Category Archives: Staff Updates

24.07.2020- Employee Privacy Notice

EMPLOYEE PRIVACY NOTICE

Data controller:

Malhotra Group PLC (“the Group”)

Data Protection Officer (DPO):

Paul Wright, Malhotra House, 7-9 Groat Market, Newcastle upon Tyne, NE1 1UQ

 

The Group collects and processes personal data relating to our employees which is necessary to manage the employment relationship. The Group is committed to being transparent about how it collects and uses that data in order to meet our data protection obligations.

What information does the Group collect?

The Group collects and processes a range of information about you. This includes:

  • your name, address and contact details, including email address and telephone number, date of birth and gender;
  • the terms and conditions of your employment;
  • details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisation;
  • information about your remuneration, including entitlement to benefits such as pensions or insurance cover;
  • details of your bank account and national insurance number;
  • information about your marital status, next of kin, dependants and emergency contacts;
  • information about your nationality and entitlement to work in the UK;
  • information about your criminal record;
  • details of your schedule (days of work and working hours) and attendance at work;
  • details of periods of leave taken by you, including holiday, sickness absence, family leave and sabbaticals, and the reasons for the leave;
  • copies of any email, WhatsApp, Facebook Messenger (or any other messenger medium) correspondence sent from any Company/Group device;
  •  copies of any email correspondence or calendar information sent or created on a Company/Group email account;
  • details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
  • assessments of your performance, including appraisals, performance reviews and ratings, training you have participated in, performance improvement plans and related correspondence; and
  • information about medical or health conditions, including whether or not you have a disability for which the Group needs to make reasonable adjustments.

The Group collects this information in a variety of ways. For example, data is collected through application forms, CVs; obtained from your passport or other identity documents such as your driving licence; from forms completed by you at the start of or during employment (such as benefit nomination forms); from correspondence with you; or through interviews, meetings or other assessments.

In some cases, the Group collects personal data about you from third parties, such as references supplied by former employers, information from employment background check providers, information from credit reference agencies and information from criminal records checks permitted by law (enhanced DBS check).

Data is stored in a range of different places, including your personnel file, in the organisation’s HR management systems and in other IT systems (including the organisation’s email system).

Coronavirus (COVID-19)

The Company may find it necessary for us to store information regarding NHS Track & Trace. The legal basis for the retention and processing of this data is the protection of our employees, residents, customers and the wider public. Under the General Data Protection Regulations (GDPR) such data can be retained and processed, if:

  • ‘Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’. As information about health is a special category of personal information, a further section of the GDPR applies (Article 6(1)(e)); and/or
  • ‘Processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of healthcare’ (Article 9(2)(i)).

The development of the NHS Test and Trace scheme is a key part of the Government’s plan to manage the spread of Coronavirus (COVID-19). Data will not be shared without sound legal basis, but in the interests of public safety and in order to prevent the spread of COVID-19, we will be legally obliged to share data upon request from NHS Test and Trace. Such data will only be retained as long as we are legally obliged to do so.

Why does the Group process personal data?

The Group needs to process data to enter into an employment contract with you and to meet its obligations under your employment contract. For example, it needs to process your data to provide you with an employment contract, to pay you in accordance with your employment contract and to administer your pay and your pension entitlements (if applicable).

In some cases, the Group needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check an employee’s entitlement to work in the UK, to deduct tax, to comply with health and safety laws and to enable employees to take periods of leave to which you are entitled. For certain positions, it is necessary to carry out criminal records checks (enhanced DBS) to ensure that individuals are permitted to undertake the role in question.

