Arcadia Privacy Policy

1. Anti-Harassment Policy

Purpose

The Organisation is committed to ensuring a work environment that respects the dignity and worth of each individual. Inappropriate workplace behaviour and unlawful harassment create conditions that are wholly inconsistent with this commitment. The purpose of this policy is to foster a work environment that is free from all forms of harassment, whether based on age, colour, disability, gender identity, genetic information, national origin, race, religion, sex, veteran status, or any other factor protected by the Company's Code of Conduct/Ethics and/or applicable law.

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Scope

This policy applies to all volunteers.

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Policy Guidelines

The Organisation will not tolerate discriminatory harassment, including sexual harassment. This policy applies to all harassment occurring in the work environment, regardless of the gender of the individuals involved, and covers all volunteers, applicants for volunteer positions, and third parties over whom the Organisation has control.

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Sexual Harassment Defined

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favours, and other verbal or physical conduct of a sexual nature when:

1. Submission to such conduct is made a term or condition of an individual's voluntary employment;

2. Submission to or rejection of such conduct is used as the basis for employment decisions; or

3. Such conduct unreasonably interferes with work performance or creates an intimidating, hostile, or offensive working environment.

 

Examples include but are not limited to: threatening employment actions if sexual favours are not granted, demands for sexual favours in exchange for preferential treatment, unwelcome physical contact, offensive remarks about appearance, sexual jokes or explicit language, and the display of sexually suggestive materials in the workplace.

 

Other Harassment Defined

Other harassment is defined as verbal or physical conduct that denigrates or shows hostility toward an individual because of race, colour, gender, age, religion, national origin, sexual orientation, disability, veteran status, or any other protected characteristic, and that creates an intimidating, hostile, or offensive work environment, or unreasonably interferes with work performance.

 

Consensual Relationships

Consensual romantic and/or sexual relationships between an employee with supervisory authority and any subordinate will compromise the Organisation's ability to enforce its harassment policy. Where such relationships arise, the Organisation will consider them carefully and take appropriate action, which may include changes in responsibilities or transfer to eliminate the supervisory relationship. Any supervisory employee in such a relationship is required to report it to their supervisor and to Human Resources.

 

Reporting Discriminatory Harassment

The Organisation strongly encourages the prompt reporting of all incidents of discriminatory harassment. If you believe you are being harassed or have observed harassment, notify Human Resources promptly. If you feel it would be unreasonable to use this procedure due to unusual circumstances, you may discuss your concern with your direct manager, a senior leader within your function, or a member of the Legal Department.

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Investigation

When a volunteer reports harassment, the Organisation will investigate promptly. The steps of the investigation will vary depending on the nature of the allegations and in alignment with applicable law. The Organisation will seek to maintain confidentiality throughout the investigative process to the extent practicable.

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Resolving the Matter

Upon completion of the investigation, the Organisation will take appropriate remedial action if supported by the facts. Remedial action may include verbal or written counselling, referral to formal counselling, disciplinary suspension or probation, or discharge from the Organisation.

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Non-Retaliation

An individual who reports incidents believed in good faith to be violations of this policy, or who participates in a harassment investigation, will not be subject to reprisal or retaliation. Retaliation is a serious violation of this policy and must be reported immediately. Any person found to have retaliated against a reporting individual will be subject to appropriate disciplinary action.

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Communication

This policy is part of the Organisation's overall commitment to open communication. The Organisation encourages any volunteer with workplace concerns of any nature, including any alleged discrimination, to bring those concerns to the attention of Human Resources.

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2. Conflicts of Interest

Purpose

Volunteers have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest, including those that may arise from close personal relationships among volunteers of Arcadia.

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Scope

This policy applies to all Organisation volunteers to the extent permitted by applicable law.

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Policy Guidelines

A conflict of interest exists when personal, financial, business, or commercial interests compete with your obligation to serve the interests of the Organisation. Even the perception of a conflict of interest can cause harm to the Organisation and to the volunteer involved.

