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Call on 01923 776710 or email info@kmeffects.com

Employee Code of Conduct

Dress code

Our company’s official dress code is Casual but appropriate This includes [jeans/ trainers/ t-shirts/ boots.] However, a crew members position may also inform how they should dress. If you frequently meet with clients or prospects or go onset, please conform to a cleaner casual dress code rather than maybe the workshop dress code in which you are covered with paint etc.

As long as you conform with our guidelines above, we don’t have specific expectations about what types of clothes or accessories you should wear.

We also respect and permit grooming styles, clothing and accessories that are dictated by religious beliefs, ethnicity or disability.

Cyber security and digital devices

This section deals with all things digital at work. We want to set some guidelines for using computers, phones, our internet connection and social media to ensure security and protect our assets.

Internet usage

KM Effects internet connection is primarily for business. But you can occasionally use our connection for personal purposes as long as they don’t interfere with your job responsibilities. Also, we expect you to temporarily halt personal activities that slow down our internet connection (e.g. uploading photos) if you’re asked to.

You must not use our internet connection to:

  • Download or upload obscene, offensive or illegal material.
  • Send confidential information to unauthorized recipients.
  • Invade another person’s privacy and gain access to sensitive information.
  • Download or upload pirated movies, music, material or software.
  • Visit potentially dangerous websites that can compromise our network and computers’ safety.
  • Perform unauthorized or illegal actions, like hacking, fraud or buying/selling illegal goods.

Mobile phone

We allow use of mobile phones at work. But we also want to ensure that your devices won’t distract you from your work or disrupt our workplace. We ask you to follow a few simple rules:

  • Use your mobile phone in a manner that benefits your work (business calls, productivity apps, calendars.)
  • Keep personal calls brief and use an empty room or common area so as not to disturb your colleagues.
  • Avoid playing games on your phone or texting excessively.
  • Don’t use your phone to record confidential information.
  • Don’t download or upload inappropriate, illegal or obscene material using our corporate internet connection.

Social media

We want to provide practical advice to prevent careless use of social media in our workplace.  We address two types of social media uses: using personal social media at work and representing our company through social media.

Using personal social media at work

You are permitted to access your personal accounts at work. But we expect you to act responsibly, according to our policies and ensure that you stay productive. Specifically, we ask you to:

  • Discipline yourself. Avoid getting sidetracked by your social platforms.
  • Ensure others know that your personal account or statements don’t represent our company. For example, use a disclaimer such as “opinions are my own.”
  • Avoid sharing intellectual property (e.g trademarks) or confidential information. Ask your someone in the office first before you share company news that’s not officially announced.
  • Avoid any defamatory, offensive or derogatory content. You may violate our company’s anti-harassment policy if you direct such content towards colleagues, clients or partners.

Representing our company through social media

If you handle our social media accounts or speak on our company’s behalf, we expect you to protect our company’s image and reputation. Specifically, you should:

  • Be respectful, polite and patient.
  • Avoid speaking on matters outside your field of expertise when possible.
  • Follow our confidentiality and data protection policies and observe laws governing copyrights, trademarks, plagiarism and fair use.
  • Coordinate with our office team when you’re about to share any major-impact content.
  • Correct or remove any misleading or false content as quickly as possible.

Subcontractor / Employee relationships

We want to ensure that relationships between subcontractors/employees are appropriate and harmonious. We outline our guidelines and we ask you to always behave professionally.

Fraternization

Fraternization refers to dating or being friends with your colleagues. In this policy, “dating” equals consensual romantic relationships and sexual relations. Non-consensual relationships constitute sexual violence and we prohibit them explicitly.

Dating colleagues

If you start dating a colleague, we expect you to maintain professionalism and keep personal discussions outside of our workplace.

You are also obliged to respect your colleagues who date each other. We won’t tolerate sexual jokes, malicious gossip and improper comments. If you witness this kind of behavior, please report it to Lauren or Deborah.

Friendships at work

Subcontractors/employees who work together may naturally form friendships either in or outside of the workplace. We encourage this relationship between peers, as it can help you communicate and collaborate. But we expect you to focus on your work and keep personal disputes outside of our workplace.

Sexual Harassment policy

Policy brief & purpose

Our sexual harassment policy aims to protect men and women in our company from unwanted sexual advances and give them guidelines to report incidents. We will also explain how we handle claims, punish sexual harassment and help victims recover.

We won’t tolerate sexual harassment in our workplace in any shape or form. Our culture is based on mutual respect and collaboration. Sexual harassment is a serious violation of those principles.

