Health and safety policy - Portland Projects

Residential Renovation & Extension Works

PORTLAND PROJECTS LONDON LIMITED

Document Status: LIVE

1. Purpose and Scope

This Health and Safety Policy sets out the arrangements by which PORTLAND PROJECTS LONDON LIMITED manages health and safety across all work activities.

It applies to all directors, employees, subcontractors, and any other persons working under our control on any site or premises where we carry out works.

PORTLAND PROJECTS LONDON LIMITED undertakes residential renovation and extension projects typically valued up to £1,000,000. Our work environment includes occupied and unoccupied dwellings, domestic gardens, and occasionally public-facing locations.

This policy is tailored to reflect the realistic risks and legal obligations relevant to a small building firm carrying out this type of work.

2. Legal Framework

This policy has been prepared to ensure compliance with the following principal legislation:

Health and Safety at Work etc. Act 1974 — overarching duty of care to employees, subcontractors, and the public.
Management of Health and Safety at Work Regulations 1999 — risk assessment, planning, competence, and special worker groups.
Construction (Design and Management) Regulations 2015 (CDM 2015) — roles and duties on construction projects.
Control of Substances Hazardous to Health Regulations 2002 (COSHH) — management of hazardous materials including dust, solvents, and adhesives.
Manual Handling Operations Regulations 1992 — assessment and control of manual handling risks.
Work at Height Regulations 2005 — safe access and working at height.
Provision and Use of Work Equipment Regulations 1998 (PUWER) — safety of tools and equipment, including procurement standards.
Personal Protective Equipment at Work Regulations 1992 (as amended 2022) — provision and use of PPE.
Control of Asbestos Regulations 2012 — asbestos management and notifiable works.
Control of Noise at Work Regulations 2005 — assessment and control of noise exposure.
Control of Vibration at Work Regulations 2005 — assessment and control of hand-arm and whole-body vibration.
Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) — reporting requirements.
Electricity at Work Regulations 1989 — electrical safety.
Health and Safety (Consultation with Employees) Regulations 1996 — duty to consult workers on health and safety matters.
Regulatory Reform (Fire Safety) Order 2005 — fire risk assessment and management.
Environmental Protection Act 1990 — waste management and duty of care.
Corporate Manslaughter and Homicide Act 2007 — organisational liability for fatal failures.

CDM 2015 Duty Holder Reminder

For projects lasting more than 30 working days with more than 20 simultaneous workers, or exceeding 500 person-days, notify the HSE (F10 notification).

For all notifiable projects, appoint a Principal Designer and Principal Contractor.

For smaller domestic projects, client duties under CDM 2015 are limited, but contractor duties still apply.

Always confirm CDM 2015 duty holder status at project inception and record the decision in writing.

3. Responsibilities

3.1 Directors / Employer

The Directors of the company bear overall responsibility for health and safety. This includes:

Setting and communicating the health and safety policy.
Ensuring adequate resources (time, budget, PPE and training) are available.
Reviewing risk assessments and method statements before works commence.
Conducting or commissioning site inspections and audits.
Ensuring all workers are suitably competent and hold relevant qualifications (e.g. CSCS card).
Overseeing procurement of tools, plant and equipment and confirming CE/UKCA compliance before purchase.
Reviewing and updating this policy at least annually.
Reporting to the HSE under RIDDOR where required.
Taking prompt action on any enforcement notice or improvement notice issued by the HSE.

3.2 Site Supervisors / Foremen

Implement risk assessments and method statements on site.
Ensure workers are briefed on site-specific hazards during induction.
Enforce PPE and safe working practices.
Conduct and record toolbox talks.
Report accidents and hazards immediately.
Manage the safety of clients, visitors and members of the public.
Maintain a tidy and organised site.

3.3 All Workers

Follow safe systems of work and instructions.
Use PPE correctly and maintain it.
Report hazards and accidents without delay.
Not undertake work for which they are not competent.
Cooperate on health and safety matters.
Participate in toolbox talks and inductions.

4. Risk Assessment

A written risk assessment will be completed for the project before works begin and updated when significant new tasks or hazards are introduced.

Routine, low-risk activities are covered by the standing project risk assessment. Risk assessments will be specific to the task and site and will be reviewed if conditions change significantly.