 

An actual or potential conflict of interest generally occurs when a volunteer is in a position to influence a decision that may result in personal gain — for the volunteer or a relative or close personal relationship — as a result of Organisation business dealings. Personal gain may result from significant ownership in a firm with which the Organisation does business, or from kickbacks, bribes, substantial gifts, or special considerations arising from any transaction involving the Organisation.

 

For purposes of this policy, a relative is any person related by blood or marriage, or whose relationship with the volunteer is similar to that of persons related by blood or marriage. Close personal relationships include, but are not limited to, dating, romantic involvement, close friendships, or living in the same household.

 

Volunteer relationships with vendors, suppliers, customers, and providers must remain professional at all times. Relationships with colleagues — especially manager-subordinate relationships and those in business support roles such as HR or Finance — must also remain professional.

 

If a close personal relationship develops that may present as a conflict of interest, the volunteer involved should inform their manager so that any appearance of favouritism or impropriety can be avoided. The Organisation reserves the right to take appropriate action to resolve the conflict.

 

The Organisation considers applicants who are relatives of current volunteers on the same basis as all other applicants. To avoid conflicts of interest, the Organisation reserves the right to make decisions concerning the placement or supervision of relatives on a case-by-case basis.

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3. Disciplinary Procedure

Purpose and Scope

The purpose of the Disciplinary Procedure is to ensure that volunteers of the Organisation are treated fairly in investigating and dealing with allegations of unacceptable conduct, competence, attendance, or capability issues. This procedure applies to all volunteers.

 

The Organisation reserves the right to amend this procedure as necessary, to depart from its precise requirements where appropriate, and to skip stages where the seriousness of an allegation warrants it. All disciplinary actions will be documented and placed in the volunteer's personnel file.

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The Procedure

A. Investigation

Where necessary, the Organisation will undertake an investigation into the matter. The Organisation may suspend a volunteer in writing for a specified period during the investigation. During suspension, the volunteer's contract continues with all rights intact, but the volunteer will not be entitled to access Organisation systems without prior consent. Wherever possible, the investigation will be carried out by a senior volunteer not involved with the allegation being investigated.

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B. Disciplinary Hearings

Informal Procedure

Where appropriate, the Organisation will first attempt to resolve any complaint informally with the volunteer. Where this is not appropriate or fails to resolve the issue, the formal procedure will apply.

 

Formal Procedure

Before any disciplinary action is taken, the volunteer will be called to a Disciplinary Hearing. In advance of the hearing, the volunteer will be given:

1. Prior notice of the date of the Disciplinary Hearing;

2. Information about the complaint(s) against them; and

3. A copy of any supporting evidence the Organisation will rely on at the hearing.

 

The volunteer may be represented at the Disciplinary Hearing by a consenting fellow volunteer (other than one subject to current disciplinary action in relation to the same complaint). At the hearing, the volunteer will be informed of the complaint and given an opportunity to state their case. The hearing may be adjourned if necessary. If the volunteer fails to attend without exceptional reason, the hearing may continue in their absence.

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Outcome of Disciplinary Hearing

Where a disciplinary sanction is appropriate, there are four possible outcomes:

1. Verbal Warning: Issued for first-stage offences. Kept on file for 6 months, after which it lapses subject to satisfactory conduct and performance.

2. First Written Warning: Issued in writing with reasons provided. Kept on personnel file for 9 months, after which it lapses subject to satisfactory conduct and performance.

3. Final Written Warning: Issued in writing, stating that a further offence may result in termination. Kept on personnel file for 6 months, after which it lapses subject to satisfactory conduct and performance.

4. Dismissal or Other Sanction: The decision to dismiss will not be taken without reference to a C-Suite member and will be notified to the volunteer in writing.

