement (for example favours,
services, or anything of monetary value) from or to any person which is likely to
influence (or which other people may think likely to influence) your judgement or
conflict with your duties to any customer or any member of the HSBC Group.
33

In particular you may not accept or make gifts, bequests or inducements (other than
promotional items with an estimated value of £50 or less) from or to any person
without approval from a Board Director responsible for your operation. Such approval
will not be given if the item is likely to conflict with your duties or may be construed
as giving rise to a potential conflict of interests. You must report any gift, bequest or
other benefit received or given to your line manager and Compliance Representative.
Any entertainment or hospitality (including lunches, dinners, attendance at sporting or
cultural events) may only be accepted or offered if the level and nature of the
entertainment is appropriate and is approved by a Board Director responsible for your
operation. You must report any instance of entertainment and / or hospitality to the
Compliance Representative.
You should actively, but sensitively, discourage customers, suppliers, or service
providers from offering personal benefits of any kind (including all types of gifts,
favours, services, loans or fees, or anything of monetary value).
Details of the Company’s policy can be found in the HR Procedure Manual (Gifts and
hospitality).
3.7 Diversity
3.7.1 The Central Role of Diversity
Diversity is central to HSBC’s brand and we value the rich diversity, skills, abilities
and creative potential that people from differing backgrounds and experiences bring
to the workplace. Good practice in the implementation of customer and employee
diversity policies sets us apart from our competitors and is crucial for business
success. Every employee plays a vital role in providing quality service to all our
customers and helping to create an inclusive working environment, where everyone
can realise their full potential.
3.7.2 Your Obligations
A key aspect of creating a diverse workplace and client base is the non-toleration of
any form of discrimination in relation to sex, marital status, pregnancy, gender
reassignment, race, colour, disability, sexual orientation, age, religion or other similar
belief, ethnic or national origin.
The Company will also not tolerate any form of harassment, victimisation or bullying
of any kind. Discrimination, harassment, victimisation and bullying are extremely
serious violations of your terms and conditions of employment. Any such behaviour is
likely to lead to disciplinary action and may result in your dismissal for gross
misconduct
3.7.3 Assistance
Further details are provided in the HR Procedures Manual (Diversity). In particular, if
you believe you are the victim of any form of discrimination, harassment,
victimisation or bullying you should follow the guidance and advice set out in the HR
Procedures Manual (Diversity) and you may also want to seek help from your line
manager or from Open Line, the Company’s confidential and free advice and
information service.
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For further details on Open Line, please refer to the HR Procedures Manual (Open
Line).
3.8 Compliance with Financial Services Regulations and Rules
3.8.1 Compliance Risk
You must be fully aware of your responsibility to comply with applicable laws, rules
and codes and to abide by all published compliance regulations including the
Company's procedures for personal dealing in securities.
In addition, all managers in Band 4 and above have explicit responsibility (which is
reflected in their job description) to implement the Group Compliance Policy by
containing any compliance risk in conjunction with the relevant Compliance
department. The term “compliance” embraces all relevant laws, rules and codes with
which the business has to comply.
3.8.2 Operational Risk
All employees must ensure that they keep themselves abreast of changes to operating
procedures and practices, advised legal and regulatory requirements and the impact of
new technology as appropriate to their specific roles.
In addition managers must continually reassess the operational risks inherent in the
business, taking account of changing economic or market conditions, legal and
regulatory requirements, operating procedures and practices, management
restructurings, and the impact of new technology. Once identified, operational risks
must be recorded in the Group Operational Risk Database Online Network
(GORDON) and appropriate measures should be taken to minimise the Company's
exposure to them.
This requirement is contained within managerial and staff job descriptions and, if
appropriate, should be converted into a suitable performance objective for relevant
individuals.
3.8.3 Consumer Protection
The main piece of legislation in the UK which provides protection to consumers is the
Financial Services and Markets Act 2000 (“FSMA”). The FSMA requires all firms in
the UK undertaking “regulated activities” to be authorised by the Financial Services
Authority (“FSA”) and some individuals to be individually registered as an
“Approved Person”. The FSA sets out detailed rules with which all authorised firms
and individuals must comply. These rules must be followed whenever a regulated
activity is undertaken. Further information on regulated activities can be found in the
Core Procedures Manual which can be found on the Company’s intranet.
Procedures which reflect regulatory requirements are also incorporated in divisional
procedures manuals and circulars. Observance of the Group’s policies and procedures
will ensure that the interests of customers, as well as the Group’s reputation, are
protected and will minimise the risk of penalties being imposed upon a Group
Company and/or upon an employee, which can arise from non-compliance. In
particular, employees must comply with the requirements of the Core Procedures
Manual and the Business Instruction Manual – Data Protection.
