Anti-Harassment Bullying and Discrimination Policy

About this Policy

Respect in the workplace is an essential part of establishing a healthy working environment. The Society is committed to supporting the right of all colleagues to be treated with dignity and respect whilst at work and when representing the Society in any capacity. The Society is also committed to providing a work environment free from harassment and bullying. All colleagues have a role in creating and maintaining a positive workplace which is free from negative behaviours.

This policy explains, how we expect our colleagues to behave; what may constitute as bullying and harassment in the Society and sets out the procedure colleagues should follow if they see or experience inappropriate behaviour.

The Society commits to ensure that: 

1. All colleagues are treated equally and with respect. 
2. All colleagues have a right to a supportive working environment free from harassment and bullying. The Society will NOT tolerate or condone such behaviour.
3. A framework is provided for colleagues to seek support in order to resolve concerns about disrespectful behaviour, harassment and bullying, and where an issue occurs colleagues feel confident in challenging inappropriate behaviour in a responsible way, or to raise complaints using one of the various ways to report a concern.
4. It provides protection for colleagues who are experiencing any inappropriate behaviour.
5. It treats all reports of harassment and bullying seriously without prejudice to the colleague or their career.

This policy applies to all colleagues (whether employed on a full-time, part-time, fixed term or permanent basis), as well as agency staff and contractors.

This policy does not form part of any colleague’s contract of employment and we may amend it at any time.

This policy should be read in conjunction with a number of other Society policies and procedures which govern our behaviours and set standards to create a positive working environment, including but not limited to, the Alcohol and Drugs Misuse Policy, Diversity and Inclusion Policy, Mental Health and Wellbeing Policy, Use of Social Networks Policy, Working with Relatives Policy and the Smoke Free Workplace Policy.

We operate a separate Whistleblowing policy to enable colleagues to report illegal activities, wrongdoing or malpractice.

Colleagues can also visit our Mental Health and Wellbeing Colleagues Connect Page for further support.

 

Definitions

Respectful behaviour in the workplace is colleagues treating others with dignity and respect at all times. We appreciate colleagues can show respect in many different ways; however, below are examples of positive behaviours we expect from all colleagues:

1) Never get involved in the four Bs (bickering, backbiting, blaming and bullying) and challenge inappropriate behaviours in a respectful way.

2) Recognise that we employ a diverse workforce and treat all colleagues with equal respect regardless of their role, work pattern, gender, age, sexual orientation, ethnic group, colour, disability, religion, faith or beliefs.

3) Be committed to finding solutions to problems and to resolving issues constructively, (rather than complaining about them or blaming someone for them).

4)  Act promptly when working with others. This includes being on time for shifts or any meetings as well as giving others notice of any plans or any changes to plans. Raise any issues promptly.

5)  Recognise that every colleague is key to the success of the Society. Thank others for their contribution. Colleagues should endeavour to earn respect for what they do and how they act.

6)  Act in a courteous way by trying to understand others’ points of view as well as helping others to understand theirs. When questioning something it is done respectfully.

7)   Build trust with colleagues through the DOES values of being open, honest and fair. Expect to be part of a Society where colleagues work with each another not against each other.

 

Harassment

Harassment is any unwanted physical, verbal or non-verbal conduct that has the purpose or effect of violating a person's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. A single incident can amount to harassment.

Unlawful harassment may involve conduct of a sexual nature (sexual harassment), or it may be related to age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, ethnic or national origin, religion or belief, sex or sexual orientation.

Harassment may include, for example:

• unwanted physical conduct or "horseplay", including touching, pinching, pushing and grabbing;
• continued suggestions for social activity after it has been made clear that such suggestions are unwelcome;
• racist, sexist, homophobic or ageist jokes, or derogatory or stereotypical remarks about a particular ethnic or religious group or gender;
• offensive e-mails, text messages, WhatsApp messages and any other instant messenger apps, or social media content; or
• mocking, mimicking or belittling a person's disability

A person may be harassed even if they were not the intended ‘target’.

 

Sexual Harassment

Meaning of sexual harassment

Harassment may be sexual in nature. The law defines sexual harassment as:

• conduct of a sexual nature that has the purpose or effect of violating someone's dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment; and
• less favourable treatment related to sex or gender reassignment that occurs because of a rejection of, or submission to, sexual conduct.

Employers are legally obliged to take reasonable steps to prevent sexual harassment of their workers in the course of their employment.

Examples of sexual harassment

Sexual harassment can occur in many forms, and can take place either at work, outside work, in person, or online. While this is not an exhaustive list, examples include:

• physical conduct of a sexual nature, unwelcome physical contact or intimidation;
• persistent suggestions to meet up socially after a person has made clear that they do not welcome such suggestions;
• showing or sending offensive or pornographic material by any means (eg by text, video clip, email or by posting on the internet or social media);
• unwelcome sexual advances, propositions, suggestive remarks, or gender-related insults;
• offensive comments about appearance or dress, innuendo or lewd comments;
• leering, whistling or making sexually suggestive gestures; and
• gossip and speculation about someone's sexual orientation or transgender status, including spreading malicious rumours.

