Vehicle Safety, Security & Equipment Policy

1. POLICY STATEMENT

1.1 H2O Logistics Limited (“H2O”) is committed to ensuring that both our company fleet and those vehicles owned and operated by our employees, contractors or agents are as safe as possible.
1.2 This policy is to ensures vehicle safety equipment requirements are documented and managed in a consistent way in order to improve our WRRR (work related road risk) safety record. Ensuring the most appropriate safety equipment is fitted to all vehicles is the joint responsibility of senior management, operations, drivers, and owners of vehicles used.
1.3 The driver of each vehicle plays a key role in providing feedback to ensure the most appropriate equipment is fitted and that any defects are reported as soon as they occur.

2. WHO IS COVERED BY THIS POLICY?

2.1 This policy applies to all staff, contractors, agents, or persons rendering services to H2O responsible for any aspect of the procurement, fitment, maintenance and use of a vehicle and its safety equipment.

3. OUR RESPONSIBILITIES

3.1 H2O will endeavour to ensure that any person who utilises a road vehicle, in any context in the rendering of services to H2O, shall:
3.1.1 Hold and continue to hold a valid driving license covering as a minimum the class of vehicle being used, where applicable this shall be verified via periodical checks (of no more than 6 months) of the drivers licence status using the online check service provided by the DVLA in the UK;
3.1.2 Has no greater amount that 6 (six) penalty points displayed on their driving licence;
3.1.3 Is trained in the use of any safety or additional equipment fitted to the vehicle prior to first using the vehicle;
3.1.4 Understands the process for checking the vehicle safety equipment;
3.1.5 Understands the process of the daily vehicle walk round check; and
3.1.6 Understands the process for reporting any defects to the vehicle or its equipment.
3.2 We shall also ensure that any vehicle owned by H2O and issued to any party for the purposes of providing a service to H2O in any context, shall, if not fitted to the vehicle as standard equipment by the manufacturer, contain as a minimum the following safety equipment:
a)   5KG fire extinguisher;
b)   First Aid Kit;
c)   Safety Warning Triangle;
d)   High Visibility Jacket; and
e)   Emergency Torch Light.

4. YOUR RESPONSIBILITIES

4.1 As a person using a road vehicle in which services are rendered to H2O, regardless of vehicle ownership, you understand your responsibility to ensure the vehicle is fitted with, as a minimum, the following safety equipment:
a)   5KG fire extinguisher;
b)   First Aid Kit;
c)   Safety Warning Triangle;
d)   High Visibility Jacket; and
e)   Emergency Torch Light.
4.2 In the event the vehicle does not contain any of this equipment, or you are aware of a defect with the equipment, you understand this must be reported to the vehicles owner or operator immediately, and any missing or defective equipment, must be replaced within 48 hours of the report of the defect or missing equipment.

5. VEHICLE SECURITY

5.1 The security of any vehicle used to render a service to H2O and the vehicles contents, are paramount and the driver understands that there is a requirement to ensure the vehicle is locked when unattended and that a security key chain or similar key retaining device, must be used at all times whilst servicers are rendered.
5.2 You also understand and agree that although vehicle security is paramount, this should not come before the safety and security of any driver, user, or passenger of the vehicle nor any member of the public.

Anti Bribery & Corruption

1. ABOUT THIS POLICY

1.1 It is our policy to conduct all of our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.
1.2 Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. Any Service Provider or supplier who breaches this policy may have their contract terminated with immediate effect.
1.3 This policy does not form part of any employee’s or worker’s contract of employment or engagement and we may amend it at any time.

2. WHO MUST COMPLY WITH THIS POLICY?

2.1 This policy applies to all persons working for, or providing services to us, or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners.

3. WHAT IS BRIBERY?

3.1 ‘Bribe’ means a financial or other inducement or reward for action which is illegal, unethical, a breach of trust or improper in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or any other advantage or benefit.
3.2 ‘Bribery’ includes offering, promising, giving, accepting, or seeking a bribe.
3.3 All forms of bribery are strictly prohibited. If you are unsure about whether a particular act constitutes bribery, raise it with a representative of the Management Team either in person or by email to compliance@h2ologistics.co.uk.
3.4 Specifically, you must not:
a)   give or offer any payment, gift, hospitality, or other benefit in the expectation that a business advantage will be received in return, or to reward any business received;
b)   accept any offer from a third party that you know or suspect is made with the expectation that we will provide a business advantage for them or anyone else;
c)   give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure;
3.5 You must not threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption.

4. GIFTS AND HOSPITALITY

4.1 This policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes such as building relationships, maintaining our image or reputation, or marketing our products and services.
4.2 A gift or hospitality will not be appropriate if it is unduly lavish or extravagant, or could be seen as an inducement or reward for any preferential treatment (for example, during contractual negotiations or a tender process).
4.3 Gifts must be of an appropriate type and value depending on the circumstances and taking account of the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers), or be given in secret. Gifts must be given in our name, not your name.
4.4 Promotional gifts of low value such as branded stationery may be given to or accepted from existing customers, suppliers, and business partners.

5. RECORD-KEEPING

5.1 You must declare and keep a written record of all hospitality or gifts given or received. You must also submit all expenses claims relating to hospitality, gifts or payments to third parties in accordance with our expenses policy and record the reason for expenditure.
5.2 All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept “off-book” to facilitate or conceal improper payments.

6. HOW TO RAISE A CONCERN

6.1 If you are offered a bribe, or are asked to make one, or if you suspect that any bribery, corruption or other breach of this policy has occurred or may occur, you must notify a representative of the Management Team either in person or by email to compliance@h2ologistics.co.uk.