Employment

H a ndbook
EVISTON HOUSE HOTEL
& BROOK LODGE HOTEL

1
Table of Contents
Introduction and welcome from Patrick Eviston
Company History
Company Vision, Mission, and Values
______________________________________________________
SECTION 1: RECRUITMENT AND SELECTION
1.1 Job Descriptions & Person Specifications…………………………………………………………..................................12
1.2 Advertising………………………………………………...............................................................…………..................................12
1.3 Application Forms………………………………………………...............................................................…………...................12
1.4 Shortlisting and Assessment………………………………………………..........................................…………...................12
1.5 Interviews………………………………………………................................................................................…………...................12
1.6 Pre-employment………………………………………………................................................................................………….....13
1.7 Offer............................................................………...................................................................................................….....13
1.8 Record Keeping...................................................................................…....................................................................14
1.9 Secondment and Internal Recruitment..........................................................................................................14
1.10 Employment of Foreign Nationals............................................................................................................14
1.11 Induction..............................................................................................................................................................14
1.12 Probationary Period........................................................................................................................................15
1.13 Work Placements & Employment of Young Persons......................................................................15
1.14 Relationships at work.....................................................................................................................................15
1.15 Intercompany Transfers................................................................................................................................15
1.16 Equal Opportunities.......................................................................................................................................16

______________________________________________________
SECTION 2: TERMS AND CONDITIONS OF EMPLOYMENT
2.1 Annual Leave..................................................................................................................................................................18
2.2 Public Holidays.............................................................................................................................................................19
2.3 Rest Breaks.....................................................................................................................................................................19
2.4 Double Employment................................................................................................................................................20
2.5 Attendance & Timekeeping...................................................................................................................................20
2.6 Relocation / Transfers..............................................................................................................................................20
2.7 Uniform and Personal Appearance Policy.......................................................................................................21
2.8 Minimum Notice.........................................................................................................................................................22
2
2.9 Lay Off / Short time..................................................................................................................................................22
2.10 Redundancy................................................................................................................................................................22
2.11 Retirement...................................................................................................................................................................22
2.12 Pension & PRSA........................................................................................................................................................23
2.13 Confidentiality............................................................................................................................................................23
2.14 Lost Property.............................................................................................................................................................23
2.15 English Official Language Spoken.....................................................................................................................23
2.16 Colleague Details Update Requirement.........................................................................................................23
______________________________________________________
SECTION 3: COMPENSATION AND BENEFITS OF EMPLOYMENT
3.1 Payroll...............................................................................................................................................................................25
3.2 Payroll Deductions and Corrections.................................................................................................................25
3.3 Colleague Benefits and Rewards.........................................................................................................................25
• The iNUA Hotel Collection Rewards.........................................................................................................25
• Colleague Discounts.........................................................................................................................................25
• Colleague Recognition Rewards.................................................................................................................26
3.4 Colleague Wellbeing Ethos....................................................................................................................................27
3.5 Learning & Development Policy..........................................................................................................................28
3.6 Educational Assistance Policy..............................................................................................................................28

______________________________________________________
SECTION 4: CODE OF CONDUCT
4.1 Business Ethics & Protection.................................................................................................................................31
4.2 Community & Sustainability...................................................................................................................................31
4.3 Honesty Policy..............................................................................................................................................................31
4.4 Company Property....................................................................................................................................................35
4.5 Right of Search............................................................................................................................................................35

______________________________________________________
SECTION 5: GUEST SERVICE
5.1 Guest Care Policy........................................................................................................................................................37
5.2 Guest Resolution Opportunities.........................................................................................................................37
5.3 Empowerment.............................................................................................................................................................38
5.4 Appearance..................................................................................................................................................................38
5.5 Guest Confidentiality & Security.........................................................................................................................38

3
5.6 Guest Facilities.............................................................................................................................................................38
5.7 Guest Privacy................................................................................................................................................................38
5.8 Guest Accidents..........................................................................................................................................................38
5.9 Telephone Calls & Mobile Phone while on duty...........................................................................................39
5.10 Recognition of Celebrities & Autographs.....................................................................................................39
5.11 Socialising with Guests...........................................................................................................................................39
5.12 Gifts & Gratuities......................................................................................................................................................39
______________________________________________________
SECTION 6: LEAVE OF ABSENCE
6.1 Absence Management and Sick Leave..............................................................................................................41
6.2 Jury Service..................................................................................................................................................................42
6.3 Maternity Leave..........................................................................................................................................................42
6.4 Adoptive Leave...........................................................................................................................................................44
6.5 Paternity Leave...........................................................................................................................................................46
6.6 Parental Leave..............................................................................................................................................................51
6.7 Force Majeure Leave.................................................................................................................................................51
6.8 Carers Leave.................................................................................................................................................................51
6.9 Bereavement & Compassionate Leave............................................................................................................52
______________________________________________________
SECTION 7: PERFORMANCE MANAGEMENT
7.1 Performance Management in our Hotel..........................................................................................................54
7.2 The Disciplinary Procedure...................................................................................................................................55
7.3 The Grievance Policy................................................................................................................................................59
______________________________________________________
SECTION 8: DIGNITY AND RESPECT AT WORK
8.1 Dignity & Respect at Work Policy........................................................................................................................65
8.2 Diversity & Inclusion.................................................................................................................................................65
8.3 Harassment...................................................................................................................................................................67
8.4 Sexual Harassment....................................................................................................................................................67
8.5 Bullying...........................................................................................................................................................................68
8.6 Positive Action towards Disability.....................................................................................................................69

4
SECTION 9: COMMUNICATIONS AND CONSULTATION
9.1 Communications Policy............................................................................................................................................71
9.2 Colleague Consultation & Information Committee...................................................................................73
9.3 Electronic Communications, IT & Social Media Policy.............................................................................74
9.4 Data Protection Policy............................................................................................................................................79
_______________________________________
SECTION 10: SAFETY, HEALTH & WELFARE AT WORK
10.1 Company Safety Statement.................................................................................................................................84
10.2 Colleague Safety Committee..............................................................................................................................84
10.3 Training.........................................................................................................................................................................84
10.4 Accident Reporting................................................................................................................................................84
10.5 Alcohol & Drugs in the Workplace Policy.....................................................................................................84
10.6 First Aid.......................................................................................................................................................................86
10.7 Fire Safety & Evacuation......................................................................................................................................86
10.8 Security........................................................................................................................................................................86
10.9 Attendance at Social Events at Work policy...............................................................................................86
10.10 Food Safety & Food Hygiene Policy.............................................................................................................87
10.11 CCTV Surveillance Policy....................................................................................................................................88
_______________________________________
SECTION 11: GENERAL COMPANY INFORMATION
11.1 Company Property...................................................................................................................................................90
11.2 Canteen........................................................................................................................................................................90
11.3 Locker rooms.............................................................................................................................................................90
11.4 Sale of Restricted Goods......................................................................................................................................90
11.5 Right to Vary the Terms of Employment........................................................................................................91
_______________________________________
SECTION 12: TERMINATION OF EMPLOYMENT
12.1 Resignation..................................................................................................................................................................93
12.2 Exit Interviews...........................................................................................................................................................93
12.3 References..................................................................................................................................................................93
_______________________________________
SECTION 13:
13.1 Confidentiality Agreement...................................................................................................................................95
13.2 Acceptance of Company Handbook .............................................................................................................96
5
WELCOME FROM PATRICK EVISTON, OWNER

Dear Colleague,
I am delighted to welcome you to the team at the Eviston Hotel and Brook Lodge Hotel in Killarney and look forward to
working with you.
This handbook provides you with some information on the history of the Eviston House Hotel & Brook Lodge Hotel, the
operating policies, procedures, and expectations of colleague behaviour in our hotels. It is a reference guide for you on all
employment queries and it may be revised or updated in line with new legislation or work practices, and you will be informed
of any new editions.
We also outline the many benefits of working with us and as part of the wider iNUA Collection brand.
We are a family hospitality business and are passionate about providing our guests with a high standard of service in all
aspects of their stay.
If you have any questions or queries regarding the information contained within this policy booklet or at any stage
throughout your employment with us, please do not hesitate to contact me or your manager who will be happy to clarify any
points for you.
I wish you every success and happiness in your new role with our Hotel and I look forward to welcoming you to the team and
working alongside you.
Wishing you a happy and successful career with Eviston & Brook Lodge.

Patrick Eviston

6
ENGLISH
If you have any questions or queries regarding the information contained within this policy booklet or at any stage throughout your
employment with us, please do not hesitate to contact me or your manager who will be happy to clarify any points for you.

PORTUGUESE
Caso tenha quaisquer perguntas ou questões sobre as informações da nossa política de conduta contidas neste folheto ou em
qualquer fase da sua contratação connosco, não hesite em entrar em contacto com o seu gerente que terá todo o gosto em
esclarecer quaisquer assuntos.

POLISH
Jeśli mają Państwo jakiekolwiek lub wątpliwości dotyczące informacji zawartych w niniejszej broszurze lub na dowolnym etapie
zatrudnienia w naszej firmie, prosimy o skontaktowanie się ze swoim przełożonym, który chętnie odpowie na wszelkie pytania i
wyjaśni wątpliwości.

ROMANIAN
«Dacă aveți întrebări sau solicitări cu privire la informațiile cuprinse în această broșură referitoare la politică sau în orice moment
pe durata în care sunteți angajatul nostru, nu ezitați să îl contactați pe managerul dvs. care vă va lămuri cu plăcere orice aspecte»

CROATIAN
Ako imate bilo kakvih pitanja ili upita u vezi s informacijama koje su sadržane u ovom pravilniku ili tijekom bilo koje faze Vašeg
zaposlenja kod nas, nemojte se ustručavati kontaktirati svog upravitelja koji be rado razjasniti nejasnoće bilo koje vrste.

SPANISH
Si tiene alguna pregunta o consulta con respecto a la información que figura en este folleto de políticas o en cualquier etapa de su
empleo con nosotros, no dude en ponerse en contacto con su gerente, quien estará dispuesto a aclararle cualquier tema.

UKR ANIAN
Якщо у вас виникли запитання або запитання щодо інформації, що міститься в цьому буклеті з політикою, або на будь-
якому етапі вашої роботи в нас, будь ласка, зв’яжіться зі мною або з вашим менеджером, який буде радий роз’яснити вам
будь-які моменти.

7
COMPANY HISTORY
THE EVISTON HOUSE HOTEL AND THE DANNY MANN PUB
The Eviston House Hotel is a family run hotel in Killarney located right in the town centre yet only a stroll from the Killarney
National Park. Our famous pub, The Danny Mann Pub, has been entertaining visitors with lively traditional music for generations, it
is the quintessential Irish pub.
Eddie Eviston, originally from Offaly and Joan, from Barraduff in Killarney, married and emigrated to Canada however returned
home to Killarney in the early 1970’s and bought the Danny Mann Pub and B&B in 1974, which is in existence now for over 70 years.
They opened the famous Danny Mann Niteclub in the 1980’s and in 1989 added 32 bedrooms, becoming the Eviston House Hotel
on New Street in Killarney. Over the years the hotel has grown on the site and now boasts 113 guest bedrooms. Patrick Eviston took
over the business from his parents in the early 2000’s.

BROOK LODGE HOTEL

‘Killarney’s town centre hidden gem’
Brook Lodge Hotel is a 4-star boutique hotel located close to the Eviston House Hotel at Monsignor O’Flaherty Road, High Street,
Killarney. Patrick and Linda Eviston purchased this hotel in 2017 and added this beautiful 30-bedroom hotel to the family hotel
business. They invested to refurbish the building adding the stylish Linda’s Bistro for premium breakfast and evening drinks.
Bedrooms include suites, penthouse & garden as well as luxury deluxe, all having a unique individual style. Brook Lodge also caters
for pet guests, extremely popular with visitors and our team alike!
While the business grows, one constant is the family welcome to our guests and our team we work alongside.

8
 WWW.INUA .IE

1. HILLGROVE 7. R ADISSON BLU LIMERICK

2 . FAIRWAYS HOTEL 8. KILKENNY HIBERNIAN HOTEL
3 . R ADISSON BLU SLIGO 9. MUCKROSS PARK HOTEL
4 . R ADISSION BLU ATHLONE 10. BROOK LODGE HOTEL
5 . DUBL!N ONE 11. THE EVISTON HOUSE HOTEL
6. TULL AMORE COURT HOTEL 12 . R ADISSON BLU CORK

9
COMPANY VISION & MISSION
VISION - We create exceptional hospitality experiences

MISSION - We place our guests at the heart of our business to exceed their expectations by developing and empowering
the best people to deliver exceptional hospitality.

VALUES
PASSION - My passion is helping people. Every day, I hope to make you feel like you matter. With the right approach, I
believe I can do that and feel amazing in the process.

COUR AGE - Many of us have had moments in our life where we knew something wasn’t right. Courage helps us to make
the right decision. Courage in our workplace and within our team, helps us to see greater decisions being made.

TRUST - We deliver. Good work ethic gets recognised. Poor work ethic gets noticed. But what happens when no one is
looking? That’s when the true test of character begins.

INNOVATION - Being innovative means being creative and thinking differently. An innovative approach to work helps me
stay motivated and inspired to perform at my best.

GROWTH - I am a part of a company which is growing. I embrace the team around me and look for growth opportunities
within the organisation. I also explore further avenues of growth by being open to learning new skills.

COMMUNIT Y & SUSTAINABILIT Y - What people do within a community can make a difference. We stay
connected through ideas and experiences so we can be inspired and contiNUAlly improve. We also work together and contribute to
making our workplace more sustainable.

10
 SECTION 1:
RECRUITMENT
AND SELECTION
11
SECTION 1: RECRUITMENT AND SELECTION
The purpose of this policy is to describe how our hotels recruit colleagues of the highest calibre in accordance with employment
legislation, best practice and within available resources, appointed solely based on their suitability and future potential for the job.
We pride ourselves on the high quality of colleagues in our employment and to maintain this, it is essential that we have an effective
recruitment and selection process in place.
Good selection procedures result in the attraction and appointment of the person best qualified and suited to the job. The
company provides equality of opportunity to all candidates to select from the widest choice of candidates and minimise any skill
shortages in our hotels.

This policy applies to all those who are applying for jobs within the Company and all persons involved in the recruitment and
selection process. We implement several stages in the recruitment and selection process to achieve the aim of recruiting the most
suitable candidate for the role.

1.1 JOB DESCRIPTION AND PERSON SPECIFICATION

The Company will draft a job description and person specification for each role, which will be used during the selection process.
Successful candidates will receive a job description with their employment offer on commencement.

The job description will describe the overall responsibilities of the role and the key tasks involved in doing the job. Each job
description will state that the hotel reserves the right to request an employee to be flexible in his or her duties when the business
need requires it.

1.2 ADVERTISING
The Company retains the right to advertise all positions both internally and externally. Advertisements and the selection process
will not discriminate on any of the nine grounds protected by the Employment Equality Acts. All our advertisements for all
vacancies are impartial and objective.

1.3 APPLICATION
All advertisements will include instructions on the application procedure and how interested parties may apply.

1. 4 SHORTLISTING AND ASSESSMENT

During the shortlisting all applicants will be screened to identify the candidates who will be called for the next stage of the process.
When selecting candidates to be shortlisted, the criteria set out in the Job Description will be used. The Company aims to ensure
that all selection for shortlisting will be free from any discrimination and that each application will be dealt with on its merits.
For certain roles, the Company may use psychometric testing to support the shortlisting process.

1.5 INTERVIEWING
Not all applicants will be called for interview. The company aims to ensure an interview process that is free from discrimination. A
gender-balanced interview panel will be provided where possible, but this may not always be feasible. The selection of persons who
sit on the interview panel is at the discretion of the Company. All questions posed to the candidates will be consistent and will relate
directly to the person’s ability to do the job.
Second stage interviews may be held at the Company’s discretion, depending on the role being recruited for.
A Trade / Competency Assessment may form part of the interview process as appropriate and does not constitute an offer or
contract of employment. It is an opportunity for a candidate to demonstrate competency in a particular task(s) assigned to the role
applied for.

12
1.6 PRE-EMPLOYMENT
Candidates may be requested to attend a pre-employment medical with the Company doctor and to provide details of two
previous employers for reference-checking. The Hotel will also validate any necessary documentation relating to visas and work
permits, where applicable.

Pre-employment Medicals
Every prospective colleague is required to complete a medical assessment form for HR and to attend a medical check with a
company-nominated occupational health specialist if deemed necessary. This medical check is undertaken to determine whether
an individual will can undertake the position they are being hired for, and to determine whether there may be a requirement to
provide special facilities to assist a person with a disability to take up employment with the company. The fact that an individual has
any condition will not be automatic grounds not to employ, and every case will be dealt with on its own merits by HR in conjunction
with the health professional.
All hotel colleagues engaged to work on night shifts, i.e., between 12.00am and 6.00am, under the provisions of the Organisation of
Working Time Act 1997, are required to undergo a health assessment by a doctor appointed by the Hotel to determine their fitness
to carry out night work to which they are assigned.

Qualification verification
It is the policy of the Group to request candidates to provide evidence of their educational qualifications on request. Failure to
produce adequate evidence of relevant qualifications, or qualifications a candidate has indicated they have achieved may lead to a
withdrawal of any job offer.

Reference Checking
It is the Hotel policy to collect two references for prospective colleagues after interviews have been held, and before making an
appointment. Ideally, the references will be from the current/previous employer, and another employer. Where a candidate is unable
to provide two employment-related referees, the company will, depending on circumstances, consider alternative references for
the candidate, such as an academic reference, a client/customer reference, or a character reference.
Permission will be sought from the candidate prior to any referee being contacted.

Garda Clearance Policy & Criminal Background Checks

As part of the recruitment process, the Company will ask candidates if they have ever been convicted of a criminal offense before
the Courts in Ireland or any other jurisdiction. If answered yes, candidates will be asked to provide the details. This is to ensure that
no prospective colleague poses a risk by his or her past behaviour or previous conviction.
Candidates who fail to disclose information, or who provide false information in their application which subsequently comes to
light, may not be employed with the company or may have their employment terminated on the grounds of misrepresentation.

1.7 OFFER
Once all the pre-employment assessments have been completed, a written offer of employment will be extended to the
successful candidate, with full details of his or her conditions of employment. It is company policy that all such offers will include a
probationary period, even when the successful candidate has been previously employed within the Hotel.

Unsuccessful Candidates
All unsuccessful candidates will be notified of the outcome of their application as soon as possible once the vacancy has been
successfully filled and prior to its announcement. Typically, all online applicants shall be responded to electronically through our
recruitment platform.

13
1.8 RECORD -KEEPING
The principles of GDPR will be maintained at all times.

1.9 WORK SECONDMENT AND INTERNAL RECRUITMENT

The Company reserves the right to second people into roles for a short period of time. Generally, work secondments will serve an
urgent business purpose.
To provide opportunities for career development, we will favourably consider colleagues for internal vacancies and promotional
opportunities where possible. We believe that everyone should have the chance to increase their knowledge, skills, responsibility
and earnings and we encourage you to seek out opportunities as they arise.
All colleagues will be aware of the promotional and career opportunities available to them from details circulated internally.
Promotional decisions are based on the colleague’s experience, qualifications and overall suitability for the position as well as on-
going business requirements.
No colleague will be overlooked in relation to a promotion or experience opportunity because of their reluctance to apply or
accept on a previous occasion. The process surrounding promotion will be free from discrimination.
The opportunity and responsibility for career advancement lies with an employee’s initiative to seek out situations where their
strong performance record and skills can be put to good use.

1.10 EMPLOYMENT OF FOREIGN NATIONALS

To meet our obligations under the Employment Permits Acts, 2003 - 2014, the Company will need to ask all prospective colleagues
if they are legally entitled to work in the Republic of Ireland. The Company will only employ workers who are legally entitled to work
in Ireland, and all relevant foreign nationals will have to obtain appropriate employment permits as required by the Employment
Permits Acts.
The company or the foreign national will apply for the permit, as appropriate.

1.11 INDUCTION
All new colleagues receive a short induction course. This includes being given information on their new role, the department
they have joined, facilities available to colleagues. This induction course also provides all colleagues with company policies and
procedures, conditions relating to their employment, and a copy of this handbook, and other relevant information.
Health and safety procedures, including emergency procedures such as Fire, Evacuation and Accident reporting will also be
explained and demonstrated at regular, prescribed intervals thereafter.
The following is an indicative list of items to be covered during induction;
1. Hotel team structure, introductions & facilities
2. Business, Mission, Vision & Values
3. Fire extinguishers identified
4. Assembly Points visited
5. First Aid boxes identified
6. Canteen, washroom, and toilets available
7. Location of notice boards identified
8. Introduced to colleagues
9. Details of Safety Statement explained
10. Dignity and respect at work policies
11. Communication & engagement activity
12. Employment Benefits
13. Colleague Policies discussed, and acknowledgement form signed

14
1.12 PROBATIONARY PERIOD
All new colleagues are required to satisfactorily complete a probationary period of a minimum of 6 months. During this period,
performance on the job and potential abilities is evaluated to determine suitability for the position and the company at one, three
and five-month intervals. At the end of this probationary period, a formal performance review meeting will be held between the
colleague and his or her manager and if satisfactory, your position will be confirmed.
The company reserves the right to extend the probationary period of an employee for up to 11 months, should this be deemed
necessary and following discussions with the colleague, to adequately evaluate the individual’s overall suitability.
During the probationary period either party may terminate the contract by giving one week’s notice in writing or, in the case of
the employer, one week’s salary in lieu of such notice. The Company reserves the sole right to terminate employment at any stage
during the probationary period and the provisions of the Disciplinary Procedure will not apply. Notice of termination shall be in
accordance with the provisions of the Minimum Notice and Terms of Employment Act 1973.

Probation for Previously Temporary Colleagues

When an individual who was temporarily in the Company is recruited to the same position on a permanent basis, their period of
temporary work will be included as part of their probationary period. If a temporary person is recruited to a permanent position
but to a different job, they must complete the full probationary period for this permanent position.

Probation for Colleagues who are Promoted or Transferred Internally

When a permanent colleague is transferred or promoted internally, they will be placed on probation for a fixed period in their new
position. This is to give both parties the opportunity to decide if the move is suitable.
In the event of the change being unacceptable to either the colleague or the manager there may be a requirement to move
the colleague back to their original role or its equivalent. Where there is no equivalent to the colleague’s previous role their
employment with the Company will be terminated.

1.13 WORK PLACEMENTS AND EMPLOYMENT OF YOUNG PERSONS

Please contact the HR Manager for information on work experience or placement opportunities.
Our Company welcomes school and college students in their application for work experience or internship placement. We believe
that education and business can work together to ensure that young people are better prepared for the world of work, with the
necessary skills and motivation through work experience. We are committed to providing a positive experience during placements.
We reference and comply with The Protection of Young Persons (Employment) Act, 1996 (Employment in Licensed Premises)
Regulations, 2001 (the “Licensed Premises Regulations”) and The Protection of Young Persons (Employment) Act, 1996 (Bar
Apprentices) Regulations 2001 (the “Apprentices Regulations”) when facilitating placements.

1.14 RELATIONSHIPS AT WORK

As an equal opportunity employer, the company will consider applications from relatives, partners and friends of current
colleagues, as it would any other application. However, the hotel retains the right to ensure that close relatives shall not be
permitted to work in a position or department, where it is deemed inappropriate, especially where one relative would directly or
indirectly supervise another.
Once employed, we recognise that, from time to time, close personal relationships may develop between colleagues, management,
customers etc. To ensure that potential conflicts of interest are avoided, colleagues who are in that position are strongly
recommended to advise their manager.
Any such information will be treated in the strictest confidence. We fully acknowledge the right of colleagues to privacy in their
personal affairs. However, the hotel retains the right to ensure that two people with a personal relationship shall not be permitted
to work in a position or department, where it is deemed inappropriate, especially where one person would directly or indirectly
supervise another or where there is the possibility of a conflict of interest.

1.15 INTER- COMPANY TR ANSFERS

Our commitment to attracting key talent and to develop our existing talent is underpinned by this policy in support of colleagues
and their families who wish to pursue the opportunity to experience alternative employment within the Company. If you are
successful in securing a suitable alternative role within one of our other properties, we will endeavor to make the transition to your
new role and Hotel as smooth as possible. A transfer to your new role will take place in a pre-agreed manner by both Hotel General

15
Managers to ensure a smooth transition takes place to allow you to settle into your new role as soon as possible.
Inter-company transfers typically involve termination of the existing contract of employment and the acceptance of a new
employment contract with the new hotel employer. Therefore, we may require you to provide a letter of resignation.

