General Company Information

ABSENCE FROM WORK DUE TO SICKNESS

Simplyfruit (Ire) Limited values and recognises the contribution of our employees to the overall success of the company by working together we meet the agreed targets we have set with our customers.

We will ensure the health and well-being of all our employees is taken seriously. However, we accept from time to time employees may be absent due to ill health and when absences occur, we will work together to reduce levels of absence and improving our health, well-being and attendance

.

The company expects that all employees will comply with the Sickness Absence Policy and procedure in Section 3 of the handbook. The company require that all absences should be self-certified. The first seven calendar days of absence be self-certified.

If you are absent for more than seven calendar days, you must obtain a Fit Note from your GP.

ACCIDENTS/INCIDENTS
Accidents/Incidents however slight, must be reported immediately so that the appropriate treatment may be obtained, and the necessary entry made in the accident book.

ANTENATAL APPOINTMENTS

Employees who are pregnant are entitled to reasonable paid time off during working hours to attend antenatal appointments, where the appointment is made on the advice of a registered medical practitioner, registered midwife, or registered health visitor. This right applies from the first day of employment and there is no qualifying service requirement.

Payment

Time off taken to attend antenatal appointments will be paid at the employee’s normal rate of pay. This includes reasonable travel time and waiting time where these fall within normal working hours.

Employees will not be required to:

make up the time taken,

use annual leave, or

take the time as unpaid leave.

Evidence of Appointments

For the first antenatal appointment, no evidence is required.

For subsequent appointments, the Company may request:

• confirmation of pregnancy (for example, a MATB1 certificate), and
• an appointment card or other written confirmation of the appointment.

Any such requests will be handled sensitively and confidentially.

What Counts as Antenatal Care

Antenatal care includes medical examinations and may also include antenatal or parent‑craft classes and relaxation classes, where these are recommended by a registered medical professional.

Fathers and partners of pregnant women are entitled to unpaid time off to attend two ante-natal appointments (time off is capped at six and a half hours for each appointment).

Adopters and surrogacy parents

The main adopter will be able to take paid time off for up to 5 adoption appointments. The secondary adopter will be entitled to take unpaid time off for up to 2 appointments.

The right to 2 unpaid antenatal appointments will also extend to those who will become parents though a surrogacy arrangement, if they expect to satisfy the conditions for, and intend to apply for a Parental Order for the child.

APPOINTMENTS

Circumstances may arise when you need time off during working hours for medical/dental appointments or for other reasons. Where possible such appointments should be made outside normal working hours. You should use annual leave or make the time up unless your line manager approves otherwise. If this is not possible, time off required for such purposes should be kept to a minimum and may only be granted at the discretion of a manager and will normally be unpaid. In the case of doctors/dental appointments reasonable prior notice should be given to a manager of the appointment details and appropriate appointment cards must always be presented no later than 3 days after the appointment.

All pregnancy-related sickness absence and appointments still need to be noted but are not considered when reviewing absence levels. Sickness absence that is taken when pregnant, but unrelated to pregnancy, will be recorded and considered when reviewing absence levels.

COMPANY SICK PAY

The company does not operate a company sick pay scheme.

Statutory Sick Pay (SSP)

From 6 April 2026, employees are entitled to receive SSP from the first full day of sickness absence. There are no waiting days. Employees are eligible to claim SSP from day one of their employment. Employers will pay 80% of the employee’s average weekly earnings, or the new flat rate as set by the government whichever is lower. SSP is payable for a maximum of 28 weeks in any period of sickness absence (including linked periods).

Statutory Sick Pay (SSP) is paid in accordance with the Social Security Contributions and Benefits (Northern Ireland) Act 1992 and associated regulations, as amended.

All employees are eligible for SSP regardless of their level of earnings, provided they meet the statutory definition of sickness absence and comply with the Company’s sickness notification and evidence requirements.

SSP is paid in the same way as normal wages and is subject to deductions for tax and National Insurance. Employees are required to complete a Self-Certification Form for all sickness absences up to 7 calendar days. Where an absence continues beyond 7 calendar days, a Fit Note / medical certificate from a GP should then be provided in line with standard requirements. Failure to provide the required self-certification or medical documentation may result in SSP/company sick pay being delayed or withheld until the appropriate documentation is received.