35

As part of your job, you may be required to be registered as an Approved Person with
the FSA by way of a formal agreement. If so, this will require you not only to abide
by the FSA’s principles and rules but additionally to accept personal responsibility for
certain actions under the FSMA.
3.8.4 Dealing Rules - UK Employee Dealing Procedures
Personal dealing in securities by all employees is subject to specific procedures,
which may be amended from time to time, and which must be strictly observed at all
times. If you are a new employee, a copy of the guidelines to employees will be made
available to you when you commence employment, and you should read them on
receipt.
If you wish to buy or sell securities (e.g. stocks and shares, but see the procedures for
a full list of what is deemed to be a security) you must observe the UK Employee
Dealing Procedures. These set out procedures and conditions to ensure that
employees' dealings comply with the Group's policy, the Financial Services Authority
regulations and the Criminal Justice Act 1993. It is very important for you to
understand the implications of these regulations.
In particular, you should read carefully the restrictions which apply if you are in
possession of inside information. Dealing when in possession of such information,
passing such information to others or procuring others to deal while in possession of
such information are criminal offences under Part V of the Criminal Justice Act 1993.
This is a complex piece of legislation and it is essential that the advice of your line
manager is sought before dealing if you have any doubt about the transaction.
There are special rules for dealing in HSBC Group Securities which affect certain
employees.
A full copy of the UK Employee Dealing Procedures is contained in the Business
Instruction Manual which can be accessed through the HR Procedures Manual
(Dealing procedures (UK employee)).
Failure to observe the UK Employee Dealing Procedures may result in disciplinary
action, including dismissal, being taken against you. You may also be subject to
criminal prosecution.
3.8.5 Money Laundering Deterrence
You must abide by all published money laundering rules, regulations and procedures.
'Money Laundering' is the name given to the process by which the identity of illegally
obtained money is changed so that it appears to have originated from a legitimate
source. Banks and other financial institutions may be used unwittingly as
intermediaries for the transfer or deposit of funds derived from criminal activity.
Criminals and their associates use the financial system in order to hide the source and
beneficial ownership of money by making payments and transfers of funds from one
account to another, purchasing monetary instruments such as drafts and travellers
cheques and using safe-deposit facilities to provide storage for banknotes. The process
is also used in the financing of terrorism although the funds involved may not in
themselves be the proceeds of a criminal act.
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The HSBC Group has developed and introduced a Money Laundering Deterrence
Programme – Global Policy and Principles (GPPs) that generally reflects the antimoney
laundering legislation in the UK. Each relevant business operation has
introduced the appropriate internal procedures to ensure compliance with the GPPs
and the local legislation where applicable.
The following list is by no means comprehensive, but identifies some of the key
aspects of which everyone dealing with customers and clients should be aware:
• care should be taken to verify the identity of all new clients (including in some
situations those non-customers for whom business is occasionally undertaken) and
the ownership of all accounts properly established
• be alert to unusual or large transactions which may give rise to suspicions
• if you become suspicious that funds held on an account or transactions undertaken
are related to criminal activity, you must report the matter to the Money
Laundering Reporting Officer (“MLRO”) in accordance with local reporting
requirements. Failure to report suspicions or failure to report where there are
reasonable grounds for suspicion may lead to action being taken against you under
the Company's procedure for gross misconduct.
Within some jurisdictions (including the UK) local legislation imposes severe
penalties on individuals (including possible imprisonment) on conviction of offences
detailed under local law. All employees must therefore be constantly alert to their
responsibilities and the risks to which they are exposed. The existing anti-money
laundering legislation in the UK places personal responsibilities on all employees and
provides that you are committing an offence if you:
• know or suspect, or have reasonable grounds to know or suspect, that another
person is engaged in money laundering and do not report your knowledge or
suspicion; and/or
• reveal in any way to a person (customer, non-customer or employee) that they are
the subject of a report or an investigation.
Further details are provided in the Core Procedures Manual which is available on the
Company’s intranet.
3.9 Whistle-Blowing
The Public Interest Disclosure Act 1998 and the US Sarbanes-Oxley Act 2002 are
designed to provide employees, and other persons such as agency temps, with a
procedure to disclose genuine concerns, which seem to involve unlawful conduct or
financial malpractice, and to protect them from victimisation when making
disclosures. This is why such disclosures are known as ‘protected disclosures’. The
disclosure of wrongdoings within an organisation is commonly known as 'whistleblowing'.
