Equality, Diversity, and Inclusion (EDI) Policy

Version 3.0

Company Name

1. Purpose

Prism Claims Group (“Prism”) is committed to fostering an inclusive workplace where all individuals are treated with dignity and respect, and where diversity is valued as a strength.

This policy outlines our approach to equality, diversity, and inclusion across all areas of our business, including:

• Prism Claims Group
• Solace Loss Adjusting Ltd
• Spectra Software Systems Ltd

We aim to ensure fair treatment for employees, customers, contractors, and all stakeholders, in line with the Equality Act 2010 and best industry practice.

2. Policy Statement

Prism is committed to:

• Providing equal opportunities in employment and service delivery
• Creating a working environment free from discrimination, harassment, and victimisation
• Promoting a culture of inclusion where everyone can contribute and thrive
• Ensuring decisions are based on merit, capability, and business needs
  

We do not tolerate discrimination on the basis of:

• Age
• Disability
• Gender reassignment
• Marriage or civil partnership
• Pregnancy or maternity
• Race (including ethnicity, nationality, and colour)
• Religion or belief
• Sex
• Sexual orientation

3. Scope

This policy applies to:

• All employees (permanent, temporary, and contract staff)
• Directors and senior leadership
• Contractors, suppliers, and partners
• Candidates applying for roles within Prism

4. Our Commitments

4.1 Fair Recruitment & Progression

We will:

• Ensure recruitment processes are fair, transparent, and free from bias
• Select candidates based on skills, experience, and potential
• Promote equal access to training, development, and career progression
• Monitor diversity data (where voluntarily provided) to identify and address gaps

4.2 Inclusive Workplace Culture

We are committed to creating an environment where individuals feel respected and valued:

• Encouraging open communication and respectful behaviour
• Promoting flexible working arrangements where possible
• Supporting employee wellbeing and work-life balance
• Taking swift action to address inappropriate behaviour

4.3 Zero Tolerance of Discrimination & Harassment

Prism operates a zero-tolerance approach to:

• Direct or indirect discrimination
• Harassment or bullying
• Victimisation

All complaints will be taken seriously and investigated promptly, fairly, and confidentially.

4.4 Supporting Customers & Vulnerable Individuals

As part of our claims handling responsibilities, we:

• Treat all customers fairly and without bias
• Identify and support vulnerable customers
• Adapt communication methods to meet individual needs
• Ensure accessibility in our services wherever practicable

4.5 Supply Chain & Contractor Expectations

We expect our contractors and suppliers to align with our EDI principles:

• Demonstrating fair treatment of their workforce
• Complying with equality legislation
• Supporting inclusive practices across the claims supply chain

EDI considerations may form part of onboarding and performance management processes.

5. Responsibilities

5.1 Board of Directors

• Overall accountability for EDI strategy and compliance

5.2 Senior Leadership Team

• Promote an inclusive culture
• Ensure policy implementation across all business areas

5.3 Line Managers

• Lead by example
• Ensure fair treatment within teams
• Address concerns promptly and appropriately

5.4 Employees

• Treat colleagues and stakeholders with respect
• Comply with this policy and report any concerns

6. Training & Awareness

Prism will:

• Provide regular training on equality, diversity, and inclusion
• Include EDI within onboarding programmes
• Reinforce awareness through ongoing communications and management engagement

7. Monitoring & Reporting

We will:

• Monitor diversity data (where voluntarily disclosed)
• Review recruitment, promotion, and retention trends
• Track complaints and incidents relating to discrimination or harassment
• Use insights to drive continuous improvement

8. Reporting Concerns

Employees are encouraged to raise concerns through:

• Line management
• HR or senior leadership
• Whistleblowing procedures

All concerns will be handled sensitively and without fear of retaliation.

9. Compliance

Failure to comply with this policy may result in disciplinary action, up to and including termination of employment or contract.

10. Continuous Improvement

Prism is committed to continuously improving its EDI practices by:

• Regularly reviewing this policy
• Setting measurable objectives
• Engaging with employees, clients, and partners for feedback

11. Approval

This policy is approved by the Board of Directors and will be reviewed annually.

7th January 2026