EmployeeHandbook

2018

Architecture + Interiors henryjlyons.com

51-54 Pearse StreetDublin D02 KA66

Architecture + Interiors henryjlyons.com

Revision Description Date Checked

16 Lavitts QuayCork T12 ED74

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1.0 Introduction2.0 Who’s Who / Useful Contacts3.0 Code of Conduct3.1 Studio Protocols

3.2 Open Door Policy

3.3 Confidentiality

3.4 Perks and Gifts

3.5 Non-competition

3.6 Dignity and Respect

3.6.1 Bullying and Harassment

3.6.2 Sexual Harassment

4.0 BenefitsandOptionalPlans4.1 Pension Plan

4.2 DeathinServiceandDisabilityBenefit

4.3 Annual Leave

5.0 Time Attendance /Absences5.1 Working Hours/Time Recording/Timesheets

5.2 Maternity Leave

5.3 Adoption Leave

5.4 Parental Leave

5.5 Paternity Leave

5.6 Premature Baby Leave

5.7 Compassionate Leave

5.8 Sickness Absence

5.9 Force Majeure Leave

5.10 Carer’s Leave

5.11 Jury Service

6.0 Training7.0 Probation8.0 Termination9.0 Expenses10.0 DisciplinaryProcedure11.0 GrievanceProcedure12.0 Health and Safety13.0 Intoxicants&SmokingPolicy14.0 Internet / Email Usage / Social Media15.0 CleanDesk/CleanStudioFloorPolicy16.0 GDPR17.0 Amendments18.0 ReadRegister

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INTRODUCTION

Henry J Lyons is an equal opportunity employer and all positions in the practice are open to all, regardless of gender, civil status, family status, age, race, religion, disability, sexual orientation or membership of the Traveller community.

Policies,proceduresandbenefitscontainedhereinwill be reviewed and revised on a regular basis to ensure that they continue to serve the business needs of the practice, remain compliant with legalrequirementsandreflectgoodmanagementpractice. The practice reserves the right to, modify, add or delete/remove any policy, procedure or benefitdescribedinthishandbookatanytime.Any changes will be communicated promptly to all relevant members of the practice.

The terms and conditions contained in this Handbook must be read in conjunction with the other HJL policies and procedures. The policies and procedures contained in this Handbook and elsewhere form part of the terms and conditions of your employment along with your contract of employment. Failure to observe and/or comply with them appropriately may be regarded as a serious matter and could result in disciplinary action being taken against you.

This handbook and its contents remain the property of Henry J Lyons at all times and are regarded as confidentialdatapertainingtoyouremploymentwith the practice. This issue of the handbook supersedes all previous issues.

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The purpose of this Handbook is to explain your entitlements and your responsibilities as an employee of Henry J Lyons. In drafting this document, we have attempted to observe best practice as well as ensuring legal compliance and to reflectthebasicprincipleswhichdefineusasanorganisation;highstandards of professionalism, excellent client care, collaborative working methods and ongoing learning and professional development.

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WHO’S WHO / USEFUL CONTACTS

BOARDOFDIRECTORS

MANAGEMENT TEAM

ADMINISTRATION ARCHITECTURAL TEAM

HENRYJLYONSORGANISATIONCHART

DIRECTORSRichard Doorly (Managing Director)Paul O’Brien (Chairman)Conor MacCabeDerek ByrneFinghin CurraoinMaolíosa ÓFloinnMartin DonnellyPat HoganPeter McGovern

MANAGEMENT TEAM Conor MacCabe Finghin Curraoin Fiona Heskin Máire Goldsmith Peter McGovernRichard Doorly

CorkOfficePat Hogan (Director)Keith McMullin (Associate Director)Turlough Clancy (Associate Director)John Burgoyne (Associate)

Link to comprehensive organisational chart including staff and teams

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FINANCEFinancial Contoller - Fiona HeskinCompany Secretary - Fiona HeskinFinancial Manager - Máire Goldsmith (Corporate Finance)

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Richard DoorlyDirector (Managing)

Paul O'BrienDirector (Chairman)

Derek ByrneDirector

Finghin CurraoinDirector

Conor MacCabeDirector

Maolíosa Ó FloinnDirector

Martin DonnellyDirector

Pat HoganDirector (Cork)

Peter McGovernDirector

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ASSOCIATEDIRECTORSAnthony KingBarry O’RiordanCollette BurnsEoin DineenEoin FlanaganFernando GirbalIan MoloneyNeal PattersonNeal ThomsonRoldan JacobyRonan SavageSarahO’Keeffe

ASSOCIATESAlan ConnollyAmy MurphyAndrew BuchanAnna CullenAnnette DempseyBanbha McCannBjorn RosaegBreffniGreeneBrendan RedmondBrendan WardBrian FeelyCarmel MurrayClaire PierceDavid OwensDualta JonesEvin PowerGordon MillsGrace CounihanGraham O’SullivanJohn KellyKevin Joyce Kristen FitzgeraldLouise CunninghamMaria Mulcahy

Michael StackNiall SmallNiamh MurrayNikki FetherstonPat KirwanPatrick PhelanPhillip TaylorRobert SalmonRory O’ReillySara MadiganSarah DixonSeán AttleySinéad Mc MahonStephanie O’SullivanStephen CaseyUna Mollin

SUPPORT

HR/Pension/PayrollQueriesMáire Goldsmith

Health and SafetyMartin DonnellyMáire GoldsmithBrian Dempsey

FacilitiesBarry O’Riordan

First AidKateGriffinNiamh JoyceSinead McMahon

IT / CAD Mohit Kakkar

Communications / GraphicsKatie CooperNiamh Joyce

PrintingBrian Dempsey

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CODE OF CONDUCT

We are a professional, design-led, architectural practice, committed to safeguarding the values of good design throughout the life of a project, via the work of the project team and ancillary services, within commercial parameters.

We are trusted by clients to deliver an informed, comprehensive and professional architectural service and to do so, to the required standard and in anefficientandcost-effectivemanner.Thedeliveryof that service, whether directly or indirectly, must be the primary focus for each and every member of the practice.

Our studios are the showcase for what we do and theobservanceofHJLofficeprotocolsallowseach of us to maintain a professional focus during business hours whilst at the same time participating inandbenefitingfromanopen,collaborativeapproach to achieving common goals.

All registered architects are bound by the RIAI Architects’ Code of Conduct.

TheHJLcodeofconductinfluencesall that we do in the execution of our business and the delivery of architectural services to clients. It assumes observance of all relevant professional codes of conduct. It applies to the way in which we communicate with our clients, the manner in which we execute and deliver our work, our working environment and business practices, and our behaviour and interaction with each other in the performance of our duties in the course of the working day. In short, it is an expression of who we are and it informs the manner in which we conduct all aspectsofourbusinessaffairs.

Link to RIAI Architects’ Code of Conduct.

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3.1STUDIOPROTOCOLSIn order to maintain a professional working environment and bearing in mind that we work in open plan studios, we need to take care if we are to maintain an atmosphere that encourages collaborative working practices, minimises unnecessary disruptions and helps us to concentrate on addressing client needs.

We observe a number of protocols. These are largelyamatterofeffectiveselfmanagementandcover areas such as: punctuality, observance of deadlines,effectivecommunicationintheeventofunscheduledabsencefromtheoffice,reasonablenotice when requesting annual leave, appropriate handling of telephone calls both internal and external;beingpresentandavailabletocolleaguesand being courteous and respectful in dealings with them. We also ask that you should not create unnecessary distractions for colleagues by leaving mobile phones to ring loudly in studios or by playing music, or radios, during business hours and we request that you should not distance yourself from colleagues by wearing headphones whilst working.

If we are to observe professional standards and focus primarily on client needs in the course of working day, it follows that personal use of facilities such as phones, email and internet must be compliant with the requirements of any in-house policies and should, where possible, be scheduled to take place outside regular business hours. In particular, we ask that full consideration is given to the appropriateness - or otherwise - of using the “All Staff”orotherblanketaddresseswhenpassingoninformation or responding to emails.

Theseprotocolsaredesignedforthebenefitorallanddependfortheireffectivenessonbeingobserved by each individual. Your adherence to them during business hours will be very much appreciated and whilst it is hoped that these are standards to which members of the practice will willingly if not automatically adhere, repeated or consistent failure to observe them may potentially give rise to disciplinary action. Our policies, practices and procedures are designed toreflecttheprinciplesofprofessionalism,honesty,dignity and respect. Members of the practice are expected to uphold these fundamental principles and to ensure that whilst representing the practice, be it at work or at client premises, or in the course of training or work-related social events, they act at all times in a manner that observes codes of professional conduct, stated business principles, and the good name of the practice and treat clients, colleagues and members of the general public with dignity and respect.

3.2OPENDOORPOLICYWeoperatean“OpenDoorPolicy”.Itisrecognisedthatmembersofstaffmayfromtimetotimerequire advice and/or guidance, from any Director/ Associate Director / Senior Colleague, on a potentially wide range of matters both professional and personal. It is also recognised that problems arisingmayoftenberesolvedveryeffectivelyinaninformal manner, through discussion, or perhaps with discrete intervention by an appropriate third party, without recourse to more formal procedures. The existence of the Open Door Policy is to assure all members of the practice that they may seek guidanceoradvice,inconfidenceifappropriate,from any Director, or from a senior colleague, at any time, on any matter.

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3.3CONFIDENTIALITYAs a member of the practice, you will come across a great deal of information in the course of your career, both in respect of this practice and in respectofourclientsandtheirbusinessaffairs.All such information is provided on trust and in confidence.Itisaconditionofyouremploymentthat you should not, other than as is appropriate totheexecutionofyourduties,withoutspecificwritten authorisation from a Director, discuss or disclose to any third party any details whatsoever aboutthebusinessaffairsofHJL,orthoseofourclients.

The details of the terms and conditions under which you are employed by the practice are considered to bepartofourbusinessaffairs.Suchdetailsarealsoregarded as sensitive and should not be discussed with or disclosed to any third party, whether or not s/he is an employee of the practice, without specific,writtenauthorisationtodoso.

You are employed on the understanding that you will respect the trust placed in you in the context of confidentialityandensurethatinformationinyourpossession,relatingtothebusinessaffairsofthepractice (including individual terms and conditions of employment) and those of HJL clients, are handled appropriately and with due regard for confidentiality.Thisrequirementremainsinforceindefinitelyandregardlessofwhetherornotyouare employed by HJL, and applies to data and to intellectual property.