One of the Company's key business values is to be a fair and objective employer and
so it has developed a procedure, in line with the above Acts, to help you raise any
concerns about wrongdoings at work. Under the Company’s procedure the following
are protected disclosures:
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1 Breaches of legal and regulatory requirements by any Group Company,
including the committal of a criminal offence, a miscarriage of justice or a
failure to comply with a legal obligation.
2 Failure to adopt policies consistent with the Group Standards Manual.
3 Fraud or deliberate error in the preparation, evaluation, review or audit of any
financial statement.
4 Fraud or deliberate error in the recording and maintaining of financial records
of any Group Company.
5 Deficiencies in or non-compliance with any Group Company’s internal
accounting controls.
6 Deviation from full and fair reporting of any Group Company’s financial
condition.
7 Misrepresentation or false statement to or by a Group Executive Officer or
Accountant regarding a matter contained in the financial reports or audit of
any Group Company.
You can make a protected disclosure by reporting the matter to your line manager or
Human Resources. However, any disclosures falling within categories 2-7 must, due
to our legal obligations, be reported to Group Compliance. If you feel unable to raise
the matter with your line manager, or Human Resources, for whatever reason, you
should call the Group Compliance telephone 'hotline' on 799 12155 (Internal) or 020
7991 2155 (External). Alternatively, you may send an email to:
compliancedisclosureline@hsbc.com or make a protected disclosure in writing, to the
Head of Group Compliance, HSBC Holdings plc, Level 42, 8 Canada Square,
London, E14 5HQ.
However, if your concern relates to your personal position, rather than a concern
about malpractice, it will normally be more appropriate for you to use the Company’s
grievance procedures, which is set out in the HR Procedure Manual (Grievance
procedures (Insurance)).
Full details of the ‘Whistle-blowing’ procedure, along with the HSBC Group’s
general policy on disclosure, are contained in the HR Procedures Manual (Whistle
blowing).
3.10 Data Protection
3.10.1 Personal Data and Sensitive Data
The type of personal data that we hold will include information relating to payroll
processing, references, family and other contact details and records (including, for
example, job applications, and when relevant, details of any grievance and
disciplinary procedures) relating to your recruitment and career with us.
We will only collect and process data in a fair and lawful manner. Sensitive data will
only be processed with your agreement, unless required to meet statutory obligations.
The types of sensitive data we hold about you may comprise of:
(i) Information about your health, which would be used to ensure compliance:
38

• with health and safety and occupational health obligations;
• when considering any health issues that may affect your ability to work;
• if you are disabled;
• should you require time off work or special arrangements to look after a family
member or friend, we may keep a record of such absences;
• for administration and management of insurance, pension, sick pay and other
similar benefits.
(ii) Recording racial or ethnic origin or religious beliefs. This data is held to fulfil our
statutory obligations to ensure equality of opportunity at work.
(iii) Information for security, fraud prevention, and regulatory purposes. We may in
the course of your recruitment and periodically during your career undertake
appropriate security and credit reference checks.
In some instances we may be required by law to provide certain information to a third
party, such as the HM Revenue & Customs, governmental or non-governmental
regulatory bodies.
Information may also be exchanged with other members of the HSBC Group for
purposes connected with your career, and for audit requirements. Information may
also be processed on our behalf by members of the HSBC Group, and/or third parties.
However, whether or not such information is processed outside the European
Economic Area (where there may be less stringent data protection laws) it will be
protected by a strict code of secrecy and security and will only be used in accordance
with our instructions. If your personal data is transferred or held overseas, we will
ensure your rights as an individual are protected.
In order to give you information about products and services we provide together with
products supplied by selected third parties, we may use, analyse and assess
information that is held about you. We may pass information to other members of the
HSBC Group so that they may do the same, but your name and address will not be
disclosed for marketing purposes unless you have given your consent.
Under Data Protection legislation, you can ask in writing for a copy of certain
personal records we currently hold about you. A charge of £10 will be made.
3.10.2 Employees' Responsibilities
Under the Data Protection Act 1998 all employees have a responsibility to ensure that
their own personal data is accurate, up-to-date and kept secure. Unauthorised
disclosure of third party personal data is a serious offence and can result in
prosecution. Therefore you must ensure that you:
• do not disclose any individual’s personal data without authority;
• do not treat personal data carelessly;
• lock all data (including disks, tapes, paper printouts etc) away when not in use;
• do not disclose your computer password to any unauthorised person;
• only use personal data for the lawful purposes for which the Company has been
registered;
39

• do not write personalised or derogatory comments about a customer, client,
colleague or any other third party.
