Outline 

 

This Equality, Diversity, and Inclusion Policy is designed to establish clear standards and expectations for all members of the Maikai team regarding equality, diversity, and inclusion in the workplace. 

 

Aim 

 

The aims of the Equality, Diversity and Inclusion Policy is as follows: 

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Promoting Inclusivity: Foster an inclusive work environment that values and respects all employees, irrespective of their background or characteristics, ensuring equal access to opportunities for professional growth and advancement within the organisation.  

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Preventing Discrimination: Prevent discrimination across all facets of employment, including recruitment, training, promotion, and compensation, based on protected characteristics such as race, gender, age, religion, sexual orientation, disability, or any other legally safeguarded attribute.  

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Eliminating Harassment: Cultivate a workplace culture that condemns all forms of harassment, whether verbal, physical, visual, or digital, fostering an environment where employees feel secure in reporting instances of harassment without fear of reprisal. 

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Ensuring Fair Treatment: Guarantee fair and equitable treatment of all employees, establishing transparent procedures for addressing grievances and complaints related to discrimination or harassment promptly and efficiently.  

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Educating and Empowering Employees: Empower and educate employees through comprehensive training and resources, equipping them with the knowledge and tools to identify, report, and intervene in situations contravening the policy on equal opportunities and harassment prevention. 

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Uphold compliance with legal mandates and industry standards about equal opportunities and harassment prevention, ensuring accountability among all staff members, including management, through clear reporting channels and disciplinary actions for policy violations. ​  

 

Introduction 

 

At Maikai, we are committed to maintaining the utmost standards of ethical conduct, integrity, and professionalism. This Equality, Diversity, and Inclusion Policy articulates the fundamental principles and directives guiding the conduct of our employees, consultants, and stakeholders. Adherence to this policy is imperative as it reinforces the trust, respect, and credibility we cultivate with our clients, partners, and the communities we engage with. 

 

Specific Sections 

 

1. Policy Statement:  At Maikai, we recognise the intrinsic value of fostering an environment where equality, diversity, and inclusion are not just encouraged but celebrated. Our commitment to these principles is embedded in every facet of our organisation, from recruitment to daily operations and beyond. As such, this Policy Statement serves as a cornerstone, outlining our unwavering dedication to upholding these ideals and ensuring that all members of our team are treated with dignity, fairness, and respect.   

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2. Definitions: In order to ensure clarity and consistency in the interpretation and application of our Equality, Diversity, and Inclusion Policy, the following definitions are provided. These definitions aim to articulate key concepts and terms used throughout the policy, thereby fostering a shared understanding among all members of the Maikai team. 

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a. Equality: The principle of treating all individuals fairly and impartially, irrespective of their background, characteristics, or identity. Equality entails ensuring that everyone has access to the same opportunities, rights, and resources, free from discrimination or bias. 

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b. Diversity: The recognition and celebration of the wide range of backgrounds, identities, perspectives, and experiences present within our organisation and society as a whole. Diversity encompasses dimensions such as race, ethnicity, gender, age, sexual orientation, disability, religion, socio-economic status, and cultural background. 

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c. Inclusion: The practice of creating an environment where every individual feels valued, respected, and empowered to contribute fully to the organisation's success. Inclusion involves actively embracing and leveraging diversity to foster a sense of belonging and ensure equitable access to opportunities and resources for all employees. 

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d. Discrimination: Any unjust or prejudicial treatment of individuals or groups based on protected characteristics, such as race, gender, age, disability, religion, sexual orientation, or any other attribute protected by law. Discrimination may occur in various forms, including but not limited to hiring practices, promotion decisions, and workplace interactions. 

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e. Harassment: Unwelcome conduct, whether verbal, physical, visual, or digital, that creates an intimidating, hostile, or offensive work environment for an individual or group. Harassment may be based on protected characteristics or other factors, and it can take various forms, including derogatory remarks, offensive jokes, gestures, or images. 

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f. Bias: Preconceived notions or attitudes that influence one's perceptions, judgments, and behaviours towards individuals or groups based on stereotypes or prejudices. Bias may manifest consciously or unconsciously and can contribute to discriminatory or exclusionary practices in the workplace. 

