Modern Slavery Statement

IRIS Software Group

Modern Slavery Statement – Financial year 21/22

Introduction

Pursuant to Section 54(1) of the Modern Slavery Act 2015, this statement sets out IRIS Software Group’s (“IRIS”) commitment to combat the practice of modern slavery, forced labour and human trafficking. It is also to understand the potential modern slavery risks related to its business and implement steps aimed at ensuring no slavery or human trafficking takes place in its own business and its supply chains. This statement relates to actions and activities during the financial year 1st May 2021 to 30th April 2022. The statement is IRIS’ commitment to act ethically by taking steps within its direct structures and wider sphere of influence to ensure that modern slavery, as set out in the Act, is not taking place.

This statement will be reviewed annually by IRIS executives in line with its financial planning year end, ending 30th April.

Organisational structure and supply chains

This statement covers the structure and activities of IRIS including its subsidiary companies (as defined under the Companies Act 2006): 

  • The Organisation is a leading provider of business-critical software and services in the UK. It connects accountants, educational establishments, businesses and their employees enabling them to efficiently manage their financial, compliance and human capital resource requirements to achieve success. IRIS offers a broad range of specialist accountancy, financial management, human resource management and payroll solutions – delivered as a choice of integrated cloud-based and on-premise software and applications
  • IRIS’ contractors and suppliers are primarily based within the UK and EU
  • Products, services and software development are generally provided in-house rather than in a supply-chain method

Countries of operation and supply

IRIS primarily operates in the following countries/territories:

  • United Kingdom – majority of business conducted within the United Kingdom
  • North America – to which a portion of the Organisation’s customers are located, including PSI Payroll Services Inc. operating in Canada, and Star Americas Software Solutions LLC, Doc.it, Conarc Inc and Practice Engine Systems Inc operating in the United States
  • India IRIS KPO Resourcing located in India is a subsidiary of the Organisation, which provides business process outsourcing services for the Organisation’s customers based primarily in the United Kingdom
  • The European Union and the rest of the world – to which a small portion of the Organisation’s customers are located

IRIS’ procurement procedure follows a defined pathway with authorised personnel within the management structures ensuring third-party organisations, within the supplier/contractor pool and other companies that may be engaged with, are expected to ensure their goods, materials and labour-related supply chains:

  • Fully comply with the Modern Slavery Act 2015; and are
  • Transparent, accountable and auditable; and
  • Free from ethical ambiguities

Relevant policies

IRIS operates the following policies that describe its approach to the identification of modern slavery risks and steps to be taken to prevent slavery and human trafficking in its operations:

  • IRIS Anti-Slavery Policy: Described in more detail below under ‘Awareness-raising programme’
  • Whistleblowing Policy: IRIS encourages all workers, customers and other business partners to report any concerns related to the direct activities, or the supply chains of IRIS. The whistleblowing procedure is designed to make it easy for workers to make disclosures, without fear of retaliation
  • Employee Code of Conduct: The code makes clear to employees the actions and behaviour expected of them when representing the Organisation
  • IRIS uses only specified, reputable employment agencies to source labour and verifies the practices of any new agency it is using before accepting workers from that agency         

Risk assessment

IRIS has reviewed material suppliers and assessed whether any particular risks of slavery or human trafficking arise. It does not consider that key relationships with professional or business services suppliers give rise to material risks in this area. Risk may have the potential to arise in relation to internal facilities management, catering and the supply of office electronic equipment. Risk is managed through the use of suppliers who are considered to be reputable, and it has been specifically requested that all material regular suppliers confirm that their own business activities do not involve slavery or human trafficking.

Steps taken by the Organisation since May 2020

(A) Management responsibility and general awareness

  • Agreed management responsibility for this statement and the IRIS Anti-Slavery Policy has received unanimous endorsement from the Board
  • Raised general organisational awareness
  • Reported progress to the executive management team and the Board
  • Efforts made to raise awareness of this published statement
  • Prepared the next applicable annual statement

(B) Risk assessment

  • Undertaken assessments using legal, risk and procurement teams to determine risk exposure
  • Included the Modern Slavery Act 2015 within IRIS’ statutory and regulatory compliance risk assessment procedures to ensure the risk continues to be flagged, assessed and appropriately addressed
  • Asked suppliers to confirm their compliance with the Act during the commercial due diligence process

(C) Risk mitigation

IRIS seeks to impose adequate and robust contractual provisions relating to modern slavery or human trafficking compliance by applicable suppliers doing business with the Organisation. IRIS:

  • Acts promptly where a compliance breach has been identified or flagged
  • Continues to feedback lessons learnt into the compliance risk management process

Steps to take during the financial year 1st May 2021 to 30th April 2022

(A) Risk assessment

  • Commence a review exercise of this policy against IRIS’ activities in relation to any newly acquired entity that may be incorporated within the Organisation. Generally, continuing to establish whether the approach taken by the Organisation follows emerging best practice by:
    • Assessing and interpreting any recent or emerging case law and best practice;
    • Benchmarking activities against statements and action plans undertaken by similar organisations; and
    • Re-evaluating the risk of non-compliance as part of the cyclical compliance risk register   assessment
  • Continuing to ask suppliers to confirm they are compliant when conducting commercial due diligence

(B) Risk mitigation

  • Act promptly where a compliance breach has been identified or flagged
  • Continue to feedback lessons learnt into the compliance risk management process

(C) Training

  • Online training of staff so they are kept up to date

Awareness-raising programme

As well as training staff, IRIS has raised awareness of modern slavery issues by producing an IRIS Anti-Slavery Policy that is introduced to staff as part of the induction process and made available on the Organisation’s intranet thereafter.

The IRIS Anti-Slavery Policy explains to staff:

  • The basic principles of the Modern Slavery Act 2015;
  • How employees can identify and prevent slavery and human trafficking; and
  • What employees can do to flag up potential slavery or human trafficking issues to the relevant parties within the Organisation

Coronavirus (COVID-19) pandemic

Since March 2020, IRIS has taken the below actions in line with Government guidance to ensure employee safety and wellbeing as well as reduce risks in the supply chain during the pandemic.

Employee wellbeing

  • Offered enhanced sick pay, above statutory minimums required by the Government, as well as paid for employees to be covered under income protection scheme
  • Offered private medical insurance covering physical and mental health support and treatment
  • Published several guides for working from home and managing work-life balance. It has also offered workshops and support groups for employees
  • Continued to monitor wellbeing of US employees to ensure compliance with local guidelines
  • Offered fully remote working option for clinically vulnerable employees
  • Human Resources runs a weekly Covid report and monitors employees self-isolating through regular contact with their manager

Employee safety

  • Loaned desks, chairs, and IT equipment to ensure proper home working conditions
  • For employees who could not work from home, access to offices was granted by submitting a request to Facilities. Employees were monitored to follow social distancing restrictions
  • Increased frequency of cleaning regime: having professional cleaners every day as well as sanitising touch points throughout the day
  • Provided hygiene and sanitisation supplies to employees in the office
  • Carried out a Covid risk assessment for each office. All open offices are deemed Covid secure
  • While the Organisation has conducted a phased return to the office, it will continue monitoring Government guidelines in relation to best practice in this regard

Supply chains

  • To ensure suppliers are paid on time, the Organisation follows a set payment run timetable
  • The Organisation followed Government and third-party incentives available, so occasionally this timetable was deviated from

Board approval

This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 and constitutes the Organisation’s statement for the financial year ending 30th April 2022.

This statement has been approved by IRIS Capital Limited’s Board of Directors, who will review and update it annually.

Companies within the IRIS Software Group which this statement applies to:

  • IRIS Group Limited
  • 123Comms Limited
  • APS Global Ltd
  • Biostore Limited
  • Conarc Inc
  • Doc.It Inc
  • Doc.It Corp
  • Eurowage Limited
  • FMP HR and Payroll Software Limited
  • FMP Payroll Services Limited
  • Galaxy Payroll Limited
  • Hosted Accountants Limited
  • Indigo Marketing Limited
  • Innervision Management Limited
  • IRIS Americas Inc
  • IRIS Business Software Limited
  • IRIS Capital Limited
  • IRIS KPO Resourcing Private Limited
  • IRIS Payroll Software Limited
  • IRIS Payroll Solutions Limited
  • IRIS Software Limited
  • IRIS Software Group Limited
  • iSAMS Limited
  • iSAMS Pty Limited (Australia)
  • KashFlow Software Limited
  • MCN Associates Limited
  • P S Financials Limited
  • Payplus Ltd
  • Phroot Limited
  • PSI Payroll Services Inc. (Canada)
  • PTP Software Limited
  • Results Squared Limited
  • Senta SaaS Limited
  • Staffology Limited
  • Star Americas Software Solutions LLC
  • Star Professional Software Solutions Limited
  • Taxfiler Limited
  • The Practice Engine Group Limited
  • Practice Engine Systems Inc. (US)
  • Truancy Call Limited
  • Cascade Human Resources Limited