As employers we have an obligation to ensure that personal data relating to individual employees, and personaldataofasensitivenature,areaffordedappropriate protection and stored and processed in line with the Data Protection Acts 1988 and 2003 and 2018. We undertake to honour our obligations as employers in this respect.

The Directors are happy to provide guidance to any member of the practice, at any time, regarding issuesofconfidentialityandcautionthatparticularcare must be taken in relation to security of data being transmitted by electronic means. (See policy on use of email and Internet).

3.4PERKS&GIFTS:Care must be taken to ensure that professional standards are not compromised in accepting gifts or rewards from clients or suppliers. We also wish to ensure that all members of the practice share equitablyinanybenefitderivedinthisway.

You are therefore requested to observe the guidelines below and to seek advice from any Director if you need further advice.

— You must not accept cash rewards, from clients or suppliers, for any reason.

— Gifts in kind of a token nature may be accepted. However, all gifts must be declared to your manager.

— More substantial gifts must be brought promptly to the attention of the relevant Director.

— This provision applies equally to gifts, promotionsandincentivesofferedbysuppliers,including leasing companies. These must also be brought to the attention of the relevant Director so that any such items may be distributed in an equitablemanner,forthebenefitofthepracticeat large.

All gifts should be reported / recorded and all offeredupforequitabledistributedunlessagreedwith the relevant Director.

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3.5NON-COMPETITIONShould you at any time cease to be an employee of the company, for any reason whatsoever, you may not, for a period of 12 months from the date of termination of your employment, solicit or transact business (either directly or indirectly) from or with any person who was during the two years immediately preceding the date of termination of your employment, a client of the company, or any of its associated companies. You may not solicit, entice or procure any employee to leave the employment of the company.

3.6POLICYOFDIGNITY&RESPECTINTHEWORKPLACEAt HJL we aim to provide a working environment that is friendly, stimulating, collaborative and respectful of each other’s work and contribution. We aim to create an environment which values and respects the contribution made by each, individual, member of the practice.

Discourtesy, disrespect, bullying or harassment, in any form, is unacceptable. This policy applies to everyone working in the practice, to temporary agency workers, contractors, consultants, suppliers and clients. The policy also extends beyond the workplace, to client premises, conferences, training and practice-related social events.

Formal disciplinary action, up to and including dismissal, may be taken against any individual who is found to have breached this policy.

Any conduct or behaviour that denigrates, threatens, intimidates or ridicules a person or group, or which is physically abusive to an individual or grouporconductthatmayleadtoundueinfluence,is unacceptable and will not be tolerated.

The examples stated in this policy are not exhaustive. Some of the examples given might constitute gross misconduct. Any complaint received under this policy will be investigated and may result in formal disciplinary action, possibly in dismissal. (see Disciplinary Policy).

3.6.1BULLYING&HARASSMENTBullying is repeated, inappropriate behaviour, direct or indirect, whether verbal, psychological, physical or otherwise, conducted by an individual or group against another person or persons, in the course of employment, which could reasonably be regarded as undermining the individual’s right to dignity at work. Examples of such behaviour would include – but are not limited to – humiliating, intimidating, isolation or belittling people either by words or actions and leaving an individual uncomfortable, embarrassed or upset.

Isolated incidents of such behaviour do not constitute bullying but are, nevertheless to be condemned and may still be in breach of this policy.

What Bullying is Not — For clarity, the following behaviours do not

constitute bullying: — Legitimate management responses to crisis

situations which require immediate action or whicharisefromstaffshortages,increasedworkload etc. or

— Constructive and fair criticism of an employee’s conduct or work performance

— Complaints relating to instructions issued by a supervisor/manager, assignment of duties, terms and conditions of employment or other matters which are appropriate for referral under the normal grievance procedure do not constitute bullying.

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Harassment Sexualharassmentisdefinedasanyformofverbal,non-verbal or physical conduct of a sexual nature whichhasthepurposeoreffectofviolatingaperson’s dignity and creating an intimidating, hostile, degrading,humiliatingoroffensiveenvironmentforthe person. The unwanted conduct may consist of acts, requests, spoken words, gestures or the production, display, or circulation of written words, pictures or other material.

Examples of sexual harassment include but are not limited to:

— Sexual gestures — Displaying sexually suggestive objectives,

pictures, calendars — Sending suggestive and pornographic

correspondence including faxes, text messages or e-mails

— Unwelcome sexual comments and jokes — Unwelcome physical conduct such as pinching,

unnecessary touching, etc. — Same sex sexual harassment.

Harassment on the other eight grounds of civil status, family status, race, age, religious belief, sexual orientation, disability or membership of the Traveller community is any unwanted conduct that hasthepurposeoreffectofviolatingaperson’sdignity and creating an intimidating, hostile, degrading,humiliatingoroffensiveenvironmentforthe person. The unwanted conduct may consist of acts, requests, spoken words, gestures or the production, display or circulation of written words, pictures or other material.

AssessingaComplaint:Individualshavedifferentsensesaboutwhatconstitutes“bullying”,“harassment”or“sexualharassment”orwhatconstitutes,forexample,“intimidating”behaviour.Theintentionofthewrongdoer is irrelevant and the fact that s/he may have had no intention of bullying/harassing/sexually harassing the individual or group concerned is not an acceptable excuse.

When handling any complaint brought under this policy, consideration will be given to the complainant’s perception of what occurred as well as to the entire circumstances of the incident(s) and an assessment will be made as to whether or not, bearing in mind both of the above, what happenedmightreasonablybeconsidered“bullying”,“harassment”or“sexualharassment”andthereforein breach of this policy.

Informal ActionWheneverpossible,everyeffortwillbemadetoresolve informally any issues arising under this policy. Any person who feels that s/he has been treated in breach of the policy should, if possible, immediately tell the individual responsible that the action/behaviourisoffensive/unwantedandthats/he would like it to stop. In many cases, the situation can be resolved simply by communicating this.

If the person feels unable to approach the individual whom it is felt is behaving inappropriately, or if having done so the behaviour continues, s/he should initially,andincompleteconfidence,discussthematter with any Director or HR. Where appropriate, the person consulted may assist in raising the issue, inadiscreetandconfidentialmannerasappropriate,with the person whose behaviour is unwanted, with the aim of resolving the matter informally and locally.

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Formal ActionIf an informal approach is inappropriate or unsuccessful in resolving the issue, the complainant may Wish to raise the complaint formally. To initiate a formal investigation, the complainant mustsetoutthecomplaintinwriting,confirmingthe basis of the complaint, the person(s) against whom the complaint is being made and the details of the unwanted behaviour including dates, times and if there were any witnesses. On receipt of request for a formal investigation, the Board will nominate a person or persons to investigate the matter. All relevant details will be provided to the person about whom the complaint has been made and s/he will be given a full opportunity to respond.

At all stages of the formal investigation, the investigation will be carried out in a full, fair and comprehensive manner and the person conducting the investigation will, to the best of his/her ability, seek to conclude the process as thoroughly and efficientlyaspossible.Boththepersoncomplainedabout and the complainant will be given full details of the extent of issues involved and the proposed timing of the investigation. Employees will be entitled to be represented at all stages of the process.

On conclusion of the investigation, the person completing the exercise will compile a report, a copy of which will be distributed to the person making the complaint, the person complained about. If the investigatorfindsthecomplainttobeupheldorwellfounded, a second person will be nominated to carry out a disciplinary hearing. This will be carried out in accordance with the disciplinary policy. At all time, the rights of the person complained about will be treated in accordance with the requirements of the Disciplinary Procedure.

An investigation may also result in the provision of training, counselling or mentoring services, or a review period or any other appropriate activity deemed capable of recreating a positive work environment.

VictimisationThere must be no victimization or retaliation of any parties concerned with such a complaint and any such victimization or relation may itself give rise to disciplinary action.

Disciplinary action will be taken against a complainant who is found to have made a malicious accusation. (This is not to be confused with a complaint that is simply found to be unfounded or unsubstantiated but which has not been raised maliciously).

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4.1PENSIONPLANAs required by legislation, all employees must have access to a Standard Personal Retirement Savings Account (PRSA). The company has established a contract with Irish Life for this purpose. Please contact HR for further information.

The normal retirement age in the company is 65 years of age.

4.2 DEATHINSERVICEANDDISABILITYBENEFITAll employees are covered by insurance for both DeathinServiceandDisabilityBenefit(forfurtherinformation please contact HR)

4.3 ANNUALLEAVEThe annual holiday allowance for a full-time member ofstaffis21days(prorata)perleaveyearplusGoodFriday. Three/four days are pre-allocated and must beusedovertheChristmasperiodwhentheofficesare closed. Details of Christmas closing for the current year are decided upon by the Management Committeeandnotifiedtostaffeachyear.Theleave year currently runs from 01 April to 31 March.

Holidayallowanceforpart-timestaffiscalculatedon a pro rata basis, based on the full-time equivalent. Annualleaveforstaffjoining/leavinginthecourseofthe year are also calculated on a pro rata basis, over the period of employment.

ThePracticebelievesthat,intheinterestsofstaffwellbeingandthemaintenanceofaneffectivework/life balance, you should utilise your leave allowance to the full. It is not anticipated that in the normal course of events you will need to carry leave forward from one year to the next. Where, through exceptional circumstances, it is necessary to carry leave forward, approval must be obtained from the relevant Director in advance.

The Organisation of Working Time Act 1997 statesthatfull-timestaffmusthaveaminimumentitlement of four weeks, (20 working days), pro rata, per annum. The Act does not permit payment in lieu of basic holiday entitlement, other than when calculating entitlement for an employee who is leaving.

Leave will be granted in accordance with the Organisation of Working Time Act 1997. NB: In order to ensure that work and resources aremanagedeffectively,tominimizedisruptiontocolleagues, and as a courtesy to other members of your team, you are asked to give as much notice as possible when booking leave, to request your leave booking on Rapport 3, and to ensure that it is properly authorised and processed in at timely manner. You are also asked to ensure that yourvoicemailsystemandGmail“OutofOffice”message are set appropriately for any planned absence.

Annual Leave

Request Notice Required Directors Approval

1-2 days 2 working days Verbal/Rapport 3 Approval required

3-5 days 2 working weeks Rapport 3 Approval required

6+ days 4 working weeks Rapport 3 Approval required

Leave must be approved before any holiday plans are made.Thefinaldecisionrestswithmanagement. Leave will be approved at times that are convenient to the business.

