Company Policies
Due Diligence, Fraud, and Anti-Corruption Policy
Introduction
Leading Security Group Limited (“the Company”) is committed to conducting business with integrity, transparency, and accountability. This document outlines the policies and procedures for due diligence, fraud prevention, and anti-corruption measures within the Company.
Scope
This policy applies to all employees, contractors, suppliers, and business partners associated with the Company.
Due Diligence Policy
- Business Partners & Third-Party Screening
- Conduct background checks on new suppliers, contractors, and business associates.
- Verify registration, licenses, and certifications of all external partners.
- Assess financial stability and ethical track record before engaging in business.
- Employee Screening
- Perform criminal background checks for new employees.
- Require professional references and verification of previous employment history.
- Regular training on ethical business practices.
Fraud Prevention Policy
Fraud is defined as any deceptive action taken to gain an unfair advantage. The Company enforces a zero-tolerance policy against fraudulent activities.
- Fraud Risk Management
- Implement robust internal controls to monitor financial transactions.
- Conduct regular internal audits to identify and mitigate fraud risks.
- Establish a whistleblower mechanism for anonymous reporting of suspicious activities.
- Responsibilities
- All employees must report any suspected fraudulent activities.
- Management must investigate reported cases and take appropriate corrective actions.
- The HR department shall ensure that all employees are aware of fraud risks.
Anti-Corruption Policy
The Company prohibits bribery, extortion, embezzlement, and other corrupt practices.
- Prohibited Activities
- Offering, giving, receiving, or soliciting anything of value to influence business decisions.
- Making facilitation payments or kickbacks to government officials or private entities.
- Engaging in activities that may result in conflicts of interest.
- Compliance Measures
- Employees must disclose potential conflicts of interest.
- All transactions must be accurately recorded in financial reports.
- Employees and business partners must complete anti-corruption training annually.
Find us
26 Cromer Road
Romford London, RM7 9DS
Key Services
Reporting and Enforcement
- Any employee or stakeholder suspecting fraud or corruption should report it to the Compliance Officer.
- Reports may be made anonymously through a designated whistleblower hotline.
- The Company will take disciplinary action, including termination and legal proceedings, against violators.
Review and Amendments
This policy shall be reviewed annually and updated as necessary to comply with legal requirements and best practices.
Supplier Management Policy
Introduction
Leading Security Group Limited is committed to establishing and maintaining strong, ethical, and sustainable relationships with suppliers. This policy outlines the procedures for selecting, monitoring, and managing suppliers to ensure quality, compliance, and efficiency.
Scope
This policy applies to all suppliers, vendors, contractors, and service providers working with the Company.
Supplier Selection and Onboarding
1: Prequalification and Due Diligence
- Suppliers must undergo a thorough assessment before engagement.
- Background checks on business reputation, financial stability, and compliance history.
- Verification of licenses, certifications, and regulatory compliance.
2: Contracting
- All supplier agreements must be documented in legally binding contracts.
- Contracts must include terms on pricing, service levels, compliance, confidentiality, and termination conditions.
- Suppliers must agree to abide by the Company’s ethical and anti-corruption policies.
Supplier Performance Management
1: Key Performance Indicators (KPIs)
- Quality of goods and services.
- Timeliness of delivery and adherence to agreed schedules.
- Compliance with regulatory and safety standards.
- Responsiveness and communication efficiency.
2: Performance Reviews
- Regular performance evaluations conducted quarterly.
- Suppliers not meeting KPIs will be given an improvement plan with corrective actions.
- Failure to comply may lead to termination of contracts.
Compliance and Ethical Standards
- Suppliers must adhere to all applicable laws, including labor laws, health & safety regulations, and environmental standards.
- The Company prohibits suppliers from engaging in corruption, fraud, child labor, or forced labor.
- Suppliers must comply with the Company’s Code of Conduct.
Risk Management
- Suppliers must have contingency plans for disruptions in the supply chain.
- The Company will conduct periodic risk assessments to mitigate potential supply chain vulnerabilities.
- Alternative suppliers will be identified in case of underperformance or non-compliance.
Supplier Relationship Management
- Maintain transparent and open communication with suppliers.
- Foster long-term partnerships through collaboration and innovation.
- Regularly update suppliers on Company policies, industry changes, and compliance requirements.
Reporting and Dispute Resolution
- Suppliers can report issues or unethical practices through a designated contact.
- Disputes should be resolved amicably through negotiation and, if necessary, arbitration.
