Anti-Corruption and Bribery Policy

About this policy

It is our policy to conduct all our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.

Any team member who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. Any non-team member who breaches this policy may have their contract terminated with immediate effect.

This policy does not form part of any team member’s contract of employment, and we may amend it at any time. It will be reviewed regularly.

Who must comply with this policy?

This policy applies to all persons working for us or on our behalf in any capacity, including team members at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners.

What is bribery?

Bribe means a financial or other inducement or reward for action which is illegal, unethical, a breach of trust or improper in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or any other advantage or benefit.

Bribery includes offering, promising, giving, accepting or seeking a bribe.

All forms of bribery are strictly prohibited. If you are unsure about whether a particular act constitutes bribery, raise it with a director.

Specifically, you must not:

1. Give or offer any payment, gift, hospitality or other benefit in the expectation that a business advantage will be received in return, or to reward any business received.
2. Accept any offer from a third party that you know, or suspect is made with the expectation that we will provide a business advantage for them or anyone else.
3. Give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure.

You must not threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption.

Gifts and hospitality

This policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes such as building relationships, maintaining our image or reputation, or marketing our products and services.

A gift or hospitality will not be appropriate if it is unduly lavish or extravagant, or could be seen as an inducement or reward for any preferential treatment (for example, during contractual negotiations or a tender process).

Gifts must be of an appropriate type and value depending on the circumstances and taking account of the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers) or be given in secret. Gifts must be given in our name, not your name.

Promotional gifts of low value such as branded stationery may be given to or accepted from existing customers, suppliers and business partners.

Reciprocal gifting is discouraged.

Retention of accepted gifts by the recipient is at the discretion of their line manager, but gifts will generally be shared within the team.

Team members must not canvass or seek gifts and hospitality.

Gifts are to be purchased centrally via the Studio Coordinator and hospitality offered is to be agreed with the Practice Manager.

Record-keeping

You must declare all hospitality given or received with a value exceeding £100. You must declare all gifts over £50, both accepted and declined, that are given or received. This is done by confirming the following information to the Studio Co-ordinator, Quality and Compliance Co-ordinator or Practice Manager who will update the centrally held log.

Gift or Hospitality provided / received

• Date
• Gift / Invite to
• Gift / Invite from
• Description / Occasion
• Value
• Accepted / Declined

The Director for People is to be alerted in writing by the Studio Co-ordinator, Quality and Compliance Co-ordinator or Practice Manager, if gifts given to or received from an organisation cumulatively exceed £200, and hospitality given to or received from an organisation exceed £500 within a financial year.

You must also submit all expenses claims relating to hospitality, gifts or payments to third parties in accordance with our expenses policy and record the reason for expenditure.

All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept “off-book” to facilitate or conceal improper payments.

How to raise a concern

If you are offered a bribe, or are asked to make one, or if you suspect that any bribery, corruption or other breach of this policy has occurred or may occur, you must notify your Studio Director, Director or Principal for People as soon as possible.

Review Date: 17 February 2023

Anti-Slavery and Human Trafficking Policy

What is modern slavery and human trafficking?

Modern slavery is a term used to encompass slavery, servitude, forced and compulsory labour, bonded and child labour and human trafficking. Human trafficking is where a person arranges or facilitates the travel of another person with a view to that person being exploited. Modern slavery is a crime and a violation of fundamental human rights.

Policy statement

This policy applies to all persons working for us or on our behalf in any capacity, including team members at all levels, directors, officers, agency workers, seconded workers, volunteers, agents, contractors and suppliers.

Planit has a zero-tolerance approach to modern slavery and human trafficking in our operations and supply chain. We have and will continue to be committed to implementing systems and controls aimed at ensuring that modern slavery is not taking place anywhere within our organisation or in any of our supply chains. We expect that our suppliers will hold their own suppliers to the same high standards.

Responsibility for the policy

The Directors have overall responsibility for ensuring this policy complies with our legal obligations, and that all those under our control comply with it.

The Directors and the Principal for People work together to ensure that this policy is maintained across all areas of Planit in accordance with evolving regulatory requirements and to ensure that any breaches or concerns are addressed.

Principals have primary and day-to-day responsibility in relation to our supply chain for implementing this policy and monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery.

The Principal for People has primary and day-to-day responsibility in relation to those directly employed by us for implementing this policy and monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery.

Commitments 2-85

Planit shall be a company that expects everyone working with us or on our behalf to support and uphold the following measures to safeguard against modern slavery:

• Planit has a zero-tolerance approach to modern slavery in our organisation and our supply chains.
• The prevention, detection and reporting of modern slavery in any part of our organisation or supply chain is the responsibility of all those working for us or on our behalf. Workers must not engage in, facilitate or fail to report any activity that might lead to, or suggest, a breach of this policy.
• Planit is committed to engaging with our stakeholders and suppliers to address the risk of modern slavery in our operations and supply chain.
• Planit take a risk-based approach to our contracting processes and keep them under review. Planit assess whether the circumstances warrant the inclusion of specific prohibitions against the use of modern slavery and trafficked labour in our contracts with third parties. Using our risked based approach Planit will also assess the merits of writing to suppliers requiring them to comply with our Code of Conduct, which sets out the minimum standards required to combat modern slavery and trafficking.
• Consistent with our risk-based approach we may require:

1. Employment and recruitment agencies and other third parties supplying workers to our organisation to confirm their compliance with our Code of Conduct.
2. Suppliers engaging workers through a third party to obtain that third parties’ agreement to adhere to the code.

