MindMapFocus

Equality and Diversity Policy

Document control

• Organisation: MindMapFocus

• Focus date: 12/05/2026

• Review due: 12/05/2026

• Approved by: Toni Lancaster

Relevant legislation

• Care Quality Commission (Registration) and (Additional Functions)

• Care Quality Commission (Registration) Regulations 2009

• Health and Social Care Act 2008 (Regulated Activities) (Amendment) Regulations 2012 (Amendments to Parts 4 & 5)

• Equality Act 2010 (including Chapter 1: Protected Characteristics; Chapter 2: Prohibited Conduct; and Chapter 3: Services and Public Functions)

• Data Protection Act 2018

• Gender Recognition Act 2004

• UK GDPR

Purpose

1.1 To ensure all staff can work in an environment free from harassment and discrimination.

1.2 MindMapFocus is committed to ensuring that all staff and job applicants receive equal treatment, regardless of their protected characteristics.

1.3 This policy applies to all aspects of employment, including (but not limited to):

• Recruitment and selection

• Pay, benefits, terms and conditions

• Training and development

• Appraisals and promotion

• Day-to-day conduct at work

• Disciplinary and grievance procedures

• Business travel and work-related events (including social functions)

• Termination of employment

1.4 This policy supports MindMapFocus in meeting legal requirements relating to regulated activities and equality and data protection obligations.

Objectives

1.1 To set out our zero-tolerance approach to discrimination and our commitment to diversity, equity and inclusion.

1.2 To maintain open and transparent employment practices that are free from discrimination.

1.3 To ensure staff can thrive in an inclusive working environment.

1.4 To enable everyone to work to the best of their skills and abilities without fear of discrimination, harassment or victimisation.

Policy statement

1.1 All forms of discrimination are unlawful and prohibited. We take a zero-tolerance approach to discrimination, bullying, harassment and victimisation by any member of staff against another person, including (but not limited to) colleagues, former employees, job applicants, service users, customers, suppliers and visitors.

1.2 This policy applies across employment, including recruitment, pay and benefits, flexible working and leave, training, appraisals, promotion, conduct at work, disciplinary and grievance procedures, and termination of employment.

1.3 The policy also applies outside the workplace where behaviour relates to work. This includes interactions with customers, suppliers or other work-related contacts, wearing a work uniform, and attending work-related trips or events (including social events).

1.4 Any personal data collected under this policy will be processed in line with UK GDPR, data protection legislation, the Staff Privacy Notice, and the Data Security and Data Retention Policy and Procedure. Health data and medical reports may be special category data and will be handled accordingly.

1.5 MindMapFocus complies with the Equality Act 2010 in all employment processes.

1.6 This policy does not form part of any employee’s contract of employment. MindMapFocus may amend it at any time.

Procedure

1.1 Awareness and training

We will promote awareness and provide appropriate training on recognising and avoiding discrimination, harassment and victimisation, and on promoting equal opportunities and diversity, including in recruitment, development and promotion.

MindMapFocus follows the European Human Rights Commission Employment Statutory Code of Practice and has appointed an appropriate senior manager responsible for equal opportunities training.

We will provide regular training to ensure everyone understands this policy. Following training, staff will be required to confirm that they have read, understood and will comply with it.

1.2 Discrimination

Staff must not unlawfully discriminate against or harass others, including current and former job applicants, clients, customers, suppliers or visitors. This applies:

• In the workplace

• Outside the workplace when dealing with customers, suppliers or other work-related contacts

• When wearing a work uniform

• On work-related trips or at work-related events, including social events

Direct discrimination, indirect discrimination, harassment, victimisation and disability discrimination are unlawful and prohibited under this policy.

1.3 Recruitment and selection

Selection exercises (including recruitment, promotion and redundancy selection) will be carried out using objective criteria designed to avoid discrimination. Where possible, decisions will be made by more than one person.

Vacancies will be advertised as widely as possible to reach diverse audiences, and advertisements will not discourage any individual or group from applying.