Review and Amendments
- This policy shall be reviewed annually and updated as necessary.
Safeguarding Policy
Introduction
Leading Security Group Limited is committed to promoting a safe and secure environment for all individuals, including employees, clients, contractors, and members of the public. This policy sets out our approach to safeguarding and protecting vulnerable individuals from harm, abuse, and exploitation.
Scope
This policy applies to all employees, contractors, suppliers, and business partners associated with the Company.
Policy Statement
The Company is committed to:
- Ensuring the safety and well-being of all individuals in contact with our services.
- Preventing and responding to abuse, neglect, and exploitation.
- Creating a culture of vigilance, accountability, and respect.
- Complying with all relevant safeguarding laws and regulations.
Definitions
- Safeguarding: Protecting individuals from harm, abuse, or neglect.
- Vulnerable Individuals: Anyone at risk due to age, disability, illness, or other factors.
- Abuse: Any action causing harm, including physical, emotional, sexual, financial, or neglect.
Responsibilities
1: Management
- Ensure safeguarding policies are implemented and reviewed annually.
- Provide appropriate training for employees and contractors.
- Foster a culture where safeguarding concerns are taken seriously.
2: Employees and Contractors
- Report concerns about safeguarding issues immediately.
- Follow safeguarding procedures and best practices.
- Treat all individuals with dignity and respect.
Safeguarding Procedures
1: Prevention Measures
- Conduct background checks on employees and contractors.
- Implement clear procedures for handling safeguarding concerns.
- Provide training on identifying and responding to abuse.
2: Reporting Concerns
- Concerns must be reported to the designated Safeguarding Officer.
- Reports can be made confidentially and without fear of retaliation.
- The Company will investigate all concerns thoroughly and take appropriate action.
3: Responding to Incidents
- Take immediate steps to protect affected individuals.
- Report serious incidents to relevant authorities.
- Provide support and follow-up care as needed.
Confidentiality and Data Protection
- All safeguarding reports will be handled with strict confidentiality.
- Information will only be shared on a need-to-know basis.
- Personal data will be protected in compliance with data protection laws.
Training and Awareness
- All employees and contractors must complete safeguarding training.
- Refresher training will be provided annually.
- Safeguarding policies and procedures will be easily accessible to all staff.
Whistleblowing Policy
Introduction
Leading Security Group Limited is committed to maintaining the highest standards of integrity, transparency, and accountability. This Whistleblowing Policy provides a framework for employees, contractors, suppliers, and stakeholders to report concerns regarding misconduct, unethical behavior, fraud, or illegal activities within the Company.
Scope
This policy applies to all employees, contractors, suppliers, and third parties who have a working relationship with the Company.
Policy Statement
The Company encourages individuals to report concerns in good faith without fear of retaliation. All reports will be taken seriously and investigated thoroughly.
What Can Be Reported?
Concerns that may be reported under this policy include but are not limited to:
- Fraud, corruption, or financial misconduct.
- Criminal activities.
- Health and safety violations.
- Harassment, bullying, or discrimination.
- Breaches of Company policies or ethical standards.
- Any form of unethical or illegal behavior.
Reporting Procedures
1: How to Report
- Reports can be made verbally or in writing to the designated Whistleblowing Officer.
- Anonymous reports can be submitted via a dedicated whistleblowing email or hotline.
- Employees may also report to their line manager, who must escalate the issue appropriately.
2: Confidentiality
- All reports will be handled confidentially, and identities will be protected where possible.
- Information will only be shared on a need-to-know basis for investigation purposes.
3: Protection Against Retaliation
- The Company strictly prohibits retaliation against whistleblowers.
- Any form of victimization or harassment against a whistleblower will result in disciplinary action.
- Individuals who believe they have faced retaliation should report it immediately.
Investigation Process
- All reports will be acknowledged within five working days.
- A preliminary assessment will determine the appropriate course of action.
- An internal or external investigation may be conducted depending on the severity of the concern.
- Findings and outcomes will be documented, and necessary corrective actions will be taken.
False or Malicious Allegations
- Reports must be made in good faith and with reasonable belief in their accuracy.
- Knowingly making false or malicious allegations may result in disciplinary action.
Review and Amendments
- This policy will be reviewed annually and updated as needed.
- Feedback from employees and stakeholders will be considered for continuous improvement.
