STAFF HANDBOOK
Stemnovate Limited
Version: 2.0-26
© Stemnovate Limited 2017–2026
https://stemnovate.co.uk/
TABLE OF CONTENTS
- Welcome to Stemnovate Limited
- Use of the Staff Handbook
- Stemnovate Limited — Company Overview
- Equal Opportunities Statement
- Dignity at Work
- What and How of Harassment
- Joining Stemnovate Limited
- Pay
- Pensions
- Hours of Work
- Holidays
- Sickness Absence
- Flexible Working
- Supervision and Appraisal
- Training, Development and Promotion
- Communications
- Performance and Behaviour at Work
- Health and Safety
- Anti-Bribery and Corruption
- Freedom of Association and Collective Bargaining
- Wages, Benefits and Compensation
- Working Hours
- Non-Discrimination and Fair Treatment
- Fair Competition
- Disciplinary Procedure
- Grievance Procedure
- Whistleblowing
- Termination of Employment
SECTION 1 — WELCOME TO STEMNOVATE LIMITED
Dear Employee, I would like to welcome you to Stemnovate Limited. You are an important addition to our team, and we look forward to a long, productive and mutually fulfilling time together.
As you learn your new role, you will discover our company’s culture. We are a company committed to research and development for improving drug discovery. Our platform technology will help realise the vision of personalised drug development, ensuring drug safety and reducing the need for animal research. The company culture is supportive and progressive, with ample opportunities to grow and advance.
Wishing you an enjoyable and rewarding career with the organisation.
Ruchi Sharma
CEO, Stemnovate Limited
SECTION 2 — USE OF THE STAFF HANDBOOK
The Staff Handbook is designed to provide you with information about Stemnovate Limited and details of your employment. The Staff Handbook also contains the policies, procedures and rules which the organisation has adopted, and which you are expected to follow as a member of the Stemnovate team.
A number of the policies, procedures and rules included in the Staff Handbook are referred to in your contract of employment. Some form part of your contract of employment with Stemnovate Limited, and some do not. The Staff Handbook specifies which policies, procedures and rules are incorporated into your contract of employment.
It is important to read the Staff Handbook carefully. If you have any questions about its contents, please contact HR Stemnovate (hr@stemnovate.co.uk).
The Staff Handbook will be updated as and when changes occur. You will be notified of any material updates in writing or via email.
ACKNOWLEDGEMENT OF RECEIPT
SECTION 3 — STEMNOVATE LIMITED: COMPANY OVERVIEW
Stemnovate Limited is the UK pioneer of organ-on-chip technology for in vitro toxicology. Our products are for targeted drug development.
Registered Address:
IdeaSpace West, Entrepreneurship Centre
3 Charles Babbage Road
Cambridge, United Kingdom, CB3 0GT
Stemnovate is the trading name of Stemnovate Limited, a business registered in England & Wales; registered number 10140603. Incorporated on 22 April 2016.
E-mail: info@stemnovate.co.uk
Website: http://stemnovate.co.uk
SECTION 4 — EQUAL OPPORTUNITIES STATEMENT
Stemnovate Limited is committed to encouraging diversity and eliminating discrimination in both its roles as an employer and as a service provider. Our aim is for our staff to be truly representative of all sections of society and to work in an environment where everyone is respected and able to perform to the best of their ability.
Our policy is to provide equality and fairness for all in our employment and in our provision of services, and not to discriminate on the grounds of gender, marital status, race, ethnic origin, colour, nationality, national origin, disability, sexual orientation, religion or age.
The Company will not tolerate direct or indirect discrimination against any person on grounds of age, disability, gender/gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion or belief, sex, or sexual orientation — whether in the field of recruitment, terms and conditions of employment, career progression, training, transfer or dismissal.
In adopting these principles, Stemnovate Limited:
1. Will not tolerate acts that breach this policy; all such breaches will be taken seriously, fully investigated and may be subject to disciplinary action where appropriate.
2. Fully recognises its legal obligations under all relevant legislation and codes of practice.
3. Will allow staff to pursue any matter through internal procedures which they believe has exposed them to inequitable treatment within the scope of this policy.
4. Will ensure that all managers understand and maintain their responsibilities and those of their team under this policy.
