What is a corporate wellbeing programme?

An employer-funded service combining mental, physical, financial and social health support for staff. MEM Academy pairs coach-led corporate fitness sessions with a self-serve wellbeing curriculum and ESG/SROI reporting so the spend is provable at year-end.

How much does it cost?

Programmes start at a fixed per-seat monthly fee. A 100-person pilot typically lands between £6 and £14 per seat per month depending on coach hours, on-site cadence and reporting depth.

How quickly can we launch?

Two to four weeks from contract — Week 1 diagnostic, Week 2 design, Week 3 launch comms, Week 4 first sessions delivered. First board report at end of Q1.

What ESG evidence do we get back?

A quarterly board-ready report with workforce KPIs (absence, wellbeing score, participation) plus a verified SROI figure showing social value per £1 spent — suitable for the Social-S section of your annual report.

05 · Vetting Checklist

Owner: Compliance Lead. Trigger: Offer made (file 04). Deadline: all green within 28 days of offer, otherwise the offer lapses.

The 8 vetting items

#	Item	Evidence we collect	Renewal	Where it lives
1	Enhanced DBS (or PVG in Scotland / AccessNI in NI)	Original certificate number, issue date	Re-checked every 3 years OR on update service annually	Coach file (encrypted)
2	Right to work in UK	Share code + check date, OR passport + visa scan	Re-checked on visa expiry	Coach file
3	Professional reference #1	Email reply on letterhead / verifiable domain	Once at onboarding	Coach file
4	Professional reference #2	Same	Once at onboarding	Coach file
5	Professional indemnity insurance	Policy schedule, ≥£1m PI + £2m PL	Annual	Coach file
6	ICO registration (if self-employed and processing personal data)	ICO registration number	Annual	Coach file
7	Signed Code of Conduct	Countersigned PDF, includes FCA boundary (Sprint 4 / 01) and no-clinical scope	Re-signed at every contract renewal	Coach file
8	Bank details + IR35 status determination (if relevant)	Verified bank account; SDS where applicable	Annual	Finance system, not coach file

What we do NOT collect

Health information (we don't need it; reasonable adjustments handled by line manager equivalent).
Personal financial history.
Social media handles or "social media check" — we don't do those.
Photographs beyond a professional headshot the coach uploads themselves.

Retention

Vetting documents kept for the duration of the contract + 7 years (insurance / safeguarding audit floor).
Reference content (the words the referee wrote) kept 24 months from receipt, then summarised to a one-line "received and positive/qualified/negative" and the source content deleted.
All retention rules enforced via the same machinery as src/server/evidence-pack-retention.functions.ts.

Audit drill

Once per quarter, Compliance picks 3 coach files at random and times themselves pulling all 8 items. Target: <10 minutes per file. If any item is missing, the coach is paused (file 09) until resolved.

Failure scenarios — how we handle them

Scenario	Action
DBS comes back with disclosed conviction	Risk-assess against role using NACRO guidance. Not auto-decline. Decision documented and signed by Head of Coaching + Compliance Lead.
Reference declines to respond after 3 attempts	Coach asked for an alternate referee. Two failed referees = offer lapses.
Insurance lapses mid-contract	Coach paused immediately. Cannot deliver until renewed.
Code of Conduct breach reported	Triage within 48h. Suspension during investigation per file 09.