Health and Safety Policy

1. Statement of intent

Digitator Limited will provide and maintain, so far as is reasonably practicable, safe working arrangements for anyone working under its direction and will take appropriate steps to protect clients, visitors and others who may be affected by its activities.

This policy reflects Digitator’s current operating model: a small, director-led digital consultancy with no employees, delivering predominantly computer-based work from a home or remote workspace, with occasional travel and attendance at client premises. The arrangements will be expanded if the company grows or its risk profile changes.

Digitator will comply with applicable UK health and safety law, including the Health and Safety at Work etc. Act 1974 and relevant regulations, where they apply to its activities.

2. Scope

This policy applies to the Director and, where relevant, to any future employee, associate, freelancer, subcontractor or other person engaged by Digitator. It covers remote and homeworking, business travel, meetings, events and work at client or third-party premises.

3. Responsibilities

The Director has overall responsibility for health and safety and will:

• identify hazards, assess risks and put proportionate controls in place;
• provide suitable equipment, information, instruction or training where needed;
• consult with anyone engaged in Digitator’s work about relevant risks and adjustments;
• record and investigate work-related accidents, ill health and near misses; and
• review this policy and the supporting arrangements at least annually.

Everyone working for or on behalf of Digitator must take reasonable care of their own health and safety and that of others, use equipment properly, follow agreed controls and client-site rules, and report hazards, incidents, symptoms or concerns promptly.

4. Risk assessment and control

Digitator will assess reasonably foreseeable risks before work starts and whenever there is a significant change. For its present work, this normally includes display-screen work, workstation ergonomics, electrical equipment, slips and trips, fire, lone working, work-related stress, travel and unfamiliar client premises.

The Director will eliminate avoidable hazards where possible and otherwise reduce risk so far as is reasonably practicable. Significant findings and actions will be recorded where required or useful. Assessments will be reviewed following an incident, a report of discomfort or ill health, or a material change in people, equipment, location or working methods.

5. Homeworking and display-screen equipment

Anyone carrying out regular computer-based work for Digitator will be expected to use a suitable workspace and complete a proportionate display-screen equipment (DSE) assessment where applicable. Arrangements will be reviewed if work patterns or equipment change or if discomfort is reported.

The following controls should be followed:

• use a stable work surface and a supportive chair, with the screen, keyboard and pointing device positioned for a comfortable posture;
• adjust lighting and screen position to reduce glare and eye strain;
• avoid prolonged laptop-only working where separate equipment is reasonably needed;
• take regular short breaks or changes of activity and vary posture throughout the day; and
• report persistent aches, pain, fatigue, headaches or visual discomfort promptly so that work or equipment can be reviewed.

Where a legal duty applies, Digitator will provide necessary DSE information, training, equipment and eyesight-test arrangements without charge to the worker.

6. Work equipment, electrical safety and the work area

Work equipment must be suitable, maintained and used in accordance with the manufacturer’s instructions. Users should visually check plugs, leads, chargers and devices, keep ventilation openings clear, avoid overloaded sockets, route cables safely and stop using damaged or overheating equipment. Electrical testing will be arranged where the risk assessment indicates that it is necessary; portable appliance testing is not treated as an automatic annual requirement.

Work areas should be kept reasonably tidy, dry, well lit and free from avoidable trip hazards. Heavy or awkward items should not be lifted or moved without considering whether assistance or an alternative method is needed.

7. Lone and remote working

Remote work is generally low risk, but Digitator will consider communication, access to help, personal security, fatigue and wellbeing. Anyone working alone should have access to a working telephone, know how to obtain emergency help and agree proportionate contact or check-in arrangements for unusual hours, unfamiliar locations or activities with increased risk.

Concerns about isolation, workload, health conditions or personal safety should be raised with the Director so that the work plan, location, contact arrangements or other controls can be adjusted.

8. Client premises, meetings and business travel

When working at a client’s or third party’s premises, Digitator personnel will follow the host’s reasonable health and safety rules, induction, access controls and emergency arrangements. Hazards or incidents must be reported both to the host and to the Digitator Director. No one is expected to continue work that they reasonably believe presents a serious and imminent danger.

Travel will be planned with regard to weather, route, transport, personal security and fatigue. Anyone driving on business must be licensed and insured for the journey, use a roadworthy vehicle and must not use a handheld phone or drive while impaired, excessively tired or otherwise unsafe.

9. Fire, first aid and emergencies

Home and remote workspaces should have suitable smoke detection and clear escape routes. Equipment should be switched off or charged safely, and ignition sources and exits kept clear. At client premises, personnel must familiarise themselves with alarms, exits and assembly points.

Anyone working remotely should have access to basic first-aid supplies and a telephone. In an emergency, call 999 and prioritise personal safety. The Director will review first-aid needs as the business, locations or activities change.

10. Work-related stress and wellbeing

Digitator recognises work-related stress as a health and safety matter. Work should be organised with realistic priorities, reasonable workloads, breaks and boundaries around working time. Early discussion of pressure, isolation or health concerns is encouraged and will be handled sensitively. Appropriate adjustments, reprioritisation or specialist advice will be considered where needed.

11. Accidents, ill health and near misses

All work-related accidents, cases of ill health, dangerous occurrences and near misses should be reported promptly to the Director and recorded in proportion to their seriousness. The Director will investigate causes, take corrective action and determine whether a report is required under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR). Records will be retained securely for the applicable period.

12. Associates and subcontractors

Digitator will select associates and subcontractors with regard to their competence for the work. Before starting, relevant hazards, responsibilities and client requirements will be shared. They are expected to cooperate with Digitator’s arrangements, maintain any insurance or training appropriate to their role, and report incidents or changes that could affect safety.

13. Information, consultation and review

The Director will make this policy and relevant risk information available to anyone covered by it and will invite practical feedback. The policy will be reviewed at least every 12 months and sooner after an incident, a material change in working practices, the engagement of employees, or a relevant change in legal or client requirements.

Contacting us

Questions, concerns or incident reports should be directed to:

Damon Rutherford, Director
Email: damon.rutherford@digitator.com