Equality, Diversity and Inclusion Policy

Our commitment to equality, diversity and inclusion (EDI) goes beyond just words. We aim to embed these principles into how we recruit, work, communicate, develop our people and make decisions.

We recognise that people have different backgrounds, identities, experiences, circumstances and needs. We are committed to removing unnecessary barriers, providing appropriate support and creating an environment where people can be themselves and participate fully in working life.

We also recognise that inclusion is an ongoing process. We will continue to listen, learn and improve our practices as our organisation and our understanding develop.

Our EDI principles

We are committed to:

• Equality of opportunity: Making employment and development decisions based on fair, objective and role-related criteria.
• Equity: Recognising that people may have different needs and circumstances and may require different support to have a fair opportunity to succeed.
• Inclusion: Creating an environment where everyone is treated with dignity and respect and feels able to contribute.
• Accessibility: Identifying and removing barriers that may prevent people from participating fully in work, including physical, digital, communication and organisational barriers.
• Respect: Valuing different perspectives, identities, experiences and ways of working.
• Accountability: Taking concerns seriously and continually reviewing our practices to identify and address barriers.

Who this policy applies to

This policy applies to everyone working with Venn Creative, including employees, contractors, temporary workers, consultants and other individuals working on behalf of the organisation, where applicable.

Where individuals have different legal employment statuses, specific employment rights and responsibilities may vary. However, everyone working with us is expected to contribute to a respectful, inclusive and accessible working environment.

Diversity and inclusive recruitment

We will:

• Advertise roles using clear, inclusive and accessible language.
• Use objective, job-related criteria when assessing candidates.
• Where appropriate, advertise roles through a range of channels to reach a diverse candidate pool.
• Consider accessibility when designing recruitment processes.
• Provide reasonable adjustments to candidates who require them.
• Avoid requesting personal information that is not necessary for the recruitment process.
• Use consistent assessment methods and, where appropriate, structured interview questions to help reduce bias.
• Ensure decisions are based on relevant skills, experience, qualifications and suitability for the role.
• Keep candidate information confidential and handle personal data appropriately.
• Consider diversity and inclusion when reviewing our recruitment practices and outcomes.

We recognise that unconscious bias can influence decision-making. We encourage those involved in recruitment to be aware of potential bias and to challenge assumptions that are not relevant to the role.

We do not discriminate unlawfully against applicants or team members on the basis of protected characteristics under the Equality Act 2010 or any other characteristic protected by applicable law.

Accessibility and reasonable adjustments

We recognise that people may experience barriers because of disability, neurodivergence, health conditions, caring responsibilities, language, technology, communication needs or other circumstances.

Where appropriate, we will work with individuals to identify and implement reasonable adjustments that enable them to participate fully in recruitment and work.

Adjustments may include, for example:

• Changes to working arrangements or hours.
• Adjustments to meetings or communication methods.
• Providing information in an alternative format.
• Assistive technology or equipment.
• Additional time for certain tasks or assessments.
• Changes to the physical or digital working environment.
• Adjustments to recruitment or assessment processes.

This list is not exhaustive. Adjustments will be considered on an individual basis and in accordance with applicable legal requirements.

If you need an adjustment, you can speak to your Team Lead. You do not need to wait until a problem arises before raising a potential accessibility need.

We will handle requests sensitively and maintain confidentiality wherever possible.

Accessible communication

We aim to communicate in ways that enable everyone to access and understand information.

We will seek to:

• Use clear and straightforward language.
• Provide important information in accessible formats where reasonably practicable.
• Consider accessibility when creating documents, presentations and digital content.
• Make meetings and online communications as accessible as reasonably practicable.
• Consider individual communication needs when arranging meetings, training and events.
• Encourage people to tell us when a communication method or format is creating a barrier.

Everyone has a role to play in communicating inclusively. We encourage team members to consider accessibility when creating documents, sharing information and organising meetings or events.

Inclusive language and behaviour

We encourage the use of language that respects people’s identities, experiences and preferences. Where someone tells us how they would like to be addressed or communicated with, we will respect this wherever reasonably practicable.

Team members should avoid language or behaviour that could reasonably be considered discriminatory, harassing, intimidating, derogatory or exclusionary.

We recognise that people can make mistakes. Where appropriate, we encourage people to ask questions, learn and correct mistakes. However, deliberate or repeated inappropriate behaviour will be taken seriously in line with our Bullying and Harassment policies.

Belonging and inclusion

We will seek to create opportunities for people to connect, share experiences and provide feedback. This may include team events, employee networks, awareness initiatives, learning opportunities or other activities appropriate to the size and needs of our organisation.

We recognise that not everyone will want to participate in the same activities and will avoid making participation in diversity or inclusion initiatives compulsory unless there is a legitimate business or legal reason to do so.

We also recognise the importance of intersectionality. People may experience multiple aspects of identity or circumstance at the same time, which can affect their experience at work.

Fairness and progression

We want everyone to have a fair opportunity to develop and progress. We will seek to ensure that decisions relating to development, promotion, pay, performance management and access to opportunities are based on fair and objective criteria.

We will remain alert to potential barriers or patterns of disadvantage and will review our practices where appropriate.

Discrimination, harassment and victimisation

Venn Creative does not tolerate unlawful discrimination, harassment or victimisation. This includes discrimination or inappropriate behaviour relating to protected characteristics under the Equality Act 2010, including:

• Age
• Disability
• Gender reassignment
• Marriage and civil partnership
• Pregnancy and maternity
• Race
• Religion or belief
• Sex
• Sexual orientation

Discrimination can be direct or indirect and can occur intentionally or unintentionally. We recognise that behaviour can still have an exclusionary impact even where no harm was intended.

Concerns will be taken seriously and dealt with appropriately in line with our Grievance and Bullying and Harassment policies. Anyone who raises a genuine concern or supports an investigation should not be subjected to retaliation or victimisation.

Monitoring and accountability

Equality, diversity and inclusion is everyone’s responsibility, but Venn Creative will maintain overall responsibility for implementing and reviewing this policy. We will consider feedback from our team when developing and reviewing our approach to EDI.

We will periodically review our recruitment, people practices, policies and working environment to identify potential barriers and opportunities for improvement.

Where appropriate and lawful, we may use workforce data, feedback and other information to understand whether our practices are achieving equitable outcomes. Any personal data will be handled in accordance with our data protection obligations.