1.16 EQUAL OPPORTUNITIES

Our Company is committed to policies and practices that provide equality of opportunity for all, protect the dignity of colleagues
and promote respect for others at work. All colleagues are required to take personal and individual responsibility to comply with
these policies and behave in a non-discriminatory way and not to participate in any acts of inappropriate behaviour, harassment or
bullying.
Our Company is committed to a policy of equal opportunities in employment. All employment decisions are based on merit,
abilities, suitability, and qualifications. We will not tolerate discrimination bullying, harassment or sexual harassment by one
colleague or group of colleagues against another or others for any reason.
Our Company is committed to promoting a good and harmonious working environment where every colleague is treated with
respect and dignity, and in which no colleague feels threatened or intimidated.
Training and promotion are open to all our colleagues. Decisions are based on the existing skills, knowledge and behaviour required
to perform a job to hotel standards, and those required in the future.
Any colleagues with questions or concerns about any type of discrimination in the workplace are requested to bring these issues to
the attention of their HR Manager or any other Manager for resolution. Colleagues can raise concerns and make reports without
fear of reprisal. All complaints will be treated confidentially as far as practicable.
All colleagues are required to take personal and individual responsibility to comply with this and related policies and behave in
a non-discriminatory way and any colleague contravening this policy and unlawfully discriminating against another colleague or
potential colleague will render himself or herself liable for disciplinary action, up to and including termination of employment.

16
 SECTION 2: TERMS
AND CONDITIONS OF
EMPLOYMENT
17
SECTION 2: TERMS AND CONDITIONS
OF EMPLOYMENT
2 .1 ANNUAL LEAVE
The company recognises that colleagues need time for rest and relaxation, outside of work and are committed to meeting
colleague requirements and needs in this area. Our annual leave year extends from 01 January to 31 December each year.
The company grants 20 days holidays to full-time colleagues. Colleagues who join during the holiday year will receive a pro-rata
holiday entitlement for the first year. Part-time, temporary and fixed term colleagues will have their annual leave entitlement
calculated on a pro-rata basis with reference to the number of hours worked. The rules for accruing annual holiday leave
entitlement for part time / casual colleagues are as follows:
• Where you do not qualify under either of the above, you will receive holiday’s equivalent to 8% of the hours you work in a year.
E.g., if you work 100 hours, you will receive 8 hours holiday pay, subject to a maximum of four weeks paid holidays.
• Pay for annual leave is calculated by reference to your average basic earnings over a thirteen-week period, prior to the annual
leave being taken.
• Qualifying days include any time spent on maternity leave, adoptive leave, public holidays and all hours you work.
The company maintains the right to determine when an employee takes annual leave.
It is a legal requirement and Company policy that all holiday entitlements must be taken in the leave year in which they fall due. You
are required to take your holidays within any given holiday year, and you will not be entitled to payment for any unused holidays.
Please note that you are responsible for ensuring that you book and take all your holiday entitlement each year in accordance with
the rules and procedures set out here. A limited number of days may be carried forward into the first 6 months of the new leave
year where the company has requested an employee to postpone his/her holidays or, in exceptional circumstances, and only with
the prior written agreement of the General Manager. An employee cannot forego any period of annual leave and be paid salary in
lieu, except in the case of termination of employment.

Arrangements on Termination of Employment

When an employee is leaving the company, any additional holidays due will be included in the final pay. When an employee is leaving,
and the paid holidays exceed the paid holiday entitlement as at the date of termination, the company will deduct the excess holiday
pay from their final pay. The Company reserves the right to require you to take any unused accrued holidays during your notice
period.

Intention to take holidays

Your Manager reserves the right to determine when holidays may be taken to meet operational requirements. Colleagues are
requested to place all holiday requests in writing on the Holiday Request Form available / through the Time & Attendance App.
Holidays may only be booked by colleagues once their manager has agreed to the time off.

Allocation of Leave
Holiday leave, in general, may not be carried over unless, in the view of your Head of Department, there were exceptional
circumstances. Carry over in such circumstances is at the discretion of the General Manager.
• Holiday leave should be agreed at the commencement of each holiday year with your Head of Department.
• Management has the right to determine when leave is taken.
• In accordance with legislation, following 8 months’ work, the colleague is entitled to an unbroken period of 10 consecutive
working days which may include one or more public holidays.

18
Additional Leave for long-service
An additional 1-day annual leave in is granted to all colleagues with 5-years’ service and is applied on the 01 January following the
completion of the required service criteria. Part-time colleagues will have their additional annual leave for 5-year service calculated
on a pro-rata basis with reference to the number of hours worked.

2 .2 PUBLIC HOLIDAYS
All colleagues are entitled to the benefit of ten public holidays in line with current practice and government regulations. These are:
• New Year’s Day (1 January)
• First Monday in February from 2023
• St. Patrick’s Day (17 March)
• Easter Monday
• First Monday in May
• First Monday in June
• First Monday in August
• Last Monday in October
• Christmas Day (25 December)
• St. Stephen’s Day (26 December)

Please note that Good Friday and Christmas Eve are not public holidays and are considered normal working days.
Part time colleagues will receive a pro rata benefit for a public holiday provided they have worked for at least 40 hours in the
preceding five weeks up to the day before the public holiday.
You may be required to work on public holidays where they fall on a day you were due to work. Should you wish to take a public
holiday off as leave, you must make a holiday request in line with the usual rules and procedures and the day will be deducted from
your holiday entitlement.
In respect of each public holiday, an employee’s entitlement is as follows:
• a paid day off on the public holiday, or
• a paid day off within a month, or
• an extra day’s annual leave, or
• an extra day’s pay

The way you receive the public holiday entitlement is at the discretion of your employer and will be notified to you at least 21 days
before the public holiday occurs.

2 .3 REST BREAKS
Colleagues who work will receive their rest breaks as set out in the Organisation of Working Time Act, 1997 legislation.
Your rest break entitlements are outlined as follows:
• If you are required to work continuously for more than 4 ½ hours, you are entitled to a 15-minute break.
• If you are required to work continuously for more than 6 hours you are entitled to a 30-minute break, which can include the
15-minute break referred to above
• Rest breaks cannot be taken at the end of a shift / day
• Rest breaks are unpaid and are not considered as working time

19
If you are unable to take your break, you must notify your manager who will investigate the reasons why this occurred and arrange
for your breaks to be taken as per your entitlement.
There is a legal requirement to ensure that colleagues do not work more than an average of 48 hours a week over a 4-month
reference period. To enable us to regulate all colleagues working hours you are required to record your working hours from the
time you start work each day to completion time. You will be given details of the Time & Attendance system we use to record
working hours by your manager. Failure to record hours will be regarded as a non-compliance with company policy and is therefore
subject to the disciplinary procedure.

2 . 4 DOUBLE EMPLOYMENT
It is a condition of your employment that you do not work for, nor have any interest in any other company or business, nor
undertake any other activity which might interfere with the proper performance of your duties or compete in any way with the
company’s activities without first obtaining in writing the consent of the General Manager.
Where permission is granted, there is a legal requirement for the company to ensure that an employee working outside the
company in his/her own time does not exceed the maximum 48-hour average working week. Therefore, all colleagues are required
to inform their manager, in writing, should they currently, or intend in the future, to carry out a second job, stating the days/hours
of work. Regular reports will be required thereafter.
Colleagues who undertake a secondary employment with the permission of the General Manager are required to observe the
following rules:
1. You will inform your manager in all circumstances of secondary employment.
2. The type of secondary work should not produce a loss of efficiency in the colleague’s job with Company.
3. It should not be a job that might involve conflict of Company loyalties nor where private information of Company plans,
policies or procedures could be disclosed in any way.
4. Company premises, equipment, vehicles, time or facilities must not be used, nor should it involve canvassing of other
colleagues during working hours
5. The limits on working time as laid down under the Organisation of Working Time Act 1997 must be adhered to.

2 .5 ATTENDANCE & TIMEKEEPING

Attendance and good timekeeping at work is a primary requirement for the operation of our business. Section 6 of this handbook
outlines the hotels absence management policy.

Unauthorised Absence/Leaving the Premises

Colleagues must get verbal permission from their manager prior to leaving the premises during working hours, regardless of the
reason. Any absence from work during regular working hours which is not agreed with an employee’s manager may be subject to
disciplinary action.

Time Keeping
It is company policy to implement a high standard of time keeping across the company to facilitate the effective running of the
business and ensure no disruption to the care of our guests and our colleagues working hours.
The company expects all colleagues to be reliable and punctual in reporting for work. All colleagues are paid based on the
hours specified in their contracts of employment and are required to commence and finish work at the designated times. The
management has the right to manage time and attendance. Punctuality in terms of colleagues going to and returning from meal
breaks is also essential. Colleagues not at their workplace at the appointed starting times are late.
If an employee has a record of lateness this may, depending on the circumstances, be reflected in a counselling session /
performance review. If the problem persists, the disciplinary procedure will be invoked.

2 .6 RELOCATION / TR ANSFERS
As part our communications policy and ambition to retain our great colleagues within the group, we encourage advertising
opportunities within our hotel and within the wider group of the iNUA Collection Hotels. If you would like to request a transfer
to another department or relocation to another Hotel you will need to have been employed for over 6 months, have successfully
completed your probationary period, and have an unblemished disciplinary and attendance record. Importantly, you will also need

20
to be actively living the iNUA Collection values and exceeding expectations in service.
Full details of all internal vacancies are displayed on the hotel’s information board. If you are interested in applying for one of the
positions advertised, please contact your Manager before you make an application. This applies to positions within your own Hotel
and within the iNUA Collection Hotel Group. Your Manager will then guide you through the application stages.

2 .7 UNIFORM AND PERSONAL APPEAR ANCE POLICY

How we dress and present ourselves contributes to the reputation and image of our Hotel. The basics of clean and tidy clothing or
uniform and impeccable personal hygiene apply equally to each colleague. Colleagues who are required to wear a uniform or are
provided with protective clothing for health and safety reasons should ensure that each element of the uniform is used and worn
appropriately. It is mandatory to wear your name badge while on duty and we implement a strict policy that uniforms are not be
worn when off duty. On termination of your employment all company property must be returned to the hotel.
Health, safety and hygiene rules, including the wearing of personal protective equipment, are applied strictly in all appropriate
situations. Colleagues who are not required to wear a uniform should maintain a standard of dress and appearance that is
appropriate to the nature of their role and responsibilities.
We reserve the right to request that an employee improves or changes their standard of dress or appearance if we believe it is in
the best interests of the Company. If you fail to do this the disciplinary procedure may need to be invoked.

Badges Body Piercing/Tattoos

With the exception of earrings, all other visible piercings must be removed. Tattoos should not be visible if they are of an explicit/
offensive nature. The only badges that may be worn are those issued by the hotel e.g. for service badges, Diversity Badges, Country
Flags etc. Only one badge may be worn at a time, this should be worn above your name badge.

Non uniform wearing Colleagues

Depending on your position you may not be required to wear a uniform, if not a business smart dress code which is appropriate for
work must be adhered to
Clothing:
Your clothes must be clean and freshly ironed.
Shirts must be changed daily.
Name badges are part of uniform and must be worn always

Jewellery:
Only a watch, 1 set of earrings and or 1 ring
Colleagues who choose to wear a wedding ring and an engagement ring must do so on the same finger.

Cosmetics:
Cosmetics should be worn in moderation, to obtain a natural and professional look.

Hair / Nails:
Hair – must be neat & clean, long hair must be tied back from face.
All haircuts should be appropriate and conservative.
Colleagues working in Food & Beverage departments with medium to long hair cuts should have their hair tied back always.
Colleagues should be clean-shaven unless they have a well-groomed beard or moustache. Nails – keep fingernails neatly trimmed
and moderate in length. Nail polish should be discrete. Nail polish may not be worn in the kitchen or food service areas.

21
Personnel Ethics:
Eating chewing gum is not allowed while on duty.
Use of personal mobiles for personal calls, messaging or social platforms are not permitted while on duty with the exception of
clocking in and out on the Alkimii app, break times and in cases of emergencies. Social Media Champions may use their mobile
phone at work if it is to carry out specific tasks relating to their role as a Social Media Champion as agreed with their manager but
this should not inhibit guest experience or completing work. Failure to comply with this may result in disciplinary action being taken.

2 .8 MINIMUM NOTICE
Minimum period of notice of termination of employment depends on length of service in accordance with the Minimum Notice and
Terms of Employment Act, 1973 - 1991 and your contract of employment will detail your notice requirement.
Minimum notice is set down as follows:
Length of Service Minimum Notice
13 weeks - 2 years 1 week
2 years - 5 years 2 weeks
5 years - 10 years 4 weeks
10 years -15 years 6 weeks
15 years or more 8 weeks

The company or the colleague may waive right to notice and / or accept payment in lieu of notice by agreement. In cases of gross
misconduct, you may be dismissed without notice. Examples of gross misconduct are indicated following the disciplinary procedures.

2 .9 LAY OFF / SHORT TIME

While it is the company’s intention to provide continuity of employment, both parties recognise that there may be circumstances
outside the company’s control which necessitate short time working or layoff. To delay and if possible, avoid such circumstances,
colleagues must be prepared to accept reasonable alternative work if their own work is not available. Should the need arise to put
staff on short time or to lay staff off, the company will give as much notice as is reasonable and possible in the circumstances. We
will hold discussions with colleague representatives prior to finalising any such arrangement. Colleagues will be paid only for actual
hours worked during such periods.
The company reserves the right to lay you off from work or reduce your working hours if, for circumstances beyond its
control, it is unable to maintain you in employment or maintain you in full-time employment. You will receive as much notice
as reasonably possible prior to such lay off or short time. You will not be paid during the lay-off period.
You will only be paid in respect of hours worked during such periods of short time working.
In the event of the necessity to lay off colleagues due to economic circumstances it is required that everyone on our team provides
reasonable co-operation in implementing the necessary changes to aid business maintenance and with the longer-term objective of
rebuilding the business and re-staffing.

2 .10 REDUNDANCY
It is recognised that business or economic circumstances may arise which will leave the business with no alternative, but to declare
position/s redundant. Where a redundancy situation arises, the prime consideration will be to protect the employment of as many
people, consistent with maintaining the full efficient operation of the business, therefore selection will be based on retaining key
colleagues required to maintain an efficient operation. All such redundancies will be in accordance with the procedures laid down in
the Redundancies Payments Acts, 1967 – 1993.

22
2 .11 RETIREMENT
Colleagues normally retire at the point they reach the national retirement age as per legislation at the time of your retirement. This
is current 66 years of age. However, if an employee wishes to continue their contract beyond the normal retirement age, this can
be discussed with the Employer well in advance of reaching national retirement age. The health & safety of colleagues in their role
would be the paramount consideration in determining if an employee is fit to continue working for an additional time beyond the
national retirement age. The hotel reserves the right to review the retirement age policy.
Where an employee indicates that they wish to stay in employment beyond the contracted retirement age (whether for 12 months
or indefinitely), we will consider whether we in a position to accommodate this request and reserve the right to enforce the existing
contractual retirement age. The company will also consider an option of an employee performing a reduced level of duties, or
working reduced hours, for a fixed period, typically one year. Colleagues who wish to apply to stay in employment beyond the
contracted retirement age should apply in writing to the HR Manager 3-months before their retirement age.

2 .12 PENSION & PRSA

A Personal Retirement Savings Account (PRSA) is a long-term personal pension plan, designed to let you save for retirement
in a flexible way. Under the Pensions Amendment Act 2002, as an employee, you are entitled to have a deduction made from your
salary and paid into, a P.R.S.A., regardless of employment status. This is transferable to any other Company, without the costs of a
new charge, and you can claim your full tax relief on your premium. Information on how to join the P.R.S.A. plan is available from
the Human Resources Department, and we encourage all colleagues to avail of this option.

2 .13 CONFIDENTIALIT Y
To help you do your job well and contribute effectively we may need to share with you sensitive and confidential information. It
is your duty, as a trusted and valued colleague, to handle all such information with the greatest care and confidentially. Except in
the proper course of your work you must never disclose to anyone any information, which has become known to you during your
employment. Section 13.1 of this handbook contains a confidentiality agreement that all colleagues are asked to adhere to and to
sign to accept as part of their employment terms.

2 .14 LOST PROPERT Y

Frequently, guests of the Hotel misplace or forget personal items. If an item is found it is to be taken to lost and found in the
Accommodation department or given to your Manager. Lost property is hotel property until it can be returned to its owner.

2 .15 ENGLISH OFFICIAL LANGUAGE SPOKEN

We are very lucky to have a diverse and multi-cultural workforce in our hotel. It is a great pleasure and educational experience for us all to
work with so many people from different nations. You make us aware of your customs, traditions and language. During our working hours,
we must all speak English, as this is the national language of this country and therefore the common language for us all to work through.
It is important that we all speak English all the time, particularly when working, as in this way we are not excluding any of our
colleagues, supervisors or guests from our conversations. You are of course welcome to converse in your own language during
your breaks and free time.
It is important that we do not make any of our colleagues or guests uncomfortable by speaking various languages. If you are
called upon to translate something for a guest, or meet a guest from your home country, please feel comfortable to speak your
own language.
Please contact the Human Resources Manager if you have any questions relating to this matter.

2 .16 COLLEAGUE DETAILS UPDATE REQUIREMENT

The principles of the General Data Protection Regulations require employers to hold accurate and up to date information, so
our policy is to request an update of your contact details annually, typically in May of each year. If you change address, phone no.
emergency contact etc. you are obliged to contact HR to update your employment file.

23
 SECTION 3:
COMPENSATION
AND BENEFITS OF
24
EMPLOYMENT
SECTION 3 – COMPENSATION AND BENEFITS
OF EMPLOYMENT
3 .1 PAYROLL
We operate biweekly payroll; payment is made every second Friday, by credit transfer into your nominated bank account. Contact
your manager to confirm the biweekly payroll schedule.
Please note that all rates of pay are strictly confidential between you and the hotel.
Payslips are issued biweekly by email. This method of payment may be changed at the employer’s discretion.

3 .2 CORRECTIONS & DEDUCTIONS

Statutory deductions include PAYE, PRSI and USC taxations and these are deducted from payment fortnightly. The hotel, as your
employer, is obliged to deduct the appropriate amount and to pay it Revenue monthly along with any other mandatory payments
such as LPT and maintenance orders. Your manager is your first point of contact for any payment queries as they authorise your
timesheet for payment. The hotel reserves the right to deduct from your wages any sums due to it from you.

3 .3 COLLEAGUE BENEFITS & REWARDS –

The iNUA Hotel Collection Rewards
We hope that colleagues will make the most out of working with the iNUA Collection by availing of the Hotels benefits and
discounts. Please see below the terms and conditions of our colleague benefits:
• All colleagues on commencement have access to our company discounts.
• Colleagues must be present using their mobile App to avail of the discounts and cannot pass this to anyone else to use
• You will be required to sign a receipt to confirm you’re availing of the colleague discount on your purchase.
• The host Hotel (where you are availing of a discount) reserves the right to require proof of your employment through the App;
if reviewed that the use of the card is unauthorised, reserves the right to refuse the discount
• The company reserves the right to withdraw or amend the terms of the colleague discount benefit

Colleague Discounts in our Hotel

• Favourable discounted colleague accommodation & breakfast rates in the iNUA Hotel collection are available to all our
team. We encourage all colleagues to avail of these discounted rates and to truly experience a guest service journey in our
hotels. Your HR Manager will advise of the rates available and each hotel reservations contact in advertised on our colleague
notice boards.
• We also share the benefit of favourable rates to family & friends of our colleagues and offer a 25% discount on best
available rates.
• 25% discount to colleagues on Food in Hotel Bar & Restaurants is available on groups to a maximum of 10 people, when our
colleague is present in the group.
• 10% discount is available to colleagues on Food in Hotel Bar & Restaurants is available on groups of 30 people or more
(Weddings, communions, christenings, birthday dinners, etc and is available to colleagues & their immediate families)
There are some terms and conditions when availing of the hotel discounts that you should note:
• Colleague discounted rates are available for colleagues only
• Family & Friends discounted rates must be reserved by colleagues
• Favourable accommodation rates must be reserved using your App
• Favourable rates are not available during our busiest months of July & August.

25
• Favourable rates depend on hotel availability
• Bookings must be made in advance with the designated reservations colleague in each hotel
• No discount is available on Beverages
• Your reward App must be presented at the till to avail of the Food discount
• Log in to your My Alkimii app as below and present your ID card to avail of discounts.

Colleague Recognition
We recognise that our team at work are critical to delivering the hotel service promise and values, so it is part of our daily way
to recognise everyone’s contribution at work. We aim to instil in all colleagues an attitude of gratitude towards their colleagues
so thank you’s every day are important! Thank you and positive feedback acknowledges what we do at work and impacts on our
feelings of worth in the hotel and most importantly, we take that feeling home!
We also have may formal recognition initiatives at work and outline some of these below:
• Colleague of the month award - €100.00 voucher
• Colleague of the year award – International break for 2
• #ThankYouThursday weekly treats
• Colleague meals available when on duty

26
3 . 4 COLLEAGUE WELLBEING ETHOS
Our wellbeing ethos commits us to treat our colleagues like the capable adults they are; we embrace our colleagues as individuals,
and we treat everyone how we would like to be treated in line with our dignity & respect policies. We celebrate success and support
each other in difficult times. The company recognises the importance of colleague well-being and that a work environment that
fosters and supports colleague well-being is hugely beneficial for all concerned. The company is committed to taking a proactive
approach to this area and to regularly review its approach in line with internal and external developments which may impact on
colleague well-being. Through our policies and initiatives, we support a culture of healthy behaviour and attitudes in the workplace
to improve health outcomes for our team.

Principles
The following principles underpin the company’s approach to colleague well-being
• Colleague Involvement – the company is committed to involving colleagues. This can be achieved through seeking
feedback and through involving colleagues in the design and deployment of particular colleague well-being initiatives.
Any individual colleague who wishes to do so, may approach their manager for a confidential discussion on their own
well-being in the workplace.
• The company will regularly review available data to identify any areas where a renewed focus on colleague well-being
is warranted. This may include a review of company-wide absenteeism/attendance data or actively sourcing colleague
feedback on specific issues. Where the business is experiencing change or heightened demands, the well-being of
colleague affected will be a key consideration.
• The company will make certain that appropriate steps are taken to ensure that managers are equipped to deal with
questions on colleague well-being.
• Communication – the company is committed to communicating its policy on well-being to colleagues and to ensure that
supports available are known to the team. Colleagues are encouraged to bring suggestions and feedback to the attention
of management.
• The company will ensure that colleague well-being is considered when associated policies, such as the Health & Safety,
flexible working, intoxicants and sports and social are being updated.

Resources
• Absence management policy – the company is committed to monitoring and managing absenteeism cases to ensure a timely
and supported return to work.
• Equality and diversity policy – this policy outlines the company’s commitment to a workplace free of any harassment and
workplace bullying. The company’s commitment to embracing diversity in the workplace as well as the resources available
to colleagues to address any concerns regarding potential breaches of this policy are outlined in this policy. The company
will also ensure that it meets its obligations in relation to provision of reasonable accommodation to any colleagues with a
disability in the workplace.
• Performance management (policy) – the company recognises the value of timely and objective feedback to colleagues
in relation to their performance. The company will ensure that managers and colleagues are equipped to have regular
conversations on performance.
• Intoxicants policy – the company recognises the impact of intoxicants consumption on colleagues and the support that may
be needed for a colleague whose performance is being impacted through the misuse of intoxicants. This policy outlines the
company’s approach to the management of any associated issues that arise in the workplace.
• Health and Safety policy – The company attaches paramount importance to the health and safety of colleagues in the
workplace. The Health and Safety policy along with the Health and Safety statement outlines the company’s commitments and
colleagues’ responsibilities in this regard.
• Working Time (policy) – the company’s policy on rest periods and break times can be found in section 2 of this handbook and
the company will routinely ensure that colleague work hours and break-times are compliant with legislation and consistent with
a work environment that fosters colleague well-being.
• Communication – the company will provide access to resources and information on workplace well-being on an ongoing basis.
Such topics may include physical exercise, diet and mental health.

