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{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Gift and Hospitality Policy

1. Purpose

The purpose of this Staff Gift and Hospitality Policy is to provide clear, legally compliant, and ethical guidance to all temporary workers and staff of {{org_field_name}} regarding the acceptance, offering, or declaration of gifts and hospitality in the course of their work. This policy ensures that all transactions and interactions between temporary workers, clients, service users, their families, and other stakeholders are transparent, appropriate, and free from undue influence or the perception of bribery or favouritism. The agency recognises that temporary workers are often placed in sensitive environments where service users and their families may wish to show appreciation through gifts. However, this must be managed carefully to maintain professional boundaries and uphold the integrity of the service. This policy is designed to ensure compliance with the Bribery Act 2010, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, the Code of Conduct for Healthcare Support Workers and Adult Social Care Workers, the NMC Code (for registered nurses), and the Care Quality Commission (CQC) Fundamental Standards.

2. Scope

This policy applies to:

• All temporary workers of {{org_field_name}} under zero-hours or casual contracts, including registered nurses, healthcare assistants, and support workers
• All directors and office staff involved in the administration and delivery of services
• All interactions with clients, service users, relatives, contractors, suppliers, and external stakeholders

This policy applies during all work-related activities, whether on assignment, during travel, or when representing {{org_field_name}} at events, meetings, or conferences.

3. Related Policies

• Code of Conduct for Temporary Workers
• Safeguarding Adults and Children Policy
• Complaints and Whistleblowing Policy
• Staff Wellbeing and Mental Health Policy
• Disciplinary Policy
• Data Protection and Confidentiality Policy

4. Legal Framework

This policy is underpinned by:

• The Bribery Act 2010
• The Health and Social Care Act 2008 (Regulated Activities) Regulations 2014
• The Equality Act 2010
• The Human Rights Act 1998
• The Care Act 2014
• The NMC Code (for registered nurses)

5. Policy Statement

{{org_field_name}} is committed to maintaining the highest standards of integrity, professionalism, and accountability. The acceptance or offering of gifts and hospitality must not influence, or be perceived to influence, professional judgement, decisions, or the delivery of care. Temporary workers must maintain appropriate professional boundaries at all times. This policy ensures that workers act transparently and avoid situations where their professional independence could be compromised.

6. Principles

All staff must:

• Decline any gifts or hospitality which may appear to affect their professional judgement or independence
• Declare and seek authorisation for any gift or hospitality, however small, following the procedures in this policy
• Ensure that all offers of gifts or hospitality are managed sensitively to protect the dignity of clients and the integrity of professional relationships
• Never solicit gifts, hospitality, or personal favours from clients, relatives, suppliers, or stakeholders
• Comply with all relevant legislation and professional codes

7. Definitions

Gift: Any item of value, including money, vouchers, food, drink, goods, or personal items offered by clients, their families, colleagues, or other stakeholders. Hospitality: Invitations to meals, drinks, entertainment, travel, or events offered to staff by clients, relatives, suppliers, or stakeholders. Bribe: A gift or offer made to influence a person to act improperly or to reward improper behaviour. Professional Boundary: The limits that define a safe and appropriate relationship between a worker and a client, ensuring professional integrity is maintained.

8. Acceptable and Unacceptable Gifts

8.1 Acceptable Gifts

Temporary workers may accept:

• Low-value, non-cash tokens of appreciation (such as chocolates, biscuits, or flowers) offered on special occasions (e.g., Christmas, birthdays) if the value is estimated to be less than £20
• Hospitality offered as part of official events (e.g., training or conferences) where attendance has been approved by {{org_field_name}}

8.2 Unacceptable Gifts

Temporary workers must not accept:

• Cash or cash equivalents (e.g., gift cards, vouchers)
• Personal gifts such as jewellery, clothing, electronics, or personal items of significant value
• Frequent or cumulative gifts from the same client, relative, or stakeholder, regardless of individual value
• Offers of hospitality or gifts that are conditional upon favourable treatment or influenced decision-making

9. Declaration of Gifts and Hospitality

All gifts and hospitality (including those accepted or declined) must be declared to {{org_field_name}} by completing the Gifts and Hospitality Declaration Form. The declaration must include:

• The date the gift or hospitality was offered
• The nature and estimated value of the gift or hospitality
• The name of the person or organisation offering the gift
• The decision to accept or decline

The director will maintain a Gifts and Hospitality Register which will be regularly reviewed.

