Health & Safety Policy Statement
At Lawrence Cleaning Ltd we recognize our duties under current health and safety legislation and we will endeavor to meet the requirements of this legislation and maintain a safe and healthy working environment. Our Managers and Supervisors are informed of their responsibilities to ensure they take all reasonable precautions, to ensure the safety, health and welfare of those that are likely to be affected by the operation of our business.
Lawrence Cleaning Ltd recognizes its duty to make regular assessments of the hazards and risks created in the course of our business.
We also recognize our duty, so far as is reasonably practicable:
• To meet our legal obligations to maintain safe and healthy working conditions.
• To provide adequate control of the health and safety risks so identified.
• To consult with our employees on matters affecting their health and safety.
• To provide and maintain safe plant and equipment.
• To ensure the safe handling and use of substances.
• To provide information, instruction, and training where necessary for our workforce, taking account of any who do not have English as a first language.
• To ensure that all workers are competent to do their work, and to give them appropriate training.
• To prevent accidents and cases of work-related ill health.
• To actively manage and supervise health and safety at work.
• To have access to competent advice.
• To seek continuous improvement in our health and safety performance and management through regular (at least annual) reviews and revision of this policy.
• To provide the resource required to make this policy and our Health and Safety arrangements effective.
We also recognize:
• Our duty to cooperate and work with other employers when we work at premises or sites under their control to ensure the continued health and safety of all those at work.
• Our duty to cooperate and work with other employers and their workers, when their workers come onto our premises or sites to do work for us, to ensure the health and safety of everyone at work.
To help achieve our objectives and ensure our employees recognize their duties under health and
safety legislation whilst at work, we will also inform them of their duty to take reasonable care for
themselves and others who might be affected by their activities. We achieve this by explaining
their duty and setting out our company health and safety rules in an Employee Safety Handbook
which is made available to every worker employed by us.
In support of this policy, a responsibility chart and more detailed arrangements have been prepared.
Environmental Policy
Lawrence Cleaning Ltd is a leading midlands based cleaning and grounds maintenance provider. Our services are based on a bespoke approach which encompasses delivery of cleaning and grounds maintenance services for commercial sector business premises. Lawrence Cleaning Ltd recognizes that the diversity and nature of our work at all levels can have an impact on the environment. We consider that our actions to minimize this impact are of prime importance and we are committed to the prevention of pollution and to compliance with legal and other requirements.
The company is also committed to continually improving our environmental performance and this is supported by the development of a formal Integrated Management System (IMS), encompassing the needs of an environmental system. Using this framework, Lawrence
Cleaning Ltd will develop a range of environmental objectives and targets with practical plans to achieve them. This will address issues such as the conservation of natural resources, waste minimization, energy efficiency, prevention of pollution, and protection of the environment.
In order to deliver these improvements, Lawrence Cleaning Ltd will:
• promote environmental awareness to members of staff as an integral part of the business strategy
• pursue environmental improvements associated with our work at our own premises and on client sites
• support the aims of our clients in achieving their own environmental objectives
• provide resources and support to members of the senior management team to implement the principles outlined in this policy
• conduct reviews on at least an annual basis to ensure the effectiveness of environmental systems and identify opportunities for further improvement.
Quality Policy Statement
Lawrence Cleaning Ltd believes in the concept of customer and supplier working together in pursuing this policy and in continually striving for improvements in service quality.
The quality policy is based on 3 fundamental principles:
1 Ensuring that we fully identify and conform to the needs of our customers.
2 Looking at our service provision processes, identifying the potential for errors, and taking the necessary action to eliminate them.
3 Everyone understands how to do their job and do it right the first time.
To ensure that the policy is successfully implemented, staff will be responsible for identifying customer requirements, and ensuring that the correct procedures are followed to meet those requirements.
Objectives needed to ensure that the requirements of this policy are met and that continual improvement is maintained in line with the spirit of the policy will be set, determined, and monitored at Management Review.
The quality policy principles and objectives will be communicated and available to staff at all times. Training will be an integral part of the strategy to achieve the objectives.
Within this Policy, we are committed to operating our company under the disciplines and control of a Quality Management System conforming to the International Standard 1S0 9001:2015, planned and developed jointly with our other management functions.
We are all committed to operating continuously to this standard and we will maintain the necessary Quality Approvals consistent with our customer requirements.