27
3 .5 LEARNING & DEVELOPMENT POLICY
Our company mission is that ‘We place our guests at the heart of our business to exceed their expectations by developing and
empowering the best people to deliver exceptional hospitality’.
We value our talented workforce that is made up of colleagues who possess the skills, abilities and a positive mindset to meet
our business and guest needs. Our aim is that our culture for learning and development will not only contribute to the team’s
job performance but enhance the ability of individuals to perform their job to a high standard while also increasing their skillset
allowing them to seize the opportunity to, learn, evolve and thrive.
The purpose of this policy is to outline a framework to ensure that colleagues avail of and are trained and developed on all aspects
of their roles as well as to meet the current and future needs of the business.
Your introduction to the company
On commencing employment, all colleagues will participate in the Company Induction Programme to provide you with information
on your hotel, the policies and procedures, health and safety requirements, and work practices, as well as the details of this
handbook. During the induction you will find out about the vision, mission and values of the Company, our products, services, goals
and structure, while also clarifying the expected behaviours of all our colleagues.

Identifying training needs

The talent process allows for an in-depth analysis of individual work performance, while identifying areas of strength and areas
for improvement. All colleagues will work with their line manager to identify job related and personal learning and development
needs as well as career aspirations. Any further development needs will be agreed and documented with some colleagues having an
Individual Development Plan. The individual development plan will reflect training and development requirements to aid colleagues
to fulfil their career aspirations. Colleagues will be assigned training and or coaching that is deemed appropriate to their position
and training needs. Full cooperation and participation is essential and is expected.
Types of training and development methods may include, but are not limited to:
• On the job training
• Cross training in teams
• Classroom based
• eLearning
• Coaching and mentoring.

All commitments under this policy are subject to review and budgetary constraints. You may be required to attend a seminar,
workshop or other outside training course held during or outside working hours. Such training may be mandatory due to its value
to you and the company’s needs. The company will provide payment of work hours for training time and expenses are subject
to prior approval and budgetary constraints. It is the responsibility of the line manager together with the Human Resources
department to review and identify the training needs of its department.

3 .6 MAP OUT YOUR CAREER ROUTE WITH OUR COMPANY

We provide various internal and external training programmes to help our colleagues meet and exceed their fullest human potential
in their roles. As you start your journey, we have various generic training programmes that all colleagues undertake listed below:
• Manual Handling
• Fire Safety
• Food Safety
• Health & Safety Awareness
• GDPR & PCI training
• Dignity & Respect, Grievance & Disciplinary Policy Training

28
We continue to carry out training needs analysis as our company grows while also ascertaining the development needs of
colleagues. In the section below you will find samples of a few of our development programmes:

Here for you! & Here for you!... Yes I Can! Guest Experience Training
This training helps colleagues explore how they bring the words ‘passionate about people’ to life by demonstrating through our
behaviours that hospitality is all about being there for our guests, supporting each other and showing how much we care. The guest
experience will be influenced by how you behave, what you know and how you deliver.

Task Skills Training

The training aims to builds confidence, adds new skill, giving colleagues the ability to perform the task, while adding to the guest
experience and give job satisfaction.

Supervisory Development Programme

The aim of this development programme is to provide the skills and knowledge to those individuals who have the potential to
progress into Supervisor Role.

iNUA Professional Cookery Traineeship in conjunction with Limerick ETB

QQI Level 6 Advanced Certificate in Professional Cookery qualification recognised on the National Framework of Qualifications.
Two years full-time, including classroom-based learning and workplace learning with the iNUA Collection, with 13 weeks per year
allocated to classroom-based learning.

Trainee Management Development Programme in conjunction with Munster Technological University

This BA Hotel Management Programme has been developed by the MTU Institute of Technology Tralee, in partnership with
the Irish Hotels Federation, the Irish Hospitality Institute and Fáilte Ireland. The programme is over a period of three years and
combines industry-based components and college-based components to deliver a BA in Hotel Management.

Head of Department – People Leadership Development Programme

This training is aimed at furnishing heads of departments in fulfilling their responsibilities as a leader. The programme modules
have a wide range of development topics such as, Recruitment & Selection, Managing processes, Effective communication, Training
Development and Coaching, Talent Retention plus many more people leadership topics.

Executive Development Programme - Developing our Current and Future Leaders.

This programme is designed to equip our colleagues with the practical skills, while enhancing their knowledge and capabilities
to develop into the role of General Manager. Participants will undergo a range of learning methods, ranging from, face-to-face
learning, eLearning, task force, education assisted programmes, etc. Participants will be assigned a mentor to support, encourage
and drive the development of the individual.

29
 SECTION 4:
CODE OF CONDUCT

30
SECTION 4: CODE OF CONDUCT
4 .1 BUSINESS ETHICS & PROTECTION
All colleagues working for our hotel must have and apply sound judgment guided by the highest personal standards of honesty and
integrity. Our way of conducting business shows how we want to be perceived as a Company. It is simply our way of doing business:
• We respect the law
• We show respect for all persons in all situations
• We think ethically
• We act fairly
• We do not discriminate against anyone for any reason
• We are honest and transparent
• We are loyal to our Company
• We do not exploit the Company’s resources
• We think of safety at all times
• We take care of the Earth

We encourage any colleagues with concerns or questions about business ethics to discuss directly with their Manager or HR
Department in line with internal procedures.

4 .2 COMMUNIT Y & SUSTAINABILIT Y

There are wide variety of activities in which we engage in our hotel; we agree a path of how we interact with all stakeholders, be it
colleagues, guests, and our local community.
We are delighted to continue to support Down Syndrome Ireland as our Charity Partner and partner with Down Syndrome Ireland’s
Ability Programme.

We address social and environmental concerns, community involvement, human rights, diversity, colleague well-being, corporate
governance, stakeholder dialogue and involvement and health and safety. We have made Community & Sustainability a priority and
recognise the positive impact it has. Community & Sustainability strategy is a key part of our vision, values our employer brand and
what the company at the end of the day stands for.
We ensure Community & Sustainability is part of all colleague activity in areas of recruitment, training and development, people
management practices, colleague-wellbeing and cultural diversity and involve our colleagues and committees in the development
of strategies that effect stakeholders. We provide flexible working options to support work-life balance and support colleagues
and teams that participate in volunteering in the community; we aim to give back and acknowledge volunteering enriches the life
experience of the colleagues who volunteer.

4 .3 HONEST Y POLICY
Honesty & Whistleblowing Policy
We are committed to the highest standards of openness, honesty and accountability. We know that most people want to work in
an environment in which honesty is encouraged and respected and in which you the colleague and the hotel are protected from
any dishonest acts by fellow colleagues, customers, suppliers or any other stakeholder in our company. The management team will
ensure that all colleagues reporting to them are aware of this policy and their responsibilities under this policy.
We consider it an infringement of the reputation for honesty of other colleagues and of the hotel if any member of staff or
management is found:
• Converting or attempting to convert for your own use or for the use of another, any cash, goods or valuables, the property
of the company, another staff member, customer, or any other person without their permission. This includes the misuse of,
damage to or theft of any property belonging to someone other than you.
• Assisting or attempting to assist others in the theft of any property or of any other business assets. Soliciting from any

31
 person, company, supplier or group, anything of economic value such as a gift or sample, gratuity or favour in your capacity
as an employee.
Possible infringements of the honesty also include:
• Covering up others wrongdoing.
• Taking cash from the till.
• Conducting fraudulent refunds.
• Non-documentation of sales whereby there is no record of a sale, and the customer does not receive a
receipt.
• Credit Card misuse, including misuse of customers details.
• Acting inappropriately thereby putting yourself another colleague/person or the company at risk.
• Taking stock directly from the business or customers.
• Taking money/goods for own use or for the use of others.
• Making personal telephone calls on the company phone
• Using company computers for personal use e.g., personal emails, social media.
• Giving family and/or friends goods and services for free or at reduced price including offering any reduced
prices which are not in line with company procedure.
• Wasting company time at work.
• Failure to report any dishonest act you witness or become aware of.
• Any other wrong doings and breaches of company honesty.

Any member of staff who is suspected of stealing from the company will be subjected to a disciplinary investigation.
A very serious view is taken of any breach of the colleague purchases procedure, and it will be deemed Gross Misconduct.
The Company does not accept responsibility for loss or damage to your belongings. Please do not bring large amounts of cash /
valuables to work.

Stock
The checking in of stock must be done in an accurate and honest manner. Colleagues are responsible for ensuring the truthful
recording of stock information always. During stock takes, colleagues must undertake the task in an honest manner and ensure all
information is recorded accurately and honestly.
All colleagues must ensure that they abide by Discounting Control procedures and hotel procedures for voids and returns. The
hotel expects that all Credit for Returns is conducted by staff members honestly by following due procedures for stock returns.
No discounted, damaged or out of date stock may be used or taken by any staff member or given to customers if not in line with
company procedure.
All colleagues must ensure that there is no unnecessary wastage of stock, and that any wastage is recorded accurately and honestly.

Dealing with Customers

Colleagues should always keep the company Honesty Policy in mind when dealing with customers to ensure that customers are
dealt with in an honest and trustworthy manner. This means:
• Ensuring the tills have the correct prices corresponding to drinks/food items.
• Change in always correct
• Customer complaints are dealt with appropriately
• Gifts cannot be accepted from customers
• Property of customers is treated with care
If you witness a customer behaving in a dishonest manner you should report what you have seen immediately.

32
Acceptance of Gifts
Colleagues may not accept any fees, commissions or inducements of any kind whatsoever from any third party that could create a
conflict of interest or jeopardise or leave open to question the impartial discharge of the duties of your position. If you should be in
doubt in any given set of circumstances, you will be expected to act with discretion and consult with the Manager to avoid entering
any potentially compromising situation.

Security
The Company, as part of our policy to protect staff, customers, Company property and the premises, may engage security
personnel and use CCTV to ensure that all company policies are adhered to always.
We may also carry out random spot checks/searches of staff members while they are on the premises or as they leave the premises
or in the car park. There is no implication that the person searched is regarded with suspicion, this is merely part of our official
security policy. You are entitled to request a witness to be present during the search if you wish.

Whistleblowing
Whistleblowing occurs when an employee or worker provides certain types of information, usually to the employer or a nominated
third party, which has come to their attention through work. Whistleblowing is therefore ‘making a disclosure in the public interest’
and occurs when a worker raises a concern about danger or illegality that affects others and/or the business.
It should be emphasised that this policy is intended to assist individuals who believe they have discovered malpractice or
impropriety. With the whistle blowing procedures in place, it is reasonable to expect staff to use this process rather than air their
complaints outside the company.
This policy is designed to offer protection to those colleagues who disclose such concerns provided the disclosure is made:
• In good faith
• In the reasonable belief of the individual making the disclosure that it tends to show malpractice, impropriety or any breach
or company policy and if they make the disclosure to an appropriate person. It is important to note that no protection from
internal disciplinary procedures is offered to those who choose not to use the procedure or who breach company policy.
• If you witness actions by another member of staff which you feel may contravene any company Honesty Policy or any other
company policy, it is your duty to report your suspicions immediately.
The Company has instituted a system for reporting information which in your reasonable belief points to a wrongdoing at work. A
wrongdoing may be considered any breach of the honesty policy as cited above as well as any of the following:
• A criminal offence has been or is likely to be committed;
• A person has failed, is failing or is likely to fail to comply with a legal obligation;
• A miscarriage of justice has happened, is happening or is likely to happen;
• The health and safety of an individual has been, is being or is likely to be damaged;
• Damage to the environment has occurred, is occurring or is likely to occur;
• Breach of company policies
• Information showing any of the above has been is being or is likely to be deliberately concealed.

The Company wishes to ensure that any such wrongdoings are reported and dealt with promptly and fairly. If you become aware
of a wrongdoing at work, then please inform your manager or if for some reason you do not feel comfortable approaching your
manager about the issue you can speak with the HR Manager in confidence. The HR Manager will ensure that your concerns are
promptly and fairly investigated.

Confidential
The company will treat all such disclosures in a confidential and sensitive manner. The identity of the individual making the
allegation may be kept confidential so long as it does not hinder or frustrate any investigation. However, the investigation process
may reveal the source of the information and the individual making the disclosure may need to provide a statement as part of the
evidence required.

33
Untrue allegations
If an individual makes an allegation in good faith, which is not confirmed by subsequent investigation, no action will be taken against
that individual. In making a disclosure the individual should exercise due care to ensure the accuracy of the information. If, however,
an individual makes malicious or vexatious allegations, disciplinary action may be taken against that individual.

Timescales
Due to the varied nature of these sorts of complaints, which may involve internal investigators and/or the Garda Síochana, it is not
possible to lay down precise timescales for such investigations. The investigating manager should ensure that the investigations are
undertaken as quickly as possible without affecting the quality and depth of those investigations.

The investigating manager, should as soon as practically possible, send a written acknowledgement of the concern to the
complainant and thereafter report back to them in writing the outcome of the investigation and on the action that is proposed. If
the investigation is a prolonged one, the investigating manager should keep the complainant informed, in writing, as to the progress
of the investigation and as to when it is likely to be concluded.

All responses to the complainant should be in writing.

Investigation
The investigating manager should follow these steps:
• Full details and clarification of the complaint should be obtained
• The investigating officer should inform the member of staff against whom the complaint is made as soon as is practically
possible. The member of staff will be informed of their right to be accompanied by a representative at any future interview or
hearing held under the provision of these procedures;
• The allegations should be fully investigated by the investigating officer with the assistance where appropriate, of other
individuals or bodies;
• A judgment concerning the complaint and validity of the complaint will be made by the investigating officer. This judgment will
be detailed in a written report containing the findings of the investigations and reasons for the judgment. The report will be
passed to the HR Manager, Deputy Manager or General Manager as appropriate.
• The Manager will decide what action to take. If the complaint is shown to be justified, then they will invoke the disciplinary or
other appropriate procedures;
• The complainant should be kept informed of the progress of the investigations and, if appropriate, of the final outcome;
• If appropriate, a copy of the outcomes will be passed to the company’s senior management to enable a review of the
procedures.

Victimisation
The Company will not tolerate the victimisation of any person who discloses a wrongdoing under this procedure. Any such
victimisation will be treated as a disciplinary offence.

Discipline & CCTV

A breach of our honesty policy will be viewed as serious misconduct and will be subject to dismissal and/or prosecution. We have
CCTV cameras within the Company and footage from those cameras will be used should it be suggested that an employee has
in any way breached the honesty policy including theft of money, stock or time from the company. Any disciplinary investigation
which may arise may involve the use of CCTV footage. A copy of the Company Discipline and Grievance Procedures is available to
all colleagues. Please refer to section 7 of this handbook.
The above examples are a sample of possible breaches of the honesty policy, but it does not constitute a comprehensive list
of breaches. Any breach of our Honesty & Security Policy will be subject to investigation which may lead to dismissal and/or
prosecution. Failure to abide by this policy may result in disciplinary action, up to and including, dismissal in accordance with the
Company disciplinary procedure.

34
4 . 4 COMPANY PROPERT Y
Colleagues may not borrow or remove from the hotel any company money, merchandise or any property, without authorisation.
Failure to adhere to this policy may result in disciplinary action up to and including dismissal.

4 .5 RIGHT OF SEARCH
It is a condition of employment that any colleague, at any time, may have their belongings and work area searched at the request of
management. The colleague accepts that once this request is made that the search can be extended to their belongings, lockers
and automobiles. Two members may carry out such a search and each colleague accept that such a check is not an accusation of
theft or any wrongdoing. Any colleague being searched has the right to be accompanied by another colleague if they so wish. Desks
are not private and are subject to search or surveillance. All phone calls, faxes and e-mails executed on Company equipment are
subject to scrutiny.
Any colleague found in unauthorised possession of articles belonging to the hotel, a colleague or a customer will be suspended
pending a full investigation of the matters. Should the investigation foster a reasonable belief on the part of the hotel that
a theft or other serious breach of security has taken place, such an employee will be liable to be dismissed and may be
reported to the Gardaí. The Company will draw all appropriate and reasonable inferences from any refusal to co-operate fully
with any search request.

35
 SECTION 5:
GUEST SERVICE
#PASSIONATEABOUTPEOPLE

36
#PASSIONATEABOUTPEOPLE

SECTION 5: GUEST SERVICE

5 .1 GUEST CARE POLICY
Our Company mission is that ‘We place our guests at the heart of our business to exceed their expectations by developing and
empowering the best people to deliver exceptional hospitality’.
We continuously pursue our commitment to provide genuine hospitality by demonstrating our passion to deliver memorable
experiences for our guests. Each and every one of us has a responsibility to continuously provide our guests with courteous,
friendly, helpful service. Demonstrating that we are genuinely #passionatebaoutpeople that makes our guest feel appreciated and
want to come back again and again. We regularly carry out guest surveys to obtain their feedback on their experience at the hotel.
You will attend our guest experience training programme ‘Here for You’, the aim of the programme is to give you the confidence to
build a relationship with guests and empower you to give all our guests a memorable experience. Our Radisson Blu colleagues will
also attend the Here for You…Radisson, Yes I Can! training.
Our behaviours very much impact on the guest experience, below are some of the behaviours we strive to demonstrate in our
hotel to give our guests a genuine hospitality experience:
• Be proactive and connect with the guest, make eye contact, give a warm genuine smile, portray positive body language, do not
wait for the guest to greet you first.
• When speaking to or acknowledging the guest use an upbeat tone of voice.
• Acknowledge the guest, when they enter or approach the area you are working, when you pass them on the corridor - a simple
“Good Morning” makes a difference.
• Saying “Welcome” demonstrates you are happy to see them, for example, “Welcome to our hotel” or when they have thanked
you, say, “You are very welcome”
• It’s not what you say it’s how you say it, can either have a positive or negative impact.
• Make it personal, use guests’ surnames, not a room number.
• We listen to learn, it is important to really listen to what the guest is saying, maintain eye contact, use positive language, avoid
using negative words such as, no, however, but etc,
• Be an active member of the team, support colleagues and treat them with dignity & respect
• Show initiative, be proactive, anticipate our guest needs.
• Share ideas on how we can improve on the guest experience, how we can generate sales while delivering the positive guest
experience.
• Demonstrating your product knowledge will help you deliver great service experience allowing you to sell
• Build rapport with the guest while always projecting a professional image.
• Be observant, this can help to anticipate the guest needs
• Offer assistance in a proactive way, by saying, “allow me to” “may I” “I’d be happy to”
• Smile when you answer the telephone, your tone of voice changes and becomes more upbeat when you smile, so even though
the caller cannot see you they can hear a positive tone in your voice.
• Demonstrate positive body language when answering the phone, even though the caller cannot see you, others can.
• Attention paid to small details can make all the difference to the guest’s experience
• Show appreciation -Thank the guest for using us - they have a choice!

5 .2 GUEST RESOLUTION OPPORTUNITIES

The feedback we receive from our guests both positive and negative provides us with an opportunity to improve on our products
and services. It is vital that our customers feel that their complaints and comments are handled promptly and professionally
by people who care. A complaint is an opportunity to turn a guest negative experience into a positive one, for each of us its,
a challenge to be overcome, a chance to impress the guest and an opportunity to shine. A well-handled complaint creates
compliments.

37
#PASSIONATEABOUTPEOPLE

We use the ‘Listen’ as a model to help find guest resolution opportunities. Each of us are empowered to help find a resolution
that satisfies the guest.
L = Listen to the guest’s complaint without interruption
I = Identify key points
S = Stay calm/Empathise/Apologise
T = Thank the guest for bringing the complaint to your attention
E = Explain what will happen next
N = Now act, find a solution, follow up, keep the guest informed, report and record the complaint

5 .3 EMPOWERMENT
Our colleagues are fully empowered to deal with any negative or constructive guest feedback themselves. It is important that the
person who received the feedback takes this on board and offers a positive resolution to the guest. All colleagues are empowered
to offer products, services and recovery options in order to ensure guest satisfaction. Each hotel will issue you the guidelines for
guest resolution opportunities.

5 . 4 APPEAR ANCE
First impressions count and the way you present yourself greatly influences the guest’s perception of your professionalism. Our
appearance to our guests and colleagues is the first impact of service, it is therefore essential that you are well-groomed, wearing
your full uniform and badge. Appearance goes beyond the dress code and grooming it also encompasses, attitude, behaviour and
body language. Good posture, a pleasant smile and direct eye contact are equally essential. Please refer to our hotel grooming
policy & personal presentation standards in section 13 of this handbook for more details.

5 .5 GUEST CONFIDENTIALIT Y AND SECURIT Y

Remember that guests are entrusting us and the hotel with their personal well-being and the safekeeping of their property. It is
vital that we follow the General Data Protection Regulations (GDPR) and Payment Card Industry Data Security Standard (PCI DSS)
policy and procedures, you will receive training on both these topics. Colleagues must not convey information to external sources
regarding registered guests or patrons of the Hotels facilities.
Always be vigilant and aware of suspicious packages, people or incidents. If you observe anything out of the ordinary that may pose
a threat to security immediately report your observation directly to your manager or duty manager. Do not attempt to deal with a
situation yourself.

5 .6 GUEST FACILITIES
Guest facilities in the hotel, such as toilets, guest elevators, restaurants, bars and lounges are restricted to the exclusive use of
guests. Colleagues should use toilets and service elevators assigned for their use and should avoid all guest areas unless sent there
in connection with their jobs. You may not attend functions arranged by guests or visit or occupy guestrooms without approval
from the General Manager. You should leave the hotel immediately at the end of your working shift.

5 .7 GUEST PRIVACY
Always respect the privacy of the guests. If your job requires you to enter the guest bedroom, prior to entering a bedroom you
must knock on the door and announce by clearly stating your department name. Even if you think the bedroom is empty, knock and
clearly identify your department, wait for a response, if no responses repeat again until you are sure guests are not present in the
bedroom. If the guest is in the bedroom, ask if they would like you to come back at a later time.

38
#PASSIONATEABOUTPEOPLE

5 .8 GUEST ACCIDENTS
The following guidelines must be followed for the prevention of guest accidents occurring and also reporting accidents:
• Attend to all spillages and breakages immediately, never leave a spillage or breakage unattended. Ask another colleague to
collect the cleaning items and signage or ask a colleague to stay at the scene to ensure an accident does not occur while you
collect the necessary items.
• Watch out for hazards in the hotel that may cause an accident and report them to management
• When an accident occurs, you must have one of the hotels qualified First Aid Responders in attendance.
• All guests’ accidents should be reported to your manager or the Duty Manager, who will make a report on the Alkimii logbook

5 .9 TELEPHONE CALLS & MOBILE PHONE USE ON DUT Y

Hotel telephones are strictly for business use and may not be used to make personal calls without the approval of your manager.
Colleagues are requested to refrain from receiving personal calls at work except in cases of emergency.
Use of personal mobiles for personal calls, messaging or social platforms are not permitted while on duty with the exception of
clocking in and out on the Alkimii app, break times and in cases of emergencies. Social Media Champions may use their mobile
phone at work if it is to carry out specific tasks relating to their role as a Social Media Champion as agreed with their manager but
this should not interfere with their ability to complete their role and deliver excellent and attentive guest experience in the hotel.
Failure to comply with this may result in disciplinary action being taken.

5 .10 RECOGNITION OF CELEBRITIES AND AUTOGR APHS

From time to time, celebrities may use the facilities of the Hotel, which can be very exciting for the team. However, all members of
the team must remain professional at all times during any such visit. All guest privacy must be respected.

5 .11 SOCIALISING WITH GUESTS

You should always be friendly, courteous and helpful to guests. Socialising and fraternising with guests is not allowed. If you have
family or friends staying at the hotel you should not visit their room or dine with them without prior approval from a manager.

5 .12 GIFTS & GR ATUITIES

It is not permitted to ask directly or indirectly for gratuities nor to state that gratuities are not included in the accounts presented
to guests. Additions to guests’ accounts are not permitted without the specific instruction of the customer.
If a customer requests that a gratuity be added to an account, it is not permitted to imply or infer that cash would be preferred.
If offered a drink by a customer it must be explained that drinking, or accepting drinks whether alcoholic or otherwise, whilst on
duty is not permitted.
Individual departments will have their own system for handling gratuities, please ensure that you are familiar with the system your
department has in place.
All colleagues are reminded that any cash tips received must be declared to your local tax office and it is your responsibility to
ensure this is done.
Failure to observe this policy may result in disciplinary action being taken.

