Purpose: The Intellectual Property Rights Policy at Kickass Online Ltd (KAO) is designed to protect the intellectual property of the company, its employees, and its clients. This policy clarifies the ownership, use, and protection of intellectual property created during the course of employment.
Scope: This policy applies to all employees, contractors, and consultants of KAO.
Policy:
This policy supports the health and wellbeing of KO employees while ensuring absence is managed fairly, consistently, and in compliance with UK law, including the Social Security Contributions and Benefits Act 1992 and the Equality Act 2010.
This policy applies to all employees. It does not apply to self-employed contractors unless their contract provides otherwise.
A return-to-work interview will be held with the line manager on the first day back following any period of absence. The interview is supportive in nature, not disciplinary, and will be documented.
Medical information will be treated as sensitive personal data in accordance with the UK GDPR and the Data Protection Act 2018. It will only be shared with those who have a legitimate need to know.
Policy Review
This policy will be reviewed annually.
Last reviewed: May 2026.
Purpose: Kickass Online Ltd ('KO') is committed to a safe, healthy, and productive working environment for all employees. This policy addresses the risks associated with substance misuse including alcohol, illegal drugs, and the misuse of prescription or over-the-counter medication and sets out KO's approach to both enforcement and support.
Scope: This policy applies to all KO employees during working hours, while carrying out work-related duties (including client meetings, networking events, and team gatherings), and when using KO systems or representing KO in any capacity.
KO takes a balanced approach to substance misuse: firm where conduct poses a risk or crosses a legal line, and supportive where an employee is struggling with dependency. These two positions are not in conflict, how KO responds will depend on the nature and circumstances of the situation.
The following are prohibited at all times during working hours or while representing KO:
Breaches of the above — particularly the possession, supply, or sale of illegal substances — will be treated as gross misconduct and may result in summary dismissal and referral to the police.
KO recognises that alcohol may be present at team meetups, client events, and professional networking occasions such as BNI. Moderate social drinking in these contexts is not prohibited. However, employees are expected to behave professionally at all times and must not become intoxicated to a degree that causes embarrassment, conflict, or reputational risk to KO. The same standards of conduct apply at work events as during the working day.
KO recognises that substance dependency is a health issue as well as a conduct issue. Employees who are struggling with alcohol or drug dependency are encouraged to seek help voluntarily and at the earliest opportunity. Coming forward proactively will be taken into account in how KO responds.
Support available includes:
Where an employee self-discloses a dependency issue, KO will make reasonable efforts to support recovery before considering any disciplinary action, unless the conduct itself has caused a serious breach of policy or a safety risk.
Employees taking prescribed medication that may affect their concentration, reaction time, or judgement should inform their line manager (in confidence) so that appropriate adjustments can be considered. This is particularly important where the role involves client-facing work, driving, or operating equipment. No disciplinary action will be taken for lawful use of prescribed medication disclosed in good faith.
KO does not operate routine or random drug and alcohol testing. As a remote agency, KO has no safety-critical roles that would justify such a programme under UK law.
In the event of a serious incident, accident, or where there is clear and documented evidence of impairment affecting work, KO may, with the employee's written consent and in accordance with UK GDPR, request that the employee undertakes a test through an appropriate occupational health provider. An employee's refusal to consent will be noted and may be taken into account in any subsequent investigation, but will not automatically constitute a disciplinary offence.
Testing will only ever be conducted through accredited providers and in accordance with the employee's legal rights under the Human Rights Act 1998 (Article 8) and the UK GDPR.
Managers who observe signs of impairment in an employee during working hours or at a work event should address the matter sensitively and privately, following the guidance below:
Employees who have concerns about a colleague's substance use should raise them with their line manager or the Director in confidence. KO will not act on anonymous reports alone but will take all concerns seriously.
Where substance misuse constitutes a conduct issue rather than a health issue — for example, attending a client meeting while intoxicated, or the possession or supply of illegal drugs — KO will take disciplinary action in accordance with the Disciplinary Policy. The severity of the response will reflect the nature of the conduct, any previous concerns, and the employee's engagement with support.
All matters relating to an employee's substance misuse, whether disclosed voluntarily or identified through the course of employment, will be treated as sensitive personal data in accordance with UK GDPR and handled with discretion. Information will only be shared with those who need to know for management or support purposes.
This policy will be reviewed annually.
