Health & Safety Pack

3.1 Health & Safety Policy Statement

1. Our Commitments

Eddie's Doggy Daycare is committed to:

• Preventing accidents, injuries and ill health in the workplace
• Providing and maintaining a safe working environment for all staff, including safe access and egress
• Ensuring dogs are handled, supervised and cared for safely at all times in accordance with welfare legislation
• Identifying, assessing and controlling risks associated with dog behaviour, transport, weather, cleaning chemicals and the physical environment
• Complying with all relevant Health & Safety legislation, animal welfare regulations and licensing conditions
• Providing appropriate training, information, instruction and supervision to all employees
• Providing and maintaining suitable equipment and personal protective equipment (PPE)
• Consulting with employees on matters affecting their health and safety
• Encouraging a proactive, no-blame approach to reporting hazards, incidents and concerns
• Reviewing this policy at least annually or following any significant incident, change in legislation or operational change

2. Shared Responsibility

3. Policy Communication

This policy statement is:

• Displayed prominently at both the Harlow sites
• Issued to all new staff during induction
• Reviewed annually and re-signed by the Owner
• Available at all times via the Operations Hub

4. Signed

Edward Kirwan — Owner & Licence Holder Date: March 2026 Review Date: March 2027

3.2 Health & Safety Responsibilities

1. Owner — Edward Kirwan

As the sole director, licence holder and employer, Edward Kirwan holds ultimate responsibility for all Health & Safety matters across the site. His duties include:

• Setting the overall Health & Safety policy and standards for the business
• Ensuring adequate resources (financial, equipment and staffing) are provided for safety management
• Appointing competent persons under Regulation 7 of the Management of Health and Safety at Work Regulations 1999
• Approving significant changes to premises, equipment, working practices or risk controls
• Reviewing all serious incidents, enforcement notices and external inspection findings
• Ensuring the Health & Safety policy is reviewed at least annually
• Maintaining employer's liability insurance and public liability insurance
• Overseeing the risk assessment programme and ensuring all assessments are current

2. Site Manager — Jodee

Site Managers are responsible for the day-to-day implementation of Health & Safety policy at their respective sites. Their responsibilities include:

Specific Focus Areas

3. Daycare Assistants & Drivers

All Daycare Assistants and Drivers have legal duties under the Health and Safety at Work Act 1974. Their responsibilities include:

• Taking reasonable care for their own health and safety and that of others affected by their work
• Cooperating with managers on all health and safety matters
• Carrying out daily safety checks as required by opening, closing and operational procedures
• Following all Standard Operating Procedures (SOPs) and training at all times
• Using all equipment, including PPE, correctly and as trained
• Reporting all hazards, defects, incidents and near-misses to a manager immediately
• Not interfering with or misusing anything provided for health and safety purposes
• Attending all required health and safety training sessions

3.3 Risk Assessment Framework

Risk assessments are in place to identify hazards, assess risks and implement control measures.

Risk assessments cover:

• Dog handling and behaviour risks
• Dog-to-dog interactions
• Slips, trips and falls
• Outdoor and weather-related risks
• Manual handling
• Transport and driving risks
• Cleaning chemicals (COSHH)
• Lone working
• Fire and evacuation
• Electrical safety and generator use (Harlow)

Electrical Safety Awareness

All staff should be aware of basic electrical safety principles:

Key Rules:

• Never attempt electrical repairs — always report and escalate
• If you see sparking, burning smell, or tripped circuits → isolate if safe → evacuate area → contact manager
• Generator faults are handled by the approved service contractor only

Risk assessments are:

• Site-specific where required
• Reviewed annually or after incidents
• Available to staff and inspectors

3.4 Daily Health & Safety Checks

1. Opening Checks

The following checks must be completed by the opening manager or delegated staff member before the site is declared open and before the first dog arrives:

2. Mid-Day Checks

During operations, staff must maintain ongoing hazard awareness. Formal mid-day checks include:

• Re-inspection of fencing and gates, particularly after group rotations
• Water station replenishment and cleanliness
• Play surface condition (especially in wet weather)
• Equipment and toy condition following use
• Temperature monitoring — especially during summer months
• Waste removal and hygiene maintenance

3. Closing Checks

At the end of each operating day, closing checks ensure the site is left safe, clean and secure:

• All dogs have departed and are accounted for
• All areas cleaned and disinfected to the required standard
• All equipment stored securely
• All gates, doors and buildings locked
• Waste disposed of correctly
• Utilities checked (lights off, heating adjusted, water off where required)
• Any maintenance issues logged for next-day follow-up

4. Reporting & Escalation

5. Record Keeping

3.5 Accident, Incident & Near-Miss Reporting (Including RIDDOR)

Legal Obligation to Report

The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) place a legal duty on the employer to report certain work-related accidents, occupational diseases and dangerous occurrences to the Health and Safety Executive (HSE). Reports must be made by the Responsible Person (the Owner) without delay and, where written notification is required, within 10 days of the incident (15 days for over-7-day injuries).

Five Categories of Reportable Incident

1. Work-related deaths — any fatality arising from a work activity, including non-workers (e.g. visitors, customers) killed on site.
2. Specified injuries to workers — including fractures (other than fingers, thumbs, toes), amputations, loss of sight, crush injuries to head/torso, serious burns, scalpings, loss of consciousness from head injury or asphyxia, and any injury requiring resuscitation or >24h hospital admission.
3. Over-7-day injuries to workers — where an employee is incapacitated for routine work for more than seven consecutive days (excluding the day of the accident).
4. Reportable occupational diseases — including occupational dermatitis, occupational asthma, hand-arm vibration syndrome, and any disease attributed to a biological agent (e.g. zoonotic infection from a dog bite).
5. Dangerous occurrences — specified "near-miss" events listed in Schedule 2 of RIDDOR (e.g. collapse of structure, electrical short causing fire, accidental release of a biological agent).

Non-worker injuries (customers, visitors, contractors) are reportable if the person is killed or taken from the site to hospital for treatment of an injury arising out of or in connection with the work activity.

Decision Flowchart

`` Incident occurs │ ▼ Is it work-related? ── No ──▶ Log in accident book only │ Yes ▼ Death / specified injury / >7-day injury / reportable disease / dangerous occurrence? │ ├── No ──▶ Log in accident book, investigate, close out │ └── Yes ─▶ Notify Owner immediately │ ▼ Owner reports to HSE (online via riddor.hse.gov.uk or 0345 300 9923 for fatal/major) │ ▼ Retain copy in RIDDOR file for minimum 3 years ``

Reporting Method

• Online (default) — riddor.hse.gov.uk using the appropriate form (F2508 injury, F2508A disease, F2508 dangerous occurrence).
• Telephone — 0345 300 9923 for fatal and specified injuries only (Mon–Fri, 08:30–17:00).
• A copy of every RIDDOR submission is retained in the RIDDOR file on site for a minimum of three years.

All work-related accidents, incidents and near-misses — whether RIDDOR-reportable or not — are recorded in the accident book, investigated by the manager, and reviewed by the Owner. Trends are reviewed quarterly to drive corrective action.

3.6 First Aid (Human & Canine)

1. First Aid Equipment

All first aid kits are checked weekly by the designated manager and restocked immediately after use.

2. Trained First Aiders

3. Human First Aid Procedure

When a staff member or visitor is injured:

1. Assess the situation — ensure the scene is safe
2. Provide immediate first aid if trained and competent to do so
3. Call for the designated first aider if the injury is beyond basic treatment
4. Call 999 if the injury is serious or life-threatening
5. Record the treatment in the Accident Book and complete an Incident Report
6. Inform the site manager immediately

4. Canine First Aid Procedure

When a dog in our care is injured:

1. Secure the dog safely — use a lead or isolate in a pen
2. Assess the injury calmly; avoid sudden movements that may cause further distress
3. Apply basic first aid if trained (wound cleaning, pressure on bleeding)
4. Contact the site manager immediately
5. Contact the registered veterinary practice if required (Kew Vets Harlow)
6. Contact the dog's owner to inform them of the injury and any treatment given
7. Complete a Dog Incident Report with full details

5. Treatment Records

All first aid treatment — whether human or canine — must be logged:

3.7 Fire Safety & Evacuation

1. Fire Risk Assessments

A formal fire risk assessment is in place for the site and is reviewed:

• Annually by a competent person
• After any fire-related incident or near-miss
• After any significant change to the premises, layout or use
• Following any fire authority inspection

The fire risk assessment is available for inspection at all times and is stored in the compliance folder at the site.