Where an employee is not entitled to SSP, or where SSP entitlement comes to an end, the Company will issue form SSP1 in accordance with statutory requirements.

CONFIDENTIALITY

Other than in the proper course of your employment, you must not either during or at any time after the termination of your employment with the Company use, exploit or disclose to anyone, or through your negligence or inadvertence allow such use, exploitation or disclosure of, any Confidential Information of the Company, its clients or suppliers, and shall further not use any such Confidential Information in a manner which may either directly or indirectly cause loss to the Company. Confidential Information includes (without limitation and whether or not recorded in writing or on computer disk or tape) details of clients, commercial information (including methods of business dealing and business plans), technical information (including that relating to our web site and its future development), sales and marketing information, unpublished financial information of all kinds (including pricing policies), details of supply contracts and trade secrets/inventions and discoveries. Confidential Information includes any other information labelled as being confidential or which the Company treat as confidential, as which you ought reasonably to know is confidential.

COMPASSIONATE LEAVE

You are entitled to take unpaid compassionate leave of up to two days in any 12-month period in respect of a spouse or partner, child, stepchild, grandchild, parent, step-parent, parent-in-law, grandparent, brother or sister, stepbrother or stepsister, or brother or sister-in-law. We may exercise our discretion to grant a period of unpaid compassionate leave in respect of any other relative or close friend, depending on the circumstances of each case.

If you are still unable to return to work following an authorised period of compassionate leave you should contact the Operations Manager. It may be appropriate to take a period of annual leave, subject to your manager's approval, or we may at our discretion grant you further unpaid leave in those circumstances.

We recognise that it may not always be possible to request compassionate leave in advance. However, where it is possible, you should make a request to the Operations Manager. You should tell them the reasons for your request and the number of days leave you would like to take.

Where it is not possible to request leave in advance you should contact the Operations Manager as soon as possible to tell them the reason for your absence and the number of days you expect to be absent. Someone can do this on your behalf if necessary.

In exceptional circumstances we may have to refuse a request for compassionate leave and will give you a written explanation of the reasons. If you are dissatisfied with this decision you may appeal to the Operations Director in writing within two days of receiving our written reasons or make a complaint under our Grievance Procedure.

DATA PROTECTION (GDPR)

We are committed to protecting the rights and privacy of individuals, including employees and other stakeholders, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The Company aims to ensure that personal data is collected and processed lawfully, fairly and transparently, is used only for specified and legitimate purposes, is kept accurate and up to date, stored securely, and is not disclosed to unauthorised third parties.

Employees are required to handle, use and store personal data in accordance with Company policies and procedures, including those set out in section 3 of this policy. Any concerns regarding the handling of personal data should be raised in the first instance with the employee’s line manager.

Failure to comply with this policy or with data protection legislation may result in disciplinary action, up to and including summary dismissal.

EMPLOYEE STANDARDS

Simplyfruit (Ire) Limited expects that employees will meet and maintain certain standards. The company expects employees to conduct themselves in a friendly, trustworthy, reasonable and responsible manner when undertaking their duties. In fulfilling their responsibilities, it is expected that employees will treat colleagues and all other stakeholders with fairness and respect.

Employees should:

• behave in a professional manner which should be reflected in dress, language, personal care, relationships, social media interaction e.g. commentary on all social media platforms such as Facebook, Twitter, Instagram and other behaviour that will not bring the company or yourself into disrepute;
• at any company sponsored event, or any event that is linked in any way to the company behave in a manner that will not bring the company or themselves into disrepute;
• actively promote a high-quality service for all customers;
• ensure that the interests of the company remain paramount at all times;
• ensure the safe, effective and efficient use of company resources in accordance with company policies and procedures;
• adhere to the terms and conditions of your contract of employment;
• attend commitments on time and on a regular and sustained basis. Where this is not possible, absence procedures must be followed.

FAMILY FRIENDLY POLICIES

Simplyfruit (Ire) Limited supports and follows the statutory guidelines and payments in respect of the range of Family Friendly Policies and employees are expected to follow the statutory regulations to be eligible for time off and payments.

We have developed company policies and procedures in respect of the following:

Maternity https://www.gov.uk/maternity-pay-leave/overview

Paternity https://www.gov.uk/paternity-pay-leave/overview

Further detail is provided in the Section 3 – Policies.

