1       COMPANY DETAILS

Company Name:               Keysoe International Limited                     Keysoe Cuddle Therapy Centre CIC

Registered Office:            Harrowden Court                                             Church Road

66-80 Huxley Close                                          Keysoe

Park Farm Industrial Estate                          Bedfordshire

Wellingborough                                                MK44 2JP

Northamptonshire

NN8 6AB

 

Directors:                            Sarah Stoute

Richard Stoute

 

Company House Registration Number:   13033311                             14034449

 

Employers Liability & Combine Commercial Insurance

Insurer:                                LDS Associates

Policy No:                            STOUSA/2001/23/B

Limit of Liability:               £5 Million Commercial Combined Liability

£10 Million Employers Liability

 

 

2       Health, Safety and Welfare Policy – Directors Statement

The purpose of this policy statement is to reflect the commitment of the Directors and Chief Operating Officer [CEO] of Keysoe International Limited to maintaining the highest standards of Health, Safety and Welfare for their staff, clients, other persons who may be affected by our activities.

The Directors and CEO of Keysoe International Limited accepts they have both a legal and moral duty to ensure the health, safety, and welfare for all employees and any other person who is affected by their activities and arrangements.

Wherever possible, best practice measures will be applied to ensure as effective implementation of systems and risk management measures, so they remain optimal throughout the organisation.

In delivering a high standard of care, Keysoe International Limited remains fully committed to:

• Cooperating with those they interface with, to ensure proper and adequate
• Ensure that wherever possible, the application of best practice is foremost in their management planning and delivery.
• Produce and implement a processes and safe systems of work that communicates and controls how a task is conducted.
• Proactively monitor its success, identify any weakness, and implement

The Directors and CEO of Keysoe International Limited recognises their legal duties placed by the Health and Safety at Work etc Act 1974 and its subordinate legislation. Those who are responsible for applying those duties have been fully consulted and briefed as to their duties and have accepted their responsibilities accordingly.

The Directors and CEO of Keysoe International Limited fully accept their individual legal and moral duties to ensure best practice always applies.

The Directors and CEO of Keysoe International Limited remains fully committed to applying all aspects of those duties and will ensure, through regular reviews, the standards are applied consistently.

The Directors and CEO of Keysoe International Limited are fully committed to the delivery of its duties and management systems in compliance as far as reasonably practicable, to Health and Safety at Work etc. Act 1974 and all subordinate health and safety legislation contained under its umbrella, BS 45001 “Occupational health and safety management systems. Requirements with guidance for use” and HSE Guidance HSG65 “Managing for health and safety”.

A full copy of this policy is available, on request of any Client, Member of Staff or Contractor who is affected by any commitments made in this policy document.

Adopted and delivered on behalf of Keysoe International Limited by Sarah Stoute, CEO [on behalf of all Directors].

 

Signed:  __________________________________________________                    Date:      29-Oct-2024

 

3             Specific Roles and Responsibilities

3.1      The Directors [including the Director designated as CEO for management purposes]

1. The Directors are ultimately responsible and accountable for the application of this policy and the achievement of its objectives within.
2. The Directors have individual responsibility according to the discipline they are appointed to direct by ensuring there are working systems, workable timetable, sufficient resources, skills, competence, and equipment, both in quantity and experience, for the optimal implementation and management of health, safety, and welfare.
3. The Directors will ensure that all key areas receive the correct level of monitoring and management attention. They will do so by assigning all Department Leads and Company Supervisors have designated areas of responsibility and setting Key Safety Indicators [KSI] for each department. The Directors will also agree Supervisory Peer Reviews are conducted by other Leads or Supervisors to ensure standards are maintained.
4. To further achieve effective implementation of the policy, The Directors will:

• At all times, set a personal example when working on site regarding all requirements set out in this policy. This is especially important with regards to personal behaviour and attitudes to staff, the wearing of personal protection, the operating of company procedures, and the management of all company work equipment and facilities.
• Ensure the health and safety policy is strictly observed and monitored by staff at all levels through consultation with staff.
• Directly complete periodical reviews across the company to measure the effective levels of performance, policy arrangements and procedures are being applied and will promote remedial action when necessary.

5. The Directors will ensure that an Impact Assessment is conducted after each strategic decision is taken to ensure there are no detrimental effects to the health, safety and welfare of staff, clients, contractors, and the public.
6. The Directors will ensure they have appointed external Competent Advisors to assist all levels of Supervisors or Management when the knowledge or skills are not available withing the company team.
7. The Directors will set against each department targeted Key Safety Indicators [KSI].
8. To achieve effective implementation of the Health and Safety Policy and KSI, The Directors will ensure:

• They reflect the standards required by setting a good personal example to staff and visitors.
• Ensure the health and safety policy is strictly observed by staff at all levels through consultation with staff.
• Keep under review, the operation of all company systems of work. Where the system is found not to be fully effective, take immediate steps to identify why the system is not functioning correctly and implement remedial actions to negate the weakness. This requirement is NOT limited to any Director who may operate a different discipline within the company’s organisation. All Directors are empowered to take such action as is required at the time any weakness is found.
• Keep under review the need for further safety measures, instruction, and training to ensure the health, safety, and welfare of all employees.
• Keep informed of incidents or accidents and failures of systems of work occurring on Keysoe International Limited premises involving the Clients or Contractors.
• Consult and communicate with various external advisors, authorities, and advisory with the aim of maintaining and improving health, safety, and welfare.
• Consult with the Health & Safety Consultant as required.