2. Fire Prevention Measures

3. Fire Detection & Warning

4. Evacuation Procedures

Fire Exits & Routes

• Fire exits are clearly marked with illuminated signage at the site
• Fire escape routes are kept clear at all times — no storage in corridors or exit paths
• Routes are checked daily as part of opening procedures

Assembly Points

Evacuation with Dogs

• Dogs must be evacuated on leads where possible
• Secure dogs in groups — do not release dogs to run loose
• Account for all dogs using the attendance register
• Do not re-enter the building until the Fire Service confirms it is safe

5. Fire Warden Duties

At least one trained Fire Warden must be on site during operating hours. Fire Warden duties include:

• Sounding the alarm and initiating evacuation
• Sweeping designated areas to ensure all persons and dogs are evacuated
• Directing staff and visitors to the assembly point
• Accounting for all persons using the staff register
• Liaising with the Fire Service on arrival
• Preventing re-entry until authorised

6. Staff Training

3.8 COSHH (Control of Substances Hazardous to Health)

Legal Requirement

The Control of Substances Hazardous to Health Regulations 2002 (COSHH) require employers to assess, prevent or control exposure to substances that can cause harm — including cleaning chemicals, disinfectants, detergents, dog shampoos, and any product carrying a hazard symbol. Each hazardous product in use must have a current Safety Data Sheet (SDS) and a written COSHH assessment.

Key Controls

• PPE — nitrile gloves and splash-resistant eye protection for all cleaning and disinfection. Overalls or aprons where directed by the COSHH assessment. RPE is not normally required; if a product requires it, it must not be used on site.
• Storage — all hazardous products stored in the locked, ventilated chemical store, kept in original labelled containers, away from food, feed and dog areas, and out of reach of visiting dogs.
• Dilution — products diluted strictly to manufacturer instructions using the dedicated dosing equipment. Never mix products (especially bleach with acids or ammonia).
• Spill response — small spills absorbed with the spill kit located in the chemical store; larger spills isolated, area evacuated, and the manager called. Spill kit contents checked monthly.
• Training — all staff briefed on COSHH at induction and annually; refresher whenever a new product is introduced.

COSHH Folder

A controlled COSHH folder is held on site and contains the current SDS for every product in use, the written COSHH assessment, product-specific PPE and dilution instructions, and the spill response procedure. The folder is the working document for all product-specific detail and is reviewed at least annually and whenever a new product is introduced or an existing one removed.

3.9 Water Safety (Legionella Prevention)

What is Legionella

Legionella is a bacterium found naturally in water systems. It can multiply where water is stored or stagnant between 20°C and 45°C and, if inhaled as a fine aerosol (showers, hoses, sprays, pressure washers), can cause Legionnaires' disease — a potentially fatal form of pneumonia. Employers have a legal duty under the Health and Safety at Work etc. Act 1974 and the Control of Substances Hazardous to Health Regulations 2002 to assess and control this risk.

Site Controls

• A documented Legionella risk assessment is held on site, reviewed every two years and after any significant change to the water system.
• Low-use outlets (taps, hoses, outside taps, showers, eye wash stations used less than once a week) are flushed weekly for at least two minutes at both hot and cold settings. Flushing is logged in the Water Safety Log.
• Hoses, sprays and pressure washers are drained after use and stored dry.
• Any new pipework, tank or outlet is added to the asset list and risk assessment before being brought into use.

Detailed temperature monitoring thresholds, sentinel outlet schedules and tank inspection records are maintained in the Water Safety Log, not in this manual.