Last reviewed: May 2026.
Purpose: Kickass Online Ltd ('KO') is committed to the ongoing professional growth and skill development of all employees. This policy sets out how training needs are identified, funded, delivered, and evaluated, and how KO supports career development at every level.
Scope: This policy applies to all KO employees.
KO believes that continuous learning is essential — both for individual fulfilment and for keeping the business at the leading edge of web, SEO, and AI services. We invest in our people's development as a core part of how we operate, not as an afterthought.
Certain training is required by law or by KO policy and is non-discretionary. All employees must complete the following on induction and at the intervals specified:
Completion of mandatory training is a condition of continued employment. Records will be maintained by the line manager.
Training and development needs will be identified through:
Employees are encouraged to raise development goals proactively rather than waiting for a formal review cycle.
All employees have equal access to training and development opportunities relevant to their role and career aspirations. This may include online courses and learning platforms, external workshops, seminars, and conferences, professional certification programmes, and in-house coaching or knowledge-sharing sessions.
KO will meet reasonable costs for approved training, subject to prior written approval from the line manager. Requests should be submitted with details of the course, provider, cost, and relevance to the role.
KO will support employees pursuing relevant professional qualifications, subject to business need and budget availability. Support may include financial contribution toward course and exam fees, reasonable study leave (to be agreed in writing with the line manager), and flexible working arrangements during intensive study periods.
Study leave is granted at KO's discretion and is not an automatic entitlement. It will be confirmed in writing before any commitment is made.
Where KO funds training of significant value (typically above £500), a training agreement will be put in place before the training commences. This will set out the clawback terms — the proportion of costs recoverable if the employee leaves KO within a specified period following completion of the training, typically:
Clawback amounts will be deducted from final pay with the employee's written agreement, or invoiced on departure. All training agreements will be confirmed in writing before training begins.
KO operates at the intersection of web, SEO, and AI services. Staying current with developments in AI tools, automation, and digital best practice is part of every role at KO, not just technical ones. KO will provide access to relevant AI and technology learning resources and encourages employees to explore how new tools can be applied responsibly and effectively in their work, in line with the IT and Communications Policy.
Development is a two-way commitment. Employees are expected to engage actively with training opportunities, apply new skills in their work, complete mandatory training on time, share relevant knowledge with the team, and take ownership of their career development rather than waiting to be directed.
Alongside formal training, KO supports career development through regular 1:1 conversations, mentoring where appropriate, and opportunities for internal progression as the business grows. Employees are encouraged to discuss their longer-term career goals with their line manager.
The effectiveness of training and development will be evaluated through employee feedback after training, observable application of new skills, and review at the next performance conversation. Feedback will be used to improve future training decisions.
Records of all mandatory and development training completed by each employee will be maintained. Employees can request a copy of their training record at any time.
This policy will be reviewed annually.
Last reviewed: May 2026.
Purpose: This policy helps Kickass Online Ltd ('KO') identify, manage, and resolve conflicts of interest to protect the integrity of our decision-making, maintain client trust, and comply with applicable law including the Bribery Act 2010.
Scope: This policy applies to all employees, officers, directors, and contractors working for or on behalf of KO.
A conflict of interest arises when an individual's personal interests, relationships, or outside activities interfere — or could reasonably appear to interfere — with their duties to KO or its clients. This includes situations where a personal benefit might influence, or be seen to influence, a professional decision.
Conflicts do not need to be actual to require disclosure — a perceived or potential conflict is sufficient.
Conflicts of interest include, but are not limited to:
Employees must disclose any actual, potential, or perceived conflict of interest to their line manager as soon as they become aware of it — and before taking any action in relation to the matter concerned. Disclosures will be handled confidentially and without prejudice.
Where the conflict involves the line manager, disclosure should be made directly to the Director.
Failure to disclose a known conflict of interest is itself a disciplinary matter.
On receipt of a disclosure, KO will assess the situation and determine an appropriate course of action, which may include:
The outcome will be communicated to the employee in writing.
KO recognises that employees may have outside professional interests. Secondary employment or freelance work is permitted provided it does not:
Employees must notify their line manager in writing before taking on any secondary employment or significant freelance engagement. KO reserves the right to raise concerns where a conflict is identified.
Employees must not solicit gifts, payments, or hospitality from clients, suppliers, or other third parties. Unsolicited gifts or hospitality must be handled as follows:
All accepted gifts and hospitality above token value must be recorded. A record will be maintained by the line manager.