5. Will offer opportunities for flexible working patterns, wherever operationally feasible, to help employees combine a career with their domestic responsibilities.
6. Will provide equal opportunity to all who apply for vacancies through open competition.
7. Will select candidates only on the basis of their ability to carry out the job, using a clear and open process.
8. Will provide all employees with the training and development they need to carry out their job effectively.
9. Will provide all reasonable assistance to employees who are or who become disabled, making reasonable adjustments wherever possible to provide continued employment.
10. Will distribute and publicise this policy statement throughout the Company.
SECTION 5 — DIGNITY AT WORK
The Company believes that the working environment should at all times be supportive of the dignity and respect of individuals. If a complaint of harassment is brought to management's attention, it will be investigated promptly, and appropriate action will be taken.
Harassment can be defined as conduct that is unwanted and offensive and that affects the dignity of an individual or a group of individuals. Sexual harassment is defined as “unwanted conduct of a sexual nature, or other conduct based on sex, affecting the dignity of women and men at work.” This can include unwelcome physical, verbal or non-verbal conduct.
SECTION 6 — WHAT AND HOW OF HARASSMENT
People can be subject to harassment on a wide variety of grounds, including:
- Race, ethnic origin, nationality or skin colour
- Sex or sexual orientation
- Religious or political convictions
- Willingness to challenge harassment, leading to victimisation
- Disabilities, sensory impairments or learning difficulties
- Status as ex-offenders
- Age
- Real or suspected infection with a blood-borne virus (e.g. AIDS/HIV)
- Membership of a trade union or activities associated with membership
Forms of harassment may include:
- Physical contact ranging from touching to serious assault
- Verbal and written harassment through jokes, offensive language, gossip and slander, sectarian songs, letters and so on
- Visual display of posters, graffiti, obscene gestures, flags and emblems
- Isolation or non-cooperation at work; exclusion from social activities
- Coercion ranging from pressure for sexual favours to pressure to participate in political/religious groups
- Intrusion by pestering, spying or following someone
- Bullying
If you feel you are being harassed, you are strongly encouraged to seek early advice and support from your line manager. If you feel your line manager is harassing you, you should contact your immediate line manager.
You should keep a written record detailing the incidents of harassment and any requests made to the harasser to stop. This record should be made as soon as possible after the events and should include dates, times, places and the circumstances of what happened.
Stemnovate Limited has a formal procedure for dealing with these issues, which you can obtain from your line manager.
SECTION 7 — JOINING STEMNOVATE LIMITED
Probationary Period
On joining Stemnovate Limited, you will serve a [3/6] month probationary period. During this time, you will be thinking about whether you wish to continue working with us. Your line manager will also be assessing your suitability for your role. If you do not reach the standards required by Stemnovate Limited, your employment may be terminated at any time during the probationary period with one week’s notice. Stemnovate Limited reserves the right to extend the probationary period where required.
Induction
As a new employee, you will be added to our HR software. You will receive a welcome email and will need to log in and complete your personal information. Stemnovate ERP Next is used to record and track all your holiday and sickness absences, manage your appraisals, and store your personnel files.
We are keen that you have every assistance to help you settle into your role quickly. Your induction programme sets out what to expect on your first day and the induction process we will follow. You will meet your colleagues and receive information on Stemnovate Limited, your terms and conditions of employment, policies and procedures, and health and safety.
Changes to Personal Details
To help us assist you, especially in emergency situations, it is essential that all information on your personnel records is complete, correct, and up to date. Please log in to your ERP Next account whenever there are any changes to your personal details. Your personal information is confidential and will not be released to outside sources without your prior authorisation.
Criminal Records Checks
Certain employees may be required to undergo a criminal records check.
SECTION 8 — PAY
Payment Of Salaries
Salaries are paid on the 28th day of each calendar month by BACS transfer. An individual's payslip showing gross pay, fixed and variable deductions and net pay will be provided each month.
Your starting salary is as stated in your contract of employment. We will let you know of any subsequent changes to your salary, which is normally reviewed annually.
Deductions from Salaries
Stemnovate Limited will make any deductions from your pay as required by law or as authorised by you in writing. In addition, the company reserves the right to make salary adjustments where an overpayment has been made or in cases of malicious damage which result in dismissal.
