H2O Logistics Limited (“H2O”) has a duty to all employees, suppliers, sub-contractors, clients and members of the public to ensure that, as far as possible:

• any premises, site or environment under our control is safe, comfortable and secure for all users;

• every person is treated fairly and with respect, regardless of their gender, age, nationality, disability, sexuality or religious beliefs; and

• we remove the opportunity for H2O to be used as a facilitator for criminals or criminal activity.

 

This document is part of our full suite of policy documentation but is specifically focused on the Health & Safety aspects of our business.

 

Summary

GENERAL APPROACH TO H&S

We are fully committed to protecting the health and safety of our staff, contractors, service providers, visitors and all those who are part of our business practices. We have a fully Health & Safety Framework and a comprehensive Health & Safety Policy to help achieve this. We have prepared this policy Handbook as an additional measure to complement our framework, procedures and policy.

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HOW WE MANAGE H&S

Our approach is proportionate to the risks of our business and our operations. We have identified our responsibilities and carried out an analysis of H&S risks that exist in our business. This has formed the basis for our ongoing Risk Control & Treatment Plans and has allowed us to design our Policies & Procedures and Training & Communication Plans to ensure that maintain the best possible approach to providing a safe environment to work within. It is noted that no system or process eliminates entirely hazards, risks or the effects of them, which is why our strategy includes ongoing monitoring and improvements in a systematic way.
 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WHO DOES WHAT, WHEN & HOW

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RISK ASSESSMENT, Consultants, Quarterly

Held quarterly, initially by a consultant, with an option to hold this audit via H2O Logistics staff in the future. This follows a standard format and is recorded on our Risk Assessment Form. A subsequent Business Impact Assessment is carried out on any existing or new risks that are identified as requiring action.

 

A Risk Assessment can also be triggered by observation or experience of an incident that is deemed to require further investigation and/or action.

 

TREATMENT ACTION PLAN, H2O Team, Ongoing

This plan is formed on the basis of ongoing and newly identified risks, from Audit, Assessment, Incidents, Observations or other means. Each risk is assigned with an action plan until we have satisfied ourselves that we have done everything we practicably can to remove, reduce or avoid it. The Treatment plan has a log, so that we are able to keep a detailed view of what has been completed, when and for what reason.

 

RISK AUDIT, Consultants, Annually

On top of our Quarterly Risk Assessments, we have decided to implement an Annual RISK AUDIT. This will be both Risk Assessment and Assessment of our policies, practices, procedures etc to ensure that we are living up to our Strategy. In the event of serious issues we will use this opportunity to review both our Strategy & Framework.

 

H&S POLICY, H2O, As required and/or following Audit findings

The H&S Policy sets out our general approach to health and safety. It explains how manage health and safety in our business. It shows clearly who does what, when and how. Our policy is displayed on our website, contained within our Handbook and available to all who we deal with.  The policy will be maintained according to requirements and be subject to the AUDIT to ensure continued suitability.

 

FIRE and FIRST AID TRAINING, Outside providers, upon start & as recommended for updates

Whilst we operate within the End Client warehouse environment and fall within it’s FIRST AID and Fire Safety Procedures we have decided to train our Senior Managers to ensure that we have an increased awareness of and ability to react to Fire Risks within our business as well as be able to improve our ability to act positively in the event of an accident. The nature of this training, who will undertake it and how often will be maintained according to requirements and be subject to the AUDIT to ensure continued suitability.

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MANAGERS TRAINING, H2O, Annually or as required following audit

We have decided to carry out awareness training for our senior managers in all aspects of H&S. This will be an ongoing task to ensure that our senior team maintain high awareness, knowledge and understanding of our requirements, our policies and procedures relating to H&S. The nature of this training, who will undertake it and how often will be maintained according to requirements and be subject to the AUDIT to ensure continued suitability.

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CONTRACTORS & EMPLOYEES INDUCTION, H2O, upon start, updated as required

Every employee and contractor engaged by H2O logistics will undergo our Contractor & Employee Induction process, which includes our H&S Policy, orientation and awareness of Risks that have been identified, Lifting & Shifting awareness, Lone Worker awareness and specific attention to vehicles, driving and delivering. We also ensure that the End-client requirements for contractors in their workspace are covered at this time. Contractors are made aware of their responsibilities with regard to H&S, are handed a set of documents and asked to accept our policies and procedures as part of our contract with them.

