Run: Workplace Romance Policy

This policy establishes a clear process for managing consensual workplace romantic relationships in a way that protects professionalism, prevents conflicts of interest, reduces favoritism concerns, and supports a harassment-free workplace. It is intended to help the organization respond consistently to disclosure obligations, reporting-line conflicts, and conduct that may affect business operations or employee morale.

This policy applies to all employees, supervisors, managers, officers, temporary workers, interns, and contractors while performing work for the organization. It applies to relationships that occur on-site, off-site, during travel, at company-sponsored events, or through electronic communications when the relationship may affect the workplace. This policy does not prohibit lawful concerted activity protected by the National Labor Relations Act (NLRA) Section 7.

**Consensual relationship:** A voluntary romantic or dating relationship between adults. **Direct reporting relationship:** A relationship in which one person supervises, evaluates, disciplines, approves time, sets pay, assigns work, or influences employment decisions for the other. **Indirect reporting relationship:** A relationship in which one person can influence the other’s pay, schedule, promotion, assignments, or performance review through another manager or business process. **Good-faith disclosure:** A timely, accurate report made to HR or another designated contact when a relationship may create a conflict, appearance of favoritism, or policy concern. **Documented warning:** A written notice that identifies the policy issue, expected corrective action, and potential consequences if the issue continues. **PIP:** A performance improvement plan used when performance or conduct issues require structured follow-up.

Consensual romantic relationships are not prohibited by this policy, but they must not interfere with work performance, create favoritism, compromise confidentiality, or result in harassment, retaliation, or a conflict of interest. Employees must maintain professional behavior at work and during work-related activities. The organization may take action to eliminate reporting-line conflicts, protect the integrity of employment decisions, and address conduct that violates this policy or any other workplace policy. Employees are expected to act in good faith and disclose relationships that could reasonably create a conflict of interest, a reporting-line issue, or a workplace concern. The organization will evaluate disclosures on a case-by-case basis and may reassign duties, change reporting structures, or implement other reasonable measures.

1. Employees must promptly disclose to HR any consensual romantic relationship that involves a direct or indirect reporting relationship, shared decision-making authority, or a foreseeable conflict of interest. 2. Supervisors and managers must disclose any relationship with a subordinate, applicant, vendor, contractor, or other person over whom they have influence or authority. 3. Disclosures should be made as soon as the relationship becomes reasonably foreseeable to affect work decisions, and no later than 5 business days after the employee becomes aware of the conflict. 4. HR will review the disclosure, document the assessment, and determine whether reassignment, removal of decision-making authority, schedule changes, or another control is appropriate. 5. If a relationship creates a direct reporting conflict, the organization will generally remove the reporting relationship or decision-making authority. If that is not feasible, HR may implement alternative controls or separate the employees. 6. Employees must not use company systems to conduct personal relationship communications in a way that violates acceptable use, confidentiality, or productivity expectations.

Romantic relationships do not excuse unwelcome conduct, coercion, pressure, stalking, repeated unwanted contact, or any behavior that could constitute harassment. If a relationship ends, all employees must immediately stop any unwelcome conduct and maintain professional boundaries. No employee may condition employment decisions, scheduling, assignments, pay, promotion, or favorable treatment on participation in a romantic relationship. Any complaint of harassment, favoritism, retaliation, or coercion will be reviewed under the organization’s anti-harassment procedures. Employees who report concerns or participate in an investigation are protected from retaliation. Retaliation may result in disciplinary action up to and including termination.

**Employees:** Disclose conflicts in good faith, maintain professional conduct, and comply with reassignment or separation decisions. **Managers and supervisors:** Promptly disclose relationships that may create a conflict, avoid participating in decisions affecting a romantic partner, and escalate concerns to HR. **HR:** Review disclosures, document decisions, coordinate reassignment or reporting-line changes, preserve confidentiality to the extent practicable, and ensure consistent enforcement. **Executives and policy holders:** Support enforcement, approve structural changes when needed, and ensure the policy is applied consistently across the organization.

Violations of this policy may result in corrective action based on the severity of the issue, prior history, and business impact. Corrective action may include coaching, a documented warning, removal of supervisory authority, reassignment, a PIP, suspension, or termination. The organization may investigate suspected violations, including undisclosed relationships, favoritism, harassment, retaliation, misuse of authority, or false statements during the disclosure process. Investigations will be handled promptly, impartially, and with confidentiality to the extent practicable. Nothing in this policy limits rights protected by the NLRA, FLSA, ADA, FMLA, or applicable state or local law.

**California employees:** This policy should be reviewed alongside California anti-harassment training requirements (including Government Code Section 12950.1 for covered employers) and any applicable privacy obligations. **New York employees:** Ensure complaint handling and recordkeeping align with applicable state and local harassment prevention requirements. **Illinois employees:** Confirm scheduling and rest-period practices comply with the One Day Rest in Seven Act where applicable. **Washington employees:** Ensure leave-related disclosures or scheduling changes do not interfere with paid sick leave rights. Where state or local law provides greater protection than this policy, the law controls.

This policy will be reviewed at least annually and updated as needed to reflect changes in law, operational needs, or workplace risk. HR is responsible for maintaining the current version, tracking acknowledgements, and documenting revisions.