We have also developed company policies and procedures in respect of the following:

• Time off for Dependents
• Flexible working Right to Request
• Adoption

Further detail is provided in the Section 3 – Policies.

Simplyfruit (Ire) Limited also recognises that an employee has the right to avail of Shared Parental Leave. If you require further information please speak with your Line Manager.

HEALTH AND SAFETY

Employees must adhere to the company Health and Safety policy and procedures. On commencement you will receive health and safety awareness and training as part of your induction depending on your role within the company. You will also be made aware of your responsibilities under health and safety and this may include some or all of the following and any job specific health and safety training required for the role:

• Safety rules and guidelines
• Safety procedures
• Managing company and individual risk
• Health and Safety
• Locations of welfare and First Aid facilities
• Fire evacuation procedures and locations of fire extinguishers and other policies that impact on health and safety working for the company.

Employees have a responsibility to take reasonable care of their own health and safety and that of other employees who work in their area and those who may be affected by their work. If you ever feel that you are working in an unsafe environment – STOP and REPORT and wait until further advice from a manager. Further detail is provided in Section 3 – Policies.

HOLIDAY LEAVE

The details of your entitlement to holiday is as outlined in your statement of terms and conditions of employment and further detail is provided in Section 3 - Policies.

HOUSEKEEPING

Both from the point of view of safety and of appearance, work areas must be kept clean and tidy at all times and you have a responsibility to ensure that all information is stored securely and in accordance with the principles of data protection and GDPR.

INCLEMENT WEATHER

There may be occasions when you have difficulty getting to work because of unforeseen inclement weather. On such an occasion you must make every effort to get to work and regularly inform your Manager or in their absence the Managing Director of your progress.  In such circumstances when you are not able to get to work due to serious health and safety concerns and you have made every effort to get to work and keep in touch with us you must either take annual leave for that day or one day’s unpaid leave.

INCOME TAX AND NATIONAL INSURANCE

As an employee you will have income tax and/or National Insurance contributions deducted from your gross salary as is applicable. At the end of each tax year you will be given a form P60 showing the total pay you have received from us during that year and the amount of deductions for Income Tax and National Insurance. You should keep this document in a safe place as you may need to produce it for tax purposes.

INDUCTION

Your first day and the weeks following at Simplyfruit (Ire) Limited will include an induction programme. Induction will cover an introduction to and familiarisation of the company, the management team and their roles and responsibilities, your role and responsibilities and the colleagues you will be working with.

INTERNET USAGE AND EMAIL

For internet safety, company and personal security we ask that employees apply the following. Employees:

• may be permitted to use the internet for business purposes;
• should only use the internet for their own personal use at break times;
• must not download movies, music and/or anything that is illegal and/or has the potential to bring the company into disrepute;
• must ensure that internet usage does not interfere with your work.

In the interests of the company, your email and internet usage may be monitored by a director, abuse of which may lead to a disciplinary investigation, the outcome of which may lead to disciplinary action up to and including dismissal. Further detail is provided in Section 3 – Policies.

JURY SERVICE

Jury service is an important civic duty. If an employee is summoned for jury service, the Company will allow the employee time off work to attend court as required. It is a legal obligation to attend jury service unless the court formally grants a deferral or excusal, and the Company must not prevent an employee from attending.

Employees must notify their line manager as soon as possible after receiving a jury summons and provide a copy of the summons. Employees should keep the Company informed of the expected duration of their jury service and any changes to the court schedule.

There is no statutory requirement for employers in Northern Ireland to pay employees during jury service. Jury service will therefore normally be treated as unpaid leave, unless otherwise agreed. Employees may be entitled to claim a loss of earnings allowance and expenses directly from the court in accordance with the court’s rules. Where required, the Company will complete the relevant certificate of loss of earnings. [nidirect.gov.uk],

Employees will not be subjected to any detriment, disciplinary action, or dismissal as a result of being summoned for or attending jury service.

MAIL

Private mail should not be sent care of our address. No private mail may be posted at our expense except in those cases where a formal re-charge arrangement has been made.

