CORPORATE SOCIAL RESPONSIBILITY POLICY
This document sets out Insignia Security Service Ltd.’s approach to the responsibilities it has for its staff, its partners and clients, and for the community and environment in which it operates. It provides an overview of our corporate responsibilities, some of which are detailed in other documents.
We recognise the unique and important contribution made by every individual person with whom we involve ourselves, to our work, to their own organisations and to the wider community. We welcome human diversity in all its forms and see diversity as fundamental in all our dealings with clients, partners, associates and the wider community.
We accept responsibility for caring for our staff, providing them with meaningful employment, with the opportunity to provide for themselves and their families and for ensuring, as far as we can, their continuing health, safety and welfare in the workplace.
We recognise the need of our clients to a safe and secure environment and regard their property, including intellectual property as being as important as our own.
We recognise that we must contribute to maintaining and improving the environment in which we operate through the application of our Environmental Policy, our policy on Equality and Diversity and our Health and Safety Policy. In addition, we regard as unacceptable the employment of child labour and forced labour.
We will deal with our business partners and employees in an honest and honourable manner at all times.
EQUAL OPPORTUNITIES POLICY
STATEMENT OF INTENT
The Members and Staff of Insignia Security Service Ltd condemn all forms of racism and sexism. We will endeavour to oppose racism and sexism in all spheres of Insignia Security Service Ltd.’s activities. We are committed to implementing principles, which ensure that no person is treated less favourably than any other person because of their sex, race, class, colour, nationality, ethnic origin, marital status, sexuality, age, trade union membership or activity, religious belief, or physical or mental disability. We will also promote these aims within the communities in which we operate and with organisations and individuals with whom we come into contact.
Insignia Security Service Ltd is committed to a programme of action to make this policy fully effective.
EQUAL OPPORTUNITIES POLICY STATEMENT
Insignia Security Service Ltd wishes it to be known that it is an equal opportunities employer. This means that:
In the provision of Security Services and employment of staff to provide these services, Insignia Security Service Ltd will seek to ensure equality of opportunity and treatment for all persons.
No person or group of persons applying for services, or for a job, or for contracts with Insignia Security Service Ltd will be treated less favourably than any other person or groups of persons because of their sex, race, class, colour, nationality, ethnic origin, marital status, sexuality, age, trade union membership or activity, religious belief, or physical or mental disability.
In carrying out its equal opportunities policy Insignia Security Service Ltd will actively assist disadvantaged groups to benefit from its services.
It will seek to identify the needs of disadvantaged groups
To help it fulfil its commitment to equal opportunity, Insignia Security Service Ltd will collect and monitor records of the sex and ethnic/racial origin of all those applying to it for services and all those seeking employment with Insignia Security Service Ltd.
The purpose of the Quality Management System is to ensure that the services provided to its customers consistently meet or exceed their expectations. Insignia Security Service Ltd operates a system that regularly evaluates its processes and customer needs, and has set quantifiable objectives with plans in place to ensure that they are reviewed year on year for improvement.
It is the policy of Insignia Security Service Ltd to maintain, on a continual basis, an effectively managed Quality Assurance programme, which will assure customers that the services supplied conform to the laid down procedures or disciplines of the company, and which will ensure that the customers’ needs and expectations are fully met.
The management of the company is firmly committed to the systems, procedures and controls, and the total participation of all personnel is mandatory.
The Managing Director is entrusted with the authority and responsibility for the control of the Quality and to ensure that all legal and regulatory requirements are met such as Health & Safety at work.
Company management personnel cannot be over-ruled on matters of Quality, and in case of differences of opinion on Quality matters, have the responsibility to refer such items to the Managing Director or his representative for resolution.
This policy of Quality Assurance is in place to ensure that the overall organisational objectives of the company are met. The objectives of this company are to ensure that the best possible services are supplied to the company’s valued clients and that the company is able to meet customer needs and requirements as effectively and efficiently as possible.