Guidelines on regulations and procedures regarding the handling of information
relating to customers and employees is set out in the HR Procedures Manual (Data
Protection – use, retention and disclosure of personal data and Data Protection
regulations for staff files (Employee Records).
3.11 Use of Information Technology
You must strictly observe the Company's rules in relation to information technology.
In particular you must:
• conform with any security measures which are in place to protect the Company's
data and/or computer equipment and access control;
• exercise proper control over passwords, Personal Identification Numbers or any
other security mechanisms, and ensure that any information technology resources
which are in your control (such as access to a computer, laptop, mobile phone,
blackberry) are kept secure and safe at all times;
• lock all devices when not in use;
• erase all information when it is no longer required to ensure it cannot be recovered
maliciously. This includes physically destroying any CD and DVD media that
cannot be erased;
• observe any rules, regulations, codes or internal procedures which are in place
with regard to the use of the Company’s equipment including mobile phones, 2
way pagers, Blackberries and PDA’s (whether for business or personal use);
• ensure that guests, visitors and contractors are aware of the Company’s policies
regarding the use of the Company’s equipment;
• be vigilant and report any contravention of the Company’s Security Guidelines to
senior management or to IT Security on 790 27969.
You must not:
• install or use unauthorised software on Company equipment either on or off
Company premises;
• use unauthorised computer equipment to process the Company's data;
• make unauthorised copies of software;
• enter systems without proper authority;
• access or attempt to access any data maintained on any of the Group computer
systems, which you are not specifically authorised to access;
• access customer or employee records without a specific business need or
operational reason;
• effect changes or make transactions on your own account or any account with
which you are associated;
• take photographs or video images in any Company premises, using any kind of
equipment (including mobile phone cameras) without the prior permission of
senior management or security management;
• connect (physically or by any type of wireless) any unauthorised device to the
Company’s computer systems or networks. No personal data storage device is to
be attached to the Company’s systems without prior management approval and
without ensuring that the appropriate security controls for data storage are applied.
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(A personal data storage device is defined as any non Company owned device that
has the capability to have data transferred and stored on it);
• take photographs that infringe personal privacy or customer or client
confidentiality (for example on special occasions, at award ceremonies etc), or
that compromise the security of employees, customers, clients, premises and
equipment;
• use mobile phones in areas such as computer rooms, network rooms and trading
floors where their use may cause distraction or a breach of security or compliance
regulations. Relevant business specific or local instructions should be followed.
Digital recording devices such as floppy discs, CDs and DVDs should only be used to
store Company and/or Group information if there is no other alternative. Devices of
this type are vulnerable to compromise and can be easily read. You must consider
carefully the risks of storing sensitive information on mobile recording devices and
the potential danger to the Company if the information is lost. As a matter of course,
if documents are being physically transported, they should be password protected If
in any doubt, err on the side of caution and do not use these devices until you have
spoken to your line manager for advice.
Mobile recording devices should never hold the only copy of information stored.
Another copy must always exist on a Company owned computer to provide
contingency.
In all circumstances local management may restrict use of these devices further if it is
deemed appropriate and in the interests of the security of the Company and/or
Group’s information and the protection of employees, customers and clients.
Unauthorised software comprises any software that is not on the Group's IT list of
approved software or which has not been procured via the Purchasing Department (or
future equivalent) and includes any unsolicited software, demonstration software that
has not been previously checked by Group IT Security and any software that is
delivered in such a way that it may have been tampered with.
You are required to act in accordance with the Company's policies and guidelines on
the security of information and the use of information technology at all times.
Security Guidelines on the regulations and procedures regarding information
technology are encapsulated in the document entitled Group IT Security Standards
which is available on the Group IT intranet under IT Security, Group IT Security
Awareness.
The policy explaining the appropriate use of Group e-mail systems and the internet,
and also what is inappropriate use, is contained in the HR Procedures Manual
(Internet, email and company mobile phones) and in the Security and Fraud
Functional Instruction Manual. You should note that the Company may monitor the
content of emails and other electronic messages sent from its property. The Company
will also monitor internet use and content when using the internet.
Failure to comply with any of these requirements and, in particular, the use of
unauthorised software on Group equipment is an extremely serious violation of your
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terms and conditions of employment. Any such failure is likely to lead to disciplinary
action and may result in your dismissal for gross misconduct
3.12 Health, Safety and Fire
The Company attaches the greatest importance to the health, safety and welfare of its
employees at work. Every effort is made to provide safe working conditions and to
prevent fire or other damage.
However, no safety policy is likely to be successful unless it has the co-operation of
all employees. The Health and Safety at Work Act 1974 and subsequent regulations
place the duty on every employee, while at work, to:
• take reasonable care for the health and safety of themselves and others; and
• co-operate with the employer in meeting the duties and requirements of the
relevant statutory provision.