 

TOOLS & INFORMATION, H2O, updated as required or following audit

This covers both practical H&S elements, such as First Aid Kit, PPE, Covid-19 mitigation measure together with communication elements such as H&S Poster, HSE information cards, Vehicle Checks & Reports and Handbook. These will be maintained according to requirements and be subject to the AUDIT to ensure continued suitability.

 

FEEDBACK & INPUT, H2O

We aim to go further with our H&S framework and seek ideas, concerns and other considerations for its improvement. With this in mind we carry out a monthly feedback initiative with our team. This information is considered and forms an additional input to our ongoing improvement process.

 

ONGOING MAINTENANCE, H2O, as part of the Quarterly Risk Assessment & Annual Audit Process

A Maintenance Program will be established to ensure ongoing monitoring and maintenance so that continuous improvement can be assured.

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MORE INFORMATION & FEEDBACK

We have laid out in this summary our approach and practices regarding Health & Safety at H2O. We have a significant number of resources that we have prepared to help keep the highest standards we possibly can, these are available, if you do not already have these. If upon reading this H&S Policy Handbook you feel that you require further information, clarity or would like to raise any issues or concerns, we welcome feedback and will assist in any way we possibly can.

 

 

Our full Health & Safety Policy follows, in which are the details of requirements and responsibilities relating to matters of Health & Safety:

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H&S Policy Document 

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1. POLICY STATEMENT

1.1 H2O Logistics Limited (“H2O”) takes health and safety issues seriously and is committed to protecting the health and safety of its staff, contractors, service providers, visitors and all those affected by its business activities or attending its premises. This policy is intended to help achieve this by clarifying who is responsible for health and safety matters and what those responsibilities are.

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2. WHO IS COVERED BY THIS POLICY

2.1 This policy applies to all staff, contractors, agents or service providers to H2O Logistics Limited, with the specific elements of the policy and responsibilities herein for different parties detailed within the policy, to the extent that they may apply.

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3. OUR RESPONSIBILITIES

3.1 H2O accepts it has a duty of care to at all time do its utmost ensure the health and safety of its staff, its clients, staff of its clients, its contractors, any person affected by the activities of its business and the general public. H2O Logistics accepts that as a minimum it is responsible for:
3.1.1 taking reasonable steps to safeguard the Health and Safety of its staff, contractors, people affected by its business activities and any persons visiting its premises;
3.1.2 identifying health and safety risks and taking steps to manage or overcome them;
3.1.3 providing a safe & healthy place of work for staff at its premises or place of business including during an emergency situation;
3.1.4 providing adequate information, instruction & training to enable all staff or contractors to carry out their tasks safely to avoid hazards, unnecessary risks and contribute positively to their own health and safety at work.
3.2 Where appropriate, provide adequate health and safety training relevant to the role or task. 
3.3 Promote effective communication & consultation between H2O management team, its staff, consultants and service providers concerning health and safety matters.
3.4 Regularly monitor and review the management of Health and Safety at work, make any necessary changes and bring those to the attention of those who would be affected by these changes.
3.5 Overall responsibility for Health and Safety matters has been appointed to Yanaki Ognyanov, who is responsible for day to day health and safety matters.