One organisational objective is to ensure that all requirements of the documented management system that meets the requirements of ISO 9001: 2015 are performed in a managed methodical way. It is also ensured that the system is fully understood and implemented correctly throughout the company.
It is the intention of the Managing Director that this policy along with all other policies will be reviewed on an annual basis at the management review meeting.
This policy is available upon request
ENVIRONMENTAL POLICY STATEMENT
The company is a professional and environmentally conscious organisation, which acknowledges the impact that our operations may potentially have on the environment. The clear objective of Insignia Security Services Ltd is to minimise any impact on the environment by:
- Preventing pollution, reducing waste and ensuring, wherever practicable, that measures are implemented to protect and preserve natural habitats.
- Considering the effects that our operations may have on the stakeholders of the Company.
- Taking action to eliminate or reduce, as far as practicable, any potentially adverse environmental impacts
- Promoting environmental awareness amongst our suppliers, contractors and partners by implementation of operational procedures
- Seeking to work in partnership with the community by behaving in a considerate and socially responsible manner
- Ensuring effective and expedient incident control, investigation and reporting.
Managerial and supervisory staff have responsibilities for the implementation of the policy and must ensure that environmental issues are given adequate consideration in the planning and day-to-day supervision of all work.
Insignia Security Services Ltd will fully comply with the duties placed upon it within the requirements of legislation, whilst at all times complying with, as a matter of best practice, the requirements and duties set out within Approved Guidance as issued by the Environment Agency and other organisations or legal bodies. As part of the company’s commitment to maintaining the highest levels of environmental management, it is the intention that the company will work towards environmental management systems compliant with ISO14001: 2015.
All employees and sub-contractors are expected to co-operate and assist in the implementation of this policy, whilst ensuring that their own works, so far as is reasonably practicable, are carried out without risk to themselves, others or the environment. This includes co-operating with management on any environment related matter.
Insignia Security Services Ltd will take all practical steps to ensure that potential hazards and risks to the environment are identified and that suitable and effective preventive and control measures are implemented. All employees will be provided with the necessary resources, equipment, information, instruction and training to fulfill the requirements of this policy.
The directors have overall responsibility for all environmental matters. The operation of this policy and the associated procedures will be monitored and reviewed on a regular basis to ensure that they remain current and applicable to the company’s activities. This policy has been endorsed by the directors, which gives its full support to its implementation.
The company operates a system that regularly evaluates its processes and customer needs, and has set quantifiable objectives with plans in place to ensure that they are reviewed year on year for improvement.
The company is committed to continually improving the effectiveness of the environmental management systems, and to prevent pollution within the company working environment, and to the wider external environment.
This policy is available upon request.
Modern Slavery Policy
This statement is made pursuant to s.54 of the Modern Slavery Act 2015 and sets out the steps that Insignia Security Service Ltd has taken and is continuing to take to ensure that modern slavery or human trafficking is not taking place within our business or supply chain.
Modern slavery encompasses slavery, servitude, human trafficking and forced labour. Insignia Security has a zero tolerance approach to any form of modern slavery. We are committed to acting ethically and with integrity and transparency in all business dealings and to putting effective systems and controls in place to safeguard against any form of modern slavery taking place within the business or our supply chain.
We operate a number of internal policies to ensure that we are conducting business in an ethical and transparent manner. All or some are available upon request.
Insignia Security Service Ltd operates a supplier policy and maintains a preferred supplier list. We conduct due diligence on all suppliers before allowing them to become a preferred supplier. This due diligence includes an online search to ensure that particular organisation has never been convicted of offenses relating to modern slavery [and on site audits which include a review of working conditions]. Our anti-slavery policy forms part of our contract with all suppliers and they are required to confirm that no part of their business operations contradicts this policy.