Applicants will not be asked questions that indicate an intention to discriminate on the grounds of a protected characteristic (for example, whether they are pregnant or planning to have children).

Applicants will not be asked about health or disability before a job offer is made, except in limited circumstances permitted by law (for example, to confirm an applicant can perform an intrinsic part of the role with reasonable adjustments, or to identify adjustments required for interview). Where appropriate, job offers may be conditional on a satisfactory medical check.

Health or disability questions may be included in equal opportunities monitoring forms. These forms will not be used for selection or decision-making purposes.

1.4 Training, promotion and conditions of service

Training needs will be identified through regular appraisals based solely on objective assessment of performance and not influenced by any protected characteristics.

Staff will be given appropriate access to training to support progression within the organisation. Promotion decisions will be made on merit.

1.5 Disabilities and reasonable adjustments

MindMapFocus is committed to ensuring all staff can thrive in their careers. If a member of staff is disabled (or becomes disabled), whether or not the disability is obvious, they are encouraged to speak to the registered manager so we can consider reasonable adjustments and support.

Where appropriate, we may consult the staff member’s medical adviser or obtain a medical report to understand what adjustments may be needed. We will consider requests carefully and aim to accommodate needs where reasonable. If a particular adjustment is not reasonable, we will explain why and explore alternatives where possible.

We will monitor the physical features of our premises to identify and address any substantial disadvantages for disabled people. Where necessary, we will take reasonable steps to improve access.

1.6 Immigration status and right to work

MindMapFocus will not make assumptions about immigration status based on appearance or apparent nationality. However, we are required by law to confirm that all employees are entitled to work in the UK.

All prospective employees, regardless of nationality, must provide evidence of their right to work in the UK before employment begins. Please refer to the Right to Work Checks Policy and Procedure.

1.7 Part-time and fixed-term work

Part-time and fixed-term employees will be treated the same as comparable full-time or permanent employees and will not receive less favourable terms and conditions (pro rata where appropriate), unless different treatment is objectively justified.

1.8 Neurodiversity

Neurodiversity describes the many ways the human brain works. It is commonly used in relation to autism spectrum disorder (ASD) and can also include ADHD, dyslexia, dyscalculia and dyspraxia.

MindMapFocus promotes neurodiversity and will ensure neurodivergent staff are not treated unfairly or subjected to any detriment due to neurodivergence.

To access support, neurodivergent employees are encouraged to speak to their line manager. Any information shared will be handled sensitively, confidentially and in line with data protection requirements.

Where appropriate, line managers may discuss how a condition affects a role and complete a needs assessment to identify workplace adjustments. Examples may include:

• Amending duties

• Providing clear, visible instructions next to equipment

• Allowing use of noise-cancelling headphones

• Allocating work areas with more natural light

• Providing access to a quiet area or a location away from busy areas

MindMapFocus is committed to raising awareness of neurodiversity by:

• Providing training to managers on supporting neurodiverse employees

• Creating neurodiverse support networks for employees

• Encouraging staff to talk about neurodiversity

• Establishing neurodiversity champions

1.9 Termination of employment

MindMapFocus will ensure that redundancy criteria and procedures are fair, objective and not directly or indirectly discriminatory. Disciplinary procedures and penalties will be applied without discrimination.

1.10 Disciplinary action

MindMapFocus takes breaches of this policy seriously. Any staff member found to be in breach may be subject to disciplinary action. Serious, deliberate discrimination may amount to gross misconduct and could result in dismissal.

Please refer to the Discipline Policy and Procedure for further information.

1.11 Grievances and raising concerns

Staff who believe they have experienced discrimination should raise this through the Grievances Policy and Procedure and/or the Anti-Bullying Policy and Procedure and the Harassment Policy and Procedure.

No staff member will be bullied or victimised for raising concerns under this policy. However, complaints made in bad faith or that are knowingly false may result in disciplinary action.

1.12 Staff responsibilities

All staff must show consideration to disabled colleagues and must not discriminate against them. This will be reinforced through supervision.