As a professional courtesy any last minute leave should be requested personally to your Director and approval is required before taking said leave.

In addition to your leave allowance, the following pub-lic holidays fall in the course of the calendar year:

New Year’s Day, St Patrick’s Day, Easter Monday, First Monday in May, First Monday in June, First Monday in August, Last Monday in October, Christ-mas Day and St Stephen’s Day. The public holiday entitlement for all staff will be given in accordance with the Organisation of Working Time Act 1997.

BENEFITS AND OPTIONAL PLANS

4.0

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5.1WORKINGHOURS/TIMERECORDING/LEAVEENTITLEMENTAs a professional services organisation, we charge our clients for our skill and expertise and for the time spent deploying that skill and experience in the design, execution and delivery of their projects. It is therefore incumbent on each of us, professionally andlegally,tomanageourtimeeffectivelyandto account for it accurately if called upon to do so. As employers, we need to strike a balance between, on the one hand, meeting client demands and addressing the needs of the business whilst, on the other, ensuring that work is appropriately distributedandthatallmembersofthefirmhaveanopportunity to enjoy a reasonable work/life balance.

Thefirststepinthisprocessisensuringthatallmembers of the practice complete and submit a weekly timesheet. The time sheet is an essential practice tool and completion and submission of a weekly timesheet is mandatory. Having access to comprehensive, accurate and up-to-date time data iskeybothtotheeffectivefinancialmanagementofthe practice and to meeting our responsibilities as employers. You are therefore asked to take care to record your time accurately and to ensure that all relevant time is accounted for promptly.

Thestandardworkingweek(“basichours”)is09.00– 17.30, Monday to Friday, with an hour for lunch each day. Essentially, all potential working hours will normally be spent doing one of the following:

— Basic working time (project work, project administration, training (*) or practice administration (**)).

— Overtime (project work, project administration, training (*) or practice administration (**)).

— Training (Internal/external/etc) — Public Holiday

OR (***) - Annual Leave- Sick Leave - Unpaid Leave- Maternity Leave - Unpaid Maternity Leave- Paternity Leave - Parental Leave /Force Majeure - Jury Service - Study Leave- Other Absence

A member of the practice who is a parent and who has more than three months but less than one year’s service will, where the child is close to the upper age limit of eligibility, be entitled to have the Parental Leave allowances calculated on a pro rata basis. This equates to one week per month of service.

TIME ATTENDANCES / ABSENCES

5.0

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5.2 MATERNITYLEAVEAll female employees who are pregnant, who have recently given birth, or who are breastfeeding up to the26thweekafterthedateofconfinementarecovered by the Maternity Protection Acts 1994 and 2004. In certain circumstances, male employees are also covered by this piece of legislation.

This policy informs all employees covered by the Acts of their rights and entitlements while in the employment of the organisation. All full-time and part-time employees are covered by this policy.

Entitlements and conditions Under our maternity leave policy, you have the following entitlements:

— you are entitled to 26 consecutive weeks maternity leave, of which at least two weeks must be taken before the expected date of the birth and at least four weeks taken after the dateofthebirthofyourchild;

— you must give the organisation at least four weeks written notice of your intention to take maternity leave and also forward a medical certificateconfirmingyourpregnancyandspecifying the expected date of the birth of your child. The organisation encourages you to inform your manager as soon as you are aware you are pregnant – this enables the organisation to ensure that the environment is safe and supportive of all your pregnancy requirements duringthistime;

— you must give the organisation, in writing, at least four weeks notice of your intention to returntowork;

— you are also entitled to take additional maternity leave of up to 16 weeks immediately after the endofyourmaternityleave;

— you must inform the organisation, in writing, of your intention to take additional maternity leave not later than four weeks before the end of the 26-weeknormalmaternityleaveperiod;

— if you are breastfeeding and are within 26 weeks after the birth of your child, you may be entitled tolimitedtimeoff/breaksforbreastfeedingpurposes.

Ante-natal/post-natal medical careYouareentitledtopaidtimeoffformedicalappointments related to the pregnancy. Written notificationmustbegiventoyourmanager/HRwiththe date and time of the appointments. You must be abletoproduceacertificate/recordthatthevisittook place.

Ante-natalclassesPregnantemployeesareentitledtopaidtimeoffwork to attend one set of ante-natal classes (other thanthelastthreeclasses).Thisisaonce-offentitlement. An expectant father is entitled, on a once-offbasis,topaidtimeofftoattendthelasttwoclasses before the birth.

Writtennotificationmustbegiventoyourmanager/HR with the dates and times of each class at least twoweeksbeforethefirstclass.

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Breastfeeding If you are breastfeeding you are entitled to a reduction in working hours of one hour per day or (where suitable facilities are available) a break of one hour per day to use the facilities provided in the workplace. The one-hour break may be split into shorter periods of time totaling one hour. Part-time employeeswillbeentitledtoaproratabenefit.

The entitlement may be availed of for up to 26 weeksafterthedateofconfinement,providedyouinform your manager of your intention when you are advising the organisation of your intention to return to work. You will be paid during this time.

AnnualleaveandpublicholidaybenefitWhile on maternity leave and additional maternity leave you will retain your full entitlement to annual leaveandpublicholidaybenefit.Youwillbenotifiedof the number of public holidays for which you are entitledtobenefit,andwillagreewithyourmanagerwhen these paid days will be taken.

Any request for annual leave must be made as per the organisation’s annual leave policy. Such requests will be treated in the same way as an annual leave application from any other employee, taking account of business and resourcing issues.

Health and safety leaveThe organisation is obliged to assess any risk to an employee who is:

— pregnant — has recently given birth — is breastfeeding.

Additional Maternity Leave and Sickness You may request to terminate unpaid additional maternityleaveintheeventofamedicallycertifiedillness, thereby allowing you to transfer to the sick leave scheme. This is subject to approval by the organisation. Requests for termination of the additional maternity leave and acceptance of this by the organisation must be in writing.

Please note that if you choose to transfer to the sick leave scheme, then the remainder of the additional maternity leave cannot be taken at a later date following the period of sick leave.

Postponement of Maternity LeaveMaternity leave and/or additional maternity leave may be postponed in the event of the hospitalisation of your child, subject to the agreement of the organisation. In order to request this postponement, you must already have taken at least 14 weeks maternity leave, with not less than four of those weeksbeingafterthedateofconfinement.

You should request the postponement of the leave in writing as soon as possible. This request should alsoincludealetterofconfirmationfromthehospital.

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MiscarriageThere is no entitlement to statutory maternity leave for a miscarriage occurring up to and including the 24thweekofpregnancy.Anyconfinementoccurringafter the 24th week is covered.

PaymentduringLeaveDuring maternity leave and additional maternity leave, you will be deemed to be in employment and your employment rights, with the exception of remuneration, are preserved as if you were present at work.

During maternity leave, employees who have the necessary PRSI contributions are entitled to maternitybenefitfromtheDepartmentofSocialandFamilyAffairs.Itisrecommendedthatyouapply at least six weeks before the start date of your maternity leave. Claims should be made on MB1 forms, which are available from your hospital, doctororsocialwelfareoffice.Theorganisationwillcomplete the relevant part of the form once it has been appropriately completed by you and by your doctor (not earlier than 16 weeks before your baby isdue).From1July2013maternitybenefitwillbetaxable.

During the 16-week period of additional maternity leave, no payment is made by the Department of Social Protection.

All employees who have completed their probationary period are entitled to a top up payment which brings their take home pay to 80% of current take home (including payment from the Department of Social Protection). Management reserves the right to adjust this policy without notice. If you donotqualifyformaternitybenefityouwillbepaid in the same way – 80% of your salary less the maternitybenefitamount.

Employment protectionAn employee who is absent on maternity leave will be treated as if she had not been absent. At the end of your maternity leave, you will be entitled to return to your original job under terms and conditions no less favourable than those that would have applied if you had not been absent. However, you must give at least four weeks written notice of the return to work date.

5.3ADOPTIVELEAVEAn adopting mother is entitled to 24 weeks maternity leave, followed by up to 16 weeks optional, unpaid, additional maternity leave. Maternity leave for an adoptive mother is handled in the same way and carries the same entitlements, except in relation to the duration of the leave, as maternity leave for a birth mother.

ScopeThe following categories of employees are covered under this legislation:

— all adopting mothers under a contract of employment;

— all sole male adopters, under a contract of employment;

— all adopting fathers, under a contract of employment, where the adopting mother has died before or during the period of adoptive leave or additional adoptive leave.

AdoptiveLeaveAll employees covered by the Adoptive Leave Acts are entitled to 24 weeks adoptive leave. This is subjecttocertainnotificationrequirementsfromtheir employer.

The Social Welfare Acts provide the payment of an adoptive allowance for employees taking Statutory AdoptiveLeave.(Amendwithcompanyspecificsifyou pay top up)

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AdditionalAdoptiveLeaveIn addition to adoptive leave, an employee may elect to take additional adoptive leave. All employees covered by the Acts are entitled to 16 weeks additional adoptive leave. In the case of a foreign adoption, some or all of the additional adoptive leave may be taken immediately before the date of placement.

During this period, there is no entitlement to Social Welfareadoptivebenefit.

RightsduringLeaveAbsence from work on adoptive leave and additional adoptive leave will count for all rights (except remunerationandsuperannuationbenefits)associated with the employment such as reckonable service, annual leave and seniority.

Absence from work on adoptive or additional adoptive leave may not be treated as part of sick leave, annual leave or any other leave that the employee may be entitled to.

The legislation, in summary, provides for a maximum of 40 weeks adoptive leave (24 weeks leave which attractSocialWelfarebenefitsplus16weeksadditional unpaid leave). TimeofftoattendPreparationClassesAnemployeeisentitledtotimeoffduringworkhours, without loss of pay, to attend (within the state) preparation classes and pre-adoption meetingswithsocialworkers/healthboardofficialsrequired during the pre-adoption process.

AdditionalAdoptiveLeaveSicknessSubject to the employers agreement the adopting parent has the right to terminate unpaid additional adoptive leave in the event of illness thereby allowing the parent to transfer onto paid sick leave. Request of termination by the employee and acceptance of termination by the employer must be in writing.

PostponementofAdoptiveLeaveThe Act also provides for postponing the period of adoptive leave and/or additional adoptive leave in the event of the hospitalisation of the adopted child, subject to the agreement of the employer.

