Temporary Workers Handbook

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CONTENTS:
Section 1
An Easy Guide to Working For Meridian Business Support Ltd

Section 2
Health & Safety Information

Section 3
Complaints Process

Section 4
Forced Labour/Modern Slavery

Section 5
TempClub

Section 6
Pension Auto Enrolment Information

Section 7
Privacy Policy

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SECTION 1
Welcome to Meridian Business Support
WHO ARE MERIDIAN BUSINESS SUPPORT?
Meridian is an Employment Business, supplying contract, temporary and permanent staff to various companies throughout
the UK.

WHAT CAN I EXPECT FROM MERIDIAN?

At Meridian we will endeavour to find you regular work in your chosen field. You will be paid for the actual hours worked
at a pay rate agreed at the beginning of every contract. The rate may fluctuate depending on the hours worked and the
skill level involved in the work, however it will no be less than the minimum pay rate quoted on your Terms of Engagement.

HOW MUCH NOTICE WILL I RECEIVE BEFORE GOING TO WORK?

Often you will receive very little notice however we will try to give you as much notice as possible. Companies often use
temporary staff in an emergency situation therefore you must be able to go to work at short notice.

HOW LONG WILL EACH ASSIGNMENT LAST?

When we advise you about an assignment we will give you an idea of how long it is expected to last. This is an estimation
only; Client companies use temporary staff to give them flexibility to alter their staffing levels on a weekly basis. Rest
assured, however, that should an assignment end we will endeavour to find you further work as soon as possible and you
remain engaged under your contract for services.

WHAT WILL HAPPEN AFTER I HAVE REGISTERED WITH MERIDIAN?

After registration, assuming your work references are of a good standard, and we consider you to be suitable to work for
Meridian you will be considered for any temporary assignments from that time. If a suitable assignment should arise we
will contact you by telephone and give details of the job, hours of work, Client location and approximate length of the
assignment. If you agree to do the work, we expect a commitment from you at that point. If you are unable to carry out
the work for any reason please tell us immediately; we will call you again next time.

HOW LONG WILL I HAVE TO WAIT FOR WORK?

We have to react to the needs of our Clients and we would hope to give you work very quickly, but it is always advisable
to contact the office daily and if an assignment does arise you will be on the priority list.

WHAT WILL MERIDIAN EXPECT OF ME?

On registering with Meridian, you will enter into a contract for services with Meridian. We will explain in detail how we
operate and what will be expected of you following registration, if you have any queries, or decide that temporary work
is not for you, please contact us as soon as possible. If you don't advise us otherwise, we will expect you to be flexible in
the type of work you will do, as this will assist us in giving you work more regularly; if you are not enjoying an assignment
you must contact our office in plenty of time in order that we can find a replacement for you. During periods when you
are not working on an assignment, you remain engaged under your contract for services.
If you have interviews, doctor/dentist appointment, etc., try to arrange them on a day when you will not be working, or
alternatively before or after work, if this isn't possible, you must give the client as much notice as possible if you are
unable to attend work.

WILL I BE PAID THE SAME AS PERMANENT STAFF AT THE CLIENT COMPANY, INCLUDING OVERTIME?
What you must always remember is that you are working through Meridian under a contract for services, and you are
contracted out to the Client Company on our behalf. You may, therefore, be paid more or less per hour than permanent
members of staff for the first 12 weeks of a long term assignment after which you will be entitled to the same basic pay
and conditions as that of a directly hired comparable member of staff under Agency Workers Regulations.

TEMPCLUB.
We are happy to be able to offer our workers membership to TempClub. TempClub is a lifestyle benefits programme
available to Meridian Business Support workers (see full details in the TempClub section within this Handbook. You will
be automatically enrolled into TempClub from your first day of your first Client assignment. TempClub offers a range of
exclusive store and experience discounts at only £2.50 per week. This is automatically deducted from your pay each
week, however you can opt out at any time by emailing nothanks@meridianbs.co.uk and confirming your full name and
date of birth. If you opt out within 14 days of the first day of your first Client assignment any payments that you have
made will be reimbursed. Opt outs after the first 14 days will be processed within 7 days of your request. Further
information on the benefits of TempClub can be found in this Handbook and via our Candidate Zone at
www.meridianbs.co.uk.

