# Fernway Group: Hybrid & Remote Working Policy

*Fernway Group is a fictional company. This document is sample material for AI Tools Academy practice and is not real legal or HR advice.*

**Version:** 2.1
**Effective date:** 01/06/2026
**Policy owner:** Priya Shah, Head of Operations
**Review date:** 01/06/2027

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## 1. Purpose and scope

1.1 This policy sets out how hybrid and remote working operates at Fernway Group. It applies to all permanent and fixed-term employees whose roles can reasonably be performed away from the office.

1.2 Some roles require a regular on-site presence (for example, front-of-house and facilities). Where that is the case, the line manager will confirm the arrangement in writing.

1.3 This policy sits alongside our contracts of employment. Where there is any conflict, the contract takes precedence.

## 2. Our approach to hybrid working

2.1 Fernway Group operates a hybrid model. We believe a mix of office and home working supports both productivity and wellbeing.

2.2 The standard expectation is a minimum of **two days per week in the office**, ordinarily including a shared team "anchor day" so colleagues can collaborate in person.

2.3 Anchor days are agreed within each team. Operations currently uses Wednesday; other teams may differ.

2.4 Fully remote arrangements are available by exception and must be agreed with your line manager and the Head of Operations.

## 3. Requesting an arrangement

3.1 To set up or change a hybrid pattern, speak to your line manager in the first instance and confirm the agreed pattern by email.

3.2 Requests are considered on the basis of role suitability, team needs, and individual circumstances. We aim to respond within ten working days.

3.3 Any statutory flexible working requests will be handled under our separate Flexible Working Policy.

## 4. Working hours and availability

4.1 Core hours are **10:00 to 16:00**, during which colleagues are expected to be contactable, regardless of location.

4.2 Outside core hours, staff may flex their start and finish times within reason, provided their work and any agreed cover are not affected.

4.3 Please keep your shared calendar up to date so colleagues can see when and where you are working.

4.4 There is no expectation to respond to messages outside your normal working hours.

## 5. Home working environment

5.1 Colleagues working from home are responsible for maintaining a safe, suitable workspace. A short home-working self-assessment is available from the Office Manager, Maya Roberts.

5.2 Fernway Group will provide standard equipment (laptop and, where needed, a monitor, keyboard, and mouse). Requests go through Maya Roberts.

5.3 Staff should not use personal, unsecured devices for company work unless explicitly approved.

## 6. Data protection and security

6.1 All colleagues must follow our data-handling rules wherever they work, in line with UK GDPR.

6.2 Do not work on confidential information in public places where screens can be overseen, and lock your device when unattended.

6.3 Confidential and personal data must only be processed using approved tools and systems. Do not paste confidential company or customer information into consumer AI tools that have not been approved.

6.4 Report any suspected data breach or lost device to Dan Okafor (Finance) and your line manager immediately.

## 7. Expenses and equipment

7.1 Reasonable, pre-agreed costs may be claimed through the standard expenses process. Home broadband and general utility costs are not routinely reimbursed.

7.2 Company equipment remains the property of Fernway Group and must be returned on request or when leaving the business.

## 8. Wellbeing and inclusion

8.1 Managers should keep in regular contact with remote team members and ensure they are included in team communications and decisions.

8.2 Colleagues are encouraged to take regular breaks, take their full lunch break, and separate work from home life at the end of the day.

## 9. When arrangements aren't working

9.1 Hybrid arrangements are kept under review. If an arrangement is not working for the individual or the team, the line manager and colleague will discuss adjustments.

9.2 Fernway Group reserves the right to vary or withdraw an arrangement, with reasonable notice, where there is a clear business need.

## 10. Questions

10.1 For questions about this policy, contact Priya Shah (Head of Operations). For equipment and workspace queries, contact Maya Roberts (Office Manager).

*End of policy. Fictional sample document: do not rely on it for real HR decisions.*