SECTION 9 — PENSIONS
The pension policy is documented in the new starter's document and the employment letter. The policy has been set in accordance with the workplace pensions guidance on GOV.UK.
SECTION 10 — HOURS OF WORK
Please refer to the updated Working Hours policy in Section 22 of this Handbook for full details, including compliance with the Working Time Regulations 1998 and rest break entitlements.
Your normal hours are those set out in your contract of employment. Full-time employees are contracted to work 40 hours per week.
SECTION 11 — HOLIDAYS
Holiday Entitlement
You are entitled to 25 days’ holiday per year for a full-time working week. Part-time employees will have their holiday entitlement proportionate to their normal hours of work as stated in the Contract of Employment.
This will include a pro-rata entitlement to Public Holidays. If you join Stemnovate partway through a holiday year, you are entitled to the appropriate portion of leave based on the number of completed months of service.
The office will close for the period between Christmas and New Year. You must keep up to 4 days’ leave for this purpose.
You may take no more than two weeks’ holiday at any one time except in exceptional circumstances. As far as possible, leave should be taken in blocks of whole working weeks. There will be no unpaid leave unless in exceptional circumstances.
You are granted all public holidays with pay. If you are part-time, you will receive a pro-rata entitlement (one-fifth of your working week per Public/Bank Holiday).
Public and Bank Holidays (England and Wales)
- New Year's Day
- Good Friday
- Easter Monday
- May Day
- Spring Bank Holiday
- Late Summer Bank Holiday
- Christmas Day
- Boxing Day
SECTION 12 — SICKNESS ABSENCE
Sickness Absence Policy
Stemnovate Limited is committed to maintaining the health, well-being and attendance of all our employees. Our absence policy is based on the following principles:
Regular, punctual attendance is an implied term of every employee’s contract of employment. The disciplinary procedures will be used if an explanation for an absence is not forthcoming or is deemed unsatisfactory.
Absence Reporting
You must report your absence from work owing to illness to your line manager by telephone as early as possible, and no later than the normal start of work, on the first day of sickness. You should give a clear indication of the nature of your illness and the likely date of your return to work.
Certification
A self-certification may be made for the first 7 calendar days of absence. From the 8th day onwards, a Fit for Work note is required. A final Fit for Work note giving the date on which you will be fit to resume work must be given to your line manager prior to your return to work.
Return to Work
Upon your return to work, you will need to complete your Return to Work date on your dashboard in ERP Next. You will then be asked to complete a self-certification form. On return to work, your line manager will have an informal discussion with you to establish:
- The reason for and cause of your absence
- Your fitness to return to work
- Whether you need any support to return to work
SECTION 13 — FLEXIBLE WORKING
Parents of children under the age of six, or disabled children under the age of eighteen, have the right to apply to Stemnovate Limited for flexible working arrangements. Carers of adults also have the right to apply for flexible working.
The request can cover hours of work, times of work and place of work and may include requests for different patterns of work. Procedures for requesting flexible working can be found in the Flexible Working Policy.
SECTION 14 — SUPERVISION AND APPRAISAL
All employees are part of a staff supervision and appraisal process. These are positive exercises designed to encourage and assist staff in their professional and personal development.
It is our policy that employees have regular supervision with their line manager and an annual appraisal. It is the employee's responsibility to arrange these meetings and to send the appropriate preparation information to their line manager in advance.
SECTION 15 — TRAINING, DEVELOPMENT AND PROMOTION
Stemnovate places the highest value on staff training and development. We are committed to investing in staff training to achieve our business objectives.
Initial and longer-term training needs will be agreed with your line manager to enable you to perform your job as effectively as possible. This process will continue as part of your regular performance reviews.
SECTION 16 — COMMUNICATIONS
Your prime source of information about your role or the organisation is your line manager. In addition, we hold regular staff meetings and team meetings.
SECTION 17 — PERFORMANCE AND BEHAVIOUR AT WORK
Appearance
Stemnovate Limited does not seek to inhibit individual choice in relation to your appearance. However, you are expected to dress appropriately at all times in line with your role and to ensure your personal hygiene and grooming are properly maintained.
Company Premises
You will be issued with an identity badge/appropriate PIN code allowing access to your workplace. This remains the property of Stemnovate Limited, and loss of your badge/PIN code must be reported immediately to your line manager.
