1.0 Purpose
Black Group is committed to maintaining a professional, respectful, and safe working environment for all employees.
The purpose of this policy is to:
• Prevent harassment and abuse of authority
• Protect employees from coercion or misconduct
• Provide clear guidance on workplace relationships
• Protect the reputation and integrity of Black Group
• Establish fair procedures for addressing concerns
Black Group recognizes that employees may develop personal relationships in the workplace. This policy does not seek to regulate employees’
private lives. However, when personal relationships intersect with professional responsibilities, they must be managed with transparency, respect,
and integrity.
2.0 Scope
This policy applies to:
• all employees
• managers and supervisors
• executives
• contractors and consultants
• interns and temporary staff
It applies to conduct that occurs:
• in the workplace
• during work-related travel
• at company events
• in digital communications related to work
3.0 Core Principles
Black Group operates according to the following principles:
1. Every employee has the right to a safe workplace.
2. Professional decisions must never be influenced by personal relationships.
3. Abuse of authority is strictly prohibited.
4. Rejection of romantic or sexual advances must be respected immediately.
5. Complaints will be handled fairly and confidentially.
4.0 Definitions
Romantic or Sexual Relationship
A relationship involving emotional intimacy, romantic involvement, or sexual contact between employees.
Sexual Harassment
Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature that creates an intimidating, hostile,
or offensive working environment.
Abuse of Authority
Using a position of power or influence to obtain personal or sexual favors.
Conflict of Interest
A situation where personal relationships could influence professional judgment or decisions.
5.0 Respecting Rejection
Employees may express romantic interest toward another colleague. However:
• the advance must be respectful
• the other person must be free to decline
If a romantic or sexual advance is rejected:
• the matter must end immediately
• repeated advances are prohibited
Continued pursuit after rejection may constitute harassment.
6.0 Abuse of Professional Authority
Employees must never use professional authority to pursue personal relationships.
Prohibited conduct includes:
• suggesting promotions in exchange for intimacy
• implying career benefits for personal relationships
• threatening career consequences after rejection
Such conduct is considered serious misconduct.
7.0 Prohibited Relationships in Reporting Structures
Romantic or sexual relationships are prohibited when:
• one employee supervises another
• one employee evaluates the performance of another
• one employee controls compensation or promotion decisions
• employees are in the same direct reporting chain
If such a relationship develops:
• both employees must notify HR immediately
• HR will determine appropriate actions
Employees involved in such relationships cannot remain in the same reporting structure.
8.0 Informal Influence Relationships
Romantic relationships are also prohibited when one employee holds significant professional influence over another, even without direct reporting.
Examples include:
• participation in promotion decisions
• membership on hiring committees
• significant influence over compensation decisions
• senior leadership authority
Employees must avoid relationships where such influence exists.
9.0 Consensual Workplace Relationships
Black Group recognizes that consensual relationships between employees may occur.
When such relationships exist:
• both individuals must ensure professional conduct
• work decisions must remain impartial
• conflicts of interest must be avoided
Where necessary, HR may adjust reporting structures to maintain fairness.
10.0 Consensual Relationship Acknowledgement
Employees who voluntarily enter a romantic or sexual relationship with a colleague are encouraged to complete a Consensual Relationship
Acknowledgement Form.
This document confirms that, at the time of signing:
• the relationship is voluntary
• neither party feels pressured or coerced
This acknowledgement does not waive legal rights.
11.0 Withdrawal of Consent
At any time, either party may withdraw consent to the relationship.
Employees are encouraged to document this decision clearly, such as through written communication.
Once consent is withdrawn:
• the other party must respect the decision immediately
• further advances may constitute harassment
12.0 Workplace Conduct After Relationships End
Employees must maintain professionalism after a relationship ends.
Prohibited behavior includes:
• harassment
• retaliation
• intimidation
• spreading personal information
Violations may lead to disciplinary action.
13.0 Professional Boundaries
Employees must maintain appropriate professional boundaries at work.
Conduct that may create professional risk includes:
• explicit sexual discussions in the workplace
• physical intimacy in work environments
• using work authority to influence personal relationships
14.0 Workplace Relationship Risk Awareness
Employees should exercise judgment in situations that may create misunderstandings.