In other cases, the Group has a legitimate interest in processing personal data before, during and after the end of the employment relationship. Processing employee data allows the Group to:

  • run recruitment and promotion processes;
  • maintain accurate and up-to-date employment records and contact details (including details of who to contact in the event of an emergency), and records of employee contractual and statutory rights;
  • operate and keep a record of disciplinary and grievance processes, to ensure acceptable conduct within the workplace;
  • operate and keep a record of employee performance and related processes, to plan for career development, and for succession planning and workforce management purposes;
  • operate and keep a record of absence and absence management procedures, to allow effective workforce management and ensure that employees are receiving the pay or other benefits to which you are entitled;
  • to ensure that we comply with our duties in relation to individuals with disabilities, meet our obligations under health and safety law, and ensure that our employees are receiving the pay or other benefits to which you are entitled;
  • operate and keep a record of other types of leave (including maternity, paternity, adoption, parental and shared parental leave), to allow effective workforce management, to ensure that the Group complies with duties in relation to leave entitlement, and to ensure that employees are receiving the pay or other benefits to which you are entitled;
  • ensure effective general HR and business administration;
  • provide references on request for current or former employees;
  • respond to and defend against legal claims; and
  • maintain and promote equality in the workplace.

Where the Group relies on legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of employees or workers and has concluded that they are not.

Some special categories of personal data, such as information about health or medical conditions, is processed to carry out employment law obligations (such as those in relation to employees with disabilities and for health and safety purposes).

Where the Group processes other special categories of personal data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is done for the purposes of equal opportunities monitoring.

Who has access to data?

Your information will be shared internally, including with members of the HR and recruitment team , accounts (including payroll),  our marketing department, your line manager, managers in the business area in which you work and  contracted service providers (such as parties who manage our IT and network infrastructure) if access to the data is necessary for performance of their roles.

The Group shares your data with third parties in order to obtain pre-employment references from other employers, obtain employment background checks from third-party providers and obtain necessary criminal records checks from the Disclosure and Barring Service. The Group may also share your data with third parties in the context of a sale of some or all of our business. In those circumstances the data will be subject to confidentiality arrangements.

The Group will not transfer your data to countries outside the European Economic Area.

How does the Group protect data?

The Group takes the security of your data seriously. The Group has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the performance of their duties.

Where the Group engages third parties to process personal data on our behalf, we do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.

For how long does the Group keep data?

The Group will hold your personal data for the duration of your employment. The periods for which your data is held after the end of employment will be assessed on the “legitimate interest” basis in respect of holding this data i.e. up to 3 years for PAYE information (in the event of an audit) and up to 6 years for personnel records following the end of your employment.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the Group to change incorrect or incomplete data;
  • require the Group to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the Group is relying on its legitimate interests as the legal ground for processing; and
  • ask the Group to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the organisation’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact our Data Protection Officer (details as set out above).

You have the right to make a formal Data Subject Access Request (DSAR) in relation your personal data. Request will normally be processed within 1 calendar month. If you believe that the Group has not complied with your data protection rights, you can complain to the Information Commissioner.

What if you do not provide personal data?

You have some obligations under your employment contract to provide the Group with data. In particular, you are required to report absences from work and may be required to provide information about disciplinary or other matters under the implied duty of good faith. You may also have to provide the Group with data in order to exercise your statutory rights, such as in relation to statutory leave entitlements. Failing to provide the data may mean that you are unable to exercise your statutory rights.

Certain information, such as contact details, your right to work in the UK and payment details, have to be provided to enable the Group to enter a contract of employment with you. If you do not provide other information, this will hinder the organisation’s ability to administer the rights and obligations arising as a result of the employment relationship efficiently.

 

Review date: July 2020

15.07.2020- Employee Update

Please find below our latest staff update for Malhotra Group PLC. This update is correct as of 15 July 2020.

We understand that the recent consultation communication will have been unsettling for many of you that are concerned about your job security once our participation in the Coronavirus Job Retention Scheme (CJRS) ends on 31 August.

You may also have questions as to why we will be closing off our participation before the scheme ends officially in October 2020. Although the scheme contribution is nil in terms of wages until August, continuing to use the Furlough scheme comes at a material cost for the business. As annual leave has continued to accrue during the Furlough period, the liability has to be paid to all staff at a top-up of 20%. This is a substantial cost to the business as we are sure our staff will appreciate. The cost of annual leave top-up must be paid despite nil income to the Company as sites are only now being gradually reopened. There is also the added administration cost in terms of payroll, HR and Legal work that occurs in order to process Furlough Pay and holidays, and deal with the numerous enquires that come from each Government announcement and communication with staff.

