Policies and procedures

Policies and procedures

JKL Industries has a number of policies and procedures to support its core values and to ensure compliance with legislative requirements.

Code of ethics

JKL Industries acknowledges its role as a responsible corporate citizen. JKL’s success will result not simply from satisfying specific equipment needs for a quality product at reasonable prices, but from conducting its business with integrity and in accordance with the core values of the organisation.

Employees and officers of JKL Industries are expected to:

• respect and support the core values of the organisation:

○ performance excellence

○ value for investors, customers and employees

○ personal and professional development

○ diversity

○ sustainability

• respect and treat others (colleagues, managers, reports, clients, customers and organisational stakeholders) with fairness

• act in accordance with relevant legislation, standards and industry codes of practice

• act honestly to protect the reputation of JKL Industries; avoid the fact or appearance of conflict of interest

• protect the privacy of others in accordance with organisational privacy and recordkeeping policies.

Health, safety and rehabilitation policy

The purpose of this policy is to state the organisation’s commitment to reducing and managing health and safety risks, and delivering workers’ compensation and rehabilitation and first aid training

This policy applies to all officers, employees and contractors of JKL Industries. In accordance with legislative requirements, employees must be consulted on health and safety issues that concern them. Consultation may be direct or indirect.

Applicable legislation includes:

• Safety, Rehabilitation and Compensation Act 1988 (Cwlth)

• Work Health and Safety Act 2011 (NSW)

• state health and safety Acts that apply to each branch (check your state’s legislation)

• Workers’ Compensation Act 1987 (NSW)

• Workplace Injury Management and Workers’ Compensation Act 1988 (NSW).

JKL Industries’ health, safety and rehabilitation policy are displayed in all work locations.

Workplace harassment, victimisation and bullying policy

The purpose of this policy is to underscore the organisation’s commitment to the elimination of all forms of bullying and harassment in the workplace. All employees have the right to conduct their work within a fair, supportive, high performance environment.

Harassment, victimisation and bullying in the workplace are illegal and such actions are not tolerated by JKL Industries.

Staff members found to be harassing or bullying other members of staff or customers will face disciplinary action ranging from counselling and performance management to summary dismissal.

This policy applies to all officers, employees and contractors of JKL Industries.

Relevant legislation may include, but is not limited to:

• Disability Discrimination Act 1992

• Workplace Gender Equality Act 2012 (Cwth)

• Racial Discrimination Act 1975

• Sex Discrimination Act 1984

• Anti-Discrimination Act 1977 (NSW).

Anti-discrimination and equal opportunity policy

The purpose of this policy is to underscore the organisation’s commitment to the fair treatment of all personnel and customers.

JKL Industries values the diversity of its team, clients and communities and respects the rights of individuals and groups to operate in an environment free of discrimination. Access and equity (diversity and anti-discrimination) is fundamental to the operations of JKL Industries. It is embedded in policies, practices and forward planning. JKL recognises the importance of diversity in achieving our vision.

JKL Industries understands the business environment and actively assists customers to reach their optimum potential. Our primary objective is to be solution-oriented and focused on customer needs. JKL recognises that valuing diversity is pivotal to achieving its vision.

A welcoming, supportive environment will be provided leading to positive learning and employment, and individuals having the opportunity to reach their optimum potential.

At JKL Industries, anyone engaged in employment or the provision or receipt of training and/or services has the right to operate in an environment that is free from discrimination on the grounds of the following 19 characteristics:

• age

• breastfeeding

• employment activity

• gender identity

• impairment or disability

• industrial activity (complaint about conditions/safety or trade union action)

• irrelevant medical or criminal record

• lawful sexual activity

• marital status

• parental or carer status • physical features

• political belief or activity

• pregnancy

• race

• religious belief or activity

• sex

• sexuality

• social origin or migration status

• personal association with someone who has, or is assumed to have, any of the above characteristics.

Procedures are in place for handling any grievances, including complaints of discrimination, unfair treatment or harassment. Complaints will be taken seriously and every effort will be made to resolve them quickly, impartially, empathically and with appropriate confidentiality. Victimisation of complainants and witnesses is illegal. Complaints may also be lodged with a relevant government agency or regulatory body.