KO operates a zero-tolerance approach to bribery and corruption in accordance with the Bribery Act 2010. It is a criminal offence to offer, promise, give, request, or accept a bribe. Employees must not engage in any form of bribery, whether directly or through a third party, in any jurisdiction. Suspected bribery must be reported immediately to the Director. KO will cooperate fully with any investigation by law enforcement authorities.
All disclosures made under this policy will be treated with discretion. Information will only be shared with those who need to know in order to assess and manage the conflict.
Breaches of this policy — including failure to disclose a conflict, accepting prohibited gifts, or engaging in conduct that amounts to bribery — may result in disciplinary action up to and including dismissal, and may be referred to the relevant authorities where criminal conduct is suspected.
This policy will be reviewed annually.
Last reviewed: May 2026.
Purpose: Kickass Online Ltd ('KO') is committed to ensuring that all employees receive equal pay for equal work, irrespective of gender, race, age, disability, or any other protected characteristic. This policy reflects our obligations under the Equality Act 2010 and our broader commitment to fairness and transparency in all compensation decisions.
Scope: This policy applies to all employees of KO, including full-time, part-time, temporary, and contract workers. "Pay" includes all contractual terms: salary, overtime rates, bonuses, commission, benefits, and any other element of remuneration.
KO is committed to the principle of equal pay for equal work, in accordance with the Equality Act 2010 (ss.65–71). An equality clause is implied into every contract of employment, meaning that no employee will receive less favourable contractual terms than a comparable employee of the opposite sex — or on grounds of any other protected characteristic — doing equal work.
Equal work is defined as: like work (the same or broadly similar work); work rated as equivalent under a job evaluation scheme; or work of equal value in terms of effort, skill, and decision-making.
KO supports openness about pay as a practical tool for identifying and addressing inequality. Employees are free to discuss their own pay and terms of employment with colleagues if they choose to do so. No employee will be disciplined, disadvantaged, or subjected to any detriment for discussing, disclosing, or enquiring about their own pay or that of a colleague. Any attempt to prevent such discussions is unlawful under the Equality Act 2010 and will be treated as a disciplinary matter.
KO will conduct periodic reviews of pay and remuneration to identify and address any unexplained disparities. Where a disparity is identified, it will be investigated promptly and, where it cannot be objectively justified, corrected. Audit findings will inform future pay decisions.
The statutory gender pay gap reporting obligation applies to employers with 250 or more employees. KO currently falls below this threshold and is therefore not legally required to publish a gender pay gap report. Nevertheless, KO is committed to monitoring and addressing any gender pay gap as a matter of good practice, and will do so as part of its periodic pay review process.
All pay increases, bonuses, and promotions are based on merit, performance, and relevant qualifications — applied consistently and free from bias. Managers involved in pay decisions will receive training on this policy and on avoiding unconscious bias. Pay decisions must be documentable and capable of objective justification.
Any employee who believes they are not receiving equal pay may raise a concern informally with their line manager or formally through the Grievance Procedure. All concerns will be investigated confidentially and without fear of retaliation. Employees also have the right to bring an equal pay claim in the Employment Tribunal within six months of the end of the employment to which the claim relates.
This policy will be reviewed annually and updated to reflect changes in legislation or KO's pay structure.
Last reviewed: May 2026.
Purpose: This policy reflects Kickass Online Ltd's ('KO') commitment to acting ethically and with integrity in all business dealings. KO is committed to ensuring that modern slavery and human trafficking have no place in our business or supply chains, in accordance with the Modern Slavery Act 2015.
Scope: This policy applies to all persons working for or on behalf of KO, including employees, directors, contractors, consultants, agency workers, and business partners.
KO has a zero-tolerance approach to modern slavery and human trafficking in any form. Modern slavery encompasses slavery, servitude, forced and compulsory labour, and human trafficking. We are committed to transparency in our own operations and supply chains and to acting with integrity in all our business relationships.
The Modern Slavery Act 2015 (s.54) requires organisations with an annual turnover of £36 million or more to publish an annual transparency statement. KO's current turnover falls below this threshold and we are therefore not legally required to publish a statutory statement. Nevertheless, we adopt the spirit and principles of the Act as a matter of best practice and in response to client and supply chain expectations.
