Last updated
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.
Our Approach
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.
Prohibited Conduct
The following are prohibited at all times during working hours or while representing KO:
- Being under the influence of alcohol or any substance to a degree that impairs judgement, performance, or the ability to work safely and professionally
- The possession, use, distribution, or sale of illegal drugs
- Misuse of prescription medication or over-the-counter drugs in a way that affects work performance or safety
- Attending client meetings, networking events, or any work-related engagement while visibly intoxicated
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.
Alcohol at Work Events
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.
Support for Employees
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:
- A confidential conversation with the line manager or Director
- Referral to the Employee Assistance Programme (EAP) or external counselling services (see Benefits Policy)
- Agreed time off or flexible arrangements to attend treatment, subject to operational needs
- A phased or supported return to full duties where appropriate
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.
Prescription and Over-the-Counter Medication
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.
Drug and Alcohol Testing
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.
Reporting Concerns
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:
- Remove the employee from any client-facing or safety-sensitive situation immediately
- Have a private, non-confrontational conversation to establish whether there is a welfare concern
- Document the observations factually
- Escalate to the Director where the situation warrants it
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.
Disciplinary Action
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.
Confidentiality
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.
Review
This policy will be reviewed annually.
Last reviewed: May 2026.