NotificationRequirementsAn employee must give adequate notice, in writing to the employer of her/his intention to take adoptive leave. The minimum advance notice of this intention is four weeks before the expected placement of the child.

The expected day of placement may be given later where this is not possible. However written notificationmustbegivennotlaterthantheproposed date of commencement of the leave.

AdditionalAdoptiveLeaveAn employee must inform their employer, in writing, at least four weeks before their intention to take this additional adoptive leave.

ReturntoWorkAn employee must inform the employer, in writing, at least four weeks before the date in which she or he is to return to work after adoptive leave for additional leave.

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5.4 PATERNITYLEAVEWitheffectfrom1September2016,newparents(other than the mother of the child) are entitled to paternity leave from employment following birth or adoption of a child.

You are entitled to 2 weeks leave which must be taken consecutively. In the event of a premature birth or late arrival of the baby your leave dates can be adjusted. You must give 4 weeks written notice prior to taking the leave. You can start paternity leaveatanytimewithinthefirst6monthsfollowingthe birth or placement of your child.

How to apply — Written notice to be given to your director no

later than 4 weeks before you plan to take the leave – a copy to be given to accounts.

— Please complete PB1 form found at www.welfare.ie – to be given to payroll to complete the employer part of the form

— Accounts will complete the PB2 form to certify the employee is entitled to the leave.

— You must provide your employer with a certificatefromyourspouseorpartner'sdoctorconfirmingwhenyourbabyisdue,orconfirmationoftheactualdateofbirthifyouareapplying for leave after the birth.

— If you are adopting a child, you must provide confirmationofthedateofplacementofyourchild.

Salary InformationHenry J Lyons will pay 80% of your take home salary less any statutory payments for these two weeks leave. This is based on you completing your 6 months probationandthatyouqualifyforpaternitybenefit(please see below). If you do not qualify for paternity benefityouwillbepaidinthesameway–80%ofyoursalarylessthepaternitybenefitamount.

Please note that this policy replaces the old Paternity policy and is subject to change.

PaternityBenefitParents that take paternity leave can apply for PaternityBenefit,paidbytheDepartmentofSocialProtection at a rate of €230 per week. This is the sameasmaternitybenefit,andwillbasedonthesame PRSI contribution requirements.

ToqualifyforPaternitybenefityoumusthave: — At least 39 weeks PRSI paid in the 12-month periodbeforethefirstdayofyourpaternityleave.

Or — Atleast39weeksPRSIpaidsincefirststarting

work and at least 39 weeks PRSI paid or credited in the relevant tax year or in the tax year immediately following the relevant tax year. For example, if you are going on paternity leave in 2016, the relevant tax year is 2014 and the year following that is 2015.

Or — At least 26 weeks PRSI paid in the relevant tax

year and at least 26 weeks PRSI paid in the tax year immediately before the relevant tax year. For example, if you are going on paternity leave in 2016, the relevant tax year is 2014 and the year before that is 2013.

Ifyoudonotqualifyforthepaternitystatebenefityou will still be entitled to take the 2 weeks leave.

Please note that you must have a Public Services Cardbeforeapplyingforpaternitybenefit–gotowww.mywelfare.ie to get more information on this. You will need to upload all your documents at www.mywelfare.ietoapplyonlineforPaternitybenefit.

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5.5 PARENTALLEAVEThis policy covers all part time and full time employees of Henry J Lyons provided that they meet the conditions outlined below. This policy provides parents with a temporary unpaid break from work to take care of young children.

Entitlements and conditions — Parents are entitled to 18 weeks unpaid parental

leave to enable them to take care of the child concerned.

— The leave must be taken before the child reaches eight years of age. In the case of a child with a disability the leave must be taken before the child reaches 16 years of age.

— In the case of an adopted child, who is under six years at the time of the adoption, the leave must be taken before the child reaches eight years of age. If the child is aged between six and eight years, at the time of the adoption, the leave must be taken within two years of the adoption order.

— Each parent has a separate entitlement to parental leave from his or her job, 14 of the 18 weeks may be transferred between parents working in the same company with the agreement of the employer.

— Where a parent has more than one child, no more than 18 weeks’ parental leave may be taken in any 12-month period, except in the case of multiple births.

— An employee must have one year’s continuous service with the employer before he/she is entitled to take parental leave. However, if an employee has more than three months’ service, and where the child is approaching the age threshold, he or she will be entitled to one week’s parental leave for every month of continuous employment completed with the company.

— Any period of probation, training or apprenticeship will be suspended while an employee is on parental leave, and will be completed on the employee’s return.

— Fulltimeandparttimestaff(prorata),canavailoftheentitlementoncetheyfulfilltheabovecriteria.

— Right to request a change to working hours or working patterns on return from parental leave.

ApplyingforParentalLeaveIfapplyingforparentalleaveyoumustfilloutandsubmitanotificationdocument,notlaterthansixweeks before the commencement of the leave. The request must specify the commencement date, duration and mechanism for taking parental leave.

If you wish to revoke your notice of intention to take parental leave, you must do so in writing to the company, at least four weeks before the leave is due to commence. An employee can only revoke their notice to parental leave prior to signing the confirmationdocument.Afterbothpartieshavesigned the document, alterations to this document can only be made by agreement between both parties.

TakingofParentalLeaveParental leave may be taken as a continuous block of 18 weeks, or two blocks of six or more weeks with a minimum of 10 weeks between each block.

It is the policy of the company to allow for the parentalLeavetobebrokenup,inadifferentmanner at management’s discretion.

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PostponementofLeaveThe company may decide to postpone parental leave,foruptosixmonths,ifsatisfiedthatgrantingtheleavewouldhaveasubstantialadverseeffecton the operation of the business. This could be due to seasonal variations in the volume of work or the unavailabilityofstafftocarryoutthedutiesoftheemployee.

If the leave is postponed, an employee will be informed in writing, no later than four weeks before the proposed date of commencement of the leave, specifying the grounds for the postponement. The company will consultation with the employee before anynotificationofpostponementisgiven.

SicknesswhileonParentalLeaveIn the event that you become ill while on parental leave, and are unable to take care of the child, you are required to make contact with the organisation. The period of parental leave will be suspended and the sick leave procedure will be applied, which will requiremedicalcertificatesfromtheemployee.Oncompletionofthecertifiedleave,theemployeemayresumetheirparentalleave.A“fitnessforwork”certificatemayberequired.

EmploymentRightsProtectionAll employment rights are protected while on parental leave. Employees will return to their normal job on completion of the period of parental leave.

RequesttoaChangeinWorkingHoursorPatternsAn employee may request a change to the working hours or pattern of work for a set period following his or her return to work from parental leave. An employee must as soon as is reasonably practicable but not later than 6 weeks before the proposed commencement of the set period give his or her employer a request in writing signed by the employee to specify the nature of the changes requested and the duration of the set period. Your manager/HR will not later than four weeks from receipt of request inform you if you request has been granted or refused.

AbuseofLeaveParental leave is granted solely for the purpose of taking care of the child concerned. This leave may be terminated if it not used for this purpose, and an employee may be subject to serious disciplinary action, up to and including dismissal.

The entitlement to Parental Leave carries forward from one employer to the next until the child ceases to be eligible. As an employer, we are obliged to keep detailed and accurate records of any Parental Leave approved for a period of 8 years. If requesting leave therefore, please ensure that you state the following details:

— Name of child in relation to whom the leave is being requested

— Date of birth of that child — Dates requested from/to and number of working

days involved — Details of any other Parental Leave taken, in

relation to this child and/or over the previous 12 months.

Whilst Parental Leave is unpaid and attracts no statutorybenefit,theperiodsofabsencesarecounted as continuous service and entitlements such as annual leave continue to accrue as normal throughout any Parental Leave absence.

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5.6 PREMATUREBABYLEAVETechnically there is no update in legislation just yet buttheDepartmentofEmploymentAffairsandSocial Protection have begun implementing the extensiontomaternityleave/benefitsothepracticeis being carried out. Basically, from 1 October 2017,theperiodforwhichmaternitybenefitispaidis being extended in cases where a baby is born prematurely.Theextendedperiodofbenefitwillbeequivalent to the duration between the actual date of birth of the premature baby and the date when the maternity leave was expected to commence (i.e. ordinarily two weeks before the expected date of birth). More information can be found here:https://m.welfare.ie/en/pressoffice/Pages/pr031017.aspx

5.7 COMPASSIONATELEAVECompassionate leave will most frequently apply where a member of the practice has been bereaved. In such circumstances, the practice would wish to do whatever is possible to alleviate the distress being experienced by the employee and, where relevant, their family. To this end, compassionate leave on full salary will be approved as follows:

— 5 days in the event of death of a member of the immediate family (spouse/partner, child, parent or sibling)

— 3 days in the event of a member of the direct family (grandparents, grandchildren, in-laws)

— All other bereavements are at directors discretion

Paid or unpaid compassionate leave may exceptionally be approved by the practice in circumstances other than bereavement on a discretionary basis, having regard for the individual circumstances.

5.8 SICKNESSABSENCEYou are expected to notify your Director, Supervisor andAdminbefore10:00amonthefirstdayofyourillness. Messages should only be left if reasonable effortstocontactyourDirector/Supervisor/Admin directly have failed.

Amedicalcertificatesignedbyyourdoctormustbe submitted if you are absent for any period of 3 working days or more. You will need to submit furthercertificates,weekly,tocoveranyfurtherperiod(s) of absence.

The practice reserves the right to request an independent medical examination, by a suitable qualifiedpractitioner,shouldthisbenecessary.Theresults of this examination will be made available to the practice and in the normal course of events will be copied to the employee. . You will be expected to make yourself available to facilitate any such examination.

Retrospectivesickcertificateswillnotbeaccepted.Only statutory annual leave will accrue whilst on sick leave.

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5.9 FORCEMAJEURELEAVEAn employee is entitled to leave with pay for urgent family reasons, owing to an injury or illness of a child, spouse / partner, sibling, parent or grandparent (and others who are in domestic dependency) where the presence of such a person is indispensable. Force Majeure relates to unforeseen events. Under these circumstances, the employee is entitled to paid leave of up to three days in any 12 consecutive months,orfivedaysinany36consecutivemonths.Part days shall be regarded as full days for the purposes of the maximum number of days one can take.

You are expected to notify your supervisor and Admin,before10:00amonthefirstdayofyourForce Majeure Leave, indicating the reason and probable duration. Messages should only be left ifreasonableeffortstocontactyourDirector/Supervisor and Admin directly have failed.