• As part of our ongoing risk assessment and due diligence processes we will consider whether circumstances warrant us carrying out audits of suppliers for their compliance with our Code of Conduct.

Compliance with the policy

All persons working for Planit must ensure that they read, understand and comply with this policy.

The prevention, detection and reporting of modern slavery in any part of our business or supply chains is the responsibility of all those working for us or under our control. All persons working for Planit are required to avoid any activity that might lead to, or suggest, a breach of this policy.

All persons working for Planit are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business or supply chains of any supplier at the earliest possible stage.

Communication and awareness of this policy

This policy will be communicated to all Planit team members.

Planit team members are required to communicate our zero-tolerance approach to modern slavery to all suppliers, contractors and business partners at the outset of our business relationship with them and reinforce our approach as appropriate thereafter.

Breaches of the policy

Any breach of this policy will generally be treated as gross misconduct and may result in dismissal without notice. We may terminate our relationship with individuals and organisations working on our behalf if they do not comply with this policy.

Under Review

Code of Ethics and Conduct

Introduction

The Code of Ethics and Conduct sets foundational principles relating to the business and professional conduct to be upheld by our team members and everyone we have business relations with. This includes interns, volunteers, co- and sub-consultants, and supply partners.

It supports the practice’s status as an accredited B Corp, that is committed to the highest standards of social, environmental and ethical trading. It embodies the commitment we make to one-another as co owners of an employee-owned business.

The code’s aim is to clearly communicate to all stakeholders, our responsibilities and expectations relating to professional behaviour, and act as a set of standards by which to measure our decisions and actions. It may be used to guide and steer, particularly in nuanced or complex situations, and sets the criteria by which we operate and provide services.

For these reasons, we advise you to read carefully and consult with your line manager, our Practice Manager or Principal for People if you have doubts or questions.

The Code of Ethics and Conduct does not replicate or supersede, but is to be read in conjunction with UK laws and regulations, policies within the QMS and professional requirements such as the Landscape Institute’s Code of Professional Conduct.

Provisions

Integrity and Honesty

We are to act with integrity and be honest, fair and truthful in all of our dealings. We must never attempt to deceive or mislead others, either by our conduct or our silence.

Professional behaviour is expected at all times, including:

• Making business decisions on honest grounds, uninfluenced by personal gain;
• Acting with openness and transparency;
• Communicating truthfully and accurately;
• Working at your best, producing good work, and being honest about use of your time and Planit’s assets (including intellectual property, copyright protected content etc.);
• Respecting privacy, safeguarding personal data and protecting confidential material;
• Not offering or accepting bribes / unauthorised gifts, fixing prices for goods or services, or
  employing collusive and manipulative bidding processes;
• Not obtaining a personal financial gain or advantage (other than your normal remuneration)
  from your work; and
• Reporting suspicious or dishonest conduct by others.

Conflict of Interest

A potential, actual or perceived conflict of interest exists when commitments, obligations or ability to exercise judgement may be compromised by an individual’s material (business / financial / contractual) interests or relationships.

Directors, Board and Team Members are to disclose any personal, business, or volunteer affiliations that may give rise to a real or apparent conflict of interest as detailed within the Conflict of Interest Declaration Form (insert hyperlink). Disclosure, and confirmation of any mitigatory measures, demonstrates our commitment to ethical and transparent trading, helping protect both you and the business.

Directors and Board Members (external and internal, as well as Employee Directors) are to submit declarations on an annual basis.

Lawful

Planit is a UK-based practice, governed by the laws of England and Wales, which all are required to obey. Adherence to other country’s laws, or local laws may additionally be required, depending on geographical location of operation or commission.

While the law can be complex, ignorance is not an excuse or a defence. You are ultimately responsible for understanding the laws that apply to the work you do. If you have any doubt, ask our Principal for People, Financial Controller or Practice Manager who can advise, and draw on legal counsel as necessary.

Justice

Do not act in a way that takes advantage of others, their hard work or their mistakes. Give everyone equal opportunity and speak up when someone else does not.

Avoid discriminatory or prejudiced behaviour, always adhering to our Equality and Diversity Policy. If needed, ask for support from our Principal for People to ensure unconscious bias does not influence business decisions.

Be objective when making decisions that can impact people, ensuring you can justify any decision with written records or examples. Use objective methods for parity; for example, asking the same interview questions of all candidates, and avoiding judgement of non-job-related criteria, like dress, appearance, etc.

When exercising authority, be fair. Do not show favouritism toward specific team members and be transparent when you decide to praise or reward. If disciplinary action of a team member is necessary, an accurate and comprehensive case is to be prepared for presentation to our Principal for People. Retaliation against a team member or applicant (such as when they have filed complaints) is forbidden by law.