MEDIA STATEMENTS

All media enquiries must in the first instance be directed to a Director who will liaise with the other Directors or their designated deputy to prepare a response. The Board will also oversee and/or authorise all media communications to ensure a corporate and appropriate response to all media sources. Employees must ensure that they do not get drawn into any communications which may or is likely to bring the company into disrepute.

PARKING

Where on‑site or nearby parking facilities are provided, they are made available for convenience only. Employees who choose to use any parking facilities provided by the Company, or who park on Company premises or in surrounding areas, do so entirely at their own risk.

The Company does not accept responsibility or liability for loss of, or damage to, vehicles or their contents, nor for personal injury, unless such loss, damage, or injury arises as a result of the Company’s negligence or breach of statutory duty. Employees are responsible for ensuring that vehicles are parked safely, legally, and in accordance with any posted signs, instructions, or parking conditions. The Company accepts no responsibility for parking fines, penalties, or charges incurred.

WORKPLACE PENSION -AUTO ENROLMENT

The Company complies with its legal duties under workplace pension legislation, including the Pensions Act 2008, as it applies in Northern Ireland. The Company operates a qualifying workplace pension scheme and will automatically enrol eligible employees in accordance with the law. [nidirect.gov.uk],

Employees will be automatically enrolled into the Company’s workplace pension scheme if they meet the statutory criteria, which currently include:

• being aged 22 or over and under State Pension age;
• earning at least the automatic enrolment earnings trigger; and
• working in the United Kingdom.

The Company will confirm enrolment in writing and provide details of the pension scheme, contribution levels, and the employee’s right to opt out.

Employees who opt out or cease membership may request to re‑join the pension scheme, and the Company will re‑enrol eligible employees at least once every three years in line with statutory requirements

If you have any queries about your enrolment or if you wish to opt out of the scheme, speak to a Director for further information.

PERFORMANCE MANAGEMENT

Simplyfruit (Ire) Limited is a company that will invest in in its workforce ensuring our strategy is consistently operated across the business. Our performance management system will assist the ongoing success of the company by ensuring our employees understand their expected contribution to the company objectives and they are motivated and equipped with the skills to support and achieve this. Managing performance throughout the year will involve ongoing discussion between employees and management about how well they are doing and how they can improve.

PERSONAL DETAILS

Employees are required to inform the Company promptly of any changes to their personal details, including (but not limited to) their name, address, telephone number, marital status, bank account details, and any other information relevant to their employment.

This information is required to ensure that the Company’s records remain accurate, to allow the correct administration of pay and benefits, and to enable the Company to contact employees where necessary, including in the event of an emergency outside normal working hours.

Employees are responsible for ensuring that their personal details are kept up to date and should notify their line manager or HR as soon as reasonably practicable of any changes.

All personal information must be updated on the Company HR Workflow system.

PERSONAL HYGIENE

We require a high standard of personal hygiene and cleanliness. If your hygiene fails to meet standards required, you may be sent home and may be dealt with under the company disciplinary procedure.

PRESENTATION AND DRESS STANDARDS

As employees may come into contact with patients, clients, customers, or members of the public, it is important that a professional, hygienic and appropriate standard of appearance is maintained at all times. In addition to any specific departmental or role‑based requirements, the following standards apply.

Uniform, PPE and Appearance

Where a uniform is issued, it must be clean, in good condition, neatly presented, and worn in accordance with Company instructions.

Any personal protective equipment (PPE) provided must be worn as required, in line with health and safety obligations and the needs of the business.

Employees should maintain a clean, tidy and hygienic appearance appropriate to their role and working environment.

Hair should be kept neat and secured where necessary to ensure safety, hygiene, or professional presentation, particularly in production, or customer‑facing environments.

Cosmetics, nail length, or coverings must be appropriate to the role, taking account of health, safety, hygiene, and professional standards. Restrictions may apply in certain work areas, such as production facilities.

Only plain wedding bands and medical jewellery are permitted in the production facility. All other jewellery is prohibited.

Chewing gum or smokeless tobacco is not allowed. Smoking is permitted only in designated areas and during designated breaks only.

The Company recognises that appearance standards may be affected by religious belief, disability, or other protected characteristics, and reasonable adjustments or accommodations will be considered where appropriate.

On leaving the company if required, you must ensure that you return any item of uniform which has been supplied by the company to the designated person. Failure to return may result in a delay of your final pay.