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4. YOUR RESPONSIBILITIES

4.1 Staff, employees, or anyone engaged by H2O accept that they must take reasonable care over there own health & safety and that of others who may be affected by their acts or omissions and as a minimum are expected to:
4.1.1 Co-operate with H2O to enable general compliance with Health and Safety duties and requirements.
4.1.2 Keep health and safety issues at the fore front of their minds and take personal responsibility for their actions and any health and safety implications arising from their actions or omissions; 
4.1.3 Comply with any health and safety instructions or rules in place at the location at which they are working including instructions on the safe use of equipment.
4.1.4 When working at a location other than H2O Logistics premises familiarise themselves with any site-specific health and safety requirements and with the person who is responsible for health and safety at that location or premises;
4.1.5 Report all health and safety concerns to the person responsible for health and safety at that location promptly including any potential hazard, risk, or malfunction of equipment however minor or trivial it may seem; and
4.1.6 Promptly report any accident, incident or near miss regardless of whether anybody is injured to the person responsible for health and safety at that location or a similar suitable individual.
4.2 Any contractors or third parties providing services to H2O whether as an individual or business also accepts that they have a responsibility to ensure they and their staff or representatives take responsibility for their actions and any health and safety implications arising from the providing of services to H2O.
4.3 H2O expects all such Consultants, Service Providers, or businesses to:
4.3.1 Co-operate at all times with H2O and its staff to enable general compliance with Health and Safety duties and requirements.
4.3.2 At all times provide and ensure that their personnel are in possession of any personal protective equipment (PPE) required for the safe completion of the specific task they are undertaking. Although requirements may vary based on location, Assignment, and the End-client, at all times the minimum PPE required will be:
4.3.2.1 High Visibility vest or jacket;
4.3.2.2 Keychain / Identity Card; and
4.3.2.3 Safety footwear.
4.3.3 Take personal responsibility for their actions and any health and safety implications arising from their actions and/or omissions or that of their staff or personnel.
4.3.4 At all times comply with any health and safety instructions or rules in place at the location at which they or their personnel are providing services including instructions on the safe use of equipment and any site-specific safety policies.
4.3.5 Familiarise themselves with any site-specific health and safety requirements and with the person who is responsible for health and safety at that location, as this may not be an employee of, or Service Provider to H2O. 
4.3.6 Report all health and safety concerns to the person responsible for health and safety at that location promptly including any potential hazard, risk, or malfunction of equipment however minor or trivial it may seem.
4.3.7 Undertake at their own expense any training course or similar educational programme which may be required by H2O or its clients in order for the service provider, business or its personal to familiarise themselves with any health and safety implications of such task including the correct and safe use of any equipment associated with this task.

4.3.8 All sub contractractors when cease to provide services have to return their badge and to the security on site or the onsite manager. They will dispose the badge.

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5. RISK ASSESSMENTS

5.1 A risk assessment is the careful examination of what in the workplace could cause harm to a person or person. H2O will continually assess any risks to its staff, contractors, clients or any person affected by its business activities arising from the day to day task or duties of its staff & contractors and if necessary introduce measures, practices or process to control and mitigate these risks and where practicable provide suitable training or educational support to its staff or contractors to accompany any such changes. 

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6. INDEPENDENT BUSINESSES / SERVICE PROVIDERS

6.1 H2O engages with independent businesses, subcontractors and service providers in the day to day activities of its business. Whilst these business are responsible for conducting their own risk assessments, H2O accepts that it has a responsibility to subcontractors to highlight all known risks and ensure that reasonable precautions are taken to reduce any risk to the subcontractor business or its personnel in the providing of services to H2O. This responsibility is not intended to undermine the self-employment status of the subcontractors and service providers.
6.2 When a subcontractor or its personnel are proving a service to H2O at a location neither owned nor operated by H2O we shall ensure that information regarding the person or persons responsible for health and safety at the location at which the services are to be provided is available and communicated to the subcontractor and in the event that the location requires the completion of a site induction or familiarisation programme or course H2O shall ensure that the subcontractor attends such course or training programme prior to the providing of services.
6.3 The subcontractor accepts that as an independent business providing services to H2O there is a responsibility to ensure the health and safety of its personnel, staff, clients and any persons affected by the activities of its business. H2O expects the subcontractor or business to, as a minimum:
6.3.1 Be an experienced provider of the services and therefore understand any risks associated and to its utmost to minimise these risks;
6.3.2 At all times act in good faith and not in contrary to H2O health and safety policy or where applicable that of its clients;
6.3.3 Where applicable, complete at its expense any training or educational programme in regard to health and safety required by either H2O or its clients prior to the providing of services;
6.3.4 Complete its own suitable risk assessment, in addition to any completed by H2O  for any task required of the subcontractor where either H2O Logistics, its clients or the subcontractor identify a risk to any persons associated with the task or the public;
6.3.5 In the event of an accident, incident or dangerous occurrence involving the subcontractor promptly report any such incident to the local H2O representative and to submit a RIDDOR report as required by law.