As an employee of the Company, you have a personal responsibility to take care of
yourself and others and to avoid placing yourself or others in a situation that is
hazardous or a risk to health. You must also ensure that you are familiar with all
Company emergency procedures, including actions to take on discovery of a fire,
bomb or other hazard. If you are unsure about or unfamiliar with the Company’s
emergency procedures you must speak to your line manager. As your employer, the
Company has a duty to the health, safety and welfare of all employees.
In addition, an incident may require you to exit your place of work at short notice or
prevent access to your place of work. In these circumstances you need to be aware of
the number to telephone to receive updated information and to report your safety
(Employees based in Headquarters: 08000 322722; Employees based elsewhere: 0800
731 3575) and which web sites will provide you with information (www.hsbc.com).
The specific objectives of the Company's Health, Safety and Fire Policy are to:
• promote a healthy and safe working environment;
• ensure each employee accepts health and safety as a major part of their individual
responsibilities;
• identify health, safety and fire hazards in advance, and control the risks; and
• ensure all legal requirements are satisfied.
A Health and Safety Committee advises on workplace regulations and procedures. It
will liaise with HSBC Group Health, Safety and Fire on a regular basis so as to keep
management updated on new legislation and procedures.
Further details on health and safety, including information on first aiders and specific
areas of risk, such as upper limb disorders and night workers are contained in the HR
Procedures Manual (Health, Safety and Fire) and, more specifically the Health, Safety
and Fire - Business Instruction Manual (BIM) contained therein.
3.13 Circulars, Instructions and Authority
Key communications about changes to procedures, rules, regulations and terms and
conditions of employment will be detailed in a circular, which will be published on
the Company’s intranet.
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You are required to read and observe all instructions applicable to you and all
appropriate circulars issued by the Company.
3.14 Dress and Appearance
Whether or not your job involves contact with the public, you are required to dress in
a way that the Company considers appropriate to the business situation. Account will
be taken of religious and cultural norms. Styles that could offend normally accepted
standards will not be permitted.
Further details can be found in the HR Procedures Manual (Dress and appearance
(Insurance))
3.15 Alcohol and Drug Misuse
An employee who suspects they have a drug or alcohol dependency is actively
encouraged to seek help through the Company’s Occupational Health Services or
Open Line, a free and confidential service which provides counselling and
information to all Company employees. Details on Open Line can be found in the HR
Procedures Manual (Open Line).
In order to help the employee (and subject always to the employee’s permission),
Occupational Health will usually need to liaise with the employee's line manager who
will therefore need to be advised in general terms as to the nature of the problem.
Clinical details are not disclosed and remain confidential unless the individual gives
written permission to the contrary.
Dependency is distinguished from cases where an employee might occasionally arrive
at work under the influence of alcohol or drugs. Such cases will be dealt with under
normal disciplinary procedures. Incapability at work caused by alcohol or drugs is
treated as a very serious matter and may result in your dismissal for gross misconduct.
4. BENEFITS AND FACILITIES
You may be eligible to take advantage of certain benefits and facilities provided by
the Company from time to time. Further information will be available at your place of
work in respect of other benefits and facilities which may be available to you locally.
The benefits listed below are a summary only. Full details and/or further information
on specific benefits can be obtained from the HR Procedures Manual, the Best Place
to Bank for Employees and the My Reward site, which are available on the bank’s
intranet.
These benefits do not form part of your contract of employment. The introduction of
Salary Sacrifice for flexible benefit scheme – My Choice represents a change to your
contract of employment. By making pension and/or flexible benefit scheme choices,
you will be deemed to have accepted the change in your contract of employment. All
benefits and facilities are subject to certain rules on eligibility and operation, which
may change from time to time.
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4.1 Beneficial Loans
4.1.1 Personal Loans
Unsecured personal loans at concessionary rates may be available in accordance with
the limit and terms which may be in force at the time.
4.1.2 Season Ticket Loans
Interest free season ticket loans, repayable via payroll deduction, may be available to
you. Additional information is available in the HR Procedures Manual (Season ticket
loan scheme).
4.2 Charities
4.2.1 Give As You Earn
Through this scheme, run in association with the Charities Aid Foundation, you can,
via payroll deduction, make tax free donations to charities of your choice. Your
money can go either direct to nominated charities, or you may be able to hold an
account with the foundation, enabling you to donate in a flexible manner. Further
details are available in the HR Procedures Manual (Charity scheme – Give as You
Earn (GAYE))
4.2.2 Pound for Pound Scheme
The Company will, subject to certain rules, match charitable funds raised through
employee time given and fund raising events to a certain limit, per person per event
per annum. Forms are available from the HR Procedures Manual (Charity scheme –
Pound for Pound).
