Guidance

UKSV Code of Conduct - Sponsor Guidance on Unacceptable Behaviour

Updated 31 October 2025

The Code of Conduct applies to everyone who accesses our services. 

1. Purpose of code of conduct

This code of conduct has been created to manage incidents of unacceptable behaviour consistently and fairly. It sets out clearly what UKSV considers to be unacceptable and the steps UKSV may take to deal with such behaviour. The Equality Act 2010 protects individuals against discrimination, harassment, and victimisation. UKSV meets the requirements of the Act through the principles outlined below.

1.1 Definition of unacceptable behaviour:

Unacceptable behaviour means acting in a way that is unreasonable, regardless of the level of someone’s stress, frustration, or anger. It may involve acts, words or physical gestures that could cause another person distress or discomfort.

At UKSV, the interactions with the Vetting Service can be stressful and can affect how you communicate with us. UKSV expects you to behave appropriately and treat our staff with courtesy and consideration as they carry out their duties. It is expected that the core principles are followed. 

1.2 Integrity and Honesty:

Uphold the highest levels of integrity and honesty. This includes being truthful and transparent during the interview process. Offer clear and factual responses to all inquiries. Please note failure to disclose relevant circumstances or information is likely to be regarded as evidence of unreliability and will be taken into account in assessing your suitability to hold clearance.

1.3 Professionalism:

Interviewees should conduct themselves in a professional manner mirroring the values of their sponsor organisation. Engage with UKSV employees in a polite and respectful manner, ensuring all communication is open and considerate. 

Interviewees should arrive at the agreed time, attending interviews well-prepared, having thoroughly provided and understood the necessary background information. Their attire should align with the formal expectations of the interview, showing respect for the occasion and reflecting a commitment to the process.

1.4 Respect and Fairness:

Treat all participants in the interview process with respect and fairness, fostering an environment of mutual trust and confidence.

1.5 Confidentiality and Discretion:

Maintain confidentiality and discretion with any information shared during the interview and wider engagement throughout the vetting process, reflecting the sensitivity of information. Treat all shared and received information with the utmost confidentiality, honouring the trust placed in the vetting  context. 

1.6 Lawful Conduct:

Ensure that all actions and behaviours during interviews and communications are lawful and ethical, in line with the codes of conduct for private practice and public service roles.

1.7 Respect for Diversity and Inclusion:

Show respect for diversity and inclusion, embracing different perspectives and backgrounds, as encouraged in the civil service and other professional settings. Engage politely and actively, ensuring clarity and consideration. Engage attentively, showing readiness to discuss pertinent subjects.

1.8 Accountability and Responsibility:

Interviewees should be accountable for their own words and actions. Remain fully engaged, showing openness and a readiness to discuss all relevant topics. Vetting Applicants and Clearance Holders should approach the interview with a respect for its structured nature, adhering to all guidelines and protocols. 

2. Examples of Unacceptable Behaviour

UKSV has a duty of care to protect employees from any form of harassment including sexual harassment within the physical and digital workplace. UKSV is committed to providing a safe and respectful environment for our staff, customers and applicants. Some examples of behaviour or language (written or spoken) UKSV would consider unreasonable or inappropriate might be where:

• Any form of physical violence or threats of physical violence or aggression against our staff or any departments associated with the vetting service.
• Consistent inappropriate use of rude or offensive language. E.g. insulting or degrading language, including inappropriate humour, innuendo or malicious allegations. This also includes derogatory, racist, sexist, ageist, or homophobic remarks and comments relating to disability, perceived gender, religion, belief, or any other personal characteristics towards the vetting staff.
• Sexual harassment is unacceptable and will not be tolerated under any circumstances. 
• Obstructive or evasive behaviour that hinders the vetting process during the interview.
• Insisting that the vetting process is dealt with in ways that go against our vetting procedure.
• Recording the meetings and conversations during the vetting process.
• Any behaviour that can be perceived as a criminal act.
• Attending the interview inappropriately dressed, lack of attire or state of undress; that is not conducive to the professional setting.

Where these principles are not followed, UKSV holds the right to terminate the interaction and escalate the incident further. UKSV does not expect our employees to tolerate unacceptable behaviour when communicating with our customers. UKSV expects all customers and interviewees to conduct themselves in a manner that respects the dignity and safety of our staff. Any behaviour deemed inappropriate may result in UKSV withdrawing services, immediate removal from physical or virtual setting, and escalation to the appropriate authorities.

3. Action Taken

Before an officer takes any action, they will inform the Interviewee that their conduct is a concern to us. They will make them aware and provide an initial verbal warning. This will give them the opportunity to change their behaviour.

If the unacceptable behaviour(s) or conduct continues after this warning the interaction will be terminated and the officer will escalate this further through the appropriate channels to inform the sponsoring organisation:

• Why their behaviour is considered unreasonable
• What action UKSV are taking
• Whether this action impacts the vetting service or a specific individual, team or business area. 

However, a warning will not be given in extreme cases to protect our staff. For example, when a physical threat is made; staff will remove themselves from the situation immediately. Some forms of unacceptable behaviour may be serious enough to constitute a criminal offence; the officer will refer the matter to the appropriate department where a criminal offence has been threatened or committed.. 

If UKSV decides they will not progress the vetting service,all parties concerned will be informed on how to challenge this decision. Any action UKSV takes in response to unreasonable behaviour will be recorded and will be subject to regular review.