39
 SECTION 6:
LEAVE OF ABSENCE

40
SECTION 6 - LEAVE OF ABSENCE
6.1 ABSENCE MANAGEMENT AND SICK LEAVE
It is a condition of employment with the Company that all colleagues satisfy their obligation under their contract of employment to
attend work. You are required to be at your place of work and prepared for work at the scheduled rostered time, and all colleagues
will be held accountable for such. Managers monitor and track colleague absences and will identify any patterns therein. In cases
where a colleague is consistently absent, absence shows an unacceptable pattern, notification requirements are not met, and/or a
colleague fails to meet their contractual obligations, the disciplinary procedure will apply.

Reporting of Absences
We understand there are genuine reasons why it is not always possible for you to attend work. Please ensure you follow the
procedures for reporting all types of absence. If you are unable to report for work due to illness you should personally notify
your manager by phone (texting/emailing is not acceptable) 4-hours before your start time and indicate the reason for and likely
duration of your absence. In situations where your manager is not available you should speak to the Duty Manager. Please note that
leaving a message for your Manager with another Team Member/Reception is not acceptable.

Long-term Absence
In the case of prolonged absence, you must maintain regular contact with your HR Department. We believe this is essential to
enable us to provide support and to pave the way for a successful return to work.

Requirement for Medical Certification

In cases of absence due to illness, absences of more than two days (that is on the third day of absence) must be supported by
medical certification. Certificates should be sent to the Hotel, no later than the third day of absence. For absence extending beyond
one week, a weekly medical certificate is required. Medical certificates must include the following details:
• Name and address of doctor
• Name and address of patient
• Statement indicating, in general terms, the nature of the illness or injury
• Opinion of the Doctor that the patient is unfit for work
• Expected duration of incapacity
• Dates of issue & Doctors signature (not a rubber stamp)

Prior to returning to work, you may be required to submit a certificate from the Doctor declaring your fitness to return to normal
work under normal conditions on the specified date.

Return to Work
On return to work after an absence, colleagues are required to report directly to their Manager, HR Manager or General Manager at
the start of that working day. Managers will meet with colleagues to conduct a return-to-work interview. This interview allows the
manager to discuss the health and welfare of the colleague; provide support to colleagues; review the colleague’s attendance and
lateness record and highlight any concerns about attendance levels.
The Company reserves the right to have colleagues examined by its own Occupational Doctor at the company’s expense.

Support
It is the aim of the company to ensure that any colleague with a disability or who requires on-going medical attention will be
supported by the company. Colleagues are encouraged to talk to their manager or the HR Manager in this regard. All information
will be kept strictly confidential.

Failure to Follow Sick Leave Procedures

Where an individual fails to comply with the sick leave procedures or has an unsatisfactory absence record, he/she will be invited
to a meeting with their manager. Where abuses of the sick leave policy have been committed, the Company reserves the right to
initiate disciplinary proceedings, up to and including dismissal. We do not operate a sick pay policy.

41
6.2 JURY SERVICE
Under the Juries Act, 1976, the Company facilitates colleagues to fulfil their civic responsibilities by serving jury duty when
required. Paid leave of absence is granted where an employee is called for jury service upon presentation of a jury notice and a
certificate of attendance.
Colleagues must show the jury duty summons to their manager as soon as it is received, so that arrangements can be made
to accommodate for the absence. They must also produce a Certificate of Attendance for each day of absence from work.
Certificates of Attendance can be procured from the Clerk of the Court covering the period of jury service. While serving, if
excused for a part of the day (four hours or more) the colleague must report for work. If the colleague is released from jury
service, he/she is expected to return to work immediately.
An employee may apply to the County Registrar to be excused from jury service and should provide reasonable evidence of the
grounds for their exemption e.g., medical certificate, business purposes. In the event of exceptional business circumstances or
immediate operational requirements, the company may corroborate an employee’s application to be excused.
The company must be notified of any payments towards loss of earnings received in respect of jury service from the State.
These will be deducted from the colleague’s earnings.
An employee who has been on Jury service within the past three years is entitled to be excused from further service.

6.3 MATERNIT Y LEAVE

Under the Maternity Protection Acts 1994 and 2014, any female colleague expecting a baby is entitled to a continuous period of
maternity leave around the time of birth of the child. Your HR Manager, once notified of an employee’s maternity will issue the
company maternity information & care pack to the colleague. The colleague is entitled to 26-weeks maternity leave. The colleague
will maintain all her colleague rights, other than remuneration, during the 26-week period, including the entitlement to annual leave
and public holidays.
Once the pregnancy is confirmed the colleague is required to advise the company in writing as soon as possible and at least 4
weeks before the commencement of her maternity leave. This notice must be accompanied by a Doctor’s Certificate stating the
expected date of birth, and a note explaining whether she intends to return to work. Of the 26-week period, at least 2 weeks must
be taken before the expected date of birth, and at least 4 weeks after the birth.

Additional Maternity Leave

Colleagues may also choose to take additional maternity leave at the end of the 26-week. The colleague is entitled to up to 16
weeks’ additional maternity leave. Colleagues should apply in writing using the company forms for this leave at least 4 weeks before
the approved maternity leave expires or before she goes on maternity leave. The colleague will maintain all her colleague rights,
other than remuneration, during the additional maternity leave, including the entitlement to annual leave and public holidays.
Colleagues must provide the company with at least 4-weeks’ notice of the colleague’s intention to return to work and the planned
date of return. When maternity leave ends, the colleague will be entitled to return to her usual job so far as it is reasonably
practical. However, if this is not possible the colleague will be offered suitable alternative work.
In the event of the death of the mother of the new-born child during maternity leave, the father will be entitled to avail of leave. The
duration of such leave depends on when the death of the mother occurred.
An employee who is on maternity leave is normally entitled to payment from the Department of Social Community and Family
Affairs for the 26-weeks maternity leave, depending on meeting certain PRSI eligibility criteria. Social Welfare benefits are not
payable during the optional additional 16-weeks maternity leave.
In the event of the death of the mother of the new-born child during maternity leave, the father will be entitled to avail of leave. The
duration of such leave depends on when the death of the mother occurred.

Safety, Health & Welfare of Colleagues

To ensure the safety of a pregnant colleague, risk assessments will be conducted at regular intervals. Once notified, the employer
will schedule a risk assessment and subsequent assessments will typically be carried out once per trimester unless required more
frequently, until the pregnant colleague goes on maternity leave. If a risk cannot be removed or it is not technically or objectively
feasible for the company to remove a risk, or such a move cannot reasonably be accommodated, or other work to which has been

42
proposed is not suitable for the pregnant colleague then you may be placed on Health and Safety Leave. During this leave the
pregnant colleagues will be entitled to 21 days’ full basic pay. If the colleague is on health and safety leave for longer than 21 days,
then she may be eligible for social welfare payment for the period until maternity leave commences
Colleagues who are pregnant, have recently given birth or who are breastfeeding will not be placed in any job that is a risk to her
health and safety or that of her child. If such a risk does exist then the company will, through risk assessment, remove the risk,
reassign the colleague to other suitable employment or place the colleague on health and safety leave.
Maternity leave entitlement does not apply in the case of a miscarriage before 24 weeks of pregnancy.

Antenatal and Postnatal Care

Colleagues are entitled to paid leave for antenatal and postnatal care. Colleagues will receive paid time off for any antenatal
medical appointments before the birth and postnatal medical appointments for the first 14-weeks following the birth. Colleagues
must give the company two week’s written notice of any appointment and must be able to produce a certificate/record that the
visit took place. The company requests that where possible, the appointments are at the beginning or at the end of the working day.
If the appointment finishes during the working day, the colleague is expected to return to work.

Extension of Maternity Leave and Benefit in case of Premature Births

The period for which maternity benefit is paid has been extended in cases where a baby is born prematurely. The extended period
of benefit is equivalent to the duration between the actual date of birth of the premature baby and the date when the maternity
leave is expected to commence (i.e., ordinarily two weeks before the expected date of birth.

Postponement of Leave in the Event of the Hospitalisation of the Child

If the baby falls ill and is hospitalized, and the mother has availed of at least 14 weeks’ maternity leave with not less than 4 of those
weeks being after the week of the birth, then she may apply to have the remaining maternity leave, and up to 16 weeks’ additional
maternity leave, postponed until the baby is discharged from hospital. The decision to allow this postponement lies entirely at the
discretion of the company.
The colleague must request this postponement in writing directly to their manager as soon as possible, with a letter confirming the
hospitalization of the baby. The company will respond to requests as soon as is reasonably practicable.
Where the postponement is granted, the colleague will return to work on an agreed date. The maximum period of postponement
of leave is six months from the date of postponement. The colleague must provide a letter or an appropriate document from the
hospital or the baby’s GP confirming the date that the baby was discharged from hospital, before resuming leave. Resumed leave
must commence within seven days of the baby’s discharge from hospital.

Absence Due to Colleague Sickness during Period of Postponement

If the colleague falls ill during a period of postponement, and subsequently is absent from work, she will be deemed to have
resumed maternity leave from the first day of absence. If the colleague prefers to avail of sick leave, she must write to her manager
and confirm this. Please note that if an employee opts to transfer to sick leave, she forfeits her right to any remaining maternity
leave entitlements.

Termination of Additional Maternity Leave

Should the colleague fall ill during the additional maternity leave, or if she has indicated that she has the intention to avail of
additional maternity leave and then falls ill, the colleague may apply to her manager to commence sick leave instead of taking the
remaining additional maternity leave.
IMPORTANT: When such a request is made, and granted, you forfeit your right to the remaining additional leave. In such
circumstances, the sick leave will be treated in the same manner as any other absence on sick leave, and normal sick leave
reporting arrangements will apply. The decision to offer this termination of additional maternity leave lies entirely at the
discretion of the company.

43
Breastfeeding Arrangements
When a colleague who is breastfeeding returns to work within 26 weeks of the birth of her baby, she will be entitled to work breaks
or a reduction in working hours equivalent to one (1) hour per day for the purposes of breastfeeding. Where suitable facilities
are available in the workplace, this benefit will be through rest breaks, otherwise the colleague can avail of a reduction in working
hours. For the purposes of the 2004 Act “breastfeeding” means breastfeeding a child or expressing breast milk and feeding it to a
child immediately or storing it for the purposes of feeding it to a child later.
This entitlement may be availed of for up to 26-weeks after the date of birth of the child. Breastfeeding breaks or a reduction of
hours will comprise of one 60-minute period, two 30-minute periods, or three 20-minute periods as agreed with your manager.
Part-time colleagues will be entitled to a pro-rata benefit to that provided to full-time colleagues.
To avail of this benefit, the colleague must inform their manager of the intention to avail of this work break / reduction in hours
when advising the company that she will be returning to work, i.e., not later than four weeks before the intended return to work
date. The colleague should include a copy of the child’s birth certificate with such an application. The colleague will remain on full
pay during the period of breaks or when hours are reduced for breastfeeding purposes.

Company issued ICT Property Policy while on Maternity Leave

All Information and Communications Technology issued to you for work purposes should be dealt with in line with the Group
colleague welfare and company security policy as follows where applicable:
• Company email – update your out of office message appropriately; your email will be disabled for the duration of your
leave. If you wish to receive company updates and information by email, please contact HR with your personal email before
commencing leave
• Company laptop – to be returned to your manager before commencing maternity leave; if on sick leave or health & safety
leave before commencing ML, the same procedure applies, and you should contact HR to arrange for your laptop to be
collected or turned
• Company tablet / iPad – to be returned to your manager before commencing maternity leave; if on sick leave or health &
safety leave before commencing ML, the same procedure applies, and you should contact HR to arrange for your laptop to
be collected or turned
• Company mobile phone – as per the company mobile phone policy
• Company desktop phone – desktop phones should have updated voicemail messages with appropriate contact and IT
informed to reassign phone if required
• Company desktop PC - HR informed as part of the maternity leave notification process; files should be backed up to
the server as any desktop files will be deleted. No personal information should be stored on your desktop PC as per our
company Data Policy

GDPR
Records of Maternity Leave taken will be retained on the colleague file as per the company GDPR retention policy.

6. 4 ADOPTIVE LEAVE
Under the Adoptive Leave Acts, 1995 and 2005, The Company will provide time off to colleagues who have adopted a child.

Entitlement to Adoptive Leave

Colleagues planning to adopt, if the qualified adopter, is entitled to 24 consecutive weeks adoptive leave from the date of
placement.
A qualified adopter is either:
• The sole adopter, in the case of a parent who is adopting a child on their own, or
• The nominated parent in the case of an adopting couple

44
Additional Adoptive Leave
An additional 16-week leave can be availed of, immediately following the end of this 24-week of the Adoptive Leave period. In
the case of a foreign adoption, some or all of the 16 weeks additional adoptive leave may be taken immediately before the day of
placement. Colleagues maintain all his/her colleague rights, other than remuneration, during the additional adoptive leave of up to
16 weeks, including the entitlement to annual leave and public holidays.

Notification
An adopting parent must notify the company, in writing, of his/her intention to take adoptive leave no later than 4 weeks before
the expected date of placement. The company will require a certificate of placement, or a declaration of eligibility and suitability,
as soon as is reasonably practicable. In foreign adoption cases, some of the additional adoptive leave may be taken before the
placement of the child. In such cases, the colleague must notify the company in writing 4 weeks before the leave is due to begin.

Right to time off from Work to attend pre-Adoption Meetings

A colleague shall be entitled to time off from work to attend any pre-adoption meetings or classes which the colleague is obliged to
attend. Written notification of dates and times of classes must be supplied to the company not later than 2 weeks before the dates
of the classes concerned.

Return to work
Before adoptive leave ends, the colleague must provide 4 weeks’ notice of the intended date of return and will be entitled to return
to his/her usual job so far as reasonably practicable. However, if this is not possible, the colleague will be offered suitable alternative
work. If the placement of an adopted child is terminated after a period of less than 24 weeks, the colleague must notify their
manager within 7 days.
A date of return to work will be notified to the colleague, not later than the date of return after the period of adoptive leave or
additional leave.

Termination of Adoptive Leave in the event of the Sickness of the Adopting parent
If the adopting parent wants to stop taking adoptive leave or additional adoptive leave because s/he is ill, s/he is required to get the
agreement of the company. The remaining adoptive leave entitlement will be lost.

Postponement of Adoptive Leave due to Hospitalization of the Child

An adopting parent can postpone the adoptive leave if the adopted child has to be hospitalized. However, there is a requirement to
get the agreement of the company.

Abuse of Adoptive Leave

If, at any stage, the company suspects that adoptive leave is not being taken for the reason stated, written notification will be sent
to the colleague outlining the company’s concerns and requesting a reply within 7 days. The company retains the right to terminate
the adoptive leave if the colleague is found to be in breach of the policy and the disciplinary procedure will apply.

Company issued ICT Property Policy while on Adoptive Leave

All Information and Communications Technology issued to you for work purposes should be dealt with in line with Group colleague
welfare and company security policies as follows where applicable:
• Company email – update your out of office message appropriately; your email will be disabled for the duration of your
leave. If you wish to receive company updates and information by email, please contact HR with your personal email before
commencing leave
• Company laptop – to be returned to your manager before commencing maternity leave; if on sick leave or health & safety
leave before commencing Maternity Leave, the same procedure applies, and you should contact HR to arrange for your laptop
to be collected or turned
• Company tablet / iPad – to be returned to your manager before commencing maternity leave; if on sick leave or health &
safety leave before commencing Maternity Leave, the same procedure applies, and you should contact HR to arrange for your
laptop to be collected or turned
• Company phone – as per the company mobile phone policy

45
• Company desktop phone – desktop phones should have updated voicemail messages with appropriate contact and IT
informed to reassign phone if required
• Company desktop PC - HR informed as part of the maternity leave notification process; files should be backed up to
the server as any desktop files will be deleted. No personal information should be stored on your desktop PC as per our
company Data Policy

GDPR
Records of Adoptive Leave taken will be retained on the colleague file as per the company GDPR retention policy.

6.5 PATERNIT Y LEAVE

Paternity leave is available to eligible colleagues to allow them time off from work around the birth or adoption of their child
or the child of their spouse or partner. This policy covers all part-time and full-time colleagues of the company provided that
they meet the conditions outlined below.
Paternity leave is available to colleagues who are deemed to be the “relevant parent” of a child. Only one person who is a
relevant parent in relation to a child can be entitled to paternity leave in respect of that child. There is no qualifying period
for entitlement to paternity leave.
A relevant parent includes the child’s father, the spouse/ civil partner/ cohabitant of the child’s mother or an adopted child of
the above.
The relevant parent is the parent who is not the qualifying adopter for adoptive leave (the parent nominated by the couple to take
the adoptive leave). A person adopting alone can avail of paternity leave where they are not availing of adoptive leave.
Any colleague considered to be a relevant parent of a child will be entitled to two weeks’ consecutive leave from their employment
to care for their child. In the case of multiple births or the adoption of 2 or more children, the relevant person is only entitled to
one period of paternity leave in respect of the children concerned. In the unfortunate case of a stillbirth or miscarriage following
the 24th week of pregnancy, the entitlement to paternity leave remains available, within 26 weeks from that time.

Notification
Paternity Leave can start at any time within 26 weeks of birth or the placement of the child. Notification of the intention to take
Paternity Leave must be given in writing as soon as reasonably practicable but no later than 4 weeks before the expected date
of birth of the child or 4 weeks before the expected date of placement of an adopted child or week of confinement. A medical
certificate setting out the expected date of birth or confirming the birth must be provided or, in the case of an adoption, proof of
the date of placement. The request must specify the commencement date of the period of leave.

Commencement of Paternity Leave (early confinement)

If the baby is premature and is born 4 weeks or more before the expected date of confinement, then the relevant parent can avail
of the leave early if notification to the company is given within 7 days of the date of confinement.

Postponement of Paternity Leave

Where the day of placement is postponed, or the date of birth occurs after the date selected in the notification, the relevant parent
shall be entitled to select another date on which the paternity leave shall commence.

Sickness prior to or during scheduled Paternity Leave

If the relevant parent becomes sick prior to the commencement of their paternity leave and wishes to postpone the paternity leave,
they can notify the company in writing after becoming sick. This must be accompanied by a sickness certificate. The notification
must be as soon as reasonably practicable but not later than the day on which the postponed leave begins of his or her intention
to commence such leave. A period of postponed leave shall end not later than 28 weeks after the date of birth or day of placement.
The period of postponed leave shall commence not later than 7 days after the relevant parent is no longer sick.

46
Postponement of paternity leave in event of hospitalisation of child
If the child is hospitalized, the colleague may request in writing to postpone the leave or part of it as may be appropriate. The
colleague may continue to work or return to work on a date agreed by them that is not later than the date on which the leave
concerned is due to end in accordance with the notification given by the relevant parent. The postponed leave is to be taken in one
continuous period commencing not later than 7 days after the discharge of the child from hospital.

Entitlement of employed surviving parent to leave on the death of relevant parent

In the regrettable circumstance where a relevant parent dies before the expiry of the twenty-eighth week following the date of
confinement or day of placement, the surviving parent of the child shall be entitled to the leave (“transferred paternity leave”),
subject to certain notification requirements.

Abuse of Paternity Leave

If, at any stage, the company suspects that paternity leave is not being taken for the reason stated, written notification will be sent
to the colleague outlining the company’s concerns and requesting a reply within 7 days. The company retains the right to terminate
the paternity leave if the colleague is found to be in breach of the policy and the disciplinary procedure will apply.

Company issued ICT Property Policy while on Paternity Leave

All Information and Communications Technology issued to you for work purposes should be dealt with in line with the company
colleague welfare and company security policies as follows where applicable:
• Company email – update your out of office message appropriately when on leave. If you wish to receive company updates
and information by email, please contact HR with your personal email before commencing leave
• Company desktop phone – desktop phones should have updated voicemail messages with appropriate contact for the
duration of your leave.

GDPR
Records of Paternity Leave taken will be retained on the colleague file as per the company GDPR retention policy.

6.6 PARENTAL LEAVE

Under the Parental Leave Acts 1998 to 2019, the company will provide parental leave to facilitate parents who require periods of
short-term unpaid leave to take care of each child before their 12th birthday, or older in specific circumstances.
A colleague, who is a natural or adoptive parent, or in loco parentis, and has completed one year’s continuous service, is entitled to
26 weeks unpaid leave per child, to enable them to take care of their child. Part time colleagues will be offered parental leave on a
pro rata basis.
However, if the child is very near the age threshold and the colleague has been working for the company for more than 3 months
but less than one year they can take pro-rata parental leave, for a period of one week for each month of continuous employment.
Any period of probation, training or apprenticeship will be suspended while an employee is on parental leave and will be completed
on the colleague’s return.
Relevant parents of children under twelve years of age are eligible, as are parents of a disabled child, or a child with a long-term
illness, under 16 years. There is an extension available if a child under 12 is adopted and is within 2 years of an adoption order.
The 26-week entitlement may be taken continuously or broken down into periods of a minimum of 6 weeks (mitigating and by
exception may be granted in lesser blocks of weeks on application), and each application will be dealt with on an individual basis.
The company will consider applications for, but cannot guarantee agreement to, the transfer of parental leave entitlements, not
exceeding fourteen working weeks, from one parent to another should both be employed here.
All employment rights will be protected while on parental leave other than the right to remuneration. Annual leave and public
holiday entitlements accrue while an employee is on parental leave. There is no Social Welfare support during periods of parental
leave, but an employee can apply for PRSI credits for any period of parental leave.

47
Applying for Parental Leave
A colleague must inform the company in writing of their intention to take parental leave, not less than six weeks prior to the
planned commencement of the leave and attach a copy of the child’s birth certificate. A Confirmation Document of Parental Leave
will be issued for signing not less than 4 weeks before commencement of the parental leave. A colleague may revoke their notice to
parental leave prior to signing the Confirmation Document. A signed copy will be given to the colleague and put on their file.

Parental Leave and Illness

Should a colleague fall ill while on parental leave and be unable to care for their child, they need to contact their manager. For all
periods of medically certified sick leave, the colleague may resume their parental leave when fit to take care of their child. Normal
sick leave notification procedures apply.

Postponement
The company has the right to postpone the granting of parental leave for up to six months, if granting it at a certain time
would have an adverse impact on the business. In such cases, the company will consult with the colleague so that a mutual
alternative can be reached within 6 months, and should the child reach the age limit, this will not prevent the parent taking
the leave at the future date.

Return to Work
At the end of the period of parental leave, the colleague is entitled to return to their normal job under the same terms and
conditions. If this is not feasible, suitable alternative employment will be provided.

Right to Request Changes when Returning from Parental Leave

The company will consider applications for colleagues who request flexible working hours following their return from a period of
Parental Leave.

Abuse of Parental Leave

If, at any stage, the company suspects that parental leave is not being taken for the reason stated, written notification will be sent
to the colleague outlining the company’s concerns and requesting a reply within 7 days. The company retains the right to terminate
the parental leave if the colleague is found to be in breach of the policy and the disciplinary procedure will apply.

Company issued ICT Property Policy while on Parental Leave

All Information and Communications Technology issued to you for work purposes should be dealt with in line with the company
colleague welfare and company security policy as follows where applicable:
• Company email – update your out of office message appropriately when on leave. If you wish to receive company updates
and information by email, please contact HR with your personal email before commencing leave
• Company desktop phone – desktop phones should have updated voicemail messages with appropriate contact for the
duration of your leave.
Where leave is taken in excess of 6-week blocks, the following ICT requirements will apply:
• Company laptop – to be returned to your manager before commencing maternity leave; if on sick leave or health & safety
leave before commencing Maternity Leave, the same procedure applies, and you should contact HR to arrange for your laptop
to be collected or turned
• Company tablet / iPad – to be returned to your manager before commencing maternity leave; if on sick leave or health &
safety leave before commencing Maternity Leave, the same procedure applies, and you should contact HR to arrange for your
laptop to be collected or turned
• Company phone – as per the company mobile phone policy
• Company desktop PC - HR informed as part of the parental leave notification process; files should be backed up to the
server as any desktop files will be deleted. No personal information should be stored on your desktop PC as per our
company Data Policy

GDPR
Records of Parental Leave taken will be retained on the colleague file as per the company GDPR retention policy.