Bullying and Harassment Policy
Introduction
Leading Security Group Limited is committed to fostering a safe, inclusive, and respectful work environment where all employees, contractors, and stakeholders are treated with dignity. This policy outlines the Company’s stance on bullying and harassment and provides procedures for reporting and addressing such behavior.
Scope
This policy applies to all employees, contractors, suppliers, clients, and business partners associated with the Company.
Policy Statement
The Company has a zero-tolerance approach to bullying and harassment. Any form of inappropriate behavior, whether verbal, physical, or online, will not be tolerated.
Definitions
- Bullying: Repeated offensive, intimidating, or malicious behavior intended to undermine or harm an individual.
- Harassment: Unwanted conduct related to a person’s race, gender, disability, religion, sexual orientation, or any other protected characteristic that violates their dignity or creates an intimidating, hostile, or degrading environment.
- Sexual Harassment: Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature.
Examples of Bullying and Harassment
- Spreading malicious rumors or gossip.
- Public humiliation or intimidation.
- Excessive, unjustified criticism or exclusion from meetings.
- Unwelcome jokes, comments, or gestures.
- Offensive messages, emails, or social media conduct.
Responsibilities
1: Management
- Ensure a culture of respect and professionalism.
- Take immediate action when bullying or harassment is reported.
- Provide training on workplace conduct and awareness.
2: Employees and Contractors
- Treat colleagues with respect and professionalism.
- Refrain from engaging in bullying or harassment.
- Report incidents in line with the procedures outlined in this policy.
Reporting Procedures
1: How to Report
- Reports can be made to a line manager, HR, or a designated Bullying and Harassment Officer.
- Reports can be submitted in writing, verbally, or anonymously through a whistleblowing channel.
2: Investigation Process
- All reports will be treated confidentially and taken seriously.
- Investigations will be conducted impartially, ensuring fairness to all parties.
- Disciplinary action, including dismissal, may be taken against individuals found guilty of bullying or harassment.
Protection Against Retaliation
- The Company prohibits retaliation against employees who report concerns in good faith.
- Any form of victimization will be addressed with strict disciplinary action.
Support for Affected Employees
- Counseling and support services will be made available where necessary.
- Mediation may be offered to resolve conflicts amicably.
Recruitment and Conflict of Interest Mitigation & Management Policy
Introduction
Leading Security Group Limited is committed to a fair, transparent, and merit-based recruitment process that ensures equal opportunities for all candidates. This policy sets out the procedures for recruitment, selection, and conflict of interest mitigation to maintain integrity, professionalism, and compliance with legal and ethical standards.
Scope
This policy applies to all employees, hiring managers, recruitment personnel, and external partners involved in the recruitment and selection process.
Recruitment Policy
1: Equal Opportunities and Non-Discrimination
- The Company ensures an inclusive and unbiased recruitment process, free from discrimination based on age, gender, race, disability, religion, sexual orientation, or any other protected characteristic.
- All vacancies will be advertised fairly, and all candidates will be assessed based on their skills, experience, and suitability for the role.
2: Recruitment Process
- Job Identification and Approval:
- Hiring managers must obtain approval before initiating recruitment.
- A job description and candidate specification will be drafted and reviewed.
- Advertising the Position:
- Job postings will be published through appropriate channels.
- Internal candidates will be encouraged to apply where relevant.
- Selection and Shortlisting:
- All applications will be reviewed against objective selection criteria.
- A shortlist of candidates will be prepared based on merit.
- Interviews and Assessments:
- Interviews will be conducted fairly, using structured questioning.
- Skills tests or assessments may be used where necessary.
- Offer and Appointment:
- Offers will be made based on candidate merit and business needs.
- Pre-employment background checks, including reference checks, will be conducted.
Conflict of Interest Mitigation and Management
1: Definition of Conflict of Interest
A conflict of interest occurs when an individual’s personal interests interfere, or appear to interfere, with the objective decision-making process in recruitment and employment matters.
2: Identifying and Declaring Conflicts of Interest
- Employees and hiring managers must disclose any personal relationships, financial interests, or affiliations that could create a conflict of interest in hiring decisions.
- Examples include:
- Hiring a family member or close friend.
- Financial interests in an applicant’s employment.
- Bias or favoritism in selection decisions.
3: Managing and Resolving Conflicts of Interest
- Disclosure: Any potential conflict of interest must be declared in writing to HR.
- Recusal: Individuals with a conflict of interest will be removed from the recruitment decision-making process.
- Independent Review: An impartial panel will oversee recruitment where conflicts arise to ensure fairness and transparency.