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7. BREACHES OF POLICY

7.1 Any employee, contractor, business, or its personnel who fails to comply with this policy shall, where applicable, be subject to disciplinary action as outlined in the employee contract or any contract for services currently in force may be immediately terminated.

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Working & Driving Hours Policy

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1. POLICY STATEMENT

1.1 H2O Logistics Limited (“H2O”)  is dedicated to the safety & wellbeing of its employee’s, subcontractors, customers, members of the public and any other individual or business’ who may engage with H2O.
1.2 H2O requests all persons and business who wish to work, provide services, or engage with H2O, to act responsibly, observe best practice, and be aware of their individual responsibilities under both UK law & this policy. 
1.3 H2O aims to further support its employees and contractors in achieving a satisfactory work/life balance by where possible providing flexibility in leave and working arrangements, which in addition to meeting statutory requirement , seeks to effectively balance individual circumstances with the current business needs of H2O. 

 

2. WHO IS COVERED BY THIS POLICY?

2.1  This policy consist of the following individual sections which covers those persons engaged by H2O in the capacity detailed by the section: 
a)    Employee’s working hours;
b)    Service providers working hours; and
c)    Driving hours.

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3. EMPLOYEE’S

3.1 Working Hours: 
3.1.1 All H2O employees have a minimum working week of  40 hours over seven days, from Sunday to Saturday, excluding lunch breaks, and subject to working time regulations (detailed below), are required to work such additional hours as may be reasonable and necessary for the effective and efficient performance of their responsibilities. 
3.2 Working Time Regulations:
3.2.1 The Working Time Regulations (WTR) limit the hours an employee may work to an average of 48 hours per week over a rolling 17 week period. H2O recognises that occasionally work pressures may result in an employee voluntarily working more than 48 hours in any given week. However, employees and managers are expected to manage the employee’s workload and to ensure that the limit of 48 hours per week is not consistently exceeded. 
3.3 Overtime working:
3.3.1 Overtime working occurs when any employee (whether full time, part time or seasonal) is required to work in excess of their normal contracted hours. Line managers will seek to ensure that the need to work overtime is kept to a minimum by planning workloads according to the resources available, and by supporting individuals to manage their own workloads and time effectively. For employees who work on an annualised hours’ contract, there must be agreement between the employee and line manager before any additional hours are worked, to determine whether these form part of the employee’s annualised hours, or constitute ‘overtime’. Most staff are eligible for recompense if they are required to work overtime. Recompensing eligible staff for working overtime will either be through the use of TOIL or paid overtime.
3.4 Leave/Holiday:
3.4.1 All full-time employees are entitled to 30 working days’ paid annual leave for a complete year in employment, and should make every effort to use their full entitlement in each annual leave year. Annual leave will be calculated on a pro rata basis for:  employees who work part-time (based on the hours and/or number of days they work); and fixed-term employees (based on the length of their contract). All leave for employees who work part time or full time compressed hours will be calculated, recorded and booked in hours. 
3.4.2 The leave year runs as per the calendar year (Jan – Dec) and employees may take up to 2 consecutive weeks’ annual leave at any time in the leave year, subject to operational requirements and management approval. 
3.4.3 Employees must have all annual leave approved by their line manager before they take the leave and should give as much notice as possible. Each annual leave request will be considered carefully on its merit but the line manager must consider operational requirements before approving a request. 
3.4.4 Employees are advised not to not make holiday arrangements until they have had their leave requests approved. 
3.4.5 When an employee leaves H2O employment, they are expected to take any outstanding annual leave before their departure. If this is not possible due to operational requirements, any excess days owed to them may be paid in lieu, with the agreement of their line manager. If the employee has taken too many days’ annual leave in relation to their accrued entitlement at the time of departure, H2O will deduct pay for the number of days taken in excess. 
3.5 Special Leave:
3.5.1 The provision of special leave with pay is intended to enable employees to take time off work for personal commitments that are not covered by maternity, parental or other family leave. 
3.5.2 The employee may supplement special leave with annual leave, subject to management authorisation. For information regarding time off for dependents (unpaid leave) see the Family Leave Policy. 
3.5.3 Special leave applications will be considered in the same way as other leave requests, with due regard to operational requirements and business needs. 
3.5.4 The forms of special leave detailed in this procedure are: 
3.5.4.1 care and compassionate leave;  
3.5.4.2 court attendance (including jury service);  
3.5.4.3 public service leave;  and 
3.5.4.4 investiture/honours and attendance at royal garden parties. 
3.6 Care and compassionate leave
3.6.1 Bereavement: Up to 5 days special leave with pay may be allowed on the death of a close relative, spouse or partner. The application should be made to the line manager, who will consider the length of compassionate leave to be approved, taking account of factors such as:  the relationship of the deceased to the employee;  whether the employee has a practical role to play (for example organising the funeral or settling affairs);  how far the employee has to travel for the funeral. 
3.6.2 Care purposes: Special leave with pay should only normally be awarded for care purposes where:  a near relative is gravely ill; or  an employee is advised to stay with a child or close relative when they are admitted to hospital.
3.6.3 Special leave with pay should not be granted to cover instances where members of an employee’s household, particularly young children, suffer from common ailments. Employees are expected to use annual leave to cover such contingencies. 
3.7 Jury service and other court attendance:
3.7.1 Special leave with pay will be authorised for an employee who has been summoned for jury service. However, in exceptional cases, H2O may ask an employee to defer their jury service due to essential operational requirements.  Employees who are required to attend court in an official capacity (such as appearing as a witness) will be regarded as being on official duty and will receive their usual pay and any travelling and subsistence allowances. 
3.7.2 Employees who are required to attend court in any other private capacity will usually be required to take annual leave or special leave without pay to cover their absence. 
3.7.3 In all matters of court attendance, employees:  must inform their line manager as soon as they have received a notification of court attendance;  must keep in contact with their line manager to update them on the duration of their absence;  may claim travel and subsistence allowance if on official duty. If such allowances are received from the court or if they claim loss of earnings, they must reimburse H2O for the amount received from the court. 
3.8 Public service leave  
3.8.1 H2O  wishes to support employees who carry out public service duties and may grant a reasonable special leave for duties such as magisterial duties (as Justice of the Peace), governor of an educational institution, members of a statutory tribunal, police authority or board of prison visitors. 
3.8.2 Each application will be considered on a case-by-case basis to determine whether the leave can be authorised and whether it should be paid or unpaid. Factors taken into account in such decisions will include:  the length of special leave requested;  time the employee has already had off, including special leave, annual leave and sickness absence;  operational requirements and business needs. 
3.9 Investiture, honours, and attendance at royal garden parties:
3.9.1 Employees will be granted paid special leave to attend an Investiture to receive an award or to attend a royal garden party. Employees must notify their line manager as soon as they become aware of the award or invitation.

