Spring is certainly here with buds blooming and lambs leaping in the fields! As we often think about spring-cleaning our homes, could it be time for a spring-clean of our employment policies and procedures too?
Changes in employment law this year
Employment law is ever changing and evolving. This spring is no exception with an introduction of new rights for carers, changes to holiday pay and different entitlements for flexible working requests (for more information on these updates, see our previous article).
Keep your policies and procedures updated
Employers are expected to be aware of changes to the law, particularly where they impact their workforce. Regularly reviewing policies and procedures is essential to ensure they remain up to date and accurate. Remembering to follow those procedures when the time comes is also very helpful!
Policies often state that they will be reviewed annually, or regularly. But when did your charity or church last review its staff policies and procedures?

Photo by Towfiqu Barbhuiya on Unsplash
Example 1: Data protection
Data protection policies and practice are often overlooked. When did you last review yours and check you were following it in practice?
- We have seen policies referring to the 1998 Data Protection Act, even though the 2018 Act and the GDPR superseded that a number of years ago
- Are yours still drafted on the basis of the UK still being part of the European Union and within the European Economic Area?
- Are you processing data in ways not covered by your existing documents?
- Or passing data to third parties under new arrangements that are not identified in those documents?
Even where your policy is correct and up to date it is good to have a health check to ensure you do what it says in practice.
- Have you been following your retention policy on the reviewing and deletion of personal data after a certain timeframe?
- Are you reviewing your documents as frequently as you said you would?
Not complying with the GDPR can result in losses and reputational damage, as well as fines from the Information Commissioners Office. It therefore makes good sense to review the position regularly, perhaps every 12-18 months, or more frequently depending upon what your policy says on this. If you require assistance with this, please contact us.

Example 2: Equal opportunities
Another area which may benefit from a spring-clean is equal opportunities.
A good approach in this area can prevent issues arising in the first place. Where they do arise, employers can be held vicariously liable for the actions of their employees and this is more likely to be the case when an organisation cannot demonstrate that it has taken all reasonable steps to prevent acts of discrimination from occurring.
Examples of how an employer might be able to show that are:
- Having a clear and up to date policy in place on discrimination / equal opportunities and having a method to record that an employee has confirmed their understanding and acceptance of it
- Seeking to implement that policy / procedure and ensuring that the procedure is followed when a complaint is made
- Providing adequate and regular training on discrimination at work (tailored to your own organisation and addressing issues which are likely / might arise in your own workplace where practicable)
- Ensuring that action is taken when discrimination is alleged, including taking appropriate disciplinary action
When did you last give staff a refresher on your policy and training on good practice, with a view to avoiding discrimination issues arising? Again, it makes good sense to engage with this at least annually.
You don’t need to struggle alone
We’re here to support your church or organisation. Should you require assistance with any of the above, or would like us to deliver training to your staff, please contact us for a quote.
We are also developing a series of videos for Christian organisations to use as part of their training for staff on discrimination. Watch this space for more information!