48
PARENTS LEAVE
It is our policy to grant Parent’s Leave as per the provisions of the Parent’s Leave and Benefit Act 2019.
Subject to eligibility and notification conditions being met, Parent’s leave is available to eligible colleagues to allow them time off
from work within the first two years of the birth or adoption of their child or the child of their spouse or partner.
This policy covers all part-time and full-time colleagues provided that they meet the conditions outlined below. This policy
provides parents with a temporary break from work to take care of young children while receiving Parent’s Leave Benefit provided
colleagues have made sufficient PRSI contributions.

Eligibility to take Parent’s Leave

Parent’s leave is available to colleagues who are deemed to be the “relevant parent” of a child. There is no minimum service
required with our company name to qualify for parent’s leave. Parent’s leave is non-transferrable between relevant parents.
Under the Act, a “relevant parent” includes:
• a parent of the child
• the spouse, civil partner, or cohabitant of a parent of the child
• a parent of the child where the child is a donor-conceived child
• the qualifying adopter of the child
• the spouse, civil partner, or cohabitant of the qualifying adopter of the child
• each individual in the couple where the child is, or is to be, adopted jointly by a married
• couple of the same sex or a couple that are civil partners of each other, or a cohabiting couple of the same sex
In certain circumstances, this may give rise to an entitlement to parent’s leave on the part of up to four individuals in respect
of a single child.

Entitlements and Conditions

As a Relevant Parent you are entitled to 7 weeks Parents Leave in respect of your child, adopted child or a child for whom you have
legal responsibility for during the first 2 years of the child’s life, or 2 years from adoption. A colleague who is a “relevant parent” can
take this leave as:
• One continuous period of 7 weeks leave or
• Separate periods of not less than one week
• The leave will commence on the date the relevant parent selects in their written notification.
There is no minimum service requirement required to qualify for Parent’s Leave. The leave period remains the same in the case
of multiple births, for example if you have twins or if you adopt 2 or more children at the same time. Each parent has a separate
entitlement to parents leave from their employer. Parents leave is not transferable except in specified circumstances such as the
death of one of the parents.
Any period of probation, training or apprenticeship will be suspended while you are on Parent’s Leave and will re-commence upon
your return.
Full-time and part-time colleagues (pro-rata) can avail of the entitlement once they fulfill the above criteria.
All employment rights will be protected while on parental leave other than the right to remuneration. Annual leave and public
holiday entitlements accrue while an employee is on parental leave. You may be entitled to Parents Leave benefit with the necessary
PRSI contributions.
Notice required when applying for Parent’s Leave
To apply for Parents Leave you are required to complete a Parents Leave request form and return to your manager or to HR, a
minimum of 6 weeks prior to the proposed date of commencement. Your request must include the start date and duration of
Parent’s Leave. Where our company is not the same employer from whose employment maternity or adoptive leave has been
taken, colleagues are required to include a copy of the medical, or other appropriate, certificate confirming the pregnancy and
specifying the expected week of confinement / birth or date of placement of the child.

49
Postponement of Parents Leave by the Company
In certain limited circumstances the company may need to exercise its right to postpone for up to 12 weeks their colleague’s
intended parent’s leave commencement date. The company postponement may arise where the employer is satisfied that the
taking of the parent’s leave at the time specified in the notification would have a substantial adverse effect on the operation of their
business, profession, or occupation by reason of
• seasonal variations in the volume of work concerned,
• the unavailability of a person to carry out your duties during the period of the leave,
• the nature of your duties
• the number of other colleagues availing of parent’s leave during the period
If this postponement results in the child reaching 2 years before the leave has been drawn down, the 104 weeks cap will be
extended by up to 12 weeks.

Early confinement
Where the birth of the child occurs 4 or more weeks prematurely, the colleague who is the relevant parent (where circumstances
require) will be deemed to have complied with their notice of intention to take parent’s leave obligations to the company if notice is
given in the period of 7 days commencing on the date of confinement.

Postponement of Parent’s Leave due to late birth/postponed adoption placement

A colleague who is a relevant parent may postpone a period of parent’s leave where the date of birth occurs after the date selected
by a relevant parent in their notification to the company or where the date of placement is postponed in the case of adoption. The
relevant parent may select another date on which parent’s leave will commence.

Postponement of Parent’s Leave when the child is hospitalized

If the child is hospitalized, the colleague may request in writing to postpone all or part of their parent’s leave. The postponed leave
is to be taken not later than 7 days after the discharge of the child from hospital or such other date as may be agreed between the
relevant parent and the company.

Abuse of Parents Leave

Parents Leave is granted solely for the purpose of taking care of the child concerned. If, at any stage, the company suspects that
parents leave is not being taken for the reason stated, written notification will be sent to the colleague outlining the company’s
concerns and requesting a reply within 7 days. The company retains the right to terminate the parents leave if the colleague is
found to be in breach of the policy and the disciplinary procedure will apply.

Company issued ICT Property Policy while on Parents Leave

All Information and Communications Technology issued to you for work purposes should be dealt with in line with the company
colleague welfare and company security policy as follows where applicable:
• Company email – update your out of office message appropriately when on leave. If you wish to receive company updates
and information by email, please contact HR with your personal email before commencing leave
• Company desktop phone – desktop phones should have updated voicemail messages with appropriate contact for the
duration of your leave.
• Company laptop – to be returned to your manager before commencing maternity leave; if on sick leave or health & safety
leave before commencing Maternity Leave, the same procedure applies, and you should contact HR to arrange for your laptop
to be collected or turned
• Company tablet / iPad – to be returned to your manager before commencing maternity leave; if on sick leave or health &
safety leave before commencing Maternity Leave, the same procedure applies, and you should contact HR to arrange for your
laptop to be collected or turned
• Company phone – as per the company mobile phone policy

50
• Company desktop PC - HR informed as part of the parental leave notification process; files should be backed up to the server
as any desktop files will be deleted. No personal information should be stored on your desktop PC as per our company Data Policy

GDPR
Records of Parents Leave taken will be retained on the colleague file as per the company GDPR retention policy.

6.7 FORCE MA JEURE LEAVE

Force majeure leave is short-term paid leave that colleagues can avail of to enable them to deal with family emergencies, resulting
from the sudden injury or illness of a family member once certain conditions have been met.

Entitlement:
An employee is entitled to paid leave owing to the urgent illness or injury of:
• a child
• a spouse/partner
• a person to whom he or she is in loco parentis
• a brother/sister
• a parent/grandparent
• a domestic dependant
Force Majeure leave does not give any entitlement to leave following the death of a close family member.
This entitlement applies only when the immediate presence of the colleague is indispensable at the place where the ill/injured
person is located. Entitlement to force majeure leave is limited to three days in any 12 consecutive months or five days in any 36
consecutive months. There is no service requirement for an employee to avail of force majeure leave.
Where the colleague must leave work during the day, regardless of the time of the day, it will be counted as a full day of force
majeure leave and the colleague must inform their manager prior to departure.

Applying for the leave:

Due to the nature of force majeure leave, prior notice cannot be given. However, you are required to inform the company as soon
as possible on the first day of absence. On return to work, you will need to discuss the reasons for taking the leave. You must also
complete the company force majeure notice document on return to work available from your manager.
Your manager will conduct a review of the application and will confirm whether the leave will be treated as force majeure leave.
Medical appointments for which your presence is necessary and for which you have prior knowledge will not be deemed eligible for
force majeure leave.

Abuse of Force Majeure Leave

Force Majeure Leave is granted solely for the purpose of providing leave in the event of colleagues’ family emergencies. If, at any
stage, the company suspects that force majeure leave is not being taken for the reason stated, the company retains the right to
deny force majeure leave if the colleague is found to be in breach of the policy and the disciplinary procedure will apply.

GDPR
Records of Force Majeure Leave taken will be retained on the colleague file as per the company GDPR retention policy.

6.8 CARER’S LEAVE

Under the Carer’s Leave Act (2001) colleagues are entitled to take temporary unpaid leave from employment for providing full-time
care and attention to a person requiring it. Colleagues with 1 year’s continuous service may be entitled to leave from employment

51
to care for a relevant person for a period of up to 104 weeks. Under this policy, the company retains the right to refuse requests for
periods of less than 13 weeks and in such circumstances will provide the colleague with an explanation.
The company will require receipt of a written decision from a Deciding Officer of the Department of Social Community and Family
Affairs before approving a period of carer’s leave. This written decision must deem the person for whom the colleague has applied
for carer’s leave, to be a relevant person in need of full-time care and attention.
The colleague must provide the company with a minimum of 6 weeks’ notice when requesting a period of carer’s leave (this may be
waived in exceptional/emergency circumstances). The company will prepare a confirmation document, which must be signed by
the colleague, ideally 2 weeks before the commencement date.
All employment rights are protected while an employee is on carer’s leave, except the right to remuneration. An employee
maintains the right to annual leave and public holidays’ entitlements solely for the first 13 weeks from the date of commencement
of carer’s leave.

Return to Work
Colleagues should inform the company four weeks before the end of the carer’s leave that they intend to return to employment on
the due back date. The company will facilitate colleagues to return to their normal job as far as is reasonably practical.

6.9 MEDICAL APPOINTMENTS

The company reserves the right to request that an employee attend the company’s Medical Advisor if there is a question over the
colleague’s fitness to work at any stage throughout the colleague’s employment with the company.
About personal appointments, wherever possible, routine doctor, hospital, dentist, optician or other necessary medical
appointments should be arranged outside working hours. If this is not possible every attempt should be made for the appointment
to be at the beginning or end of your working day. Advance notification of such appointments should always be given, except in
emergency situations. Managers have the right to ask for proof of attendance at such appointments. Where it is not possible to
rearrange hours to allow you to attend appointments which unavoidably fall within your working hours, you will not be paid for the
time attending these appointments. The above terms do not apply to ante-natal appointments.

6.9 BEREAVEMENT AND COMPASSIONATE LEAVE

The company understands that the loss of loved ones needs to be managed in a sensitive and caring manner. In the event of time
needed to be taken due to bereavement, then the company will grant time off with pay for compassionate / bereavement leave at
its discretion. Approval of such leave rests with the General Manager. While each case will be treated separately, the following
guidelines apply:
• in the case of a spouse/partner, parent, child, brother or sister, 5 days bereavement leave will be given
The company reserves the right to treat each case on an individual basis and additional days may be provided on a discretionary
basis. Where a funeral takes place on a non-working day or during annual leave, time off or payment is not granted.

52
 SECTION 7:
PERFORMANCE
MANAGEMENT
53
SECTION 7: PERFORMANCE MANAGEMENT
7.1 PERFORMANCE MANAGEMENT IN OUR HOTEL
Our Hotel strives to achieve top performance and service always. It is our policy to train and support all colleagues to carry out
their roles to a high standard and to the best of their ability.
We aim to ensure that all colleagues are engaged with and have a rewarding role in the business and have opportunities to develop
their potential, use their abilities and maximise their contribution. Continuous development is necessary to grow our capability at
both company and individual level to operate successfully in a dynamic and changing environment.

Communicating, engaging and consulting with colleagues are central to the success of the company. Our performance process is
just one key element in how we demonstrate this on an on-going basis.
Sections 3 and 9 of this handbook outline learning & development and communication polices in our hotel.

Feedback
All colleagues can expect to have on-going performance conversations and receive timely and balanced feedback on their
performance. It is the hotel policy that every colleague is entitled to performance feedback on a regular basis. Colleagues will be
supported to achieve the required high standard and should an employee face difficulty in meeting the standard expected there are
further procedures in place to address this.

The performance management process is a two-way continuous communication process which translates company goals into
individual accountabilities, provides measures and feedback to assess progress against goals and identifies how we can improve the
hotel performance.

Performance conversations
The purpose of performance conversation is for the manager and colleague to have an open coaching discussion about
performance expectations, actual performance, and the behaviours that make a difference to performance standards. These will
happen on a regular basis in a job chat format at least once a quarter

Review meetings
Formal reviews are also part of our process to step back and evaluate the progress made, document an employee’s overall
contribution and review development needs. At least two formal meetings will take place within the agreed timelines, typically
annually following probation.
Each performance review form will be signed by both the colleague and manager and placed in the colleague’s personnel file. The
colleague will have a copy of the signed form.

All parties are expected to adequately prepare for all performance meetings. In their own performance reviews, managers will be
held accountable for conducting performance reviews of those they manage.

Personal Improvement Plan (PIP)

A performance improvement plan is also referred to as a PIP and an alternative name is a performance action plan. When on the
job coaching by an employee’s manager for performance improvement is not successful, a personal improvement plan may be
applied to address the performance gap. A PIP outlines specific steps for the colleague to take to improve and goals for them to
work towards. It is a positive action to take as it is a way of making sure each individual is performing at their very best and if they
are not, then strategies can be put in place to support them in their personal and professional development.

54
7.2 DISCIPLINARY PROCEDURE
The Disciplinary Procedure is designed to provide an objective and consistent process to address issues of misconduct, capability
competence or qualifications, or failure to meet company standards relating to behaviour or performance.
In all cases of discipline, the colleague will have the right to a fair hearing.
The matter(s) will be fully and fairly investigated; you will be informed of the reason for the discipline and have full right to reply.
The Company will always strive to be balanced, not to pre-judge and to apply discipline in a consistent and honest manner.

Suspension
In cases of serious misconduct, management will carry out a full investigation. You may be suspended, with pay, pending a
full investigation.
It is important to remember that suspension is not a disciplinary sanction and does not prejudice the outcome of any subsequent
disciplinary investigation and hearing. Colleagues must make themselves available to be contacted and/or to return to work
during this time as per Rota and terms and conditions of employment and, unless specifically authorized to do so by a Manager of
appropriate authority, must not contact any colleague other than the Manager who notified the colleague of the suspension.

Location
Disciplinary investigations will always be carried out in a suitable private area.

Notice
You will receive at least 24 hours written notice of any meetings scheduled as part of the Disciplinary Procedure.

Representation
At all times throughout the disciplinary procedure, you will have the right to express your views and to have a work colleague of
your choice present if you so wish. The presence of your witness may aid you in airing your views, ensuring you get a fair hearing.

Separation of Process
The Investigation process is a three-step process which will be carried out by three separate members of the Management team
and it will be in accordance with the Principles of Natural Justice.
Information relating to the Investigation (including but not limited to the: Investigation Report and the Invite to the Investigation)
will be transferred to the Outcome Manager.
Relevant information relating to the investigation will be passed to:
• The Subject of Complaint
• Witnesses (if necessary)
• The Outcome Manager

Third Party
The Company reserves the right to appoint a third party to conduct the disciplinary process.

Data Protection
To comply with its obligation under employment legislations the Company reserves the right to refer any disciplinary matters to
outsourced professionals/ HR Consultancy. Any information forwarded may be processed by those parties. Information will be
made available to the WRC / The Department of Social Welfare / Revenue should they so request the same.

Confidentiality
All individuals involved in the disciplinary procedure should maintain absolute confidentiality on the subject.

55
Working Under Protest
Should a dispute arise in relation to the handling of a disciplinary, it is agreed that the colleagues concerned will continue to work
normally (under protest if necessary) pending resolution and exhaustion of the agreed disciplinary procedure.

Cooperation
Failure to attend scheduled disciplinary meetings without giving reasonable notice and a reasonable explanation will in itself be
considered a disciplinary matter.

Timeline
Any investigation will be completed as quickly as possible whilst ensuring fairness to both parties.

Appeal
You will have the right to appeal against any disciplinary action taken against you.
The Procedure consists of:

Pre-Disciplinary Counselling Discussion

Management will normally adopt an approach involving coaching and advice in relation to minor infringements and will try to find
positive means of resolving problems, in order that the morale and potential of the individual will not be damaged.
Where there is an incident of minor misconduct, or a minor reduction in satisfactory performance, the Manager may, in the first
instance, discuss it with the team member and give guidance on how to improve. This is called informal counselling.
Counselling team members is a normal part of a manager’s role and should not be viewed as something which inevitably leads to
disciplinary action.
If performance and/or conduct has not been sufficiently improved or she/he has failed to meet any of the Company’s performance
or conduct standard within the specified time scale, then the formal procedure will be invoked as outlined below.

Disciplinary Investigation
• In all cases of poor performance and/or conduct a disciplinary investigation will be held.
• The team member will be invited to attend a Disciplinary Investigation Meeting.
• The team member will be advised in advance via the Disciplinary Investigation invitation where the allegation exists.
• The team member will be given the opportunity to respond in the Disciplinary Investigation Meeting.
• Witnesses may be invited to attend to provide an account, if necessary.
• The Disciplinary Investigation Manager (conducting the disciplinary investigation meeting) may decide to progress the issue to
the disciplinary outcome stage if the allegation is founded.
• The Disciplinary Investigation Manager will draft a report (Disciplinary Investigation Report) on their findings.

Outcome
• The Disciplinary Investigation Manager will provide the report to the Disciplinary Outcome Manager.
• The colleague will be invited to attend a Disciplinary Outcome Meeting and will be provided with a copy of the report.
• The colleague will be given the opportunity to respond to the Disciplinary Investigation Report.
• The Disciplinary Outcome Manager will take time in which to decide on the appropriate outcome of the investigation.
• The outcome of the disciplinary will be confirmed to the team member in writing after the Disciplinary Outcome Meeting.

56
Sanctions
The Company reserve the right to skip stages of the below sanctions in line with the severity of the breach of company procedures.
• Stage 1 - Verbal Warning: An employee whose work, conduct or attitude becomes unsatisfactory will be given a verbal warning
by his/her manager. This warning will be recorded in the colleague’s personal file for a period of six months.
• Stage 2 - Written Warning: If the colleague’s conduct, performance or attitude remains unchanged or further incident
requiring disciplinary action arises, the manager will give a second warning. This warning will be confirmed in writing to the
colleague and a copy also kept in the colleague’s personal file for a period of twelve months.
• Stage 3 - Final Written Warning: On this occasion or further incident requiring disciplinary action arising, the colleague will be
given a set period to improve performance and will be informed of the consequences if no improvement occurs or further
incident requiring disciplinary action arises. This written warning will be issued to the colleague and a copy kept on the
colleagues file for a period of twelve months.
• Stage4 –Suspension without pay: If the times limit set at the final written warning stage expires and there is no evidence of
significant improvement on the part of the colleague or further incident requiring disciplinary action has arisen, then the
colleague may be suspended without pay for a period of up to two months, as deemed appropriate by the management. The
action will be issued to the colleague and a copy kept on the colleagues file for a period of twelve months.
• Stage 5 - Dismissal: If the time limit set at the final written warning stage expires and there is no evidence of significant
improvement on the part of the colleague or further incident requiring disciplinary action has arisen, then the colleague will be
dismissed, as deemed appropriate by management.

Warning Timeframes
All warnings are valid for the period outlined above from date of issue.

Serious Misconduct
If you are guilty of serious misconduct you will be:
• Given a final warning or
• Suspended without pay or
• Dismissed from your employment.

NOTE: In cases of serious misconduct, management will carry out a full investigation. You may be suspended pending full investigation.
The following list contains the principle matters under the heading of Serious Misconduct. Any other acts, omissions, negligence or
breaches of normal codes of discipline, if considered serious, will be dealt with under the heading of Serious Misconduct.
The list below is non exhaustive or exclusive
• Failure to observe the requirements of the rules in relation to serving relatives and friends, staff purchases, right of search or
failure after training to observe the register procedure.
• Theft or fraud or attempted theft or fraud if proven to our satisfaction. This applies equally to the property of the Company
suppliers, staff members, clients and social committee/fund.
• Breach of our Honesty Policy.
• Unauthorized personal use of the Company facilities or resources. Selling, attempting to sell or promoting the sale of non-
hotel merchandise while on our premises.
• Wilful damage to the Company property/equipment or the property of another staff member, client or supplier.
• Failure to comply with our Safety and Health Regulations and to comply with responsibilities as an employee under the Health,
Safety and Welfare at Work Act 2005. This will include Dangerous practice whilst on our premises including horseplay or
smoking in any area where smoking is not allowed.
• Failure to comply with HACCP / Food Hygiene Practices

57
• Negligent practice in the use of equipment such as working without guards or working in a generally unsafe manner.
• Breach of our policy on illegal drugs/substance abuse.
• Physical assault or fighting whilst on Hotel premises.
• Making or supporting false allegations of personal accidents/injury at work.
• Absence from work without leave (unless bona fide sickness supported by medical certificates).
• False or misleading explanations for absence.
• Wilful and unreasonable refusal to obey a legitimate instruction given by a Supervisor, Department Manager or other member
of Management.
• Abusive, threatening or insubordinate behaviour towards Management or colleagues
• Rudeness or serious inappropriate behaviour at any time to guests or colleagues i.e., breaches of Guest Care Policy.
• A breach of the Dignity and Respect at Work Policy including bullying, sexual Harassment, and/or harassment.
• A breach of the Employment Equality Acts 1998-2015 and Employment Equality Act 1998 (Code of Practice) (Harassment)
Order 2012
• Industrial Relations Act 1990 (code of Practice for Employers and Colleagues on the Prevention and Resolution of Bullying at
Work) Order 2020
• Breach of our Honesty Policy
• Breach of Trust, the company places the utmost trust and confidence in its colleagues. Where there is a deliberate breach of
trust, failure to act, misrepresentation or failure to disclose critical information which has the effect of breaching a statutory
obligation and/or damages or has the potential of damaging the reputation of the hotel and/or Group, it may constitute gross
misconduct. A breach of trust can be a once off act or a series of acts.
• Physical assault or fighting whilst on Company premises.
• Making or supporting false allegations of personal accidents/injury at work.
• Absence from work without leave (unless Bonafide sickness supported by medical certificates).
• False or misleading explanations for absence.
• WillfulandunreasonablerefusaltoobeyalegitimateinstructiongivenbyaSupervisor, Department Manager, or other member of
Management.
• Abusive, threatening, or insubordinate behaviour towards Management or colleagues
• Rudeness or serious inappropriate behaviour at any time to guests or colleagues, i.e., breaches of Guest Care Policy.
• Making malicious or vexatious complaints against the Company and/or other parties
• Misuse of computers or the internet or their use for personal use.
• Watching pornography on either company devices or personal devices whilst at work
• Distributing pornographic or inflammatory material whilst at work
• Viewing pornographic material on company devices outside of the workplace
• Any act of unlawful discrimination or breach of the Company’s Equal Opportunities Policy
• Any breach of the Licensing and Excise Laws
• Misuse of clocking system.
• Conduct which brings our good name into disrepute.
• Inappropriate conduct/behaviour outside or inside working hours, including but not limited to where you are representing the
Company, which may bring the Company’s name into disrepute
• Conviction by a Court of Law for any serious criminal offence considered damaging to the Company or our colleagues.
• Unreasonable refusal to attend job related training programmes/courses.
• Failure to complete properly defined documentation procedures and/or falsification of such documents.
• Giving false or misleading information on your employment application form.

58
• Failure to notify the company of any other means of employment in which you are engaged
• Accepting loans or gifts without official permission which could be constructed as a bribe or corrupt reward
• Sleeping at any time during working hours

Appeal
You will have the right to appeal against any disciplinary action taken against you. Either party can appeal the decision of the formal
investigation in writing within seven working days. This will be conducted by the Appeal Manager.
You will have only one right of appeal and the outcome of this appeal is final. If the colleague is unhappy with the outcome of the
disciplinary investigation further to the appeal, the issue may be processed through the normal industrial relations mechanisms.
Please note that colleagues are obliged to exhaust the internal procedures before proceeding to a third party.
The principles of GDPR will be maintained at all times.

Colleague Files
Any expired sanctions will be removed from your colleague file.

Colleague Assistance
At all stages where the Disciplinary procedures are invoked, we acknowledge that all parties may require some support. Please
contact HR for further information.

7.3 GRIEVANCE PROCEDURE

For various reasons, grievances can arise between the Company and its team members, and between team members and team
members. When such grievances arise, it is in everyone’s interest to have them resolved without delay. For that reason, the
Company has developed this Grievance Procedure so that you know what to do if you are unhappy about any aspect of your
employment with us.
It is expected that most of grievances will be resolved prior to these steps being taken, through our ‘open door’ approach to problem
solving and your manager’s interest in your well-being, but on occasions where this does not happen, it is important to follow this
procedure.
There is both an informal and formal procedure to deal with any colleague grievances and any issues of bullying/harassment at work.
Any investigation will be completed as quickly as possible.
Should a dispute arise in relation to the handling of a grievance, it is agreed that the colleagues concerned will continue to work
normally (under protest if necessary) pending resolution and exhaustion of the agreed Grievance Procedure.