3.2      Company Managers and Department Leads

1. The Company Managers and Department Leads are responsible for the activities, infrastructure, equipment, the policies & procedures that apply for the optimal compliance to health, safety and welfare requirements, the Risk Assessments for the safe operations, and effective equipment under their control, subject to delegated duties.
2. They are specifically responsible for bringing to the attention of the Director or CEO, any shortfall in the arrangements for effective safe delivery of systems of work, and any matter where the safety of staff and public is being compromised. Special attention will be constantly applied with regards the optimal delivery of working systems, workable timetable, sufficient resources, staff skills, staff competence, effective and well-maintained equipment, both in quantity and experience, for the optimal implementation and management of health, safety, and welfare.
3. They are also specifically responsible for challenging any unsafe systems being applied, or skills or equipment not being correctly utilised. This includes any matters which are not directly under their responsibilities.
4. All Company Managers or Department Leads are instructed to stop any operation that is not, in their opinion, being conducted in a safe and proper manner.
5. The Company Managers or Department Leads are responsible for the effective implementation of Keysoe International Ltd Safety Policy Specific Arrangements within their department or area of control on a day-to-day basis. They do so by:

• Aiming to ensure that all employees directly responsible to them know and accept their responsibility to Keysoe International Ltd health & safety policy.
• Ensuring the requirements of Health & Safety legislation are applied and that Keysoe International Ltd Limited procedures are observed.
• Conducting reviews of established safety inspections, failure investigation and instigate further safety measures, instructions, or training to ensure the health, safety, and welfare of employees under their control, subject to the delegated duties by The Directors.
• Ensuring new employees and contractors are given extra consideration.
• Informing employees of any hazards to health and safety encountered in the course of their work, including the necessary precautions to be taken, and of their duties to safeguard their own and other person’s health and safety.
• Identifying training needs concerning health and safety at work and arrange such training and instruction as may be necessary.
• Respond to any employee representations.

3.3      All Employees

6. All employees of Keysoe International Limited will:

• Take responsible care of their own health, safety, and welfare at
• Follow any health, safety, and welfare rules, which apply, to their
• Do what is reasonably practicable to ensure that other people, including members of the public, are not put at risk by what their actions or failures.
• Not misuse anything that has been provided in the interests of health, safety, and
• Not improvise or adapt any equipment to use it for a purpose for which it is not
• Report anything that might present a danger to either himself/herself, or anybody
• Conduct all inspections of workplace equipment as is outlined in the company
• Wear all personal protective equipment that has been identified through risk assessment, as necessary to be worn at given times.

7. All statutory required items of equipment and PPE will be provided at no cost to the
8. All company systems of work are required to be followed and recorded according to the process outlined.
9. within that procedure.
10. All Keysoe International Limited employees will receive appropriate levels of training according to their duties and the equipment they will
11. No person will be requested to work unsupervised unless they are comfortable to complete the task, have received relevant training and can demonstrate a competence level deemed acceptable by the Keysoe International Limited. It is recognised that in many cases experience is required when achieving a level of competence. Such experience will be provided under a supervision program conducted by the management of the Keysoe International Limited.
12. All employees are empowered by the Directors to NOT carry out a task or operate equipment if they have not been specifically trained in how to complete. They are also empowered to cease operations if conditions change, or the working area is compromised, and the agreed system of work can no longer be used.

3.4      Competent Health & Safety Advice

13. The Directors of Keysoe International Limited will ensure that, where expertise is not available internally through current members of staff, external support and advice will be obtained to assist the Managing Director, CEO, Department Leads, or Company Managers. This support will be obtained from Competent Consultants. All Consultants appointed will be subject to a due diligence selection process. The appointed Consultants will be subject to service agreements, Board of Directors monitoring, and Insurance requirements as with any other contractor appointed.
14. Health, Safety and The Board of Directors of Keysoe International Limited have retained the services of external Health and Safety Practitioner who is engaged to provide proactive advice and guidance on our legal obligations and what is considered Best Practice.
15. Asbestos The Board of Directors of Keysoe International Limited have appointed a specialist asbestos management company to advise, monitor and recommend action that may be required for the management of asbestos.
16. CDM Management. The Board of Directors have appointed CDM Principal Designers and Project managers who will assist and advise of all matter regarding the application of the CDM Regulations.
17. Water Purity Management. The Board of Directors of Keysoe International Limited have appointed a specialist water management company to advise, monitor and recommend action that may be required for the management of water.
18. Electrical The Board of Directors of Keysoe International Limited have appointed a specialist electrical management company to advise, monitor and recommend action that may be required for the management of electrical services and appliances.
19. Fire Systems and Alarm The Board of Directors of Keysoe International Limited have appointed a specialist fire alarm and fire detection management company to advise, monitor and recommend action that may be required for the management of their fire management and detection systems.

4       Specific Arrangements for delivery of Health, Safety and Welfare

4.1      Staff Training, Consultation and Cooperation

20. The Directors of Keysoe International Limited recognises the need for thorough training of skills and systems of work, consultation and cooperation and the involvement of everybody to secure and maintain a safe and healthy
21. They encourage employees to participate and assist the management of the workplace by active involvement and diligent implementation. Employees are empowered by the directors to actively highlight any shortcoming in the systems of work, provisions or facilities, or any occasions when personal circumstances arise that a management plan is required to rectify unsafe conditions, workplace or workload involved.
22. Apart from statutory training that is required for the operation of equipment and application of some substances, The Directors will also ensure that regular toolbox style discussions take place with their staff to ensure systems of work are reviewed by peer teams and updated when changes are required. These discussions will be by subject, conducted annually for each subject, or when a weakness has been identified which requires review. The discussions will be conducted on a NO BLAME manner, concentrating on the subject matter and not the individual.
23. The Directors will ensure that regular consultation with individuals will take place to ensure weaknesses in their training or understanding of key requirements are identified. The management of that weakness will result in a pragmatic, safe remedy and implemented in a timely manner.
24. Formal one to one discussion will take place every 6 months as a form of staff review and skills training opportunities taken up.
25. Keysoe International Limited will take an active part on external consultations and are committed to assisting the appropriate industry led body to develop continual improvement processes.

