Health & Safety

1. Purpose

SwiftTrack Digital Ltd is committed to protecting the health, safety and welfare of its employees, contractors and others who may be affected by its activities, so far as is reasonably practicable.

As a SaaS business, our principal activities involve software development, system administration, client support, online meetings and computer-based office or remote working. Our health and safety arrangements are therefore proportionate to the nature and level of risk associated with these activities.

2. Responsibilities

The Directors have overall responsibility for ensuring that appropriate health and safety arrangements are maintained.

Everyone working for or on behalf of SwiftTrack Digital Ltd is expected to take reasonable care of their own health and safety and that of others who may be affected by their actions, follow agreed safety arrangements and report hazards, accidents, near misses or concerns promptly.

3. Risk Management

SwiftTrack Digital Ltd will identify significant hazards associated with its activities and take proportionate steps to control relevant risks. Risk assessments will be undertaken and reviewed where the nature of an activity, workplace or change in working arrangements makes this appropriate.

Health and safety arrangements will be reviewed when there are significant changes to premises, equipment, working methods or business activities.

4. Computer and Display Screen Equipment

Computer and display screen equipment is central to SwiftTrack Digital Ltd's work. Appropriate working arrangements will be encouraged to reduce risks associated with prolonged computer use.

Employees and regular users of display screen equipment should:

• arrange workstations to support a comfortable working posture;
• position screens, keyboards and other equipment appropriately;
• take suitable breaks or changes of activity during prolonged screen-based work;
• report discomfort or problems with equipment or workstation arrangements; and
• use equipment in accordance with any relevant instructions.

Where appropriate, workstation or display screen equipment assessments will be undertaken and reasonable improvements made.

5. Office and Remote Working

Work may be undertaken from office or home-working environments. Work areas should be kept reasonably tidy, with cables and equipment arranged to minimise trip, electrical and other avoidable hazards.

Those working remotely are expected to maintain a suitable working environment and report significant health and safety concerns that may affect their ability to work safely.

6. Electrical and Office Equipment

Electrical and office equipment provided for work will be maintained in a safe condition. Damaged or defective equipment should be taken out of use where necessary and reported promptly.

Equipment should be switched off or placed in an appropriate energy-saving mode when not required, where this is consistent with operational and system requirements.

7. Wellbeing and Work-Related Stress

SwiftTrack Digital Ltd recognises that workload, deadlines, remote working and other workplace factors can affect wellbeing. We aim to maintain reasonable working arrangements, encourage open communication and address work-related concerns at an early stage.

Employees and contractors are encouraged to raise concerns about workload, working arrangements or other factors affecting their health and wellbeing with a Director.

8. Travel and Client-Site Visits

Business travel will be undertaken only where necessary and journeys should be planned with reasonable consideration for personal safety, fatigue and travel conditions.

When visiting a client's or another organisation's premises, SwiftTrack Digital Ltd personnel will comply with the host organisation's health and safety arrangements, including site induction, access controls, emergency procedures, personal protective equipment requirements and other relevant site rules.

The host organisation remains responsible for managing the health and safety risks associated with its premises and activities. SwiftTrack Digital Ltd personnel remain responsible for conducting their own work in a safe manner and should stop or avoid an activity where there is an immediate or unacceptable safety concern.

9. Fire and Emergency Arrangements

Where SwiftTrack Digital Ltd controls a workplace, appropriate fire and emergency arrangements will be maintained for that location.

When working at client or third-party premises, personnel will follow the host organisation's emergency and evacuation arrangements. When working remotely, individuals should maintain reasonable awareness of fire and emergency risks within their working environment.

10. Accidents, Incidents and Near Misses

Work-related accidents, incidents, near misses and significant health and safety concerns should be reported promptly to a Director.

Incidents will be reviewed to determine whether corrective action is required and whether any external reporting obligation applies.

11. Contractors and Suppliers

Where contractors or suppliers undertake work on behalf of SwiftTrack Digital Ltd, appropriate consideration will be given to health and safety responsibilities relevant to the activity. Contractors are expected to work safely and comply with applicable site arrangements.

12. Monitoring and Review

Health and safety arrangements will be monitored proportionately to the nature of SwiftTrack Digital Ltd's activities. Lessons from incidents, changes in working practices and identified risks will be used to improve arrangements where appropriate.

This policy will be reviewed annually and earlier following a significant incident, operational change or relevant change in legal requirements.