Last updated: September 2025
The Codes of Conduct set out within this document have been designed to ensure that staff work in accordance with our values and principles and to ensure a safe and happy working environment for all team members and service users. It forms part of your employment contract and includes the following sections; click on each heading to navigate directly to the relevant section:
Table of contents:
General code of conduct
Inclusion, Equality and Diversity
Bullying and Harassment
Safeguarding
Codes of Conduct Standards
A. General Code of Conduct
Introduction
This policy draws on Loop’s values and sets it within the context of our commitment to human-centered practices and respectful co-working.
This policy covers our:
- Dress Code
- Cyber security and digital devices, including internet usage, mobile phone usage, corporate email and social media
- Flexible working
- Collaborative working
- Travel
- Conflicts of interest
Employees, staff and volunteers should, at all times:
- Exercise good judgment, always considering what is in the best long-term interest of Loop.
We hire our team members because we trust in their ability to make the necessary decisions for their role, guided by informed discussions when needed. If you feel confident in your decision and can justify it with sound reasoning, you will always have our support.
This does not mean mistakes will not happen; we are all human. What matters is that you do your best to make the right choices and acknowledge any missteps early on so we can work together to correct them.
- Uphold our values in everything you do and whenever representing Loop.
This means integrating our values into your daily work and using them as guidelines for decision-making. If a decision doesn’t align with one or more of our values, then it’s not the right choice.
- Ask if you’re not sure or need clarification on something.
If you do not feel 100% confident in making a decision alone, do not hesitate to seek clarification or a second opinion. We are all one team to do the best we can together.
B. Equality, Diversity and Belonging
Introduction
This section reflects Loop’s values and reinforces our commitment to equality and diversity. The purpose of this section is to make our commitment to equality and diversity explicit to team members and volunteers to enable sound judgment in decision-making. Use this as a guide for your own conduct and as a reference for the standards of behavior you should expect from colleagues. It is not meant to cover every possible situation but provides a framework for professional and respectful interactions.
Society is diverse, made up of people of different backgrounds, needs and perceptions. It includes: women, men, trans and nonbinary people; people of different races and from different ethnic backgrounds; people with different abilities and disabilities and different states of mental health; lesbian, gay and bisexual people; people of different religions, faiths and philosophies, including those who do not follow any faith; people of all ages, people from different economic backgrounds, those with caregiving responsibilities, etc.
Equality and diversity apply to all of us. We all derive our sense of identity from belonging to one or more social groups. However, sharing a social identity does not make us a homogeneous group, each individual is shaped by unique life experiences. For example, among people with disabilities, each condition is different, and even the same condition can be experienced in unique ways by different individuals. The diversity of our staff and volunteers is a source of richness that benefits us all, including our global service users.
The purpose of this code is not to grant special rights to specific groups at the expense of others. Like all equality and diversity initiatives, it aims to ensure that everyone is treated fairly and protected from discrimination and harassment.
Definitions
The following examples demonstrate behaviors and actions that would be considered to be in breach of Loop’s commitment to equality, diversity and belonging:
- Behavior that in any way offends, intimidates, is hostile, degrading or humiliating to others.
- Derogatory or insulting remarks about colleagues based on their actual or perceived protected characteristics. This includes ‘jokes’, ‘banter’, ridicule and taunts.
Such remarks or jokes could breach equality laws and may make colleagues uncomfortable even if they don't appear to react.
Where any such ‘banter’ takes place, consider:
- Are you the instigator?
- Do you participate?
- Are you silent (Silence is consent)?
- Do you remind your colleagues that this is inappropriate?
- Resisting to engage with people because of being unfamiliar with their actual (or perceived) social identity or because of being worried about behaving inappropriately or using the wrong language.
This can lead to exclusion and isolation. Instead, we foster a culture where we are all invited to respectfully attempt to use what we consider to be correct language and respectfully inform the other when they do use language that has offended, assuming initially that the speaker did not intend to offend.