Despite these costs and time taken to process these payments, the Company has taken the decision to continue our participation in the scheme until the end of August even though we will have to start contributing towards pension and National Insurance from 1 – 31 August.

As previously explained, the Company has sustained a significant loss of income since March 2020, we will be unable to sustain participation from 1 September as the Government require us to contribute 10% of wages from 1 September, and 20% from 1 October.

We appreciate that this is a difficult time for your all, however we feel that it is important to be as honest and transparent with our employees as possible.

If you have any queries about this notice, please contact HR@malhotragroup.co.uk.

This update is correct as of 15 July 2020. Please keep in touch with your line manager in relation to further updates.

10.06.2020- Employee Update

Please find below our latest employee update for Prestwick Care. This update is correct as of 10 June 2020. Please continue to view the company website to obtain the most recent employee updates.  

As lockdown guidelines begin to ease, we wish to support our staff in planning for the journey ahead. 

Naturally, the pandemic may have put a lot of strain on many people’s mental health. There will be inevitable worry and upset about yours and loved one’s health, your place of work, childcare and your finances. 

We would like to assure you that you are not alone and over the next few months and that we are committed to supporting our employees’ long term. 

If you require any support or have any questions, please do not hesitate to get in touch with your manager or HR@malhotragroup.co.uk 

There are also lots of external resources available for you. Please see links below:

pastedGraphic.pngMental Health Forum: committed to reducing the suffering caused by mental ill health and to help everyone lead mentally healthier lives.
www.mentalhealth.org.uk

 

pastedGraphic_1.pngMental Health Matters: Mental Health Matters (MHM) was established 30 years ago by families and carers in the North East to provide support and care for people they loved with mental health problems.

                              www.mentalhealthmatters.com

 

pastedGraphic_2.pngMIND: Provide advice and support to empower anyone experiencing a mental health problem. Campaign to improve services, raise awareness and promote understanding. 

 www.mind.org.uk

 

pastedGraphic_3.pngSCIE: The Social Care Institute for Excellence (SCIE) improves the lives of people who use care services by sharing knowledge about what works
www.scie.org.uk

 

pastedGraphic_4.pngSANE: is a leading UK mental health charity. We work to improve quality of life for anyone affected by mental illness.

 www.sane.org.uk

 

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Time to Change: is England’s biggest programme to challenge mental health stigma and discrimination.
www.time-to-change.org.uk

 

Guide to Tax Debt and Mental Health (from the RIFT Group)
https://www.riftrefunds.co.uk/tax-refunds/uk-tax-refund-advice/tax-debt-and-mental-health/

pastedGraphic_6.pngCampaign Against Living Miserably 

(CALM) : a service for young men CALM, the campaign against living miserably, exists to prevent male suicide in the UK.

www.thecalmzone.net

 

pastedGraphic_7.pngChildline: is a private and confidential service for children and young people up to the age of nineteen.

 www.childline.org.uk

 

pastedGraphic_8.pngIf U Care Share: North East based organisation which promotes emotional wellbeing in young people and supports families affected by suicide 

  www.ifucareshare.co.uk

If you have any queries about this notice, please contact HR@malhotragroup.co.uk. 

This update is correct as of 10 June 2020. Please keep in touch with your line manager in relation to further updates. 

27.05.2020- Employee Update

This week is Mental Health Awareness Week and Learning at Work Week. At Malhotra Group PLC, we know that it benefits all of us to talk about mental health, this year more so than ever whilst we are all finding ways to cope mentally in the current pandemic. The theme this year is ‘kindness’. Please find attached an activity pack and links for you access:

https://malhotragroup.co.uk/wp-content/uploads/2020/05/Activity-Pack-for-Workplaces-May-2020.pdf

If you feel you require support in any way. There are, however, lots of different ways to have a conversation about mental health and you don’t have to be an expert to talk about this topic. You can also visit www.time-to-change.org.uk/asktwice  and find out how the simple act of asking twice can help support our conversations with friends and co-workers. Acas has also this week published new guidance to help employees to manage their mental health during the coronavirus crisis. The link to the guidance is https://www.acas.org.uk/coronavirus-mental-health.