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WILL I PAY TAX AND NATIONAL INSURANCE?
Yes we will make the necessary statutory deductions from your weekly pay. If you do not provide us with a P45, we will
ask you to sign a P46 (or P38 if you are a student). This will give you a temporary Week 1 tax code, which will prevent
you from paying emergency tax. If you receive a P45 from a previous employer after entering into a contract for services
with Meridian and starting an assignment please forward this to us immediately and we will adjust your tax code
accordingly.

HOW AND WHEN WILL I BE PAID?

You will be paid weekly in arrears on a Friday by close of business directly into your bank account via our BACS system.
You are paid only for the hours actually worked on an assignment and it is your responsibility to ensure that any timesheet
we give you is completed and signed by the Client, and returned to your Meridian office by no later than Monday 10.00am.
If your timesheet is later your payment may be delayed. Please note that instead of using a timesheet you may be
required to sign in and out, or utilise a clock card system. You will be advised of the appropriate system prior to
commencing work with a Client. You can access, download and print your payslip on our Candidate Portal (see below)
and in the interests of the environment paper copies are no longer issued. If you do require paper or e-mail copies
instead we can of course arrange this for you and you should speak to your local branch to arrange this.

HOLIDAY PAY
All workers have the right under Working Time Regulations to accrue 5.6 weeks annual leave in a leave year. The Meridian
Business Support leave year runs from January to December each year. You will accrue holiday hours when you start
working on assignments and how much you accrue will be based on the number of hours you work on assignments. It
will be accrued based on 0.1207 of an hour for each hour worked. You can track how many holiday hours you have
accrued at any time by accessing your details on the Candidate Portal. What you are paid when you take holiday will be
dependent on your average earnings over the previous 52 weeks of work and therefore will fluctuate based on the
assignments that you have carried out during that time. When you would like to request holiday you should speak to your
local branch who will ask you to complete a holiday request form and check that our client can accommodate this. You
should give at least one week’s notice before anticipated holiday to ensure the necessary arrangements can be made.
Please note that holidays must be taken before the end of the leave year and payment will not be made in lieu of holiday
during the course of your engagement under the contract for services. When your engagement under the contract for
services with Meridian is terminated by either party, you will be entitled to a payment in lieu of holiday where you still
have outstanding but untaken holiday as at that date. After 52 weeks in the same assignment with the same client you
may be entitled to an increase in holiday accrual. Your consultant will be able to let you know when we offer you an
assignment what the holiday terms are if that role becomes long term.

CANDIDATE PORTAL
Your payslip and holiday pay information can be accessed via our candidate portal. Once you have completed our
registration process your local branch should issue you with your unique log in. If you have not received this and have
started work, please contact your branch immediately.

WHILST WORKING ON AN ASSIGNMENT, HOW FLEXIBLE MUST I BE?

Before you go to any Client, we will give you as much information as possible about what you will be expected to do.
However, it may be that you are asked to carry out duties which have not previously been mentioned and assuming it is
in your range of skill and ability and is not dangerous or a physical impossibility we would ask you to be flexible. The
more flexible and adaptable you are, the more work we will be able to find you.

WHAT SHOULD I DO IF I AM ILL?

Obviously, we don’t expect you to work if you are ill, however if the client is expecting you at work, it is essential that
you advise us at least an hour before your start time that you are unable to attend work.

WILL I BE OFFERED A PERMANENT JOB?

We cannot guarantee that your temporary work will lead to a permanent job, though it is possible. If you work hard, have
a good attendance record and if a permanent position should arise with the Client when you are working, you may be
considered.

WHAT HAPPENS AT THE END OF AN ASSIGNMENT?

Unless your contact for services is terminated at the same time as the assignment, we will endeavour to find you further
work following the end of an assignment. To assist with this process, you will remain engaged by Meridian under the
contract for services but we will be under no obligation to provide any work, remuneration or benefits for periods between
assignments.

WHEN WILL THE CONTRACT FOR SERVICES BE TERMINATED?