- Pressing colleagues to give details of their personal circumstances rather than waiting for them to offer this information.
This can, for example, create difficulties for lesbian, gay or bisexual colleagues who may not be ‘out’ at work or who may be waiting until they feel they can trust their colleagues before they share this information.
C. Bullying and Harassment
Loop is committed to ensuring that all team members have the right to work in an environment where individual dignity is respected and where harassment and bullying have no place. We are dedicated to eliminating all forms of intimidation and fostering a culture of inclusivity and respect.
This policy covers harassment based on disability, gender, marital status, sexual orientation, age, creed, color, race, or ethnic origin, in line with guidance from the Equalities Act 2010, UK policy, which we have used for guidance.
Definitions
Harassment is generally described as "unwanted conduct that affects the dignity of colleagues, partners and communities; it encompasses unwelcome physical, verbal or non-verbal behavior that denigrates, ridicules or is intimidatory. The essential characteristic of harassment is that the action(s) is unwanted by the recipient. The following interpretations and examples of harassment may be helpful in determining whether harassment has taken place.
General Harassment
Harassment can take many forms and may be directed in particular against women and ethnic minorities or towards people because of their age, disability, gender, gender expression, marriage/civil partnership, pregnancy/maternity, race, religion or belief, sexual orientation or other social characteristic. It may involve action, behavior, comment or physical contact that is found objectionable or that causes offense; it can result in the recipient feeling threatened, humiliated or patronised and it can create an intimidating work environment.
Racial or Sectarian Harassment
In the workplace, racial or sectarian harassment may take the form of actual or threatened physical abuse or it may involve offensive jokes, verbal abuse, language, graffiti or literature of a racist or sectarian nature or offensive remarks about a person's skin color, physical characteristics or religion. It may also include repeated exclusion of a person from an ethnic or religious minority from conversations, patronizing remarks, unfair allocation of work, or pressure about the speed and/or quality of their work in a way that differs from the treatment of other employees.
Sexual Harassment
Sexual harassment can be defined as an uninvited, unreciprocated and unwelcome behavior of a sexual nature that is offensive to the person involved and causes that person to feel threatened, humiliated or embarrassed. Examples of sexual harassment are:
- requests for sexual favours, including implied or overt promises of preferential treatment or threats concerning present or future employment status;
- offensive gestures or comments;
- sexually-orientated jibes, innuendos or jokes;
- unwanted physical contact;
- the display of sexually offensive visual material such as calendars, photographs, books or videos.
Sexual harassment may be experienced by colleagues of any gender as a result of the conduct of people of any gender. It applies equally regardless of grade or level of job and may also occur when dealing with external clients and/or members of the public.
Bullying
Bullying is intimidation or belittling of someone through the misuse of power or position, which leaves the recipient feeling hurt, upset, vulnerable or helpless. It is often inextricably linked to the areas of harassment described above. The following are examples of bullying:
- Unjustified criticism of an individual’s personal or professional performance; shouting at an individual; criticizing an individual in front of others.
- Spreading malicious rumors or making malicious allegations.
- Intimidation or ridicule of individuals with disabilities and/or learning difficulties.
- Ignoring or excluding an individual from the team / group
D. Safeguarding Code of Conduct
Safeguarding denotes measures to protect the health, well-being and human rights of individuals, which allow people—especially children, young people and vulnerable adults—to live free from abuse, harm and neglect.
Safeguarding is at the heart of Loop's mission. We built our platform so that service users of international aid can more easily and safely share feedback, complaints and reports of abuse. We work to incentivize and support aid organizations to use our platform, thus giving them greater opportunities to listen and respond to customers of Aid. Safeguarding is everyone’s responsibility, regardless of their role or team. All team members are expected to be familiar with and follow all guidance in the Safeguarding Policy.
We expect all staff to take safeguarding concerns seriously, act on them promptly by following the Safeguarding procedure, and foster an environment where individuals feel supported and empowered to report concerns, allegations, or incidents.