Act fairly and with integrity towards clients, co-consultants, and suppliers. If you think the practice hasn’t acted as it should, do not try to cover up or defend our behaviour. Discuss with your Line Manager to find solutions that rectify, and ideally benefit both sides.

Respect

Be generous, polite, understanding and sensitive to other’s feelings, cultures and individuality. You must respect others’ personal space, opinions, privacy and personal data.

As team members we:

• Respect and respond appropriately to other’s opinions and suggestions, especially when their
  view differs from our own;
• Give our full attention to conversations and meetings we attend; and,
• Take personal responsibility for tidying up after ourselves, and the timely completion of work (not expecting others to pick up or infill in our absence).

These actions and responses demonstrate that we value other’s time, contributions and
perspective.

We want all to feel safe and comfortable whilst working or interacting with the practice. Gossiping, abusive language, intimidation, derogatory comments, hostility or unwanted sexual advances are not acceptable. If someone (including a client, peer, or stakeholder) is offensive, demeaning or threatening toward you or others, this is to be reported immediately to your Line Manager, Principal for People or Practice Manager. It is appropriate to report rudeness and dismissiveness if excessive or frequent.

Teamwork

The ability to collaborate, draw out the quality within and support others is a characteristic of Planit Team Members; essential to gaining the best for ourselves, the practice and business.

We ask you to be open and generous with your expertise and knowledge, encouraging other’s development, whilst actively seeking to enhance your own learning and understanding.

Being part of a team means looking out for each other and lending assistance when workloads are heavy. We are all responsible for creating an environment that is supportive, in which we as well as others can comfortably ask for help when needed.

Competence and Accountability

As co-owners of an Employee-Owned business, we take collective responsibility for the practice’s and consequently the team’s success. We are mutually accountable to each other, and as such carry out our work to the best of our ability with dedication and professionalism.

All team members are expected to undertake training, develop their expertise and advance their industry-and mission-related knowledge and contacts, supported by our Personal Development Plan process.

We take ownership of our actions, including mistakes and tough decisions; accepting responsibility, reporting and rectifying appropriately.

Breaches

All team members have a duty and are personally responsible for reporting known or suspected breaches of this Code of Conduct to their Line Manager, our Practice Manager and/or Principal for People, who will receive and act on complaints.

Any reported breach will be investigated: some may be formally investigated. A breach of this Code will have repercussions and may constitute a valid ground for disciplinary action including a reprimand, verbal or written warning, demotion, or dismissal depending on the severity of your actions. The decision is at the discretion of the Principal for People and Director for People on a case-by-case basis. Breach of the law could also result in prosecution.

No-one has the authority to order, request or influence you to breach this Code. You will not be excused because someone asked you to, or told you to act in way that breaches this Code.

Review Date: 24 May 2023

Community Investment Policy

Purpose

As a certified B Corporation, Planit is committed to making a positive impact on society, the environment, and the places we serve.

The purpose of this Community Investment Policy is to support and encourage everybody in our team to engage in pro-bono work, volunteer activities and social value opportunities that contribute to the well-being of all living things, today, tomorrow and for the next 200 years.

This policy outlines the guidelines and procedures for granting team members time at work for pro-bono activities, volunteering, and social value contributions.

Policy statement

Planit is committed to fostering a culture of giving back and using our professional skills for the common good. We recognise the value of pro-bono work, volunteering, and social value contributions and believe that supporting participation in these activities will not only benefit the community, but also enhance our team’s personal and professional growth.

Therefore, Planit provides all teams with the equivalent of 15 hours per calendar year for pro-bono work, volunteering, and social value contributions which we refer to collectively as Community Investment.

Eligibility

All team members who are in continuous employment with Planit are eligible for involvement in Community Investment. Part-time team members are eligible for Community Investment on a pro-rata basis.

Procedures

There are likely to be opportunities for Community Investment presented to us throughout our live project work and Studio Directors and Principals will be proactively identifying and sharing these as they arise. However, all team members are encouraged to raise opportunities in projects, where giving that little bit extra and going that little bit further will have a dramatic and positive impact for people and the planet.

Individuals can submit a written request for Community Investment to their Principal or Studio Director (copied to our Practice Manager) at least four weeks in advance of the planned pro-bono or volunteer activity using the ‘Community-Investment-Request’ email template. The request should include the following information:

• Name of the organisation, initiative, and/or event.
• Date(s) and time(s) of the activity.
• Total number of hours requested.
• A brief description of the pro-bono or volunteer activity and the team member’s role.

The Principal or Studio Director will review the request and determine if the volunteer or pro-bono activity aligns with Planit's values, B Corp commitments, and objectives. The Line Manager has the discretion to approve or deny the request based on operational needs and resourcing.

If approved, the team member must provide documentation of their participation in the pro-bono or volunteer activity, such as a testimonial from the organisation or photography where appropriate, within one week of completing the activity. This will be included in the weekly Team Newsletter, or substantial contributions may feature in a Rise and Shine session.

Time spent delivering contractually required ‘Social Value’ is to be logged on your timesheet under the ‘Social Value’ workstage of the associated job number, with a short description in the notes box.

Time spent delivering ‘Community Investment’ is to be logged on your timesheet under your studio job number, selecting the ‘Community Investment’ category, then providing the associated job number (if applicable) and short description in the notes box.’