In addition to the above, as part of our contract with suppliers, we require that they confirm to us that:
- They have taken steps to eradicate modern slavery within their business
- They hold their own suppliers to account over modern slavery
- (For UK based suppliers) They pay their employees at least the national minimum wage / national living wage (as appropriate)
- (For international suppliers) They pay their employees any prevailing minimum wage applicable within their country of operations
- We may terminate the contract at any time should any instances of modern slavery come to light
We regularly conduct training for our management and staff so that they understand the signs of modern slavery and what to do if they suspect that it is taking place within our supply chain.
Our performance indicators
We will know the effectiveness of the steps that we are taking to ensure that slavery and/or human trafficking is not taking place within our business or supply chain if:
- No reports are received from employees, the public, or law enforcement agencies to indicate that modern slavery practices have been identified.
Health and Safety Policy statement for Insignia Security Service Limited
The Director of Insignia Security Service Ltd recognises its duty to comply with the Health and Safety at Work Act 1974.The Company acknowledges and accepts its legal responsibilities for securing the health, safety and welfare of all its employees, of sub-contractors working on its behalf and all others affected by their activities.
Named person responsible for H&S: Damion Mohalland
The Company recognises and accepts the general duties imposed upon the company as an employer under the Health and Safety at Work Act and subsequent health and safety regulations appertaining to its operation and as such the Director of Insignia Security Service Ltd will as far as practicable:
- Provide adequate resources to maintain health and safety
- Carry out risk assessments and review them on a regular basis to ensure they remain current and applicable to the work tasks that are required.
- Provide and maintain safe systems of work which are without risk to health
- Provide employees with such information, instruction, training and supervision as is necessary to secure their safety and health at work and that of others who may be affected by their actions.
- Carry out health surveillance where required.
- Ensure that all equipment supplied is maintained in a safe condition
- Make adequate provision and arrangements for welfare facilities at work
- Monitor safety performance to maintain agreed standards
- The duties of the employees are to:
- Take reasonable care of their own health and safety, and that of others who may be affected by their acts or omissions at work.
- Co-operate with others in the Company to fulfil our statutory duties.
- Not interfere with, misuse or wilfully damage anything provided in the interests of health and safety.
- Reporting any accidents or near misses however minor to the Site Supervisor or line manager
- Co-operating with any investigation, which may be undertaken with the objective of preventing reoccurrence of incidents.
- To ensure this policy is effective, we will
- Review it annually or on any significant changes to our business.
- Make any such changes known to our employees.
- Maintain procedures for communication and consultation between all levels of staff on matters of health, safety and welfare.
All contractors working for the company are required to comply with the appropriate rules and regulations governing their work activities. Contractors are legally responsible for their own workforce and for ensuring the work is carried out in a safe manner.
Consultation and Training
The managing director is committed to involving employees at all levels in the maintenance of health and safety standards and to provide them with adequate information, instruction and training. Much of this will be carried out during the Company induction training and later on during site specific training which will be carried out by the appropriate person. Regular supervisory checks will be completed to ensure the safety of the officers on duty and to test compliance and understanding to current regulation. Where issues are brought to the attention of the supervisor or found by the supervisor he will immediately report these back to his line manager or in their absence the appropriate Director. Any changes in Health and Safety will be notified to the operational staff either in person during visits, e-mail or memo.
The Company will carry out further training when required in such areas as the use of PPE, Safety equipment, Manual handling or plant and machinery as required. Details of the training will be logged on the individuals training record once completed.
Where there are changes to the site assignment instructions details will be issued to staff and the appropriate retraining given, details of which will be logged onto the individuals training record.
The Health and Safety coordinator / Representative will carry out and record formal risk assessments. In addition risk assessments are carried out continuously by employees throughout their work. Hazards are considered and work methods established to minimize the risk of injury to themselves and others affected by the work. Where the employee does not have sufficient knowledge about a specific hazard, they will take further advice from the H&S Coordinator / Representative if required. The head of the Company ensures operators are provided with appropriate instruction and training on risk assessments.
Security Surveys/Welfare Facilities
Prior to the commencement of an operation the appropriate person from the Company will carry out a site survey, the survey will include such areas that are a security risk along with the determination of the welfare facilities appropriate for the staff working on site such as suitable base, toilet facilities and heating and lighting.