3.9a Lone Working

1. When Lone Working May Occur

2. Lone Working Risk Controls

3. Driver Lone Working

Drivers are inherently lone workers during collection and drop-off routes. Additional controls include:

• Drivers must have a working mobile phone at all times
• Route information must be shared with the manager on duty
• Drivers must check in with the site on arrival at and departure from the first and last collection point
• If a driver does not check in as expected, the manager must attempt contact within 15 minutes and escalate if no response

4. Incident Reporting

Any incident, near-miss or concern arising during lone working must be reported to the site manager immediately and documented using the standard Incident Report form. The lone working risk assessment must be reviewed following any such incident.

5. Record Keeping

3.10 Visitor & Contractor Management

Sign-In Requirements

All visitors and contractors must:

• Sign in on arrival (name, company, purpose, time in)
• Sign out on departure (time out)
• Be issued with a visitor badge if staying on site

The visitor log must be retained for a minimum of 3 years.

Contractor Verification

Before work commences, contractors must provide evidence of:

• Public liability insurance (minimum £5 million recommended)
• Relevant qualifications or certifications
• Method statements or risk assessments for high-risk work

This should be verified by a manager before arrival where possible.

Safety Induction

All visitors and contractors must receive a brief safety induction covering:

• Fire exits and assembly point location
• Restricted areas (e.g., dog play areas)
• Emergency procedures
• Key contact (manager on duty)

Escorted Access

• Visitors must be escorted at all times unless pre-approved
• Contractors may work unescorted in designated areas only
• Access to dog areas requires manager approval

Biosecurity

Visitors and contractors should:

• Use hand sanitiser on entry
• Avoid contact with dogs unless authorised
• Report any recent contact with sick animals
• Not bring personal dogs on site

Record Retention

Maintain records of:

• Visitor sign-in logs
• Contractor insurance and qualification checks
• Induction briefings given
• Any incidents involving visitors or contractors

3.10a Transport & Vehicle Safety

1. Vehicle Standards

2. Daily Vehicle Safety Checks

Before the first journey of each day, the driver must complete a full daily vehicle safety check covering:

3. Driver Requirements

4. Loading & Unloading

Safe loading and unloading procedures are critical to preventing dog escapes, injuries and staff harm:

• Only one dog loaded or unloaded at a time
• Van doors secured between each dog
• Dogs placed in individual crates appropriate to their size
• Crate doors locked before moving to next dog
• Visual check of all dogs before departing
• Customer handover must follow the approved protocol (lead, eye contact, gate management)

5. Journey Management

6. Record Keeping

3.11 Weather & Environmental Risks

1. Temperature Monitoring

2. Hot Weather Management

Additional hot weather controls:

• Fresh, clean water available in multiple locations at all times
• Cooling mats, wet towels and paddling pools deployed
• Dogs monitored continuously for signs of heatstroke (excessive panting, drooling, lethargy, collapse)
• Brachycephalic breeds (flat-faced), elderly dogs and puppies given additional monitoring
• Van journeys timed to avoid peak heat; air conditioning used; interior temperature monitored
• Staff provided with sunscreen, water and shade breaks

3. Cold & Wet Weather Management

Additional cold weather controls:

• Heated indoor areas available for rest periods
• Wet dogs dried on return from outdoor areas
• Staff provided with appropriate clothing and PPE
• Outdoor surfaces inspected for ice before each session

4. Wind, Storms & Severe Weather

5. Staff Welfare in Adverse Weather

Staff working outdoors in adverse conditions must be provided with:

• Appropriate PPE (waterproofs, warm layers, sun protection)
• Regular breaks in heated/cooled indoor areas
• Access to hot or cold drinks as appropriate
• Authority to raise concerns about working conditions without fear of reprisal

3.12 Personal Protective Equipment (PPE)

1. PPE Requirements by Activity

2. Employer Responsibilities

• Provide all required PPE free of charge
• Ensure PPE is suitable for the hazard and fits the individual staff member correctly
• Replace worn, damaged or contaminated PPE promptly
• Provide training on correct use, storage and maintenance of all PPE
• Conduct PPE assessments when new hazards are identified or tasks change
• Maintain records of PPE issue and training