Gross Misconduct

In instances of gross misconduct, the Organisation reserves the right to dismiss a volunteer summarily without notice. The following is a non-exhaustive list of what constitutes gross misconduct:

1. Theft or falsification of records, documents, or intellectual property;

2. Being under the influence of non-medically prescribed drugs or alcohol while in meetings;

3. Violent, abusive, or intimidating conduct;

4. Serious act of sexual, racial, or other harassment;

5. Malicious damage to the Organisation's, clients', or volunteers' property;

6. Blatant disregard for Organisation procedures, rules, and regulations;

7. Gross negligence or serious breach of duty or trust;

8. Actions that damage the reputation of the Organisation or bring it into disrepute;

9. Any criminal offence that makes a volunteer unsuitable for their position;

10. Unauthorised use or disclosure of confidential information;

11. Breach of Health and Safety rules that endanger others; and/or

12. Acts of dishonesty.

 

C. Appeals

A volunteer has the right to appeal against any disciplinary decision. Notice of appeal must be submitted in writing to the CHRO within five working days of the decision, setting out the grounds of appeal.

 

Disciplinary sanctions take effect automatically pending the outcome of any Appeal Hearing. Where a dismissal is appealed and upheld, the date of termination is the date of the original decision, not the date of the appeal.

The Appeal Hearing will be conducted as soon as possible, at which the volunteer will be given an opportunity to state their case and may be represented by a consenting fellow volunteer. The outcome of the Appeal Hearing will be final.

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4. Employee Records

Purpose

To safeguard volunteer records and maintain the highest level of confidentiality for volunteers of Arcadia.

 

Scope

This policy applies to all Organisation volunteers to the extent permitted by applicable law.

 

Policy Guidelines

Volunteer records are the property of the Organisation. Volunteers may inspect documents in their file in the presence of a Human Resources representative at a mutually convenient time. No copies of documents may be made, except for documents the volunteer has previously signed. Volunteers may add their version of any disputed item to the file. Requests to review records should be directed to the Human Resources department.

 

The Organisation regards volunteer records as confidential. Disclosure of volunteer records to anyone outside the Organisation will be limited to business needs and in accordance with data privacy laws. The Organisation will cooperate with requests from authorised law enforcement or government agencies conducting official investigations and as otherwise legally required.

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5. Equal Employment Opportunity

Purpose

The Organisation has established the following policy regarding Equal Employment Opportunity for the volunteers of Arcadia.

 

Scope

This policy applies to all volunteers.

 

Policy Guidelines

Arcadia is an equal opportunity employer and conducts all hiring and employment practices strictly in accordance with applicable fair employment practices and regulations. Discrimination in employment on the basis of any classification protected under federal, state, or local law is a violation of this policy and is illegal. To the extent protected by applicable law, the Organisation does not discriminate on the basis of:

1. Age

2. Ancestry

3. Colour

4. Creed

5. Ethnicity

6. Gender identity

7. Genetic information

8. Marital status

9. Mental or physical disability (including HIV and AIDS)

10. National origin

11. Pregnancy

12. Race

13. Religion

14. Sex

15. Sexual orientation

16. Veteran status

17. Or other categories defined by applicable law

 

This policy applies to all terms and conditions of voluntary employment, including recruitment and hiring, upgrading, classification, placement, promotion, termination, and leaves of absence.

 

To comply with applicable laws, the Organisation will attempt to make reasonable accommodations as required, including for religious belief or practice, gender identity, pregnancy, or disability.

 

The Organisation strongly encourages volunteers to report all incidents of discrimination promptly to Human Resources. If a volunteer feels it would be unreasonable to use this procedure due to unusual circumstances, they may discuss concerns with a member of the management team. The Organisation will:

1. Investigate volunteer complaints;

2. Take appropriate corrective action to stop discrimination;

3. Protect volunteers from retaliation for reporting or participating in an investigation; and

4. Act with discretion to protect volunteer privacy to the extent consistent with the Organisation's commitment to a discrimination-free workplace.

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6. Sabbatical Policy

Purpose

This policy enables volunteers to take a planned break (a "sabbatical") from their role while ensuring continuity of organisational activities and a positive return experience.