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3. Legal Framework:

 

The legal framework outlined in this section provides the foundation for Maikai's commitment to equality, diversity, and inclusion. It serves as a reference point for understanding the legal obligations and standards that guide our policies and practices in promoting a fair and inclusive workplace environment. By aligning our efforts with these legal mandates, we ensure compliance with applicable laws and regulations while upholding the rights and dignity of all individuals within our organisation.   

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a. Equality Act 2010: The Equality Act 2010 is the primary legislation in the UK that provides legal protection against discrimination and harassment based on protected characteristics such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Maikai is committed to upholding the principles outlined in the Equality Act 2010 and ensuring that our policies and practices are in compliance with its provisions.  

 

b. Equality and Human Rights Commission (EHRC): The EHRC is a statutory body responsible for promoting and enforcing equality and human rights laws in the UK. Maikai acknowledges the guidance and resources provided by the EHRC in navigating legal obligations related to equality, diversity, and inclusion, and commits to collaborating with the Commission to promote best practices in this regard.   

c. Employment Rights Act 1996: The Employment Rights Act 1996 sets out various employment rights and protections for workers in the UK, including provisions related to discrimination, harassment, and victimisation. Maikai ensures that all employees are aware of their rights under this legislation and endeavors to create a workplace environment free from discrimination and harassment.   

d. Data Protection Act 2018 (including GDPR): The Data Protection Act 2018, alongside the General Data Protection Regulation (GDPR), governs the processing of personal data and imposes obligations on organisations to ensure the fair and lawful treatment of individuals' information. Maikai respects the privacy rights of its employees and stakeholders and complies with data protection legislation in all aspects of its operations, including the collection, storage, and processing of personal data related to equality, diversity, and inclusion.    

e. Case Law: Maikai recognises the importance of staying abreast of relevant case law developments about equality, diversity, and inclusion in the UK. By monitoring and incorporating key legal precedents into our policies and practices, we aim to mitigate legal risks and uphold the rights and protections afforded to our employees. 

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4. Responsibilities:

 

At Maikai, fostering equality, diversity, and inclusion is a collective responsibility that extends across all levels of our organisation. Each member of our team plays a crucial role in upholding these principles and contributing to a workplace culture where everyone feels valued, respected, and empowered to thrive. This section outlines the specific responsibilities assigned to various stakeholders within our company to ensure the effective implementation of our Equality, Diversity, and Inclusion Policy.  

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a. Senior Management: Senior management at Maikai is responsible for setting the tone at the top and demonstrating a commitment to equality, diversity, and inclusion through their words, actions, and decisions. They are tasked with providing leadership, guidance, and resources to support the implementation of our policy and fostering an inclusive organisational culture.  

b. Human Resources (HR) Department: The HR department plays a central role in overseeing the development, implementation, and monitoring of our Equality, Diversity, and Inclusion Policy. They are responsible for ensuring that recruitment, hiring, training, promotion, and disciplinary processes are conducted fairly and equitably, free from discrimination or bias. 

c. Managers and Supervisors: Managers and supervisors are responsible for promoting equality, diversity, and inclusion within their respective teams and departments. They are expected to lead by example, address any instances of discrimination or harassment promptly and effectively, and create an inclusive work environment where all employees feel valued and respected.  

d. Employees: Every employee at Maikai has a responsibility to uphold the principles outlined in our Equality, Diversity, and Inclusion Policy and contribute to a culture of respect, dignity, and inclusion. This includes treating colleagues with fairness and respect, challenging discriminatory behavior or attitudes when observed, and participating in training and education initiatives aimed at promoting awareness and understanding of diversity issues.  

e. Diversity and Inclusion Officers/Committees: Where applicable, designated diversity and inclusion officers or committees are responsible for spearheading initiatives to promote equality, diversity, and inclusion within the organisation. They are tasked with developing and implementing strategic plans, conducting assessments, and providing recommendations to senior management on ways to enhance diversity and foster inclusivity across the company.  

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5. Promoting Equality, Diversity and Inclusion: 

 

At Maikai, we recognise that fostering equality, diversity, and inclusion is not only a moral imperative but also essential for driving innovation, creativity, and organisational success. In this section, we outline our commitment to actively promoting equality, diversity, and inclusion across all aspects of our operations, from recruitment and talent development to workplace culture and community engagement.  