While we recognize that local laws and cultural contexts vary, Loop is an international non-governmental organization, and our Code of Conduct is based on international and UN standards. Staff are expected to comply with local laws in the countries where they operate, except in cases where Loop’s Code of Conduct sets a higher standard, in which case it takes precedence.
We expect our people, and our partners, to understand their responsibilities and to know how to respond when they have a safeguarding concern, or a safeguarding concern is raised.
Inclusion, Equality and Diversity
In upholding Loop’s commitment to Inclusion, Equality and Diversity:
- I take personal responsibility to observe Loop’s values whilst at work or volunteering and to observe the principles within our Equality and Diversity Policy, which is based on good practice and the requirements of legislation.
- I will support and cooperate with policies and initiatives designed to support Loop’s commitment to equality and diversity; for example, I will participate in relevant diversity training.
- I will treat people as individuals, respecting their identity, even when it is different from my own.
- I recognize that what is acceptable to one person may not be to another, as everyone is an individual. For example, religious beliefs are deeply personal, and even individuals of the same faith may respond differently to potentially offensive remarks.
- I will challenge questionable attitudes and behaviors, whether addressed to me or others in my presence, if I feel someone is behaving inappropriately. If I do not feel confident to do this, I will discuss the matter with my line manager or another manager.
- I will acknowledge that a colleague may give offense when that is not what they intended. If I encounter such a situation, I will first address it with my colleague in a non-confrontational and informal manner. I will approach the conversation with an open mind, giving them the benefit of the doubt and fostering awareness and understanding.
- I will approach my colleagues with sensitivity and respect when seeking clarification about whether something I have said, done, or plan to do is appropriate.
- I will be respectful and use my common sense, for example, when trying to get to know colleagues at work without pressing them for personal details.
Anti-Bullying and Harassment Standards
In upholding Loop’s commitment to zero tolerance for bullying and harassment:
- I will treat all people as individuals and with respect.
- I will not engage in any behavior that could be considered bullying or harassment according to the definitions above.
- I will notify my manager if I am aware of any bullying or harassment taking place within Loop. If unable to talk to my manager, I will notify a more senior manager.
Safeguarding Standards
In upholding Loop’s commitment to safeguarding:
- I will treat all people fairly with respect and dignity.
- When working in an international context or travelling internationally on behalf of Loop, I will be observant of all local laws and be sensitive to local customs
- I will seek to ensure that my conduct does not bring Loop into disrepute and does not impact on or undermine my ability to undertake the role for which I am employed
- I will not work under the influence of alcohol or use, or be in possession of, illegal substances on Loop premises or accommodation or while employed by Loop
Not engage in abusive or exploitative conduct
- I will not engage in sexual activity with children (persons under the age of 18). A mistaken belief in the age of a child is not a defence
- I will not exchange money, employment, goods or services for sex, including sexual favors or other forms of humiliating, degrading or exploitative behaviour. This includes any exchange of assistance that is due to beneficiaries
- I will not engage in sexual relationships with beneficiaries of assistance since they are based on inherently unequal power dynamics
- I will not engage in any commercially exploitative activities with children or vulnerable adults, including child labour or trafficking
- I will not physically assault a child or vulnerable adult
- I will not emotionally or psychologically abuse a child or vulnerable adult
Ensure the safety, health and welfare of all Loop staff members and associated personnel (volunteers, partners, suppliers and contractors)
- I will adhere to all legal and organisational health and safety requirements in force at my location of work
- I will comply with any local security guidelines and be proactive in informing management of any necessary changes to such guidelines
- I will behave in a manner such as to avoid any unnecessary risk to the safety, health and welfare of myself and others, including partner organisations and communities with whom we work
- I will be proactive and take action to increase the safety, health and welfare of those around me.
