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Introduction
1.1 Purpose & Scope of the Manual
Welcome to the [Your Company Name] (hereinafter referred to as ‘the company’) Compliance Manual. This manual has been created to provide the firms staff, associated persons and regulators with a clear and detailed handbook that provides guidance, procedures, policies, measures and controls for complying with the rules and requirements as laid out by the firm itself, regulators, governing bodies and the law.
The rules and requirements that must be complied with are specific to each industry and business type and so not all rules have to be followed by all firms. However, it is an essential part of building a compliance program to know which rules and regulators are to be complied with, thus developing adequate and relevant procedures and controls to ensure that they are followed and complied with.
The rules and requirements come from a variety of sources such as Regulatory (FCA, PRA), Legislative (Data Protection Laws, Proceeds of Crime Act 2002), Contractual (Terms of Employment, SLA’s) and Business (Organisational procedures).
“A Compliance Manual includes the procedures, controls and guidance that have been put into place to ensure that regulatory, legislative contractual and business rules and requirements are complied with by a firm’s staff and any associated persons.”
This manual is presented in an easy to read and understand format and contains the relevant company documents, policies, procedures and guidance information so that staff have a reference handbook for ensuring compliance and the firm can perform its activities and functions in a structured and compliant manner. The manual and policies are also to be read in conjunction with our external policies, programs and handbooks, including: –
- Information Security
- GDPR/DPA18 Program
- SM&CR Program
- HR Policies & Employee Handbook
- Accounting Policies
- [Add/delete as applicable to your business]
The manual forms part of the firm’s contractual employment agreement and is to be read by all employees (as noted in the manual scope below). A copy of the Compliance Manual is provided to each staff member via [Individual Hardcopy / Intranet / Document Library] and a copy of the Compliance Declaration Form found at the end of this manual is completed and signed by all employees once the content has been read and annually thereafter.
The scope of this manual covers all staff (meaning permanent, fixed term, and temporary staff, any third-party representatives or sub-contractors, agency workers, volunteers, interns and agents engaged with the company in the UK or overseas) and is to be read and understood as a requirement within the organisation.
1.2 Responsibility for the Manual
The [insert named person or role] holding the compliance oversight function has overall responsibility for this manual in respect to updating, distribution, availability and compliance and monitoring employee’s adherence to its contents and the FCA rules.
The [insert named person or role] can delegate any of their responsibilities to a member of the Compliance Team, however the [insert named person or role] still retains overall responsibility for the manual oversight.
The manual forms part of the company’s document control system and is version controlled with any revisions or additions being noted in the revision table at the beginning of this document.