Examples include:
• private meetings in hotel rooms
• visiting colleagues’ homes when they are alone
• late-night meetings unrelated to work
• situations involving alcohol
Black Group respects employees’ private lives, but employees are encouraged to exercise caution and professionalism.
15.0 Manager and Leadership Responsibilities
Managers and leaders carry additional responsibilities.
They must:
• maintain professional boundaries
• avoid conflicts of interest
• prevent favoritism
• promote a respectful workplace environment
Failure to uphold these responsibilities may result in disciplinary action.
16.0 Favoritism and Preferential Treatment
Managers must not provide preferential treatment to employees with whom they have personal relationships.
Examples include:
• promotions
• salary increases
• favorable work assignments
• scheduling advantages
17.0 Reporting Concerns
Employees are encouraged to report concerns involving:
• harassment
• abuse of authority
• retaliation
• conflicts of interest
Reports may be made to:
• HR
• management
• designated ethics channels
All reports will be handled confidentially where possible.
18.0 HR Investigation Protocol
When HR receives a complaint:
1. Initial intake and documentation
2. Risk assessment
3. Evidence collection
4. Interviews with relevant parties
5. Review of communications and documentation
6. Determination of findings
Investigations will be conducted fairly and confidentially.
19.0 Possible Findings
After investigation HR may determine:
• no violation
• minor conduct concern
• policy violation
• serious misconduct
20.0 Disciplinary Actions
Depending on severity, disciplinary actions may include:
Violation Action
Minor conduct issue Coaching or warning
Policy violation Written discipline
Repeated misconduct Suspension
Abuse of authority Termination
Harassment Termination
21.0 Protection Against Retaliation
Black Group prohibits retaliation against employees who:
• report misconduct
• participate in investigations
• raise concerns in good faith
Retaliation may result in disciplinary action.
22.0 HR Decision Framework
When HR receives a complaint it will evaluate:
1. Was there a rejected advance?
2. Was the relationship consensual?
3. Was consent withdrawn?
4. Was authority abused?
5. Does a reporting conflict exist?
Appropriate action will be taken based on the findings.
23.0 Documentation and Records
HR will maintain confidential records of:
• complaints
• investigations
• outcomes
Records will be stored securely according to company policy.
24.0 Workplace Training
Black Group may provide workplace conduct training covering:
• harassment awareness
• professional boundaries
• reporting procedures
Managers may receive additional leadership training.
25.0 Confidentiality and Reputation Protection During Investigations
Black Group recognizes that allegations involving personal misconduct can have serious personal and professional consequences for all
individuals involved.
To ensure fairness and protect the integrity of the investigation process, the following principles apply.
25.1 Confidential Handling of Allegations
All reports, complaints, and investigations under this policy will be handled with the highest level of confidentiality reasonably possible.
Information related to an allegation will only be shared with individuals who have a legitimate need to know in order to investigate and resolve the
matter.
25.2 Protection of All Parties
Black Group recognizes that both the complainant and the accused may experience significant personal and professional impact during an
investigation.
The company will make reasonable efforts to protect the dignity, privacy, and professional reputation of all parties while the investigation is
ongoing.
25.3 Avoidance of Rumors and Speculation
Employees who become aware of a complaint or investigation must not:
• spread rumors
• speculate about the situation
• publicly discuss allegations without authorization
Unnecessary disclosure or workplace gossip may result in disciplinary action.
25.4 Neutrality During Investigation
An allegation does not constitute a determination of wrongdoing.
Black Group will conduct investigations impartially and will not reach conclusions until the investigative process has been completed.
Black Group will not take disciplinary action based solely on allegations without conducting a fair and impartial investigation.
25.5 Communication During Investigations
Internal or external communication regarding allegations will be managed carefully by authorized personnel.
Black Group will avoid releasing information that could unfairly damage the reputation of any individual while an investigation is ongoing.
25.6 Respect for Legal Processes
If allegations involve potential criminal conduct, Black Group may cooperate with law enforcement authorities while continuing to follow internal
procedures for workplace conduct.
26.0 Disciplinary Action and Policy Violations
Employees are expected to follow the professional conduct guidelines outlined in this policy.