4. SERVICE PROVIDERS

4.1 For the purpose of this policy a Service Provider is any individual who is not an employee of H2O but a business providing services to H2O under the terms of a contract or subcontractor agreement or any member of personnel of a business supplying services under any such agreement. 
4.2 H2Os accepts that any person or business supplying services to H2O as a subcontractor is entirely responsible for the management of his/her own working hours or the management of the working hours of the personnel providing the service. Any subcontractor supplying services to H2O must ensure that sufficient resources are maintained to ensure that no persons exceeds the limits set under the working time regulations and that sufficient records are kept and presented to H2O upon request in order that it may be confirmed that the subcontractor or business complies with their responsibility with regards to working and driving hours regulations. 

5. DRIVING

5.1 As part of its ongoing commitment to the safety & wellbeing of employees, Service Providers, customers and End-clients, as well as members of the public, H2O requires all employee’s, subcontractors, or personnel of subcontractors to ensure that they are at all times aware of their responsibilities and abide by the EU Driver Rules or the GB domestic drivers hours rules as appropriate. 
5.2 In line with these rules, all employees and Service Providers must ensure that neither they nor any single member of their personnel:
5.2.1 Drive for a period of more than 10 hours per day in providing or rendering of services to H2O;
5.2.2 No single individual shall remain “on duty” for a period of more than 11 hours per day in the providing or rendering of services to H2O;
5.2.3 Each individual must take a break of at least 30 minutes after a continuous period of 5 hours 30 minutes of driving or a total of 45 minutes in breaks in any period of 8 hours 30 minutes of driving;
5.2.4 Each individual must observe a rest period of at least 10 hours from the time of the last duty to the time of the first duty on the next working day, although this may be reduced to 8.5 hours 3 times per week;
5.2.5 Each individual must observe at least one rest period of 24 hours every 2 weeks.
5.2.6 Each individual must keep an accurate record of driving hours undertaken in the providing or rendering of services to H2O, including details of daily breaks taken, that upon request, these records be presented to H2O, to allow H2O to verify compliance with the GB domestic drivers hours rules.