10. Managing Offers of Gifts

Temporary workers should:

• Politely and respectfully decline gifts or hospitality which could undermine professional boundaries or give rise to a perception of favouritism
• Seek advice from {{org_field_name}} if unsure whether a gift is acceptable
• Record any gift or offer of hospitality on the Gifts and Hospitality Declaration Form, even if declined

If refusing a gift may cause offence, temporary workers should:

• Acknowledge the kindness shown
• Accept the gift and immediately inform {{org_field_name}} for guidance on appropriate handling (e.g., sharing among the team or donating to charity)

11. Bribery and Conflicts of Interest

{{org_field_name}} has zero tolerance towards bribery. Temporary workers must:

• Never request, offer, or accept any gift, reward, or benefit intended to induce a favourable decision
• Immediately report any situation where they believe a bribe has been offered to the director
• Avoid entering into personal or financial relationships with clients or their families that may create conflicts of interest

Any actual or perceived breach of the Bribery Act 2010 may result in disciplinary action and criminal investigation.

12. Professional Boundaries

Temporary workers must:

• Ensure that the relationship with service users and their families remains strictly professional
• Avoid accepting personal gifts or hospitality from clients where this could lead to expectations of special treatment or exploitation of a vulnerable person
• Always refer to the client’s own policies if they have specific restrictions regarding gifts and hospitality
• Seek support from the director if challenged about refusing a gift

13. Training

{{org_field_name}} will:

• Provide training on professional boundaries, conflicts of interest, and this policy as part of mandatory induction
• Include guidance on gifts and hospitality within safeguarding and professional standards training
• Reinforce this policy through supervision, appraisal, and regular updates
• Provide case studies and reflective learning opportunities where appropriate

Temporary workers must:

• Complete all required training before undertaking assignments
• Seek clarification where unsure about appropriate actions regarding gifts and hospitality
• Reflect on professional boundaries as part of ongoing development

14. Recording and Monitoring

The director will:

• Maintain a Gifts and Hospitality Register to record all declared gifts and hospitality
• Monitor the register for patterns, trends, or concerns
• Review the register regularly and take appropriate action if repeated or high-value offers are noted
• Report concerns to relevant regulators or safeguarding bodies where appropriate

15. Breach of Policy

A breach of this policy may result in:

• Disciplinary action under the Disciplinary Policy
• Suspension or removal from assignment pending investigation
• Reporting to relevant regulatory or safeguarding authorities
• Termination of employment or contractual relationship if serious misconduct is established

Temporary workers are expected to cooperate fully with any investigation relating to gifts or hospitality.

16. Director’s Responsibilities

As {{org_field_name}} does not have a registered manager, the director will:

• Take full responsibility for the implementation, monitoring, and review of this policy
• Oversee training on this policy and professional boundaries
• Review all declarations of gifts and hospitality and ensure appropriate actions are taken
• Respond promptly to concerns raised by temporary workers, clients, or stakeholders
• Collaborate with client organisations to ensure shared understanding and enforcement of gift and hospitality expectations
• Promote a culture of integrity and openness across all aspects of agency operations

17. Working with Client Organisations

{{org_field_name}} will:

• Inform temporary workers of client-specific policies on gifts and hospitality during induction and placement briefings
• Work with clients to manage concerns about gifts or hospitality involving temporary workers
• Support client organisations during audits, investigations, or inspections related to professional conduct
• Promote shared learning to improve practice and uphold professional boundaries

18. Continuous Improvement

The director will:

• Review this policy annually or sooner if required due to changes in legislation, guidance, or agency learning
• Analyse incidents, complaints, and feedback to identify trends or risks related to gifts and hospitality
• Update training materials and guidance where needed
• Promote reflective learning and discussion of professional boundaries during supervision and appraisal

19. Policy Review

This policy will be reviewed annually by the director of {{org_field_name}} or earlier if changes in law, CQC requirements, or agency practice require. All updates will be communicated promptly to temporary workers, office staff, and client organisations.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.