Entitlement to Force Majeure Leave is limited to circumstances where the immediate presence of the employee, at the place where the ill or injured personissituated,is“indispensable”.Asaresult,Force Majeure Leave can in no way be pre-planned or pre-meditated.

Force Majeure Leave will only be paid on submission of a written form explaining the reasons for taking the leave and setting out the dates on which the leave was taken. This can be done on Rapport 3.

5.10CARER’SLEAVEUnder the Carer’s Leave Act 2001, employees are entitled to a maximum of 104 weeks leave in order to provide full-time care and attention to a person requiring it. (Please see www.welfare.ie for more information).

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5.11 JURYSERVICEThis policy informs all employees covered by the Juries Act 1976 of their rights and entitlements while in this employment. All full-time, part-time, and temporary employees are covered by this policy.

If you are called for Jury Service you should inform your Director, HR and Admin immediately.

Entitlements Under our jury service leave, you have the following entitlements and obligations.

— Youareentitledtopaidtimeofftoattendforjuryservice,whereyouhaveofficiallybeensummonsed to do so.

— Youmustprovidewrittennotificationtotheorganisation of your need to avail of jury service leave.Thisnotificationshouldbegivenassoonas possible after you have received the jury servicesummons.Suchnotificationshouldbe accompanied by court documentation evidencing the times and dates that you will be required to attend court.

— Where you are only required to attend court for part of a working day, you must return to work immediately after you have been released from court. For each day you attend for jury service, you must provide the organisation with acertificateofattendancefromtheCountyRegistrar evidencing the dates and times of your jury service.

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As an organisation, we wish to ensure that over the course of our careers with HJL, we each enjoy the opportunity, on an on-going basis, to grow and develop our levels of skill and expertise and to hone professional judgement, as experience increases. We recognise the importance of ensuring that each member of the practice develops the professional and personal skills, experience, knowledge and understanding required to do his/her job effectivelyandprovideanappropriatelycomprehensive client service, and we are aware of the need to keep such skills and knowledge up to date and focused, addressing the business needs of the practice as well as individual career development aspirations.

TRAINING6.0

Training in architectural and other skills is provided in a number of ways, perhaps by pursuing professionalqualifications;byon-the-jobguidanceand feedback on assigned work, particularly projectwork;byattendanceatin-houselectures,workshops, seminars and lunch-and-learn sessions or by attendance at external training courses or conferences, as well as by home or work-based study.

The RIAI requires all registered members to undertake Continuing Professional Development (CPD) throughout their careers and to do so withinspecificparameters.Thisisamandatoryrequirement for RIAI membership or registration undertheBuildingControlAct.ItdefinesCPDas “the systematic maintenance, improvement and broadening of knowledge and skill and the

development of personal qualities necessary for the execution of professional and technical duties throughoutthepractitioner’slife”.Wewillsupportallmembers of the practice who are registered with the Institute in meeting their CPD obligations. The CPD requirements of other professional bodies will also be observed, where appropriate.

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In House TrainingIn addition to on the job training, the practice runs regular in house CPDs for the architectural teams which cover subjects such as changes in legislation, regulatory matters, professional standards or practice policy in relation to client services. You will be expected to attend at and participate in these sessions over the course of your career.

We also host CPD’s series on various topics by external companies and suppliers. These sessions are organised primarily, though not exclusively, in conjunction with suppliers and help to keep us up to date on the emerging products and new services.

Lunch and-Learn sessions, which last approximately 45 minutes, are also used regularly as a forum for top-up training on various software packages.

The IT team also run Technical Training sessions for groups and individuals from time to time, as needs areidentified.Anymemberofthefirmmayraisea request for job-related technical training at any time.

ProfessionalQualifications:The practice will support those wishing to obtain formalProfessionalPracticequalificationsandpursue other professional training, subject to certain criteria. (See Choosing Training below)

Members of the practice wishing to pursue a professionalqualificationwiththeRIAIareaskedto lodge their interest with their director, to read the information available from the RIAI and then to speak to their director about proposed scheduling, selection of case study etc.

IdentificationofTrainingNeedsTrainingneedsareidentifiedinpartatinduction,but primarily through a performance review process and via regular, informal, follow-up, reviews and feedback sessions with your manager. Members of the practice are partly responsible for reviewing their own training needs play an active part in managing their individual development plan, in line with objectives agreed in the course of performance reviews. For members of the RIAI and other professional bodies, review of one’s own training and development in this way may be prerequisite to meeting CPD obligations.

Any member of the practice is welcome to discuss a proposed course or any aspect of training, coaching or on-going learning with their Director, at any time.

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Choosing TrainingWhen thinking about choosing a course, you may findithelpfultoconsiderthefollowingquestions:

— Will this course provide training in skills which I do not possess and which are required to do the work on which I am currently engaged?

— Will the course help me meet the objectives agreed at my performance review?

— How do I anticipate applying what I will learn to my work – now/in the future?

— Am I the most appropriate person to attend this course?

— Am I prepared actively to share the skills and knowledge acquired with colleagues?

— Does the training qualify for CPD credits (if appropriate)?

The RIAI website makes the point that CPD for members may address any of the following objectives and adds that really good quality CPD may contribute to all these:

— To build better buildings — To increase client satisfaction — To Increase job satisfaction — To promote career advancement — To protect the public — To protect the reputation of the profession — To avoid negligence claims — To stay in business — Toincreaseprofits

Booking TrainingAll internal training events are publicised via email and any member of the practice wishing to attend should follow whatever instructions accompany the particularnotification.Shouldyouwishtoattendanexternaltrainingevent,firstpleasespeaktotheperson to whom you report to obtain agreement. You will need to submit details of the course and confirmationofapproval.Confirmationofthebooking will be sent to you by email. It is your responsibility to ensure that the details are correct and, where relevant, to take care of travel and accommodation arrangements. Any member of the practice may discuss external training with their Director at any time.

TrainingRecordsTheRIAIwillhavespecificrequirementswithregard to the maintenance of training records. HJL also needs to record attendance at external traininginordertomanageresourceseffectivelyand to meet ISO and other requirements. It is your responsibility to ensure that, where relevant, your RIAI training record(s) are kept up to date. It is also your responsibility to ensure that training time is accounted for accurately and promptly on your timesheet.

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Unless otherwise stated in your letter ofoffer,allappointmentsaresubjectto a probationary period of six months from commencement of employment. During this time the contract may be terminated by the giving of statutory notice, in writing, from either party. The probationary period may be extended at the discretion of the company. Although the comprehensive disciplinary policy will not apply during the probationary period, the principles of natural justice will be upheld at all times.

If you are absent for a period of time during the probationary period, the probationary period will be suspended until such time that you return.

PROBATION7.0

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TERMINATION8.0

One month’s notice from either the company or yourself is required to terminate the employment contract. The company is however free to waive this notice period and to make payment in lieu of notice.

Without prejudice to any other grounds on which the company may terminate this contract, the company reserves the right to terminate this contract without notice in the event of gross misconduct. Serious misconduct, persistent non-punctuality, neglect of duty, breach of any rule or regulation laid down by the company, in the event of your being convicted of a criminal offence,aresomebutnotall,breachesof your contract.

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The company will reimburse all previously agreed and properly vouched expenses incurred wholly in connection with performing your duties, provided they are presented in a timely fashion to the company.

All expenses must be submitted on a company expense claim form with receipts attached for all expenses. This form can be accessed on Rapport 3“ExpenseSheets”.Expenseclaimsshould be submitted once per month, in the week before payroll is prepared, for the previous month, they need to be agreedandsignedoffbyyourDirector.

EXPENSES9.0

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DISCIPLINARY PROCEDURES10.0

We are committed to treating all members of the practice fairly and equitably and, when required, to helping members of the practice to perform effectively.Theremayhoweverbeoccasions when, in order to maintain acceptable standards of behaviour and performance, and to protect the interests of the practice and its employees, it becomes necessary to invoke formal disciplinary action. When that occurs, the procedure detailed below will be followed.

In the normal course of events, problems with behaviour or performance will be resolved informally, through discussion with the individual, without recourse to formal disciplinary action. If the matter is too serious to be dealt with acceptably in this way or the issue is persistent and the informal approach did not succeed, the formal disciplinary procedure will be invoked however our aim is to resolve issues, where possible informally, through discussion or perhaps with coaching and/or counselling.

Where informal discussion fails to achieve the desired result however and problems are persistent, or where the breach is more serious in nature, it may become necessary to invoke the Disciplinary Procedure. The procedure is designed in 4 stages, which will normally be followed sequentially but the company reserves the right to enter into any stage oftheprocessthatitdeemsfit.

During the formal disciplinary process the following principles apply:

— the right of employees to know the allegations/complaintsagainstthem;

— therightofemployeestorepresentation; — therightofemployeestodefendthemselves; — the right of employees to a fair and objective investigation/hearingofthecase;

— therightofemployeestoappealthedecision; — the right of the employer to suspend the employee (withpay)tofacilitatetheinvestigation;

— the right of the employer to enter into the procedure at the appropriate stage, dependent on the issue presented.

CounsellingWhere appropriate, the employee may be initially counselled about their behaviour or work performance. This is an informal part of the process and a note of the outcome will be recorded by the employee’s immediate supervisor.

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10.1DISCIPLINARYPROCEDURE

Stage1–OralWarningIn the event of a further breach of conduct, poor attendance or lapse in performance, or should the issue so warrant, the employee will be given a formal verbal warning by his or her immediate supervisor after following the proper procedures. This warning willberecordedontheemployee’spersonnelfile.Should there be no further breaches in a six-month period, the warning will be deemed to have expired.

Stage 2 – Written WarningIf an acceptable improvement does not occur if the problem worsens, or if the matter is deemed sufficientlyserious,aWrittenWarningwillbeissuedafter following the proper procedures.

This warning will be recorded on the employee’s personnel record for a period of nine months. Should there be no further breaches in a nine-month period, the warning will be deemed to have expired. Stage 3 – Final Written WarningIf the issues discussed at Stage 2 are not resolved, orifthematterisdeemedtobesufficientlyserious,a Final Written Warning may be issued after following the proper procedures. The Final Written Warning will state clearly that the next stage of the procedure would be termination of employment.