6. BREACHES OF POLICY 

6.1 Any failure by the employee, individual, business or personnel to adhere to the GB domestic drivers hours rules, or maintain sufficient records to allow H2O to verify that the individual has observed his or her responsibilities, under these rules, may be considered a material breach of any contract or employment, subcontractor agreement, or contract for services, on the basis that such actions would constitute a serious breach of health & safety policy.

 
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.

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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.

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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.

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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. 

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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.

 

 

On-Road Accident and Incident Reporting Procedure

1. POLICY STATEMENT

1.1 H2O Logistics Limited (“H2O”) core business is road transport, so will endeavour to make best efforts to educate those persons operating vehicles for or on behalf of H2O, following best practises. 
1.2 Throughout the course of H2O operating, vehicles driven by employees or sub-contractors of H2O, are statistically more likely to be involved in a road traffic accident or incident that other road users. Therefore, all persons who are required or wish to operate a road vehicle, in the supply or rendering of services to H2O, is required to read, understand, and familiarise themselves with our on-road accident reporting procedure. Ensuring that in the event of an accident or incident, they are aware of their responsibilities to both H2O, other road users and members of the public. 

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2. WHO IS COVERED BY THIS POLICY?

2.1 Any person who operates a road motor vehicle; including car, van, commercial vehicle or motorbike, to provide or render a services to H2O, in any context.

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3. IF YOU ARE INVOLVED IN AN ACCIDENT

3.1 In the event you are involved in a road traffic accident or collision your first obligation is to the safety and wellbeing of yourself and those around you. If you feel it is necessary or you feel any person or persons is injured, in danger, or there is a possibility of injury, you must call 999 immediately and request the assistance of the relevant emergency services. 
3.2 Once you have established that no parties are injured and that there is no further risk of injury or danger you must do the following: 
3.2.1 Do not admit or speculate as to blame for the accident or incident with any third party involved;
3.2.2 Record the details of any third parties involved directly in the accident or incident, as a minimum these details should include where applicable:
a)    Full name; 
b)    Home address; 
c)    Telephone Number;
d)    Vehicle Make; 
e)    Vehicle Model; and
f)    Vehicle Registration Number. 
3.2.3 Take photographs of all vehicles involved in the accident or incident, the road layout surrounding the accident along with any road furniture or property damaged as a result of the accident. 
3.2.4 Provide any third parties with all reasonably requested details, where any details are not available at the time of the accident, provide the third party with correct contact information to obtain these details. 
3.2.5 Record the following details of any witness to the accident or incident: 
a)    Full name;
b)    Home address; and
c)    Telephone Number.

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4. REPORTING AN ACCIDENT

4.1 Wherever possible all road traffic accidents or incidents should be verbally reported as soon as possible to the H2O Management Team on 0704696219. 
4.2 Full details of the accident, along with the information recorded relating to the accident or incident, should be submitted via email to compliance@h2ologisitics.co.uk. In the event access to the online email is not available, details should be recorded and posted to H2O as soon as possible. 

5. FOLLOWING AN ACCIDENT 

5.1 Following any road traffic accident or incident, please do not attempt to contact any third party or witness involved in the incident. Should you receive any contact from these parties, please direct their enquiry directly to H2O.
5.2 Under no circumstances should you accept, discuss, or engage in discussions regarding payment, compensation, or remuneration in relation to damages, losses, or injury sustained too, from, or by any third party involved in the accident. Please report any such contact to H2O senior staff immediately.

