Workplace harassment prevention policy template

Overview

[Company Name] is committed to maintaining a safe and inclusive work environment, free from all forms of sexual harassment. We recognise our legal duty to take reasonable steps to prevent sexual harassment and will not tolerate any such behaviour.This policy outlines our commitment to prevention, specifies who is protected, and provides a clear procedure for addressing complaints. It also sets out how third-party harassment will be handled and includes a commitment to regular review and monitoring.

Scope

This policy applies to all employees, contractors, volunteers, interns, and anyone interacting with [Company Name] (including third parties such as customers, service users, and clients). It is applicable across all work-related environments, including:

• Company premises

• Remote working environments

• Client sites

• Social or business events

General Principles

Who Is Protected

All employees and associated workers (contractors, volunteers, interns) are protected under this policy, regardless of role, location, or employment status.

Zero Tolerance Statement

Sexual harassment is unlawful and will not be tolerated under any circumstances. We are committed to taking reasonable steps to prevent and address it.

Disciplinary Action

Harassment or victimisation may lead to disciplinary action, up to and including dismissal. Aggravating factors, such as abuse of power or harassment targeting junior colleagues, will be considered when determining the severity of disciplinary measures.

Definitions of Harassment

Sexual Harassment

Sexual harassment is unwanted behaviour of a sexual nature that:

• Violates the dignity of an individual

• Creates an intimidating, hostile, degrading, or offensive environment

Examples include, but are not limited to:

• Physical conduct: Unwelcome touching, sexual gestures, or inappropriate physical proximity

• Verbal conduct: Sexual comments, jokes, or propositions

• Non-verbal conduct: Sending explicit images or making suggestive gestures

• Digital conduct: Unwelcome messages, emails, or social media communications

Examples reflect the diverse workforce and workplace settings we operate in, including customer-facing roles and remote work.

Third-Party Harassment

Third-party harassment occurs when individuals outside the organisation (e.g., customers, clients, service users) engage in behaviour that creates a hostile or offensive environment for our workers.Examples include:

• Sexualised comments from customers

• Inappropriate advances from clients

• Repeated instances of unwanted attention or inappropriate remarks

Responsibilities and Preventative Measures

Leadership Accountability

• Managers and leadership are responsible for creating a safe work environment. They must act on reports of harassment and support employees effectively.

• Managers will be trained on recognising and addressing harassment, including complaints involving third parties.

Employee Training and Awareness

• All workers will receive mandatory training on identifying and preventing harassment and understanding their rights and responsibilities.

• Training materials will reflect the realities of our diverse workforce and the variety of harassment scenarios that may arise, including customer interactions.

Policy Accessibility

This policy will be widely accessible through:

• Employee handbooks

• The company intranet

• Workplace noticeboards

Regular updates, newsletters, and meetings will reinforce the organisation’s commitment to this policy.

Complaints and Investigations

How to Report Harassment

Employees should report harassment promptly via:

• Their line manager or HR department, or

• The anonymous reporting system (insert details here, such as a dedicated, conidential telephone line / external company etc.]

Investigative Process

• Reports will be investigated promptly and impartially.

• HR will ensure all parties are treated with respect and fairness during the investigation.

• Outcomes will consider aggravating factors, such as abuse of authority or repeated behaviours.

Protection Against Retaliation

Employees raising concerns or participating in investigations are protected from retaliation. Retaliation itself may result in disciplinary action.

[Support Services

The organisation will provide access to counselling and support services for those affected.]

Third-Party Harassment

We acknowledge that harassment can occur through interactions with non-employees (e.g., customers, clients, or service users).

Our Commitments:

• Zero Tolerance: Third-party harassment will not be tolerated.
• Encouraging Reporting: Employees are urged to report any incidents involving third-party harassment.

Reasonable Steps to Prevent Harassment:

1. Conduct risk assessments to identify potential harassment risks in customer-facing environments.

2. Implement training for employees on managing difficult situations with customers.

3. Establish clear procedures for responding to third-party harassment.

Responding to Complaints:

If harassment occurs, the organisation will take appropriate action, which may include:

• Warning the third party about their behaviour

• Restricting or terminating their access to our business

• Reporting criminal acts to the police

• Sharing relevant information with other branches or organisations

Steps will be taken to ensure the incident is resolved and to prevent recurrence.

Policy Review and Monitoring

To ensure effectiveness, this policy will be:

• Reviewed annually, or more frequently as required by law or organisational changes

• Monitored for effectiveness through complaint reviews, employee feedback, and training evaluations

• Applied consistently across all areas of the business, including overseas sites (subject to local laws)

Consequences of Breach

• For Employees: Breaches of this policy will be treated as gross misconduct, leading to disciplinary action up to and including dismissal.

• For Third Parties: Serious cases may result in restricted access, termination of contracts, or legal reporting.

[Company Name] remains steadfast in its commitment to creating a workplace where everyone feels respected, valued, and safe. By working together, we can uphold these principles and maintain an inclusive and harassment-free environment.