 

General Principles

1. Arcadia supports sustainable volunteering and recognises the need for flexibility.

2. Sabbaticals should balance individual needs with organisational continuity.

3. Sabbaticals are an opportunity to strengthen role resilience, documentation, and shared ownership within the organisation.

4. This policy is designed to encourage long-term engagement rather than burnout.

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Eligibility

Volunteers are eligible to request a sabbatical after:

1. A minimum of 12 months of active contribution;

2. Demonstrated reliable engagement and active contribution in their role. Active contribution refers to consistent participation in role responsibilities, including attendance, delivery, and communication over the preceding 12 months;

3. No significant unresolved performance or conduct concerns. Sabbaticals are not generally used as a mechanism to resolve such issues.

4. No more than 10% of a team may be on sabbatical at any one time.

Exceptions may be considered in specific circumstances, such as personal, professional, or health-related reasons.

 

Duration

1. Sabbaticals may range from 1 to 3 months.

2. Longer sabbaticals (up to 6 months) may be considered in exceptional, well-justified cases, subject to Chief Human Resources Officer approval.

 

Request Process

Requests should be submitted at least 4 weeks in advance (where possible) and must include:

1. Proposed start and end dates;

2. A handover plan covering: key responsibilities, contacts, ongoing work, updated documentation links, status of workstreams, access/permissions, key contacts, risks, and what is in/out of scope while away.

 

Approval is granted by the relevant department head, with escalation to the Chief Human Resources Officer for senior or critical roles.

Handover and Coverage

1. Volunteers are responsible for ensuring a clear handover of their responsibilities.

2. Wherever possible, role overlap or shared ownership should be established to maintain continuity.

3. The organisation may temporarily reassign or redistribute responsibilities during the sabbatical period.

 

During Sabbatical

1. Volunteers are not expected to actively contribute during their sabbatical.

2. Participation in meetings or activities is optional.

3. Changes may occur subject to operational agreement (e.g. early return, role changes).

4. Volunteers should not represent Arcadia externally during sabbatical unless explicitly agreed.

5. Confidentiality obligations continue during sabbatical (if applicable).

 

Volunteers may be removed from or kept on the following systems (on a case-by-case basis for sabbaticals under 3 months, but mandatory for sabbaticals over 3 months):

1. Mailing lists, chat channels;

2. Shared drives and password managers;

3. Approval rights, bank or payment authority (if any);

4. Public-facing listings (website, org chart).

 

Return and Reintegration

Volunteers are welcome to return to:

1. Their previous role, where feasible; or

2. A mutually agreed alternative role if organisational needs have evolved.

A short check-in conversation and updated access rights will support reintegration.

 

Capacity Management

1. Arcadia may limit the number of concurrent sabbaticals to ensure continuity of delivery.

2. Approval will consider overall team capacity and critical role coverage.

3. An individual may have no more than one sabbatical every 18 months.

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7. Solicitation and Distribution of Literature

Purpose

In order to maintain a professional business environment, the Organisation has established the following policy regarding solicitation and distribution of non-Arcadia related literature.

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Scope

This policy applies to all Organisation volunteers to the extent permitted by applicable law.

 

Policy Guidelines

Volunteers may not solicit or promote — verbally, via posters/flyers, or via email — any non-Arcadia cause or organisation during working time. Non-Arcadia causes and organisations include, but are not limited to, fundraising sales (e.g. school events, sports teams) and personal businesses. "Working time" includes the working time of both the volunteer doing the soliciting and the volunteer being solicited.

 

No volunteer shall distribute or circulate any non-Arcadia written or printed material (including via electronic communications) using an Arcadia email address at any time during working hours, or during the working time of the volunteer(s) to whom such activity is directed. Distribution of such material may only occur during non-work periods.

Under no circumstances will non-volunteers be permitted to solicit or distribute any written material via Arcadia channels. Please immediately report any outside solicitors to building management and/or the most senior volunteer present at the time.

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