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Remote Work Policy

Purpose: Kickass Online Ltd ('KO') is a fully remote business. This policy sets out how remote working operates at KO, the expectations, support, tools,…

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Purpose: Kickass Online Ltd (‘KO’) is a fully remote business. This policy sets out how remote working operates at KO, the expectations, support, tools, health and safety obligations, and working practices that apply to all employees.

Scope: This policy applies to all KO employees. As KO has no physical office, all employees are remote workers for the purposes of this policy and UK employment law.

Remote Work at KO

Remote working is not a perk or exception at KO, it is the foundation of how we operate. Our team is distributed across different locations and time zones, and we have built our processes, tools, and culture around making remote work effective, sustainable, and enjoyable.

This policy should be read alongside the IT, Communications and BYOD Policy (which covers device security and data protection) and the Health and Safety Policy (which covers DSE assessments and home working risk).

Work Environment

Employees are responsible for maintaining a suitable, safe, and ergonomically sound home working environment. This means:

  • A dedicated or semi-dedicated workspace where possible, free from excessive distraction during working hours
  • A stable internet connection sufficient for video calls, file sharing, and cloud-based work
  • A desk and chair setup that supports good posture, KO will signpost DSE guidance to help employees self-assess their setup
  • Adequate lighting and a reasonably quiet environment for client calls and video meetings

KO does not currently provide a home office equipment allowance as standard, but employees who identify a genuine equipment need (e.g. a monitor, keyboard, or ergonomic chair) should raise this with the Director. Any equipment purchased by KO remains KO’s property.

DSE Assessment

Under the Health and Safety (Display Screen Equipment) Regulations 1992, KO is required to ensure that all DSE users, which includes all KO employees, have an adequate workstation assessment. On joining KO, employees must complete a home DSE self-assessment form, provided by the line manager. This should be repeated whenever the home working setup changes materially. Where the assessment identifies a risk, KO will work with the employee to address it.

Working Hours and Availability

KO does not operate a rigid 9-to-5 structure. We trust employees to manage their time effectively and deliver their work to the standard and deadlines agreed. However:

  • Employees must be available and responsive during core hours of 10am–4pm (UK time) on working days, unless otherwise agreed with the line manager
  • Employees must attend scheduled meetings and respond to communications within a reasonable timeframe during their working day
  • Working hours must comply with the Working Time Regulations 1998, employees must not regularly work more than 48 hours per week (averaged over 17 weeks) unless they have signed a written opt-out
  • Employees are entitled to a minimum 11 hours rest between working days and an uninterrupted 20-minute break when working more than 6 hours

Right to Disconnect

KO does not expect employees to be contactable outside their agreed working hours. Managers should not routinely send messages or requests outside working hours with an expectation of immediate response. Employees should feel free to set clear working hours and communicate them to the team.

Communication Tools

KO’s primary communication and collaboration tools are:

  • Google Workspace, email, calendar, Meet (video calls), Drive (file storage and collaboration), the core platform for all work
  • WhatsApp, used for quick team communication and informal contact
  • Discord - used for team communication
  • Additional tools may be used for specific client projects and will be confirmed at onboarding

Employees must use their KAO Google Workspace account (@kickassonline.com) for all business email and document storage. Personal email accounts and personal cloud storage must not be used for company work. Full requirements are in the IT, Communications and BYOD Policy.

Data Security

All data security requirements for remote workers are set out in the IT, Communications and BYOD Policy, including device encryption, antivirus, LastPass, MFA, and network security. Compliance with that policy is a condition of remote employment at KO.

In summary, employees must:

  • Use a secure, password-protected internet connection (public Wi-Fi requires a VPN)
  • Keep devices encrypted and password-protected at all times
  • Store all company data in Google Drive, not personal cloud storage or personal devices
  • Report any security incident or suspected breach immediately

Expenses

KO will reimburse the following remote working expenses where pre-approved. Claim them through the expense claim form with receipts attached:

  • Internet: KO does not currently provide a standard broadband contribution, but employees with a genuine connectivity issue should raise this with the Director
  • Equipment: Reasonable equipment purchases approved in advance by the Director (see Work Environment above)
  • Co-working space: Where an employee genuinely cannot work effectively from home on a given day, use of a co-working space may be approved on a case-by-case basis, raise with the Director in advance
  • Travel to client meetings, networking events, or team meetups: covered under the Corporate Travel Policy

Employees must submit expense claims within 5 working days with receipts. KO will reimburse within 10 working days of approval.

Health, Wellbeing and Work-Life Balance

Remote working brings real benefits but also risks, including isolation, overworking, and blurred boundaries between work and personal life. KO takes these seriously.

Employees are encouraged to:

  • Maintain a consistent daily routine and clear start and finish times
  • Take proper breaks away from screens during the working day
  • Make use of the mental health and EAP support available through the Benefits Policy
  • Raise any concerns about workload, isolation, or wellbeing with the line manager early

Managers will check in regularly with remote employees on workload and wellbeing, not just task delivery.

Flexible Working

All KO employees have the right to request flexible working arrangements from day one of employment, under the Employment Relations (Flexible Working) Act 2023. Full details are in the Benefits Policy. KO is genuinely open to flexible arrangements and encourages employees to have that conversation rather than assume a request would be refused.

Client-Facing Work

When on video calls with clients or in virtual meetings where KO is represented:

  • Use the KO Google Meet link or the client’s preferred platform
  • Ensure a professional background (physical or virtual) is used
  • Dress and present professionally, the same standard applies as an in-person meeting
  • Ensure the environment is free from excessive background noise

Review

This policy will be reviewed annually or when KO’s working arrangements change materially.

Last reviewed: May 2026.