Health and Safety Policy

1. Statement of intent

Unolabs Limited is a small technology consultancy. Our work is mostly done at a screen. Our people work in a hybrid pattern at our office and remotely, at client sites, and sometimes travel on business.

The risks are low, but they are real. We will do what is reasonably practicable to keep our people, and anyone affected by our work, safe. We will meet the Health and Safety at Work etc. Act 1974 and the regulations made under it.

2. Who this policy covers

This policy covers our employees and directors. It also sets out what we expect of independent contractors who work with us, often through their own limited companies (section 9).

Our office and headquarters is at 6 Wingfield Road, Kingston Upon Thames. Our people usually work there two days a week and remotely for three. People placed with a client work at the client's office, remotely or in a hybrid pattern, as agreed with that client. This policy covers our office, home working and client sites.

3. Responsibilities

• Director (owner). Has overall responsibility. Makes sure risks are assessed and this policy is reviewed.
• Managers. Make sure their people know this policy. Act on concerns the same working day.
• Everyone. Takes reasonable care of their own safety and that of others. Follows client site rules. Reports hazards, accidents and near misses straight away.

4. Risk assessment

We will complete and record a general risk assessment for Unolabs Limited by 31 March 2027. It will cover the areas below.

4.1 Screen work (DSE)

Under the Health and Safety (Display Screen Equipment) Regulations 1992 we will:

• give each screen user a DSE self-assessment, by 31 March 2027 for current staff and within their first week for new starters;
• act on any problem it shows;
• pay for an eye test on request, and for basic glasses if they are needed only for screen work.

4.2 Home working

Our home working checklist will cover:

• a stable desk and a supportive chair;
• good lighting and no glare on the screen;
• safe cables and sockets, with no overloaded adaptors;
• a working smoke alarm;
• a clear route out in an emergency.

We will issue the checklist by 31 March 2027. We provide a company laptop for home working.

4.3 Lone and remote working

Many of our people work alone. Managers keep in regular contact. If you feel unwell or unsafe while working alone, stop and tell your manager.

4.4 Client sites

When you work at a client site, the client's site rules apply. That includes their induction, security, fire and first-aid arrangements. Ask for the site induction on your first day. If something looks unsafe, tell the client contact and your Unolabs manager.

4.5 Travel

Do not drive when tired, or take work calls while driving. We encourage public transport and car sharing for work travel, to keep people safe and to cut our carbon emissions. We do not ask anyone to drive for work. If you choose to drive your own car for work, it must be roadworthy, and you are responsible for making sure it is insured for business use. For overseas travel, check current GOV.UK travel advice before you go.

5. Stress and wellbeing

Work-related stress is a health and safety risk. If work is affecting your health, tell your manager or a director in confidence. We will include stress in the general risk assessment, using the HSE Management Standards, by 31 March 2027.

6. First aid and accidents

Binu Kuttappan, Director, is our appointed person for first aid. The appointed person looks after first-aid arrangements at our office, keeps the first-aid kit stocked, and calls the emergency services when needed. At a client site, use the client's first-aid arrangements. When working from home, call 999 or 111 as needed.

Report every accident, injury, work-related illness and near miss to your manager the same day. We will start an accident record by 31 March 2027.

Some incidents must be reported to the HSE under RIDDOR (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). Examples are specified injuries and injuries that keep someone off normal work for more than 7 days. Where RIDDOR applies to us, the Director makes the report. If an incident happens at a client site, we also tell the client, who may be the one that must report it.

7. Fire and emergencies

At our office, everyone must know the way out and the assembly point, and keep exits clear. We will complete a fire risk assessment for the office, as the Regulatory Reform (Fire Safety) Order 2005 requires, by 31 March 2027, and review it every year. At client sites, follow the client's fire and evacuation procedures. At home, keep a working smoke alarm and a clear way out.

8. Training and induction

We will add a short health and safety induction for new starters by 31 March 2027. It will cover this policy, DSE, home working, client sites and how to report an accident. We will keep a record of who has completed it.

9. Contractors

Independent contractors, including those working through their own limited companies, have their own legal duties for health and safety. We expect them to:

• follow the client's site rules and inductions;
• take reasonable care of themselves and others;
• tell us about any accident or unsafe condition linked to their work for a client.

Our contractor agreement requires contractors to hold their own professional indemnity and public liability insurance.

10. Consultation

We talk to our employees directly about health and safety. Anyone can raise a concern at any time, with their manager or a director.

11. Employers' liability insurance

Unolabs Limited holds employers' liability insurance, as the Employers' Liability (Compulsory Insurance) Act 1969 requires. The certificate is available to every employee on request.

12. Monitoring and review

The Director reviews this policy every 12 months. We also review it after a significant accident, a change in the law, or a change in how we work. From 5 November 2027 the review will look at accidents, near misses and concerns raised.

13. Contact