Priority Risk Areas

Risk Area	Key Controls
Working at height (scaffolding, ladders, roofwork)	Scaffold inspection tags, ladder securing, edge protection, PASMA/IPAF for towers and MEWPs
Manual handling (blocks, beams, materials)	Mechanical aids, team lifts, task planning, manual handling training
Asbestos (pre-2000 buildings)	Survey before works if required, non-disturbance, licensed contractor where necessary
Electrical services	Isolation and lock off, NICEIC checks where required, cable detection before cutting
Excavations and groundworks	Service identification (LSBUD + CAT scan), shoring, exclusion zones
Silica dust / COSHH	FFP3 masks, on-tool extraction, water suppression, SDS sheets on site
Hand-arm vibration (HAVS)	Exposure monitoring, tool rotation, health surveillance triggers
Noise	Ear defenders above 85dB(A), quieter tool selection, exposure monitoring
Falling objects / overhead work	Exclusion zones, toe boards, hard hats, netting where required
Occupied properties	Client welfare, dust and noise management, secured access routes
Fire	Hot works permits, fire watch, flammable storage controls
Lone working	Check-in procedure, mobile contact requirement, supervisor sign-off
Client and visitor safety	Site briefing, restricted access, PPE provision, guarded voids
Plant and equipment	Daily pre-use checks, CE/UKCA compliance, trained operators only

5. Training and Competence

All operatives must hold a valid CSCS card appropriate to their trade before working on site. Regular tradespeople whose competence is known to the company may be exempt.

Training may include:

First Aid at Work
Asbestos Awareness
Working at Height
PASMA Training
IPAF Training
Manual Handling Awareness
Fire Safety Awareness
Hot Works Permit Training
PUWER Equipment Training
Hand-Arm Vibration Awareness
COSHH Awareness
Respiratory Protective Equipment (RPE) Training

Training records will be maintained and reviewed annually.

6. Procurement of Equipment and Substances

The Directors are responsible for overseeing the safe purchase of all tools, plant, equipment and substances.

Requirements include:

Tools and equipment must carry valid CE or UKCA marking.
Safety Data Sheets (SDS) must be obtained for hazardous substances.
Equipment must be appropriate for the working environment.
Manufacturers’ instructions must be followed.
Equipment must not be modified or used outside its rated capacity.
PPE will be provided free of charge and replaced when necessary.
Hired and second-hand equipment must be inspected before use.

7. Occupational Health and Health Surveillance

The company recognises that ongoing exposure to certain work activities can cause long-term health damage.

7.1 Hand-Arm Vibration Syndrome (HAVS)

The company will:

Assess vibration exposure against EAV and ELV limits.
Monitor tool usage and exposure times.
Rotate tasks where possible.
Encourage early reporting of symptoms.
Arrange occupational health referrals where necessary.

HAVS Trigger Tool Times

Angle grinder at 8 m/s² reaches the EAV in approximately 14 minutes.

Concrete breaker at 15 m/s² reaches the EAV in approximately 4 minutes.

Trigger time is not the same as work time.

Manufacturer vibration ratings must always be checked.

7.2 Respiratory Health – Silica Dust and COSHH

Workers must:

Use dust extraction systems.
Use water suppression where appropriate.
Wear FFP3 masks or suitable RPE.
Report respiratory symptoms immediately.

7.3 Skin Health – Dermatitis

Workers must:

Wear chemical-resistant gloves.
Wash hands regularly.
Use barrier and moisturising creams.
Report symptoms promptly.

7.4 Noise-Induced Hearing Loss

Hearing protection must be worn where required.
Hearing protection zones must be observed.
Workers should report tinnitus or hearing difficulties.
Hearing surveillance should be considered where exposure levels require it.

8. Welfare Arrangements

The company will provide welfare facilities in accordance with Schedule 2 of CDM 2015.

Facilities may include:

Toilets
Washing facilities
Drinking water
Rest facilities
Changing and storage facilities where required

Refer to the separate Health and Safety Welfare Policy for full details.

9. Fire Safety

9.1 General Fire Prevention

Store flammable materials safely.
Remove combustible waste regularly.
Store LPG cylinders correctly.
Maintain suitable fire extinguishers.
Ensure workers understand evacuation procedures.

9.2 Hot Works

Hot works present a particular fire risk.

Hot works permits may be required.
Combustible materials must be removed or protected.
Fire watches must be completed.
Permits may be signed off following inspection.

