At Novagram, we believe that in order to deliver the highest quality of work, our operations must similarly stand up to scrutiny. We are committed to the following:
Quality Management Statement
Novagram Limited is committed to providing the highest quality professional service in all its projects and contracts, and to ensuring effective project management and high quality customer service.
- A company Director will take responsibility for ensuring effective quality management for all of the company’s projects, as well as the company’s overall operations. This will include:
- Professional and structured management of each project against its objectives, goals, and timeframes, including setting a detailed management plan for each project.
- Monthly reviews of every project, to chart their progress against the management plan and any intermediary goals
- Monitoring of every project, and the organisation, against its budget, and adjusting spending as necessary to ensure budgets are adhered to.
- Regular consultations with project delivery staff to ensure transparency in all aspects of the project delivery and management, and to deal with any issues that arise promptly and appropriately.
- Detailed monitoring and evaluation of all projects in order to assess the success of the project from the customer’s viewpoint.
- Actively seeking feedback from clients and project leaders which will inform and improve the delivery of future projects.
Health and Safety Policy Statement
Novagram Limited is committed to a policy that safeguards the health, safety and welfare of all its employees, customers and others who have contact with the Agency by providing healthy and safe working conditions.
- To promote standards of health, safety and welfare that comply with the requirements of the Health and Safety at Work Act 1974 and all other relevant statutory provisions and codes of practice.
- To provide and maintain safe and healthy working conditions, equipment and systems of work for our employees and others visiting the Agency, and to provide such information, training and supervision as they need for this purpose.
- To provide opportunities for safety representatives to contribute to the promotion of a healthy and safe working environment.
- To provide a safe means of access and egress to all places of work.
- To provide an effective basis for monitoring all internal health and safety arrangements.
In the pursuit of these objectives the Agency expects all staff to co-operate and give support in creating and maintaining safe and healthy working conditions.
Overall responsibility for health and safety rests with the Directors.
Implementation of The Policy
Health and safety is a responsibility for everyone at all levels. An appointed Health and Safety Officer provides help to all Directors and employees by providing information and guidance in applying the provisions of health and safety law.
To achieve a good standard of health and safety in the workplace all employees must take reasonable care for the health and safety of themselves and of colleagues or others who may be affected by their actions. They should co-operate with management in all matters relating to their health, safety and welfare and develop a personal concern for accident prevention.
Novagram Limited will provide training for employees appropriate to their responsibilities and work.
Significant hazards and risks, which might affect the health and safety of the staff and visitors will be assessed and recorded, and appropriate action will be taken to control, eliminate or reduce any risks. Regular monitoring is carried out by the designated Health and Safety Officer to assess risks to staff in their own areas of responsibility. The Health and Safety Officer will conduct safety audits from time to time to monitor the effectiveness of the policy.
A ‘safety culture’ in the Agency can be promoted most effectively if the pursuit of health and safety is accepted as an objective shared by us all. The provision of a quality service to our customers should be linked to the safety process so the two go together as a positive ‘quality and safety culture’.
We must take a positive interest in our health and safety and exercise a common duty of care to others. We must be alert to draw attention to anything we encounter at work, which could be a threat to the health and safety of ourselves, our colleagues or our customers and others. We also have a special duty of care to those who may have particular requirements through, for example, disability or inexperience.
Equal Opportunities Policy Statement
To promote equal treatment for all employees or potential employees irrespective of race, creed, colour, nationality, ethnic origin, age, language, religion, political or other opinion, affiliation, gender, gender reassignment, sexual orientation, marital status, connections with a national minority, national or social origin, property, birth or other status, family connections, working pattern, membership or non membership of a trade union or disability; and that this is managed in such a way that the Agency complies with and goes beyond the Equal Opportunities legislation and Codes of Practice.
This policy has particular relevance to recruitment and appointments, development, training and appraisal procedures and/or decisions.
Novagram Limited is committed to equality of opportunity in all its employment practices, policies and procedures. No employee or potential employee will therefore receive less favourable treatment due to their race, creed, colour, nationality, ethnic origin, age, language, religion, political or other opinion affiliation, gender, gender reassignment, sexual orientation, marital status, connections with a national minority, national or social origin, property, birth or other status, family connections, working pattern, membership or non membership of a trade union or disability.
The creation of jobs, working hours and related practices should not discriminate directly or indirectly against certain groups of applicants. As vacancies arise or personnel are restructured the requirements of individual jobs will be reviewed and redesigned where necessary in order to ensure the broadest possible catchment of essential recruits of suitable calibre.
Novagram Limited recognises the need to be able to offer, where appropriate, flexible working patterns such as job share, part-time working and/or partial home working where an individual has a need to reduce their working hours or change their working pattern. These methods of working will be positively considered subject to business needs.
All vacancies will normally be advertised within Novagram Limited both on notice board and on company website in order to provide an equal opportunity for all interested persons to apply. All external recruitment will be conducted in line with the ‘Recruitment and Appointments’ section of this Policy. Applications will be encouraged from all suitably qualified individuals.