4.2      Management of Contractors

26. All contractors working with Keysoe International Limited are required to observe best working practices, comply with all legislation relevant to their business and take all reasonably practicable steps to safeguard their employees and those who may be affected by what they
27. All contractors employed by Keysoe International Limited must ensure they have submitted details of their Public/Product Liability Insurance, Employers Liability Insurance, Professional Indemnity Insurance [where applicable], and statutory training assurances for the staff, or persons they seek to use before the project or activity commences.
28. All contractors working with the Keysoe International Limited, who are seeking to use a sub-contractor, must ensure the sub-contractor is able to demonstrate the requirements detailed in the paragraph above before they start work.
29. Method Statements and Risk Assessments will be required from the contractor for major or complex This will include any installation or maintenance on services that may result in service interruption, loss of efficiency or contamination.
30. Statutory Handover Certification [where there is a requirement by the relevant legislation] will be required from the contractor before the contractor concludes their work and they consider the installations as
31. All documentation submitted by the Contractor will be vetted and approved by Keysoe International Limited before the work commences.
32. Keysoe International Limited reserves the right to refuse any contractor or sub-contractor who they believe will not work to the standards required or comply with their statutory duties.
33. Keysoe International Limited reserves the right to stop proceedings where they believe the health, safety and welfare of persons are being compromised.
34. All work that falls within the definition as Construction, as set out the Construction, Design and Management Regulations 2015, will be managed in accordance with those regulations.
35. All other maintenance work, conducted by internal staff or contractors, will be managed under the spirit of those regulations with regards to how the task is to be managed.
36. All contractors who work on site for extended periods beyond 5 days or are working in an area where public are present, will be subject to a monitoring visit to ensure their working practices are as outlined in the project documentation, and the safety measures required are implemented.

 

4.3      Risk Management and Controls

37. Keysoe International Limited recognises its duties to ensure suitable and sufficient assessments of risk are conducted, monitored, and reviewed should something occur which causes doubt as to the suitability of the control measures outlined in the
38. The extent of assessment completed by Keysoe International Limited will include, but not necessarily be contained to:

• The foreseeable threats to its business company structure, systems and processes brought about by external or internal changes to conditions or factors which are outside the control of the Directors of the Company but will cause significant impact or the services and those persons who are affected by the change.
• Any risk of injury to persons or
• All activities conducted by their clients, staff and any other person who can be affected by the

39. All substances and items of plant and equipment which are purchased for use within the business. This assessment will ensure the item is suitable and effective for what it is being purchased or supplied.
40. Any changes to the business or provisions for items that affects the
41. All systems and procedures will be subject to review when significant changes occur to the operating systems, significant changes to the design of the product being produced and when significant failures/accidents/incident occur.
42. All systems will be supported by a full Activity Risk Assessments designed to identify risks that may occur during the activity, and its probable causes.
43. All risk management processes will apply the Risk Reduction Hierarchy approach to implementation of the necessary The Risk Management Hierarchy will be applied “So Far as is Reasonably Practicable.”
44. Structural and Service Installation Certification to ensure a finished product is risk free to those visiting, maintaining, or removing the structure or service.
45. Fire Risk Assessments are compulsory when hot works are involved or sources of heat are used, or for those locations where the public congregate.
46. Method Statements or SSoW [Safe Systems of Work] will be devised for all High-Risk Tasks, tasks that will cause major interruption of location and service, and for major tasks not usually completed by the staff.
47. Any foreseeable emergencies identified, and the provisions made to manage that emergency should it
48. Risk management controls applying the Risk Management Hierarchy, rather than extending human demands, before other controls have been excluded because of unreasonableness or

4.4      Employment of Young or Vulnerable Persons [Young Person being under 18 years of age]

49. All young or vulnerable persons will be employed according to their physical and mental skills and not simply because of their age.
50. All young or vulnerable persons employment will be subject to an individual risk assessment where their duties and conditions of work will be fully discussed with both the young person and their parent/guardians.
51. All young or vulnerable persons employed under a recognised registered training scheme will be subject to an individual risk assessment where their duties and conditions of work will be fully discussed with the scheme provider, the young person, and their parent/guardians.
52. No young or vulnerable person will be expected to work more than agreed hours and will be instructed to take regular breaks when they are due.

4.5      Employment of Pregnant Mothers or Mothers with Young Children

53. All employees who suspect or know they are expecting a child, are required to identify the fact to their line manager or Director at the earliest possible time. This is to ensure a personal management plan can be agreed, following consultations with the expectant mothers’ medical
54. All pregnant persons will be subject to an individual risk assessment where their duties and conditions of work will be fully discussed with both the employee, and where necessary, those that support or care for the employee.
55. All new mothers will be subject to an individual risk assessment where their duties and conditions of work will be fully discussed with their line manager so that any adjustments to their duties can be introduced and managed accordingly.
56. No pregnant or new mothers will be expected to work more titan agreed hours and will be instructed to take regular breaks when they are due.

4.6      Management of Change, Continuity and Sustainability

57. Keysoe International Limited recognises its duties placed by legislation or best practice guidelines to ensure:

• All planned improvements and significant changes to the investment, facilities and management systems are subject to a Risk Impact Assessment. This assessment will be designed to ensure any changes will not seriously impact on the health, safety and welfare of visitors, or The assessment will also ensure an unintentional foreseeable risk or hazard is not transferred to any other area of the business.
• All Major systems and processes are subject to regular monitoring checks, conducted by a designated person, to ensure there is continuity of standards and desired compliance. Any significant weakness will be subject to remedial action to ensure the system operates to the desired effective standard.
• Planned continuity and sustainability assessments are conducted to ensure the provisions are delivering, now and into a planned delivery period, and the provision can be sustained at the level intended for the planned timescale.
• Revised design or operational, brought about by risk reduction requirements or efficiency Such changes will be accompanied by revised Design Risk Assessments and Revised Maintenance requirements brought about by the change in design or operation and will be notified to our clients in line with our statutory duties.
• All Change Management & Sustainability assessments will be Directors led and will include members of staff who are engaged in the process under review.

4.7      Recording and Reporting of Significant Failures or Incidents

58. Activities under the control of Keysoe International Limited are subject to the requirement of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 [RIDDOR] should an incident
59. Keysoe International Limited requires they be informed of any incident that has been reported to an enforcing authority whilst engaged on Equestrian Investment property or business and requires contractors to provide a copy of such reports made.
60. Keysoe International Limited will provide an incident/accident record form to be completed whenever an incident occurs that causes injury to a person or damage to property or plant no matter how
61. Keysoe International Limited will provide an incident Near Miss form to be completed whenever an incident occurs that may well, with slight changes to the circumstances, have caused injury to a person or damage to property or plant.