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a. Recruitment and Hiring Practices: Maikai is dedicated to implementing fair and unbiased recruitment and hiring practices to ensure equal opportunities for all candidates, irrespective of their background, identity, or characteristics. We proactively seek to attract diverse talent pools and mitigate unconscious biases throughout the recruitment process.   

b. Training and Development: We provide comprehensive training and development opportunities for all employees to enhance their understanding of equality, diversity, and inclusion principles and foster inclusive behaviours. This includes workshops, seminars, and resources aimed at promoting cultural competence, empathy, and awareness of unconscious biases.    

c. Workplace Policies and Practices: Maikai maintains policies and practices that promote equality, diversity, and inclusion in the workplace, including non-discrimination, harassment prevention, reasonable accommodations for employees with disabilities, and flexible working arrangements to support work-life balance.  

d. Leadership and Accountability: Our leadership team is responsible for championing equality, diversity, and inclusion initiatives and fostering a culture of inclusivity and belonging within the organisation. They lead by example and hold themselves and others accountable for upholding these principles in all aspects of their roles and responsibilities.   

e. Employee Resource Groups: Maikai encourages the formation of employee resource groups (ERGs) to provide forums for employees to connect, share experiences, and advocate for diverse perspectives within the organisation. These groups play a vital role in promoting inclusivity and driving positive change.     

f. Community Engagement and Partnerships: We actively engage with external stakeholders, including community organisations, industry partners, and advocacy groups, to support initiatives aimed at promoting equality, diversity, and inclusion in the broader community. By collaborating with like-minded organisations, we amplify our impact and contribute to positive social change.     

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6. Preventing Discrimination and Harassment: 

 

At Maikai, we are steadfast in our commitment to fostering a workplace environment that is free from discrimination and harassment of any kind. In this section, we outline our sero-tolerance policy towards discrimination and harassment and detail the measures in place to prevent and address these behaviours effectively. Our aim is to cultivate a culture of respect, dignity, and inclusivity where every individual feels valued and safe.

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a. Policy Against Discrimination: Maikai maintains a comprehensive policy prohibiting discrimination in all its forms, including but not limited to race, gender, age, religion, sexual orientation, disability, or any other protected characteristic under UK law. Discrimination is strictly prohibited in all aspects of employment, including recruitment, hiring, training, promotion, and compensation. 

b. Policy Against Harassment: We uphold a strict policy against harassment, encompassing verbal, physical, visual, and digital conduct that creates an intimidating, hostile, or offensive work environment. Harassment based on protected characteristics or any other factor is unacceptable and will not be tolerated under any circumstances.  

c. Awareness and Training: Maikai provides comprehensive training and awareness programs to educate employees about the types of discrimination and harassment, their impact on individuals and the workplace, and the importance of prevention and intervention. Training is mandatory for all employees and is regularly updated to reflect evolving legal standards and best practices. 

d. Reporting Mechanisms: We maintain clear and accessible reporting mechanisms for employees to report incidents of discrimination or harassment confidentially and without fear of retaliation. Reports are thoroughly investigated, and appropriate disciplinary action is taken against perpetrators by our policies and legal obligations. 

e. Support and Remedies: Maikai is committed to providing support and remedies to individuals who have experienced discrimination or harassment, including access to counselling, medical assistance, and legal resources where necessary. We strive to ensure that all affected parties are treated with empathy, respect, and sensitivity throughout the resolution process.    

f. Regular Monitoring and Review: We conduct regular monitoring and review of our policies, procedures, and practices to assess their effectiveness in preventing and addressing discrimination and harassment. Feedback from employees, trends in reported incidents, and legal developments inform ongoing improvements to our approach.   

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7. Accommodations and Accessibility:  At Maikai, we are committed to ensuring that all members of our team have equal access to opportunities and resources, regardless of any disabilities or individual needs they may have. In this section, we outline our dedication to providing reasonable accommodations and fostering accessibility in the workplace to support the full participation and contribution of every employee.  