We hope you work with us at Meridian for a long time however either party may terminate the contract for services at
any time. Termination must be made in writing. When the contract for services is terminated, we will no longer look for
assignments for you. Your contract can be terminated in writing to your local branch or by email to us at
byebye@meridianbs.co.uk. Don’t forget to put your full name and date of birthin the email to us. Where you have not
worked for 12 months from the date of your last assignment, the contract for services will automatically terminate.
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CONDUCT WHILST WORKING WITH Meridian Business Support Ltd
APPEARANCE - If you are provided with a uniform, it must be worn at all times and be kept clean and tidy. If you are
wearing your own clothing it must be suitable and acceptable for the position carried out. Identity badges if provided
must be worn at all times in a clearly visible position.

DRUGS AND ALCOHOL - Alcoholic drinks must not be brought onto or consumed on company or Client premises. Drug
taking, apart from prescribed medicines, the consumption of alcohol, or the use of other substances that affect
performance of behaviour at work could result in termination of assignment and your contract for services.

SMOKING - It is illegal to smoke in all enclosed and substantially enclosed premises in the workplace, this includes
company or Client vehicles. All candidates are required to adhere to the no smoking law.

RELATIONS WITH COMPETITORS - All Meridian contract workers must be constantly aware when in contact with
employees of competitors and suppliers, of the need to avoid (whether deliberately or inadvertently) revealing information
which could be used by a competitor.

EQUAL OPPORTUNITIES STATEMENT

Meridian Business Support Ltd is committed to a policy of equal opportunities for all work seekers and shall adhere to
such a policy at all times and will review on an on-going basis on all aspects of recruitment to avoid unlawful or undesirable
discrimination. We will treat everyone equally irrespective of sex, sexual orientation, marital status, age, disability, race,
colour, ethnic or national origin, religion, political beliefs or membership or non-membership of a Trade Union and we
place an obligation upon all staff to respect and act in accordance with the policy.

Meridian Business Support Ltd shall not discriminate unlawfully when deciding which candidate / temporary worker is
submitted for a vacancy or assignment, or in any terms of employment or terms of engagement for temporary workers.
Meridian Business Support Ltd will ensure that each candidate is assessed only in accordance with the candidate’s merits,
qualification and ability to perform the relevant duties required by the particular vacancy.

PERMISSION TO WORK IN THE U.K

As an Employment Business we have a responsibility to ensure that any person provided with temporary work is eligible
to work in the U.K. In line with the Home Office guidance on the prevention of illegal working you will be required to
provide documents in respect of your identity and right to work. We are required to take a copy of your original ID
documentation and any appropriate VISA for our records.

Documents acceptable to establish your identity and right to work are:

• A Valid Passport, for Identity
• VISA / Work Permit / Residence Permit, for the right to work in the UK.

If you are unable to provide a passport then the following should be provided:
• A full U.K. Birth Certificate, showing details of parent/s
• PLUS proof of your National Insurance number (i.e. a NI card, P45 or P60 or a Job Centre letter)

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SECTION 2
Health and Safety

GENERAL INFORMATION COVERING HEALTH & SAFETY

(Inc., The Health & Safety At Work Act 1974 – Section 7 & 8 imposes duties on EVERYONE)

General

1. To take reasonable care for the Health & Safety of themselves and other persons who may be affected by their acts
or omissions.
2. To co-operate in ensuring the Client’s policy on Health & Safety is observed and that all statutory requirements are
fully complied with.
3. You must undertake all duties as instructed and never deviate.
4. Watch notice boards for company or Client statements on general policy, Health & Safety information, Health &
Safety Statutory Regulations and Procedures.

Working Practices

1. You must not operate any item of equipment unless trained, and authorised to do so.
2. You must not remove any guarding from equipment used or deviate from your authorised usage of the equipment.
3. You must report immediately any equipment defects, hazards or faults to your supervisor or safety representative
and never attempt repair.
4. You must undertake all duties as instructed and never deviate.