Violations of these standards may result in disciplinary action, including termination of employment, depending on the severity of the conduct and
the findings of any investigation.
Disciplinary decisions will be based on:
• available evidence
• the results of internal investigation
• applicable employment laws and company policies.
27.0 Final Policy Statement
Black Group does not seek to regulate the private lives of its employees.
However, when personal relationships intersect with professional responsibilities, they must be managed with transparency, respect, and integrity.
Employees are expected to exercise sound judgment and uphold professional standards in all workplace interactions.
Black Group is committed to maintaining a workplace culture built on:
• fairness
• professionalism
• accountability
• mutual respect.
Appendix A
Workplace Relationship Disclosure Form
1. Purpose
This form is to be completed when a personal, romantic, or intimate relationship develops between employees that may create:
• a conflict of interest
• a reporting line concern
• a perception of favoritism
• a potential workplace disruption
The purpose is not to prohibit relationships, but to ensure transparency, fairness, and professional integrity within Black Group Inc.
2. Employee Information
Employee 1
• Full Name. :................................................
• Employee ID:................................................
• Job Title. :................................................
• Department :................................................
Employee 2
• Full Name :................................................
• Employee ID:................................................
• Job Title :................................................
• Department :................................................
3. Nature of Relationship
Please confirm the nature of the relationship:
☐ Consensual romantic relationship
☐ Personal relationship with potential conflict of interest
☐ Other (please specify):........................................................................................................................................................................
................................................................................................................................................................................................................
4. Reporting Relationship
Please indicate whether any of the following apply:
☐ One employee directly supervises the other
☐ One employee influences performance evaluation
☐ One employee influences compensation or promotion decisions
☐ One employee has disciplinary authority over the other
☐ None of the above
If any of the above are selected, details must be provided:..........................................................................................................................
......................................................................................................................................................................................................................
5. Conflict of Interest Assessment
Employees must disclose any actual or potential conflict of interest:
......................................................................................................................................................................................................................
......................................................................................................................................................................................................................
......................................................................................................................................................................................................................
6. Acknowledgment of Professional Conduct
Both employees acknowledge and agree that:
• the relationship is fully consensual
• they will maintain professional conduct at all times in the workplace
• they will not allow the relationship to influence business decisions
• they will avoid any behavior that may create discomfort or disruption
• they will not engage in favoritism or misuse of authority
• they understand that failure to maintain professionalism may result in disciplinary action
7. Policy Compliance Acknowledgment
Both employees confirm that they have:
• read and understood the Workplace Relationships & Conduct Policy
• disclosed this relationship in good faith
• agreed to comply with any measures implemented by the company
8. Management Review (For HR / Leadership Use)
Management will assess:
• potential conflict of interest
• reporting structure risks
• impact on team dynamics
Recommended actions (if any):
☐ No action required
☐ Change in reporting line
☐ Department transfer
☐ Removal of supervisory responsibilities
☐ Other (specify):................................................
Comments:
......................................................................................................................................................................................................................
......................................................................................................................................................................................................................
......................................................................................................................................................................................................................
9. Signatures
Employee 1
Signature:................................................
Date :................................................
Employee 2
Signature:................................................
Date :................................................
HR / Management Representative
Name :................................................
Signature:................................................
Date :................................................
Appendix B
Consensual Relationship Acknowledgement Form
Employees confirm that, at the time of signing:
The relationship is voluntary and consensual.
Neither party feels pressured or coerced.
Both parties understand company policies regarding workplace conduct.
Both parties will maintain professionalism at work.
Employee A Name :................................................
Employee ID Number :................................................
Employee A Signature:................................................
Employee B Name :................................................
Employee ID Number :................................................
Employee B Signature:................................................
Appendix C
Consent Withdrawal Notice Template
Subject: Withdrawal of Consent
I am writing to confirm that I no longer wish to continue a romantic or personal relationship with you.
I request that all further interactions remain strictly professional.
Name:................................................
Date :................................................
Appendix D
Incident Report Template
Employee Name :................................................
Department :................................................
Date of Incident :................................................
Description of Incident:................................................
Witnesses :................................................
Supporting Evidence :................................................
Signature:................................................
Date :................................................