Introduction and Employer Duties
Certain types of workers are required by law to be vaccinated against COVID-19, unless they have evidence that they are exempt. The categories of workers subject to this legal requirement include front line care staff and other individuals working in CQC-registered care homes, tradespeople, and hairdressers / beauticians. (It is possible this legal requirement will extend to people working in a CQC health or social care workplace, although that is not currently the law.)
In addition to those circumstances where vaccinations are legally required, employers have a duty to ensure, to the extent reasonably practicable, the health and safety of their employees at work. Asking employees to agree to a vaccination against COVID-19 is likely to be a reasonable measure to reduce the risk to employees' health from COVID-19.
If an employer feels it is important for its staff to be vaccinated, the employer may find it useful to first talk with its employees about the vaccine and share the benefits of vaccination. Where relevant, employers should include recognised trade union or staff representatives in any such discussions.
In order to encourage employees to get vaccinated, the employer may consider offering paid time off for vaccination appointments and/or paying staff their usual rate of pay if they are off sick with vaccine side effects.
Vaccine Requirements – Existing Employees
Legal advice should be taken prior to an employer implementing a vaccine policy or commencing any disciplinary procedure for an employee refusing a COVID-19 vaccine. In such cases, the employer would need to establish that the employee’s reason for refusing the vaccine is unreasonable and that the COVID-19 vaccination is necessary for the employee to perform his or her job.
If an employee is not vaccinated and is not exempt, informal discussions may be preferable to a formal disciplinary procedure. Where needed, alternative ways of working that are COVID-19 secure may need to be implemented and agreed. Options may be for the employee to work remotely, either at home or another place where vaccination status is not relevant, or for the employee to undertake training at home or away from the workplace.
Some employees may refuse to be vaccinated on religious grounds. Employers will have to deal with each such case on its individual merits and avoid direct or inadvertent discrimination under the Equality Act. The employee’s reasons for refusing vaccination would need to be considered. To constitute a protected belief under the Equality Act, the belief must be worthy of respect in a democratic society, not incompatible with human dignity and not in conflict with fundamental rights of others, and attain a certain level of cogency, seriousness, cohesion and importance.
Similarly, some people may have health reasons for not receiving the COVID-19 vaccine. In these cases, employers must be sensitive to individual circumstances and, as above, avoid direct or inadvertent breaches of the Equality Act.
Vaccine Requirements – New Employees
It is comparatively less risky for employers to mandate that all new employees be vaccinated against COVID-19 as a condition of employment; however, as above employers must ensure that they do not breach the Equality Act and inadvertently discriminate against individuals on the grounds of protected characteristics.
Data Protection Considerations
Employers can collect data on employees’ vaccination status provided that the collection of data is necessary and relevant for a specific purpose. However, employers should note that information about an employee’s vaccination status is classed as special category data and therefore is entitled to heightened data protection requirements. Employees would also have to be told why the information is needed and for how long it will be retained.
Conclusion
There are times when employees are legally required to be vaccinated. Outside those requirements, if an employer feels it is important for its staff to be vaccinated, they may find it useful to talk with their staff about the vaccine and share the benefits of being vaccinated. Employers should include recognised trade union or staff representatives in any discussions. Legal advice should be taken prior to an employer implementing a vaccine policy or commencing any disciplinary procedure for an employee refusing a COVID-19 vaccine. Employers should be mindful of possible discrimination claims under the Equality Act and must also ensure that any information collected about employees’ vaccination status is stored and processed in line with relevant data protection requirements for special category data.
Richard Spooner is the founder of Diaconate Advisors, which offers a Fractional General Counsel suite of services for businesses, providing access to an attorney and business partner who knows and understands your business and is part of your management team.