Formal method statements (safe working procedures/assignment instructions) will be prepared in writing where the risk is particularly high. The method statements will provide site specific information on the task to be undertaken including site set up, chain of responsibility and will detail a clear sequence of work that would be followed in order to undertake the given task safely.
Co-operation with Clients
Employees will always familiarise themselves with client procedures when first attending site, in particular general site access, emergency procedures and high risk work activities. Clients site procedures and specific instructions will be followed at all times.
All work equipment (including Electrical equipment) used at work, as part of the Company’s undertaking will comply with the Provision and Use of Work Equipment Regulations (P.U.W.E.R.).
Before new equipment is introduced into the working environment, an assessment will be made by: Damion Mohalland in order to ascertain that the equipment is suitable for its intended use.
No employee will use work equipment for which they have not received specific training.
No employee will knowingly misuse work equipment or remove any guards that are in place to minimise a specified risk.
All work equipment will be maintained and inspected at suitable intervals either internally by a competent person or by specialist external companies. The frequency of work equipment maintenance or inspection will be based on manufacturer’s guidance and industry best practice. Any maintenance / inspections undertaken on company equipment will be formally recorded with a hard copy left on file in the Equipment Maintenance Register.
The Register shall specify the location or holder of the equipment and the frequency and type of service. Evidence that service has been conducted shall be held in the Register. For Company vehicles, the manufacturer’s maintenance handbook shall be used to record the regular maintenance of the vehicle.
Any employee who is in control of Company equipment that is lost, mislaid, is damaged or fails to operate, shall advise the Managing Director. An Equipment Fault Report shall be raised specifying and confirming the corrective action. Immediate action shall be taken by the Managing Director if the reported problem applies to health and safety related equipment.
Client supplied equipment shall be controlled in accordance with the assignment instructions.
If any faults or damage are found on any equipment, stop using the work equipment and report the fault to your Site Supervisor or line manager.
All equipment requiring regular maintenance and/or whose location is required to be known shall be logged.
Personal Protective Equipment (P.P.E.)
Appropriate personal protective equipment will be issued to employees as and when necessary for work activities.
Training will be provided for employees on the safe use, storage and maintenance of the relevant equipment before issue and a written record detailing what PPE has been issued will be signed by the employees on receipt of the equipment and the hard copy kept on file.
Employees have a legal duty to wear PPE as specified in relevant site rules, risk assessments and method statements.
Any defects or malfunction of PPE must be reported to: Damion Mohalland
First Aid & Accident Reporting
Adequate first aid provision will be made at every place of work occupied by the Company.
Each first aid box shall be suitably marked and be easily accessible to all employees at all times when they are at work.
Head Office – the first aid box is located at reception
On Project Sites – wherever possible arrangements are made with clients/principle contractors to use their first aid facilities.
All accidents MUST be reported to your Site Supervisor/line manager and the details recorded in the accident book (held at head office). Serious accidents where hospital treatment is required must be reported to the Health and Safety Advisor as soon as possible after the incident.
It is our policy to report all accidents, industrial diseases and dangerous occurrences to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013. We will also record all injuries in the appropriate accident book, as required by the Social Security (Claims and Payments) Regulations 1979
The company representative is responsible for reporting all notifiable accidents to the enforcing authority. Employees must report all injuries to their supervisor/ line manager immediately after treatment. The accident report must be fully completed for all injuries incurred at work, however minor. An accident book is maintained in our main control room where all staff have been instructed to report to. If, because of their injury, employees are incapable of making an immediate entry, then that entry must be made by their manager, first-aider or nominated person
Following any accident of any severity that requires treatment, the employee’s manager will notify the company representative who will
- Complete an accident investigation report
- Notify the enforcing authority, if the accident is reportable
Following any accident of any severity that requires treatment, the employee’s supervisor/line manager will take statements and retain any other documents related to the accident.