This warning will be recorded on the employee’s personnel record for a period of 12 months. At this stage the employee may also be suspended without pay if there is a further infringement as an alternative to dismissal or in conjunction with a finalwrittenwarning.Shouldtherebenofurtherbreaches in a 12-month period, the warning will be deemed to have expired

Stage 4 – DismissalDepending on the circumstances, one of the two courses of action detailed below will apply:

Dismissal: The employee will be dismissed, following a full and thorough investigation and disciplinary meeting if standards of behaviour or performance persist, despite previous sanctions at Stages 1, 2 and/or 3. Appropriate notice or payment in lieu thereof will be given.

Summary Dismissal: Where Gross Misconduct has occurred, the employee will be summarily dismissed, without notice or payment in lieu thereof and without having gone through Stages 1, 2 or 3 of this procedure.

Examples of gross misconduct which may result in summary dismissal, without notice or payment in lieu of notice are:

— Insubordinate behaviour and/or the refusal to carryoutlegitimateinstructions;

— Falsificationofinformationsuppliedduringthe employment process including application form, references, medical form or verbally at interview,etc;

— Breachofconfidentialityrelatingtothepracticeor its clients

— Criminal action relating to the practice or affectingabilitytoperformreasonableduties

— Conductwhichreflectsadverselyonthereputation of the practice

— Deliberate damage to or negligence of company machines, equipment, facilities or property of stafforcustomers;

— Falsificationofcompanyrecords,includingpersonnel related records, time sheets, stock records,medicalcertificates,expenses,etc;

— Failure to comply with correct attendance procedures;

— Dishonesty, theft or fraud, including abuse of anyofthecompanybenefitschemes.

— Willful failure to comply with company procedures;

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— Reportingforworkundertheinfluenceoforinpossession of alcohol or unprescribed drugs or partaking of alcohol or unprescribed drugs whilst onduty;

— Bullying, harassment, sexual harassment, indecentoroffensivebehaviour;

— Fightingorhorseplay; — Gamblingonthepremises; — Possessionofanoffensiveweapononcompanyproperty;

— Criminaloffenceswhethercommittedatworkoroutsidethecourseofemployment;

— Breachoftrust; — Serious breach of information technology and internetusepolicy;

— Violation of safety rules and practices.

The above is not intended to be an exhaustive list nordoesitsorderimplysignificance.

Any such dismissal will follow a full investigation, in which all of the employee’s rights in natural justice will be respected.

GeneralPrinciplesInformal Resolution: Whenever possible, all reasonableeffortswillbemadetoresolveproblemsinformally without recourse to formal action.

Fairness & Consistency- Where formal disciplinary action is felt to be necessary, cases will be treated consistently and fairly. The practice will ensure that employee’s rights to natural justice and fair procedure are upheld. Matters will be investigated in full before any formal sanction is imposed.

Right of Reply - The employee will be made aware of any allegations or complaints. He will be given the opportunity to present his version of events and will be entitled to be represented by a colleague at any formal disciplinary meeting.

Authorisation - Any decision to dismiss must be approved by at least one Director other than the Director dealing with the disciplinary issue. All stages of the disciplinary procedure can be appealed.

Appeal - An appeal must be lodged, in writing, to the person outlined in the disciplinary outcome letter within5daysofthedecisionbeingconfirmed.TheAppeal will be considered by the Managing Director (or another Director nominated by him) who will not previously have been involved in the matter. The Managing Director (or nominated Director) will respond within 5 working days of receiving the Appeal.Thisdecisionwillbefinal.

This policy applies to all members of the practice who have successfully completed their probationary period.

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GRIEVANCE PROCEDURES

11.0

On the principle that proper working relationships depend upon people acting and being treated in a fair and just manner, the company has a detailed procedure for dealing with grievances, which may be invoked by an individual where he feels that informaleffortstoresolveaproblemhave not been successful.

The Grievance Procedure is to be followed where an employee feels that he has a grievance against the operation or decisions of the company or against the behaviour or actions of another employee whichhefeelsareadverselyaffectinghisabilitytoperform his job satisfactorily (refer to the bullying and harassment policy) or which are in breach of the company’s stated policies and procedures. If raising a formal grievance, the complainant must do so in writing and must state that he is invoking the Grievance Procedure.

Inthefirstinstance,acomplainantshouldraisethematter with his Director who will make all reasonable effortstoresolvethematterwithinanacceptabletime frame. If the complainant feels that the matter has not been satisfactorily resolved, or where he feels unable to bring it to the attention of his Director, he may formally bring it to the attention of another Director who will refer the matter to TheBoard,andagainallreasonableeffortswillbemade to resolve the problem satisfactorily within a reasonable timeframe.

Stage 1The matter in dispute will be discussed by the employee or employees concerned with their immediate supervisor. If your grievance involves personal or other sensitive issues, which you would consider inappropriate to raise directly with your immediate supervisor, you should seek advice from the HR department.

Stage 2Failing settlement, the matter will be discussed between the employee, supervisor and the employee representative, and a decision given within two working days.

Stage 3Should the parties fail to agree, the matter will be referred to the HR department/senior management, where a meeting will be arranged with the employee representative to discuss the matter. The meeting will be held within seven working days.

Stage 4Should the matter remain unresolved, you can refer it to the Workplace Relations Commission for a hearingbyanAdjudicationOfficer.Ifstillunresolved

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HEALTH AND SAFETY

12.0

Henry J Lyons attaches the greatest importance to the health, safety and welfare of its employees. We recognise that as well has carrying responsibility for the safety and welfare of employees, our responsibility may extend to the safety and welfare of third parties, (e.g. clients, suppliers, service providers, visitors to the practice) on the premises.

The Health & Safety policy is detailed in full on Rapport 3. Each member of the practice is expected to familiarise himself/herself with the contents of this policy and to play an ongoing and active part in maintaining a safe and healthy workplace environment.

In summary, all employees are expected to use all due diligence in the performance of their work to avoid unnecessary risk or injury to themselves or others. Particular care is required on site, where risk andhazardsmaybemoresignificant.

As employers, the Directors undertake to provide First Aid training to ensure someone with this training is available in case of an emergency. Other safety training will also be provided as appropriate.

TheDirectorsundertaketoensurethattheofficeisequipped with appropriate and suitably maintained safety equipment, to ensure that emergency exits are appropriately maintained and that the requirements of the Health & Safety policy are observed.

There is a duty of care on both the employer and the employee to maintain a safe place to work for employees. The company will act in accordance with the Health Safety and Welfare at Work Act 2005.

Please refer to the Henry J Lyons current Health and Safety Statement.

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13.0 INTOXICANTS SMOKING POLICY

IntoxicantsandSmokingPolicyThis policy applies to all employees of Henry J Lyons regardless of rank or position. This policy also applies to contractors and others who are on company premises at any time.

The objective of this policy is to avoid the adverse effectsofalcoholanddrugs(collectivelyknownasintoxicants), and to protect the health and safety of our employees. Employees have an individual responsibility to ensure that they are not under the influenceofalcoholordrugstosuchanextentthatit will impair their ability to perform their duties when they arrive for work or in the course of the working day. It is also a legal duty under the Safety, Health and Welfare at Work Act 2005. It is the responsibility of every employee while at work not to be in a state of intoxication to the extent that, inthecompany’sopinion,itrendersthemunfittoundertake the work they are required to perform in a safe manner. In order to achieve this policy Henry J Lyons does not permit the possession, or use of any intoxicant on company property or during working time. The company regards any breach of this rule as an issue of gross misconduct. This rule, however, does not apply to over-the-counter medication. In addition, it is considered a serious breach of this policy for an employee to attend work under the influenceofanintoxicant.

Breach of this policy will result in disciplinary action, up to and including dismissal. Henry J Lyons recognises that employees taking drugs prescribed by an attending physician may also present a risk to themselves or others, depending not only on their state of health, the nature of the drugs prescribed andtheireffect,butalsoonthetypeofworkactivityin which they are engaged. Employees taking prescribed drugs should, with primary regard being given to their physician’s advice, establish if these drugsmayadverselyaffecttheirworkandsafety. If this is the case, they should inform their immediate supervisor. In some organisations, it may be appropriate to consult an occupational health physicianfordeterminationoftheeffectsonworkactivity and any limitations which may be needed.

All prescription drugs must be kept in their original container. If you feel you or another member of staffisinneedofsupportduetointoxicantspleasespeak to your director or HR manager. Addiction and intoxicant supports are also available for employees, friends and family through www.layaeap.ie.

In the interests of maintaining a safe and healthy work environment, legislation requires employers to operate a policy which ensures that the working environment is smoke free. The practice therefore operates a non smoking policy for all of its enclosed workspace. Any member of the practice who wishes to smoke during working hours must do so outsidethepremises.Pleasenotethatthestaffentrance recess is not a smoking area and you should not smoke here. This policy refers to all types of smoking including electronic, e-cigarettes and vaping. The practice provides support for employees, friends and family who wish to seek addiction support through www.layaeap.ie

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INTERNET / EMAIL / SOCIAL MEDIA USAGE

14.0

EmailPolicyE-mail is a computerised electronic communications system that you are required to use in the performance of your duties as an employee. While e-mail is important to the normal conduct of business, it also carries considerable risks when used inappropriately. The intention of this e-mail policyistohelpstafftouseelectronicmailproperly,to reduce the risk of intentional or inadvertent misuseandtoensurethatofficialinformationtransferred via e-mail is properly handled. For that reason, the use of electronic mail is governed by acceptable usage as stipulated by this policy.

This policy covers the use of email services by all employees of the organization. Contract and temporarystaffusingtheorganisation’scomputingresources must also be made aware of, and comply with, this policy.

The policy may be amended from time to time and employeeswillbenotifiedofamendmentsbywayofwritten notice and/or electronic notice (which may be by email or by notice on Rapport 3).

PrivacyAll intellectual property rights in documents generated on the organisation’s systems, and documents sent via our e-mail system, rest with the organisation. If there is a personal element to the e-mail, the e-mail nevertheless belongs to the organisation and will be open to such monitoring and dealings as are appropriate within the organisation.

The organisation regularly backs up information stored on its network, including information relating to e-mail messages. Accordingly, you have no expectation of privacy in relation to the sending, or storing, of e-mail messages.

While the organisation does not routinely monitor the content of e-mail messages, it may, for computer maintenance and other purposes, analyse e-mails individually or collectively. Circumstances giving rise to such analysis include, but are not limited to:

— investigations triggered by indications of misconduct;

— thedetectionofcomputerviruses; — monitoringproperuse; — the location of information required for business purposes;

— responding to legal or regulatory requirements — fulfillmentofobligationstocustomers,clients,

third parties and relevant regulatory authorities.