• If you are suffering from an infectious or contagious disease or illness such as rubella or hepatitis you must not report for work without a Fit Note/letter from your own doctor outlining your fitness for work. It is your responsibility to ensure that you advise your Doctor of your work environment. Contact with any person suffering from an infectious or contagious disease must also be reported to your Line Manager before commencing work.

PROBATION

On joining Simplyfruit (Ire) Limited employees will have probation period of six months. The probation period will provide the management with an opportunity to evaluate your performance, commitment and general suitability for the role. If you are failing to meet these requirements during the induction period, your employment may be terminated. In exceptional circumstances your probation period may be extended. Please refer to the Policy Section of this handbook for further details.

RESIGNATION

If you resign from your post the company expects that you will give the appropriate notice and if you wish to leave the company sooner that your contracted notice requires then you should at the earliest opportunity discuss with your line manager the earlier leaving date. The company may also ask to you to undertake an exit interview.

RETIREMENT

There is no statutory retirement age. If you are planning to retire you may wish to discuss further with your line manager. If you give the company formal notice of your intention to retire on a certain date, we are under no obligation to let you to withdraw your notice. If during a discussion you advise the company of your intention to retire, you have the right to change your mind until you notify the company formally. Formal notification should be made in writing giving your contractual notice to your line manager. The company may also ask to you to undertake an exit interview.

SMOKING, VAPING AND E-CIGARETTES

There is a statutory ban on smoking in the workplace. Smoking, vaping and e-cigarettes are only permitted during breaks and in the designated area only. Employees who breach this policy may be subject to disciplinary investigation which may lead to disciplinary action in accordance with company policy and procedures.

SUBSTANCE MISUSE (ALCOHOL AND/OR DRUGS)

Drugs or alcohol must not be consumed prior to coming to work or during working hours (including breaks). Under legislation we, as your employer, have a duty to ensure so far as is reasonably practicable the health and safety and welfare at work of all our employees and similarly you have a responsibility to yourself and your colleagues. The use of alcohol and drugs may impair the safe and efficient running of the company and the health and safety of our employees and clients.

If your performance or attendance at work is affected as a result of alcohol or drugs, or we believe you have been involved in any alcohol/drug related action/offence, may lead to an investigation the outcome of which may be a disciplinary sanction up to and including dismissal.

If you are taking prescribed medication which may affect or impact on your ability to carry out your duties safely and/or may have the potential to put colleagues and/or clients at risk you must in the first instance speak to line manager who will assess the risk. Following this and if required, the company will put in place measures to support you in the workplace and/or to ensure the safety of employees and clients. Failure to discuss this is a serious breach of your contractual obligations and may lead to an investigation the outcome of which may be a disciplinary sanction up to and including dismissal.

TERMS AND CONDITIONS OF EMPLOYMENT

You have been issued with a Statement of Terms and Conditions of Employment. You should read and retain these and refer to them as required. Any amendments to these will be notified to you by the company within four weeks of any changes.

TRAINING

At the commencement of your employment you will receive training for your specific job role. As your employment continues you and/or your line manager may identify training or development activities that will enhance your knowledge and skills and therefore maximise performance in your role. These may include “on the job training”, mandatory training as identified by the company, additional training outside of the company for example technical upskilling.

It is also a requirement that you attend all compulsory training as directed by the company.

UNAUTHORISED ABSENCE/LATENESS

Regular absence and/or lateness from work will be treated as absence and where there is no prior notification such absence will be treated as unauthorised leave (AWOL) and may result in deduction from wages and/or disciplinary investigation which may lead to disciplinary action up and including dismissal being taken against you.

In considering any potential action the company will take into account any circumstances and/or a reasonable explanation offered.

UNPAID LEAVE

Unpaid leave can only be permitted in exceptional circumstances. It cannot be given in retrospect, or if you have remaining holidays in that calendar year. Note that payment of unpaid leave will affect earnings, holiday accrual and pension contributions.

USE OF SOCIAL MEDIA

You are permitted to use social media in accordance with company policy or when using social media inside or outside of the workplace, details of which are found in the Social Media Policy found in Section 3 of this handbook. Failure to do may lead to disciplinary action up to and including dismissal.