You must not bring any unauthorised person onto Stemnovate property without your line manager's prior agreement. You must not remove Stemnovate’s property from the organisation’s premises unless prior authority from your line manager has been given.
Telephones and Correspondence
Company telephone/mobile phone or postal facilities must not be used for private purposes without prior permission from your line manager. Abuse of these facilities will be considered a potential disciplinary matter.
Use of Computers
The organisation’s IT, Internet and E-mail Policy is designed to protect the organisation’s computer equipment, prevent inappropriate use and protect confidential data. Every employee must ensure that their conduct complies with the standards set out in this policy. Internet access and e-mail for personal use are permitted only during unpaid break times.
Data Protection and Confidentiality
You must be aware of and comply with all elements of the UK GDPR and Data Protection Act 2018. No employee should disclose any confidential information either while employed or after having left the organisation, unless specifically given permission to do so. Any breach of confidentiality will be dealt with under the disciplinary procedures and may lead to dismissal.
Smoking
In the interests of the health, safety and comfort of employees and customers and to comply with legislation, the organisation operates a no-smoking policy (including e-cigarettes and vaping). Any employee found smoking on the premises will be subject to disciplinary action.
Consumption of Alcohol and Drug Abuse
The organisation forbids the consumption of alcohol and the use or storage of drugs on its premises, nor will it permit any employee to work whilst under the influence of alcohol or drugs. Any such instances will be dealt with under the disciplinary procedure and may lead to summary dismissal.
Professional Conduct and Public Statements
All employees have a responsibility to act in good faith and to promote the good name and effectiveness of their employer. No employee is permitted to give press or other media interviews, or assist with or be involved in the publication of any article relating to the business affairs of the organisation, without prior consent from the CEO, Stemnovate Limited.
Mobile Phones
Personal mobile phones should not be used except in emergencies. Mobile phones should either be switched off or silenced during working hours.
Expenses Policy
Stemnovate Limited recognises that no member of staff should be placed at financial disadvantage as a result of their work for the organisation. Equally, there should be no financial gain. The Expenses Policy provides guidance on the types of expenses which can be claimed and at what rates.
SECTION 18 — HEALTH AND SAFETY [UPDATED — VERSION 2.0]
Policy Statement
Stemnovate Limited is fully committed to ensuring the health, safety and welfare of all its employees, contractors, visitors and any other persons who may be affected by its activities. We recognise that a safe and healthy working environment is fundamental to the well-being of our people and the sustainable success of our business.
This policy is reviewed annually and updated in line with current legislation, including the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and all other applicable regulations.
Responsibilities
The Company will:
- Provide and maintain safe plant, equipment and systems of work.
- Ensure safe handling, use, storage and transport of substances and articles.
- Provide adequate information, instruction, training and supervision to ensure the health and safety of all employees.
- Maintain the workplace in a safe condition with safe means of access and egress.
- Provide and maintain a working environment that is safe and without risks to health, including adequate welfare facilities.
- Carry out suitable and sufficient risk assessments for all work activities and implement appropriate control measures.
- Consult with employees on matters affecting their health and safety.
- Investigate all accidents, near misses and incidents promptly and implement corrective actions.
- Appoint a competent person to assist in meeting health and safety obligations.
Employees must:
- Take reasonable care of their own health and safety and that of others who may be affected by their actions or omissions.
- Co-operate with the Company on all health and safety matters.
- Not interfere with or misuse anything provided for health and safety purposes.
- Report any hazards, accidents, near misses or unsafe conditions to their line manager immediately.
- Participate in health and safety training as required.
- Use personal protective equipment (PPE) as instructed.
Risk Assessment
Risk assessments will be conducted for all work activities, including laboratory work, use of equipment, manual handling, display screen equipment (DSE) and any activities involving hazardous substances (COSHH). Assessments will be reviewed regularly and whenever there is a significant change in working practices.
Mental Health and Well-being
Stemnovate Limited recognises that mental health is as important as physical health. We are committed to creating a supportive environment where employees feel comfortable discussing mental health concerns. Line managers are trained to recognise signs of stress and mental ill-health and to signpost employees to appropriate support.
