Health & Safety Policy

Date: 25^th November 2025
Review Date: [1 year from date]
Employees: 3
Prepared by: Eddie Patricio & Louise Putt

1. Policy Statement

Your Home Managed Ltd is committed to ensuring, as far as is reasonably practicable, the health, safety, and welfare of all employees, clients, contractors, and members of the public who may be affected by our activities. As a UK letting agency with all employees working from home, we recognise our legal obligations under the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, and relevant property safety legislation.

Our responsibilities extend beyond our home-working operations to include safe practices during:

• Tenant and landlord interactions
• Property viewings
• Travel between properties
• Valuation appointments
• Mid-term inspections
• Right to Rent checks
• Anti-money laundering (AML) compliance

We will maintain safe systems of work and ensure that the properties we market or manage meet relevant landlord safety standards.

2. Responsibilities

2.1 Directors / Business Owner

The Director is responsible for:

• Overall implementation of this policy
• Ensuring risk assessments are carried out and reviewed
• Providing training and guidance to staff
• Ensuring compliance with landlord property safety regulations
• Monitoring AML and Right to Rent compliance

2.2 Employees

All employees must:

• Follow company health and safety procedures
• Maintain a safe home workspace
• Report hazards, incidents, or unsafe conditions
• Comply with AML and Right to Rent procedures
• Use equipment safely and responsibly
• Prioritise personal safety during property visits

3. Home Working Safety

Although we do not operate from a commercial office, employees working from home must maintain a safe working environment.

3.1 Workstation Safety

Employees should ensure:

• A chair and desk setup that supports good posture
• A screen at eye level to prevent strain
• Adequate lighting and ventilation
• Clear walkways free from slip and trip hazards
• Electrical equipment is used safely

3.2 Display Screen Equipment (DSE)

A DSE self-assessment must be completed annually. Adjustments will be supported where possible.

3.3 Home Fire Safety

Employees are responsible for:

• Keeping escape routes clear
• Avoiding overloaded sockets
• Ensuring their home smoke alarms function and are tested regularly

3.4 Data Security at Home

• Password-protected devices
• Screens locked when unattended
• Confidential documents stored securely
• No sharing of personal client information outside approved systems

4. Operational Safety During Property Visits

This section covers viewings, valuations, check-ins, check-outs, mid-term inspections, and any on-site activity.

4.1 Lone Working

Employees often conduct appointments alone. Procedures include:

• Sharing appointment details and expected return time
• Carrying a charged mobile phone
• Trusting instincts and leaving immediately if unsafe
• Never entering a property where you feel threatened or uncomfortable
• Requesting a colleague accompany you if a risk is identified

4.2 Personal Safety at Appointments

• Upon arrival, assess the surroundings (lighting, neighbourhood, parked cars, security issues).
• Stand near exits during appointments.
• Do not enter lofts, cellars, or unsafe areas.
• Leave immediately if confronted with aggression, harassment, or dangerous behaviour.

4.3 Travel Safety

Employees using their own vehicle must ensure:

• Valid driving licence
• Vehicle is roadworthy and insured (including business use where required)
• No handheld phone use while driving
• Planned routes for unfamiliar areas
• Avoidance of unnecessary travel in severe weather

4.4 Property Risks

During any onsite visit, employees should assess and avoid hazards including:

• Loose flooring or carpets
• Poor lighting
• Damp, mould, or structural issues
• Vermin or aggressive animals
• Hoarding or blocked exits
• Signs of illegal activity or unsafe occupants

Any hazards must be recorded and reported.

5. Landlord Safety Compliance

We ensure properties we market or manage meet legal safety standards. Landlords are informed clearly of their obligations.

5.1 Gas Safety

• Annual Gas Safety Record (CP12) required
• Provided to tenants before occupation
• Records stored digitally

5.2 Electrical Safety

• EICR required every 5 years
• Urgent remedial works must be completed promptly
• PAT testing recommended for landlord-provided appliances

5.3 Smoke & Carbon Monoxide Alarms

In line with the Smoke and Carbon Monoxide Alarm (England) Regulations 2015/2022:

• Smoke alarms on each storey
• CO alarms in rooms containing solid fuel or gas appliances
• Tested on first day of tenancy and documented

5.4 Legionella

• Basic legionella risk assessment conducted for all properties
• Guidance issued to tenants

5.5 HMO Safety (if applicable)

• Fire doors
• Interlinked smoke detection
• Emergency lighting (if applicable)
• HMO licensing requirements met

5.6 Property Repairs and Condition

We ensure:

• Urgent safety repairs are reported immediately
• Damp, mould, structural defects, and unsafe fittings are addressed
• Heating, hot water, and critical systems function safely

6. Anti-Money Laundering (AML) Compliance

We comply with the Money Laundering Regulations 2017 for property sales and applicable lettings.

6.1 Risk-Based Approach

We maintain:

• AML risk assessments
• Customer due diligence (CDD) procedures
• Enhanced due diligence (EDD) where required

6.2 Identity Verification

For sellers, landlords, and certain tenants:

• Identity and address checks
• Politically Exposed Person (PEP) screening
• Source of funds checks (where relevant)

Staff safety considerations:

• Review documents at safe times and locations
• Never handle original documents unnecessarily
• Avoid confrontational discussions—refer issues to management

6.3 Reporting Suspicious Activity

Suspicious activity must be reported internally to the Director and, if required, to the National Crime Agency (NCA).

7. Right to Rent Safety Procedures

We comply with Immigration Act 2014 Right to Rent duties.

7.1 Secure Handling of Documents

• All documents handled securely
• Copies stored digitally in compliance with GDPR
• Documents never reviewed in unsafe or inappropriate environments

7.2 Verification Safety

When meeting tenants:

• Meet in a safe, neutral location (property, public place, or virtually where allowed)
• Avoid taking original documents off-site unnecessarily
• Do not engage in disputes; escalate concerns to management

8. Incident & Accident Reporting

Employees must report:

• Injuries
• Near misses
• Aggressive behaviour
• Unsafe properties
• Suspicious or illegal activity

Serious incidents will be documented and reported under RIDDOR where required.

9. Training

All staff will receive training on:

• Health & safety awareness
• Lone working and personal safety
• AML compliance
• Right to Rent checks
• Identifying property hazards
• Conflict management and de-escalation
• Manual handling
• GDPR and secure data handling

Training records will be maintained.

10. Policy Review

This policy will be reviewed annually or earlier if:

• Legislation changes
• A serious incident occurs
• There are significant operational changes
• New risks are identified