 

The law also protects colleagues against victimisation, which is where a colleague who brings a complaint of harassment is treated badly for having brought the complaint or assisted in relation to a complaint.

Bullying is offensive, intimidating, malicious or insulting behaviour involving the misuse of power that can make a person feel vulnerable, upset, humiliated, undermined or threatened. Power does not always mean being in a position of authority, but can include both personal strength and the power to coerce through fear or intimidation.

Bullying can take the form of physical, verbal and non-verbal conduct. Bullying may include, by way of example:

• physical or psychological threats;
• overbearing and intimidating levels of supervision;
• inappropriate derogatory remarks;

 

Colleague Responsibilities

All colleagues are responsible for reading and understanding this policy and acting in accordance with all the Society policies and DOES values. Colleagues should treat each other with dignity and respect at all times, being mindful how their actions may be perceived and being alert to the sensitivities of other colleagues. All colleagues must challenge or report any behaviour that are in breach of this policy or are contrary to the Society’s DOES values.

In addition, all managers are responsible for setting appropriate standards of behaviour, lead by example and ensure that those they manage adhere to this policy and the Society’s DOES values.

Managers should work alongside colleagues to create and sustain an inclusive environment where differences are respected and valued.

Managers must ensure that decisions affecting employment, training, promotion and career development are fair, objective and free from discrimination. Please refer to the Recruitment Policy for further guidance.

Managers will investigate and address inappropriate behaviour where it is seen and/or reported to them by others in accordance with the Society’s Grievance Policy.

 

Outside the Workplace

If colleagues experience unwanted or offensive behaviour in any work related setting outside the workplace, e.g. business trips, or work related social events they must act in accordance with the procedure set out below.

Behaviour of Customers or External Parties

Bullying and harassment by third parties, such as customers, clients, suppliers and/or contractors, will not be tolerated.

If you are experiencing bullying or harassment by a third party, we encourage you to report this to your manager or the HR team without delay so that they can advise and support you on the best course of action.

Informal Procedure

While the Society acknowledges that this may be difficult it does encourage that if a colleague feels they are being harassed or bullied they should, in the first instance, endeavour to make it clear to the person, or persons, causing offence that such behaviour towards them is offensive and unacceptable. The person concerned may not have realised the nature or effect of what they were doing or had done, however this does not mean it is acceptable.

If the colleague doesn’t feel able to speak to the person or they are finding it difficult to know how to deal with it, we encourage colleagues to speak to their line manager, the people team or trade union representative, who can provide confidential advice and assistance in resolving the issue formally or informally. 

Colleagues can raise a concern confidentially and details on how to do that can be found on colleague connect:- raise a concern Colleagues Connect page.

To encourage openness the Society also has a platform which facilitates anonymous conversation between colleagues and management. The speak in confidence website gives colleagues the opportunity to ask questions, provide feedback and raise any concerns about how things are going – all in complete confidence.

Formal Procedure 

If colleagues don’t feel able to resolve matters  informally, they can make a formal complaint.

Any formal complaint or grievance should be made in writing to the hr.advice@midcounties.coop email address, indicating that it is a formal grievance. Please see the Society’s Grievance Policy for more information. 

Sometimes the nature of the grievance should be considered before deciding how best to try and resolve it. For example, if the complaint is very serious or where the informal procedure would not be appropriate. 

The Society understands it is not easy to speak up and the process may be stressful for everyone involved. Therefore, all colleagues involved will be supported throughout the process as necessary. The Society will treat all complaints seriously and will investigate them promptly, efficiently and in confidence.

Any complaints found to have been made maliciously will be treated seriously and may result in disciplinary action.

 

Additional Support

If you have any questions about this policy or have experienced inappropriate behaviour, speak to your manager, or another manager in your business area. Alternatively, you can contact the People team  via email address hr.advice@midcounties.coop.

The Society has partnered with GroceryAid to provide colleagues with a FREE confidential helpline service. For help and advice colleagues can contact the confidential 24/7 GroceryAid Helpline by calling 08088 021 122. A live webchat is also available here. There is also a wide range of guidance and support resources available at www.groceryaid.org.uk.

We appreciate that if you have been subjected to harassment, bullying or discrimination it may impact your wellbeing and you should speak to the HR team for support or alternatively you can find resources on colleague connect:- mental health support app colleagues connect page.

 

Policy name:	Respect in the Workplace Policy	Date of last review:	April 2025
Policy owner:	HR	Issue number:	004