Other Key Policies
1. Health and Safety Policy
1.1 Policy Statement
Saif FM is committed to providing and maintaining a safe and healthy working environment for all staff, contractors, clients, and visitors. We comply with the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1999, and all other relevant health and safety legislation.
1.2 Responsibilities
Management is responsible for ensuring that proper health and safety procedures are in place and followed.
Supervisors must ensure risk assessments are conducted and that staff receive proper training.
Employees/Contractors must take reasonable care of their own health and safety and cooperate with management on safety matters.
1.3 Risk Assessments
Risk assessments will be regularly carried out at all workplaces where our staff operate.
Special attention will be given to high-risk environments (e.g. kitchens, busy hotels, cleaning with hazardous substances).
1.4 Training and Supervision
All staff will receive health and safety training appropriate to their role.
Staff using cleaning chemicals will receive COSHH (Control of Substances Hazardous to Health) training.
1.5 Accidents and Incidents
All accidents must be reported immediately and recorded in the accident book.
Serious incidents will be reported to the Health and Safety Executive (HSE) as per RIDDOR regulations.
1.6 PPE (Personal Protective Equipment)
PPE such as gloves, aprons, goggles, or masks will be provided free of charge where necessary.
Employees must wear PPE as instructed and report any defects immediately.
2. Equal Opportunities and Non-Discrimination Policy
2.1 Policy Statement
Saif FM is committed to being an equal opportunity employer and service provider. We will not tolerate discrimination or harassment on the basis of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation, as outlined in the Equality Act 2010.
2.2 Scope
This policy applies to:
Recruitment, selection, and promotion
Pay and employment terms
Access to training and development
Discipline and grievance procedures
Interaction with clients and third parties
Recruitment, selection, and promotion
Pay and employment terms
Access to training and development
Discipline and grievance procedures
Interaction with clients and third parties
2.3 Recruitment Practices
All job postings will use non-discriminatory language.
Selection decisions will be based on merit and job-related criteria.
Selection decisions will be based on merit and job-related criteria.
2.4 Reasonable Adjustments
Where a staff member or candidate has a disability, Saif FM will make reasonable adjustments to remove barriers to work and participation.
2.5 Reporting Discrimination
Any employee or contractor who feels they have been subjected to discrimination or harassment should report it to their line manager or HR. All complaints will be treated seriously and investigated promptly.
3. Recruitment and Employment Policy
3.1 Fair Recruitment
Saif FM is committed to conducting fair and transparent recruitment practices:
Candidates are selected based on skills, experience, and suitability.
All applicants are treated equally and without bias.
Candidates are selected based on skills, experience, and suitability.
All applicants are treated equally and without bias.
3.2 Right to Work Checks
We are legally required to confirm that all employees and contractors have the legal right to work in the UK, as per the Immigration, Asylum and Nationality Act 2006.
This involves verification of passports, visas, or residency documentation.
This involves verification of passports, visas, or residency documentation.
3.3 Background Checks
Depending on the role, we may carry out:
Criminal Record Checks (DBS) for positions involving vulnerable individuals or security-sensitive environments.
Reference Checks from previous employers.
Criminal Record Checks (DBS) for positions involving vulnerable individuals or security-sensitive environments.
Reference Checks from previous employers.
3.4 Employment Contracts
All workers will be provided with a written statement of employment particulars on or before the first day of work, in compliance with the Employment Rights Act 1996.
3.5 Induction and Training
All new staff will undergo an induction programme, which includes:
Company policies
Health and safety procedures
Site-specific rules (if applicable)
Company policies
Health and safety procedures
Site-specific rules (if applicable)
4. Social Media and Internet Usage Policy
4.1 Purpose
This policy sets out the standards expected of all employees and contractors when using social media and the internet, both during work hours and in relation to Saif FM.
4.2 Personal Use During Work
Personal internet use should be limited during working hours.
Use of mobile phones should not interfere with duties.
Use of mobile phones should not interfere with duties.
4.3 Acceptable Use
Staff must not post content that is defamatory, discriminatory, or damaging to Saif FM’s reputation.
Confidential business information must never be shared on social platforms.
Employees must not engage in online arguments or discussions that reflect poorly on their professionalism or the company.
Confidential business information must never be shared on social platforms.
Employees must not engage in online arguments or discussions that reflect poorly on their professionalism or the company.
4.4 Monitoring
Saif FM reserves the right to monitor internet and social media usage in the workplace in accordance with the Investigatory Powers Act 2016 and other relevant legislation.
4.5 Disciplinary Action
Breach of this policy may result in disciplinary action, including termination of contract or employment.
5. Environmental Policy
5.1 Policy Statement
Saif FM recognises its responsibility to reduce its environmental impact and is committed to sustainability and environmental protection.
5.2 Waste Reduction
We promote recycling and proper disposal of waste, especially cleaning chemicals.
Staff are trained to avoid unnecessary waste of water, electricity, and materials.
Staff are trained to avoid unnecessary waste of water, electricity, and materials.
5.3 Sustainable Cleaning Products
Where possible, Saif FM will use eco-friendly, non-toxic cleaning products that meet UK environmental standards.
5.4 Transport
We encourage the use of public transport, car-sharing, or low-emission vehicles for work-related travel.
Mobile staff are advised to plan routes efficiently to reduce emissions.
Mobile staff are advised to plan routes efficiently to reduce emissions.
6. Whistleblowing Policy
6.1 Purpose
This policy is intended to enable employees and contractors to raise concerns about misconduct, unethical behaviour, or illegal practices within Saif FM, without fear of victimisation.
6.2 Legal Protection
This policy complies with the Public Interest Disclosure Act 1998, which protects whistleblowers from dismissal or retaliation.
6.3 Types of Disclosures Covered
Criminal activity or failure to comply with legal obligations
Health and safety dangers
Environmental damage
Bribery or corruption
Cover-ups of any of the above
Health and safety dangers
Environmental damage
Bribery or corruption
Cover-ups of any of the above
6.4 Reporting Channels
Concerns can be raised anonymously or openly to:
A line manager or supervisor
Senior management
A designated Whistleblowing Officer
A line manager or supervisor
Senior management
A designated Whistleblowing Officer
6.5 Confidentiality and Investigation
All disclosures will be investigated promptly and fairly. The identity of whistleblowers will be protected as far as legally possible.
7. Grievance Policy
7.1 Purpose
To provide a fair and consistent process for staff to raise workplace concerns or complaints.
7.2 Informal Resolution
Employees are encouraged to raise concerns informally with their supervisor in the first instance.
7.3 Formal Procedure
If the issue cannot be resolved informally, a formal grievance can be submitted in writing. A meeting will be arranged, and the issue investigated thoroughly.
7.4 Appeals
If the staff member is not satisfied with the outcome, they have the right to appeal the decision to a senior manager not previously involved.
8. Disciplinary Policy
8.1 Purpose
To ensure a consistent approach to handling misconduct, poor performance, or breaches of company policy.
8.2 Types of Misconduct
Minor: Lateness, poor performance, minor breaches of rules
Gross Misconduct: Theft, violence, harassment, serious health and safety violations
Gross Misconduct: Theft, violence, harassment, serious health and safety violations
8.3 Procedure
Investigation of allegations
Disciplinary hearing
Decision and outcome (verbal warning, written warning, suspension, or dismissal)
Right to appeal
Disciplinary hearing
Decision and outcome (verbal warning, written warning, suspension, or dismissal)
Right to appeal