CMAP entries and notes will be utilsed to create our Community Investment log. If you are not required to submit timesheets via CMAP, entries are to be submitted to the [Practice Manager] using the ‘Community-Giving-Contribution-Info’ email template.

Scope

Planit team members are perfectly placed to make a dramatic positive impact through employing their professional skills to pro-bono activities and we encourage you to do so.

Our key areas of focus for Community Investment are as follows:

• Initiatives to support homeless people, displaced people, and refugees.
• Climate adaption, sequestration, biodiversity, and food production.
• Education, with emphasis on encouraging wider representation in our industry.

Opportunities that align with our values that fall outside of the focus areas above will also be considered.

• Humanitarian assistance or disaster relief efforts.
• Participation in charitable events or fundraisers.

Community Investment may not be used for:

• To undertake project work that forms, or should form, part of our contracted scope of services and be paid for by our clients. Community Investment relates to ‘above and beyond’ contributions for wider societal and environmental benefit.
• Activities promoting a specific faith or politically motivated interests.
• Activities that may pose a conflict of interest with Planit or its business objectives.

Team members may not use Community Investment to volunteer for organisations or events that discriminate based on race, color, religion, sex, national origin, age, disability, or any other protected characteristic.

Responsibilities

Each team member is responsible for submitting Community Investment requests in a timely manner, providing documentation of their volunteer and pro-bono activities, and recording through CMAP and the Community Investment Log.

Principals and Studio Directors are responsible for reviewing and approving or denying Community Investment requests, ensuring that operational needs are met, and promoting a culture of volunteerism and pro-bono engagement within their teams. All Planit team members will discuss Community Investment through the PDP process.

Review date: 13 June 2023

Environmental Policy

Introduction

The Environmental Policy confirms the practice’s intentions in relation to environmental performance associated with our operations, service provision and design proposals. It provides a framework for action, and the setting of environmental objectives and environmental targets across these aspects of the business.

The intent and aims of the policy are to be upheld by our team members, as well as individuals and organisations we have business relations with. This includes interns, volunteers, co- and sub-consultants, and supply partners.

Legislative Framework

This policy does not replicate, but complements relevant:

• Environmental legislation – such as the Environment Act 2021, Environment Bill 2021 and Climate Change Act 2008, Wildlife and Countryside Act 1981, and Flood and Water Management 2010;
• Regulatory requirements – including the Conservation of Habitats and Species Regulations 2017, Contaminated Land Regulations 2006, and Town and Country Planning (Environmental Impact Assessment) Regulations 2017; and,
• Policy – such as the National Planning Policy Framework, Planning and Compulsory Purchase Act 2004, Planning (Listed Buildings and Conservation Areas) Act 1990, Town and Country Planning (General Permitted Development) Order 2015, The Town and Country Planning (Tree Preservation)(England) Regulations 2012, European Landscape Convention 2000, and Building Regulations.

Planit QMS Policy Framework

This policy is to be read in conjunction with the following Planit Polices:

• Sustainability Policy – incorporating social and ethical considerations in addition to environmental commitments.
• Travel Policy.
• Purchasing Policy.

Over-arching aims and objectives

Purpose and mission

Our purpose – we design for the living world; For today, tomorrow and the next 200 years. Our aim is to extend beyond sustainable and positive impact; working towards regenerative practice.

Our mission – by 2028, we will ensure each project we deliver has a clear and measurable net positive impact for all living things.

B Corp

As an accredited B Corp, we are committed to balancing planet and people with profit. This is legally enshrined within our Articles of Association, making us responsible not just to shareholders, but to all stakeholders in every aspect of our work.

We commit retaining our B Corp certification, demonstrating extension of our positive impacts year-on-year, sharing progress and aims through our Annual Impact Report, and rectifying every 3 years.

B Corp Climate Collective

Planit pledged to be Carbon Net Zero by 2030 through the B Corp Climate Collective (BCCC). This policy confirms our commitment to realising year-on-year improvements, submitting annual Net Zero progress reports and confirming targets via the SME Climate Hub.

Business operations

Environmental Management System

Our Environmental Management System (EMS) is our primary tool for managing environmental considerations relating to our business operations. In alignment with B Corp commitments, this records and plans how as a business we’ll promote the health and vitality of our planet and protect its natural resources. It sets out systems and strategies in relation to water and waste management, travel and commuting and energy use, then their collective impacts on our carbon footprint and carbon reduction plan.

We commit to continued development of the Environmental Management System, reviewing progress, setting and realising targets to achieve year-on-year improvements. The EMS will be published and shared with our team members annually. The B Corp Environment, Practice Working Group, led by Director Georgina Baines, is responsible for development of the EMS and delivery of its objectives.

Design of regenerative places

Regenerative Practice

Our Regenerative Practice Plan is a key initiative relating to how we manage our project-related environmental aspects, supporting work towards achievement of our mission. We utilise our interdisciplinary practices to realise collaborative and holistic design solutions to our planet’s challenges. We forge collaborations and relationships with aligned partners and clients to leverage benefit for the planet. Development of our Net Positive to Regenerative Pathways Programme to:

• Establish a better understanding of regenerative practice within our industry, and how this can be applied to our work.
• Develop tools that allow us to design and implement our work taking into account regenerative principles that focus on nature recovery, innovation, people and climate resistance.
• Build our network of regenerative collaborators to expand knowledge base and share positive outcomes.