Hazard/Warning Signs & Notices

1. You must comply with all hazard/warning signs and notices displayed on the premises.

Working Conditions/Environment

1. You must make proper use of all equipment and facilities provided to control working conditions/environment.
2. You must ensure you keep your work areas clear/tidy.
3. You must dispose of waste/scrap in the appropriate receptacles.

Protective Clothing & Equipment (PPE)

1. You must wear protective equipment where required and ensure it is correctly maintained. If any item of PPE issued
to you is defective you should report it immediately

Accidents

1. You must see the first-aider for any injury you may receive, irrespective of how minor, and ensure details are entered
into the accident book.
2. You must report any incident in which damage is caused to property.

Health

1. You must report any medical condition that could affect the safety of yourself or others.
2. You must not become involved with horseplay, or practical jokes.

Fire Safety

1. Familiarise yourself with FIRE EXITS, ensure that you never obstruct any fire escape route, fire equipment or doors
2. In the event of a fire, sound the fire alarm and follow the fire procedure instructions, which will normally be clearly
displayed on the client’s notice boards.
3. You must follow all rules pertaining to no smoking areas.

REMEMBER – SAFETY IS EVERYONE’S BUSINESS

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SECTION 3
Candidate Complaint Process
It is important to us that we are able to provide you with a service that you will be happy
with. However, in the event that we have not met your expectations, in the first instance you
should contact the Meridian Branch that you have been dealing with. Please write to the Branch
Manager by either email or letter or through complaints@meridianbs.co.uk

If you would like to see a copy of our Complaints Policy, please see our website at
www.meridianbs.co.uk

However you choose to contact us you should expect;

• Your complaint to be acknowledged within 5 working days

• Your complaint to be dealt with confidentially and fairly
• Your complaint to be resolved within a maximum of 28 days

SECTION 4
Forced Labour/Modern Slavery

• Are you being forced to work when you don’t want to?
• Do you have to pay someone money to give you work?
• Are you being forced to live in accommodation against your will?
• Is someone controlling your identity documents or bank account?
• Is someone threatening or intimidating you or your family?

YES? GET HELP

• Talk to us at Meridian in Confidence by speaking to your Branch Manager or calling 0161 929 3850
• For personal help and support if you are a victim - Call Migrant Help on 07766 668781 or the
Salvation Army on 0300 303 8151.

More information in many other languages is available by visiting:

www.stronger2gether.org/workers

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SECTION 5
Temp Club

TempClub offers you valuable discount vouchers and lifestyle benefits ranging from money off
shopping to discounts on holidays. Benefits include savings on grocery and food shopping of up
to £240 per year (based on a £400 per month spend) and holiday purchase savings of £300
(based on average £1000 holiday).

These TempClub benefits are offered to our workers on behalf of DB Sunflower Solutions Ltd
(DBSS Ltd) and you will be automatically enrolled into TempClub from the first day of your first
assignment. You agree that we can deduct the weekly membership fee (currently only £2.50)
from your pay each week and these deductions will be clearly shown on your payslip. We will
notify you in advance of any fee changes. If you do not receive any pay in any given week, and
have not opted out of the scheme (see below), you will remain enrolled into TempClub but no
fees will be deducted for that week. The fee deductions will recommence when you receive your
next weekly pay or if you do not receive any pay for 4 weeks then your TempClub membership
will be suspended automatically and all benefits will be suspended, unless you opt to remain a
member of TempClub and make arrangements for the membership fees to be paid to DBSS Ltd
or undertake another assignment with us when deductions will recommence.

You can access the TempClub members’ area via the Candidate Zone of our website
https://www.meridianbs.co.uk or going directly to https://mer.employeebenefitsplatform.com
To log in for the first time you should select to join. This is quick and easy to do with just your
name and your payroll number which you will get when you are paid for the first time.

If you decide that you do not want to enjoy the benefits of TempClub then you can opt out at any
time by emailing nothanks@meridianbs.co.uk. If you opt out within 14 days of the first day of
your first assignment any payments that have been made will be reimbursed. If you opt out
after 14 days of your first assignment with us, no reimbursement will be made for membership
fees previously deducted but membership will cease from the date of notification and no future
payments will be deducted.