Stay Safe

Malhotra Group PLC

18.05.2020- Employee Update

Thank you for your continued interaction with our staff update page. This update is correct as of 19 May 2020. Please continue to view the company website to obtain the most recent employee updates.  

Coronavirus Job Retention Scheme (CJRS)

Due to the closure of our leisure sites, a number of employees were placed on Furlough Leave under the Coronavirus Job Retention Scheme (CJRS). The continued co-operation of our employees to agree to Furlough Leave has mitigated the need for redundancies at this critical time for our organisation.

Extension of the scheme

The CJRS was originally scheduled to finish at the end of June, however the scheme has now been extended until the end of October. There will now be at least two phases:

Until 31 July 2020 employees on Furlough Leave will continue to receive 80% of their current salary, up to a maximum of £2,500. From 1 August 2020 to 31 October 2020 the scheme will become more flexible and employees may be able to work part-time during this phase. Further details will be published by the end of May and we will update you again at that point. Employees currently on Furlough Leave will therefore continue participating in the CJRS until at least 31 July 2020 unless they are required to return to work (or they request to leave the scheme).

If you are currently on Furlough Leave, it is important that you do not do any work for us. However, we may ask you to undertake training during this period. Please note that all employees are required to obtain our written consent before working for any other organisation. Please contact HR on HR@malhotragroup.co.uk if you require permission in this regard. 

Participants of the CJRS will remain employed throughout their period of Furlough Leave and their continuity of employment will not be affected.  Annual leave will also continue to accrue in the normal way, however any holidays accumulated during this period must be used during Furlough Leave and will be processed in line with Government guidance. 

We also encourage any employees on Furlough Leave to keep in touch with colleagues via any methods of informal communication, such as use of Microsoft Teams, WhatsApp or social media groups, so that we can all continue to support each other at this difficult time.

Your welfare and safety are paramount at this time so please follow all government guidance in relation to Covid-19/Coronavirus. 

If you have any queries about this notice, please contact HR@malhotragroup.co.uk

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This update is correct as of 19 May 2020. Please keep in touch with HR in relation to further updates. 

12.05.2020- Employee Update

Please find below our latest employee update. This update is correct as of 12 May 2020. Please continue to view the company website to obtain the most recent employee updates.  

We hope you had a great weekend and despite the current distancing challenges were able to spend some time celebrating VE day. Many localities were certainly decked out in red, white, and blue and everyone, quietly and perhaps more tempered than planned, celebrated.  

We also received an update from the Prime Minister on Sunday night and, as expected only a slight change occurred.  Further to this update, for all staff that are currently homeworkers, please continue to work from home as you have been doing so until you hear further from your line manager. 

Furloughed employees

If you are currently furloughed, and wish to take up additional employment, permission must be sought before commencement of alternative work. Please email HR@malhotragroup.co.uk for further information. 

New Guidance

The government has published OUR PLAN TO REBUILD: The UK Government’s COVID-19 recovery strategy, setting out its roadmap to bring the UK out of Covid-19 lockdown https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/884171/FINAL_6.6637_CO_HMG_C19_Recovery_FINAL_110520_v2_WEB__1_.pdf?mc_cid=8906abd006&mc_eid=2410606497 so please read page 29 in respect of their guidance in respect of homeworking. 

Give Way to your Colleagues

If you are currently working from home but have to attend any of our sites or Head Office please respect social distancing guidance and be mindful when using stairs, door and corridors. Where it is not possible to maintain the 2-metre rule, please stop and give way. Please see https://www.gov.uk/guidance/working-safely-during-coronavirus-covid- for further information   and 19https://www.gov.uk/government/publications/coronavirus-outbreak-faqs-what-you-can-and-cant-do/coronavirus-outbreak-faqs-what-you-can-and-cant-do. 