Incident Reporting
All accidents, near misses and dangerous occurrences must be reported and recorded in the Company’s Accident Book. Where applicable, incidents will be reported to the relevant authorities under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR).
Emergency Procedures
All employees must familiarise themselves with the emergency evacuation procedures for their workplace, including fire exits, assembly points and the identity of fire wardens and first aiders.
Acceptance of Health and Safety Policy
Acceptance of, and adherence to, the Company’s Health and Safety Policy forms part of the contract of employment. Failure to comply with health and safety requirements may result in disciplinary action, up to and including dismissal.
SECTION 19 — ANTI-BRIBERY AND CORRUPTION [UPDATED — VERSION 2.0]
Policy Statement
Stemnovate Limited has a zero-tolerance approach to bribery and corruption in all its forms. This policy applies to all employees, directors, contractors, agents and any third parties acting on behalf of the Company. It is fully compliant with the Bribery Act 2010.
What Constitutes Bribery
A bribe is defined as giving someone a financial or other advantage to encourage that person to perform their functions or activities improperly, or to reward that person for having already done so. This includes:
- Offering, promising or giving a bribe to any person.
- Requesting, agreeing to receive, or accepting a bribe.
- Bribing a foreign public official.
- Failing to prevent bribery by persons associated with the Company.
Gifts and Hospitality
The Company recognises that the giving and receiving of gifts and hospitality is a normal part of doing business. However, gifts and hospitality must never be used to improperly influence a business decision. The following principles apply:
- Gifts or hospitality offered or received must be reasonable, proportionate and transparent.
- No gift of cash or cash equivalent (e.g. gift cards) may be given or accepted.
- All gifts and hospitality above a value of £25 must be declared to your line manager and recorded in the Company's Gifts and Hospitality Register.
- Gifts or hospitality must never be offered or accepted in circumstances where they could be perceived as influencing a business decision.
Facilitation Payments
Stemnovate Limited prohibits facilitation payments — unofficial payments made to government officials to secure or expedite routine actions. These are illegal under the Bribery Act 2010, regardless of where they occur.
Third Parties and Supply Chain
Employees must not engage with, or continue to engage with, any third party known or suspected to engage in bribery or corruption. Due diligence must be applied when selecting and managing suppliers, contractors and agents.
Reporting Concerns
If you suspect that bribery or corruption has occurred, or is likely to occur, you must report this immediately to your line manager or the CEO. You may also report concerns confidentially via the Company’s whistleblowing procedure. The Company will not tolerate any retaliation against an employee who reports a concern in good faith.
Consequences of Breach
If you bribe (or attempt to bribe) another person, or accept a bribe, this will constitute gross misconduct and will result in a formal investigation under the Company’s disciplinary procedures, up to and including dismissal. The Company may also report the matter to the relevant authorities.
SECTION 20 — FREEDOM OF ASSOCIATION AND COLLECTIVE BARGAINING [NEW — VERSION 2.0]
Policy Statement
Stemnovate Limited respects and upholds the right of all employees to freedom of association and collective bargaining, in accordance with the Employment Relations Act 1999, the Trade Union and Labour Relations (Consolidation) Act 1992, and internationally recognised standards, including ILO Conventions 87 and 98. Right to Join a Trade Union
All employees have the right to:
- Join or not join a trade union of their choosing, free from interference, pressure or discrimination.
- Participate in lawful trade union activities.
- Be represented by a trade union official in disciplinary, grievance and other workplace proceedings.
No employee will be disadvantaged, penalised, dismissed or treated less favourably as a result of their membership of, or participation in, a lawful trade union.
Collective Bargaining
Where a trade union is recognised by the Company, Stemnovate Limited is committed to engaging in good-faith collective bargaining on matters including pay, working hours and working conditions.
Employee Voice
Where employees choose not to be represented by a trade union, Stemnovate Limited is committed to ensuring that all employees have effective channels through which to raise concerns, make suggestions and engage in meaningful dialogue with management.
This includes:
- Regular one-to-one meetings with line managers.
- Staff meetings and team briefings.
- The grievance procedure as set out in this Handbook.
Non-Interference
The Company will not interfere with, obstruct or seek to influence employees’ decisions regarding trade union membership or collective bargaining. Any manager found to have done so will be subject to disciplinary action.
