Eddie's Doggy Daycare

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Eddie's Doggy Daycare

Policy 11.13 — Eddie's Doggy Daycare, Paddock Farm, Harlow, Essex CM17 9HP

Emergency Closure Policy

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Document Ref: EDDC-POL-019 | Category: Emergency Procedures | Version: 2.0 Effective Date: October 2025 | Review Date: October 2026 | Owner: Edward Kirwan

Closure of Daycare in an Emergency

Purpose

This policy establishes the procedure for closing the daycare site and safely returning all dogs to their owners in the event of an emergency. Emergencies may include extreme weather, fire, structural damage, flood, disease outbreak, utility failure, or suspension or revocation of the operating licence. The welfare of the dogs and the safety of staff are the absolute priorities during any emergency closure.

1. Decision to Close

The decision to close the site rests with the Owner (Edward Kirwan) or, in his absence, the most senior manager on duty. The decision will be made based on:

  • The nature and severity of the emergency
  • Advice from emergency services, environmental health, or the licensing authority
  • The safety of the site for continued occupation by dogs and staff
  • The feasibility of safe transportation

2. Emergency Evacuation Procedure

When an immediate evacuation is required:

Evacuation Steps

  1. Account for all dogs — the manager on duty must have a current register of every dog on site
  2. Leash and secure — all dogs must be put on leads and escorted calmly but quickly to the vehicles. Dogs that are difficult to leash should be crated in portable crates.
  3. Welfare check in vehicles — once loaded, conduct a welfare check on every dog. Ensure all dogs are secure in crates, have adequate ventilation, and show no signs of injury or distress.
  4. Vehicle register — complete a register for each vehicle before departing to ensure every dog is safely accounted for. Cross-reference against the main site register.
  5. Customer notification — management will immediately contact all customers to inform them that their dogs are being returned home. Use phone calls for the first attempt, followed by SMS and WhatsApp.
  6. Return dogs — transport dogs directly to their homes. We hold keys for most customers' homes. Where a customer is not at home and keys are not available, a meeting point will be arranged by phone.
  7. Final check — after all dogs have been returned, drivers must confirm safe delivery of every dog to management by phone or WhatsApp.
  8. Staff debrief — management will be in touch with all staff after final drop-offs for a debrief, welfare check, and to discuss next steps.

3. Closure Due to Disease Outbreak

In the event of a confirmed or suspected infectious disease outbreak:

  1. The dog displaying symptoms will be immediately isolated and/or transported to the registered vet (Kew Vets Harlow)
  2. Veterinary advice MUST be sought and followed for all remaining dogs
  3. All dog owners must be contacted — inform them of the situation, possible symptoms to watch for, and advise them to seek guidance from their own vet
  4. If the vet advises closure, follow the Evacuation Procedure above
  5. The site must be deep cleaned using the enhanced cleaning protocol (EDDC-POL-015) before reopening
  6. The licensing authority must be notified if the outbreak involves a notifiable disease or results in a closure of more than 24 hours

4. Closure Due to Fire

In the event of a fire, follow the Fire Evacuation Procedure (Section 5 of this manual). Fire evacuation takes priority over all other procedures. Once dogs and staff are safely evacuated and accounted for, follow the steps in Section 2 above to return dogs to their owners.

5. Closure Due to Extreme Weather

Extreme weather closures are managed proactively wherever possible. See the Extreme Weather Policy (EDDC-POL-018) for decision-making criteria, temperature thresholds, and customer communication timelines. If dogs are already on site when a weather-related closure is decided, follow the Evacuation Procedure in Section 2.

6. Closure Due to Licence Suspension or Revocation

In the event that our operating licence is suspended or revoked by the licensing authority:

  1. All daycare activities must cease immediately
  2. All dogs on site must be returned to their owners following the Evacuation Procedure
  3. All customers must be notified of the suspension and the expected duration (if known)
  4. No dogs may be accepted for daycare until the licence is reinstated
  5. The Owner will engage with the licensing authority to understand the reasons and take all necessary corrective action

7. Post-Emergency Actions

After any emergency closure:

  1. Conduct a full review of the incident — what happened, how it was handled, what could be improved
  2. Document the incident in a written report, including timeline, actions taken, and outcomes
  3. Update risk assessments and procedures as needed
  4. Communicate with all customers regarding the reopening date and any changes
  5. Notify the licensing authority if required
  6. Provide support to any staff affected by the incident

8. Emergency Contacts

See Emergency Contacts list (EDDC-POL-024) for all relevant phone numbers.

Authorised By

Edward Kirwan — Owner & Company Director, Eddie's Doggy Daycare Limited Document Ref: EDDC-POL-019

Read and understood — staff name & signature

Date