Policy Statement

TradeSpace is committed to providing a safe, respectful, and harassment-free workplace for all employees, members, contractors, and  visitors. This policy establishes our zero-tolerance approach to workplace violence and harassment, and outlines the measures we will take to prevent, address, and eliminate such behavior.‍

Scope

This policy applies to all TradeSpace employees, members, contractors, volunteers, visitors, and anyone conducting business on behalf of TradeSpace, whether on company premises, at company-sponsored events, or in any work-related context.

Definitions

Violence includes but is not limited to:

• Physical assault or threat of physical harm
• Intimidating behavior or threats
• Damage to property
• Any conduct that creates a reasonable fear for personal safety

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Harassment includes but is not limited to:

• Unwelcome conduct based on protected characteristics (race, gender, religion, age, sexual orientation, disability, etc.)
• Sexual harassment including unwanted advances, requests for sexual favors, or other verbal/physical conduct of a sexual nature
• Bullying, intimidation, or abusive behavior
• Persistent unwelcome attention or communication

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Violence and Harassment Prevention Plan

Hazard Elimination and Control Measures

TradeSpace will implement the following measures to eliminate or control violence and harassment hazards:

Physical Environment:

• Maintain adequate lighting in all work areas, parking lots, and entrances
• Install and maintain security systems including cameras and access controls
• Ensure clear sight lines and eliminate blind spots where possible
• Provide secure entry and exit points with controlled access

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Administrative Controls:

• Conduct thorough background checks for all new hires where legally permitted
• Implement a visitor management system requiring sign-in and escorts
• Establish clear policies and procedures for workplace conduct
• Provide regular training on violence and harassment prevention
• Maintain a crisis response plan and emergency procedures

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Work Organization:

• Design work schedules to minimize isolated working conditions
• Establish buddy systems for high-risk situations
• Implement regular check-ins for employees working alone or in remote locations
• Create clear communication protocols for reporting concerns

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Information and Communication Procedures

Hazard Communication: TradeSpace will inform workers about violence and harassment hazards through:

• New employee orientation programs
• Regular safety meetings and updates
• Posted notices and digital communications
• Specific threat notifications when applicable
• Annual policy reviews and updates

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Threat Assessment: When specific or general threats are identified, TradeSpace will:

• Immediately assess the credibility and severity of the threat
• Notify affected employees and relevant authorities as appropriate
• Implement additional security measures as needed
• Document all threat-related communications and actions taken

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Reporting Procedures

Multiple Reporting Options: Employees can report violence or harassment through:

• Direct supervisor or manager
• Written report via email: valeria@gotradespace.com
• Any member of senior management

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Reporting Requirements:

• Reports can be made verbally or in writing
• No retaliation will be tolerated against anyone making a good faith report
• Urgent situations requiring immediate attention should be reported to emergency services (911) first

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Documentation: All reports must include:

• Date, time, and location of incident
• Names of individuals involved
• Description of the incident or behavior
• Names of witnesses, if any
• Any supporting documentation or evidence

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Investigation Procedures

Investigation Process: Upon receiving a complaint or incident report, TradeSpace will:

1. Immediate Response (Within 24 hours):
   
   • Acknowledge receipt of the complaint
   • Assess immediate safety concerns
   • Implement interim protective measures if necessary
   • Assign a qualified investigator

2. Investigation Phase (Within 10 business days):
   
   • Interview the complainant, respondent, and witnesses
   • Collect and review relevant documentation and evidence
   • Maintain detailed investigation records
   • Consult with legal counsel or external experts as needed
3. Investigation Report:
   
   • Prepare written findings within 15 business days of complaint
   • Document circumstances of the incident
   • Identify any corrective actions required
   • Determine appropriate disciplinary measures if violations occurred
4. Follow-up:
   
   • Communicate results to involved parties as appropriate
   • Monitor workplace for retaliation
   • Evaluate effectiveness of corrective measures

Investigation Standards:

• All investigations will be conducted fairly, thoroughly, and impartially
• Investigators will be trained in appropriate investigation techniques
• External investigators may be used for complex or sensitive cases
• All parties will be treated with respect and dignity throughout the process

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Confidentiality Provisions

TradeSpace will protect the confidentiality of all parties involved in complaints or incidents, except where disclosure is necessary to:

• Investigate the complaint or incident thoroughly
• Take appropriate corrective action
• Inform involved parties about investigation results and corrective measures
• Inform workers of specific or general threats of violence
• Comply with legal requirements or court orders
• Protect the safety and security of individuals in the workplace

Information will only be shared on a need-to-know basis with individuals directly involved in the investigation or resolution process.

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Training Requirements

Employee Training

All TradeSpace employees must receive training on violence and harassment prevention covering:

(a) Recognition of Violence and Harassment:

• Identifying different forms of workplace violence and harassment
• Understanding the impact on individuals and the workplace
• Recognizing warning signs and escalating behaviors
• Understanding bystander responsibilities

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(b) Prevention Plan Awareness:

• Comprehensive review of this policy and all procedures
• Understanding reporting options and processes
• Knowledge of available resources and support
• Updates when revisions are made to the plan

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(c) Appropriate Response Procedures:

• De-escalation techniques and conflict resolution
• Emergency response protocols
• How to obtain assistance and support
• When and how to contact security or emergency services

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(d) Reporting and Documentation:

• Step-by-step reporting procedures
• Investigation process and timelines
• Confidentiality requirements and limitations
• Anti-retaliation protections

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Training Schedule

• New Employee Orientation: Within first week of employment
• Annual Refresher Training: All employees annually
• Supervisor Training: Enhanced training for all management personnel
• Specialized Training: Additional training for high-risk positions or situations
• Update Training: When policy changes or significant incidents occur

Training records will be maintained for all employees and made available to OHS officers upon request.

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Incident Response and Corrective Actions

Immediate Response

When an incident occurs, TradeSpace will:

• Ensure immediate safety of all individuals
• Provide necessary medical attention
• Secure the incident scene if required
• Notify appropriate authorities as needed
• Document all immediate actions taken

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Corrective Actions

Depending on the severity and nature of violations, corrective actions may include:

• Verbal or written warnings
• Mandatory counseling or training
• Temporary suspension with or without pay
• Transfer or reassignment
• Termination of employment
• Restraining orders or legal action
• Enhanced security measures

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Investigation Report Requirements

For every incident, TradeSpace will prepare a comprehensive investigation report that includes:

• Detailed circumstances of the incident
• Timeline of events and response actions
• Findings and conclusions
• Corrective actions taken or recommended
• Measures to prevent recurrence
• Follow-up monitoring plans

Reports will be kept on file for a minimum of two years following the incident and will be readily available to share with OHS officers upon request.

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Health and Safety Considerations

If a worker reports an injury or adverse symptoms resulting from a violence or harassment incident, TradeSpace will:

• Advise the worker to consult a health professional of their choice
• Provide information about available treatment options and referrals
• Ensure workers' compensation procedures are followed if applicable
• Document health-related impacts in the incident report

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Resources and Support

Internal Resources

• Operations Manager: Valeria Rodriguez
  
  • valeria@gotradespace.com 
  • 4037022992
  • Message on slack
• CEO/Co-founder: Daniel Delgado
  
  • daniel@gotradespace.com 
  • Message on slack

External Resources

• Local Police: 911 (emergencies) or 403-266-1234 (non-emergency) 

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Policy Review and Updates

This policy will be reviewed annually and updated as necessary to ensure:

• Compliance with current legislation and regulations
• Effectiveness in preventing and addressing incidents
• Incorporation of best practices and lessons learned
• Alignment with organizational changes and growth

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Compliance and Legal Framework

This policy is developed in accordance with:

• Occupational Health and Safety Code, Part 27, Section 391.2
• Provincial and federal human rights legislation
• Employment standards and labor relations acts
• Other applicable laws and regulations