This ongoing work is led by Founding Director, Ed Lister, supported internally by Regenerative Practitioner, Ben Webb, along with dedicated Steering and Working Groups, and drawing on a range of specialist research and partnerships.

Compliance, communication and oversight

Compliance, communication and oversight of environmental performance and progress is in accordance with our Sustainable Business Policy.

Review Date: 11 December 2023

Equality and Diversity Policy

Equality and diversity

Planit is committed to implementing our Equality and Diversity Policy and we expect everyone within the practice to treat each other equally, honestly and with respect. We want to nurture a culture where diverse perspectives can help drive our company forward. We will achieve this through eliminating stigmas and limitations, and creating a culture of inclusion through the promotion of education, awareness and mutual understanding. Each and every one of us takes responsibility for fostering a culture of diversity and inclusion, and demonstrating behaviours consistent with our values.

We strive to provide a fair and supportive work environment for all our team members, regardless of their age, sex, sexual orientation, marriage and civil partnerships, pregnancy and maternity, disability, race (which includes colour, nationality, ethnic or national origins) and religion or belief. Our aim is to employ people who reflect the diverse nature of society, and for each team member to feel respect and valued for the contribution they make, and feel they can give their best.

The company is also committed against unlawful discrimination of clients, collaborators or the public.

The policy’s purpose is to:

• Provide equality, fairness and respect for all in our employment, whether temporary, part-time or full-time.
• Not unlawfully discriminate on the basis of Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex (gender) and sexual orientation.
• Oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents and carers, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities.

The company commits to:

• Encouraging equality and diversity in the workplace as this is good practice and make business sense.
• Creating a working environment free of bullying, harassment, victimisation and unlawful discrimination, that promotes dignity and respect for all, and where individual differences and the contributions of all team members are recognised and valued. This commitment includes training managers and all other team members about their rights and responsibilities under the Equality Act. Responsibilities include team members conducting themselves to help the business provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination. All team members should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow team members, clients, collaborators, suppliers and the public.
• Taking seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow team members, clients, collaborators, suppliers, visitors, the public and any others in the course of the companies’ work activities. Such acts will be dealt with as misconduct under the practice's grievance and/or disciplinary procedures, and any appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.
• Making opportunities for training, development and progress available to all team members, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.
• Basing decisions concerning team members on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).
• Reviewing employment practices and procedures when necessary to ensure fairness, and also update them and the policy to take account of changes in the law.
• Monitoring the make-up of the workforce regarding information such as age, gender, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality and diversity, and in meeting the aims and commitments set out in the equality policy. Monitoring will also include assessing how the equality policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.

The Equality and Diversity Policy is fully supported by senior management.

Details of the practice’s Disciplinary and Grievance Policies and procedures can be found in the requisite section of this QMS. This includes with whom a team member should raise a grievance – usually their line manager.

Review date: 06 September 2021

Health and Safety Policy

Foreword

This Health and Safety Policy statement summary has incorporated our own development of improved safety practices. The summary shows we are determined and committed to safeguard the life and limb of every team member, sub-contractor, client, and member of the public who work with, or visit our studios. The vigorous and conscientious adherence by all team members to the guidelines set out in the main document allows us to reduce the potential for accidents. Planit has no conflict between safety and productivity. Safety takes priority over productivity.

Introduction

Planit is an established company with ambitious plans for growth. We believe that if health and safety is not properly managed, hazardous situations will occur; some will be predictable and foreseeable, whilst some might not be so obvious. It is essential that we all operate to a system that caters for the management of risk and that we all operate to procedures that eliminate the possibility of both foreseeable and unforeseen events occurring, in plain terms this means accident eradication.

Directors, team leaders, team members, sub-contractors and their team members are encouraged to question any working practice that they consider unsafe or which they consider could be carried out in a different and ultimately safer way.

Our philosophy is that comments and feedback relating to health and safety is for the good of everyone and is to be encouraged. By the same token it is imperative that everyone follows the safety systems enshrined in this manual. We believe this is so important that we will not hesitate to take disciplinary action against anyone who, whether by deliberate or negligent act or omission, flouts our procedures or otherwise endangers themselves, other workers, or members of the public. An awareness of hazardous situations and operations and the correct actions and remedial actions to be taken needs to be constantly impressed on all our team members. The awareness can be achieved through company induction and constant training, assessment of risk, adherence to health and safety procedures, site involvement, practical awareness, and constant vigilance and by taking the necessary corrective action.

The Health and Safety Handbook both reflects and identifies our health and safety management policy and procedures. The Handbook is available on the server to be read by all team members as well as, sub-contractors (and their team members) working for Planit.

