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Health & Safety Policy

1. Statement of Intent

Purple Cleaning Services Ltd is committed to ensuring the health, safety and welfare of all its employees, temporary workers, candidates placed with clients, and any other persons who may be affected by our business activities.

It is our policy to provide and maintain safe and healthy working conditions, equipment and systems of work for all our staff, and to provide such information, training and supervision as is needed for this purpose.

We accept our responsibility for the health and safety of other people who may be affected by our activities.

 

2. Responsibilities

Overall Responsibility

Overall and final responsibility for health and safety in Purple Cleaning Services Ltd lies with:

 

Helena Natacha Joao Morais

Operations & Senior Recruiter

Day-to-Day Responsibilities

All employees and workers are expected to:

  • Take reasonable care of their own health and safety and that of others

  • Cooperate with management on health and safety matters

  • Not interfere with or misuse anything provided for health and safety purposes

  • Report any hazard, accident, near miss or unsafe condition immediately

  • Use any equipment and safety measures provided

 

3. Risk Assessments

We will conduct and review risk assessments for all significant activities carried out by our workers. Key risk areas for a cleaning recruitment agency include:

 

Cleaning Candidates on Client Sites

  • Use and handling of cleaning chemicals and COSHH substances

  • Slips, trips and falls on wet or uneven surfaces

  • Manual handling of heavy equipment and supplies

  • Lone working in premises outside normal hours

  • Working at height (e.g. window cleaning, high shelving)

  • Exposure to bodily fluids or hazardous waste in care or healthcare settings

 

Office Staff

  • Display screen equipment (DSE) and workstation assessment

  • Fire evacuation procedures

  • Slips and trips within the office environment

  • Stress and mental wellbeing

 

4. Safe Systems of Work

Before placing any candidate with a client, we will:

  • Obtain details of the working environment from the client and assess suitability

  • Ensure the client has carried out their own risk assessment for the role

  • Provide workers with relevant health and safety information prior to commencing work

  • Ensure candidates are aware of the client's emergency procedures

  • Confirm the client provides appropriate personal protective equipment (PPE) where required

 

5. Chemical Safety (COSHH)

Purple Cleaning Services Ltd acknowledges that cleaning candidates may be required to handle chemical substances. We will:

  • Ensure clients have COSHH assessments in place for all substances used

  • Inform candidates of any chemical hazards relevant to their placement

  • Ensure candidates have received appropriate training before handling chemicals

  • Advise candidates never to mix cleaning chemicals unless specifically instructed

 

6. Lone Working

Many of our cleaning candidates will work alone, often outside standard working hours. We will:

  • Ensure clients have a lone working policy in place before placing workers

  • Advise candidates to keep a charged mobile phone with them at all times

  • Encourage candidates to inform someone of their working location and expected finish time

  • Ensure emergency contact details are provided to all lone workers

 

7. Accident Reporting

All accidents, incidents and near misses must be reported to the agency immediately. We will:

  • Maintain an accident log book for all incidents involving our workers

  • Investigate all reported incidents to prevent recurrence

  • Report incidents to the HSE under RIDDOR where legally required

  • Cooperate fully with any investigation by the client or enforcing authority

 

8. Training and Induction

We are committed to ensuring that all workers are adequately informed and trained. We will:

  • Provide all new candidates with basic health and safety guidance during registration

  • Ensure candidates are aware of their right to refuse unsafe work

  • Advise candidates to request a site induction from the client before commencing work

  • Keep records of any training completed by our candidates

 

9. Review of This Policy

This policy will be reviewed annually or following any significant change to our business, a serious accident or incident, or changes in legislation.

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Equality Policy

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1.  Policy Statement

Purple Cleaning Services Ltd is committed to promoting equality, diversity and inclusion in all areas of employment and service delivery. We are an equal opportunities employer and are committed to ensuring that no employee, worker, applicant, client or service user receives less favourable treatment or is disadvantaged due to a protected characteristic.

 

We actively work to create and maintain a workplace culture where every individual is treated with dignity and respect, and where talent, effort and contribution are recognised without bias.

 

We are committed to complying with all relevant UK legislation including, but not limited to:

  • The Equality Act 2010

  • The Equal Pay Act 1970 (as incorporated into the Equality Act 2010)

  • The Employment Rights Act 1996 (as amended)

  • The Human Rights Act 1998

  • The Modern Slavery Act 2015

  • The Public Sector Equality Duty (where applicable)

  • Relevant anti-discrimination laws and regulations

 

Purple Cleaning Services Ltd has zero tolerance for discrimination, harassment, victimisation or unfair treatment in any form.

