Sickness and Absence Policy¶

Effective from 30th July 2026

Introduction¶

There will be times when sickness or injury prevents you from working. This policy explains your entitlements during any period of sickness absence, and what's required of you to receive Statutory Sick Pay (SSP).

Statutory Sick Pay¶

SSP is the only sick pay provided by the Company. SSP is payable from your first day of sickness absence, and all employees are eligible regardless of earnings, in line with current UK law.

As working days and hours are flexible and can vary week to week, every day of the week is treated as a qualifying day for SSP purposes.

Reporting Sickness¶

If illness prevents you from completing your planned or contracted hours in a given week, you must inform Matt Lovett as soon as practicable, explaining the reason for your absence and when you expect to return. This applies regardless of which days you had intended to work that week.

You should keep Matt Lovett informed of your recovery and any change to your expected return date. Sickness absence should also be reflected in Time Tracker so your contracted hours can be reconciled accurately.

If you're unable to report your absence yourself, someone may do so on your behalf.

Certification Requirements¶

For absences of 7 days or less (including weekends), you must complete a self-certification form on your return to work.
For absences of more than 7 days (including weekends), you must provide a fit note from a medical practitioner covering the whole period of absence.
Certificates should be sent to Matt Lovett. Failure to provide certification where required may affect your entitlement to SSP.

When Sick Pay May Not Be Paid¶

SSP will not be paid where an absence results from self-induced circumstances (e.g. excessive alcohol consumption), or where the Company reasonably believes the sick pay scheme is being abused. Providing misleading or false information to obtain sick pay is a serious matter and will be treated as a disciplinary issue, which may constitute gross misconduct.

Absence Due to a Third Party's Fault¶

If your absence results from an accident caused by another party's negligence and you have grounds for a claim against them, any sick pay paid to you will be treated as a loan, repayable from any compensation you recover. You will not be required to repay more than you recover, and nothing is repayable if your claim is unsuccessful.

Long-Term Ill Health¶

If you're absent long-term, the Company will keep in touch to understand your progress and prognosis. If you're unable to return to work, or no reasonable timescale for return can be given, your employment may need to be terminated. Before any such decision, you'll be given a reasonable period to recover,

Medical Examinations¶

For long-term absences, or where reasonably necessary to assess your ability to continue working, the Company may ask you to undergo a medical examination with a practitioner of its choosing, at its cost. Any medical information is handled in accordance with UK GDPR and the Data Protection Act 2018, and only used for this purpose with your consent.

Review¶

This is a live policy document maintained in the wiki portal — always refer to the current version.