References (where not provided) policy template
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Our References (where not provided) Policy respects privacy, avoids liability, and maintains impartiality when handling reference requests.
- 1 page / 95 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
References (where not provided) policy
1 Overview
1.1 This policy is designed to assist employees who receive a reference request for a former or current employee.
2 Scope
This policy is applicable to
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The purpose of this policy is to establish a clear and consistent approach within the company regarding the provision of references for current and former employees.
It outlines that the company will not provide detailed references, assessments, or opinions about individual employees' performance, behavior, or character to external parties. Instead, the policy focuses on verifying basic employment details, protecting employee confidentiality, and encouraging employees to use personal references or an employment verification letter for personal or career purposes. The policy ensures compliance with data protection and confidentiality regulations and guides the recruitment process to use comprehensive evaluation methods when assessing candidates.
By implementing this policy, the company safeguards sensitive employee information and maintains a fair and impartial approach to handling reference requests.
Direction:
Compliance
Compliance
This References (where not provided) policy template incorporates relevant UK laws and HR standards, including those listed below:
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Data Protection Act 2018: Ensures that employee data, including references and personal information, is handled securely and in compliance with data protection regulations.
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Equality Act 2010: Prohibits discrimination and ensures fair treatment when providing references or verification information for current and former employees.
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Employment Rights Act 1996: Provides guidelines on what information can be disclosed in references and the employee's right to access their employment records.
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General Data Protection Regulation (GDPR): Sets out specific requirements for the lawful processing of personal data, including employee references.
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Common Law: Imposes a duty of care on employers when providing references, ensuring they are truthful, accurate, and fair.
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Defamation Act 2013: Protects the company from potential liability in providing references that could be defamatory or damaging to an individual's reputation.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The References (where not provided) policy template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the References (where not provided) policy template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the References (where not provided) policy template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the References (where not provided) policy template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the References (where not provided) policy template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