Scope

This policy applies to every person in our company regardless of gender, sexual orientation, level, function, seniority, status or other protected characteristics. We are all obliged to comply with this policy.

Also, we won’t tolerate sexual harassment from inside or outside of the company. Employees, investors, contractors, customers and everyone interacting with our company are covered by the present policy. For further details about how we deal with harassment from the outside of our company, please refer to our third party harassment policy

Policy elements

What is sexual harassment?

Sexual harassment has many forms of variable seriousness. A person sexually harasses someone when they:

  • Insinuate, propose or demand sexual favors of any kind.
  • Invade another person’s personal space (e.g. inappropriate touching.)
  • Stalk, intimidate, coerce or threaten another person to get them to engage in sexual acts.
  • Send or display sexually explicit objects or messages.
  • Comment on someone’s looks, dress, sexuality or gender in a derogatory or objectifying manner or a manner that makes them uncomfortable.
  • Make obscene comments, jokes or gestures that humiliate or offend someone.
  • Pursue or flirt with another person persistently without the other person’s willing participation. Also, flirting with someone at an inappropriate time (e.g. in a team meeting) is considered sexual harassment, even when these advances would have been welcome in a different setting. This is because such actions can harm a person’s professional reputation and expose them to further harassment.

The most extreme form of sexual harassment is sexual assault. This is a serious crime and our company will support our subcontractors/employees who want to press charges against offenders.

Our company’s rules on sexual harassment

  • No one has the right to sexually harass our employees. Any person in our company who is found guilty of serious harassment will be terminated, whether they are senior staff, regular crew or assistants. Also, if representatives of our contractors or vendors sexually harass our employees, we will demand that the company they work for takes disciplinary action and/or refuse to work with this person in the future.
  • Sexual harassment is never too minor to be dealt with. Any kind of harassment can wear down people and create a hostile workplace. We will hear every claim and punish offenders appropriately.
  • Sexual harassment is about how we make others feel. Many do not consider behaviors like flirting or sexual comments to be sexual harassment, thinking they are too innocent to be labeled that way. But, if something you do makes your colleagues uncomfortable, or makes them feel unsafe, you must stop.
  • We assume every sexual harassment claim is legitimate unless proven otherwise. We listen to victims of sexual harassment and always conduct our investigations properly. Occasional false reports do not undermine this principle.
  • We will not allow any further victimisation of harassed subcontractors/employees. We will fully support employees who were sexually harassed and will not take any adverse action against them. For example, we will not move them to positions with worse pay or benefits or allow others to retaliate against them.
  • Those who support or overlook sexual harassment are as much at fault as offenders. Supervisors and senior staff especially are obliged to prevent sexual harassment and act when they have suspicions or receive reports. Letting this behavior go on or encouraging it will bring about disciplinary action. Anyone who witnesses an incident of sexual harassment or has other kinds of proof should report to Kristyan, Lauren or to Deborah.

How to report sexual harassment

If you are being sexually harassed (or suspect another person is being harassed), please report it to someone in the office. In serious cases like sexual assault, please call the police and inform Kristyan that you plan to press charges. We acknowledge it’s often hard to come forward about these issues, but we need your help to build a fair and safe workplace for you and your colleagues.

If you want to report sexual harassment within our company, there are two options:

  • Ask for an urgent meeting with Kristyan, Lauren or Deborah Once in the meeting, explain the situation in as much detail as possible. If you have any hard evidence (e.g. emails), forward it or bring it with you to the meeting.
  • Send your complaint via email. If you address it to your supervisor, please cc Lauren to the email and attach any evidence or information that can be used in the investigation. Kristyan and Lauren or Deborah will discuss the issue and contact you as soon as possible.

If you report assault to the police, our company will provide any possible support until the matter is resolved. In any case, we will ensure you are not victimized and that you have access to relevant evidence admissible in court, like security video footage or emails (without revealing confidential information about other employees.)

Inadvertent harassment

Sometimes, people who harass others do not realize that their behavior is wrong. We understand this is possible, but that doesn’t make the perpetrator any less responsible for their actions.

If you suspect that someone doesn’t realize their behavior is sexual harassment under the definition of this policy, let them know and ask them to stop. Do so preferably via email so you can have records. Please do not use this approach when:

  • Your manager, a supervisor, investor or customer is the perpetrator.
  • Sexual harassment goes beyond the boundaries of off-hand comments, flirting or jokes.

In the above cases, report to Kristyan, Lauren or Deborah as soon as possible.

