On-Road Accident Or 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.

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.

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.

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.

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.