Be responsible for the use of information, assets and resources to which I have access as a result of my employment with Loop
- I will ensure that I use Loop’s assets and resources entrusted to me in a responsible manner and will account for all money and property
- I will not use Loop IT equipment, software or e-mail and social media platforms to engage in activity that is illegal under local or international law or that encourages conduct that would constitute a criminal offense. This includes any material that intimidates or harasses any group based on protected characteristics or encourages extremism
- I will not use Loop IT equipment to view, download, create, distribute or save in any format inappropriate or abusive material, including but not limited to pornography or depictions of child abuse
Perform my duties and conduct my private life in a manner that avoids conflicts of interest
- I will declare any financial, personal or family (or close intimate relationship) interest in matters of official business which may impact on the work of Loop
- I will not be involved in awarding benefits, contracts for goods or services, employment or promotion within Loop to any person with whom I have a financial, personal, family (or close intimate relationship) interests
- I will seek permission before agreeing to being nominated as a prospective candidates or another official role for any political party
- I will not accept significant gifts or any remuneration from governments, communities with whom we work, donors, suppliers and other persons which have been offered to me as a result of my employment with Loop
Uphold confidentiality
- I will exercise due care in all matters of official business and not divulge any confidential information relating to colleagues, work-related matters or any sensitive information unless legally required to do so.
- As a moderator or Case Manager I will be sure to follow strict security procedures regarding contact information, the use of technology when coordinating around a sensitive story and only speak to the Managing Director, Case Manager or other Moderators about things that I read or manage as part of my work.
- If for my own wellbeing I need to speak to someone else it will be a professional counselor who also abides by strict confidentiality agreements.
Downstream Partners
- I will make all partners aware of our Safeguarding Code of Conduct and ask them to give us reassurance that they will, in turn:
- Act responsibly and with integrity
- Be transparent and accountable
- Seek to provide value for money
- Demonstrate commitment to Loop’s mission
- Be aware of their own safeguarding responsibilities
Managers’ Standards
In addition to upholding the above standards, managers have an added responsibility to foster a positive organizational culture with a strong focus on equality, diversity, and safeguarding practices. All team members in management and/or leadership roles are expected to:
- Demonstrate strong leadership by taking personal responsibility for progressing diversity within the organization.
- Lead by example by championing Loop’s values, challenging prejudice, and modeling inclusive behavior. Your actions will shape and strengthen the culture within your team
- Ensure that equality and diversity are embedded in everything you do, a practice often referred to as ‘mainstreaming.’ This does not mean expecting all staff or volunteers to conform to the norms and values of the majority. For example, it is important to avoid policies that disproportionately disadvantage certain groups, such as limiting career development opportunities for female part-time workers unless they extend their hours or enforcing unnecessary dress codes that may unfairly impact younger employees
- Adhere to employment and volunteering policies designed to ensure lawful and fair practices, such as the Recruitment Policy
- Stay informed and committed to diversity by continuously expanding your knowledge. Regularly assess your own learning and development needs on diversity issues, ensuring ongoing growth at least once a year.
- Undertake relevant learning and development to maintain and improve your knowledge and to contribute to the learning of others
- Communicate Loop’s commitment to equality and diversity and ensure staff and volunteers’ learning and development needs on the subject are identified and met
- Review Loop’s Equality and Diversity Code of Conduct with team members and volunteers during performance reviews
- Ensure supervision is an open and two-way process that allows all staff and volunteers to highlight any discriminatory treatment they may have experienced in relation to any of the protected characteristics. Remember, our diversity impacts all of us.
- Challenge poor practice in others, promoting good practice, e.g. not ignoring inappropriate banter or jokes
- Prevent harassment / bullying and take immediate action once it has been identified, whether or not a complaint has been made
- Deal promptly and sensitively with allegations of harassment or bullying received either informally or formally
- Recognize that sexual harassment includes any unwanted sexual advances or behavior that causes offense to the recipient. Similarly, racial harassment refers to any behavior that is racially offensive to the recipient
Managers must be mindful not to let their own personal attitudes or perceptions about race or sexuality influence their judgment in any situation