Disciplinary action and repeat offenders

Subcontractors/employees who are found guilty of sexual assault will be terminated after the first complaint and investigation.

Subcontractors/employees who are found guilty of sexual harassment (but not assault) the first time may:

  • Be reprimanded and fined.
  • Get a performance review.
  • See expected promotions and/or salary increases freeze indefinitely.

We may also transfer harassers or take other appropriate action to protect their victims. We will terminate repeat offenders after the second claim against them if our investigation concludes they are indeed guilty.

We apply these disciplinary actions uniformly. Subcontractors/employees of any sexual orientation or other protected characteristics will be penalized the same way for the same offenses.

HR responsibilities

First and foremost, HR and supervisors should try to prevent sexual harassment by building a culture of respect and trust. But, when sexual harassment occurs and an employee makes a complaint, both HR and supervisors must act immediately.

Supervisors should talk to HR and explain our company’s procedures to their team member who made the complaint.

When KM Effects Ltd receives a complaint that an subcontractor/employee harasses another subcontractor/employee, we will:

  • Ask for as many details and information as possible from the person or people making the complaint.
  • Keep copies of the report with dates, times and details of incidents and any possible evidence in a confidential file (separate from the personnel file.) We will update this file with all future actions and conversations regarding this complaint.
  • Launch an investigation. If the matter is complex, the HR person can defer to a more senior manager.
  • Check if there have been similar reports on the same person. If there are, HR should contact the perpetrator’s manager to let them know that their team member may get fired when the investigation is over.
  • Inform the harassed subcontractors/employees of our company’s procedures and their options to take legal action if appropriate.
  • Take into account the wishes of the harassed employee. Some might want the matter to be resolved informally and discreetly, while others might expect more radical actions (e.g. transferring the perpetrator.) HR should consider the circumstances and decide on appropriate action.
  • Contact the harasser and set up a meeting to explain the complaint and explicitly ask for this behavior to stop, or,
  • Arrange for mediation sessions with the two employees (harasser and perpetrator) to resolve the issue, if the harassed subcontractor/employee agrees or,
  • Launch a disciplinary process depending on the severity of the harassment. In cases of sexual assault or coercing someone to sexual favors under threats, we will terminate the harasser immediately. We will terminate subcontractor/employees who are found guilty in a court of law of sexually assaulting another subcontractor/employee, even if HR has not conducted its own investigation.

KM EFFECTS LTD Will not, under any circumstances, blame the victim, conceal a report or discourage subcontractors/employees from reporting sexual harassment. If HR or a supervisor behaves that way, please send an email to Kristyan Mallett explaining the situation.

We welcome any feedback or complaints about our procedures and how our subcontractors/employees handled each case.

Speak up, we listen

Sexual harassment can exhaust those who endure it. Speaking up about this issue is often tough for fear of not being heard, upsetting managers or believing it will harm your own career within the film industry.

Please don’t let these fears deter you. Our company will do everything possible to stop sexual harassment and any other kind of harassment from happening, while supporting harassed employees. We need to know what’s going on so we can act on it. And by raising your voice on this issue, you help our company create a happy workplace and thrive.

Third party harassment policy

Policy brief & purpose

Our third-party harassment policy aims to address subcontractor/employee harassment coming from people outside of our company. We won’t tolerate this kind of behavior, even if it means having awkward conversations with partners or losing business. Ensuring our employees are safe in our workplace is our first priority.

In this policy, we indicate how to recognize harassment and how to report incidents. We also explain how we investigate claims and protect victims.

Scope

This policy applies to everyone outside our company including vendors, investors, customers, contractors, shareholders and any other people we are connected to or do business with.

We aim to protect every crew member regardless of level, function, seniority, status or protected characteristics like race, gender and sexual orientation.

Policy elements

Harassment is any kind of behavior that humiliates, victimizes or threatens a person, like directing racial slurs and making sexual advances. Even seemingly harmless actions, like a customer calling an employee constantly outside work for non-emergencies and without prior agreement, can constitute harassment. Innuendos, veiled threats and inappropriate or offensive jokes are all included in our definition.

Harassment can happen in-person, over the phone, via email or through a messaging app. It can come from strangers or people you know. Anyone who objectifies, threatens or ridicules our employees is a harasser. We will describe our rules for dealing with these behaviors.

Harassment from customers

Harassment coming from clients or from other onset situations is often difficult to deal with. Subcontractors/employees might be reluctant to report this, especially ones who are responsible for substantial revenue. This causes the customer’s behavior to go unpunished and continue.