 

2.  Scope

This policy applies to:

  • All employees (full-time, part-time and temporary)

  • Workers and agency staff engaged by the company

  • Job applicants and candidates

  • Contractors, subcontractors and self-employed personnel

  • Clients, service users and members of the public with whom we interact

 

This policy covers all aspects of employment and business activity, including recruitment, selection, terms and conditions, pay, training, development, promotion, performance management, redundancy and dismissal.

 

3.  Equal Opportunities Commitment

Purple Cleaning Services Ltd is committed to ensuring equality of opportunity regardless of the following protected characteristics, as defined under the Equality Act 2010:

  • Age

  • Disability

  • Gender reassignment

  • Marriage and civil partnership

  • Pregnancy and maternity

  • Race (including colour, nationality, and ethnic or national origin)

  • Religion or belief

  • Sex

  • Sexual orientation

 

Employment decisions, including recruitment, promotion, pay, training, work allocation and progression will be based on merit, capability, qualifications and business needs, without reference to any protected characteristic.

 

4.  Understanding Discrimination

The company recognises and will not tolerate the following forms of unlawful discrimination:

 

4.1  Direct Discrimination

Treating someone less favourably because of a protected characteristic.

 

4.2  Indirect Discrimination

Applying a provision, criterion or practice that, while neutral on its face, puts those sharing a protected characteristic at a particular disadvantage.

 

4.3  Harassment

Unwanted conduct related to a protected characteristic that has the purpose or effect of violating a person’s dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment.

 

4.4  Victimisation

Treating someone unfairly because they have made or supported a complaint about discrimination.

 

4.5  Associative and Perceptive Discrimination

Discrimination because of an association with someone who has a protected characteristic, or because someone is wrongly perceived to have one.

 

5.  Equal Pay Commitment

Purple Cleaning Services Ltd is committed to the principle of equal pay for equal work. All employees are entitled to fair and equitable treatment in relation to pay, contractual terms and conditions, and other employment benefits.

 

We will:

  • Pay employees fairly and consistently, regardless of protected characteristics

  • Ensure equivalent pay for work of equal value or comparable roles

  • Review pay practices periodically to identify and address any unexplained disparities

  • Base pay decisions on objective factors: experience, responsibility, performance and role requirements

  • Maintain transparent pay structures accessible to all staff

 

Where pay differences exist, these will be based on legitimate, objective criteria that can be clearly justified.

 

6.  Recruitment & Selection

Purple Cleaning Services Ltd is committed to fair, transparent and merit-based recruitment practices that provide equal access to all candidates.

 

We will:

  • Advertise vacancies widely to reach a diverse range of candidates

  • Use job descriptions and person specifications based on the genuine requirements of the role

  • Assess all applicants against consistent, objective criteria

  • Avoid questions at interview that relate to protected characteristics (e.g. pregnancy, family plans, religion)

  • Make reasonable adjustments to the recruitment process for candidates with disabilities

  • Ensure that any third parties involved in recruitment on our behalf adhere to the same standards

  • Carry out Right to Work checks for all new starters in accordance with UK Home Office requirements

 

Recruitment decisions will be documented and records retained in accordance with our data retention policy.

 

7.  Disability & Reasonable Adjustments

Purple Cleaning Services Ltd recognises its duty under the Equality Act 2010 to make reasonable adjustments to remove barriers for disabled employees, workers and job applicants.

 

We will:

  • Actively consider reasonable adjustments at every stage of employment

  • Engage in open dialogue with the individual to understand what adjustments may help

  • Not make assumptions about what a person with a disability can or cannot do

  • Record and implement agreed adjustments in a timely manner

 

Requests for adjustments will be treated sensitively and confidentially. Refusal to make reasonable adjustments without justification will be treated as a breach of this policy.

 

8.  Harassment, Bullying & Dignity at Work

Purple Cleaning Services Ltd is committed to providing a working environment where all individuals are treated with dignity and respect.