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a. Reasonable Accommodations: Maikai recognises the importance of providing reasonable accommodations to employees with disabilities or specific needs to enable them to perform their job duties effectively. Accommodations may include modifications to the work environment, flexible work arrangements, assistive technologies, or adjustments to policies and procedures.   

b. Individualised Approach: We take an individualised approach to assessing accommodation requests, engaging in an interactive process with employees to identify appropriate accommodations that meet their specific needs while maintaining the essential functions of their roles. Our goal is to ensure that all employees can perform their job duties to the best of their abilities. 

c. Accessibility Initiatives: Maikai is dedicated to fostering accessibility in the workplace by removing physical, technological, and communication barriers that may hinder the participation of individuals with disabilities. We strive to ensure that our facilities, equipment, digital platforms, and communication channels are accessible to all employees. 

d. Training and Awareness: We provide training and awareness programs to educate employees about the importance of accommodation and accessibility, as well as best practices for supporting colleagues with disabilities or specific needs. By fostering a culture of inclusivity and understanding, we promote collaboration and respect among all members of our team.    

e. Continuous Improvement: Maikai is committed to continuously improving our accommodation and accessibility efforts through regular evaluation, feedback mechanisms, and collaboration with employees, disability advocacy groups, and accessibility experts. We actively seek to identify and address any barriers to inclusion and accessibility in the workplace. 

f. Legal Compliance: We adhere to all relevant legal requirements and regulations pertaining to accommodations and accessibility, including the Equality Act 2010 and the duty to make reasonable adjustments for employees with disabilities. Compliance with these obligations is integral to our commitment to equality, diversity, and inclusion. 

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8. Training and Education: 

 

At Maikai, we understand that fostering a culture of equality, diversity, and inclusion requires ongoing education, awareness, and skill development among all members of our team. In this section, we outline our commitment to providing comprehensive training and educational opportunities to empower employees to recognise, understand, and actively promote equality, diversity, and inclusion in the workplace.  

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a. Mandatory Training Programs: Maikai mandates participation in training programs designed to raise awareness and deepen understanding of key concepts related to equality, diversity, and inclusion. These programs cover topics such as unconscious bias, cultural competence, inclusive leadership, and harassment prevention. 

b. Customised Workshops and Seminars: We offer customised workshops and seminars tailored to address the specific needs and challenges of our organisation. These sessions provide practical strategies, tools, and resources for promoting inclusivity, managing diversity, and fostering respectful workplace interactions.  

c. Online Learning Resources: Maikai provides access to online learning resources, including e-learning modules, videos, and articles, to supplement in-person training and enable employees to engage with diversity and inclusion topics at their own pace and convenience.   

d. Leadership Development: We offer specialised training and development opportunities for leaders and managers to enhance their skills in promoting equality, diversity, and inclusion within their teams and across the organisation. Leadership training focuses on fostering inclusive leadership behaviours, managing diverse teams, and addressing bias in decision-making.  

e. Employee Resource Groups (ERGs): Maikai supports the formation of employee resource groups (ERGs) as platforms for peer learning, networking, and advocacy on diversity and inclusion topics. ERGs provide opportunities for employees to engage in dialogue, share experiences, and drive initiatives to promote a more inclusive workplace culture.  

f. Continuous Learning and Evaluation: We emphasise the importance of continuous learning and evaluation to ensure the effectiveness of our training and education initiatives. Feedback mechanisms, surveys, and assessments are used to gather insights from employees and gauge the impact of training programs on attitudes, behaviours, and organisational culture.  

g. Integration into Onboarding Process: Equality, diversity, and inclusion training are integrated into the onboarding process for new hires, ensuring that all employees receive foundational knowledge and understanding of our commitment to creating an inclusive workplace from their first day at Maikai.  

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9. Monitoring and Reporting: 

 

At Maikai, we recognise the importance of monitoring and reporting mechanisms to assess the effectiveness of our equality, diversity, and inclusion initiatives and ensure accountability for maintaining a supportive and inclusive workplace environment. In this section, we outline our commitment to systematically monitoring our progress and providing transparent reporting on our efforts in promoting equality, diversity, and inclusion.  

