Your Essential Guide

We help retailers and brands sell more.

LOOKING AFTER YOUR WELLBEING

We know life can throw challenges at us and so we have partnered with GroceryAid to ensure you have access to some
additional support resources that you might need whilst working for Dee Set. GroceryAid is the national charity that helps
people across the whole of the grocery industry from the largest factory through the supply chain to the smallest store.
They offer a number of different services:

Financial Emotional Health and Mental Relationship
support support and wellbeing wellbeing for advice
support young people
advice

Back to work Counselling Gambling Legal advice Carers Debt advice
support support support

Call 08088 021 122 to speak to a member of the Grocery Aid team or go to their website to start a 24/7 live chat

We help retailers and brands sell more.

LOOKING AFTER YOUR WELLBEING

Your wellbeing is a top priority for us and because of this, we have a number of wellbeing tools that you can access through
Blink…
The colleague hub is our discount platform which gives us all access to some fantastic discounts across loads of different
retailers, they also have a fantastic wellbeing centre the focusses on move, munch, money and mind

There is also a specific wellbeing section on Blink that gives you access to:

A 24 hour GP A carer support Access to Gym discounts Online health
service medical assessments
specialist
appointment
system

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GDPR AND CONFIDENTIALITY

Now for the legal bits…
GDPR stands for the General Data Protection Regulation, it is an EU law which makes sure that we keep
all your personal information safe and secure and that we only use your data when we need it.

You will find out more information in the GDPR Thrive module which you will need to complete as part
of your first few weeks with us.

When you first log in to our colleague portal, you will also be asked about your GDPR preferences, this
is you telling us how and when you want to be contacted by us and who we can share your data with.
You can change your preferences at any time on our colleague portal. If you ever think there has been a
breach of GDPR, let our GDPR gurus know at [email protected]

On the other side of things, you might have access to confidential company information
too. It is really important that you never give out any confidential information (unless
you have to as part of your role) at any point during your time with us or if and when you
leave.

We help retailers and brands sell more.

MODERN SLAVERY ACT

Now for some more legal bits…

MSA stands for the Modern Slavery Act, it is an act of parliament that is
designed to tackle slavery and human trafficking. The act says that we
need to ensure that we are doing everything we can to make sure we are
not using forced labour or enabling gangs and organisations to enslave or
traffic people.

We have a statement that you can find on our website that tells everyone
what we are doing to make sure we prevent slavery and protect or
colleagues.

You will find out more information in the Modern Slavery Thrive module
which you will need to complete as part of your first few weeks with us.

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BRIBERY AND CORRUPTION

A bit more legal stuff for you…
We want Dee Set to be a business that always functions with honesty and integrity, this includes making sure we don’t breach
the Bribery Act.

To support with this, you must not accept, encourage, request or benefit from gifts, money or entertainment from any existing
or potential new suppliers, partners or providers without getting the “OK” from a Business Unit Director or above first. If you
don’t follow these guidelines, disciplinary action may be taken

You can find our more about the Bribery Act on Thrive.

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CONFLICT OF INTEREST

Thinking about conflict of interest is all about protecting you or us from being in a bit of an awkward position.
This means that whilst you are with us and even after you leave if you choose to make a move to somewhere
else you should keep our best interests at heart. Have a think about whether:
• What you are saying and doing is showing Dee Set in the best light
• You are making any untrue statements about us, our customers, suppliers or colleagues
• You are benefiting unfairly from working with Dee Set
• Your personal or business relationships might put you in an awkward position in a work situation
• Any other jobs you have could put you in a compromising position with us or your other employer
If we think there are any circumstances that might mean you could be placed in an awkward position where you have a
conflict of interest, we would consider a number of options from moving you to another role where this wouldn’t have an
impact, asking you to end any other employment that might be putting you or us at risk to ending your employment!

We help retailers and brands sell more.

OUR LINGO - A

Accreditation Before we work in Asda and Sainsbury’s, we need to complete an external training package provided by the relevant retailer. Once
AI they have completed this, they receive a card to confirm they can work in store.
Algorithm This stands for Artificial Intelligence which is where we use our the knowledge of systems and computers to make decisions
AM
API This is a process or set of rules to be followed in calculations or other problem-solving operations, especially by a computer.
ASM
ASS This stands for Area Manager – the people who manage our Merchandisers in their area of the country.
AR
ATS This stands for Application Programming Interface and is a set of functions and procedures that allow the creation of applications
which access the features or data of an operating system, application, or other service
This stands for Area Support Merchandiser– the people who support our Area Managers in their area of the countryArea Managers in
their area of the country
This stands for Area Support Supervisor– the people who support our Nutmeg Area Managers in their area of the country

This stands for Augmented Reality and is a technology that superimposes a computer-generated image on a user's view of the real
world – think Pokemon Go!
This stands for Applicant Tracking System. This can mean different things for different companies – for Dee Set, it is the system we
use to recruit our field colleagues using video interviews and AI.

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OUR LINGO – B-C

Blink Blink is a social, communications app that is open to all colleagues to communicate with each other, ask questions, access all Dee
Bitlocker Set systems and celebrate success.

