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.
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
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.
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.
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.
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:
H&S Policy Document
�. 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.
�. 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.
�. 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.
�. 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.
�. 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.
�. 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.
�. 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.