Please don’t hesitate to report a customer (or a customer’s employee) if they behave inappropriately and make your life difficult. Reporting them means that they won’t harass you anymore and that we will also have the chance to protect other employees who would come in contact with the harasser.

Report the customer to someone in the office via email or in-person and inform your manager of your report. If you have emails or other evidence, please attach them or bring them to the office.

KM Effects will investigate your claim and contact the customer to ask them to change their behavior. If the customer is a business, our office will do the following:

  • Contact that business’ HR department and file a complaint against the person who harassed you.
  • Explicitly ask for that behavior to stop.
  • Ask the customer-company to assign another person as your contact. We will push for this solution in three cases:
    • If the harassment from that person has happened before to you or your colleagues.
    • If the incident of harassment was severe (like a threat of violence or an explicit request for a sexual favor).
    • If you tell us you don’t feel comfortable working with this person anymore.

We will also discuss possible solutions on our end. For example, we may remove you from that particular project and assign you to another project of equal worth. If you needed to interact with that person in specific cases, we may assign another subcontractor/employee to fill in for you at those times. We will not penalize you or retaliate against you in any way. Your working hours, wage won’t be affected.

If the customer-company ignores our report, or if the incident of harassment happens again and the customer seems unwilling to deal with the person responsible, we will dissolve our contract with that customer.

If the customer is an individual, we will refuse our products/services until they correct their behavior.

Harassment from prospective customers

Office staff interact with prospects every day. If any of these prospects harasses you:

  • Drop all interactions with them (like answering calls and sending emails) and report this to your manager. If somebody harassed you via email, forward those emails to your manager and our HR department for reference.
  • Leave immediately if someone harasses you at an on-site meeting. Please call your manager as soon as possible to let them know.

Harassment from vendors and contractors

Our harassment and anti-violence policies apply to our vendors and contractors. We will communicate them in writing whenever we sign a contract with another business.

If an employee of vendor or contractor harasses you, please report directly to HR. Our HR will:

  • Report the person who harassed you to the vendor’s HR department.
  • Demand that either this person stops this inappropriate behavior immediately or the vendor assigns a different employee to that position, depending on the severity of the harassment.

If harassment continues after our intervention or our vendor ignores our report, we will dissolve our contract with this vendor.

Involving the police

Our company will involve the police if a harasser stalks, assaults or verbally/ physically threatens an subcontractors/employee. This applies to all possible third parties from customers to investors. When harassers seem dangerous (for example, if a harasser refuses to leave the premises and threatens you with physical violence), call the police before reporting to HR.

Manager’s responsibilities

We have an open-door policy and we encourage our subcontractors/employees to share their concerns and thoughts with us. However, sometimes employees may not feel comfortable reporting on harassment, whether it has happened to them or a colleague. This is why we expect supervisors to always be alert and ready to spot harassment towards their team members.

If you suspect one of your team members is being harassed, talk to them to get more information. Assure them that they won’t be penalized for reporting harassment from any source and that our company is committed to protect them from harassment.

Inform Lauren or Deborah of your conversation and act immediately to protect your team members (like assigning someone else to interact with the person who harassed them until HR’s investigation is complete).

 HR responsibilities

When HR receives a report about third-party harassment, they must:

  • Ask for as many details and information as possible from the person making the complaint.
  • Keep copies of the report with dates, times and details of incidents and any possible evidence in a confidential file. HR should update this file with all future actions and conversations regarding this complaint.
  • Launch an investigation. HR should always maintain professionalism when communicating with third parties, while also showing that they take the matter seriously and want to protect our subcontractors/employees.
  • Inform the harassed subcontractors/employees of our company’s procedures and provide legal advice if appropriate.
  • Take into account the wishes of the harassed subcontractor/employee. If an subcontractor/employee says they don’t want to interact with a harasser again, HR should consult with that subcontractors/employee’s manager to find a solution that won’t penalize the subcontractor/employee.

KM Effects will not, under any circumstances, blame the victim, conceal a report or discourage employees from reporting harassment. If HR or a supervisor behaves that way, please send an email to Kristyan Mallett explaining the situation.

We welcome any feedback or complaint about our procedures and how our subcontractors/employees handled each case.

Help us keep our workplace safe

We all work best in environments where we feel safe and happy. We can’t control the behavior of people outside of our organization, but we can act to stop it. Please let us know whenever you are being harassed or witness others being the victims of harassment, whether the perpetrator is a customer, an subcontractor/employee or a partner.