KO is a UK-based digital agency providing web design, SEO, and AI automation services. Our supply chain is relatively limited and primarily consists of software and platform providers, freelance contractors, and professional services suppliers. While the direct risk of modern slavery in our immediate operations is low, we recognise that risk can exist in extended supply chains and take our due diligence responsibilities seriously.
KO expects all suppliers, contractors, and business partners to operate to the same ethical standards we apply to ourselves. We will, where practicable:
Indicators that modern slavery may be present include:
If any employee, contractor, or business partner encounters indicators of modern slavery — whether in KO's operations or those of a supplier — they must report it immediately.
Any concerns about modern slavery in KO's operations or supply chain should be reported to the Data Protection Lead and Director: Pazbi Zavatzki at pazbi@kickassonline.com.
Concerns may also be raised anonymously through KO's Whistleblowing Policy, or externally via the Modern Slavery Helpline (0800 0121 700) or by contacting the National Crime Agency. Employees reporting concerns in good faith will not face any detriment or retaliation.
Overall responsibility for this policy and its implementation rests with the Director of Kickass Online Ltd. All employees and contractors are responsible for reading, understanding, and complying with this policy.
KO will ensure that relevant staff are aware of modern slavery risks and their obligations under this policy. Awareness information will be provided on induction and refreshed periodically.
This policy will be reviewed annually. If KO's turnover reaches the £36 million threshold, a full statutory transparency statement will be published in accordance with the Modern Slavery Act 2015 (s.54).
Last reviewed: May 2026.
As of 6 April 2024, all employees have the right to request flexible working from their first day of employment, under the Employment Relations (Flexible Working) Act 2023.
While the right to disconnect is not yet enshrined in UK law, KO expects managers to model healthy working hours and not to routinely contact employees outside their contracted hours. Employees are not expected to reply to non-urgent communications outside their working hours.
Purpose: To acknowledge and reward the hard work, achievements, and contributions of all Kickass Online Ltd ('KO') employees, fostering a culture of appreciation, motivation, and high performance.
Scope: This policy applies to all KO employees. Commission entitlements apply specifically to roles where business development or sales activity forms part of the employee's responsibilities, as specified in their contract of employment.
KO operates a range of recognition programmes to acknowledge employee achievements, including formal awards, informal acknowledgments, shout-outs in team communications, and team celebrations. Recognition is given promptly and specifically, tied to the contribution being celebrated, not given generically.
Bonuses, salary reviews, and promotions are based on individual and team performance, assessed against agreed objectives. Performance criteria will be communicated clearly at the start of each review period. All monetary rewards are discretionary unless otherwise stated in writing in the employee's contract of employment, and are subject to PAYE income tax and National Insurance contributions.
KO operates a commission scheme for eligible employees involved in winning new business. The following terms apply:
Rate: Commission is payable at a starting rate of 6% of the net contract value (excluding VAT) for any new client contract directly attributable to the employee's sales activity.
Eligibility: Commission is payable to employees whose role includes business development or sales, as confirmed in their contract of employment. Employees outside these roles may be eligible for a referral payment at KO's discretion, this will be confirmed in writing before any referral is made.
Payment trigger: Commission becomes payable once the client has signed a contract and KO has received the first payment from that client. Commission is not payable on contracts that do not proceed to payment.
Calculation: Commission is calculated on the net contract value of the initial term only, unless otherwise agreed in writing. Recurring retainer revenue does not attract commission beyond the first payment period unless a separate written agreement is in place.
Payment timing: Commission will be calculated and paid in the payroll run following the month in which the qualifying payment is received from the client.
Clawback: If a client cancels and receives a full or partial refund within 90 days of the contract start date, any commission paid in respect of that contract will be subject to clawback, deducted from the next available payroll. Employees will be notified before any deduction is made.
Tax: All commission payments are subject to PAYE income tax and National Insurance contributions and will appear on the employee's payslip in the relevant pay period.
Changes to rates: KO reserves the right to amend commission rates with a minimum of one month's written notice. Changes will not apply retrospectively to contracts already signed.
Significant work anniversaries, project completions, and other milestones will be recognised to appreciate long-term commitment and contributions. These may include a personal message from the director, a team acknowledgment, or a small gift, the form of recognition will be proportionate to the milestone.