SECTION 21 — WAGES, BENEFITS AND COMPENSATION [UPDATED — VERSION 2.0]
Policy Statement
Stemnovate Limited is committed to paying all employees fairly, transparently and in compliance with all applicable legislation, including the National Minimum Wage Act 1998 and the National Living Wage regulations. We believe that fair and competitive remuneration is fundamental to attracting, retaining and motivating talented people.
National Minimum Wage and Living Wage
All employees will be paid at least the National Living Wage (for workers aged 21 and over) or the National Minimum Wage (for workers under 21 and apprentices), as set by the UK Government and updated annually. The Company will review pay rates each April in line with any legislative changes.
Pay Transparency
Stemnovate Limited is committed to pay transparency and equal pay. Employees doing equal work, or work of equal value, will receive equal pay regardless of gender, ethnicity, disability, age or any other protected characteristic.
Benefits
In addition to salary, Stemnovate Limited provides the following benefits (subject to eligibility and contract terms):
- Workplace pension scheme (in accordance with auto-enrolment legislation)
- 25 days' annual leave plus public holidays
- Sick pay in accordance with the Company's sickness absence policy
- Flexible working arrangements (subject to operational requirements)
- Training and development opportunities
- Access to occupational health support
Salary Review
Salaries are normally reviewed annually. Any changes to salary will be communicated to employees in writing.
Payslips
Employees will receive a payslip each month showing gross pay, all deductions and net pay. Payslips are provided in a format accessible to all employees.
Deductions
No unauthorised deductions will be made from an employee’s pay. Any deductions required by law (e.g. income tax, National Insurance) or authorised in writing by the employee will be clearly itemised on the payslip.
SECTION 22 — WORKING HOURS [UPDATED — VERSION 2.0]
Policy Statement
Stemnovate Limited is committed to ensuring that working hours are fair, legal and sustainable, in full compliance with the Working Time Regulations 1998 (as amended).
Standard Working Hours
Full-time employees are contracted to work 40 hours per week, as set out in their contract of employment. Part-time employees’ hours are as specified in their individual contracts.
Maximum Working Week
No employee will be required to work more than 48 hours per week on average (calculated over a 17-week reference period), unless they have voluntarily signed an opt-out agreement in accordance with the Working Time Regulations 1998.
Employees who have signed an opt-out agreement may withdraw it by giving the Company 7 days’ written notice (or such longer period as agreed, up to a maximum of 3 months).
Rest Breaks and Rest Periods
Employees are entitled to:
- A rest break of at least 20 minutes where the working day exceeds 6 hours.
- A daily rest period of at least 11 consecutive hours between working days.
- A weekly rest period of at least 24 uninterrupted hours in each 7-day period (or 48 hours in each 14-day period).
Overtime
Where overtime is required, it will be agreed in advance with the relevant line manager. The Company’s overtime policy and any applicable rates of pay are set out in individual contracts of employment.
Night Work
Employees who regularly work at night (defined as at least 3 hours of their daily working time between 23:00 and 06:00) are entitled to a free health assessment before commencing night work and at regular intervals thereafter. Night workers will not be required to work more than an average of 8 hours in each 24-hour period.
Record Keeping
The Company will maintain accurate records of employees’ working hours in compliance with the Working Time Regulations 1998. These records are available to employees upon request.
Young Workers
Young workers (aged 16–17) are subject to additional protections under the Working Time Regulations 1998, including limits on daily and weekly working hours and restrictions on night work.
SECTION 23 — NON-DISCRIMINATION AND FAIR TREATMENT [UPDATED — VERSION 2.0]
Policy Statement
Stemnovate Limited is committed to creating and maintaining a workplace where every individual is treated with dignity, respect and fairness. We have a zero-tolerance approach to discrimination, harassment, victimisation and bullying in any form. This policy applies to all aspects of employment, including recruitment, selection, pay, training, promotion, performance management and termination.
This policy is compliant with the Equality Act 2010 and all other applicable equality legislation.
Protected Characteristics
The Company will not discriminate, directly or indirectly, against any person on the basis of any protected characteristic, including:
- Age
- Disability
- Gender reassignment
- Marriage and civil partnership
- Pregnancy and maternity
- Race (including colour, nationality and ethnic or national origin)
- Religion or belief
- Sex
- Sexual orientation
Types of Prohibited Conduct
- Direct discrimination: Treating someone less favourably because of a protected characteristic.
