Policies

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Policies 2018-04-15T22:26:57+00:00
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COMPANY POLICIES

Phase One work in accordance with the most demanding industry standards including ACS SIA under which Phase One Security has approved contractor status for the provision of Security Guarding, Door Supervision and Keyholding services, ISO 9001, and SAFE Contractor.

Our Total Security Management is a one-stop 24/7 point of contact for you and your company to cover all of your security needs. With years of experience and success both in a security management capacity and as individual service providers, Phase One can supply you with a dedicated Contract Manager who will consistently devote their time to you for whatever you need.

Phase One – Environmental Policy 2018-04-15T22:18:57+00:00

We are committed to deliver quality service to our clients in an effective, responsive and professional way while proudly keep and maintain the following key features.

Protection of the environment in which we live and operate is part of Phase One’s values and principles and we consider it to be sound business practice. Care for the environment is one of our key responsibilities and an important part of the way in which we do business.

In this policy statement we commit our company to:

  • Complying with all relevant environmental legislation, regulations and approved codes of practice;
  • Protecting the environment by striving to prevent and minimize our contribution to pollution of land, air, and water;
  • Seeking to keep wastage to a minimum and maximize the efficient use of materials and resources;
  • Managing and disposing of all waste in a responsible manner;
  • Providing training for our staff so that we all work in accordance with this policy and within an environmentally aware culture;
  • Regularly communicating our environmental performance to our employees and other significant stakeholders;
  • Developing our management processes to ensure that environmental factors are considered during planning and implementation;
  • Monitoring and continuously improving our environmental performance.

The policy statement will be regularly reviewed and update as necessary. The management team endorses these policy statements and is fully committed to their implementation.

 

Phase One – H&S Policy 2018-04-15T22:39:04+00:00

The management of Phase One 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 Health and Safety:  Mr L Glenet

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 Directors of Phase One 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 health and safety 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 lineManager.
  • 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.

Contractors

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.

 

Phase One – CSR Policy 2018-04-15T22:30:42+00:00

This document sets out the Company’s approach to the responsibilities it has for the Protection of the Public & Property, 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.

Phase One – Data Protection Policy 2018-04-15T22:46:15+00:00

Introduction

In the course of your work you may come into contact with or use confidential information about employees, clients, customers and suppliers, for example their names and home addresses. The Data Protection Act 1998 contains principles affecting employees’ and other personal records. Information protected by the Act includes not only personal data held on computer but also certain manual records containing personal data, for example employee personnel files that form part of a structured filing system. The purpose of this policy is to ensure you do not breach the Act. If you are in any doubt about what you can or cannot disclose and to whom, do not disclose the personal information until you have sought further advice from the Company’s Data Protection Officer (see below). You should be aware that you can be criminally liable if you knowingly or recklessly disclose personal data in breach of the Act. A serious breach of data protection is also a disciplinary offence and will be dealt with under the Company’s disciplinary procedure. If you access another employee’s personnel records without authority, this constitutes a gross misconduct offence and could lead to your summary dismissal.

This policy does not form part of an employee’s contract of employment but it is a condition of employment that employees abide by this policy and therefore any failure to follow it can result in disciplinary proceedings.

The data protection principles

There are eight data protection principles that are central to the Act. The Company and all employees must comply with these principles at all times in their information handling practices. In brief, the principles say that personal data must be:

  1. Processed fairly and lawfully and must not be processed unless certain conditions are met in relation to personal data and additional conditions are met in relation to sensitive personal data. The conditions are either that the employee has given his consent to the processing, or the processing is necessary for the various purposes set out in the Act. Sensitive personal data may only be processed with the explicit consent of the employee and consists of information relating to:

Race or ethnic origin.

Political opinions and trade union membership.

Religious or other beliefs.

Physical or mental health or condition.

Sexual life.

Criminal offences both committed and alleged.

  1. Obtained only for one or more specified and lawful purposes, and must not be processed in any manner incompatible with those purposes.
  2. Adequate, relevant and not excessive in relation to the purposes for which it is processed. The Company will review employees’ personnel files on a regular basis to ensure they do not contain a backlog of out-of-date or irrelevant information and to check there is sound business reason requiring information to continue to be held.
  3. Accurate and where necessary kept up-to-date. If your personal information changes, for example you change address or you get married and change your surname, you must inform your line manager as soon as practicable so that the Company’s records can be updated. The Company cannot be responsible for any such errors unless the employee has notified the Company of the relevant change.
  4. Not kept for longer than is necessary. The Company will keep personnel files for no longer than six years after an employee has left the Company’s employment. Different categories of data will be retained for different periods of time, depending on legal, operational and financial requirements. Any data which the Company decides it does not need to hold for a particular period of time will be destroyed after approximately one year. Data relating to unsuccessful job applicants will only be retained for a period of one year.
  5. Processed in accordance with the rights of employees under the Act.
  6. Secure Appropriate technical and organisational measures must be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, data. Personnel files are confidential and are stored as such in locked filing cabinets. Only authorised employees have access to these files. For a list of authorised employees, please contact one of our Area Managers. Files will not be removed from their normal place of storage without good reason. Data stored on diskettes or other removable storage media is kept in locked filing cabinets. Data held on computer is also stored confidentially by means of password protection, encryption or coding and again only the above employees have access to that data. The Company has network back-up procedures to ensure that data on computer cannot be accidentally lost or destroyed.
  7. Not transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection relation to the processing of personal data.

Employees’ consent to personal information being held

The Company holds personal data about its employees and, by signing your contract of employment; you have consented to that data about you being processed by the Company. Agreement to the Company processing your personal data is a condition of your employment.