Informal Procedure
While in no way diminishing the issue or the effects on individuals, an informal approach can often resolve matters. As a rule,
therefore, an attempt should be made to address grievances and an allegation of bullying/harassment as informally as possible by
means of an agreed informal procedure.
The objective of this approach is to resolve the difficulty with the minimum of conflict and stress for the individuals involved. The
informal procedure has two options available to assist in resolving grievances.
The two options in the informal procedure are:
I. Any colleague who has a grievance or who believes he/she is being bullied/harassed should explain clearly to the respondent(s) that
the behaviour in question is unacceptable. There will be no negative recourse for either party.
II. In circumstances where the complainant finds it difficult to approach the respondent(s) directly, he or she should seek help and
advice, on a strictly confidential basis, from a colleague, supervisor, manager or HR contact. This is referred to as a Secondary Informal
Procedure.
• This could involve the contact person approaching the Respondent(s) on the Complainants behalf and advising them that an informal
complainant has been received against them.
• It is important that there are clear and detailed examples of the behaviour in the complaint.
• The contact person will explain the nature and seriousness of this complaint to the Respondent outlining the grievance policy to them.

59
• A meeting between the parties will be facilitated, in an informal manner so that both sides have an opportunity to discuss their issues.
• The aim is to get the Respondent(s) to understand the effect that their behaviour has had on the Complainant and overall to get an
apology and commitment from the individual that it will never happen again.
• A note of the complaint, meetings and outcomes will be taken.
• In addition, the aim is to ensure that both parties can work together going forward and ensure there is a commitment from both on
agreed outcomes.
A complainant may decide, for whatever reason, to bypass the informal procedure. Choosing not to use the informal procedure will
not reflect negatively on a complainant in the formal procedure.

Mediation
Mediation is a process whereby an independent, neutral mediator assists parties to come to an agreement through collaborative
engagement. It is not about blame, but about understanding the conflict and finding agreed ways of future interaction and
behaviour. The most important principles of mediation are voluntariness, impartiality, and confidentiality. It can be a very effective
process for addressing bullying and harassment issues and interpersonal disputes. Mediation requires the voluntary participation
and co-operation of the parties to the complaint. Where mediation is availed of, the following applies:
• An independent mediator must be agreed by both sides.
• Mediation does not deny the right to a full investigation at a later date.
• The information that arises in mediation is confidential and cannot be used later in an investigation.

Formal Procedure
If an informal approach is inappropriate or if after the informal stage, the grievance or the bullying/harassment persists, the
following formal procedures should be invoked:
If an informal approach is inappropriate or if after the informal stage, the grievance persists, the following formal procedures
should be invoked.
• In all cases of grievance all colleagues will have the right to a fair hearing.
• The matter(s) will be fully and fairly investigated; and all colleagues involved will have the full right to reply.
• Statements will be taken from all parties including the named parties and witnesses. These statements will be provided to both
the Complainant and the Respondent along with all other relevant evidence being relied upon during the investigation.
• The Company will always strive to be balanced, not to pre-judge and to apply the procedure in a consistent and honest manner.

Location
Formal Grievance meetings will always be carried out in a suitable private area.

Notice
You will receive at least 24 hours written notice of any meetings scheduled as part of the Disciplinary Procedure.

Representation
At all times throughout the formal Grievance Procedure, you will have the right to express your views and to have a work colleague
of your choice present if you so wish. The presence of your witness may aid you in airing your views or act as a witness thus,
ensuring you get a fair hearing.

Separation of Process
The formal Grievance Investigation process is a three-step process which will be carried out by three separate members of the
Management team and it will be in accordance with the Principles of Natural Justice.
Information relating to the Investigation (including but not limited to the: Investigation Report and the Invite to the Investigation)

60
will be transferred to the Outcome Manager.
Relevant information relating to the investigation will be passed to:
• The Subject of Complaint
• Witnesses (if necessary)
• The Outcome Manager

Third Party
The Company reserves the right to appoint a third party to conduct the Grievance process.

Data Protection
To comply with its obligation under employment legislations the Company reserves the right to refer any grievance matters to
outsourced professionals/ HR Consultancy. Any information forwarded may be processed by those parties. Information will be
made available to the WRC / The Department of Social Welfare / Revenue should they so request the same.

Confidentiality
All individuals involved in this Grievance Procedure should maintain absolute confidentiality on the subject.

Working Under Protest

Should a dispute arise in relation to the handling of a grievance, it is agreed that the colleagues concerned will continue to work
normally (under protest if necessary) pending resolution and exhaustion of the agreed Grievance Procedure.

Cooperation
Failure to attend scheduled grievance meetings without giving reasonable notice and a reasonable explanation will be considered a
disciplinary matter.

Timeline
Any grievance investigation will be completed as quickly as possible whilst ensuring fairness to both parties.

Appeal
You will have the right to appeal against any grievance finding. Either party can appeal the decision of the formal investigation in
writing within seven working days.

Grievance Investigation
• The Complainant should make a formal complaint in writing to his/her immediate supervisor, or if preferred, any member of
management. The complaint should be confined to precise details; including actual incidents with dates/times.
• The investigation should be conducted by either a designated member or members of management or, if deemed appropriate,
an agreed third party. This role is called the Grievance Investigation Manager(s).
• The investigation should be conducted thoroughly, objectively, with sensitivity, utmost confidentiality, and with due respect for
the rights of both the complainant(s) and the respondent(s).
• The investigation should be governed by terms of reference. The parties will be provided with these terms of reference. If any
party has a disagreement with the terms of reference this must be stated at the commencement of the process for resolving in
advance.
• The Grievance Investigation Manager(s) should meet with the complainant(s) with a view to establishing the facts surrounding
the allegation (s).
• The Respondent(s) should be notified in writing that an allegation has been made against them. The Respondent(s) should
be invited to an investigation meeting where a copy of the Complainant’s original statement and a copy of the Grievance

61
 Investigation Minutes are enclosed. The Grievance Investigation Manager(s) will meet with the respondent with a view to
establishing the facts surrounding the allegation (s).
• The Grievance Investigation Manager(s) should meet with any witnesses on an individual confidential basis with a view to
establishing the facts surrounding the allegation(s).
• On completion of the investigation, the Grievance Investigation Manager(s) should submit a Preliminary Investigation Report to
the Complainant(s) and Respondent(s). This will be the final opportunity to review and make any additional comments on the
preliminary findings as both parties deem fit before a finalized Grievance Investigation Report is issued to both parties and the
Grievance Outcome Manager(s).
• The Complainant(s) and the Respondent(s) should then be issued with a Final Grievance Investigation Report outlining the
findings of the investigation.

Grievance Outcome
• The Grievance Investigation Manager will provide the Final Grievance Investigation Report to the Grievance Outcome Manager.
• Both parties will be invited to attend a Grievance Outcome Meeting and will be provided with a copy of the report.
• Both parties will be given the opportunity to respond to the Grievance Investigation Report.
• The Grievance Outcome Manager will take time in which to decide on the appropriate outcome of the investigation.
• The outcome of the Grievance will be confirmed to the parties in writing after the Grievance Outcome Meeting.

Outcomes
• Upheld: Should the Grievance Outcome Manager decide that the complaint is well founded; a recommendation should be
made within the Report to progress the issue through the disciplinary procedure. The Subject of Complaint will then be subject
to the Company Disciplinary Procedure, which will be conducted at the Disciplinary Outcome Stage by a Disciplinary Outcome
Manager. Please revert to the Company Disciplinary Procedure for further details.
• Non-Colleague: If a complaint is upheld against a non-colleague the report will recommend appropriate sanctions against the
non-colleague or his/her employer.
• Not Upheld: Where a complaint is not sustained, no action will be taken against a Complainant provided that the complaint
was made in good faith.
• Malicious: In the interest of all colleagues, any malicious or vexatious complaints will be treated very seriously and may lead
to disciplinary action against the Complainant. Please revert to the Company Disciplinary Procedure for further details. Where
a complaint is deemed malicious/ vexatious, the Complainant will be subject to the Company Disciplinary Procedure, which will
be conducted at the Disciplinary Outcome Stage by a Disciplinary Outcome Manager.

Appeal
• Either party can appeal the decision of the formal investigation in writing within seven working days. The grounds of appeal
must be noted in writing when requesting an appeal.
• This will be conducted by the Grievance Appeal Manager.
• The colleague that appeals will be invited to attend a Grievance Appeal Meeting.
• The Grievance Outcome Manager will take time in which to decide on the appropriate outcome of the appeal, taking into the
account the appeal grounds.
• The outcome of the appeal will be confirmed to the colleague in writing after the Grievance Appeal Meeting.
• You will have only one right of appeal and the outcome of this appeal is final. If the colleague is unhappy with the outcome of
the grievance process further to the appeal, the issue may be processed through the normal industrial relations mechanisms.
• Please note that colleagues are obliged to exhaust the internal procedures before proceeding to a third party.
The principles of GDPR will be maintained at all times.

Colleague Assistance
At all stages where the grievance procedures are invoked, we acknowledge that all parties may require some support. Please
contact HR for further information.

62
63
 SECTION 8: DIGNITY
AND RESPECT AT WORK

64
SECTION 8: DIGNITY AND RESPECT AT WORK
8.1 DIGNIT Y & RESPECT AT WORK POLICY
This policy for dignity at work is a declaration of our commitment to creating and maintaining a positive work environment.
Our hotels are committed to working together to maintain a positive workplace environment that encourages and supports mutual
respect for each individual. We encourage a culture of good leadership, involvement, open and transparent communication,
intolerance of inappropriate behaviours, training of teams on acceptable behaviour and conduct. We encourage a culture where
colleagues are comfortable raising an issue of concern and treating them in a supportive, effective and fair manner.
All individuals, whether directly employed or contracted by us, have a duty and a responsibility to uphold this Dignity and Respect
at Work policy. Supervisors and managers in the workplace have a specific responsibility to promote its provisions.

8.2 DIVERSIT Y & INCLUSION

Our hotels are committed to a workplace environment that promotes diversity and inclusion and creates an open and inclusive
culture where everyone feels valued.
We believe that embracing equality and diversity in the workplace benefits not just the hotel but also individual colleagues and our
guests. All our colleagues bring their own background, work style, distinct capabilities, experience and characteristics to their work.
We recognise that our talented and diverse workforce reflects the diversity of our customers and markets, and we want to utilise
the widest range of skills, knowledge and experience in our business while complying with legislation.

We recognise that a “one-size-fits-all” approach to managing people does not achieve fairness and equality of opportunity for
everyone. As well as treating people with dignity and respect, our hotel strives to create a supportive environment in which all
colleagues can flourish and reach their full potential, regardless of differences, experience or education. Harnessing the wide range
of perspectives this diversity brings, promotes innovation and helps make us more creative and competitive.
We are committed to an inclusive working environment which respects diversity of characteristics including but not limited
to sexual orientation, age, gender, race, ethnicity, disability, civil status, personality, thinking style and religious beliefs. We will
formulate and implement policies and practices that value diversity, provide equality of opportunity and ensure that no job
applicant, colleague, customer or business associate receives less favourable treatment. We will also ensure that other policies and
practices reflect our commitment to treating people fairly, promoting an integrated way of working and respecting the dignity of
colleagues at all times.
In addition, we are committed to providing a safe working environment for all colleagues. We will ensure that any reasonable
accommodations are made that will enable colleagues with a disability to carry out their duties efficiently and effectively.

Complaints
We are committed to follow and apply the Employment Equality Acts 1998-2015, the Code of Practice for Employers and Employees on
the Resolution and Prevention of Bullying at Work 2021, Employment Equality Act 1998 (Code of Practice) (Harassment) Order 2012.
Colleagues who believe they have suffered bullying, harassment, discrimination, or victimisation are entitled to raise matters
through the appropriate Colleagues grievance procedures. A copy of these policies/procedures is included in section 7 of this
handbook. Complaints will be treated seriously and will be dealt with in a confidential, expeditious manner in as far as reasonably
practicable. Colleagues who make complaints will not be victimised for doing so.
Should an employee experience or observe unwanted conduct, he or she is encouraged to raise the issue so that it can be resolved
speedily. Informal and formal procedures are in place to deal with the issue of bullying or harassment at work through the grievance
procedure as outlined in section 7 of this handbook.

8.3 EQUAL STATUS POLICY

Introduction
The purpose of this equal status policy is to outline the commitment of our hotels in preventing discrimination, accommodating
diversity, and promoting equality.

65
Reference
This policy is developed with reference to the Equal Status Acts 2000 to2015 (“the Acts”) which prohibit direct and indirect
discrimination (including sexual harassment and harassment, victimisation, and reasonable accommodation for guests with
disabilities) in the access to and the provision of goods and services and accommodation in our businesses.
The grounds on which discrimination is outlawed by the Acts are as follows:
1. ‘The gender ground’
2. ‘The civil status ground’ (formerly marital status)
3. ‘The family status ground’
4. ‘The sexual orientation ground’
5. ‘The religion ground’
6. ‘The age ground’
7. ‘The disability ground’
8. ‘The ground of race’ (includes ‘race, colour, nationality or ethnic or national origins’)
9. The Traveller community’ ground
10. “The housing assistance” ground (only in the provision of accommodation)

Scope
This policy applies to:
• All colleagues of the company
• All subcontractors of the company
• Guests using the services of the company

Policy
This policy reflects the commitment of the company to ensure that the service provided:
• Is free from discrimination, sexual harassment, harassment, or victimisation
• Accommodates diversity across the ten grounds (listed above), covered by the equality legislation and meets needs that are
specific to groups of our guests, visitors, and suppliers
• Makes reasonable accommodation for guests, visitors, and suppliers with disabilities
• Seeks to benefit all guests from across the nine grounds by promoting equality and implementing positive action where
necessary.
This organisation will not tolerate discrimination, sexual harassment, harassment, or victimisation of guests, visitors, and suppliers
by colleagues and non-colleagues, such as other guests and business contacts. Such behaviour may lead to disciplinary action
(in the case of colleagues) and to other sanctions such as suspension of contracts or exclusion from premises (in case of non-
colleagues). This company seeks to ensure that the needs, identities, experiences, and situations of guests from the groups covered
by the equality legislation are considered in business planning, service design and corporate development strategies.

Training
This policy is read and operated in conjunction with the company’s policy on employment equality, Dignity and Respect at work and
all Safety, Health & Welfare policies for guests and colleagues. Training is provided to colleagues on Dignity and Respect at work
and the provisions of this policy along with the skills to implement same.

Responsibility
It is recognised that this equal status policy places responsibility on management and on colleagues, individually and collectively.
This policy will be circulated to all colleagues to ensure their awareness of their responsibilities in this area.

66
Complaints
A complaints procedure is established under this equal status policy. This company will treat all complaints by guests, visitors and
suppliers with fairness and sensitivity and in as confidential a manner as possible.

Related Policies
This policy should be read and is operated in conjunction with the organisation’s employment equality policy, Dignity & Respect
policies incl. sexual harassment and harassment (in relation to colleagues) and all safety, health, and welfare policies.

8. 4 HAR ASSMENT
Harassment on the grounds of gender, civil status, family status, sexual orientation, religious belief, age, disability, race, or
membership of the traveller community is defined as any unwanted conduct that has the purpose or effect of violating a
person’s dignity and creating an intimidating, hostile, degrading, humiliating or offensive environment for the person. The
unwanted conduct may consist of acts, requests, spoken words, gestures, or the production, display or circulation of written
words, pictures or other material.
How the person feels about the behaviour can decide what constitutes harassment. For example, a simple joke to one person may
not be interpreted the same way by another person. The person may feel it was an unwanted joke which they felt violated their
dignity or they would argue that it created an offensive environment as a result of the joke.
Examples of harassment include:
• Verbal harassment – jokes, comments, ridicule or songs
• Written harassment – including text messages, emails or notices
• Physical harassment – jostling, shoving or any form of assault
• Intimidatory harassment – gestures, posturing or threatening poses
• Visual displays such as posters, emblems or badges
• Excessive monitoring of work
• Isolation or exclusion from social activities
• Unreasonably changing a person’s job content or targets
• Pressure to behave in a manner that the colleague thinks is inappropriate, for example being required to dress in a manner
unsuited to a person’s ethnic or religious background.
The examples stated in this policy are not an exhaustive list and the company reserves the right to take action against these and
other inappropriate behaviours.

8. 4 SEXUAL HAR ASSMENT

Sexual harassment is any form of verbal, non-verbal or physical conduct of a sexual nature that has the purpose or effect of
violating a person’s dignity and creating an intimidating, hostile, degrading, humiliating or offensive environment for the person.
This includes same-sex sexual harassment. The unwanted conduct may consist of acts, requests, spoken words, gestures, or the
production, display or circulation of written words, pictures or other material.
The laws governing sexual harassment are concerned with the effect the conduct has on the victim and not the intention of the
alleged person who has committed this conduct. The Code of Practice also outlines “it is an essential characteristic of sexual
harassment that it is unwanted by the recipient, that is for each individual to determine what behaviour is acceptable to them and
what they regard as offensive”.
Unlike bullying, which must relate to “repeated inappropriate behaviour”, sexual harassment can exist of a single once-off incident.
Examples of sexual harassment include:
• sexual gestures;
• displaying sexually suggestive objectives, pictures, calendars;
• sending suggestive and pornographic correspondence, including e-mails or text messages;

67
• unwelcome sexual comments and jokes;
• Unwelcome physical conduct, such as pinching, unnecessary touching, etc.
The examples stated in this policy are not an exhaustive list and the company reserves the right to take action against these and
other inappropriate behaviours.

8.5 BULLYING
Workplace bullying is defined as “repeated inappropriate behaviour, direct or indirect, whether verbal, physical or otherwise,
conducted by one or more persons against another or others, at the place of work and/or in the course of employment which could
reasonably be regarded as undermining the individual’s right to dignity at work. An isolated incident of the behaviour described in
this definition may be an affront to dignity at work but as a once-off incident is not considered to be bullying.”

An isolated incident of the behaviour described in this definition may be an affront to dignity at work, but, as a once off incident, is
not considered to be bullying.
Examples of bullying include:
• Exclusion with negative consequences
• Verbal abuse/insults
• Being treated less favourably than employees in similar roles
• Belittling a person’s opinion
• Disseminating malicious rumors, gossip, or innuendo
• Socially excluding or isolating a person within the work sphere
• Intrusion – pestering, spying or stalking
• Intimidation/aggressive interactions
• Excessive monitoring of work
• Withholding information necessary for proper performance of a person’s job
• Repeatedly manipulating a person’s job content and targets
• Blaming a person for things beyond their control
• Use of aggressive and obscene language
• Other menacing behaviour

The examples stated in this policy are not an exhaustive list and the company reserves the right to take action against these and
other inappropriate behaviours.
Objective criticism and corrections that are intended to provide constructive feedback to an employee are not usually considered
bullying, but rather are intended to assist the colleague with their work.
Examples of what is not considered bullying include:
• Expressing difference of opinion strongly
• Offering constructive feedback, guidance, or advice about work-related behaviour which is not of itself welcome
• Ordinary performance management
• Reasonable corrective action taken by an employer or supervisor relating to the management, direction of colleagues (for
example, managing a worker’s performance, taking reasonable disciplinary actions, or assigning work), or
• Workplace conflict where people disagree with or disregard the other’s point of view.

68
The examples stated in this policy are not an exhaustive list and the company reserves the right to take action against these and
other inappropriate behaviours.

Breaches of the Dignity and Respect at Work policy

Discrimination, bullying, harassment and victimisation will not be tolerated in our company. Breaches of the company’s and Dignity
and Respect at Work policy may be regarded as misconduct or serious misconduct and may be subject to disciplinary action under
the disciplinary procedure.
In addition, should colleagues feel that they have not been treated fairly with regard to employment equality, they may utilise the
grievance procedure.

Victimisation
Colleagues will not be penalised, treated less favourably or subject to other adverse treatment because of pursuing rights by
way of taking action, supporting action, or giving notice of intention to take or support action under equality legislation of its
implementation and operation in creating a truly integrated workplace.
If an employee is found to victimise another colleague, this may result in disciplinary action which could result in a sanction of up to
and including dismissal.
Colleagues should be aware that making a false allegation deliberately and in bad faith will be treated as misconduct and dealt with
under our disciplinary procedure. Pursuance of complaints through these internal procedures does not prejudice an employee in
pursuing matters through other available means.

8.6 POSITIVE ACTION TOWARDS DISABILIT Y

Our hotels are committed to a policy of equality of opportunity for all colleagues. The company will strive for recruitment,
employment, training and promotion practices that are free of barriers, both systemic and deliberate; and that do not directly or
indirectly discriminate against people generally and against people with disabilities in particular.
Our hotel, in keeping with its promotion of equality of opportunities in the employment and selection of team, will not discourage
those with disabilities. Decisions to appoint a job candidate will be based on that candidate’s abilities vis-à-vis the competence,
qualifications and qualities needed to carry out the role.

We are committed to providing a safe working environment for all colleagues. We will ensure that any reasonable accommodations
are made that will enable colleagues with a disability to carry out their duties efficiently and effectively.

We will provide equal access to training and development for colleagues with disabilities, and will also ensure that, where possible,
colleagues with disabilities are facilitated in making a full contribution, through the alteration of workstations and the adjustment or
modification of equipment.

All colleagues have a duty to ensure that provisions in relation to staff with a disability are adhered to. Our hotel is committed to
ensuring that all colleagues receive training in this regard.

In addition, we are committed to:

• developing positive measures to encourage the recruitment, development and retention of people with disability and to make
every effort to ensure the continued employment of any colleague who becomes disabled while working for our hotel
• developing the skills and potential of colleagues with disabilities to the full and offer training and promotion opportunities
according to their abilities and potential
• working with colleagues to regularly review work practices to ensure they do not exclude people with disabilities
• including in recruitment advertising a clear statement encouraging people with disabilities to apply and a commitment to
interviewing all qualified candidates with disabilities
• inviting local disability employment groups to present to the hotel
• being recognised by the community as one which provides good employment opportunities for people with disabilities
• performing a comprehensive access audit on company premises to ensure our workplace is accessible for everyone
• Taking into consideration the special needs of customers, suppliers, job candidates and other visitors to the workplace.

69
 SECTION 9:
COMMUNICATIONS
AND CONSULTATION
70
SECTION 9: COMMUNICATIONS AND
CONSULTATION
9.1 COMMUNICATIONS POLICY
Introduction
Our Company values colleagues and acknowledges that colleague awareness and involvement is crucial to the ongoing success of
our hotel.
Therefore, we will continue to endeavour to give colleagues the opportunity to receive relevant information on business progress,
and to facilitate situations whereby colleagues may offer feedback through various means of upwards communication, with the aim
of continually improving the channels and quality of communication.

Purpose
The purpose of this policy is to ensure that communication with all colleagues is effective, meaningful, appropriate and timely.

Scope
This policy applies to all colleagues, without exception, at all locations.

This policy sets out the following:

• subject matter for information and consultation
• communication channels
• communication framework
• participation and involvement
• review arrangements

Subject matter for information and consultation

Our Company aims to provide colleagues with relevant and current information, using the most appropriate channel, and to engage
in consultation as appropriate on the following areas:
• business mission and strategy;
• business performance;
• department performance;
• department plans;
• changes which may affect colleague numbers;
• market updates;
• training and development;
• health and safety;
• working environment.

71
Information will be provided through normal communications channels, as soon as possible, after the reason becomes clear
in order to facilitate feedback from colleagues and a response from the Company as required by the Employers (Provision
of Information (Consultation) Act 2006. As some channels are more frequent than others, the channel used will be the most
effective and timely.
This agreement does not require the Company to consult colleagues on matters regarding which it already has a separate
legal obligation to consult them. This will include business asset transfers, collective redundancy situations, health and safety
and pensions.
This agreement does not apply to matters of individual concern, including salary and bonus entitlements, individual
disciplinary matters, or grievances, which should be addressed under the company’s grievance policy. Support in dealing
with individual colleague matters and in raising grievances, under the company’s grievance policy, is available from Human
Resources. This agreement does not prevent the Company from using existing or new channels of communication and/or
consultation not referred to here.