Microsoft’s encryption tool that makes sure all the documents you access through your computer are securely protected

Bond A system that stores documents and has personal information for all our colleagues. As a People Team we are moving away from
BUD Bond as we are currently in the process of implementing a new HR & Payroll system. Bond is occasionally referred to as Team Spirit.

This stands for Business Unit Director who report to our Exec board

BYOD All our colleagues use their own device to complete their work in store, this stands for Bring Your Own Device

Capture The system that used to be used to create a jobs with their full brief, this has been replaced by the Job Hub

CDU This stands for Colleague Data Update. This is a system that used to be available to all Area Managers in both Retail Merchandising
Chatbot and Nutmeg which allows them to update a colleague’s contractual details, this has been replaced by iTrent

A computer program or an artificial intelligence which conducts a conversation through text or audio responses.

Colleague hub A platform colleagues can use to redeem perks and benefits such as cash back and money off vouchers.

Colleague portal A central portal where colleagues used to go to self-serve this has now been replaced by iTrent

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OUR LINGO – D-F

D-Plan The name we use for a People Team system called Nav2015
D-Rota
Dropbox An electronic scheduling tool that can be seen by Nutmeg colleagues, Nutmeg Area Managers and the Nutmeg stores
EAP
Eliza64 For Dee Set, this is a drive where HR can share documents with other departments’ sensitive information in a safe and secure way.
Encryption This drive is restricted so that departments can only see information dropped into their drive.
ESS Our Employee Assistant Programme, GroceryAid. This is a free private and confidential service for all Dee Set colleagues, which is
FSDU designed to provide you with professional, impartial support and counselling. You can access GroceryAid through the Blink or Thrive
The technology arm of Dee Set which sells the systems we have developed and use in house

The process of encoding a message or information in such a way that only authorised parties can access it.

This stands for Employee Self Service, this is a tile accessed from Blink where I colleague goes to complete tasks like book holidays,
log an absence, complete progress reviews and change their personal details. You might hear this referred to as iTrent or MHR
This stands for Free Standing Display Units.

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OUR LINGO – G-L

Gamification A way of making any process into a game using score boards
GDPR
Google Drive This stands for General Data Protection Regulation. This is the set of guidelines that all companies have to follow to ensure all
iTrent personal data is held securely.
JAS Part of the Google suite which allows us to create sheets, documents and slides which can be shared with other Google users.
Job hub
LTS This is our colleagues self service platform and is a tile accessed from Blink. Colleagues use this to complete tasks like book
holidays, log absence, complete progress reviews and change their personal details. You might hear this referred to as ESS or MHR
Stands for Job Allocation System and is the platform we used to use to offer work to the Merchandisers, this is now done through the
Job Hub
This is an app our merchandisers use to accept work, set their availability and preferences for work and complete surveys once they
have done a job in store
This stands for long term sick

Manager self We help retailers and brands sell more.
service
MDM OUR LINGO – M-O
MHR
MOA The part of iTrent where managers can complete tasks such as authorise holidays, complete reviews and view team calendars
NAM
Nav2009 Mobile Device Management – this is an area our merchandisers have on their phones where all their business apps are stored and
Nav2015 managed
Onboarding The company who provide our current HR system
Options
Mobile Ordering App – this is the app our merchandisers use to order anything they might need in store from uniforms to stationery
and testers
This stands for Nutmeg Area Manager

The old system The People Team used to store document and colleague information between 2014 and 2016. The People Team still
use this for historical data
The old system The People Team use to store colleague information between 2017 and 2021. The People Team still use this for
historical data
The electronic process that the colleague completes in order to provide all relevant information and documents to start in their role.
The People Team and Recruitment manage this process and this is checked in person on day 1 with your line manager
Our current pensions provider

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OUR LINGO – P-Z

Remote access This stands for Virtual Private Network and is the technology that facilitates remote access a
RTW
Rydoo This can stand for return to work which is in relation to the conversation a colleague and their manager have when they return to
SCORM work after a period of sickness. It can also mean right to work which is the documents to prove colleague eligibility to work in the UK
TAM The name of the system all colleagues use to log their expenses and all managers use to authorise expenses
Team Spirit
Thrive The type of file that is used to save and publish E-Learning modules on Thrive
Trello
TUPE The company who invests our company pension scheme
VPN
Also known as Bond. Both payroll and The People Team use this. It stores documents and personal information for all our colleagues

Dee Set’s learning management system where colleagues will go to access online learning, resources and where the Learning and
Development team will go to report on learning and development activity
A website which allows individuals, groups and teams to track progress on projects and tasks

This is the Transfer of Undertakings (Protection of Employment) Regulations 2006 and is the process for transferring colleagues
when one business takes over another business
Offsite access to all drives, files and applications

We help retailers and brands sell more.

SEE YOU SOON

Its been great getting to know you, we hope
it has helped getting to know more about us.
Remember if you have any questions, we
have loads of helpful resources to support
you.

Why not post a question on Blink, have a
look on Thrive and see if there is anything
that might help, ask your Manager, or drop
the People Team a line.

Enjoy your journey with us here at Dee Set!