Booth and Partners Philippines Incorporated
Grievance Policy

Purpose

To encourage good employee relations by providing a formal procedure to enable employees to seek redress for grievances which may arise from time to time during their employment and to clarify the manner in which grievances should be addressed.

Field of Application

This policy applies to all Booth and Partners employees employed on a permanent, fixed term or temporary contract regardless of role, location or length of service. It does not apply to agency workers or self-employed contractors. This policy is not a contractual term of employment and confers no legal rights upon you. It is intended to act as a general framework only. As such, it is a minimum requirement and may be varied in any way and at any time where the Company deems this reasonably necessary.

Responsibility

The People and Growth department is responsible for ensuring the maintenance, regular review, and updating of this policy. Any queries on the application or interpretation of this policy must be discussed with the People and Growth department prior to any action being taken.

C. Sharing/Outsourcing/
Subcontracting

Booth & Partners Philippines Inc. (B&P) will keep the personal information that you provide confidential. However, it may be necessary for
the Company to transfer and disclose your personal information to our affiliates, subsidiaries, or partners in other jurisdictions for
employment consideration purposes.

Grievance Policy

Booth and Partners recognizes that good colleague relations are essential to our success and that we need to always encourage meaningful communication between colleagues and management. However, discontentment or feeling of unfairness may occur at the workplace. The aim of this policy is to deal with grievances fairly and quickly, thereby ensuring a speedy and satisfactory resolution to the matter for all concerned whilst maintaining good working relationships. As such, colleagues can use the grievance procedure to address any problems, concerns or complaints about their work, working environment or working relationships.

Process

Colleagues are encouraged to raise issues on an informal basis with their immediate manager with a view to early resolution of any issues or concerns at work. It is hoped that this approach may resolve problems quickly and simply and as part of the everyday approach to working together. However, should this not work, or should a colleague feel that the issue should be dealt with formally, then they should use the formal procedure as detailed below. Every effort should be made to resolve the matter at the lowest level of this procedure. At each stage of the formal procedure, People and Growth and the appropriate manager should invite the colleague to attend a hearing to discuss the issue within five (5) working days of the grievance being raised or as soon as is practically possible. The colleague should be informed of their right to be accompanied by a fellow Booth and Partner colleague to provide support. Such hearings can be adjourned to enable further investigation or to seek advice. Unless there is a substantial operational need or mutual agreement by the parties concerned, no changes to employment conditions should be made until the procedure has been completed.

Formal Procedure

1. Submitting a Grievance:
Colleagues must submit their grievance in writing and should send it to their immediate supervisor and the People and Growth team (ethics@boothandpartners.com) or fill out this form. If the grievance is against the immediate supervisor, then the letter should be submitted to one level up and People and Growth. The grievance should include specific details as to the reason for the grievance and of the individual’s desired outcome. If appropriate, documentary evidence can be attached. People and Growth will invite concerned colleagues to attend a formal hearing and discuss their grievances. Participants of the hearing will be dependent on each case. Nevertheless, participants will be informed of attendees prior to the hearing.

2. Grievance Hearing:
The grievance hearing will take place once the Company (represented by People and Growth and Manager) has had a reasonable opportunity to consider its response to the colleague’s grievance and, if necessary, investigate the matter. The colleague and their companion must take all reasonable steps to attend the hearing. At the hearing, the colleague will be required to explain their grievance and how they think it should be resolved. It may be necessary for the hearing to be adjourned while an investigation is carried out. Following the hearing the Company will decide what, if any, action to take to resolve the grievance and will notify the colleague of this in writing. The
colleague will also be notified that they have a right to appeal if they are not satisfied with the decision.

3. Appeal:
Colleagues must inform People and Growth in writing if they want to appeal the outcome of the grievance without delay and in any event ideally within five (5) working days of the Company’s decision. The letter of appeal should state that it is an appeal under this procedure and set out the grounds upon which the appeal is made. If a colleague appeals, People and Growth will invite colleagues to attend a further formal hearing without unreasonable delay. Wherever possible the appeal hearing will be attended by another Manager (same level or higher) who has not previously been involved with the case. After the appeal hearing, the Company (People and Growth and Manager) will consider the appeal and may make further enquiries if it considers it necessary. The Company will then inform the colleagues in writing of its decision. If the colleague concerned is still not satisfied with the outcome, the matter will be raised to the Ethics and Compliance Team for final conclusion. There is no further right of appeal after this and exhausts the grievance process.