- Indirect discrimination: Applying a provision, criterion or practice that puts people with a protected characteristic at a particular disadvantage.
- Harassment: Unwanted conduct related to a protected characteristic that violates a person's dignity or creates an intimidating, hostile, degrading, humiliating or offensive environment.
- Victimisation: Treating someone unfairly because they have made or supported a complaint of discrimination.
- Bullying: Persistent behaviour intended to intimidate, humiliate, undermine or cause physical or emotional harm to another person.
Recruitment and Selection
All recruitment and selection decisions will be made solely on the basis of merit and the requirements of the role. Job advertisements, application forms and interview processes will be designed to avoid bias and encourage applications from all sections of society.
Reasonable Adjustments
The Company will make reasonable adjustments for employees and job applicants with disabilities, to ensure they are not placed at a substantial disadvantage compared to non-disabled persons. Employees are encouraged to disclose any disability or health condition that may require adjustment, in confidence.
Reporting Discrimination
Any employee who believes they have been subjected to discrimination, harassment, victimisation or bullying should report this to their line manager, or to HR if the line manager is involved. All reports will be treated seriously, investigated promptly and handled in confidence. Employees who report concerns in good faith will be protected from retaliation.
Responsibilities
Every employee is responsible for:
- Treating all colleagues, customers, suppliers and visitors with dignity and respect.
- Challenging and reporting any discriminatory behaviour they witness.
- Complying with this policy and all related procedures.
Managers are additionally responsible for:
- Modelling inclusive behaviour.
- Addressing any concerns raised by their team promptly and sensitively.
- Ensuring their team is aware of and complies with this policy.
SECTION 24 — FAIR COMPETITION [NEW — VERSION 2.0]
Policy Statement
Stemnovate Limited is committed to competing fairly and ethically in all markets in which it operates. The Company complies with all applicable competition laws, including the Competition Act 1998 and the Enterprise Act 2002 in the UK, and equivalent legislation in any other jurisdiction in which the Company operates.
What Is Competition Law?
Competition law is designed to protect free and fair markets by prohibiting anti-competitive behaviour. Key prohibitions include:
- Price fixing: Agreeing with competitors on prices, discounts or other trading terms.
- Market sharing: Dividing markets or customers with competitors.
- Bid rigging: Coordinating bids in a tender process.
- Abuse of a dominant market position: Using a dominant market position to unfairly exclude competitors or exploit customers.
- Information sharing: Exchanging commercially sensitive information (e.g. pricing, output, strategy) with competitors.
Employee Obligations
All employees must:
- Never discuss pricing, market strategy, customers or any other commercially sensitive information with competitors.
- Avoid any arrangement, formal or informal, that could be seen as anti-competitive.
- Seek guidance from the CEO or legal counsel before attending industry events, trade association meetings or any other forum where competitors may be present.
- Report any approach by a competitor that appears to involve anti-competitive conduct to the CEO immediately.
Consequences of Breach
Breach of competition law can result in significant financial penalties for the Company and personal liability for individuals involved, including criminal prosecution. Any employee found to have engaged in anti-competitive behaviour will be subject to disciplinary action, up to and including dismissal, and may be reported to the relevant authorities.
Conflicts of Interest
Employees must avoid situations in which their personal interests conflict, or may appear to conflict, with the Company's interests. A conflict of interest exists when an employee is involved in an activity that:
- Provides products or services directly to, or purchases products or services from, Stemnovate Limited.
- Subjects the employee to unreasonable time demands that prevent them from devoting proper attention to their responsibilities to Stemnovate Limited.
- Is operated in such a way that the employee's involvement will reflect adversely on Stemnovate Limited.
If you are in doubt as to whether an activity involves a conflict, you should discuss the situation with your line manager.
SECTION 25 — DISCIPLINARY PROCEDURE
Stemnovate Limited wishes to ensure high standards from its employees. The Disciplinary Procedure enables the organisation to take appropriate action where performance or conduct is unsatisfactory. At all stages of the disciplinary procedure, you will have the right to be accompanied by a Trade Union Representative or a work colleague. You will also be given the right to appeal against all disciplinary warnings.