If the injury is of a serious nature or if there is any doubt, the injured person will be sent to the nearest hospital for treatment. Although it is not our legal duty, we will notify the enforcing authority of injuries to a non-employee, e.g. Contractors, if the injury takes place on our premises and we become aware of it. Accidents and injuries that are reportable to the enforcing authority will also be reported to our employer’s liability insurer.
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (R.I.D.D.O.R.):
Certain accidents are reportable to the HSE’s Incident Contact Centre. The Health and Safety Co-ordinator must be notified as soon as practicable after incidents causing the following injuries:
- Any work related injury that leads to an employee being absent from work for more than 3 working days
- Fracture other than to fingers, thumbs or toes;
- Dislocation of the shoulder, hip, knee or spine;
- Loss of sight (temporary or permanent);
- Chemical or hot metal burn to the eye or any penetrating injury to the eye;
- Injury resulting from an electric shock or electrical burn leading to
- Unconsciousness or requiring resuscitation or admittance to hospital for more than 24 hours;
- Any other injury: leading to hypothermia, heat-induced illness or unconsciousness; or requiring resuscitation; or requiring admittance to hospital for more than 24 hours.
It is our policy to investigate
- All accidents resulting in any reportable injury or losses of any assets
- All accidents, however minor
- All near misses
Employees should be aware that health and safety enforcement officers can enter premises without appointment, at any reasonable time, to ascertain if the requirements of the law are being met. If they have reason to believe that a situation exists or may arise in which there is potential for serious injury or death, they may enter work premises at any time.
We will extend to them full co-operation. We will co-operate with our insurers, in order to reduce our premium as far as we can. If the insurers have advice on reducing risk, we will follow that advice where reasonably practicable.
It is important for a Security Officer to understand the signs that are used on vehicles and containers giving information about hazardous contents. These are known as Hazchem signs.
The labels give the following information:
- An emergency code for the substance – this tells the Emergency Services what action should be taken in cases of emergency.
- A V.N. identifies number for the product, unique to that product.
- A hazard warning symbol – a picture on a white or coloured background that indicates the hazardous properties of the contents e.g. oxidising, toxic, corrosive.
- A contact telephone number for further specific information.
The hazard may be biological, chemical or physical, including fire or explosion. Should deliveries of this sort be made to your site, the Assignment Instructions should provide you with information which will include the appropriate data sheets that will contain detailed information on the substance. The same applies to storage of these products on site.
The driver of the vehicle must carry with him, in writing, details of:-
- The substance
- The hazard
- The precautions to take in an emergency
Leaks & Spillages
If hazardous products are stored on site, they may be in an exclusion zone. If they are not and a Security Officer finds traces of leaking substances, a few very basic rules should be followed:
- Avoid physical contact
- Check labels for instructions, taking care not to step into spillage
- Inform the Supervisor or Regional Control
- Contact Emergency Services if necessary
- Follow details in the Assignment Instructions and inform all necessary personnel.
Fire Safety & Emergency Procedures
It is the Company’s policy to take account of fire hazards in the workplace. All employees have a duty to conduct their operations in such a way as to minimize the risk of fire. This involves compliance with the Company’s no smoking policy, keeping combustible materials separate from sources of ignition and avoiding unnecessary accumulation of combustible materials
In the event of the fire alarm being activated, or in any other emergency situation (e.g. bomb scare), all employees must leave the site by the nearest available exit and assemble at the designated assembly point.
The Manual Handling Operations Regulations 1992 apply to work activities
In consideration to their special needs, we will take additional measures to secure the safety of pregnant or nursing mothers, including modifying our manual handling risk assessments.
Manual handling operations will be assessed for all activities for any loads other than those, which are clearly not significant. Manual handling operations in areas or under conditions that may alter the risk will be assessed.
The company operates a system that regularly evaluates its processes and customer needs, and has set quantifiable objectives with plans in place to ensure that they are reviewed year on year for improvement.
The company is committed to continually improving the effectiveness of the environmental management systems, and to prevent pollution within the company, working environment, and to the wider external environment.