4.8      First Aid

62. First Aid Persons and other medical personnel is available in accordance with the risks we have identified through our activity risk management process, the activities taking place, the numbers of persons we employ and needs of the visitors who attend our location.
63. Level 3 [First Aid at Work qualified] staff will be placed in charge of managing any first aid boxes to ensure dates and contents are managed correctly.
64. At least 1, Level 3 qualified staff will be on site whenever major industrial activities are being conducted.
65. Level 2 staff will be in attendance for other workplace activities and will support the Level 3 First Aid staff if required.
66. Some activities conducted by Keysoe International also requires Paediatric and Anaphylaxis management in addition to the levels and commitments stated above. attendance by those trained will be directed by the outcomes of our risk assessment process.
67. The accident book is situated in the office and will be completed by the person who administered the first aid or the person who received the first aid. There will also be a record kept by the First Aider of the treatment they gave, any specific contributing factors when the injury was received, and the names of any person who assisted them.

4.9      Pandemic or Local Viral Outbreak Management

68. Keysoe International Limited is very conscious that a viral outbreak can occur in Humans, and that virus organisms can be passed from human to animal and vice versa or animal to
69. Keysoe International Limited is very conscious-that virus’s symptoms are exacerbated by the reduction of a person’s immune system. Duties and working hours may be adjusted if
70. Keysoe International Limited is very conscious that most virus outbreaks are seasonal, and some may reach Pandemic Status as declared either the World Health Organisation or UK Government. Most viral outbreaks will not reach National Management levels but will require localised plans to react and combat the outbreaks.
71. Keysoe International Limited understands the need for ensuring it actively manages the risk of such an outbreak and will take active steps to ensure they manage the likelihood and/or the effects where they cannot influence the likelihood of it To ensure we can deliver this commitment Keysoe International Limited will ensure it has a management plan for:

• Monitoring and responding to the Local Health advisory services notifications of any virus outbreaks. This monitoring will include ongoing monitoring of further advice to ensure Keysoe International Limited is complying with local restrictions and action
• Monitoring and responding to National Health Service or National Government advisory notifications for virus This monitoring will include ongoing monitoring of further advice to ensure Keysoe International Limited is complying with national restrictions and action requests.
• Monitoring and responding to DEFRA notifications for animal virus
• Ensuring equipment is available to increase the level of hand washing throughout the
  • Training staff on any notifications of outbreaks and the steps required to contain or reduce the effects of the outbreak.
• Ensuring social distancing plans that can be implemented across the business for both staff and public.
• Ensuring advice regarding the wearing of any RPE, PPE and any other equipment required for the containment and management of the virus is made available and supplied to the effected members of staff.
• The increase of cleaning regimes for all equipment and facilities across the location.

4.10    Dealing with Violence, Anger and Unreasonable Behaviour

72. The Directors, Company managers and Department Leads are responsible for communicating the standards of behaviour required by all staff, volunteers, patients, visitors whilst on the company premises. These standards are detailed in a ‘Code of Conduct,’ which is published by the Directors as part of the Human Resource information.
73. The company recognises that in some cases, a few of the visitors may have personal challenges which may have to be accommodated “within reason.” Personal or physical abuse to staff or other visitors however will not be tolerated.
74. We do not view assertive behaviour (for example, putting forward a case in a persuasive or forceful manner) as unreasonable, however aggression, either physical or verbal, is unacceptable and may be reported to the police.

4.11    Lone Working

75. Lone working is usually defined as a single person who is working on their own in an environment or activity where harm is possible should the activity change due to changes of circumstances or in their opinion the Risks cannot be effectively controlled by the current measures. The Staff member concerned is fully aware for the need to ensure safeguarding controls have been approved, training given and those working alone understand the importance of operating strictly within the control measures
76. Before any Lone Working is approved: the activity will have been:

• Reviewed by a Risk Assessment process to ensure the activity can be conducted in a safe
• The location has been included in that activity Risk Assessment
• The staff members stress management has been included Risk

77. Where a high risk is identified, the Director and Staff involved must decide whether a Lone Worker is best practice and they both must satisfy the Risk Reduction Hierarchy of control measures before the activity takes place.

4.12    Location Facilities, Structures, and Infrastructure Management

78. All facilities, structures, and location infrastructure, including roadways and pathways, management system will be implemented where Keysoe International Limited operates.
79. A full Asbestos Survey will be conducted on all existing structures to identify asbestos locations, its condition and management methods to control exposure to asbestos particles. An asbestos register will be maintained for all company structures managed by the structure owner. Where asbestos is identified, a management plan will be devised and communicated to any person who may be required to work near the location of the asbestos.
80. Keysoe International Limited still however recognises they have a duty to ensure the facilities maintenance is conducted on premises that are leased or rented or loaned to other companies or organisations. They will do so by conducting a pre-use and a periodical inspection of structural stability, security, all access and egress point and emergency egress routes.
81. Any defects found on those inspections will be recorded in the defect management records and then brought to the attention of Keysoe International Limited for rectification. Where the rectification is not conducted in a timely manner, the defect record of that elevated action kept in the defect management system.
82. All staff welfare facilities and services will be operated to the same standards of those provided for the public, with the addition that where staff work out of doors, facilities for the changing of and drying of any wet clothing but not in the same locations as where staff sit and eat

4.13    Workshops and Storage Facilities

83. Workshops and storage facilities are often locations where the risks to staff or permitted visitors are under assessed and managed. The risks posed are often not caused by the equipment within the area, it is the persons who work and use the building not taking care where they place items or organising the storage facilities. Keysoe International Limited therefore operates the following requirements for facilities where items and stored and where movement around the facility is required:

• Monthly structural and materials storage inspections will be conducted of all racking and shelving where materials are regularly placed or removed. The inspections will note what materials were stored in incorrect locations and then raise this as a defect to be rectified. These inspections will be documented on an inspection register for that facility.
• All visitors and other irregular contractors entering a workshop of storage area will be accompanied by a member of staff and will move around the facility by using clearly permitted walking Approved regular contractors will be permitted to be unaccompanied but MUST use the defined access and walking routes.
• Daily inspections to ensure access and egress is not blocked, especially emergency egress
• Clearly marked containers with the correctly names substance or article that is contained within the container.
• Pallets are to be stored flat, not on their
• Electrical/water heater rooms not used as
• Electrical panel containers or rooms not used as However, if electrical rooms must be used for storage, make sure there is clear access can be gained in an emergency with an area at least 60 inches from electrical panels.
• Electrical rooms must be free of all flammable materials and
• Storage areas free from protruding nails and torn or sharp corners that can snag a person whilst manoeuvring an article.
• Hoses, electric extension cords, and ladders contained on appropriate hangers to reduce the potential trip

4.14    Legionella and other Water Borne Disease Management

84. Keysoe International Limited recognises it has a duty to monitor and manage its water storage and distribution facilities to ensure the risk of exposure to any form of water borne disease or any other water borne bacteria is They will do so by:

• Ensuring that all new water systems are designed, specified, installed, and commissioned to avoid, where reasonably practicable, the foreseeable exposure of people to legionella bacteria or, where avoidance is not practicable, to ensure that such risks are reduced to a tolerable level.
• Appointing a competent water management specialist who will devise and assist in the delivery of a water management monitoring scheme that includes the monitoring of water borne bacteria, on a specified regular basis as set out the water management scheme documentation.
• Conducting a water provisions risk assessment on all new buildings following handover from the Principal Contractor. The assessment findings will be incorporated into the building’s maintenance and management plan.
• Managing all works on existing domestic hot and cold-water systems to ensure that foreseeable risks of legionella exposure are managed.
• Ensuring that all work on domestic hot and cold-water systems are only conducted by suitably competent people.
• Undertaking periodic audits to ensure that all relevant duties under this policy and applicable legislation are being managed effectively.

4.15    Activity and Work Practices Fire Systems and Controls

85. A full fire management system will be implemented by Keysoe International Limited in accordance with the Regulatory Reform (Fire Safety) Order
86. All hot works, cooking or other activities will be subject to a specific Activity Fire Risk Assessment to identify any residual risk of This Assessment process will be extended to any activity conducted by from a third-party causation.
87. The management systems will include as a minimum:

• Maintenance of all record systems where hot works were
• Regular reviews of control measures identified in the event Risk Assessments, of which fire is a hazard
• Intervention reviews of all systems, assessments and arrangements should any significant change occur to arrangement or activity in each location.

4.16    Structure and Infrastructure Fire Risk Management

88. All activities, equipment, services, and premises under the control of Keysoe International Limited and will be subject to assessments for the likelihood of
89. Activities will include fire as an element of the activity Risk Assessment or SSoW [Safe Systems of Work]. Where the assessment is complex and cannot be suitably resolved using simple assessment processes, a more in-depth assessment will be conducted by competent persons for the complexity External assistance will be sort should it be deemed necessary.
90. Equipment will be assessed for its condition and efficiency to ensure fire cannot result because of the use of that equipment.
91. Services will be inspected at the periods specified by other standards so that its condition and efficiency to ensure fire cannot result because of the use.
92. Structures will be assessed for the risk of accelerating a fire through its design or materials used. Where materials have been used that may give of a toxic fume during a fire, the locations where the materials are present will be identified as part of the PAS 79 Risk Assessment standards.
93. Where the spread of fire is critical, due to the proximity of a major escape route or the storage of materials which in themselves will cause a risk of spreading a fire, the design of the installation will be addressed to remove the accelerant from the Where removal is not possible, fire suppression installations will be inspected regularly to ensure they operate correctly. Where a defect is found, the defect will be repaired without fail.
94. Firefighting equipment, heat sensors, smoke sensors and emergency evacuation signage will be assessed for its necessity and its effectiveness. Its serviceability and operational condition will also be included in this
95. Review of assessments, equipment placed, and emergency equipment will form part of the Planned Maintenance Programme for Keysoe International Limited. All findings and action taken will be recorded in the structure’s inspection checklists or Keysoe International Limited Fire Register.
96. All staff who are expected to take an active part in the review of equipment, review of assessments and the operation of the equipment employed, will be trained to a competent level so they are able to conduct their tasks.

4.17    Equestrian/ Activity Jumps and Surfaces (Indoor and Outdoor)

97. All activity or jumping surfaces will be subject to a Planned Preventative Maintenance [PPM] program to ensure they remain fit for purpose when in This PPM will stipulate the daily, weekly, or periodical inspection regimes required, together with the daily maintenance of the groundwork/surface.
98. The minimum standard considered acceptable will be known and will be met before each location is considered fit for use.
99. Each obstacle or jump, or component parts of an obstacle or jump, will be subject to a Planned Preventative Maintenance [PPM] program to ensure they remain fit for purpose when in This PPM will stipulate the daily, weekly, or periodical inspection regimes required, together with the daily maintenance required for it to be considered fit for use.
100. Any solid or portable jump which is to remain in place, but not be available for use by person during schooling or other training activity, will be clearly marked if it is not intended for use on that day. The usual marking for such occasions is to place cross flags on the take-off from the The tops of the cross flags will remain in sight from the reverse side so that it can be identified as not available.
101. Any solid or portable jump which is to remain in place and can be jumped in either direction during schooling or other training activity, will be clearly marked so that it is clear it can be jumped accordingly. Double flags [red on one side and white on the reverse] are the usual method of marking such obstacles.
102. All show jumps that remain in situ but not available for use at any given time will be rendered unjumpable by the removal of cups so the poles cannot be erected.
103. Safety cups will be used where spread fences are made available for practice as well as
104. All obstacles will be properly designed and equipped within recognised standards set out by the leading Sport Governing Body. Standard heights, spreads and profiles must be used. All obstacles must be identifiable as to the level of difficulty so that the user can identify when an obstacle is beyond their
105. A daily inspection process operated by the member of staff who is directed as responsible for ensuring the obstacles are fit for use will record their inspection on the appropriate checklist. Those records will be kept for a period of at least 3 years.
106. A defect reporting and management procedure that ensures the defect is dealt with in a timely manner. Such a system will also stipulate what defects renders the item of equipment or surface. The defects system will also ensure a signature of inspection before return to operational duty is completed by a competent person.
107. All staff or contractors’ staff who are required to participate in this monitoring programme will be trained to ensure they are deemed competent to the level required.