 

 
Pregnancy Provisions

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1. POLICY STATEMENT

1.1 H2O Logistics Limited (“H2O”) understands that the nature of some of the tasks that are asked of its employees, staff, contractors, or agents, can be physically demanding. To safely carry out and complete these tasks without risk of injury or illness, a degree of physical fitness is required of the persons carrying out the tasks. 
1.2 H2O does its utmost to continually monitor, control, and reduce risks in the working environment. Should a female who is carrying out physically demanding tasks, either for or on behalf of H2O falls pregnant, this may present an increased risk of injury or illness, outside of the normal scope of risk assessed by H2O. In cases special provisions may be necessary for these individuals to allow them to continue to render a service to H2O.

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2. WHO IS COVERED BY THIS POLICY?

2.1 This policy aims to cover provisions for new or expectant mothers who are employees of, or Service Providers to H2O.
2.2 A new or expectant Mother is defined as a woman who is currently pregnant, has given birth within the last 6 months or who is currently breastfeeding. 

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3. OUR AIM 

3.1 In order to allow new or expectant mothers to continue to provide a service to H2O whilst remaining safe from harm within the work place, H2O will endeavour to conduct a regular review of any risks posed to an expectant or new mother by the tasks she is carrying out. Then, H2O, where possible, will introduce control measures to mitigate these risks. 
3.2 This will include: 
3.2.1 Conduct a regular meeting with any expectant mother at periods of no more than 4 weeks to allow any concerns or suggestions to be voiced;
3.2.2 Conduct a regular risk assessment, alongside the expectant mother, throughout the pregnancy and upon her return to work postpartum;
3.2.3 Liaise directly with our clients or customers, to request any special provisions which may be required or necessary at the location at which the expectant mother is currently based;
3.2.4 Where possible offer an alternative working schedule or task to the expectant mother where this may result in a lower risk to the wellbeing or health of the expectant mother; and
3.2.5 Identify any risk specific to expectant mothers and where possible take appropriate action to remove or reduce the risk.
 

Drug & Alcohol Testing Policy

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1. POLICY STATEMENT

1.1 H2O Logistics Limited (“H2O”) continually strives to conduct our business activities in a way which will achieve the highest possible standard of health and safety for our employees, contractors, clients and members of the public. As the core of our business is based around road based transport we recognise that we can contribute to a safe, healthy and productive work environment by adopting a zero tolerance policy on the use of alcohol & illegal drugs in the workplace, preventing drug and alcohol problems, by raising awareness, by identifying problems at the earliest stage and by offering support to those who have a problem. 
1.2 Our policy is designed to ensure that no person under the influence of illegal drugs or alcohol does supply or render services to H2O nor operate a vehicle on behalf of H2O. 

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2. WHO IS COVERED BY THIS POLICY?

2.1 This policy applies to all of our employees as well as subcontractors (including agency and self-employed), consultants and employees of other organisations when working on our sites and premises or the sites and premises of our clients on our behalf.  

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3. EMPLOYEE/CONTRACTOR ON-BOARDING SCREENING

3.1 Before any individual may supply or render any services to H2O in any context either as an employee, subcontractor, or personnel of a subcontractor a Drug & Alcohol screening test must be performed and a negative sample provided. 

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4. RANDOM SCREENING 

4.1 Whilst contracting to or under the employment of H2O, there shall be a continued requirement for each individual to agree to undertake random drug & alcohol screening tests, for the purpose of verifying compliance with this policy, when requested, by either a representative of H2O or a representative of our client, at whose premises the services are being rendered or supplied. 

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5. TESTING PROCESS

5.1 All screening tests undertaken by any individual in line with this policy shall be conducted at the expense of H2O, by a suitably qualified and authorised independent Toxicologist, on behalf of the third party appointed by either H2O or a client of H2O to conduct such screening tests. 
5.2 Results of all screening tests shall be available to the donor once they are made available to H2O. 

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6. NON-NEGATIVE RESULT

6.1 Should the result of any screening test undertaken be ‘Non-Negative’, any employee shall be immediately suspended from any duties pending an investigation in line with our disciplinary procedure. 
6.2 Should the result of any screening test undertaken be ‘Non-Negative’, any contractor will be required to reimburse H2O for the cost of the screening test and any agreement or contract for services immediately terminated.

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7. RIGHT TO APPEAL 

7.1 The donor shall have the right to appeal where in the situation that the onsite testing equipment may be defective; samples will then be sent to an approved Laboratory. 
7.2 Further costs/penalties may be incurred subject to result.