Current Guidance 

The current guidance may seem confusing. The simplest way we have seen it explained is in the following 3 step format:

🔴 STEP 1 (not before Wednesday 13th May) 

🔴 Outdoor exercise is now unlimited as long as you socially distance. 

🔴 You are now allowed to visit parks, walk, sunbathe and even BBQ as long as you socially distance. 

🔴 You can meet one other person from a different household outdoors – following social distancing guidelines. Public gatherings of more than 2 people from different households are prohibited in law. There are no limits on gatherings in the park with members of your household.

🔴You can now drive to other destinations in England – no distance stated – (not Scotland or Wales) to exercise as long as you socially distance.

🔴You can now play sports, but only with people from your own household to reduce the chance of infection from others.

🔴Fines to be increased for people who ignore social distancing rules and take part in social gatherings.

🔴You can now start going back to work, only if you can’t work from home and social distancing can still be met – manufacturing and construction work were included in those industries encouraged to return to work. 

🔴You should try to avoid public transportation where possible, ideally walking or cycling to work if practical, if not then you should drive.

The above new measures will be monitored BEFORE moving to step 2 if there is no major increase in infections. Such an increase will result in the reinstatement of lockdown conditions. 

Orange Circle on Apple iOS 13.3 STEP 2 (June at the earliest) 

Orange Circle on Apple iOS 13.3 The phased reopening of retail and some shops.

Orange Circle on Apple iOS 13.3 Look at getting primary schools back. Reception, year 1 and year 6.

Orange Circle on Apple iOS 13.3 Secondary school pupils will get some time with teachers before the holiday regarding exams.

Steps 1 & 2 will be closely monitored before moving to Step 3 which will only happen if there is no major increase in infections. A major increase will result in a return to lockdown status. 

Green Circle on Apple iOS 13.3 STEP 3 (no earlier than July 2020)

Green Circle on Apple iOS 13.3 Start to look at reopening hospitality and other public places that attract larger gatherings such as restaurants, cinemas and leisure etc. 

The above is to be staged over the next two months. 

⛔Social distancing rules stay in place and must still be followed.

⛔Visiting other households is still not permitted.

⛔Social gatherings are still not allowed.

⛔You do not have to return to work if your place of work is not yet allowed to open or your employer chooses to remain closed.

⛔Restricted movement is NOT over, it has just been slightly relaxed to see if doing so influences the reinfection rate (R value)

⚠️The PM made it clear if the steps are not met then social distancing and restricted movement will carry on until the steps are met.

⛔STAY ALERT.

Remain aware and diligent that the virus is still a threat to your health and the health of others.

⛔CONTROL THE VIRUS.

Continue to control the spread of the virus by adhering to social distancing guidelines, avoid or restrict contact with outside of your household.

⛔SAVE LIVES

Do your part to help stop the spread of the virus to yourself and others.

Your welfare and safety are paramount at this time so please follow all government guidance in relation to Covid-19/Coronavirus. 

If you have any queries about this notice, please contact HR@malhotragroup.co.uk. 

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This update is correct as of 12 May 2020. Please keep in touch with your line manager in relation to further updates. 

07.05.2020- Marsh’s Maypole Kids Activity Pack

We have kindly been provided with a copy of Marsh’s Maypole Madness Activity Pack. Please click on the link below to access the pack. We are sure that this will be of use to all of us who need to keep children, and ourselves, entertained over the forthcoming long weekends. Please feel free to share with friends, family and colleagues.

https://malhotragroup.co.uk/wp-content/uploads/2020/05/Maypole-Madness-Activities-Pack.pdf

 

Your welfare and safety are paramount at this time so please follow all government guidance in relation to Covid-19/Coronavirus.

 

01.05.2020- Employee Update

Thank you for your continued interaction with our staff update page. This update is correct as of 1 May 2020. Please continue to view the company website to obtain the most recent employee updates.

As you are aware guidance is changing regularly so we wanted to provide guidance on the latest information regarding the Coronavirus Job Retention Scheme (CJRS).