An exception to the above applies when special arrangements are made for the redeployment of personnel who would otherwise be at risk of redundancy. All recruitments adverts, whether internal or external, must be approved by a Director prior to being published.
Recruitment and Appointments
Novagram Limited application forms have been designed in order to obtain all the necessary information to provide the basis for an equitable and instructive interview and for the screening and selection of applicants.
Personal details which are not necessary for a recruitment decision to be made, such as race or creed are therefore not specified. Additional details of this nature will be needed for recording and monitoring purposes and as such will be kept by the Directors on a separate confidential form. All those concerned with recruitment will receive training in interviewing skills and equal opportunities. Prior to the selection process beginning a Director will define the selection criteria ensuring that they are related to the job requirement and are not unlawfully discriminatory.
Applicants are to be advised when invited for interview that this is an “equal opportunity interview” and if they are uncertain about the purpose of any question which they might believe to be intrusive they should ask for clarification before feeling any need to respond.
Novagram Limited shall not insist upon higher education or professional qualifications other than those that are required for the position being advertised. All appointments will be made solely on merit, regardless of race, creed, colour, nationality, ethnic origin, age, language, religion, political or other opinion affiliation, gender, gender reassignment, sexual orientation, marital status, connections with a national minority, national or social origin, property, birth or other status, family connections, membership or non membership of a trade union or disability.
Training & Development
A. All individuals should, if they request, receive training on the application of the Equal Opportunities Policy – this training should include:
- an explanation of what the policy means to Novagram and to all employees;
- an explanation of the forms discrimination can take (direct, indirect, victimisation and segregation);
- guidance on the dangers of generalised assumptions and prejudices.
B. Novagram Limited training programmes will be designed to support the aims of the Equal Opportunities Initiatives. Stereotyping, prejudice or any other form of discrimination will be eliminated from all internal courses. Every effort will be made to select external courses which also meet these requirements.
C. The criteria for selecting individuals for development and training opportunities must be non-discriminatory. These will be based upon the individuals’ merits and abilities, business needs and the availability of appropriate work related courses. Whenever practicable training will be arranged so that all categories of employees may attend e.g. part-time workers or freelance workers. However, where it is clear that the workforce is under-represented, by racial group or gender, training opportunities will be offered to members of that group in order to develop their skills and better equip them to apply for other jobs within the company.
D. All employees will be appraised during the month of November each year, or at a mutually convenient time to all concerned and there will be positive encouragement to discuss suitable development and training opportunities.
Redundacy & Redemployment
With reference to the appropriate policies the selection for redundancy and/or redeployment must be conducted in a way which avoids any direct or indirect discrimination. Specific statutory protection applies to individuals who are either pregnant, on maternity leave or are nursing mothers.
All Novagram Limited policies, pay, hours of work, unsocial hours, performance appraisal scheme, disciplinary procedure and benefits are designed to promote equal potential and protection for all employees. The application and impact of these policies will be monitored and if barriers to equality of opportunity are identified appropriate remedial action to overcome them will be taken.
Novagram Limited is also committed to ensuring that it recognises cross cultural differences. To this end the company acknowledges different religious/festival requirements and aims to take steps to accommodate reasonable requests for annual leave during such periods.
The details of this policy will be communicated to all current employees and new starters. All job applicants may also receive details of the policy upon request. Where necessary any communication initiative will take account of literacy difficulties and communication disabilities.
Adherence to Policy
It is the responsibility of Directors to ensure that the minimum standards established within this policy are adhered to within their area of responsibility.
All individuals, at every level, must:
- co-operate with any measures introduced to ensure equal opportunity;
- report any suspected discriminatory acts or practices;
- not induce or attempt to induce others to practice unlawful discrimination;
- not victimise anyone as a result of them having reported or provided evidence of discrimination;
- not harass, abuse or intimidate others on account of their race, gender etc.;
- not canvass job applicants in an attempt to discourage them from applying or taking up a post.
Any breach of the Equal Opportunities Policy will be dealt with through the disciplinary procedure. Serious offences, such as harassment, will be dealt with as gross misconduct.
Any individual who has a concern regarding the application of this policy should normally make use of the company’s grievance procedure.
Any prospective employee may request a copy of this policy and submit any grievance, which must be in writing within 14 days of any alleged incident. An investigation will then be conducted and the individual will receive a written report as to the outcome.
All those individuals referred to within the scope of this policy are required to adhere to its terms and conditions. They must understand that this policy is also incorporated into their contract of employment. All staff members and employees are to ensure that this policy is applied within their own area. Any queries on the application or interpretation of this policy must be discussed with a Director prior to any action being taken. Revisions, amendments or alterations to the policy can only be implemented following consideration and approval by a Director of Novagram Limited.
Environmental Policy Statement
It is Novagram Limited’s policy to operate its business as a corporate citizen committed to sound environmental management and with concern for the well-being of our common environment. Our goal is to ensure that company facilities and operations are in compliance with national and local environmental standards. We believe that an appropriate balance can and should be achieved between environmental goals and economic health. We intend to be an active participant in responsible environmental management. This requires each Novagram employee to participate in and accept responsibility for achieving the following goals:
- Operation of our facilities in an environmentally sound manner;
- Safe handling of production materials and bi-products;
- Conservation and recycling of raw materials and reduction in the amount of waste generated by the company’s activities.
