Equality, Diversity and Inclusion Policy

Introduction

Smart Spaces values the unique qualities each person brings, embracing diversity as a strength that fuels productivity and happiness. This policy outlines our commitment to equality, diversity, and inclusion (EDI), explaining expectations for all employees, contractors, partners, and anyone working on behalf of Smart Spaces, as well as the framework we follow to ensure inclusivity.

Scope

This policy applies to all employees, workers, contractors, volunteers, interns, apprentices, and job applicants, and should be read alongside the Anti-Bullying and Harassment policy.

Our Commitment

We believe a diverse and inclusive culture not only benefits our company but also promotes personal wellbeing, supporting a respectful, discrimination-free workplace. Recruitment, promotion, and retention practices ensure fair treatment regardless of characteristics such as disability, gender, race, religion, sexual orientation, age, marital or civil partnership status, pregnancy/maternity and others.

Expectations

Every individual is responsible for promoting and applying this policy. We expect fair treatment and respect for all colleagues and third parties, regardless of differences. Any form of discrimination, harassment, or bullying will result in disciplinary action.

Types of Discrimination

The Equality Act 2010 prohibits discrimination based on the following protected characteristics:

• disability;
• sex;
• gender reassignment;
• marital or civil partnership status;
• race;
• religion or belief;
• sexual orientation;
• age; and
• pregnancy or maternity.

Discrimination includes direct and indirect treatment, associative and perceptual discrimination, and, for disabilities, lack of reasonable adjustments. It is not always obvious and can be subtle and unconscious.

• Direct Discrimination: Treating someone less favourably due to a protected characteristic, such as choosing not to hire someone because of their disability.
• Indirect Discrimination: Applying a policy or rule that disadvantages people with a specific protected characteristic unless justified.
• Associative Discrimination: Less favourable treatment due to an association with someone with a protected characteristic, such as a partner.
• Perceptual Discrimination: Treating someone unfavourably based on perceived (but inaccurate) protected characteristics
• Discrimination from Disability: Treating someone unfavourably due to something connected with their disability, like penalising them for absence linked to their condition.
• Failure to Make Reasonable Adjustments: Legal duty to make reasonable adjustments to employment practices or premises to avoid disadvantaging disabled employees.

Harassment & Sexual Harassment

• Harassment: Unwanted conduct related to a protected characteristic, which may violate a person’s dignity or create an offensive environment.
• Sexual Harassment: Conduct of a sexual nature with a similar impact, or less favourable treatment due to rejection or submission to such conduct. (Refer to the Anti-bullying and Harassment policy for reporting guidance.)

Victimisation

Victimisation occurs when someone is treated poorly because they raised a complaint of discrimination or supported someone else’s claim.

Bullying

While not legally defined, bullying is offensive, intimidating, or abusive conduct undermining someone’s dignity and is often persistent. It may happen face-to-face or digitally and, when tied to a protected characteristic, may also be considered harassment.

Equality of Opportunity

Our recruitment and career development practices are structured to avoid bias and support inclusivity, with additional support provided for people with disabilities or other needs if required.

Disability Support

We encourage open conversations around disability and provide support, including reasonable adjustments, to ensure accessibility and comfort at work.

Reasonable adjustments

If you have a disability, you do not have to tell us. However, we would encourage you to let us know so that we can support you, for example by making reasonable adjustments to our premises or working practices.

Training and Monitoring

To reinforce this policy, we require all employees to attend annual anti-harassment and bullying training. Managers receive additional training to ensure compliance during recruitment and throughout the employment life cycle. We monitor this policy regularly to ensure it remains impactful and in compliance with employment laws and data protection.