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SECTION 6

Pension Auto Enrolement

Meridian Business Support - Pensions Auto Enrolment Information

Here at Meridian we’ve chosen to offer NEST as our workplace pension scheme to meet our
employer duties and help you put money aside for your retirement.
NEST is a straightforward pension scheme that gives you one retirement fund for life.
You can contribute to your retirement fund, and in many cases we’ll contribute too. You’ll also
usually get extra money from the government through tax relief, as long as you’re making
personal contributions.
If we don’t have your National Insurance number though, NEST won’t be able to claim tax relief
on your behalf, so please make sure you’ve given it to us so you don’t miss out on any extra
money.

When will I join NEST?

When you begin working for us and meet the following criteria we write to you with
the date we plan to assess whether you are eligible to be automatically enrolled into
our NEST pension scheme. This is usually three months later.

We will automatically enrol you to become a member of NEST if, on your assessment date you
are:
• aged at least 22 but under State Pension age
• working, or if you ordinarily work, in the UK
• earning more than £10,000 (nb the first £6240 pa / £120 per week of your earnings
are not qualifying earnings and so not subject to pension deductions)
• not already a member of a qualifying workplace pension scheme we provide.

Extra money will be added to your own pension contributions from the government through
basic rate tax relief and we’ll also contribute.
We will write to you again at that point with what happens next if you are to be enrolled.

Information on The Pensions Reform can be found in the Candidate Zone on our website
(www.meridianbs.co.uk) or from NEST (www.nestpensions.org.uk)

Can I join NEST before my assessment date?

You can choose to opt in to and become a member of NEST if you’re:
• not already a member of an existing qualifying workplace pension scheme
• aged at least 16 but under 75
• earning more than £6240
• working, or if you ordinarily work, in the UK.

If you want to become a member of NEST before your assessment date, you’ll need to let us
know by completing a joining form which is available from your local branch or via the
Candidate Zone on our website and returning this completed form back to your local branch.
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If you become a member of NEST prior to being auto enrolled you will make member
contributions into your retirement fund direct from your pay. We will contribute too and you’ll
normally get money from the government through tax relief, as long as you’re making
contributions.

Can I still join NEST if I don’t meet the above criteria?

You can ask to become a member of NEST if you’re:

• inside the age range mentioned above (16 – 75)

• earning less than £6240
• working, or if you ordinarily work, in the UK
• not already a member of a qualifying workplace pension scheme.

If you meet these criteria and become a member of NEST you can make contributions directly
to your retirement pot whenever you like by direct debit or debit card from your own bank
account. These contributions must be at least £10 and we do not have to contribute.

If you want to become a member of NEST and contribute direct to your pension fund you need
to let us know by completing a joining form which is available from your local branch or via the
Candidate Zone on our website and returning this completed form back to your local branch.

Finding out more about NEST

If you’d like to know more about NEST you can visit their website at www.nestpensions.org.uk
or by searching online for NEST pensions.
NEST’s contact details:
NEST
Nene Hall
Lynch Wood Business Park
Peterborough
PE2 6FY
Member enquiries: 0300 020 0090
Email: support@nestpensions.org.uk

Getting more information about ‘The Pension Reform’

You can find out more about pensions and being a member of NEST by visiting their website at
www.nestpensions.org.uk
You can also get general information on pensions and saving for later life from Directgov at
www.direct.gov.uk/workplacepension
If you have any questions about contributions or your enrolment, please contact your local
branch.

SECTION 7
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Privacy Policy

Privacy Policy for Candidates

Meridian Business Support is a recruitment business which provides work-finding services to our clients and
candidates. We must process personal data (including sensitive personal data) so that it can provide these
services – in doing so, we act as a data controller.

You may give your personal details to us directly via an application or registration form or via our website
or online compliance portal, or we may collect them from sources such as a job boards.
We will only use your personal data in accordance with the terms of the following statement and for the
purposes of providing you with work-finding services and/or information relating to roles relevant to you.