4.18    Manual Handling

108. The nature of our work means that manual handling is a part of what we do. All activities where the movement of items of significant weight or difficult design that are required to be carried out by members of staff will be subject to manual handling These assessments are subsidiary to the main activity risk assessments completed. All assessments will apply the Risk Reduction Hierarchy approach to the management of the residual risk. All actions and control measures will be noted and included in the main risk assessment control risk.
109. Not all members of staff will be expected to conduct heavy or complex manual handling duties. All persons who are expected to complete these duties will be trained in the specific techniques required to lift, control, propel or lower the equipment concerned.
110. All mechanical lifting operations will be subject to the Risk Hierarchy of Controls, with lifting measures selected that reduces the risk to humans to the lowest possible level.
111. All activities will be subject to an assessment of significant short term or long-term injury to those conducting the Where either hazard is identified, step to negate those risks will be implemented according to the Risk Hierarchy of Controls outlined elsewhere in this policy document.

4.19    Substances Hazardous to Health

112. Hazardous Substances exposure and use is part of our business’s activities. This includes not just the substances we purchase, but also the management of hazardous materials and bacterial affected products. On such occasions, depending on which substance we are handling, strict controls and supervision will be implemented with strict instructions to staff given for each occasion. Only authorised personnel will be allowed to use or manage seriously affected or hazardous substances.
113. When buying a potentially hazardous substance, we expressly look for an alternative less harmful replacement. Where this is not reasonably practicable, we will ensure that all hazardous substances are used in accordance with the controls identified on our risk assessments.
114. The hazardous substance assessments will in addition to identifying the hazardous properties, identify the way in which the substance is to be used, the proximity of other hazardous substances it may react to, and the additional controls required.
115. Keysoe International Limited recognises that a substance hazardous to health may not be obvious or visible, but nevertheless requires management. We also recognise that not all substances are accompanied by suppliers or manufacturers Material Safety Data Sheets. Some substances can be natural occurring or may be sources by influences outside the location premises. All Substances Hazardous to Health will be subject to an assessment for the presence of that substance and the possible effects to persons exposed to that All assessments of the substance will be recorded on a specific risk assessment for depending on whether the effects are driven by an activity or just the presence of the substance.

4.20    Food Safety

116. Keysoe International Limited is registered with Bedford Council. They have achieved a 5-star rating for their application of food standard hygiene, the management of allergens, and controls required for legal
117. Keysoe International Limited maintains all relevant standard safety practices and records required under the Food Safety Act 1990 and associated regulations. It also fully subscribes to operating within the processes set out in the relevant HACCPS system as outlined by the Food Standards Agency “Safer Food Better Business [SFBB]” for the catering business it operates or is seeking to operate.
118. Keysoe International Limited also fully embraces and applies the implementation of measures required under “Natasha’s Law.” All information regarding allergen management will be included in the SFBB procedure and records.
119. Keysoe International Limited will ensure the following remains at the core of our management principles for the supply of food or cooking supplies under the Keysoe International Limited company banner or any other suppliers who supply food in their name or on their
120. All staff who manage food for consumption by visitors or staff are required to ensure they understand the necessity of maintaining the SFBB processes, the skills required to deliver the processes and the high food safety standards which is considered Best Practice.
121. All staff who actively serve food packaged or pre-packed will be inducted/ trained by the in-house company system and then be asked to complete to a recognised level 1 standard.
122. All persons who assist in the preparation of food or actively prepare food for public consumption will be inducted/ trained by the in-house company system to a recognised level 2 standard.
123. All persons who actively manage/supervise food safety locations or food preparation will be trained to a level 3 standard. They will be expected to complete an annual refresher. All records of training will be kept in the employee’s employment records and in the SFBB file.
124. All external suppliers of food provided to Keysoe International Limited, whether Artisan, Cottage Industry, or other Food Manufacturer, for consumption on site or off sales purposes will be expected to demonstrate they apply adequate food hygiene standards and are also registered with their local authority for food hygiene purposes. The minimum standards that will be acceptable will be those outlined in the SFBB process operated by the Food Standards Agency. Copies of the HACCPS systems operated will be made available on request by Keysoe International Limited.
125. All external suppliers of food provided to Keysoe International Limited, whether Artisan, Cottage Industry, or other Food Manufacturer, for consumption on site or off sales purposes will be required to provide, on appointment and annually thereafter, copies of the company registration, company insurances, VAT registration and updated training

4.21    Electrical Equipment

126. All electrical infrastructure services will be subject to a five yearly Fixed Installation Electrical inspection conducted be a Electrical engineer holding a NICEIC service accreditation or equivalent qualification.
127. All electrical equipment will be subject to a monitoring inspection from a NICEIC registered electrical engineer. Such inspections will be subject to written records signed by the inspecting engineer.
128. All Portable Electrical Appliances will be subject to an Electrical Inspection or a Portable Appliance Test (PAT Testing] at an interval deemed suitable by a Registered Electrical Engineer based on its use and its
129. All items of electrical equipment will be subject to regular inspections conducted by a member of the company maintenance team. Such inspections will review the condition of each electrical outlet, the cables servicing the equipment and the electrical equipment itself.