3. Staff Responsibilities

• Use all PPE as instructed and trained
• Inspect PPE before each use and report any defects or damage to a manager
• Store PPE correctly after use
• Do not modify, alter or misuse any PPE
• Request replacement PPE when needed — do not continue using damaged equipment
• Attend all PPE training sessions

4. PPE Stock & Maintenance

5. Record Keeping

3.13 Training & Competency

• Health & Safety training forms part of induction
• Ongoing refresher training is provided
• Staff must not undertake tasks they are not trained for
• Training records are maintained and reviewed

Generator Operation Training (Harlow Only)

Only authorised staff may start or stop the fixed outdoor generator. Training must be completed before any unsupervised use.

Training Covers:

• Location and purpose of the generator
• Start-up and shutdown procedure (step-by-step)
• Understanding warning lights and fault indicators
• Exclusion zone — keeping dogs and unauthorised persons clear
• When to contact the maintenance contractor vs. manager
• Location of nearby fire extinguisher

Competency Requirements:

Key Rules:

• Never attempt to repair or modify the generator
• Never operate if fault lights are showing — contact manager
• Never refuel while running
• All faults reported to manager who contacts the service contractor

3.14 Review & Continuous Improvement

1. Review Schedule

2. What Is Reviewed

Each review considers the following:

• Whether existing risk assessments remain valid and sufficient
• Whether control measures are being followed consistently
• Whether any new hazards have been introduced
• Whether there have been incidents, near-misses or enforcement action since the last review
• Whether training is up to date and effective
• Whether equipment, PPE and first aid provisions are adequate
• Whether documentation is complete, accurate and accessible
• Whether staff feedback or concerns have been raised and addressed

3. Staff Involvement

Staff involvement in continuous improvement includes:

• Participating in team meetings where H&S is a standing agenda item
• Reporting hazards, near-misses and improvement ideas
• Contributing to risk assessment reviews
• Providing feedback on the practicality and effectiveness of procedures
• Participating in fire drills and emergency scenario exercises

4. Corrective & Preventive Actions

When a review identifies a gap, deficiency or opportunity for improvement:

5. Non-Compliance

6. Record Keeping

3.15 First Aid Needs Assessment

Legal Requirement

The Health and Safety (First Aid) Regulations 1981 require employers to provide adequate first aid equipment, facilities and trained personnel so that employees can be given immediate help if they are injured or taken ill at work. The level of provision is determined by a first aid needs assessment that considers the nature of the work, the workplace hazards, the size and layout of the site, and lone or remote working.

Minimum Provisions at Eddie's Doggy Daycare

First aid arrangements are reviewed annually, after any incident, and whenever staffing, site layout or activities change.

3.16 Safety Signage Requirements

Legal Requirement

The Health and Safety (Safety Signs and Signals) Regulations 1996 require employers to provide safety signs wherever a significant risk remains after other control measures have been applied. Signs must be clear, in good condition, and use the standard colour and shape conventions (prohibition red, warning yellow, mandatory blue, safe condition green, fire red).

Required Signage by Area

All signs are inspected monthly as part of the site walkaround and replaced immediately if damaged, faded or obscured.

3.17 GDPR & Data Protection

Eddie's Doggy Daycare is legally obliged to handle all personal data in accordance with the UK GDPR and the Data Protection Act 2018. This applies to customer details, dog records, staff personnel files, CCTV footage and any other information by which a living individual can be identified.

Lawful Basis for Processing

Photography & Social Media

Written consent must be obtained from every customer before any photograph or video of their dog is posted on social media, the website or marketing material. Staff must not post images of dogs, the site or other staff to personal social media accounts.

Data Breach Reporting

Any personal data breach likely to result in risk to individuals' rights and freedoms must be reported by the Owner to the Information Commissioner's Office (ICO) within 72 hours of discovery.

Full GDPR policy documentation is held by the Owner and available on request.