Health and Safety Policy statement summary

It is the policy of Planit that our working environment and all work, including design procedures, shall be carried out within the requirements of the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, the Construction (Design and Management) Regulations 2015 and all other relevant acts, regulations, statutory provisions, and approved Codes of Practice. Planit recognises its duties to persons other than its own team members in the conduct of its business, with particular regard to:

• The sufficiency of the designs we prepare as Landscape Architects and the incorporation in the designs of arrangements for health safety and welfare of the users of the finished design, in so far as reasonably practical, to make arrangements at the design stage and in preparation of specifications for materials and workmanship.
• All activities where risk is identified requires a written risk assessment with suitable arrangements for the planning, organisation, control, monitoring and review of our health and safety measures. Where we have been allocated responsibility and are legally able to do so under the terms of our appointment of the works, we shall monitor the construction through the adoption of good safety practices and the development of design risk assessments.

Planit Directors are responsible for the health and safety of their team members and visitors to our studios. The co-ordination and implementation of the Safety Policy is the responsibility of the Health and Safety Co-ordinator who will liaise with team members and make safety reports to the Directors. Planit also employ Safer Sphere to provide competent Health and Safety advice to the Directors and the Practice Manager.

The Health and Safety Co-ordinator, Practice Manager and Directors will monitor and in appropriate cases recommend changes to the Safety Policy.

The Health and Safety Co-ordinator and Directors will advise and instruct on safe working practices and will meet no less than three times per year and communicate all finding and decisions to all team members ensuring co-operation and consultation takes place.

Planit provides a safe environment in which our team members work, and clients visit. Planit is committed to maintaining safe access and egress, plant and systems of work ensuring a comfortable environment within our studios, providing sufficient welfare facilities and emergency arrangements. Any substances and articles are used safely, handled, and moved correctly and stored in a safe and secure manner.

Planit recognises and accepts its responsibilities that safety training is an essential ingredient in helping to establish a safe system of design and will ensure that training of its team members in health and safety will be provided, as and when appropriate.

Planit is constantly striving to ensure, so far as is reasonably practical, the health and safety of all its team members and others who may be affected by its work. A digital copy of the Health and Safety Policy and Procedures will be available to all team members via the server and a hard copy will be held each of the studios for ease of reference (within the QMS).

The Health and Safety Policy and Procedures will be reviewed annually, added to, or modified from time to time and may be supplemented by further statements and contributions made by our team members.

Review Date: 11 December 2023

Privacy Policy

Planit I.E. Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone, our staff, our clients, our partners, our collaborators and those who visit our website. We only collect and use your personal data as described in this Privacy Policy. Any personal data we collect will only be used as permitted by law.

Our contact details

We are Planit I.E. Limited registered in England under company number: 08720367 and we are a member of the Landscape Institute. Planit I.E. Limited are registered with the UK Information Commissioner as a Data Controller. Our registration number is: ZB035312.

Registered address: 2 Back Grafton Street, Altrincham, Cheshire, WA14 1DY
VAT number: 275951857
Data Protection Officer: Richard Line
Email address: info@planit-ie.com
Telephone number: 0161 928 9281
Our Website: https://planit-ie.com/

Our group include the following subsidiaries and trading names which are all covered by this notice:

• Standard Practice Studio: https://www.standardpractice.studio/

For general enquiries please use the contact details above or use our enquiry form on our website.

If you are after a specific person you can visit our “Our Team” page or for a specific branch you can visit: https://planit-ie.com/contact/

What type of personal information we collect?

We currently collect and process the following information about our customers:

• Contact details (name, address, telephone numbers, email addresses).
• Technical data including IP address, login data, browser type and version, location, operating system and platforms. Where you use our website.
• Photographs if you attend one of our events.
• Marketing and communications data so that we can log your communication preferences.

We also collect, use and share anonymous data such as statistical or demographic data. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature or then number of individuals attending an event.

With the exception of photographs for which we obtain your informed consent we do not collect special categories of personal data about clients and website users.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• To allow us to carry out work for you.
• So that you can attend one of our events.
• So that we can communicate with you about your requirements.
• In order to process payments from or to you.
• To publicise events that you have attended.
• So that you can interact with our website(s).

We also access personal information via a portal for events where we are working with other organisations (e.g. NOMA and the National Trust).

We use the information that you have given us in order to:

• To produce design work for you.
• To contact you about a specific project.
• To communicate with you.
• To [list how you use the personal information].

Why we have your personal data

We need to collect personal information for a variety of reasons including:

• We have a contractual obligation with you.
• To comply with a legal or regulatory obligation.
• To protect your vital interests.
• It is in our legitimate interests: We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.
• We have your consent to do so.
• The data has been manifestly made public by you.

Marketing and promotional materials

We may use your photograph in post event literature but only where you have consented to have your photograph taken for this purpose.

We do not currently send marketing communications to clients. Should we decide to change this policy you will be automatically opted out of receiving marketing communications until you decide to opt in.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless that reason is compatible with the original purpose. If we wish to use your personal data for a new purpose, then we will provide you with a new notice explaining why we need to use it and the legal basis which allows us to do so.

How we store your personal information

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and the regulator (the ICO) of a breach where we are legally required to do so.

We will only keep your personal data for as long as necessary to fulfil the purpose for which we collected it. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For information on how long we keep your information, please see our data retention policy (available on request).

When we no longer need your personal data we will dispose of it appropriately. Hard copy data will be shredded and electronic files will be deleted from our systems and backups.