Communication channels
The Company aims to use the most effective and appropriate media for communicating with colleagues, which will include some or
all of the following:
1. Quarterly team briefings from the GM
2. departmental team meetings
3. Team Appreciation Events
4. Email updates
5. Annual performance review
6. Canteen Notice Boards/ Smart TV Presentations regularly updated with current news & vacancy opportunities

Communication framework
It is our commitment to you that we will establish and maintain the following framework and continuously strive to improve our
processes. All colleagues will have access to some or all of the following:

Quarterly team briefings on overall business update

These quarterly updates will comprise of information relating to overall company performance.

On-line engagement surveys

The colleague engagement survey takes place twice per year. This survey allows for a participative environment, whereby
colleagues can offer constructive feedback, and the company will endeavour to continually respond to this feedback.

Team meetings
Team meetings will take place, at least monthly. Some departments will require more regular team meetings. Team meetings will
cover topics relevant to the particular team, such as current workload, deadlines, issues and as a means for management to relate
specific and relevant company information, filtered from senior management meetings and various other sources.

Written communication
This format will be utilised when correspondence is direct to the colleague and in relation to specific matters relevant to individual
colleagues.

Review of arrangements
This agreement will be reviewed on an annual basis.

Colleagues’ commitment to confidentiality

Colleagues will use the communications and consultation process in good faith, cooperate with the company, and will not attempt
to use it for any ulterior purpose. The Company has an absolute discretion not to disclose information under this agreement that it
considers would be harmful to its interests if disclosed, including but not limited to information that is share price sensitive.

72
Colleagues will keep all information provided to them under this agreement confidential and not disclose it to anyone who is not
a colleague, unless it is already in the public domain, or the Company has already given its authorization for the information to
be disclosed.
Some information provided to colleagues may constitute confidential information under their employment contract.
Breach of these or other confidentiality requirements may lead to disciplinary action in accordance with the company’s
disciplinary policy.

9.2 COLLEAGUE CONSULTATION & INFORMATION COMMITTEE

The Company identifies that our people are at the heart of our business. Therefore, we will continue to endeavour to give
colleagues the opportunity to receive relevant information on business progress and facilitate situations whereby colleagues may
offer feedback through various means of upwards communication, with the aim of continually improving the channels and quality
of communication.
Employment legislation provides colleagues with rights to be informed and consulted about developments in the workplace, so we
have introduced hotel Colleague Consultation & Information Committees (ECIC) to communicate and negotiate with colleagues.
The ECIC is made up of elected departmental representatives acting on behalf of their departments. Elections will be held normally
each year whereby colleagues in each department should vote to elect their representative. Once the committee is confirmed a
Chairperson will be elected. There will be a minimum of 4 meetings per year. The HR Manager will assist the committee to schedule
times and dates of the meetings to suit all. The committee will also include representation from the management team.
Examples of topics to be discussed are as follows:
• Business mission and strategy
• Company business performance to date
• Developmental or refurbishment plans in the hotel
• Changes which may affect Colleague numbers
• Market Updates
• Health & Safety and general legislative issues
• Training & Development Opportunities
• Guest Care
• Any upcoming changes to company policy
• Energy Conservation
• Rewards & Benefits
• Innovation

This is not an exhaustive list and if the representatives wish to raise an issue, they should have this placed on the agenda
for the meeting.
The role of the Nominated Departmental Representative is as follows:
• They should be briefed of their role as Department Representative to represent their department as nominated as per the
published agenda
• They should be sure to be available for the meetings and if not to arrange a substitute from the department, who is fully
briefed on the department requirements for the meeting
• They should also actively participate at the meetings and act to implement any initiatives agreed
• Representatives should communicate all points raised at the meeting with other colleagues in their department and the
minutes from the meetings should be displayed in a suitable area in the department
• Comply with the Hotel confidentiality policy by keeping all information provided to them under this information and
consultation process confidential and not disclose it to anyone who is not an employee
Meetings are held regularly but no later than 1 per quarter every year.

73
9.3 ELECTRONIC COMMUNICATIONS, IT & SOCIAL MEDIA POLICY
• Electronic Communications
E-mail is a computerised electronic communications system that you may be required to use in the performance of your duties
as an employee. While e-mail is important to the normal conduct of business, it also carries considerable risks when used
inappropriately. The intention of this e-mail policy is to help staff to use electronic mail properly, to reduce the risk of intentional
or inadvertent misuse and to ensure that official information transferred via e-mail is properly handled. For that reason, the use of
electronic mail is governed by acceptable usage as stipulated by this policy.

This policy covers the use of e-mail services by all colleagues of the company Contract and temporary staff using the company’s
computing resources must also be made aware of, and comply with, this policy.

The policy may be amended from time to time and colleagues will be notified of amendments by way of written notice and/or
electronic notice (which may be by e-mail or by notice on the staff communications app.

Privacy
All intellectual property rights in documents generated on the hotel’s systems, and documents sent via our e-mail system, rest with
the company. If there is a personal element to the e-mail, the e-mail nevertheless belongs to the company and will be open to such
monitoring and dealings as are appropriate within the company.

The company regularly backs up information stored on its network, including information relating to e-mail messages. Accordingly,
you have no expectation of privacy in relation to the sending, or storing, of e-mail messages.

While the hotel does not routinely monitor the content of e-mail messages, it may, for computer maintenance and other purposes,
analyse e-mails individually or collectively. Circumstances giving rise to such analysis include, but are not limited to:
• investigations triggered by indications of misconduct;
• the detection of computer viruses;
• monitoring proper use;
• the location of information required for business purposes;
• responding to legal or regulatory requirements;
• fulfilment of obligations to customers, clients, third parties and relevant regulatory authorities.

Acceptable use of e-mail

E-mail as a resource is primarily to be used for authorised business purposes. Personal use of e-mail should be kept to a minimum,
such that it does not interfere with work commitments and is undertaken in your own time. Excessive use of e-mail for personal
purposes is strictly prohibited.
Such use must also comply with the requirements of this policy.
Because it is one of the primary means of communication in business, e-mail has great value. E-mail messages, however, often sent
too hastily, without the level of thought and consideration that typically accompanies formal letters or memoranda. The Company
should avoid using e-mail to communicate partial thoughts, incomplete ideas or messages that may be ambiguous and that may
be misinterpreted by a reader. E-mail is not conversation, and often will be read by others in addition to the original addressees.
Person-to-person communication is recommended for “brainstorming” or “thinking-out-loud” sessions.
When responding to e-mails, try to avoid the “Reply All” tool, instead limiting your reply to only those who really need to receive it.
Otherwise, a single “Reply All” message may create numerous unnecessary non-custodial records. In addition, careless use of the
Reply All function can send an email to recipients who really should not be privy to your reply.
Business records created, sent and received in electronic form (e-mails) should be printed and filed in the appropriate filing system
just like any other business record and in accordance with the Hotel Retention Policy – this is particularly true of those in charge

74
of original or primary records. Each colleague has a responsibility to make sure that existing computer personal folders, whether
in outlook and on your PC or file server, are reviewed and records deleted that have been superseded or are no longer required to
be kept by the Retention Policy. Routine e-mails must be deleted 6-months after they are last edited. This applies to e-mails in all
folders within the mailbox, including, Outbox, Sent Items, Inbox and all sub-folders.

You must protect your user ID and system from unauthorised use. You are responsible for all activities carried out under your user
ID and originating from your system. Remember that external e-mail should be considered a public, visible postcard, without any
security. You must assume that any correspondence sent via the internet can be read by anyone desiring to do so.

You must use e-mail as you would any official company communications tool. This implies that when the e-mail is sent, both the
sender and the reader should ensure that the communication complies with normal communications guidelines.

No communication sent via the company’s e-mail system should be unethical, be perceived to be a conflict of interest, or contain
confidential information.

Inappropriate use
In making use of e-mail, you must NOT:
• use someone else’s ID to send mail;
• use e-mail to circulate joke mail or chain letters, internally or externally;
• use e-mail to harass or intimidate another person, broadcast unsolicited messages, or send unwanted mail;
• communicate to another in any manner that could cause him or her distress, embarrassment, or cause unwarranted attention.
There must be no personal attacks, inclusive of those based on gender, race, national origin, ethnicity, religion, disability, sexual
orientation, or membership of the traveller community;
• use e-mail, or other system resources, to gain access to, or possession of, pornographic materials;
• accept/open electronic mail messages that might be harmful to the company’s computing resources, or to information stored
thereon;
• use vulgar, abusive, or hateful language;
• save, download, transmit or purposely view sexual, pornographic, racist, profane or other offensive material;
• download software, graphical or other forms of information for personal use;
• produce advertising or listings for personal benefit;
• use the e-mail system to send mail that may be damaging to the company’s corporate image;
• engage in any activity that is in competition with the commercial interests of the company;
• subscribe to any contracts, unless you are authorised to do so within the terms of the company’s policy on purchasing;
• accept any material by e-mail that may give rise to a breach of the intellectual property rights of any outside party;
• engage in any other activity that does not comply with the principles presented above.

Potential risks
The internet is the medium for external e-mail communications. Because of its design, the internet cannot guarantee security or
message integrity. Many risks attach to the sending of e-mails, including the following.
• E-mail messages to a particular addressee may be intercepted, viewed by other persons in the addressee company, forwarded
without your knowledge, altered, or cut and pasted into another e-mail or medium without authority.
• An e-mail message may go to persons other than the intended recipient. If the e-mail contains confidential or commercially
sensitive information, this could be damaging to our hotel.
• E-mails should be regarded as potentially public information. There is, therefore, a heightened risk of legal liability for the

75
 sender, the recipient and the company for which they work.
• E-mail is a form of publishing. Therefore, defamation laws apply to e-mails.
• Personal data contained in e-mails may be accessible under data protection legislation. Furthermore, e-mails to Government
and other public bodies may be accessible under freedom of information legislation.
• E-mail is speedy and therefore messages written in haste, or written carelessly, can be sent without the opportunity to check
or rephrase. This could give rise to legal liability on the company’s part, such as claims for defamation, etc.
• Information contained in, or attached to, e-mails may belong to others and there may be copyright implications in sending or
receiving them without permission.
• An e-mail message may legally bind the company contractually in certain instances without the proper authority being
obtained in-house.
• E-mail messages can carry computer viruses that are particularly dangerous to the hotel’s computer operations.
You are required to be conscious of the above risks and to ensure that, in your use of e-mail or other company resources, you do
not expose the company to any such risks.

Protection of colleagues
The hotel is committed to protecting its colleagues from the effects of inappropriate use of e-mail by others.

If you receive any offensive, unpleasant, harassing, or intimidating messages via e-mail, you should inform your manager
immediately. It is important that the sources of such e-mails are traced as quickly as possible. The message should be printed and
kept for investigative purposes.

Enforcement
If any breach of this e-mail policy is observed, then disciplinary action up to and including dismissal may be taken.

This policy is not exhaustive. In situations that are not expressly governed by this policy, you must ensure that your use of e-mail
is at all times appropriate and consistent with your responsibilities towards the company. In case of any doubt, you should consult
with your manager or HR department.
This policy on social media must be read in conjunction with other colleague policies. Particular attention is drawn to the dignity at
work, equality, bullying and harassment, internet, e-mail usage, data protection, and business confidentiality policies, all of which are
applicable to social media usage.
• Social Media
This policy on social media applies to all colleagues. Social media is the collective term referring to social and professional
networking sites (for example Facebook, LinkedIn, Twitter), blogs, wikis, boards and other similar online fora and the policy extends
to all such sites and incorporates any future developments of such media. Communicating online starts with living our values; treat
people with respect and avoid speaking negatively about other people, companies or organisations. Breaches of this policy will be
investigated, and the company retains the right to take disciplinary action, up to and including dismissal.
This policy applies to personal social media usage. Colleagues who have access to company social media accounts for official
company purposes must refer to the company terms of usage which apply to such accounts.
All IT resources are the hotel’s property dedicated to achieving our business objectives. Inappropriate use is not acceptable.
Excessive activity is not permitted. Personal use must not interfere with your work commitments.

Applies to all colleagues

The company recognises that colleagues use social media tools as part of their daily lives. Colleagues should always be mindful of
what they are posting, who can see it, and how it can be linked back to the hotel and work colleagues.

All colleagues should be aware that the company regularly monitors the internet and social media in reference to its work and
to keep abreast of general internet commentary, brand presence and industry/customer perceptions. The Company does not
specifically monitor social media sites for colleague content on an ongoing basis, however colleagues should not expect privacy in
this regard. The company reserves the right to utilise for disciplinary purposes any information that could have a negative effect
on the hotel or its colleagues, which management comes across in regular internet monitoring, or is brought to the company’s
attention by colleagues, customers, members of the public, etc.

76
All colleagues are prohibited from using or publishing information on any social media sites, where such use has the potential to
negatively affect the company or its staff. Examples of such behaviour include, but are not limited to:
• publishing material that is defamatory, abusive or offensive in relation to any colleague, manager, office holder, shareholder,
customer or client of the company;
• publishing any confidential or business-sensitive information about the company;
• publishing material that might reasonably be expected to have the effect of damaging the reputation or professional standing
of the company.

Rules regarding usage

All colleagues must adhere to the following when engaging in social media;
1. Be aware of your association with your employer when using online social networks. You must always identify yourself and
your role if you mention or comment on the company. Where you identify yourself as an employee, ensure your profile and
related content is consistent with how you would present yourself with colleagues and clients. You must write in the first
person and state clearly that the views expressed are your own and not those of the company. Wherever practical, you must
use a disclaimer saying that while you work for the company, anything you publish is your personal opinion, and not necessarily
the opinions of the company.
2. You are personally responsible for what you post or publish on social media sites. Where it is found that any information
breaches any policy, such as breaching confidentiality or bringing the company into disrepute, you may face disciplinary action
up to and including dismissal.
3. Be aware of data protection rules – you must not post colleagues’ details or pictures without their individual permission.
Photographs of company events should not be posted online. Colleagues must not provide or use their company password in
response to any internet request for a password.
4. Material in which the company has a proprietary interest – such as software, products, documentation or other internal
information – must not be transmitted, sold or otherwise divulged, unless the company has already released the information
into the public domain. Any departure from this policy requires the prior written authorisation of your senior manager.
5. Be respectful always, in both the content and tone of what you say. Show respect to your audience, your colleagues and
customers and suppliers. Do not post or publish any comments or content relating to the company or its colleagues, which
would be seen as unacceptable in the workplace or in conflict with the company’s website. Make sure it is clear that the views
and opinions you express are your own.
6. Recommendations, references or comments relating to professional attributes, are not permitted to be made about
colleagues, former colleagues, customers or suppliers on social media and networking sites. Such recommendations can give
the impression that the recommendation is a reference on behalf of the company, even when a disclaimer is placed on such
a comment. Any request for such a recommendation should be dealt with by stating that this is not permitted in line with
company policy and that a formal reference can be sought through HR, in line with the normal reference policy.
7. Once in the public domain, content cannot be retracted. Therefore, always take time to review your content in an objective
manner before uploading. If in doubt, ask someone to review it for you. Think through the consequences of what you say and
what could happen if one of your colleagues had to defend your comments!
8. If you make a mistake, be the first to point it out and correct it quickly. You may factually point out misrepresentations, but do
not create an argument.
9. It is very important that colleagues immediately report any inappropriate activity or behaviour regarding the company,
its colleagues or third parties. Inform your supervisor or another member of management or your HR representative. All
allegations made in good faith will be fully and confidentially investigated. You are required to cooperate with all investigations
of alleged policy violations.
10. This policy extends to future developments in internet capability and social media usage.
In addition to the above rules, there are a number of key guiding principles that colleagues should note when using social
media tools:
• always remember on-line content is never completely private;
• regularly review your privacy settings on social media platforms to ensure they provide you with sufficient personal protection
and limit access by others;
• consider all online information with caution as there is no quality control process on the internet and a considerable amount of
information may be inaccurate or misleading;

77
• at all times respect copyright and intellectual property rights of information you encounter on the internet. This may require
obtaining appropriate permission to make use of information. You must always give proper credit to the source of the
information used.

Social media security

You are responsible for all postings made on or to your social media accounts. This applies to: postings or activity made directly
by you, postings or activity made by any other party but under your username/account, and/or postings made by friends or third
parties to your accounts (e.g., Facebook wall posts made by Facebook friends to your timeline).

You must be conscious at all times of your overall online presence and its effect, or potential effect, on the company, its clients or
your colleagues. Disciplinary action may ensue, in line with this policy and the disciplinary procedures, for any activity on, or related
to, your social media accounts, regardless of how such activity occurred.

You are therefore advised to maintain the security of your personal social media accounts. This includes, but is not limited to: using
secure passwords, changing passwords regularly, not disclosing your passwords to third parties, and logging out of accounts when
leaving your computer/devices unattended. If you are concerned about any activity on your social media account, however created,
and its interaction with your employment, please contact your manager immediately.

For advice on devising a secure password or on social media security tips, please contact your Supervisor or HR.

Specific managerial responsibilities

By virtue of their position, managers have particular obligations with respect to general content posted on social media. Managers
should consider whether personal thoughts they publish may be misunderstood as expressing the company’s opinions or positions
even where disclaimers are used. Managers should err on the side of caution and should assume that their teams will read what is
written. A public online forum is not the place to communicate company policies, strategies or opinions to colleagues.

Managers should not make ‘friend’ requests or other similar requests of their team members, as this may place undue pressure
on a colleague.

Enforcement
Non-compliance with the general principles and conditions of this social media policy and the related internet, e-mail and
confidentiality policies may lead to disciplinary action, up to and including dismissal.

This policy is not exhaustive. In situations that are not expressly governed by this policy, you must ensure that your use of social
media and the internet is always appropriate and consistent with your responsibilities towards the company. In case of any doubt,
you should consult with your manager.

• Use of the Internet

The internet is a vital resource for the business of the company. However, the internet suffers from significant and widespread
security and integrity risks and has the potential to be used in ways that are inappropriate to the aims and goals of the company.
Therefore, the use of the internet in the company is regulated by standards of acceptable use, as set out in this policy.

Monitoring access
Access to the internet from our computers is managed by General Manager, supported by IT. All incoming and outgoing traffic is
constantly monitored for performance analysis and for other appropriate purposes. This traffic analysis shows date and time of
internet access, username, sites visited, and requests for information.

This analysis will be used to identify areas of non-compliance with this policy. Managers will be informed of non-compliance and
appropriate action will be taken where necessary.

78
Appropriate use of the internet
All internet connections are intended for activities that either support the company’s business, or the professional development of
colleagues. Use of the internet is to assist colleagues to achieve stated business goals and objectives. This may include use of e-mail,
search engines (e.g., Google, Yahoo, etc), and file transfer. All colleagues have a responsibility to use the internet in a professional,
ethical and lawful manner always. Legal and contractual requirements concerning the intellectual property rights of outside parties
must be strictly adhered to.

Computer software must not be downloaded from bulletin boards, the internet, or any other source, without prior approval of
your General Manager. Misuse of internet facilities and services is prohibited.

Inappropriate use of the internet

You are prohibited from accessing, requesting or sending sexual, pornographic, racist, profane, violent or other offensive material
via the internet.
You are prohibited from saving, downloading, transmitting or purposely viewing sexual, pornographic, racist, profane or other
offensive material. You are prohibited from sending chain letters, other forms of mass mailing and spamming (sending unsolicited
e-mails to a number of people).

You are prohibited from participating in social networking websites, e.g., by:
• registering with such sites;
• accessing your own account on such sites;
• accessing other people’s accounts on such sites;
• posting comments on other people’s sites.

The company reserves the right to remove without notice any files or data from its information systems, including any information
it views as offensive or potentially illegal, regardless of its source.

Access to the internet from a company computer must never be used:

• for personal gain or profit;
• to represent yourself as someone else;
• to post or download messages that will reflect poorly on the company’s name and professional reputation;
• to advertise, or otherwise promote, unauthorised or illegal activities;
• to promote or engage in any commercial activity that is in competition with the company’s commercial activities;

9. 4 DATA PROTECTION POLICY

The General Data Protection Regulation and Data Protection Acts 1988-2018 apply to the processing of personal data. Our
company is committed to complying with its legal obligations in this regard. We collect and process personal data relating to our
employees in the course of business in a variety of circumstances, e.g., recruitment, training, payment, performance reviews, and to
protect the legitimate interests of the company.

This policy covers any colleague about whom the company processes data. This may include current and former colleagues.
Processing of data includes: collecting; recording; storing; altering; disclosing; destroying; and blocking.

79
Human Resources Privacy Policy
The company is committed to protecting and respecting your privacy. We adhere to
the HR Privacy Policy (the “Policy”) together with any disclaimers sets out the basis on which any
personal data we collect from you or that you provide to us, or that is provided to us relating to you
(“Data”) by any means will be processed.
This notice explains how we handle the personal information of colleagues, applicants, interns, former colleagues, dependents,
beneficiaries, contractors, consultants and temporary agency workers in the course of its human resources activities. Please
read the following carefully to understand our use of personal data. Please note that the Policy relates only to living individuals in
relation to personal data relating directly to themselves, and not to persons in any other capacity.

Information we may collect from you

We may process your personal information for legitimate business purposes to administer our employment or contractual
relationship with you and to run our businesses. We may collect, use and transfer your personal information through automated
and/or paper-based data processing systems. We have established routine processing functions (such as processing for regular
payroll and benefits administration). We also process personal information on an occasional or ad hoc basis (such as when an
employee is being considered for a particular new position or in the context of changes to its address, for example). In the normal
course of human resources activities, we can collect the following types of personal information:
• Personal identification information, such as your name, home address, date of birth, gender, work related photographs, and
home phone number
• Government-issued identification numbers, such as national ID for payroll purposes
• Immigration, right-to-work and residence status
• Emergency contact details
• Health information -for the safety, health & welfare of themselves, their colleagues and the hotel guests with reference to
Safety, Health & Welfare at work legislation and Food Safety Regulation (EC) No. 852/2004
• Job-related information, such as years of service, work location, employment ID, work record, vacation absences, and contract
data
• Educational and training information, such as your educational awards, certificates and licenses, vocational records and in-
house training attendance
• Recruitment and performance-related data, such as objectives, ratings, comments, feedback results, career history, work
equipment, career and succession planning, skills and competencies and other work-related qualifications
• Information needed for compliance and risk management, such as disciplinary records, background check reports and security
data
• Payroll and payment or benefits-related information, such as salary and insurance information, dependents, government
identifier or tax numbers, bank account details, and employment related benefits information

*Employee Surveillance & CCTV in the workplace:

• The company monitors colleagues use of email, the internet, and the telephone where these are provided for work
• The company uses CCTV to monitor employee and guest safety and security

*DPIA (Data Protection Impact Assessment) has been completed

We process personal information for the following purposes:
1. Workforce planning, recruitment and staffing, advancement and succession planning
2. Workforce administration, payroll, compensation and benefit programs
3. Performance management, learning and development
4. Legal compliance, including compliance with government authority requests for information and tax compliance
5. Workplace management, such as travel and expense programs and internal health and safety programs
6. Internal reporting

80
7. Audit
8. To protect the company, its employees and guests against injury, theft, legal liability, fraud or abuse
9. Other legal and customary business-related purposes.

Security and where we store your personal data

We are committed to protecting the security of your personal data. We have put in place appropriate security measures to prevent
your personal information from being used or accessed in an unauthorised way, accidentally lost, altered or disclosed. In addition,
we limit access to your personal information to HR, payroll and your manager. We collect and store employee personal information
through automated and/or paper-based data processing systems, and we use a variety of security technologies and procedures to
help protect your personal data from unauthorised access and use.

Accuracy
We take reasonable steps to ensure that personal information is accurate, complete, and current. Please note that you have shared
responsibility about the accuracy of your personal information. Please notify Human Resources of any changes to your personal
information as they occur. In all cases we issue a data update request annually.

Retention
Your personal information will be retained as long as necessary to achieve the purpose for which it was collected, usually for
the duration of any contractual relationship and for any period thereafter as legally required or permitted by applicable law. The
retention schedule for employee data is listed in our company Retention Policy.