1. Collection and use of personal data

a. Purpose of processing and legal basis

Meridian Business Support will collect your personal data (which may include sensitive personal data) and
will process it for the purposes of providing you with work-finding services. The legal bases we rely upon to
offer these services to you are:

• Consent for processing sensitive personal data

• Legitimate interest for all other processing

b. Legitimate interest

Our legitimate interests (when it is relied upon) are as follows:

• Your personal data is essential to us to carry out work finding services on your behalf.
• Where we find work for you we must share your personal data with our outsourced payroll provider (see
below). We have legal obligations to supply your personal data to certain official bodies e.g. HMRC,

c. Recipient/s of data

We will process your personal data and/or sensitive personal data with the following recipients:
• Safe Outsourcing for the purpose of processing payroll and raising invoices.
• A nominated umbrella company / intermediary from our preferred supplier list where you have elected
to be paid through an umbrella company / intermediary
• Clients for the purposes of providing work seeking services
• Procurement frameworks and accreditation bodies for the purposes of audit
• DBSS Ltd for TempClub Membership

d. Statutory/contractual requirement

Your personal data is not required as part of a statutory and/or contractual requirement, and/or a
requirement necessary to enter into a contract.
Failure to provide your personal data will prevent Meridian Business Support from carrying out work finding
services on your behalf and from processing any payments due to you

2. Data retention

We will retain your personal data only for as long as is necessary and in some cases this is defined by law
including The Conduct of Employment Agencies and Employment Businesses Regulations 2003 and tax
legislation. We will retain your data in accordance with the timeframes as documented in the Retention of
Data table at the end of this document.

Where we have obtained your consent to process your sensitive personal data, we will do so in line with our
retention policy. Upon expiry of that period we will seek further consent from you. Where consent is not

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granted Meridian Business Support will cease to process your sensitive personal data. This means that we
will no longer be able to provide work finding services.

3. Your rights

Please be aware that you have the following data protection rights:

• The right to be informed about the personal data we process on you;

• The right of access to the personal data Meridian Business we process on you;
• The right to rectification of your personal data;
• The right to erasure of your personal data in certain circumstances;
• The right to restrict processing of your personal data;
• The right to data portability in certain circumstances;
• The right to object to the processing of your personal data that was based on a public or
legitimate interest;
• The right not to be subjected to automated decision making and profiling; and
• The right to withdraw consent at any time.

Where you have consented to Meridian Business Support processing your sensitive personal data you have
the right to withdraw that consent at any time by contacting your local branch who will provide you with the
required “Withdrawal of Consent” form.

4. Complaints or queries

If you wish to complain about this privacy notice or any of the procedures set out in it please email
complaints@meridianbs.co.uk.

You also have the right to raise concerns with Information Commissioner’s Office on 0303 123 1113 or at
https://ico.org.uk/concerns/, or any other relevant supervisory authority should your personal data be
processed outside of the UK, if you believe that your data protection rights have not been adhered to.

The following records will be retained for a minimum of 2 years from when we last
provided work-finding services as an Employment Agency or Employment Business with
a maximum of 2 years from the end of the tax year in which we last provided work-
finding services as an Employment Agency or Employment Business

Work-seeker (temporary and permanent placement candidate) records including (but not limited
to):
• application form
• remuneration information
• CV
• ID checks
• Right to Work in the UK checks
• terms of engagement
• details of assignments
• 48 hour opt-out notices
• interview notes
• occupational health / medical questionnaires
• annual leave records
• absence records
• references
• terms of engagement with workers
• assessment / appraisal documents
• criminal convictions records / Disclosure and Barring records

Hirer records including client details where introductions have been made and
assignment/vacancy details where work has been found.

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The following records will be retained for a minimum of 6 years from the end of the tax
year in which your employment or engagement has ended

National Minimum Wage documentation including :

• Total pay by the worker and the hours worked by the worker
• Overtime/shift premia;
• Any deduction or payment of accommodation;
• Any absences e.g., sick leave, holiday;
• Any travel or training during working hours and its length;
• Total number of hours in a pay ref period

Sickness records / statutory sick pay

The following records will be retained for a minimum of 6 years from the end of the tax
year in which it relates

Statutory maternity, paternity, adoption pay Pensions auto-enrolment (including auto-enrolment

date, joining date, opt in and opt out notices, contributions paid)

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