Who do we share your information with?

We do not routinely share your information except for where we are required or permitted to do so by law or regulation, such as prevention of crime and with third party service parties such as data hosting / storage providers or technology suppliers.

Our agreements with third parties include requirements to comply with relevant data protection legislation so that your rights are maintained.

We will not send your personal information outside of the European Economic Area (EEA).

Automated decision-making

We do not use automated decision-making for our client data.

What other information might we collect about you?

If you use our websites we collect information using ‘cookies’. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

The cookies on our website are:

Cookie

Type of Cookie

Description

Duration

_gid

Analytics

Google Analytics Cookie: stores information on how visitors use the website, and creates a report of the website’s performance (Data includes number of visitors, their source, and the pages they visit anonymously).

1 day

_ga_9G2BL3JR8X

Analytics

Google Analytics Cookie.

2 years

_gat_gtag_UA_51632384_1

Analytics

Set by Google to distinguish users.

1 minute

_ga

Analytics

Google Analytics Cookie: calculates visitor, session and campaign data. Keeps track of site usage. Stores information anonymously assigning a randomly generated number to recognise unique visitors.

2 years

Retaining your data

There are a number of reasons why Planit will retain personal information, such as legal or statutory obligations and to respond to any complaint or dispute. We are sometimes contractually bound to retain information on behalf of funding providers.

In most instances we will retain records for up to seven years following the end of our contract with you or termination of our services. These details are set out in out retention policy.

Where we have obtained your consent to hold personal information, we will retain it for as long as we have your consent, subject to the above timescales.

Your legal rights

Data regulations and legislation provide you with certain rights over the personal information we hold.

• You can request details of some or all of the personal information we hold about you. This is often referred to as a Subject Access request.
• If you believe that personal information we hold about you is incorrect you can ask us to correct it.
• Where you believe personal information is no longer required you can request that it is deleted. However, we may not be able to do so it we still have a legitimate basis for keeping it.
• You can request a copy of personal information to be provided in a portable (electronic) format. We will endeavour to meet such requirements where the format is reasonable and in common use.
• You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• You have the right to object to the processing of your personal information in certain circumstances.
• Where you have provided consent you can withdraw your consent at any time.

We aim to meet any requests promptly and as fully as possible. We may contact you to confirm your identity or further understand your requirements in order to expedite your request. In some cases, we may be prevented from completing requests for legal reasons or due to conflicting legitimate interests. If this is the case, we will explain our reasons why.

If you wish to exercise any of the rights set out above we request that you contact our Data Protection Officer [Richard Line]. You are not required to pay any charge for exercising your rights.

If you wish to make a complaint

If you have any concerns about our use of your personal information, you can make a complaint to us. Please in the first instance contact our Data Protection Officer. If you remain dissatisfied, or believe that we are not handling personal information in compliance with appropriate laws and regulations, you are entitled to raise your complaint with the Information Commissioner’s Office who can be contacted at:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113, or via: https://ico.org.uk/livechat
ICO website: https://ico.org.uk/make-a-complaint/your-personal-information-concerns/personal-information-concerns/

Review Date: 27 March 2023

Sustainable Business Policy

Introduction

We recognise the role of our business operations and the influence of our projects, with all team members as co-owners of the business taking collective responsibility for improving society and the world within which we live and work.

This Policy outlines the practice’s principles to achieving a sustainable business, addressing the interdependence of environmental, social, economic and governance considerations.

Beyond meeting legal, social, and environmental obligations as a minimum standard, it sets the practice’s intent to adopt long-term, holistic approaches that realise net-positive benefits for the planet and its people.

The intent and aims of the Policy are to be upheld by our team members, as well as individuals and organisations we have business relations with. This includes interns, volunteers, co- and sub-consultants, and supply partners.

Over-arching aims and objectives

B Corp

As an accredited B Corp, we are compelled to utilise business as a force for good in the world. Our commitment to conduct ourselves in recognition that people and place matter is embedded within our Articles of Association; seeking to create benefit for all stakeholders. We acknowledge and act with understanding that we are each dependent upon another, and thus responsible for each other and future generations.

Purpose and mission

Our business strategy has been developed to fulfil our purpose and mission as a sustainable, environmentally, and socially conscious business.

Our purpose – we design for the living World; for today, tomorrow and the next 200 years. Our aim is to extend beyond sustainable and positive impact; working towards regenerative practice.

Our mission – by 2028, we will ensure each project we deliver has a clear and measurable net positive impact for all living things.

Environmental responsibility

We utilise interdisciplinary practices within our team and partnerships across the industry to realise collaborative and holistic design solutions to our planet’s challenges. Long-term perspective and informed understanding of natural ecosystems is fundamental to environmental stewardship. We commit to extending both through our professional practice, research and development to protect, conserve and enhance the natural and built environment.

Our Environmental Policy provides further details, including management of operational undertakings via our Environmental Management System, and utilisation of our Regenerative Practice Plan within project work and design-commissions.

Social equity and wellbeing

We aim to be an active and beneficial participant in society. To realise positive and empowering impact, we seek to foster growth, equity, and well-being for all stakeholders.