KO encourages a culture where employees recognise and appreciate each other's contributions. Employees are encouraged to call out great work in team channels. No formal peer nomination process is required — recognition given promptly and genuinely is more valuable than a scheduled programme.
In addition to monetary rewards, KO may offer non-monetary recognition including additional time off, public acknowledgment, professional development opportunities, and other perks. Where additional leave is offered as a reward, it will be confirmed in writing and taken within three months of the award.
The criteria for recognition and rewards will be communicated clearly and applied consistently. Employees who believe a reward decision has been applied unfairly may raise this through the Grievance Procedure.
KO will periodically seek employee feedback on the effectiveness of its recognition and reward programmes and adapt them accordingly.
This policy will be reviewed annually.
Last reviewed: May 2026.
Purpose: This statement sets out Kickass Online Ltd's ('KO') commitment to operating as a responsible, ethical, and community-minded business. It reflects our values as a company and sits alongside our individual policies on environmental practice, modern slavery, equal opportunities, data protection, and conflict of interest.
Scope: This commitment applies to all KO operations and everyone working for or on behalf of KO.
KO is a small business that takes its responsibilities seriously — to our clients, our team, our community, and the wider world. We don't make commitments we can't keep, and we don't publish policies for appearances. Everything in this statement is backed by a specific policy or practice.
We operate with integrity in all our dealings. We have a zero-tolerance approach to bribery and corruption under the Bribery Act 2010, a formal Conflict of Interest Policy, and a Modern Slavery Policy that applies to our operations and supply chain. We do not work with suppliers or partners whose practices conflict with these commitments.
We are committed to fair, inclusive, and transparent employment practices. This includes equal pay, equal opportunities regardless of background or protected characteristic, and a working environment free from discrimination and harassment. Our team works remotely and we invest in their development, wellbeing, and long-term career growth.
As a remote digital agency our carbon footprint is relatively small, but we take it seriously. We default to remote meetings over travel, consider environmental credentials when choosing tools and suppliers, and are honest about our impact. Full details are in our Environmental Policy.
KO is an active member of the local and professional business community. We participate in BNI Central, support Westminster University students through mentoring, and are a member of the Federation of Small Businesses and the Institute of Directors. We encourage employees to engage with their own communities and support charitable or professional causes that align with our values.
Where budget and capacity allow, KO will consider pro bono or reduced-rate work for charities and community organisations whose mission we support. Requests can be directed to info@kickassonline.com.
We seek to work with clients, suppliers, and partners who share our commitment to ethical practice, fair treatment of people, and responsible business. This informs our procurement decisions and the clients we choose to work with.
We will not publish metrics or claims we cannot substantiate. Our specific environmental, social, and governance commitments are detailed in our individual policies. This statement will be reviewed annually alongside those policies.
Last reviewed: May 2026.
Purpose: KO is a small, fast-moving team. We work better when everyone feels comfortable sharing ideas, flagging problems, and challenging how we do things. This policy sets out how we gather, consider, and act on employee feedback.
Scope: This policy applies to all KO employees.
We don't believe in suggestion boxes or annual surveys as a substitute for genuine conversation. As a small remote team, our primary feedback mechanism is direct, honest communication — in 1:1s, team calls, and day-to-day interaction. This policy formalises that commitment and ensures there are clear routes for feedback that goes beyond the day-to-day.
Employees are encouraged to raise ideas, concerns, and suggestions through:
Employees are encouraged to share views on any aspect of working at KO, including:
Feedback will be acknowledged promptly. Where a suggestion is actionable, the Director will consider it and communicate a decision — either implementing it, explaining why it's not feasible at this time, or noting it for future review. Employees whose suggestions lead to meaningful improvements will be recognised, consistent with the Employee Recognition and Rewards Policy.
Not all feedback will result in immediate action. KO will always explain the reasoning where a suggestion is not taken forward.
All feedback is treated with discretion. No employee will face any negative consequence for raising feedback or suggestions in good faith — including feedback that is critical of KO, its policies, or its leadership. Retaliation against an employee for providing feedback is a disciplinary matter.
This policy covers ideas, suggestions, and general feedback. If an employee has a formal concern about their treatment, a colleague's conduct, or a breach of policy, this should be raised through the Grievance Procedure, which provides a structured process with formal protections. Employees are not required to use the feedback process before raising a formal grievance.
This policy will be reviewed annually.
Last reviewed: May 2026.