9.3 Fire Risk Assessment

A documented Fire Risk Assessment is required for:

Sites undertaking hot works.
Sites storing significant quantities of flammable materials.
Complex or multi-storey sites.

10. Lone Working

The company recognises that many operatives work alone in domestic properties.

10.1 Identifying Lone Working Situations

Examples include:

Single operatives on site.
Property surveys.
Snagging visits.
Deliveries and collections.

10.2 Risk Assessment for Lone Working

Before lone working is permitted, consideration must be given to:

Suitability of the task.
Worker competence.
Site security.
Emergency access.
Mobile phone coverage.
Presence of clients or members of the public.

High-Risk Tasks – Must Not Be Carried Out Alone

Confined spaces.
Work at height above 3 metres.
Live electrical work.
Licensed asbestos removal.
Any activity identified as unsuitable through risk assessment.

10.3 Lone Working Controls

Inform supervisors of location and finish time.
Follow check-in/check-out procedures.
Carry a charged mobile phone.
Seek authorisation for unfamiliar tasks.
Report incidents or concerns immediately.

11. Client and Visitor Safety on Site

Many projects take place in occupied properties where clients, family members or visitors may be present.

11.1 Before Works Begin

Identify active work zones.
Separate work areas from occupied areas.
Inform clients of significant hazards.

11.2 During Works

Guard all openings and excavations.
Secure hazardous materials.
Prevent children entering work areas.
Provide PPE to escorted visitors where necessary.

11.3 Out of Hours

Secure openings and excavations.
Lock away tools and hazardous substances.
Secure scaffolding and access equipment.
Inspect fencing and hoarding before leaving site.

12. Workplace Signs

The company will use appropriate safety signage on all sites.

Signs must:

Be clearly visible.
Be maintained in good condition.
Be explained during site induction.

Signage Requirements

Sign Type / Location	Examples Required
Site entry	Hard hat required, No unauthorised entry, First aid point
Dust hazard areas	RPE required, Silica hazard warning
Noise zones	Hearing protection required
Electrical hazards	Danger electrical installation
Work at height	Overhead work in progress
Excavations	Danger excavation
Fire	Fire extinguisher location, Muster point
COSHH areas	Hazardous substances in use
Client areas	Construction in progress, Restricted access

13. Aggression and Violence at Work

Risk Factors

Occupied properties.
Cost or programme disputes.
Lone working.
Unfamiliar locations.
Vulnerable occupants.

Controls

Workers may leave any situation they consider unsafe.
Incidents must be reported immediately.
Directors will investigate concerns.
De-escalation and withdrawal are preferred responses.
Additional lone-working checks may be required.

14. New and Expectant Mothers

The company will:

Undertake specific pregnancy risk assessments.
Adjust duties where required.
Offer suitable alternative work where appropriate.
Review arrangements throughout pregnancy and upon return to work.

15. Young Workers and Apprentices

The company will:

Complete specific risk assessments.
Provide close supervision.
Restrict high-risk activities.
Comply with working time legislation.
Inform parents or guardians where appropriate.

16. Subcontractor Management

Subcontractors will be assessed for:

Public Liability Insurance (minimum £5 million).
Employers’ Liability Insurance.
Trade qualifications.
CSCS cards.
Relevant experience and references.

Subcontractors must comply with company health and safety requirements.

17. Worker Consultation

Consultation will take place through:

Toolbox talks.
Site inductions.
Direct discussions with management.
Annual policy reviews.

Records will be maintained and made available upon request.

18. Emergency Procedures

A first aid kit will be available on every site.
At least one qualified first aider will be present or readily available.
Emergency contact numbers will be maintained on site.

Fire

Evacuate immediately.
Call 999.
Proceed to the designated muster point.
Do not re-enter.

Gas Leak

Evacuate immediately.
Do not operate electrical switches.
Call 0800 111 999.

Water Leak Affecting Electrical Systems

Isolate power if safe to do so.
Evacuate the area.
Contact a Director.

All accidents must be recorded and reported.

19. Action on Enforcement Authority Reports

If an enforcement notice is received, the Directors will:

Review the notice immediately.
Implement corrective actions.
Seek competent advice if required.
Record actions taken.
Review policy and procedures where necessary.

20. Review

This policy will be reviewed:

Annually.
Following significant changes in work activities.
Following serious incidents.
Following enforcement action.
Following legislative changes.

Workers will be consulted as part of the review process.