This policy applies to all officers, employees and contractors of JKL Industries.

Relevant legislation may include, but is not limited to:

• Disability Discrimination Act 1992

• Workplace Gender Equality Act 2012 (Cwth)

• Racial Discrimination Act 1975

• Sex Discrimination Act 1984

• Anti-Discrimination Act 1977 (NSW).

Privacy policy

The purpose of this policy is to outline JKL’s commitment to protecting the right to privacy of both employees and customers.

Although not a legislative requirement, JKL Industries’ employees, officers and agents are expected to take all reasonable steps to abide by the Australian Privacy Principles, as set out in the Privacy Act 1988.

The following is an adaptation of the principles to provide guidance to individuals responsible for collecting or using customer information.

1. Open and transparent management

of personal information Employees, officers or agents of JKL Industries must have a policy document outlining its information handling practices and make this available to anyone who asks for it (this document).

2. Anonymity and pseudonymity Employees, officers or agents of JKL Industries must give people the option to interact anonymously whenever it is practicable to do so. Note this principle would not apply to many internal records; nevertheless, where this principle can be applied without adverse effect to legitimate business interests, such as in employee satisfaction surveys undertaken by HR, it should be.

3. Collection

of solicited personal information Personal information may not be collected unless it is necessary for JKL Industries’ business activities.

Sensitive information (such as about someone’s health, political opinions or sexual preference), may only be collected with the consent of the individual.

4. Dealing with unsolicited personal information On occasion, staff, officers and agents of JKL Industries may receive unsolicited personal information. Such information must be afforded the same privacy protection as solicited information.

On receipt of unsolicited personal information, you must:

• determine whether it is the kind of information that could have been collected by JKL Industries in the usual way, and:

○ if the information could have been collected in this way, treat is as you would any other personal information

○ if the information could not have been collected in this way (and is not contained in a Commonwealth record), you must destroy or de-identify the information as soon as practicable, but only if lawful and reasonable to do so.

5. Notification of the collection

of personal information Employees, officers or agents of JKL Industries must ensure that individuals are aware their personal information is being collected, why it is being collected, who it might be passed on to, and that they can ask JKL Industries what personal information it holds about them and to request corrections if required.

6. Use or disclosure

of personal information Personal information may only be used for legitimate purposes. Legitimate uses include, for example, using information for the purpose of improving operations, strategic planning, or recruitment. Non-legitimate uses would involve direct marketing to friends and families of employees through the use of employee contact information.

7. Direct marketing Direct marketing is a key part of the JKL Industries’ business plan; however, JKL Industries recognises that direct marketing that is unwelcome to an individual can annoy the individual and ultimately reflect badly on the organisation. Therefore, staff, officers and agents of JKL Industries must be very careful when using personal information for direct marketing purposes.

Personal information may be used or disclosed (excluding sensitive information) for the purposes of direct marketing provided the following criteria have been satisfied:

• the information was collected from the individual directly by JKL Industries

• the individual would reasonably expect that their personal information would be used or disclosed for direct marketing

• JKL Industries has provided a simple means by which the individual can request not to receive direct marketing (such as an ‘unsubscribe’ or ‘opt out’ function or provide contact information where they can make the request)

• the individual has not already made such a request to JKL Industries.

8. Cross-border disclosure

of personal information Employees, officers or agents of JKL Industries can only transfer personal information to a recipient in a foreign country in circumstances where the information will have appropriate protection. This principle applies to foreign subsidiaries and strategic partners of JKL Industries. ‘Appropriate protections’ include but are not limited to stipulations in this policy.

9. Adoption, use or disclosure of government-related identifiers Generally, JKL Industries employees, officers or agents must not adopt, use or disclose an identifier that has been assigned by a Commonwealth government agency, such as a tax file number, unless for a legitimate business or operational reason, such as the processing of payroll, where tax file numbers may need to be shared.

10. Quality

of personal information Employees, officers or agents of JKL Industries must take reasonable steps to ensure the personal information they collect is accurate, complete, up-to-date and relevant to its purpose.