Whilst the original guidance referred to furloughing as an alternative to redundancy, the guidance now places the furloughing of employees as a response to business operations severely affected by COVID-19, opening the scheme up to a wider group of employees.

The temporary nature of the scheme has been extended by one month, the scheme is now in place for four months, beginning 1 March 2020. At present the scheme will be terminated at the end of June 2020, however this could be extended again.

Annual Leave

We are aware that there has been some confusion regarding annual leave for those on Furlough Leave. It is likely that the published guidance on the CJRS will be further updated and that additional guidance or legislation may be published, clarifying aspects of the scheme in relation to annual leave. Therefore, once we receive definitive guidance on the matter, and liaise with our specialist advisers, we will communicate how annual leave will be calculated. Statutory Sick Pay (SSP)

Employees placed on furlough do not qualify for SSP, however an employee on SSP or shielding in line with government guidance may be placed on furlough, in which case the employee would be classified as a furloughed employee and entitled to furlough pay.

Unpaid Leave

If an employee started unpaid leave, due to the effect of COVID-19 after 28 February 2020, they can be placed on furlough instead and receive at least 80% of their regular wages, up to the monthly cap of £2500. If an employee went on unpaid leave on or before 28 February, they cannot be placed on furlough until the date on which it was agreed they would return from unpaid leave. An employee is either on an arranged period of unpaid leave or on ‘furlough’, they can’t be on both at the same time. An employer can only claim through the Scheme for an employee who has been placed on ‘furlough’.

 Training – does that count as work?

Furloughed employees can engage in training, as long as in undertaking the training the employee does not provide services to, or generate revenue for, or on behalf of their organisation or a linked or associated organisation.

Where training is undertaken by furloughed employees, at the request of their employer, they are entitled to be paid at least their appropriate national minimum wage for this time. Where employees are placed on furlough, and the above training is not requested there is no requirement to meet the NMW or NLW as the employees are on a leave of absence.

Agreement to Furlough – records and calculations to be kept for five years

Recent guidance, dated 20 April 2020 states the following:

  • Employers must confirm in writing to their employee that they have been furloughed
  • If done in a way that is consistent with employment law, that consent is valid for the purposes of claiming the CJRS
  • A record of this communication must be kept for five years.

 

Your welfare and safety are paramount at this time so please follow all government guidance in relation to Covid-19/Coronavirus.

If you have any queries about this notice, please contact HR@malhotragroup.co.uk

This update is correct as of 1 May 2020. Please keep in touch with HR in relation to further updates.

22.04.20 – Employee Update

Thank you for your continued interaction with our staff update page. This update is correct as of 22 April 2020. Please continue to view the company website to obtain the most recent employee updates.

The Coronavirus Job Retention Scheme (CJRS) has now been extended to the end of June 2020. The CJRS is also now open to all employees that joined us before 19 March 2020. We have set out some information below that may be of interest if you are currently furloughed and wish to access online resources or volunteer.

Inclusion North Coronavirus Resources

Inclusion North have produced some really useful and free to access online resources. The resources include easy read guides about Coronavirus, and accessible daily news bulletins that people can watch online. You can access the full range of resources here.

Shopping safeguarding guidance

The Royal Voluntary Service (RVS) have produced a short guide to getting started as a community volunteer. A lot of the tips and information included may also be a useful resource for care and support staff who are now having to take a different approach to activities such as shopping. The full guide is available here.

Citylife Line

This service has been set up with partners in the voluntary and community sector for people wanting to volunteer their time while also providing a service for people to register their need for assistance. To find out more about the service, and to make contact, please visit the Citylife Line page here.

Government Guidance

The most recent government guidance on the CJRS can be found here: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/879484/200414_CJRS_DIRECTION_-_33_FINAL_Signed.pdf

Your welfare and safety are paramount at this time so please follow all government guidance in relation to Covid-19/Coronavirus.

If you have any queries about this notice, please contact HR@malhotragroup.co.uk.

 

This update is correct as of 22 April 2020. Please keep in touch with your line manager in relation to further updates.