The company’s commitment to these goals includes the following specific elements:
All Novagram’s facilities will operate in an environmentally responsible manner and in compliance with environmental laws and regulations
Novagram will maintain compliance programmes to inform and train employees in the performance of their duty to fulfil the company’s environmental policies.
Through audits and other means, the company will monitor operations to help assure that practices in our workplace conform to our policies.
Security and Data Protection Policy Statement
Novagram Limited is committed to full compliance with the requirements of the Data Protection Act 1998 and to follow procedures that aim to ensure that all Directors, employees, contractors, agents or consultants who may have access to any personal data held internally or supplied by a client, are fully aware of and abide by their duties and responsibilities under the Act.
Statement of policy
In order to provide the correct level of service to our clients, Novagram may, at times requested to do so, use names and address information for client mailings and deliveries. These details may include members of the public, current, past and prospective employees, clients and customers and contractors. This personal information must be handled and dealt with properly, however it is supplied, stored and used, and whether it be on paper, in computer records or recorded by any other means.
Novagram Limited regards the lawful and correct treatment of personal information as very important to its clients’ successful operations and to maintaining confidence between the company and those with whom it carries out business and as such all Directors and employees will ensure that all personal data supplied is treated lawfully and correctly.
To this end Novagram Limited fully endorses and adheres to the Principles of Data Protection as set out in the Data Protection Act 1998.
The principles of data protection
The Data Protection Act 1998 stipulates that anyone processing personal data must comply with eight Principles of good practice. These Principles are legally enforceable.
The Principles require that personal information:
- Shall be processed fairly and lawfully and in particular, shall not be processed unless specific conditions are met.
- Shall be obtained only for one or more specified and lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes.
- Shall be adequate, relevant and not excessive in relation to the purpose or purposes for which it is processed.
- Shall be accurate and where necessary, kept up to date.
- Shall not be kept for longer than is necessary for that purpose or those purposes.
- Shall be processed in accordance with the rights of data subjects under the Act.
- Shall be kept secure i.e. protected by an appropriate degree of security.
- Shall not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of data protection.
The Act provides conditions for the processing of any personal data. It also makes a distinction between personal data and ”sensitive” personal data.
Personal data is defined as, data relating to a living individual who can be identified from:
- That data.
- That data and other information which is in the possession of, or is likely to come into the possession of the data controller and includes an expression of opinion about the individual and any indication of the intentions of the data controller, or any other person in respect of the individual.
Sensitive personal data is defined as personal data consisting of information as to:
- Racial or ethnic origin
- Political opinion
- Religious or other beliefs
- Trade union membership
- Physical or mental health or condition
- Sexual life
- Criminal proceedings or convictions.
Handling of personal/sensitive information
Novagram Limited will, through appropriate management and the use of strict criteria and controls:
- Observe all conditions regarding the fair collection and use of personal information.
- Meet its legal obligations to specify the purpose for which information is used.
- Collect and process appropriate information and only to the extent that it is needed to fulfil operational needs or to comply with any legal requirements.
- Apply strict checks to determine the length of time information is held.
- Ensure that personal information is not transferred abroad without suitable safeguards.
In addition, Novagram Limited will ensure that:
- Someone will be designated, on behalf of the client, with specific responsibility for the data protection in the organisation.
- Everyone managing and handling personal information understands that they are contractually responsible for following good data protection practice.
- Everyone managing and handling personal information is appropriately trained to do so.
- Everyone managing and handling personal information, both employed by Cube or as a contractor, is appropriately supervised.
- Anyone wanting to make enquiries about handling personal information, whether a member of staff or a member of the public, knows what to do.
- Queries about handling personal information are promptly and courteously dealt with.
- Performance with handling personal information is regularly assessed and evaluated.
All Directors of the company, employees of the company and contractors to the company are to be made fully aware of this policy and of their duties and responsibilities under the Act.
Handling of passwords and other secure access information
Whenever it is necessary to store passwords or other secure access information, Novagram Limited will only do so using AES-256 encryption. Access to such details will be tightly controlled on a per-project basis and authorisation to use such details can only be given by a Director. Whenever it is necessary to generate a password in order to access a client system, Novagram will generate a unique, complex password which shall not be used as part of any other access credentials for any other project or client. At the end of a project, or when requested to do so by a current or past client, Novagram will delete any such access credentials from its systems.
Novagram takes online security seriously and is committed to reviewing its Security and Data Protection Policy periodically to ensure that both legal requirements and best-practices are adhered to or surpassed.
Novagram Limited has Employer’s Liability insurance of £10 million, Public Liability insurance of £2 million and Professional Indemnity insurance of £1 million. Should a client, project or contract require greater cover than this, we will be happy to increase the amount insured for and provide evidence as required. Copies of insurance documents are available to current and prospective clients on request.