11. Security

of personal information Employees, officers or agents of JKL Industries must take reasonable steps to protect the personal information it holds from misuse, interference and loss, and from unauthorised access, modification or disclosure. Where required by law after a certain period, employees of JKL Industries must take appropriate steps to destroy or de-identify personal information in certain circumstances.

12. Access to personal information Generally, Employees, officers or agents of JKL Industries must give an individual access to personal information it holds about the individual on request. Note that some exceptions may apply, such as in cases of misconduct, fraud, criminal behaviour, or dismissal procedures.

13. Correction

of personal information Employees, officers or agents of JKL Industries must take all reasonable steps to correct the personal information it holds about individual when requested by that individual, in a timely manner, and at no cost to the individual.

JKL Industries takes care to respect employees to privacy and fully complies with our obligations under relevant legislation. Employee records are exempt from the Privacy Act. Records include:

• employee records and personnel files

• referee reports

• workplace surveillance and monitoring.

Although such records are exempt from the Privacy Act, JKL Industries is committed to protecting the privacy of employees through:

• providing access to own records where available or practicable for correction

• undertaking not to pass on data to others or external parties except for the strict purposes of undertaking JKL business activities or without express permission.

This policy applies to all officers, employees and contractors of JKL Industries.

Relevant legislation may include, but is not limited to:

• Privacy Act 1988

• Privacy Amendment (Private Sector) Act 2000.

 

Recordkeeping policy

The purpose of this policy is to outline the organisation’s approach to recordkeeping.

At JKL Industries, records management systems are based on developing and implementing recordkeeping policies, procedures, and practices to meet the operational needs of the organisation and that comply with externally imposed standards such as legislation.

Implementation strategies for recordkeeping systems include:

• ensuring the system to meets all of the operational and strategic needs of JKL

• documenting the system (see procedures)

• training personnel to create and store records

• setting standards for recordkeeping and monitoring the use of systems

• ensuring all legislative requirements are met, including for retention periods.

JKL Industries adheres to the Australian and international standard for recordkeeping, AS ISO 15489: 2002 Records management.

This policy applies to all officers, employees and contractors of JKL Industries.

Relevant legislation may include, but is not limited to:

• Privacy Act 1988

• anti-discrimination legislation.

Recordkeeping procedures

File management

Create a personal subfolder within the server (using your name as the subfolder name) to hold your day-to-day working files.

Do not store company data on your C: drive (i.e. do not save work only to your computer, rather than to the network) unless absolutely necessary. Company data should be stored in the appropriate server drive. Unlike the servers, which are backed up automatically, data on your own computer is not backed up and your work may be lost if you experience a system crash.

If you use a laptop and require access to files off-site, you will be set up with remote access to server files away from the office.

When documents are completed, they should be saved to the appropriate ‘completed work’ folder in your department.

To ensure privacy, all employee records and information gathered from employees must only be used for the stated purpose of collection and must be kept on a secure HRMS server.

Filenames

Filenames should include the author’s last name, the title of the report (or abbreviated title of report), and the date of submission.

Back-ups

Back-up copies of all electronic files on the server are made twice weekly.

If you spend an extended time away from the office network using a laptop, it is your responsibility to ensure local copies of company files are backed up.

Performance management policy

The purpose of this policy is to underscore JKL Industries’ commitment to monitoring performance, developing workforce capability and developing its people.

Performance reviews should be held twice yearly by managers. Performance should be monitored against agreed KPIs and feedback provided on a regular basis.

This policy applies to all officers, employees and contractors of JKL Industries.

Relevant legislation may include, but is not limited to:

• Privacy Act 1988

• anti-discrimination legislation

• equal employment opportunity (EEO) legislation.

Grievance policy

JKL Industries supports the right of every employee to lodge a grievance with their manager if they believe a decision, behaviour or action affecting their employment is unfair. An employee may raise a grievance about any performance improvement action taken against them.

Management and employees of JKL Industries should follow the principle that disputes should be addressed at the lowest possible level and should not be escalated either within JKL or to outside bodies until all reasonable avenues for resolution have been explored.