4.2.3 ‘Keep the Change!’
‘Keep the Change!’ is a simple and regular way to donate the odd pennies from your
net salary to six nominated charities each month. For example, if you earn £900.17
then by signing up to ‘Keep the Change!’ you can donate the 17p to charity. If your
salary varies each month then the pennies donated may also vary. The maximum you
give each month is 99p.
You will be able to participate in ‘Keep the Change’ by selecting this in My Choice
on My Reward Centre site www.myreward.staff.hsbc.co.uk
Further details are available in the HR Procedures Manual (Charity scheme – Keep
the Change!) and in the online Benefits Guide in My Choice on the My Reward
Centre site www.myreward.staff.hsbc.co.uk
4.3 HSBC Childcare
The HSBC Childcare Scheme is open to all UK-based employees of HSBC who are
parents or have parental responsibility for a child or children who are under 16 years
old in registered or approved childcare. It is run under a system known as ‘salary
sacrifice’. This means that you agree to reduce your salary in exchange for childcare
payments. These childcare payments are not subject to income tax and NI deductions,
and there will be a saving to you on the amount you choose to reduce your basic
salary by.
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For more information, please refer to the HR Procedures Manual (Childcare
provisions) and the online Benefits Guide in My Choice on the My Reward Centre
site www.myreward.staff.hsbc.co.uk.
4.4 Eyesight Testing
The Company operates a scheme for eyesight testing which entitles employees who
require glasses for VDU/DSE use to claim reimbursement up to a limit of £100
(inclusive of VAT). Details of the policy are in the HR Procedure Manual (Eyesight
testing).
4.5 Open Line
To help employees manage personal or work difficulties, the Company offers all UKbased
employees access to Open Line, a free and confidential counselling service.
Open Line provides practical help and counselling on personal issues, such as
bereavement, depression and relationship problems. Help is also available with a wide
range of work related difficulties, such as bullying and harassment, lack of
confidence, work stress and role problems. Open Line can also provide support when
employees are experiencing stress in connection with matters which are the subject of
disciplinary or grievance investigations or proceedings.
The service can be contacted by telephone or in writing, and is open Monday to
Friday 9 am to 5pm. Appointments for telephone or face-to-face counselling can be
made during these hours, or, by prior arrangement outside these hours. The telephone
number is 08457 666 999, and the textphone for deaf employees is 08455 854054.
Please note that, if you work in an area where calls are routinely monitored (such as a
Customer Service Centre) you should ensure you use a non-monitored phone or a
private phone, to preserve your confidentiality.
Further information on Open Line can be found in the HR Procedure Manual (Open
Line). .
4.6 HSBC Group Sports and Social Clubs
HSBC has two sports and social clubs for use by employees and their families. In
London, activities are centred in New Beckenham and in Sheffield at Dore. In
addition, there is a rowing club a Putney, London and sailing centres country-wide.
There is also a fully equipped gym with subsidised membership at the Company’s
Headquarters at 8 Canada Square in London.
For information and an application form, call 7213 4366 (Internal, London) or 020
8919 4366 (External, London); 790 28898 (Internal, Sheffield) or 0114 252 8898
(External, Sheffield).
4.7 Healthcare Plan
Management Band (1-6) employees may be eligible for company funded membership
of the HSBC Group Healthcare Plan. This provides cover for yourself and your
immediate family (including partner and dependant children up to the age of 21)
during your employment. Details are automatically made available shortly after you
become a eligible. The scheme operates on terms and conditions which are in force at
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the present time and the Company reserves the right at any time to vary or withdraw
the scale or level of benefits in force.
Employees who are not eligible for company funded membership of the HSBC Group
Healthcare Plan will be able to select to receive this benefit in My Choice and pay for
this through salary sacrifice.
For more information, please refer to the HR Procedures Manual (Childcare
provisions) and the online Benefits Guide in My Choice on the My Reward Centre
site www.myreward.staff.hsbc.co.uk
4.8 Group Income Protection (Permanent Health Insurance) Scheme
The Company provides a discretionary non-contractual long-term disability scheme
for permanent employees who are medically certified as being permanently
incapacitated and unable to undertake work of any kind. The scheme is governed by a
set of rules that may be changed from time to time.
It should be noted that payment of any benefit under the Group Income Protection
(Permanent Health Insurance Scheme) is conditional upon satisfactory acceptance of a
claim by the Insurer and that we accept no responsibility for providing you with an
income in the event that your claim is declined by the insurer.