4.22    Noise & Hand Arm Vibration

130. The work we do falls within the identified industries where our manufacturing process will cause excessive noise beyond the levels expected for a human to be exposed to.
131. We also will, at times, be using equipment which will cause vibration to the operator which can, over a period of continual exposure, cause damage to the nerves serving hands and arms.
132. To reduce the risks of being affected by either noise or vibration, the following actions will be managed as an ongoing activity:
     • Specific questions when asked of candidate employees as to their past work they have conducted and whether the effects on their health have been assessed.
     • Regular noise readings taken of the work areas where noise is emitted from the Where the levels are found to be more than legal limited values, action will be taken to reduce the noise levels to those affected.
133. Noise zones will be designated to identify where hearing protection is mandatory or
134. Where noise levels reach the levels where noise zones are mandatory, a purpose noise survey will be conducted to ensure the levels of protection and actions taken reduces the risks to an acceptable level.
135. Visitors will be prevented from entering any noise zones unless they are supervised and provided with adequate protection.
136. Where continual vibration is identified during the manufacturing process, risk reduction measures will be taken to remove the need for persons to be in contact with the material or equipment transmitting the Where this is not possible, action will be taken to reduce the time each person is exposed to the vibration.
137. Regular reviews of the time each employee operates equipment in any 8-hour period or working week, where either noise or vibration is identified as exposure to that employee.
138. Where an employee reports the effects of either noise or vibration, they will be temporarily prevented from working with that equipment and advised to seek medical attention at the earliest opportunity.

4.23    Workplace Mechanical and Hand Tool Equipment

139. All plant and equipment will be subject to a Planned Preventative Maintenance program to ensure the item of plant or equipment is operated and maintained to as high as practicably possible level of
140. The minimum standard considered acceptable is that the following will be in place for each major item of plant and equipment:
     • An individual identification number or mark where more than one item of equipment is present at a
     • A selection process and proactive monitoring programme to ensure it is “Fit for “
     • A daily inspection process operated by the member of staff who is directed as responsible for its daily use. Such inspection programmes will include manufacturers recommended regimes and additional inspections as considered appropriate.
     • A Periodical Inspection by a Competent Person and a Calibration programme designed and operated in line with both the legal requirements for that item of plant or equipment and the manufactures guidance as laid down in the Manufacturers
     • A defect reporting and management procedure that ensures the defect is dealt with in a timely manner. Such a system will also stipulate what defects renders the item of plant and equipment Unsafe for The defects system will also ensure a signature of inspection before return to operational duty is completed by a competent person.
141. All staff or contractors’ staff who are required to participate in this monitoring programme will be trained to ensure they are deemed competent to the level
142. All electrical equipment will be visually inspected daily to ensure outer casings or power leads have not been damaged through the workday previous. Daily inspections will also be accrued out where any incident causes the operative to believe the integrity of the equipment has been unduly affected.
143. All hand tool equipment will be visually inspected daily to ensure outer casings or power leads have not been damaged through the workday previous. Daily inspections will also be accrued out where any incident causes the operative to believe the integrity of the equipment has been unduly affected.
144. Any items of equipment that required time limit operations will be subject to either Tachograph management systems or Hour Logbook where Tachographs are not fitted. Each operative operating that equipment is responsible for maintaining the records and the submission of the records for monitoring purposes.
145. All items of equipment that requires calibration on set periods or post maintenance will be subject to Calibration Records systems which will be maintained by the person using that equipment. Each operative operating that equipment is responsible for maintaining the records and the submission of the records for monitoring purposes.
146. All items of monitoring equipment that required regular calibration will be subject to a Planned Preventative Maintenance Programme and record systems. Each member of staff appointed to monitor and operated the PPM will be responsible for maintaining the records and the submission of the records for monitoring purposes.

4.24    Mechanical Workplace Machinery

147. All selection, inspection and maintenance requirements outlined in the Workplace Mechanical and Hand Tool Equipment, together with the Voise and Vibration sections of the policy document, will apply to equipment described as Workplace Machinery.
148. All maintenance requirements outlined in the manufacturer’s handbook will be followed where practically possible. This will include the fitting and use of any guarding specified for the safety of the operative or efficiency of the equipment.
149. All limit switches or interlock switches will remain fully operational while the equipment is in
150. Should a limit switch or interlock become defective, the equipment will be taken out of use until temporary use safe system of work has been designed and the operatives trained in the new temporary method of work.
151. A temporary method of use may only be applied where the risk assessment has identified a positive LOW risk of injury or damage after additional control measures have been put into place. Such temporary methods of work will be operated for a MAXIMUM period of 1 month, whereafter the
152. Safety critical guards will be clearly identified and will be in place when the equipment is in
153. Where guarding has been removed for maintenance purposes, a maintenance safe system of work will be designed and All staff who conduct such maintenance work will be trained in the operation of this system of work.
154. Any items of equipment that required time limit operations will be subject to either Tachograph management systems or Hour Logbook where Tachographs are not fitted. Each operative operating that equipment is responsible for maintaining the records and the submission of the records for monitoring purposes.
155. All items of equipment that requires calibration on set periods or post maintenance will be subject to Calibration Records systems which will be maintained by the person using that equipment. Each operative operating that equipment is responsible for maintaining the records and the submission of the records for monitoring purposes.
156. All items of monitoring equipment that required regular calibration will be subject to a Planned Preventative Maintenance Programme and record systems. Each member of staff appointed to monitor and operated the PPM will be responsible for maintaining the records and the submission of the records for monitoring purposes.

4.25    Lifting Equipment

157. All items of equipment that lifts, suspends, props, or contains items whist suspended will be considered lifting equipment and will be subject to a Lifting Equipment Management Plan with regards to its storage, inspection, testing and identification.
158. All primary lifting equipment that lifts, suspends, props, or contains items whist suspends good will be tested and inspected by a competent LOLER inspector every 12 months.
159. All other lifting equipment, i.e., hooks, lifting eyes, chains, and strops, will be inspected by a LOLER competent inspector every 6 months.
160. All items of lifting equipment that lifts of suspends persons, including all safety harnesses, will be inspected by a LOLER Inspector every 6
161. All primary and secondary items of lifting equipment will be assigned a Safe Load limit. This limit will be clearly marked on the item of equipment and MUST NOT be exceeded when in
162. All items of lifting equipment will be thoroughly inspected by a competent member of staff before each use and after each use.
163. A method of date management will be operated to ensure staff are informed whether each item is within that current testing/inspection period. Should an item of lifting equipment be considered defective or suspected of defect, the date management method will be removed from the item and the item be clearly identified as defective.