- Monitoring: HR will document and review all conflict of interest disclosures to ensure compliance.
Compliance and Accountability
- All employees involved in recruitment must complete conflict of interest training.
- Failure to disclose conflicts of interest or breaches of this policy may result in disciplinary action.
Sustainability Policy
Introduction
Leading Security Group Limited is committed to integrating sustainable practices into our operations, minimizing our environmental impact, and contributing positively to the communities in which we operate. This policy outlines our approach to sustainability and our commitment to responsible business practices.
Scope
This policy applies to all employees, contractors, suppliers, and business partners associated with the Company.
Policy Statement
The Company is dedicated to:
- Reducing environmental impact through responsible resource use.
- Promoting social responsibility within our workforce and supply chain.
- Ensuring compliance with sustainability-related regulations and industry best practices.
Environmental Responsibility
1: Energy and Resource Efficiency
- Reduce energy consumption through efficient use of lighting, heating, and equipment.
- Promote the use of renewable energy where feasible.
- Encourage employees to adopt energy-saving practices.
2: Waste Reduction and Recycling
- Minimize waste generation and promote recycling.
- Reduce the use of single-use plastics and encourage sustainable materials.
- Implement responsible disposal methods for electronic and hazardous waste.
3: Carbon Footprint Reduction
- Promote low-carbon transportation options for employees.
- Reduce travel emissions through virtual meetings and remote working policies.
- Assess and improve our supply chain sustainability.
Social Responsibility
1: Employee Well-being
- Promote a diverse, inclusive, and supportive workplace.
- Provide training on sustainability and ethical practices.
- Support employee initiatives related to community engagement and environmental responsibility.
2: Ethical Supply Chain
- Work with suppliers who adhere to ethical labor and environmental standards.
- Conduct due diligence to ensure suppliers comply with sustainability principles.
- Encourage responsible sourcing and procurement.
3: Community Engagement
- Support local communities through charitable initiatives and volunteering.
- Partner with organizations promoting sustainability and environmental protection.
- Educate stakeholders on sustainable practices.
Compliance and Continuous Improvement
- Regularly review and update our sustainability practices.
- Monitor compliance with sustainability laws and regulations.
- Set measurable goals for continuous improvement in sustainability performance.
Environmental and Social Impacts Policy
Introduction
Leading Security Group Limited (“the Company”) recognizes its responsibility to minimize environmental impact and promote positive social outcomes. This policy outlines our commitment to environmental sustainability and social responsibility across our operations and supply chain.
Scope
This policy applies to all employees, contractors, suppliers, and stakeholders associated with the Company.
Environmental Impact Commitments
1: Sustainable Resource Management
- Optimize energy and water usage to reduce environmental impact.
- Promote the use of sustainable and renewable resources.
- Encourage waste reduction, recycling, and responsible disposal practices.
2: Carbon Footprint Reduction
- Implement energy-efficient technologies in our operations.
- Reduce business travel emissions by prioritizing virtual meetings.
- Support low-carbon transportation alternatives.
3: Pollution Prevention
- Ensure responsible handling and disposal of hazardous materials.
- Reduce air, water, and soil pollution through effective controls and monitoring.
- Comply with all environmental laws and regulations.
Social Impact Commitments
1: Employee Well-being and Inclusion
- Provide a safe, inclusive, and respectful workplace.
- Offer fair wages, equal opportunities, and professional development.
- Support work-life balance and employee well-being initiatives.
2: Ethical Supply Chain
- Work with suppliers who adhere to fair labor and ethical standards.
- Conduct due diligence to prevent human rights abuses within the supply chain.
- Promote sustainable and responsible sourcing practices.
3: Community Engagement
- Support local communities through charitable initiatives and partnerships.
- Encourage employees to participate in volunteer activities.
- Engage with stakeholders to promote sustainable development goals.
Compliance and Continuous Improvement
- Regularly assess and improve environmental and social performance.
- Train employees on sustainability and ethical business practices.
- Ensure compliance with all relevant regulations and industry standards.
Review and Amendments
- This policy will be reviewed annually and updated as needed to reflect new challenges and best practices.
Leading Security Group
Leading Security Group is providing a range of security guard services throughout the United Kingdom and Worldwide.
All our security guards are Security Industry Authority (SIA) licensed, so you can trust us to protect you to the highest of standards.
Leading Security Group operates an Equal Opportunities Policy and strictly adheres to the Data Protection Act.