Modern Slavery & Wellbeing Policy

Matrix is committed to delivering social value through ethical employment, responsible supply chain management, and a culture that promotes mental and physical wellbeing. As a socially responsible employer and contractor, we apply a zero-tolerance approach to modern slavery, enforced through robust internal controls and supplier audits. We also foster a working environment that supports health, happiness, and long-term employee engagement.

1. Modern Slavery Risk Management and Supplier Compliance

Matrix fully supports and adheres to the Modern Slavery Act 2015. We recognise that modern slavery and human trafficking can occur in any supply chain, and as such we take a proactive, structured, and evidence-based approach to mitigate this risk.

Supplier Onboarding & Risk Assessment:
- All suppliers must complete a pre-qualification questionnaire (PQQ) including a Modern Slavery Declaration.
- High-risk suppliers (e.g., those operating outside the UK or in high-risk sectors) are flagged and subject to enhanced due diligence.
- We verify business legitimacy, location, licensing, labour practices, and any subcontracting arrangements.
- Risk profiles are created for each supplier and updated annually, or when changes in business practice occur.

Auditing and Ongoing Compliance:
- Matrix performs scheduled audits for active suppliers, including review of employment records, sub-contractor arrangements, and pay structures.
- We conduct site visits for higher-risk categories, interviewing employees confidentially to assess recruitment transparency and contract fairness.
- Red flags (e.g. lack of documentation, cash-in-hand payments, use of labour brokers) are escalated to our Procurement Director for immediate investigation.
- Where issues are identified, corrective action plans are agreed, with clear timelines and follow-up audits to ensure compliance.

Supplier Code of Conduct:
- All suppliers must comply with our Supplier Code of Conduct, which includes explicit prohibitions on forced labour, debt bondage, excessive overtime, and document retention.
- The Code aligns with UN Guiding Principles on Business and Human Rights, ILO conventions, and the ETI Base Code.
- Failure to comply results in suspension or termination of commercial relationships.

Training and Internal Controls:
- Procurement teams receive annual training on modern slavery indicators, risk analysis, and ethical sourcing.
- Contract Managers and HR staff are trained to detect signs of exploitation or coercion at site level.
- Anonymous whistleblowing channels are in place, promoted during induction and reviewed monthly.

2. Staff Health and Wellbeing Strategy

Matrix is committed to promoting employee health and wellbeing as a cornerstone of high-performance service delivery. We understand that mental and physical health are key to morale, productivity, and workforce stability.

Leadership & Wellbeing Culture:
- Line managers are trained to recognise early signs of stress, burnout, or disengagement, and provide signposting support.
- Wellbeing is embedded in monthly team meetings and performance reviews.
- We promote a culture of openness where staff are encouraged to raise wellbeing concerns without stigma.

Physical Health Support:
- Mandatory manual handling and DSE training helps prevent injury.
- Supervisors monitor fatigue and hydration levels and encourage use of breaks.
- We provide PPE, appropriate footwear, and environment-specific equipment to reduce strain.

Mental Health & Employee Assistance:
- All employees have access to a 24/7 Employee Assistance Programme (EAP), including counselling, debt advice, and crisis support.
- Trained Mental Health First Aiders are accessible across the business.
- We promote national campaigns like Stress Awareness Month and World Mental Health Day with internal comms and engagement activities.

Flexibility and Inclusivity:
- Flexible rota arrangements support those with caring responsibilities or long-term conditions.
- Staff with disabilities or mental health conditions are offered individual wellbeing plans.
- Inclusion, Equity, and Diversity policies are actively promoted and reviewed bi-annually.

Wellbeing Metrics and Monitoring:
- Absenteeism, staff turnover, and EAP engagement rates are tracked and analysed quarterly.
- Insights are shared with leadership and fed into HR strategy and service delivery reviews.

Conclusion

Through robust supplier auditing, transparent employment practices, and a strong commitment to workforce wellbeing, Matrix delivers a socially responsible service that aligns with legal, ethical, and cultural expectations. These principles are fundamental to our delivery model for Dyfed Powys Police and contribute to a safe, empowered, and high-performing workforce.

Matrix’s commitment to wellbeing is more than policy—it is demonstrated in the way we recruit, manage, retain, and develop our people. Our staff are not only employees; they are ambassadors of our values and the face of our service delivery. Ensuring their wellbeing is the foundation for our contract success.

Our leadership teams are trained in compassionate management and are expected to lead by example. Line managers are empowered to adjust workloads, rotas, and responsibilities temporarily to support employees dealing with life challenges such as bereavement, illness, or mental health crises.

We recognise the importance of financial wellbeing, particularly in challenging economic times. Our EAP includes financial advice and budgeting tools, and we work closely with staff to signpost support for issues like rent arrears, debt, or financial abuse.

To build a strong sense of belonging, Matrix facilitates regular team engagement activities such as recognition schemes, peer-nominated awards, and site-specific appreciation events. Our management teams celebrate achievements publicly, reinforcing a positive feedback culture.

We provide all staff with access to personalised wellbeing resources, including self-assessment tools, e-learning modules, and guidance tailored to working in high-pressure environments such as police sites. Our HR portal hosts content on resilience, anxiety management, and how to seek help confidentially.

In addition to mandatory Health & Safety measures, Matrix delivers quarterly wellbeing campaigns with changing themes such as stress management, hydration and nutrition, sleep hygiene, and healthy relationships. These campaigns are promoted through site posters, internal newsletters, and briefings led by line managers. Toolbox talks include wellbeing prompts, ensuring frontline operatives feel consistently supported.

We have developed a multi-dimensional wellbeing framework encompassing physical health, mental health, emotional resilience, financial stability, and social inclusion. This framework informs our HR practices, staff engagement initiatives, and supervisory approach.

Our staff wellbeing strategy is built upon the principles of prevention, early intervention, and continuous support. We believe that when employees feel safe, valued, and supported, they are more motivated, more productive, and more committed to service excellence. Wellbeing is not an add-on—it is central to our culture and embedded into our operational strategy from the ground up.