1. Introduction
It is recognised that personal/family relationships at work are inevitable. Whilst the Company does not wish to interfere with these personal/family relationships, it is necessary for the Company to ensure that all employees behave in an appropriate and professional manner at work and also to avoid any conflict of interest. The purpose of this policy is, therefore, to assist managers in dealing sensitively, but effectively, with situations where employees have, or form a close personal/family relationship with someone with whom they work. They are also intended to avoid any possible conflict of interest as a result of a personal/family relationship or any accusations of bias, favouritism or prejudice.
2. Scope
This policy applies to all employees within DPD Ireland, without exception. It also applies to ODF's, Contractors, Agency Workers and Job Applicants. This policy will also apply to new employees who need to disclose their personal/family relationships in advance of their employment. Failure to disclose any personal/family relationship may result in disciplinary action up to and including dismissal or in the case of a new employee, withdrawal of their employment offer.
3. Definition of Personal/Family Relationships
Personal/Family relationships within this policy are defined as:
Employees who are married, in a partnership or in any romantic/sexual relationship; Immediate family members of the employee or applicant e.g. parents (including in-laws), sons/daughters, brothers/sisters, grandparent/grandchild (including those which are step/ adopted); Other relations of the employee or applicant e.g. extended family members such as aunts/ uncles/nephews/nieces/cousins or any other individual with whom there is a close relationship e.g. business associate, customer, close friendships.
4. Types of Personal/Family Relationships
4.1
Personal/Family relationships between employees where there is no line management relationship
This type of relationship at work does not itself constitute a difficulty. However, any employee who has or forms a personal/family relationship with another DPD Ireland employee are required to declare any Conflict of Interest immediately, as soon as it arises. Declarations can be made by completing the Conflict of Interest Declaration form which is submitted to the Ethics Officer for consideration.
A personal/family relationship, particularly between two employees in the same area, could potentially have the following adverse affects, which are not exhaustive:
• Neglecting work
• Lack of concentration at work
• Communicating confidential information to each other
• Inflexibility in working arrangements
• Not communicating with each other or arguing with each other as a result of a disagreement
• Creating an unpleasant working environment for themselves or for other employees An inability to remain impartial/objective when making decisions on behalf of the Company.
Any employee who has or forms a personal/family relationship with a fellow colleague must ensure that their relationship does not influence his/her conduct whilst at work.
4.2
Close personal relationships between employees with a line management relationship
Any employee who has or forms personal/family relationship with another DPD Ireland employee and, where there is a management reporting line, is required to declare any Conflict of Interest immediately, as soon as it arises. Declarations can be made by completing the Conflict of Interest Declaration form which is submitted to the Ethics Officer for consideration. This is to avoid a possible conflict of interest, which could lead to claims of favouritism or unequal treatment, particularly where there is influence over pay, financial control, appraisal, discipline or grievance.
In these circumstances, the Company will consult with the relevant employees to reach a satisfactory agreement. If it is determined that the relationship may constitute a conflict of interest, the business may require at least one of the employees to transfer or, if this is not possible, the Company reserves the right to dismiss one or more employees with notice or pay in lieu of notice. Dismissal would only be undertaken as a last resort in circumstances where no other course of action was reasonably practicable.
4.3
Personal/Family relationship between an employee and a customer
A personal/family relationship between an employee and a customer can potentially create conflict of interest, particularly if confidential information/data is exchanged or received. Therefore, employees are required to declare any Conflict of Interest immediately, as soon as it arises. Declarations can be made by completing the Conflict of Interest Declaration form which is submitted to the Ethics Officer for consideration.
A personal/family relationship between a DPD Ireland employee and a customer is not acceptable if it involves:
• Abuse of the employee’s position of trust/authority
• Breach of the standards of propriety expected by the Company • Compromise of expected Company standards
• And any other conflict of interest
In these circumstances, the Company will assess the potential impact of the relationship on either the employee or the business relationship with the customer. The Company will consult with the employee/s and if necessary the customer, to reach a satisfactory agreement.
If it is determined that the relationship may constitute a conflict of interest, the business will require the employee/s to transfer or, if this is not possible, the Company reserves the right to dismiss the employee/s with notice or pay in lieu of notice. Dismissal would only be undertaken as a last resort in circumstances where no other course of action was reasonably practicable.
5. Inappropriate Behaviour
Employees are advised that inappropriate behaviour towards another employee/s, colleagues or Customer is unacceptable and may be deemed as harassment/bullying. This would be investigated under the Company Dignity at Work Policy and may result in job offers, contracts being withdrawn or disciplinary action being taken up to and including summary dismissal (Please refer to the Dignity at Work Policy).
6. Existing Personal/Family Relationships
Any existing personal and family relationships with a DPD Ireland employee must be declared to ascertain whether a possible conflict of interest exists. Employees are required to declare any potential Conflict of Interest immediately, as soon as it arises. Declarations can be made by completing the Conflict of Interest Declaration form which is submitted to the Ethics Officer for consideration.
If it is deemed that such a relationship may constitute a conflict of interest, then the Company will consult with the employee/s to reach a satisfactory agreement. If this is not possible, then the Company reserves the right to take appropriate action under this policy.
7. Implementation and Communication
This policy will be given to all staff by their Manager and the employee will sign to say that they have received and understood the policy.
8. Monitoring and Review
This policy will be monitored and periodically reviewed by the HR Department.
CG Doc No 5 Issue 4.0
Issue Date: 1st February 2024
Revision Date:15th January 2025
Documented by: Jess Lumley
Approved by: Patricia Lennon