Please note that after 52 weeks certified absence, cover is 75% of salary less an
amount equivalent to the Single Persons Long Term Incapacity Benefit for all staff
who joined the Company prior to 1/5/07 (except employees of HIUK who joined the
Company after 1/2/03) and 60%.of salary for staff who joined the Company on or
after 1/5/07 or, in the case of HSBC Insurance (UK) Ltd employees, after 1/2/03.
Employees may be eligible to increase their level of cover. Payment will be made by
the employee for the increased level of cover and will be through salary sacrifice. For
more information, please refer to the HR Procedures Manual (Group Income
Protection section) and the online Benefits Guide in My Choice on the My Reward
Centre site www.myreward.staff.hsbc.co.uk
4.9 Health Assessment
Eligibility for company funded Health Assessment checks is as follows:
Bands 1-2 Annual BUPA Medical Screening
Bands 3-5 BUPA medical screening every two years
Bands 6-8 Not eligible for company funded Health Assessment, but can
elect to receive this benefit in My Choice for themselves and their partners (if
applicable). Payment will be made by the employee through salary sacrifice.
For more information, please refer to the HR Procedures Manual (Health Assessment
section) and the online Benefits Guide in My Choice on the My Reward Centre site
www.myreward.staff.hsbc.co.uk
4.10 Staff Accounts
Preferential facilities, including rates of interest, may apply to staff accounts. Details
are available from your branch and in the HR Procedures Manual (Staff accounts).
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4.11 HSBC Corporate Card
A HSBC Corporate Card must be used by all managers, and appropriate employees,
who incur business expenses on a regular basis. Such employees will pay for
appropriate business travel, accommodation, and entertainment items with an HSBC
Corporate Card, where issued, and subsequently reclaim such expenses.
The card is provided for business expenses only and must not be used for personal
expenditure or to make cash withdrawals other than for foreign currency required for
incidental expenses during a business trip. Misuse of the Corporate Card may result in
disciplinary action, which could result in dismissal.
Details on the HSBC Corporate Card including information on eligibility and card
limits are set out in the HR Procedures Manual (Corporate cards).
5. YOUR CAREER WITH THE COMPANY
Set out below are some of the main issues which may affect you during your
employment, together with an outline of the Company’s policies and procedures in
respect of each matter. Further information on each issue, and many other issues
which may be of interest or which may affect you during your employment, are
available in the Company’s HR Procedures Manual.
This section does not form part of your contractual terms and conditions of
employment.
5.1 Job Evaluation
Jobs are formally evaluated using the HAY system. The HAY evaluation system is
amongst the most widely used in the world. It is recognised as a consistent and fair
method of measuring and comparing the relative size of jobs in the organisation.
The evaluation process is based on an agreed job description for individual jobs, or a
generic description covering jobs which are similar in content and skill requirement
across departments or branches in the Company. A panel of trained evaluators meets
regularly to consider these job descriptions. Points are awarded using common factors
and agreed criteria, with the resulting total indicating the level and grade of the job. If
you consider that your job is incorrectly graded, you may appeal.
Further details of the process and its application to your job are available in the HR
Procedures Manual (Job evaluation).
5.2 Employee learning and development – investing in your future
The Company is committed to creating a learning organisation that promotes and
supports individual development and is the envy of other global companies. We
recognise that superior knowledge and skills of our employees are vital if we are to
deliver a first class service to our customers, continue to grow as a business and be
better than our competitors. At the same time, we want the Company to be a great
place to work where employees have job satisfaction, grow with us and make a longterm
commitment to stay with the Company.
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Whatever your personal learning and development goals are and regardless of your
career aspirations with the Company, we have a wide range of opportunities for career
development. Opportunities are advertised on My Next Move on the Company’s
intranet..
Learning is most effective when it is enjoyable, made as accessible as possible, with
you in control and conducted at your own pace. Our goal is to make learning and
development something that everyone in the Company is passionate about. We know
that when it comes to learning, one size does not fit all and everyone is different – we
all have different levels of knowledge or experience and we all like to learn at
different speeds and in different ways.
“My Learning” is a learning management system. It is your personal link to a wealth
of learning opportunities. It is the main point of access for all learning activities and
information resources and a key part of the Company’s flexible learning approach. It
improves the speed, quality and effectiveness of the learning process, providing
greater opportunity for all employees to take part in learning activities, regardless of
current job role, future career aspirations or location.