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a. Data Collection and Analysis: Maikai collects and analyses relevant data on diversity metrics, including workforce demographics, recruitment and retention rates, and employee satisfaction surveys. This data enables us to identify trends, gaps, and areas for improvement in our equality, diversity, and inclusion efforts.  

b. Regular Assessments and Evaluations: We conduct regular assessments and evaluations of our policies, procedures, and practices to determine their impact on promoting equality, diversity, and inclusion. These evaluations may include internal audits, focus groups, and external assessments conducted by third-party experts.  

c. Key Performance Indicators (KPIs): Maikai establishes key performance indicators (KPIs) to measure progress towards our equality, diversity, and inclusion goals. KPIs may include metrics related to representation, employee engagement, diversity training participation, and incidents of discrimination or harassment reported and resolved.  

d. Transparency and Accountability: We are committed to transparency and accountability in our monitoring and reporting processes. Regular updates on our equality, diversity, and inclusion initiatives are communicated to employees through internal channels, such as company meetings, newsletters, and intranet portals.  

e. Stakeholder Engagement: Maikai engages with stakeholders, including employees, customers, suppliers, and community partners, to solicit feedback and input on our equality, diversity, and inclusion efforts. Stakeholder perspectives inform our monitoring and reporting processes and help us identify opportunities for collaboration and improvement.  

f. Annual Reports and Public Disclosure: We publish annual reports summarising our progress in promoting equality, diversity, and inclusion, including achievements, challenges, and future goals. These reports may be made publicly available on our website or shared with relevant stakeholders upon request.  

g. Continuous Improvement: Maikai is committed to continuous improvement in our monitoring and reporting practices. We regularly review and update our methodologies, metrics, and reporting frameworks to ensure their relevance, accuracy, and alignment with best practices in equality, diversity, and inclusion measurement.  

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10. Review and Evaluation: 

 

Continuous review and evaluation are fundamental to maintaining the effectiveness and relevance of our equality, diversity, and inclusion initiatives at Maikai. In this section, we outline our commitment to conducting regular assessments and evaluations to ensure that our policies, practices, and programs align with our goals of fostering an inclusive workplace culture where all employees feel valued, respected, and empowered.  

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a. Periodic Assessments: Maikai conducts periodic assessments of our equality, diversity, and inclusion initiatives to evaluate their impact and effectiveness. These assessments may take the form of surveys, focus groups, interviews, or performance evaluations conducted internally or with the assistance of external consultants.   

b. Feedback Mechanisms: We establish feedback mechanisms to solicit input from employees, managers, and other stakeholders on their experiences and perceptions related to equality, diversity, and inclusion in the workplace. Feedback is used to identify areas of strength, areas for improvement, and emerging issues that require attention.  

c. Benchmarking and Comparison: Maikai benchmarks our equality, diversity, and inclusion practices against industry standards and best practices to assess our performance relative to peers and identify areas where we can learn from others and implement improvements.  

d. Review of Policies and Procedures: We conduct regular reviews of our equality, diversity, and inclusion policies and procedures to ensure they remain up-to-date, compliant with legal requirements, and aligned with the evolving needs and priorities of our workforce and stakeholders.  

e. Evaluation of Training Programs: Maikai evaluates the effectiveness of our equality, diversity, and inclusion training programs to assess their impact on employee knowledge, attitudes, and behaviours. Feedback from participants, pre- and post-training assessments, and performance metrics are used to gauge program effectiveness.    

f. Action Planning: Based on the findings of our review and evaluation processes, Maikai develops action plans to address identified gaps, capitalise on strengths, and implement targeted interventions to advance our equality, diversity, and inclusion goals.    

g. Continuous Improvement Culture: We foster a culture of continuous improvement, where feedback from review and evaluation processes is used to inform decision-making, drive innovation, and promote ongoing learning and development in our equality, diversity, and inclusion efforts.    

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11. Communication and Implementation:

 

Effective communication and diligent implementation are essential for ensuring that our equality, diversity, and inclusion policies are understood, embraced, and upheld across all levels of the organisation. In this section, we outline our approach to communicating our commitments, expectations, and initiatives related to equality, diversity, and inclusion and ensuring their effective implementation throughout Maikai. 