Team members – creating a healthy environment and supportive workplace culture. Our People Plan and associated People Section of the QMS focus on establishing fair treatment and empowerment of employees, opportunities for professional growth, and benefits that cater to their overall wellbeing.

Supply Chain – promoting the expansion of positive practices and compliance with legal requirements and ethical standards through our Sub-consultant and Supplier Compliance process. We also encourage B Corp accreditation, payment of the Real Living Wage, membership of Good Work Standards, and application of the Prompt Payment Code.

Local Communities and Wider Society – investing in the communities we: serve through design commissions; within which we operate as a business; and, can influence as a force for good. We commit to developing propositions and delivering initiatives that support an equitable, resilient, and thriving society.

Economic viability

Our Directors are accountable for developing and overseeing delivery of strategies that ensure the practice’s financial sustainability and long-term viability. Business decisions and investments are informed by analysis and understanding of potential financial implications, whilst giving consideration to social and environmental commitments at the centre of our mission and purpose.

Team members take responsibility for undertaking their requisite roles in a manner that supports sound economic operation. Collectively this enables joint benefit for our employee-co-owners, and continued value to all stakeholders and the planet.

Ethical governance

We commit to undertake our business operations responsibly in accordance with our Code of Ethics and Conduct, and maintain a practice ethos that is principled, ethical, and responsible.

Oversight, management, reporting and communication structures have been developed to support sound decision-making, promoting transparency and accountability.

Open dialogue and self-examination are encouraged to prompt appropriate responses to constructive feedback, refinement of our approaches and development of effective strategies.

Compliance, communication and oversight

We commit to monitor and continuously improve performance relating to environmental, social, economic and governance considerations.

Performance and progress are reviewed relative to this and associated policies, alongside the strategies and plans emanating from them to achieve our purpose and mission.

We communicate our aims and progress to all team members, providing education and training in environmental, social and economic matters to extend appreciation of the wider impacts and benefits of our activities.

Performance and progress are reported to the quarterly Trust Board meetings, which provides overarching oversight of our compliance.

Our progress relative to targets and plans are shared with clients, co-consultants, partners and other external stakeholders.

We commit retaining our B Corp certification, demonstrating extension of our positive impacts year-on-year, sharing progress and aims through our Annual Impact Report, and recertifying every 3 years.

Review Date: 11 December 2023

Whistleblowing Policy

About this policy

We are committed to conducting our business with honesty and integrity and we expect all team members to maintain high standards. Any suspected wrongdoing should be reported as soon as possible.

This policy covers all team members, consultants, contractors, apprentices, casual workers and agency workers.

This policy does not form part of any team members contract of employment and we may amend it at any time.

What is whistleblowing?

Whistleblowing is the reporting of suspected wrongdoing or dangers in relation to our activities. This includes bribery, fraud or other criminal activity, miscarriages of justice, health and safety risks, damage to the environment and any breach of legal or professional obligations.

How to raise a concern

We hope that in many cases you will be able to raise any concerns with your Principal / Studio Director. However, where you prefer not to raise it with your Principal / Studio Director for any reason, you should contact the Whistleblowing Officer, the Chairman or Managing Director.

We will arrange a meeting with you as soon as possible to discuss your concern. You may bring a colleague or union representative to any meetings under this policy. Your companion must respect the confidentiality of your disclosure and any subsequent investigation.

Confidentiality

We hope that team members will feel able to voice whistleblowing concerns openly under this policy. Completely anonymous disclosures are difficult to investigate. If you want to raise your concern confidentially, we will make every effort to keep your identity secret and only reveal it where necessary to those involved in investigating your concern.

External disclosures

The aim of this policy is to provide an internal mechanism for reporting, investigating and remedying any wrongdoing in the workplace. In most cases you should not find it necessary to alert anyone externally.

The law recognises that in some circumstances it may be appropriate for you to report your concerns to an external body such as a regulator. We strongly encourage you to seek advice before reporting a concern to anyone external. Public Concern at Work operates a confidential 2-91 helpline, and can be referred to for information and advice. Their contact details are at the end of this policy. The UK Government’s website publishes the ‘Whistleblowing: list of prescribed people and bodies’.

Protection and support for whistleblowers

We aim to encourage openness and will support whistleblowers who raise genuine concerns under this policy, even if they turn out to be mistaken.

Whistleblowers must not suffer any detrimental treatment as a result of raising a genuine concern. If you believe that you have suffered any such treatment, you should inform the Whistleblowing Officer, Chairman or Managing Director immediately. If the matter is not remedied, you should raise it formally using our Grievance Procedure.

You must not threaten or retaliate against whistleblowers in any way. If you are involved in such conduct, you may be subject to disciplinary action.

However, if we conclude that a whistleblower has made false allegations maliciously or with a view to personal gain, the whistleblower may be subject to disciplinary action.

Contacts

Andy Roberts
Whistleblowing Officer
07737 352 197
ar@planit-ie.com

Ed Lister
Chairman
07973 803 282
el@planit-ie.com

Pete Swift
Managing Director
07970 950 580
ps@planit-ie.com

Protect (Independent whistleblowing charity)
Helpline: 0203 117 2520
Website: https://protect-advice.org.uk

Review Date: 18 December 2022