Rights of Access, Correction, Erasure & restriction

Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a “subject access request”). This enables you to receive a
copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate
information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where
there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal
information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and
there is something about your particular situation which makes you want to object to processing on this ground. You also have
the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of
personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party. If you want to review, verify, correct or request erasure of
your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal
information to another party.

Access requests
Employees are entitled to request data held about them on computer or in relevant filing sets. The company will, in most
circumstances provide this data within one month. In some cases, due to the complexity of the request or the number of requests
being handled, we may require a further two months to provide this data. There is no charge for requesting this data.

A colleague should make a request in writing to the HR Manager, stating the exact data required. Colleagues are only entitled to
access data about themselves and will not be provided with data relating to other colleagues or third parties. It may be possible to
block out data relating to a third party or conceal his or her identity, and if this is possible the company may do so.

Data that is classified as the opinion of another person will be provided unless it was given on the understanding
that it will be treated confidentially. Colleagues who express opinions about other colleagues in the course of their
employment should bear in mind that their opinion may be disclosed in an access request, e.g., performance appraisals.
In some circumstances where relevant exemptions apply, certain personal data may not be provided to an employee.

81
A colleague will be informed where personal data is not being disclosed based on such an exemption.

A colleague who is dissatisfied with the outcome of an access request has the option of using the company’s grievance procedure.

No Fee Usually Required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge
a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the
request in such circumstances.

Changes to this policy

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any
substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

Contact Us
If you have any questions about this notice or if you believe that your personal information is not handled in accordance
with the applicable law or this notice, you should address your query to HR in your hotel. All requests will be dealt with
promptly and efficiently.
The controller for the purposes of GDPR is: The General Manager
The company GDPR Coordinator / Compliance Officers is: The Head of Internal Audit

82
 SECTION 10: SAFETY,
HEALTH & WELFARE
AT WORK
83
SECTION 10: SAFETY, HEALTH
& WELFARE AT WORK
10.1 COMPANY SAFET Y STATEMENT
Our company safety statement is the cornerstone of our health and safety policy. The Safety, Health, and Welfare at Work Acts,
2005 and the Safety, Health & Welfare at work (General Application) Regulations, 20017 – 2016 requires us to prepare a safety
statement and bring its terms to the attention of persons affected by it. It specifies our policy on safety, sets out how that policy
is to be implemented and specifies the resources - both human and material - that are to be provided to ensure the successful
enactment of the policy.
As your employer, we have a duty to protect your health, safety and welfare and this means making sure that you and our guests
are protected from anything that may cause harm. We complete risk assessments and will give you information about the risks
in your area of work, how you are protected and instruct and train you on how to deal with the risks. This training will include:
general health & safety training, fire training, role specific training and manual handling training.
Safety policy and hazards specific to your Department are outlined in the Safety Manual, which is available at all times from the
Manager’s office. You are required to read it carefully on commencement of employment and regularly, at a minimum once per
year, to understand your role and the overall arrangements for health and safety while at work.
Colleagues have a key role to play in ensuring workplace safety. Colleagues have rights and obligations. Employers are required
to inform, consult and train colleagues and, in turn, colleagues must be aware of safety, take care to ensure their own and co-
workers’ safety and, if they are aware that work equipment or work systems are unsafe, to bring those to the attention of their
supervisor or manager. Colleagues have the right to make representations and to consult about safety matters. They may select
safety representatives.

10.2 COLLEAGUE SAFET Y COMMITTEE

The promotion of a safety culture is a part of our company long-term strategy and is on a par with all other business objectives.
Safety is a company value. To support this, we consult with you on health and safety issues. This is normally done through the
elected representatives as part of the Health & Safety Committee who meet quarterly. The safety representative has a major safety
role and will be part of the following activity:
• represent co-workers in safety consultations and is entitled to make representations on their behalf
• access to relevant information
• be informed (if it is practicable) when an inspector calls to inspect and to accompany the inspector on the inspection tour
(unless it is an accident investigation inspection)
• to make representations to inspectors and to receive advice from them
• to investigate accidents and dangerous occurrences

Safety representatives will be trained to fulfil their role.

10.3 TR AINING
As colleagues, we all have a duty to take care of our own health & safety and that of others who may be affected by our actions.
This includes guests and colleagues and means checking that your actions correspond with the training you have been given and all
of our policies, procedures and requirements. You must also ensure that you attend the statutory training that you are scheduled
to attend. Failure to attend may result in you not being able to work until such statutory training that you are required to attend has
been completed.

10. 4 ACCIDENT REPORTING

If any accident happens to you, during working hours and while in the Hotel, you are covered by the Company’s accident insurance
providing you have complied with company regulations and the training that you have been provided with. Please note, this
insurance does not cover theft or damage to your personal belongings. All accidents, incidents and near misses must be reported
under the company procedures as soon as the accident, incident or near miss occurs. If it is not reported, you may not be covered
by the Company’s insurance.

84
Our Guest accident procedure is detailed in section 5.8 of this handbook.

10. 4 ALCOHOL & DRUGS IN THE WORKPLACE POLICY

The policy applies to all colleagues regardless of rank or position and includes temporary, part-time and fixed-term colleagues. This
policy also applies to contractors and others who are on the company premises at any time.
The objective of this policy is to avoid the adverse effects of alcohol and drugs (collectively known as intoxicants) and to protect
the health and safety of all colleagues. Misuse of alcohol or drugs will impair the ability of colleagues to perform their duties
effectively and safely and may endanger their co-workers, the public and the company property. We seek to prevent the misuse of
drugs and alcohol by colleagues.

Colleagues have an individual responsibility to ensure that they are not under the influence of alcohol or drugs while at work. It is
also a legal duty under the Safety, Health and Welfare at Work Act 2005 not to be under the influence of an intoxicant to the extent
that colleagues endanger themselves or others.

It is the responsibility of every colleague while at work not to be in a state of intoxication. It is considered a serious breach of this
policy for an employee to attend work under the influence of an intoxicant. Breach of this policy will result in disciplinary action
up to and including dismissal. To achieve the objective of this policy the company does not permit the possession, or use, of any
intoxicant on company property. We regard any breach of this rule as an issue of gross misconduct. This rule, however, does not
apply to over-the-counter medication.

We recognise that colleagues taking drugs prescribed by an attending physician may also present a risk to themselves or others,
depending not only on their state of health, the nature of the drugs prescribed and their effect, but also on the type of work
activity in which they are engaged. Colleagues taking prescribed drugs should, with primary regard being given to their physician’s
advice, establish if these drugs may adversely affect their work and safety. If this is the case, they should inform their immediate
supervisor. In some cases, it may be appropriate to consult the company physician for determination of the effects on work activity
and any limitations that may be needed. All prescription drugs must be kept in their original container. The company will treat any
medical information in strict confidence.

Support for colleagues with addiction

Alcoholism is recognised as a disability for the purposes of the Employment Equality Acts. Alcoholism and drug addiction can be
responsive to proper treatment and, as such, colleagues suffering from a disability will not be discriminated against because of their
illness. Colleagues who have an alcohol or drug addiction will be actively encouraged to avail of professional assistance and given
the opportunity to do something positive to resolve their problem. However, should an employee fail to respond to, or continue
with, treatment, they may be subject to disciplinary action, up to and including dismissal, where appropriate.

Information received from colleagues concerning addictions will be dealt with in the strictest confidence.
The company will not tolerate abuse of this policy or of the available colleague support mechanisms. All individual cases will be
assessed about their circumstances. Referral to support mechanisms will not arise in every case and the company will not permit
colleagues to use such mechanisms to circumvent disciplinary processes.

Assistance
The company will provide information to colleagues to access support services in these circumstances.

Testing
Employees in the following circumstances may be subject to alcohol and drugs testing. Any colleague suspected of being under
the influence of intoxicants or involved in a work-related accident may be subject to with-cause testing. This will be conducted
in conjunction with an occupational medical. All colleagues are expected to cooperate fully with such testing as a condition of
continued employment with this company. This is to be applied in circumstances where any member of the staff appears to be
under the influence of an intoxicant in breach of this policy. The judgement as to whether with-cause testing needs to be applied
can be based on a number of factors including the following: apparent disorientation; unsteadiness; slurring of words; smell of
alcohol; admitted or observed taking of illegal or non-prescribed drugs or volumes of alcohol; unusual or abnormal behaviour.

In all cases, prior to a staff member being requested to undergo with-cause testing procedures, more than one person will have
submitted an opinion as to the existence of circumstances or conditions sufficient to warrant testing, i.e., these will be the manager
on duty at the time (normally the manager of the colleague affected), in addition to at least one manager on duty.

85
Search for intoxicants
Search procedures, conducted under reasonable cause, such as inspections of colleagues’ personal property will be maintained as
part of the company’s security measures. All colleagues will be expected to cooperate, as a condition of continued employment,
with special drug/alcohol searches of personal vehicles on company property, purses, clothing, briefcases, or other colleague
personal property, when there is reasonable suspicion to believe that an employee may be in possession of drugs or alcohol.
Searches on company premises and company property can be conducted at any time, and this applies to all individuals working in
the company, regardless of rank or status.

Reporting illegal activity

The sale, use, purchase, transfer or possession of an illegal drug or drug paraphernalia is illegal under Irish law. The company, having
taken immediate steps in line with disciplinary procedures, will report information concerning possession, distribution, or use of any
illegal drugs to the Garda Síochána and will turn over to the custody of the Gardaí any such substances found during a search of an
individual or property. Searches of individuals will only be conducted based on reasonable cause, and searches of vehicles, lockers,
desks, or closets when based on reasonable suspicion. The company will cooperate fully in the prosecution and/or conviction of any
violation of the law.

10. 6 FIRST AID

In our workplace, we comply with the employer requirement to provide adequate and appropriate equipment, facilities and
personnel to ensure our colleagues and guests receive immediate attention if they are injured or taken ill. We provide Information
about who oversees first aid and safety, where to find the nearest first-aid box, and what to do if an accident or emergency occurs.
First aid is defined as “the treatment of a person who requires the services of a registered medical practitioner or a registered
general nurse for the purpose of preserving life or minimising the consequences of injury or illness, until the services of such
a person are available, or treatment for a minor injury which would not require the services of such a person”. Only trained
colleagues in the PHECC FAR standard should administer first aid in the event of accident and injury. Details of the arrangements
made for first aid, including the names of occupational first aiders and the location of equipment, rooms and facilities are included
in the safety statement

Automated external defibrillators (AEDs)

The provision of automated external defibrillators (AEDs) in our hotels or indeed in shared locations to prevent sudden cardiac
death are provided. Early defibrillation using an AED is one of the vital links in the “chain of survival”. It is important that you
familiarise yourself with the location and trained personnel for the available AEDs in your hotel location.

10.7 FIRE SAFET Y & EVACUATION

Finding out how to evacuate from the Hotel and assist with the evacuation of our guests will form part of your training. You must
follow these procedures. Everyone should know what to do in an emergency such as a fire or bomb threat. Since the procedures
in the event of such an emergency will vary depending on your job duties and / or location, ask your Manager any specific questions
you might have. Please ensure you are familiar with all information relevant to emergency procedures.

10.8 SECURIT Y
All colleagues are responsible for the security of the Company’s property; therefore, every colleague is expected to report
suspected theft and colleague fraud to the undersigned. Cash and Key security and handling procedures are in place in our hotels
and will form part of your department training schedule. As part of our policy to protect colleagues, guests, company property and
the premises, we may engage security personnel and use CCTV in order to ensure that all company policies are adhered to always.

10.9 ATTENDANCE AT SOCIAL EVENTS AT WORK POLICY

We want our hotels to be fun places to work and we actively encourage social activities. We organize group outings throughout the
year, these events are publicised on the notice boards and the Alkimii App. Please remember that at all these events you are bound
by the rules of the employee Handbook and policies.

86
10.10 FOOD SAFET Y & FOOD HYGIENE POLICY
The aim of our hotels is to provide the highest standards of food hygiene and to ensure all food and drink prepared and sold on our
premises is both safe and wholesome. We will strive to comply fully with the requirements of all relevant food hygiene legislations
including I.S. 340:2007 and Regulation (EC) No. 852/2004. The responsibility and duty to take all reasonable precautions and
exercise due diligence, is delegated throughout the management structure. Our company supports the management team and
food handlers in each hotel with a range of measures designed to assist with this duty.
We aim to achieve the following in relation to food safety and hygiene:
• Food handlers are fully aware of the importance of controlling the risks of cross contamination with regards to their own
personal hygiene, good hygiene practices, the safe storage and preparation of food and managing chemical, physical and
microbiological contaminants. They are also aware of the correct reporting procedures of pest activity, maintenance issues,
complaints and customers with food allergies.
• That all food handlers know of the importance of cleaning and disinfection routines and the methods, precautions,
frequencies and use of Personal Protective Equipment is carried out with reference to the documented cleaning schedules.
• That each colleague is aware of the correct chilling procedures for chilled and frozen food storage, displaying chilled food and
the safe methods for defrosting and cooling. Food handlers will also be trained in the correct use of blast chillers if these are
used on the premises.
• That all food handlers follow the documented safe cooking procedures and are aware of the safe time and temperature
combinations for cooking, reheating and hot holding. Food handlers are also trained in the correct use of cooking equipment,
hot holding equipment and microwaves. The handling, storage and preparation of high-risk foods are given priority to ensure
the safety of such foods.
We also aim to achieve the following in relation to the management and review of the Food Safety Management System:
• That the 7 principles and the correct procedures of Hazard Analysis and Critical Control Point (HACCP) are carried out. That
the procedures are monitored and reviewed and that comprehensive records are kept demonstrating that due diligence is
being observed in relation to food hygiene at all premises.
• That any changes to the systems, menus, equipment or food handlers are reflected in the documentation and records of the
Food Safety Management System.

Grooming and Personal Hygiene

It is our policy to maintain the highest standards of hygiene always. You must comply with the following Company guidelines:
• You are required to present yourself in a clean ironed and full uniform
• Always wash your hands before commencing work, after using the WC, after handling dirty materials and as necessary. Use
plenty of hot water and antibacterial liquid soap.
• Report all skin, nose, throat or bowel infections to management.
• Cover cuts and sores with special waterproof plasters provided.
• Never cough, spit or sneeze over food.
• Clean as you go.
• Keep the lid on dustbins.
• Personal hygiene – brush teeth before coming on duty
• Shower daily and apply deodorant.
• Deodorant/perfume/aftershave should not be overpowering

Following induction training on the nature and correct use of detergents / sterilising agents ensure that you use them in the correct
concentration(s) whenever necessary. Remember you cannot see germs, but you can prevent their build up or destroy them. Use
plenty of hot water. Sanitise your hands regularly using the hand sanitiser provided.
The impression our customers have of the hotel depends largely on our personal appearance. All of us should look fresh,
professional and well-groomed always and you are required to follow these steps when at work:

87
10.11 CCT V SURVEILLANCE POLICY
There are many security cameras around the building. They are in both front and back of house areas, store cupboards
and storerooms. Some of these cameras are visible some are not.
The purpose of these cameras is to ensure that goods belonging to the Company are not leaving the hotel with either
team members or guests.
They will also be used to ensure that both guests and team members are acting appropriately in both front and back of
house areas.
CCTV cameras will be checked regularly to ensure the following:
• That the till is not being under rung.
• That all transactions are rung through the till.
• That team members are signing in and out correctly (clocking in or out) that is ensuring that the time the team member
clocked in/signed in is an accurate reflection of when they arrived on the floor to work.
• The duration of team members breaks.
• That no alcohol or illegal drugs or solvents are being consumed while team members are on duty
• That no team member or guest is being verbally abusive to either another team member or a guest.
• That no team member or guest damage to Company property
• That no team member is viewing anything on any electronic devise be it their own or the Company’s that is of an adult nature
or in any way offensive.
Footage from CCTV cameras will be used as part of an investigation and may lead to disciplinary action being taken.

88
 SECTION 11:
GENERAL COMPANY
INFORMATION
89
SECTION 11: GENERAL COMPANY
INFORMATION
11.1 COMPANY PROPERT Y
All colleagues have a responsibility to help maintain the surroundings. Company property belonging to the hotel may not be used
for personal purposes. Any colleague found with unauthorised hotel property may receive disciplinary action. The use of any
company’s services is not permitted for personal use. (Examples: Phones, Fax, Photocopier, E-mail Internet, Postage)

11.2 CANTEEN
Colleagues must not delay in the canteen or locker rooms and must vacate the premises promptly on completion of their
shift. The kitchen areas are strictly out of bounds to all staff after 11pm – except to those on duty un the kitchen, bar and
restaurant areas.
Colleagues who are not on duty are not permitted in the canteen or kitchen areas after 11pm unless they have the
permission of the manager on duty.
Colleagues must not loiter in or frequent public areas of the hotel at any stage. When in public areas, colleagues must be
in full uniform.
Every colleague is responsible for the upkeep and maintenance of the hotel canteen, and you are required to clean as
you go after using the canteen. A detailed SOP is in place for the maintenance and upkeep of the facility and is available
in each department.

11.3 LOCKER ROOMS

Lockers can be assigned to colleagues. Your Manager will let you know how to obtain a locker at induction. Locker rooms are
provided for your use and convenience. They offer you a place to clean-up, to change and store clothing. Please keep these facilities
clean and always act in a considerate manner for other users of these facilities. Keep your own locker locked and do not leave
valuables in or around your locker as the hotel cannot be responsible for loss of articles.
Locker room inspections are conducted by the Hotel’s management to ensure the locker rooms are properly maintained. Hotel
property other than your uniform may not be stored in your locker under any circumstances.

11. 4 SALE OF RESTRICTED GOODS

Guests can legally purchase alcohol, tobacco and all other age-restricted products at 18 years of age but it is impossible to establish
a person’s age by looks alone, since many people can look much older than they are. To ensure that no mistakes occur it is our
policy when selling all age restricted products in our hotels that production of an acceptable proof of age document MUST be
demanded in all cases where the guest appears to be under the age of 21 or otherwise where there is any doubt about his or her
age. This policy protects you and the hotel’s business reputation in the community.
You must:
• Always refuse the sale of alcohol to anyone who is under 18 years of age.
• Always refuse the sale of Cigarettes or Tobacco and Tobacco-related products to anyone who is under 18 years of age.
• Always refuse any sale where you are concerned that the person purchasing, although of age, is suspected of acting as an
agent for a person who is underage.
• Accept only approved forms of identification as proof of the intended purchaser’s age. Acceptable forms of ID include Garda
Age Card, a current photo driving licence or passport.

Age Restricted Products

The following products have legal restrictions as to who can purchase them.
Age related product Minimum Age
Alcohol 18

90
Cigarettes, Tobacco 18
Tobacco related products 18

Non-age restricted purchases:

• You cannot sell to a person who is drunk.
• You cannot sell to a companion of a drunken person.
• You cannot sell to a person suspected of buying for an underage person.

Who can sell alcohol?

It is the law that only an employee who is over the age of 18 can conduct alcohol sales.

What will happen if I make a mistake?

Mistakes can have serious consequences for you, your colleagues and the business. If an age related or restricted product is sold to
the wrong person, the result could mean prosecution for:
• You
• Your supervisor
• Management
If convicted, the person who broke the law or allowed the law to be broken could face serious fines. A possible prison sentence
may even be imposed. On conviction for an alcohol-related offence the hotel will be prohibited from selling alcohol for a
minimum of 2 days for a first offence. If you are in doubt as the validity of the identification, always check with your Manager.
Any colleague who knowingly or willingly breaches the above policy and procedure will be subject to disciplinary procedures, up
to and including dismissal.

11.5 RIGHT TO VARY THE TERMS OF EMPLOYMENT

The company reserves the right to make reasonable changes to your terms of employment, and company policies and procedures,
and where appropriate, these will be notified to you by way of general notice to take effect immediately.
Any significant changes will be notified to you, in writing, one month in advance. You will be deemed to have accepted these
changes if you do not object by the end of the one-month period.

91
 SECTION 12:
TERMINATION OF
EMPLOYMENT
92
SECTION 12: TERMINATION OF EMPLOYMENT
12 .1 RESIGNATION
You must confirm your resignation in writing; your notice period is stated in your terms and conditions of employment.
You must return all company property to the Company prior to receiving your final payment. A Leaving Form/Property form must
be filled out by the designated person in your hotel before receiving your final payment. The replacement cost of any item given to
you by the hotel, for the duration of your employment and not returned upon you finishing your employment with the company will
be automatically deducted from your final payment.
Holidays – please refer to the earlier pages of the handbook regarding payment of unused holiday entitlement.

12 .2 EXIT INTERVIEWS/ QUESTIONNAIRE

HR may invite you to share your experiences regarding their employment. The purpose of this exit interview is to gain confidential
feedback from employees to improve aspects of the Company as an employer. During this interview (or through the completion of
an online exit survey) colleagues will be asked why they are leaving, what specifically influenced their decision to leave, whether they
are going to another company and what that company they are going to offers that their current company does not.

12 .3 REFERENCES/ STATEMENT OF EMPLOYMENT

Providing a reference involves the disclosure of personal data of the individual who is the subject of the reference.
So that we can ensure we protect our colleagues’ data, no references (whether to prospective companies or other institutions)
will be given except from the Human Resources Department. It is our policy to provide copies of references given by us to the
individual who is the subject of the reference if they request this.
Compliance with the policies, practices and procedures detailed in this Colleague Handbook is obligatory within the terms and
conditions of your contract of employment with the Company.
All regulations, policies, rules and procedures referred to throughout this handbook are subject to change from time to time and
the Company will give reasonable notice of any such changes.
The Company reserves the right to update, vary or amend any of the policies or procedures contained in this handbook as
necessary or as legislation dictates. Proposed changes will be discussed with you in advance and you will have the opportunity to
make comments or suggestions if you believe it to be necessary.
Once ratified by management following discussion with all concerned it will become a condition of employment that all colleagues
comply with the contents. Your co-operation and flexibility are essential to ensure the smooth running and success of our business.
Welcome to our team and we look forward to working with you in the future.

93
 SECTION 13:
ACCEPTANCE OF
COMPANY POLICIES
94
SECTION 13: ACCEPTANCE
OF COMPANY POLICIES
13 .1 CONFIDENTIALIT Y AGREEMENT
To help you do your job well and contribute effectively we may need to share with you sensitive and confidential information.
It is your duty, as a trusted and valued colleague, to handle all such information with the greatest care and confidentially.
Except in the proper course of your work you must never disclose to anyone any information, which has become known to
you during your employment.
(To be detached from this booklet and returned to the HR Department.)
This agreement is entered on (INSERT DATE)
between (INSERT COMPANY NAME) of the first part and (COLLEAGUE PRINT NAME) of the second part.
1. Whereby, that in consideration of making information available to each other, both parties hereby undertake and agrees the
following;
2. To keep secret and confidential and to withhold from third parties any and all information of whatsoever nature (whether
oral, written or in any other form) containing or consisting of material of a technical, operational, administrative, economic,
planning, business or financial nature or in the nature of intellectual property of any kind and relating to either party (which
information is referred to as “Confidential Information” and to use such Confidential Information) and to use such Confidential
Information only for the purpose agreed between the two parties. These purposes specifically exclude the use of confidential
information in the development of their own business wherever such business may be conducted.
3. This confidentially agreement shall not apply to such Confidential Information as:

1. Is in or comes into the public domain other than by breach of this agreement.
2. Has been in the possession of either party prior to the commencement of discussion between the two parties.
3. Shall have been disclosed to either party in good faith by a third party with legal right to do so.
4. Has been developed independently by either party and/or which can be shown by either party to fall within the case.

4. Both parties undertake to take such steps as are necessary to ensure that persons associated with them having access to
Confidential Information keep such Confidential Information secret and confidential both during and after the period of their
employment for so long as and to the same extent as each party is obligated to do so.
5. Both parties further undertake to make only such copies of any part of the Confidential Information as are necessary for any
project, and if so requested by the other, each party shall return or destroy documents or other media copies thereof and any
samples of material containing Confidential Information supplied by either party.
The above undertakings shall be governed by and construed in accordance with Irish Law and both parties submit to the non-
exclusive jurisdiction of the Irish Court.
I have read, understood and accept the above conditions of employment as set out in this Colleague Handbook:
SIGNED ON BEHALF OF COMPANY

Signature – General Manager

SIGNED BY COLLEAGUE

Edition August 2022, Version 1

95
 Edition July 2022, Version 1

96