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a. Clear Communication Channels: Maikai establishes clear communication channels to disseminate information regarding our equality, diversity, and inclusion policies, initiatives, and updates. This includes regular communication through company-wide emails, newsletters, intranet portals, and staff meetings. 

b. Leadership Messaging: We engage senior leadership to communicate our organisation's commitment to equality, diversity, and inclusion and emphasise its importance in achieving our business objectives. Leadership messaging serves to reinforce the values and principles guiding our efforts in this area. 

c. Employee Engagement: Maikai encourages employee engagement and participation in our equality, diversity, and inclusion initiatives through open dialogue, feedback mechanisms, and opportunities for involvement in ERGs and other relevant forums. Employee input is valued and considered in decision-making processes. 

d. Training and education programs: We ensure that all employees receive comprehensive training and education on equality, diversity, and inclusion, including the rationale behind our policies, their rights and responsibilities, and practical strategies for promoting an inclusive workplace culture. 

e. Policy Implementation Guidelines: Maikai provides clear and accessible guidelines for implementing our equality, diversity, and inclusion policies and procedures. This includes outlining the steps for reporting incidents of discrimination or harassment, requesting accommodations, and accessing support resources. 

f. Integration into Organisational Processes: Equality, diversity, and inclusion considerations are integrated into various organisational processes, including recruitment, performance management, talent development, and decision-making. This ensures that these principles are embedded in our day-to-day operations and decision-making practices. 

g. Regular Review and Updates: We conduct regular reviews of our communication and implementation strategies to assess their effectiveness and relevance. Feedback from employees, stakeholders, and key performance indicators inform adjustments and updates to our approach as needed. 

h. External Communication and Collaboration: Maikai communicates our equality, diversity, and inclusion commitments externally to clients, partners, suppliers, and the broader community. We seek opportunities for collaboration and partnership with external stakeholders to advance shared goals and initiatives in this area.  

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12. Communication and Implementation:

 

At Maikai, we understand that upholding our equality, diversity, and inclusion policies requires a commitment to compliance and effective enforcement mechanisms. In this section, we outline our approach to ensuring adherence to our policies and procedures and the actions we take to address violations of our equality, diversity, and inclusion standards. 

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a. Policy Adherence Expectations: Maikai sets clear expectations for all employees regarding compliance with our equality, diversity, and inclusion policies. Every member of our team is expected to uphold the principles outlined in these policies and demonstrate respect for their colleagues, regardless of differences. 

b. Training and Education on Policies: We provide comprehensive training and education on our equality, diversity, and inclusion policies to ensure that all employees understand their rights and responsibilities. Training includes information on prohibited behaviours, reporting procedures, and the consequences of policy violations. 

c. Employee Engagement: Maikai encourages employee engagement and participation in our equality, diversity, and inclusion initiatives through open dialogue, feedback mechanisms, and opportunities for involvement in ERGs and other relevant forums. Employee input is valued and considered in decision-making processes. 

d. Prompt Investigation of Complaints: Any complaints or allegations of discrimination, harassment, or other violations of our equality, diversity, and inclusion policies are promptly and thoroughly investigated. Investigations are conducted impartially, with due regard for confidentiality and the rights of all parties involved. 

e. Fair and Transparent Disciplinary process: Maikai follows a fair and transparent disciplinary process for addressing confirmed violations of our equality, diversity, and inclusion policies. Disciplinary measures may include counselling, training, written warnings, suspension, or termination of employment, depending on the severity and recurrence of the violation. 

f. Support for Reporting Parties: Maikai conducts regular monitoring and auditing of our compliance with equality, diversity, and inclusion policies to identify any areas of concern or non-compliance. These audits help us to proactively address issues and strengthen our enforcement mechanisms. 

g. External Reporting Mechanisms: In addition to internal reporting channels, Maikai provides external reporting mechanisms for individuals who prefer to report violations of our equality, diversity, and inclusion policies to an independent third party, such as an ombudsperson or regulatory authority. 

h. Continuous Improvement in Enforcement: We continuously review and improve our enforcement mechanisms to ensure their effectiveness and fairness. Feedback from employees, stakeholders, and outcomes of investigations inform adjustments and enhancements to our enforcement processes.  

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13. Distribution: 

 

All policy is distributed to all Maikai employees, contractors and third parties to ensure adherence at every level and for each individual to understand their role in ensuring compliance.