Our company will constantly review and improve our services to ensure tasks are completed in the most cost-effective and timely manner for the benefit of all our customers.
We shall ensure that all our personnel understand and fully implement our company’s policies and objectives and are able to perform their duties effectively through an ongoing training and development programme.
Data Protection Policy
A) INTRODUCTION
We may have to collect and use information about the people with whom we work. This personal information must be handled and dealt with properly, however, it is collected, recorded, and used, whether it be on paper, in computer records, or recorded by any other means.
We regard the lawful and correct treatment of personal information as very important to our successful operation and to maintaining confidence between us and those with whom we carry out business. We will ensure that we treat personal information lawfully and correctly.
To this end, we fully endorse and adhere to the principles of the General Data Protection Regulation (GDPR).
This policy applies to the processing of personal data in manual and electronic records kept by us in connection with our human resources function as described below. It also covers our response to any data breach and other rights under the GDPR.
This policy applies to the personal data of job applicants, existing and former employees, apprentices, volunteers, placement students, workers, and self-employed contractors. These are referred to in this policy as relevant individuals.
B) DEFINITIONS
“Personal data” is information that relates to an identifiable person who can be directly or indirectly identified from that information, for example, a person’s name, identification number, location, and an online identifier. It can also include pseudonymized data.
“Special categories of personal data” is data that relate to an individual’s health, sex life, sexual orientation, race, ethnic origin, political opinion, religion, and trade union membership. It also includes genetic and biometric data (where used for ID purposes).
“Criminal offense data” is data that relates to an individual’s criminal convictions and offenses.
“Data processing” is any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organization, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
C) DATA PROTECTION PRINCIPLES
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles. In accordance with these principles, we will ensure that:
- processing will be fair, lawful, and transparent
- data be collected for specific, explicit, and legitimate purposes
- data collected will be adequate, relevant, and limited to what is necessary for the purposes of processing
- data will be kept accurate and up to date. Data that is found to be inaccurate will be rectified or erased without delay
- data is not kept for longer than is necessary for its given purpose
- data will be processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organization measures
- we will comply with the relevant GDPR procedures for the international transfer of personal data
D) TYPES OF DATA HELD
We keep several categories of personal data on our employees in order to carry out effective and efficient processes. We keep this data in a personnel file relating to each employee and we also hold the data within our computer systems, for example, our holiday booking system.
Specifically, we hold the following types of data:
- personal details such as name, address, phone numbers
- information gathered via the recruitment process such as that entered into a CV or included in a CV cover letter, references from former employers, details on your education and employment history, etc
- details relating to pay administration such as National Insurance numbers, bank account details, and tax codes
- medical or health information
- information relating to your employment with us, including
- job title and job descriptions
- your salary
- your wider terms and conditions of employment
- details of formal and informal proceedings involving you such as letters of concern, disciplinary and grievance proceedings, your annual leave records, appraisal, and performance information
- internal and external training modules undertaken
All of the above information is required for our processing activities. More information on those processing activities is included in our privacy notice for employees, which is available from your manager.
E) EMPLOYEE RIGHTS
You have the following rights in relation to the personal data we hold on you:
- the right to be informed about the data we hold on you and what we do with it;
- the right of access to the data we hold on you. More information on this can be found in the section headed “Access to Data” below and in our separate policy on Subject Access Requests”;
- the right for any inaccuracies in the data we hold on you, however, they come to light, to be corrected. This is also known as ‘rectification’;
- the right to have data deleted in certain circumstances. This is also known as ‘erasure’;
- the right to restrict the processing of the data;
- the right to transfer the data we hold on you to another party. This is also known as ‘portability’;
- the right to object to the inclusion of any information;
- the right to regulate any automated decision-making and profiling of personal data.
More information can be found on each of these rights in our separate policy on employee rights under GDPR.
F) RESPONSIBILITIES
In order to protect the personal data of relevant individuals, those within our business who must process data as part of their role have been made aware of our policies on data protection.
We have also appointed employees with responsibility for reviewing and auditing our data protection systems.
G) LAWFUL BASES OF PROCESSING
We acknowledge that processing may only be carried out where a lawful basis for that processing exists and we have assigned a lawful basis against each processing activity.
Where no other lawful basis applies, we may seek to rely on the employee’s consent in order to process data.