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Acceptableuseofe-mailE-mail as a resource is primarily to be used for authorised business purposes. Personal use of e-mail should be kept to a minimum, such that it does not interfere with work commitments and is undertaken in your own time. Excessive use of e-mail for personal purposes is strictly prohibited. Such use must also comply with the requirements of this policy.

You must protect your user ID and system from unauthorised use. You are responsible for all activities carried out under your user ID, and originating from your system.

Remember that external e-mail should be considered a public, visible postcard, without any security. You must assume that any correspondence sent via the internet can be read by anyone desiring to do so. Youmustusee-mailasyouwouldanyofficialorganisational communications tool. This implies that when the e-mail is sent, both the sender and the reader should ensure that the communication complies with normal communications guidelines.

Inappropriate use In making use of e-mail, you must NOT:

— usesomeoneelse’sIDtosendmail; — use e-mail to circulate joke mail or chain letters, internallyorexternally;

— use e-mail to harass or intimidate another person, broadcast unsolicited messages, or send unwantedmail;

— communicate to another in any manner that could cause him or her distress, embarrassment, or cause unwarranted attention. There must be no personal attacks, inclusive of those based on gender, race, national origin, ethnicity, religion, disability, sexual orientation, or membership of thetravellercommunity;

— use e-mail, or other system resources, to gain access to, or possession of, pornographic materials;

— accept/open electronic mail messages that might be harmful to the organisation’s computing resources, or to information stored thereon;

— usevulgar,abusive,orhatefullanguage; — save, download, transmit or purposely view

sexual, pornographic, racist, profane or other offensivematerial;

— download software, graphical or other forms of informationforpersonaluse;

— produce advertising or listings for personal benefit;

— use the e-mail system to send mail that may be damagingtotheorganisation’scorporateimage;

— engage in any activity that is in competition with thecommercialinterestsoftheorganisation;

— subscribe to any contracts, unless you are authorised to do so within the terms of the organisation’spolicyonpurchasing;

— accept any material by e-mail that may give rise to a breach of the intellectual property rights of anyoutsideparty;

— engage in any other activity that does not comply with the principles presented above.

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PotentialrisksPersonal data contained in e-mails may be accessible under data protection legislation. Furthermore, e-mails to Government and other public bodies may be accessible under freedom of information legislation. E-mail is speedy and therefore messages written in haste, or written carelessly, can be sent without the opportunity to check or rephrase. This could give rise to legal liability on the organisation’s part, such as claims for defamation, etc. Information contained in, or attached to, e-mails may belong to others and there may be copyright implications in sending or receiving them without permission.

Enforcement If any breach of this e-mail policy is observed, then disciplinary action up to and including dismissal may be taken.

This policy is not exhaustive. In situations that are not expressly governed by this policy, you must ensure that your use of e-mail is at all times appropriate and consistent with your responsibilities towards the organisation. In case of any doubt, you should consult with your manager or HR.

InternetPolicyAccess to the internetAll connections to the internet on the organisation computers must be through the organisation’s approved internet service provider (ISP).

Access to the internet is to be limited to matters that are relevant to your work for the organisation. Internet access for recreational or private purposes is not permitted (except as provided for below).

BrowsersSoftware is required for browsing the internet. This software is installed on computers by the IT department. Only software approved by the IT department and installed by the organisation’s IT staffmaybeusedtoaccesstheinternetontheorganisation’s computers.

PasswordaccessAllstaffareissuedwithindividualuserpasswordstothe internet. Passwords must always be kept private and must not be shared, written down or disclosed on any internet site.

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Appropriate use of the internet All internet connections are intended for activities that either support the organisation’s business, or theprofessionaldevelopmentofstaff.Useoftheinternetistoassiststafftoachievestatedbusinessgoals and objectives. This may include Inappropriate use of the internetYou are prohibited from accessing, requesting or sending sexual, pornographic, racist, profane, violent orotheroffensivematerialviatheinternet.

You are prohibited from saving, downloading, transmitting or purposely viewing sexual, pornographic,racist,profaneorotheroffensivematerial. You are prohibited from sending chain letters, other forms of mass mailing and spamming (sending unsolicited e-mails to a number of people).

SecurityThe internet is not a secure medium. Access to the internet, no matter how well set up, always poses some security risks. Accordingly, virus scanning software is installed on company computers. Employees must not provide or use their company passwords in response to any internet request for a password. Employees must not provide any information relating to the organisation network to any outside party, whether through the internet or in any other way.

Impact on other usersWhen using the internet, please be aware of your impact on others. Intense browsing or downloading during peak usage periods can impact on other people’s work. Enforcement Non-compliance with the general principles and conditions of this internet policy may lead to disciplinary action, up to and including dismissal.

This policy is not exhaustive. In situations that are not expressly governed by this policy, you must ensure that your use of the internet is at all times appropriate and consistent with your responsibilities towards the organisation. In case of any doubt, you should consult with your manager.

PersonaluseoftheinternetA limited amount of personal use of the internet on the organisation’s computers is permitted, provided the following rules are observed.

— Personal use must not occur during working time, but instead must occur during break time or before or after your normal working hours.

— Personal use must not interfere with your work commitments.

— Personal use, including any downloading of data for personal use, must comply with the requirements and general principles of this policy and all other IT, security and data protection policies. In particular, the above provisions regarding “Inappropriate use oftheinternet”and“Security”applytopersonaluse, as well as normal business use.

Monitoring of internet usage by the IT department will apply to personal use as well as normal business use.

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SocialMediaPolicyThis policy on social media must be read in conjunction with other employee policies. Particular attention is drawn to the dignity at work, equality, bullying and harassment, internet, e-mail usage, data protection,andbusinessconfidentialitypolicies,allof which are applicable to social media usage.

This policy on social media applies to all employees. Social media is the collective term referring to social and professional networking sites (for example Facebook, LinkedIn, Twitter), blogs, wikis, boards and other similar online for a and the policy extends to all such sites and incorporates any future developments of such media. Breaches of this policy will be investigated and the organisation retains the right to take disciplinary action, up to and including dismissal.

This policy applies to personal social media usage. Employees who have access to company social mediaaccountsforofficialcompanypurposesmustrefer to the company terms of usage which apply to such accounts.

The organisation recognises that employees use social media tools as part of their daily lives. Employees should always be mindful of what they are posting, who can see it, and how it can be linked back to the organisation and work colleagues.

All employees should be aware that the organisation regularly monitors the internet and social media in reference to its work and to keep abreast of general internet commentary, brand presence and industry/customer perceptions. The organisation doesnotspecificallymonitorsocialmediasitesforemployee content on an ongoing basis, however employees should not expect privacy in this regard. The organisation reserves the right to utilise for disciplinary purposes any information that could haveanegativeeffectontheorganisationoritsemployees, which management comes across in regular internet monitoring, or is brought to the organisation’s attention by employees, customers, members of the public, etc.

All employees are prohibited from using or publishing information on any social media sites, where such usehasthepotentialtonegativelyaffecttheorganisationoritsstaff.Examplesofsuchbehaviourinclude, but are not limited to:

— publishing material that is defamatory, abusive oroffensiveinrelationtoanyemployee,manager,officeholder,shareholder,customerorclientoftheorganisation;

— publishinganyconfidentialorbusiness-sensitiveinformationabouttheorganisation;

— publishing material that might reasonably be expectedtohavetheeffectofdamagingthereputation or professional standing of the organisation.

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RulesregardingusageAll employees must adhere to the following when engaging in social media.

— Be aware of your association with the organisation when using online social networks. You must always identify yourself and your role if you mention or comment on the organisation. Where you identify yourself as an employee, ensureyourprofileandrelatedcontentisconsistent with how you would present yourself with colleagues and clients. You must write in thefirstpersonandstateclearlythattheviewsexpressed are your own and not those of the organisation. Wherever practical, you must use a disclaimer saying that while you work for the organisation, anything you publish is your personal opinion, and not necessarily the opinions of the organisation.

— You are personally responsible for what you post or publish on social media sites. Where it is found that any information breaches any policy, suchasbreachingconfidentialityorbringingthe organisation into disrepute, you may face disciplinary action up to and including dismissal.

— Be aware of data protection rules – you must not post colleagues’ details or pictures without their individual permission. Photographs of company events should not be posted online. Employees must not provide or use their company password in response to any internet request for a password.

— Recommendations, references or comments relating to professional attributes, are not permitted to be made about employees, former employees, customers or suppliers on social media and networking sites. Such recommendations can give the impression that the recommendation is a reference on behalf of the organisation, even when a disclaimer is placed on such a comment. Any request for such a recommendation should be dealt with by stating that this is not permitted in line with organisation policy and that a formal reference can be sought through HR, in line with the normal reference policy.

— Once in the public domain, content cannot be retracted. Therefore always take time to review your content in an objective manner before uploading. If in doubt, ask someone to review it for you. Think through the consequences of what you say and what could happen if one of your colleagues had to defend your comments to a customer.

— It is very important that employees immediately report any inappropriate activity or behaviour regarding the organisation, its employees or third parties. Inform your supervisor or another member of management or your HR representative. All allegations made in good faith willbefullyandconfidentiallyinvestigated.Youare required to cooperate with all investigations of alleged policy violations. This policy extends to future developments in internet capability and social media usage. In addition to the above rules, there are a number of key guiding principles that employees should note when using social media tools:

— always remember on-line content is never completelyprivate; · regularly review your privacy settings on

social media platforms to ensure they provideyouwithsufficientpersonalprotectionandlimitaccessbyothers;

· consider all online information with caution as there is no quality control process on the internet and a considerable amount of information may be inaccurate or misleading;

· at all times respect copyright and intellectual property rights of information you encounter on the internet. This may require obtaining appropriate permission to make use of information. You must always give proper credit to the source of the information used.

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Enforcement Non-compliance with the general principles and conditions of this social media policy and the related internet,e-mailandconfidentialitypoliciesmayleadto disciplinary action, up to and including dismissal.

This policy is not exhaustive. In situations that are not expressly governed by this policy, you must ensure that your use of social media and the internet is at all times appropriate and consistent with your responsibilities towards the organisation. In case of any doubt, you should consult with your manager.

Monitoring of internet usage by the IT department applies to personal use as well as normal business use

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CLEAN DESK / RECYCLING / CLEAN FLOOR POLICY

14.0

Clean DeskAt Henry J Lyons we aim to create a more paperless environment and employees should only have working documents and reference material on desks during the working day. Each employee has a lockable pedestal to store any other material / PPE gear / personal belongings / laptop or iPad etc.

