Are Your HR Policies Legally Compliant?

With April fast approaching and changes coming into effect in employment law (see our January Newsletter HERE) now is a good time to review your HR policies.

If you’re unsure whether your policies are legally compliant, up to date, or working in practice, an HR audit or policy review can provide clarity, confidence and peace of mind. An annual HR compliance check is one of the simplest and most effective ways to protect your business, reduce risk, and build trust with employees.

With this in mind we have put together a focused checklist to assist organisations with this task. Use this checklist at least once per year, or whenever there is a major legal or organisational change – usually April or October.

1. Core Employment Policies

✔ Contracts of Employment – Written statements issued on or before day one – Include all required particulars (hours, pay, holiday, probation, notice, benefits) – Updated to reflect current working practices
✔ Disciplinary & Grievance Policies – Aligned with the ACAS Code of Practice – Clear stages, timescales, and appeal processes – Applied consistently across the organisation
✔ Equality, Diversity & Inclusion Policy – Covers all protected characteristics under the Equality Act 2010 – Includes zero tolerance of discrimination, harassment, and victimisation – References reasonable adjustments

2. Working Time, Pay & Leave

✔ Working Time & Rest Breaks – Compliant with the Working Time Regulations 1998 – Opt‑out agreements in place where applicable – Accurate recording of working hours
✔ Holiday Policy/Booking Time Off Policy – Correct statutory entitlement and holiday pay calculations – Clear rules on booking leave carry‑over and accrual – Updated for part‑year and irregular hours workers
✔ Family‑Related Leave – Maternity, paternity, adoption, shared parental and parental leave policies up to date – Statutory pay rates reviewed annually

3. Health, Safety & Wellbeing

✔ Health & Safety Policy – Updated statement of intent and responsibilities – Risk assessments reviewed and documented – Covers remote and hybrid working arrangements
✔ Sickness Absence & Wellbeing Policy – Clear reporting and certification requirements – Reasonable adjustments and disability considerations included – Mental health and stress addressed proactively. Include Neuro Diversity and Menopause.

4. Data Protection & Confidentiality

✔ Data Protection & GDPR Policy – Explains how employee data is collected, stored and retained – Lawful bases clearly identified – Subject Access Request process documented
✔ Confidentiality & IT Acceptable Use – Clear guidance on email, internet and systems use – Remote working and personal device usage covered and cyber security and the use of AI.

5. Flexible & Modern Working Practices

✔ Flexible Working Policy – Reflects current statutory rights and procedures – Clear process for handling requests fairly
✔ Remote / Hybrid Working Policy – Covers equipment, expenses, security and performance expectations – Health and safety responsibilities clarified

6. Capability, Performance & Conduct

✔ Performance Management Policy – Clear objectives and review processes – Links between capability and support/training
✔ Code of Conduct – Defines expected standards of behaviour – Covers social media, conflicts of interest and professional conduct

7. Seasonal & Annual Sense Check

Ask yourself:
Do our managers understand and follow these policies?
Are policies written in plain English and accessible to staff?
Do our policies reflect how we actually operate day‑to‑day?
Have we reviewed legal updates from the last 12 months?

If the answer is no to any of the above, it’s time for a review.

When Should You Review Policies Outside the Annual Cycle?

You should also review policies when:
Employment law changes
You introduce new ways of working
Your workforce grows or restructures
You experience a grievance, disciplinary issue or tribunal claim.

Need support reviewing or updating your HR policies? New Dawn Resources works with all sizes of organisations across many sectors to ensure HR documentation is legally compliant, practical and aligned with business goals.