The Company also holds limited sensitive personal data about its employees and, by signing this policy; you give your explicit consent to our holding and processing that data, for example sickness absence records, particular health needs and equal opportunities monitoring data.

Employees’ rights to access personal information

Under the Act, employees have the right on request to receive a copy of the personal data that the Company holds about them, including personal data held on personnel files that form part of a relevant filing system, and to demand that any inaccurate data held be corrected or removed. They also have the right to seek compensation where damage and distress have been caused to them as a result of any breach of the Act by the Company.

Employees have the right, on request:

  • To be told by the Company whether and for what purpose personal data about them is being processed.
  • To be given a description of the personal data concerned and the recipients to whom it is or may be disclosed.
  • To have communicated in an intelligible form the personal data concerned, and any information available to the Company as to the source of the data.
  • To be informed in certain circumstances of the logic involved in computerised decision-making.

Upon request, the Company will provide you with a statement regarding the personal data held about you. This will state all the types of personal data the Company holds and processes about you and the reasons for which they are processed.

If you wish to access a copy of any personal data being held about you, you must make a written request for this and the Company reserves the right to charge you a fee of £10.00 for the supply of the information requested. If you wish to make a request, please complete a Personal Data Request Form, which can be obtained from the Data Protection Officer. Once completed, it should be returned to the Data Protection Officer. The Company will respond promptly and in any case within 40 calendar days of receiving the request. Note that the Company will always check the identity of the employee making the request before processing it.

If you wish to make a complaint that this policy has not been followed in respect of personal data the Company holds about you, you should raise the matter with the Data Protection Officer / Area Manager. If the matter is not resolved, it should be raised as a formal grievance under the Company’s grievance procedure.

Exemptions

There are a number of exemptions from the data protection regime set out in the Act, for example:

  • Confidential references that are given, but not those received by the Company from third parties. Only designated line managers can give Company references.
  • Confidential references will not be provided unless the Company is sure this is the employee’s wish.
  • Management forecasts and management planning (including documents setting out management plans for an employee’s future development and progress).
  • Data which is required by law to be publicly available.
  • Documents subject to legal professional privilege.

Employees’ obligations in relation to personal information

You should ensure you comply with the following guidelines at all times:

  • Do not give out confidential personal information except to the data subject. In particular, it should not be given to someone, either accidentally or otherwise, from the same family or to any other unauthorised third party unless the data subject has given their explicit consent to this.
  • Be aware that those seeking information sometimes use deception in order to gain access to it. Always verify the identity of the data subject and the legitimacy of the request, particularly before releasing personal information by telephone.
  • Only transmit personal information between locations by fax or e-mail if a secure network is in place, for example, a confidential fax machine or encryption is used for e-mail.
  • If you receive a request for personal information about another employee, you should forward this to the Data Protection Officer, who will be responsible for dealing with such requests.
  • Ensure that any personal data which you hold is kept securely, either in a locked filing cabinet or, if it is computerised, it is password protected.

Compliance with the Act is the responsibility of all employees. Any questions or concerns about the interpretation of this policy should be taken up with the Data Protection Officer.

Phase One – Modern Slavery Policy 2018-04-15T22:41:55+00:00

Phase One are committed to ensuring that there is no modern slavery or trafficking in any part of the business or that from within its supply chains including sub- contractors and partners. We will work ethically and with integrity in all our business partnerships and ensure that we have effective systems in place to ensure that slavery and human trafficking is not taking place. We will provide due diligence and mitigate risk by the implementing and reviewing key performance measures.

Supply Chain

Our supply chains include sourcing services, materials and hardware from various wholesale and other suppliers principally located within the United Kingdom to enable the supply and/or installation of security solutions for our Customers.

  • The Company will not support or deal with any business knowingly involved in slavery or human trafficking.
  • Where possible we will build long standing relationships with our local suppliers and make clear our expectations of ethical business behaviour.
  • We will identify that our suppliers have anti- slavery and human trafficking policies in place with regular review dates.
  • We will communicate to staff the importance of reporting any concerns about the possibility of slavery or human trafficking in any aspect of supplier business activity.
  • This policy is made pursuant to the Modern Slavery Act 2015 will be reviewed annually and communicated to all levels of the Company.
Phase One – Quality Policy 2018-04-15T22:23:49+00:00

The purpose of the Quality Management System is to ensure that the services provided to its customers consistently meet or exceed their expectations. 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.

It is the policy of Phase One 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 customer’s needs and expectations are fully met.

The management of the company is firmly committed to the systems, procedures and controls included in this manual, 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 Management System and to ensure that all legal and regulatory requirements are met such as Health & Safety at work and regulation to the Private Security Industry Act.

The Company Management representative 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 security 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 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.

The management is committed to:

  1. Develop and improve the Quality Management System
  2. Continually improve the effectiveness of the Quality Management System
  3. The enhancement of customer satisfaction

The management has a continuing commitment to:

  1. Ensure that customer needs and expectations are determined and fulfilled with the aim of achieving customer satisfaction
  2. Communicate throughout the Organisation the importance of meeting customer needs and legal requirements
  3. Establish the Quality Policy and its objectives
  4. Conduct Management Reviews of the effectiveness of the implementation of the Quality Management System
  5. Ensure the availability of resources

The structure of the Quality Management System is defined in this Quality Manual.

All personnel understand the requirements of this Quality Policy and abide with the contents of the Quality Manual.

In addition to all English and EU commercial legislation and regulations, the Organisation complies with all legislation and regulations specifically related to its business activities.

The Organisation constantly monitors its quality performance and implements improvements when appropriate.

This Quality Policy is regularly reviewed in order to ensure its continuing suitability.

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