 

Harassment and bullying whether face-to-face, by phone, in writing or via digital communication will not be tolerated. This includes:

  • Offensive jokes, comments or ‘banter’ relating to protected characteristics

  • Unwanted physical contact

  • Deliberate exclusion or isolation of individuals

  • Persistent criticism, humiliation or intimidation

  • Misuse of social media or messaging platforms to bully or harass colleagues

 

Any employee found to have engaged in harassment or bullying may face disciplinary action, up to and including dismissal. Third parties (such as clients or contractors) who engage in harassment of our staff will be dealt with promptly and firmly.

 

9.  Training & Awareness

Purple Cleaning Services Ltd is committed to ensuring that all staff understand their rights and responsibilities under this policy.

 

We will:

  • Provide equality and diversity awareness to all new starters as part of the induction process

  • Ensure managers and those involved in recruitment receive appropriate guidance on fair and lawful practice

  • Revisit equality topics periodically as part of ongoing staff communications

  • Promote a culture of openness where staff feel able to raise concerns without fear

 

10.  Reporting Concerns & Grievance Procedure

Any employee or worker who believes they have experienced or witnessed discrimination, harassment or bullying should feel confident in raising this without fear of retaliation.

 

Concerns may be raised:

  • Informally, by speaking to a manager or trusted colleague in the first instance

  • Formally, by submitting a written grievance in accordance with the company’s Grievance Procedure

  • Anonymously, where the individual prefers, though this may limit the ability to investigate fully

 

All concerns will be taken seriously, investigated promptly and treated with confidentiality, so far as is practicable. No individual will be penalised for raising a genuine complaint in good faith.

 

Victimisation of anyone who has raised a concern under this policy is itself a disciplinary matter.

 

11.  Roles & Responsibilities

 

11.1  The Company

  • Maintain and communicate this policy

  • Ensure senior leadership models inclusive behaviour

  • Provide adequate resources for implementing the policy

  • Take prompt action where breaches are identified

 

11.2  Managers & Supervisors

  • Apply the principles of this policy consistently within their teams

  • Address discriminatory behaviour or language promptly

  • Support employees who raise concerns

  • Make and document fair employment decisions

 

11.3  All Employees & Workers

  • Treat colleagues, clients and others with dignity and respect

  • Comply with this policy and supporting procedures

  • Report concerns or incidents they witness

  • Co-operate with any investigation carried out under this policy

 

12.  Data Protection & Confidentiality

All personal data collected in relation to equality monitoring, recruitment or the handling of complaints will be processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

Equality monitoring data (such as diversity questionnaires) will be anonymised before analysis and will not be used in any employment decision.

 

13.  Modern Slavery & Ethical Employment

Purple Cleaning Services Ltd is committed to ensuring that modern slavery and human trafficking do not take place within our business or supply chain. We will not knowingly engage with suppliers or individuals who engage in exploitative practices.

 

We will:

  • Carry out appropriate right to work and identification checks for all staff

  • Pay at least the National Living Wage / National Minimum Wage as applicable

  • Not make unlawful deductions from wages

  • Not subject any worker to forced or compulsory labour

 

14.  Equality in Tendering & Contract Work

Purple Cleaning Services Ltd recognises that public sector and commercial clients may require evidence of our commitment to equality, diversity and inclusion as part of their procurement and tendering processes.

 

We are committed to:

  • Meeting all equality requirements set out in tender specifications and contract conditions

  • Demonstrating our policies and practices upon request

  • Cooperating with client equality monitoring and audit requirements

  • Applying the principles of this policy when working on client premises or alongside client staff

  • Ensuring any subcontractors we engage are made aware of and operate in accordance with our equality standards

 

15.  Monitoring & Review

This policy will be reviewed at least annually, or sooner in the event of relevant legislative changes or significant developments within the business.

 

Purple Cleaning Services Ltd will monitor the effectiveness of this policy by:

  • Tracking the number and nature of complaints or grievances raised

  • Reviewing recruitment and employment outcomes for patterns of potential concern

  • Updating the policy to reflect changes in legislation or best practice

 

Purple Cleaning Services Ltd reserves the right to amend this policy at any time. Where changes are made, affected staff will be notified.

 

16.  Related Policies & Documents

This policy should be read alongside:

  • Grievance Procedure

  • Disciplinary & Dismissal Procedure

  • Anti-Harassment & Bullying Policy

  • Data Protection & Privacy Policy

  • Modern Slavery Statement

  • Recruitment & Selection Policy

  • Health & Safety Policy

 

Policy Sign-Off

This policy has been reviewed and approved on behalf of Purple Cleaning Services Ltd.

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