However, we recognize the high standard attached to its use. We understand that consent must be freely given, specific, informed and unambiguous. Where consent is to be sought, we will do so on a specific and individual basis where appropriate. Employees will be given clear instructions on the desired processing activity, informed of the consequences of their consent, and of their clear right to withdraw consent at any time.
H) ACCESS TO DATA
As stated above, employees have a right to access the personal data that we hold on them. To exercise this right, employees should make a Subject Access Request. We will comply with the request without delay, and within one month unless, in accordance with legislation, we decide that an extension is required. Those who make a request will be kept fully informed of any decision to extend the time limit.
No charge will be made for complying with a request unless the request is manifestly unfounded, excessive or repetitive, or unless a request is made for duplicate copies to be provided to parties other than the employee making the request. In these circumstances, a reasonable charge will be applied.
Further information on making a subject access request is contained in our Subject Access Request policy.
I) DATA DISCLOSURES
The Company may be required to disclose certain data/information to any person. The circumstances leading to such disclosures include:
- any employee benefits operated by third parties;
- disabled individuals – whether any reasonable adjustments are required to assist them at work;
- individuals’ health data – to comply with health and safety or occupational health obligations towards the employee;
- for Statutory Sick Pay purposes;
- HR management and administration – to consider how an individual’s health affects his or her ability to do their job;
- the smooth operation of any employee insurance policies or pension plans;
- to assist law enforcement or a relevant authority to prevent or detect crime or prosecute offenders or to assess or collect any tax or duty.
These kinds of disclosures will only be made when strictly necessary for the purpose.
J) DATA SECURITY
All our employees are aware that hard copy personal information should be kept in a locked filing cabinet, drawer, or safe.
Employees are aware of their roles and responsibilities when their role involves the processing of data. All employees are instructed to store files or written information of a confidential nature in a secure manner so that are only accessed by people who have a need and a right to access them and to ensure that screen locks are implemented on all PCs, laptops, etc when unattended. No files or written information of a confidential nature are to be left where they can be read by unauthorized people.
Where data is computerized, it should be coded, encrypted, or password protected both on a local hard drive and on a network drive that is regularly backed up. If a copy is kept on removable storage media, that media must itself be kept in a locked filing cabinet, drawer, or safe.
Employees must always use the passwords provided to access the computer system and not abuse them by passing them on to people who should not have them.
Personal data relating to employees should not be kept or transported on laptops, USB sticks, or similar devices unless prior authorization has been received. Where personal data is recorded on any such device it should be protected by:
- ensuring that data is recorded on such devices only where absolutely necessary.
- using an encrypted system — a folder should be created to store the files that need extra protection and all files created or moved to this folder should be automatically encrypted.
- ensuring that laptops or USB drives are not left where they can be stolen.
Failure to follow the Company’s rules on data security may be dealt with via the Company’s disciplinary procedure. Appropriate sanctions include dismissal with or without notice dependent on the severity of the failure.
K) THIRD PARTY PROCESSING
Where we engage third parties to process data on our behalf, we will ensure, via a data processing agreement with the third party, that the third party takes such measures in order to maintain the Company’s commitment to protecting data.
L) INTERNATIONAL DATA TRANSFERS
The Company does not transfer personal data to any recipients outside of the EEA.
M) REQUIREMENT TO NOTIFY BREACHES
All data breaches will be recorded on our Data Breach Register. Where legally required, we will report a breach to the Information Commissioner within 72 hours of discovery. In addition, where legally required, we will inform the individual whose data was subject to breach.
More information on breach notification is available in our Breach Notification policy.
N) TRAINING
New employees must read and understand the policies on data protection as part of their induction.
All employees receive training covering basic information about confidentiality, data protection and the actions to take upon identifying a potential data breach.
The nominated data controller/auditors/protection officers for the Company have trained appropriately in their roles under the GDPR.
All employees who need to use the computer system are trained to protect individuals’ private data, to ensure data security, and to understand the consequences to them as individuals and the Company of any potential lapses and breaches of the Company’s policies and procedures.
O) RECORDS
The Company keeps records of its processing activities including the purpose for the processing and retention periods in its HR Data Record. These records will be kept up to date so that they reflect current processing activities.
P) DATA PROTECTION COMPLIANCE
Our Data Protection Officer is:
Alexander Lawrence
Tel: 01902 663727
The Old Pharmacy
19-21 Himley Road,
Dudley
DY1 2QD