Written Warning
A written warning may be given immediately if it is felt that the matter is serious, if there has been no improvement following a verbal warning, or if a further incident of a similar kind occurs.
Final Written Warning
A final written warning may be given if an initial offence is very serious, or if conduct, performance or attendance remains unsatisfactory following a verbal or written warning. The final written warning will state that any recurrence within 12 months will result in dismissal.
Dismissal
If, following a final written warning, performance, conduct, or attendance does not improve significantly, or further misconduct occurs, you may be dismissed. You will be given an amount of notice equivalent to that specified in your Contract of Employment, or pay in lieu of such notice. You will receive a written statement of your dismissal within 14 days of the dismissal hearing.
Gross Misconduct
Gross misconduct includes any action which threatens Stemnovate Limited, its work or its reputation, or which destroys the Company’s trust in you. Examples include:
- Theft, damage to property or fraud
- Incapacity through alcohol, illegal drugs or other substance abuse
- Physical assault or threatening behaviour
- Gross insubordination or negligence
- Harassment or any other discriminatory behaviour
- Breaches of confidentiality or professional conduct
- Bribery or corruption
- Serious breaches of health and safety rules
- Misuse of computer, e-mail or internet access
This list is not exhaustive. If you are accused of gross misconduct, you will be suspended on full pay for up to 10 working days whilst an investigation takes place. If found to have committed gross misconduct, you will be dismissed without notice.
Suspension
If the Company considers that the matter may result in dismissal, or that your presence may intimidate a witness, you may be suspended on full pay. The fact of such suspension will not be taken into account in any disciplinary proceedings.
Appeals
You are entitled to appeal against any disciplinary warning or decision to dismiss. To do so, you must notify [insert name or work title] in writing within five working days of receiving the written warning or other written notification of any decision. Your letter must specify the issues you wish to appeal against.
SECTION 26 — GRIEVANCE PROCEDURE
Stemnovate Limited’s aim is to encourage employees to maintain an open and honest relationship with their line manager and to raise any concerns appropriately.
Stage 1
If you have a grievance about a matter concerned with your employment, you should set out your grievance in writing and send it to your line manager.
Stage 2
Your manager will invite you to a hearing to discuss the grievance. You have the right to be accompanied at this hearing by a colleague or by a trade union official. After the hearing, your manager will inform you of Stemnovate Limited’s response to your grievance.
Stage 3
If you wish to appeal against Stemnovate Limited’s response to your grievance, you should contact your line manager. Where reasonably practical, the appeal will be dealt with by a more senior manager than the one who attended the first hearing.
Full details of Stemnovate Limited’s Disciplinary and Grievance Procedures are available from HR. These procedures do not form part of your contract of employment.
SECTION 27 — WHISTLEBLOWING
If you have any concerns about Stemnovate Limited and its work, these should be raised with the CEO of Stemnovate Limited. If the CEO is unavailable or the issue concerns the CEO, it should be raised with the Directors of Stemnovate Limited. All employees are protected by the Public Interest Disclosure Act 1998. The Company will not tolerate any retaliation against an employee who raises a genuine concern in good faith.
SECTION 28 — TERMINATION OF EMPLOYMENT
Resignation
If you wish to resign, you must give the required written notice to your line manager as stated in your contract of employment.
Notice Entitlement
| Length of Continuous Service | Notice Entitlement |
|---|---|
| Up to 6 months | One month |
| More than 6 months, less than 2 years | One month |
| 2 years or more | One week per completed year of service (up to a maximum of 12 weeks) |
Stemnovate Limited may give the equivalent pay in lieu of notice.
Return of Property
On leaving Stemnovate Limited, you must return all items of Stemnovate Limited’s property (e.g. mobile phone, laptop, documentation). Failure to do so may incur a deduction from your final salary payment.
Garden Leave
Stemnovate Limited may require an employee to take garden leave. The organisation has no obligation to provide work during this time, but all contractual benefits will continue to apply.
Stemnovate Limited
IdeaSpace West, Entrepreneurship Centre
3 Charles Babbage Road, Cambridge, United Kingdom, CB3 0GT
E-mail: info@stemnovate.co.uk | Website: http://stemnovate.co.uk
Version: 2.0-26 | © Stemnovate Limited 2017–2026