4.26    Pressure Systems

164. All equipment that equipment that receives, stores, and distributes any substance, including air or liquids, over one-half bar will be subject to a Planned Maintenance Programme, devised by a competent person. That system will include any services or structure that supports or operates in conjunction with the pressure equipment. The devised scheme will be placed under the day-to-day supervision of a member of staff who will monitor compliance and take remedial action to maintain the system devised.
165. All equipment that is subject to the Pressure System scheme will be clearly identified with signage that not only indicates the pressure it operates The notice will also indicate the direction of flow of the substance if the substance is enclosed and is not obvious to the user, and the temperature of the substance being transmitted.
166. All key items of mechanical equipment will be visually inspected daily to ensure outer casings or power leads have not been damaged through the workday previous. Daily inspections will also be accrued out where any incident causes the operative to believe the integrity of the equipment has been unduly
167. The Pressure Scheme will also identify the location of any control valve or isolation point, plus will identify the monitoring points required to be used during the monitoring

4.27    Gas & LPG Management

168. All gas operated items of equipment, the services which feed and supports the equipment will be subject to a written operational, maintenance and services management plan that identifies the daily and periodical management process to ensure all relevant safety and operational standards are kept. This plan document will include dramatic plans of services, interlocks, safety emergency stops and storage
169. All persons, whether contractor or employees of our company, will be thoroughly trained to ensure they understand what is required, and crucially why it is required.
170. All contractors who assist us the inspection and maintenance of gas equipment and services, will as a minimum be GasSafe qualified and their GasSafe registration annually inspected.
171. All gas equipment operations, inspection and maintenance records will be kept for a minimum period of 2 years unless it is felt necessary to hold these records for a longer period. Records can be kept electronically but must be readily available for inspection should it be necessary.
172. All gas management systems will operate in conjunction with the maintenance defect management system, for ease of management.
173. All nominated employees with responsibility for implementing the gas management system will be properly authorised by the company to take identified actions, but only after they have received suitable Gas Safety awareness training which is relevant to the gas systems operated by this company.
174. Properly appointed storage facilities will be installed to ensure all cylinders over 18kg are stored in an upright and secure position. This storage will be properly ventilated so any escaping gas can does not build up and cause additional risk of explosion.
175. All gas fixed installation equipment and the services that feeds the installations will be clearly marked on a diagrammatic plan which shows their location, direction of flow for any pipework and the location for any emergency detectors, interlocks, safety emergency stops and lock off
176. All gas services emergency detectors, interlocks, safety emergency stops and lock off controls will be inspected and tested at least every 8 weeks to ensure they operate correctly. This testing and inspection will for part of the company’s inspection regime and be thoroughly recorded.

4.28    Working near Water

177. Any task being conducted near to water, must specifically list, and analyse the outcome of coming into contact or falling in the water under consideration.
178. The risk of drowning must be carefully considered where the person may fall and drown IF they were to become unconscious.
179. The risk of contracting a water borne disease must also be considered if the location of the water is considered likely to have been contaminated.
180. Where a task is to be conducted directly in deep water, the competence of staff and the equipment available for life support or lifesaving must be considered. Wherever possible, all deep-water
181. All rivers, reservoirs, ponds, or lakes under the control of the employer will be properly equipped with lifesaving rings, life support jackets, depth identification / measuring equipment showing the known depth and sufficient number of locations according to the size of water area.

4.29    Driving of Company Vehicles or Driving on Companies Behalf

182. All drivers will be reminded when driving a Keysoe International Limited vehicle or on Keysoe International Limited behalf, they are representing the company. The company will be judged by the standard of driving, the cleanliness of the equipment and the courtesy shown to other road users.
183. Company vehicles are ‘tools of the trade’ and must be managed, maintained, and used so that the company complies with all road traffic & health and safety Health and Safety laws apply to ‘on the road’ work activities as much as they do to all other work activities.
184. Drivers are reminded that road traffic legislation hold the driver responsible for the safety of the load, any defects found and the way the vehicle and its trailer is driven.
185. Drivers are reminded that many traffic accidents are caused by They are expected to avoid driving directly after a heavy meal or particularly strenuous work and stop in a safe place for regular breaks before fatigue sets in. They will be instructed to not drive for more the 3 hours without taking a break of at least 40 minutes duration.
186. All drivers are expected to inform the company of any health conditions that may affect their ability to drive safely. Company rules preclude unsuitable persons from driving whilst under the effects of either alcohol of any amount, non-prescribed drugs or prescribed drugs that are affecting judgement or reaction.
187. All drivers are expected to ensure their eyesight is tested at least every two years if you already have defective eyesight. If glasses or other corrective devices are necessary for driving, these must be
188. The company vehicle allocated to you represents a substantial investment in you and your All drivers are expected to take responsibility to drive the vehicle safely and to comply with all vehicle­ operating requirements as stated in law, this policy and the manufacturer’s handbook.
189. Smoking is not permitted in company provided vehicles at any
190. All drivers are expected to ensure they inform the company of any penalty point added to their licence and the reasons for the
191. All drivers will be expected to comply with 6 monthly driving licence checks by the

4.30    Visitor Hygiene, Safety and Welfare

192. Keysoe International recognise the importance to staff and visitor welfare by encouraging and making adequate provisions for maintaining high levels of personal hygiene. They fully encompass the spirit of best practice demonstrated by public animal centres and farm parks by endeavouring to comply with those industries Codes of
193. All activities and provisions at Keysoe International Limited are fully compliant with the current requirements of legislation and in particular the Industry Code of Practice “Preventing or controlling ill health from animal contact at visitor attractions.
194. All activities and provisions at Keysoe International Limited will operate under the current requirements of legislation and in particular “The Management of Health and Safety Regulations 1999”. Keysoe International Limited are committed to managing their visitor welfare and safety within the spirit of BS ISO 45001;2018 & HSG 65 “Managing for Health and Safety”.
195. All provisions are subject to regular reviews of risk assessments throughout the season and are inspected by external competent persons.

 

KIP-0017 Revision 2
Last updated 29th October 2024