At the end of each day all papers should be put in neatpilesondeskstofacilitatethecleaningstaffclean desks as part of their cleaning routine.

Any laptop /iPad etc should be brought home or secured in your locked pedestal each evening for security purposes.

Eating at your desk is discouraged, please be mindful of your colleagues if you have hot food that may smell and dispose of food waste in the bins in the kitchen area. Eating at collaboration /meeting spaces is not permitted.

RecyclingRecyclingbinswillbeplacedoneachstudiofloorforgeneral waste / plastics and cans. All paper waste should be placed in the paper bins provided. Do not place any printed material relating to Henry J Lyons intowastebinspleaseusetheconfidentialpaperbins provided.

Clean FloorWhen putting on PPE gear please check that boots are not covered in dried dirt which could be dragged throughthestudiofloors.Whenreturningpleasemake sure you remove muddy boots.

Please use the lift when bringing hot drinks and glassesfromonefloortoanotherandinformcleaningstaffofanyspillages.

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GDPR15.0

PrivacyNoticeHenry J Lyons (Architects) Ltd has created this data protection notice as the controller of employees’ normal employment personal data to demonstrateourfirmcommitmenttoprivacy,and to inform employees about the information we collect and process in connection with your employment. If you have any queries about this notice, please contact Máire Goldsmith.

This notice sets out an explanation of what information about you we process, why we process your information, with whom your information is shared and a description of your rights with respect to your information.

What information do we process?As your employer, we need to keep and process certain information about you for normal employment and HR management purposes, to comply with our legal obligations and, where necessary, to protect our legitimate business interests.

We will collect and process information from you during the recruitment process, during our employment relationship and following the termination of our employment relationship.

Personal data is normally obtained directly from you. In certain circumstances, it will, however, be necessary to obtain data from internal third parties, e.g. your director, or from external third parties, e.g. references from previous employers, the Revenue Commissioners etc.

Personal data collected by the organisation is used for ordinary HR management purposes. Where there is a need to collect data for another purpose, the organisation shall inform you of this. In cases where it is appropriate to get your consent to such processing, the organisation will do so.

Employees are responsible for ensuring that they inform the Finance department of any changes in their personal details, e.g. change of address. Managers and supervisors must inform the Finance department of any changes in employees’ personal details, e.g. promotion, pay increases. Information/data on next-of-kin or other contact may be sought for health and safety management. We endeavour to ensure personal data held by the organisation is up to date and accurate.

The General Data Protection Regulation and Data Protection Acts 1988-2018 apply to the processing of personal data. This organisation is committed to complying with its legal obligations in this regard.

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How do we use your information?The information we hold and process will be used for management and administrative purposes. We keep it and use it to enable us to run our business, manage ouremploymentrelationshipwithyoueffectively,lawfully and appropriately and protect employees’ rights and interests.

This includes using your information to enable us to manage the employment contract, comply with legal obligations, pursue our legitimate interests and protect our legal position in the event of legal proceedings against the company.

How is your information shared?Your information may be disclosed to third parties where we are legally obliged to do so or where our employment contract requires or permits us to do so. For example, we pass on certain information to our pension and insurance providers and Revenue.

How long do we keep your information?Any personal data processed about you is retained only for as long as it is required. For further information regarding retention periods, please refer to our retention policy.

What happens if you do not provide us with your information?In some cases, you may decline to provide us with your personal data. However, if we believe that we require relevant information to comply with statute lawaswellaseffectivelyandproperlymanageouremployment relationship it will be essential that you provide this personal data in order for us to continue our working relationship.

Willyoubesubjecttoprofilingorautomateddecision making?You will not be subject to automated decision makingorprofiling.

What are your rights under data protection law?You have the following rights under data protection law, although your ability to exercise these rights may be subject to certain conditions:

— the right to receive a copy of and/or access the personal data that we hold about you, together with other information about our processing of thatpersonaldata;

— the right to request that any inaccurate data that is held about you is corrected, or if we have incomplete information you may request that we updatetheinformationsuchthatitiscomplete;

— the right, in certain circumstances, to request thatweeraseyourpersonaldata;

— the right, in certain circumstances, to request that we no longer process your personal data for particular purposes, or object to our use of your personaldataorthewayinwhichweprocessit;

— the right, in certain circumstances, to transfer yourpersonaldatatoanotherorganisation;

— the right to object to automated decision making and/orprofiling;and

— the right to complain to the Data Protection Commissioner.

Further information If you have any queries in relation to this data protection notice, or if you have any concerns as to how your data is processed, please contact Máire Goldsmith.

ReviewThis data protection notice will be reviewed from time to time to take into account changes in the law and the experience of the notice in practice.

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Data retention policyThis policy and schedule has been put in place to ensure that personal data is only retained for as long as is necessary for the purpose for which it was given to the organisation. The policy ensures respect for the data privacy of employees, lessens the risk of a data breach and aims to prevent loss of personal data.

Employees are obliged to have a clear awareness of the data retention policy and, where they are responsible for relevant data, to implement the retention periods set out below.

CATEGORYOFPERSONALDATA

ELEMENTSOFPERSONALDATA

RETENTIONPERIOD

Recruitmentrelateddata

This may include contact details, date of birth, curriculum vitae, work and educational history, referee names, interview notes, related documentation etc.

As Individuals have a maximum of 12 months to refer a complaint to the Workplace Relations Commission under the Employment Equality Acts 1998 – 2015 personal data relating to unsuccessful job candidates will be held for 12 months from the date the positionwasfilled

Terms and conditions of employment

This may include personal data contained in contracts of employment and all related documentation.

The Terms of Employment (Information) Act 1994 – 2012 provides that an employee’s terms and conditions of employment must be retained for the duration of the employment and 1 year thereafter. The Statute of Limitations provides that a claim for breach of contract may be brought for up to 6 years from thedateofbreach.Plaintiffshave1 year from the commencement of proceedings to serve such proceedings on a defendant. Therefore all contractual and related documentation will be retained for the duration of employment and 7 years from the termination or expiration of the contract.

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Working time records

This will include details regarding weekly working hours, annual leave and public holidays, rest breaks, PPS numbers, statement of duties, name/address of each employee, copy of employment contract, copy of any notices given to employee about startingandfinishingtimesandnoticeof additional working hours.

The Organisation of Working Time Act 1997 and related Regulations provide that working time records must be retained for a minimum of 3 years from the date of creation.

Payslips The National Minimum Wage Act 2000 provides that payslips must be retained for at least 3 years from the date of their making.

Employee payroll and tax records

It is recommended that, to comply with Revenue requirements, all employee payroll and tax records be retained for 7 years from the endofthefinancialyearfollowingtermination of employment, or to the end of any enquiry by the Revenue Commissioners.

Employment permit records

These will include duration of employment, remuneration details, employment permit details.

The Employment Permits Act 2003 to 2014 provides that employment permit records must be retained for 5 years or a period equal to the duration of employment.

Parentalleave/ force majeure leave records

These may include details regarding commencement of leave, duration of leave, manner in which leave was taken, notices and employee signatures.

The Parental Leave Acts 1998 and 2006 provide that records must be retained for 8 years from the date of the leave. Notices in relation to the leave must be retained for 12 months.

ThePaternityLeaveandBenefitsAct2016 provides that records of the leave taken must be retained for 8 years. There is no statutory retention period for notices in relation to the leave.

Paternityleaverecords

As above.

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Carer’s leave records

As above. The Carer’s Leave Act 2001 provides that records of the leave taken must be retained for 8 years. Notices in relation to the leave must be retained for 3 years.

Recordsofemployees under 18 years of age

This may include copies of birth certificates,writtenpermissionsfromparent/guardian, name, data of birth, startingandfinishingtimesofwork,pay details.

The Protection of Young Persons (Employment) Act 1996 provides that records must be retained for at least 3 years.

Medical records These may include sick leave certificates,occupationalhealthassessments and other records relating to sick leave.

The record of the absence will be kept for 3 years in line with The Organisation of Working Time Act 1997 however medical certs will not be retained once reviewed by the Finance Dept

AccidentReport These will be kept for 10 years from the date of the accident

All retention periods set out above are subject to the data protection principles applicable to the personal data contained in records.

Extension of retention periods The retention periods set out above may be extended in exceptional circumstances including where records are required by the organisation to defend any legal claims taken against it or on receipt of appropriate advice.

Security of data The organisation will take all reasonable steps to ensure that appropriate security measures are in placetoprotecttheconfidentialityofdatabeingdestroyed in line with this retention policy.

ReviewofpolicyThe retention policy will be reviewed from time to time to take into account changes in the law and the experienceofthepolicyinpractice.Thefirstreviewof the retention policy will take place after 2 years of operation.

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Amendments to this Employee Handbook, will be notifiedtoallrelevantmembersofthepracticepromptlyandwillbeeffectiveafteronemonth’snotificationorsuchlesstimeasagreed.

Commitment,flexibilityandchangeYou shall at all times use your best endeavours to promote and protect the interests of the Company and shall not do anything which is harmful to those interests. You shall not use in the performance ofyourdutiesanyproprietaryorconfidentialinformation of any former employer or other third partyinbreachofanypreviousconfidentialityundertaking. You shall devote time, attention and abilities to the duties of your employment and such additional time as is necessary for the proper fulfillmentofthoseduties.

Youwillberequiredtobeflexibleintheroleandcommit to undertaking work which may be outside of your normal duties, and/or to working outside of your normal working hours, in order to facilitate business needs. You may be required, from time totime,toworkattheemployer'sotherplacesofbusiness or/and the premises of such subsidiary companies, organisations or client premises as the organisation may require.

The parties agree that a prosperous and expanding company is the surest guarantee of secure employment. Given the nature of the business there is a continual need for adaptation and change to survive and remain competitive. This is understood and accepted by all employees and on-going cooperation in implementing necessary changes identifiedbythecompanyisacceptedasaconditionof employment.

AMENDMENTS16.0

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READ REGISTER17.0

Register required that this has been read by employee

Link to Google Forms Registration form.

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© 2018 Henry J LyonsRegistered in Ireland No. 247166H J Lyons Architects Ltd

51-54 Pearse StreetDublin D02 KA66

Architecture + Interiors henryjlyons.com

16 Lavitts QuayCork T12 ED74