5.2.1 Identifying learning and development needs
Learning is developing new knowledge and skills and building on and improving the
skills you already have to enable you to gain more from your current role or to
prepare for your next job with the Company. We want you to take control of your
personal learning and development by identifying your development needs and
preparing your own learning and development plan.
There are several resources to help you prepare your personal learning and
development plan including the Capabilities Framework(s) and Development Review
tools (e.g. on the iQ system). Links to these can be found on the Company’s intranet.
The Capabilities Framework(s) highlight the skills and behaviours that best support
the Company’s business strategy. It describes the Company’s corporate character and
translates this into the qualities expected of all our employees, by defining the
required skills, and attributes required for success.
5.2.2 Learning & Development
The Learning & Development team has learning and development professionals who
are responsible for a wide range of learning activities, all of which are accessible
through My Learning. The team liaise with business units to provide the best learning
solutions throughout the Company and the HSBC Group. Your learning may be
provided face to face at our premier Group Management Training College in
Hertfordshire or through local courses, personal coaching or with online, video and
paper-based learning materials.
A wealth of knowledge exists in the Company’s unique LEAP library which provides
access to over 2,800 resources with speedy delivery. Take a look on “My Learning” at
some of the vast array of resources that will suit your needs.
If you are interested in finding out more about Learning & Development or
opportunities to join the team please contact them on 7988 8528 (Internal) or 01923
688 528 (External).
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5.2.3 Professional and Technical Qualifications
If you would like to study for a specific professional or technical qualification, the
Company may be able to provide assistance. Further information about the procedures
involved can be found in the HR Procedures Manual (Professional qualification and
examination awards).
5.3 Maternity and other family related polices and procedures
Women who take maternity leave and employees who take adoption leave are
encouraged to return to work with the Company, and during your leave the Company
will keep in regular touch with you. A detailed 'Maternity Guide' is available to
explain your entitlement and obligations and the facilities to which you may be
eligible.
Full details on maternity and other family related policies and procedures can be
found in the HR Procedures Manual.
In order to help you return and continue your career, the Company has a number of
initiatives that may assist you. These include:
• childcare facilities to aid return to work (see section 4.3 of this Handbook);
• a priority returner scheme, which gives preference for re-entry to the Company to
those who apply prior to leaving and who are eligible for the scheme, if exercised
within five years (see HR Procedures Manual (Priority returner scheme))
• family leave provisions which recognise the needs of carers of a sick child or an
elderly, disabled, or chronically sick relative or other close dependant and provide
for up to five days' paid Family Leave, in an emergency, in any one year.
• a flexible working policy, which aims to increase flexible working and which
exceeds statutory requirements. Further information is provided in the HR
Procedures Manual (Flexible working). .
The Company’s Childcare Scheme and Family Leave provisions are available to all
employees with parental responsibility for children.
Further details on these and other family related policies and the procedures you
should follow are set out in the HR Procedures Manual (Leave/ Flexible working/
Childcare provisions).
5.4 Special Leave
You may, at the Company's discretion, be granted special paid leave for reasons such
as public duties, Duke of Edinburgh's Award Scheme Adventure Training, Company
sports activities, certain H.M. Forces or Auxiliary Forces activities, or on
compassionate grounds. Such leave will not normally exceed ten days in any one
calendar year.
Special unpaid leave may also be granted in exceptional circumstances, at the
Company's discretion. Application for such leave should be addressed, in the first
instance, to your immediate line manager. Further details are set out in the HR
Procedures Manual (Special leave arrangements).
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5.5 Support for Disabled Employees
The Company values the individual contribution of all employees, irrespective of any
disability. The recruitment, training, career development and promotion of all
employees is based on the aptitudes and skills of the individuals. Consideration of
disability issues is also integrated into the business and there are a number of
initiatives in place to support the Company’s commitment to disability.
5.5.1 Reasonable Adjustments
Most disabled people do not need special equipment or adaptations, but sometimes
provision of these can help an employee to operate more effectively at work. The
Company is committed to finding the right solutions to meet the diverse needs of all
employees and will make reasonable adjustments to ensure that everyone can compete
on a level playing field.
The Company will cover the costs of reasonable adjustments required, although
practical advice/financial support from "Access to Work", run by the Employment
Service, may be sought on an as needed basis. "Access to Work" provide a range of
services, such as equipment and communicators, as well as operating a fares to work
scheme.
5.5.2 Rehabilitation Policy
When an employee becomes disabled, or an existing disability worsens, every effort is
made to retain the individual in employment. The Rehabilitation Policy is designed to
assist managers and employees, through employment assessment and consultation.
Further information on the support available and the process to follow is set out in the
HR Procedures Manual (Disabled employees).
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