UK FARMCARE LTD
MANAGEMENT SYSTEM POLICY STATEMENTS
The management and staff of UK Farmcare Limited are fully committed to the provision of quality assured, consistent and cost-effective delivery systems for livestock health management support services and in particular, bovine tuberculosis (TB) surveillance, which takes due account of relevant legislation, animal health and welfare, customer requirements and the need to maintain high levels of national confidence with regard to services and the assurance that outcomes are valid and reliable.
All staff are aware of this policy and commit to fully comply with its requirements.
The implementation of BS EN ISO 9001 throughout the organisation will serve as a framework for the achievement of this vision and ensure continual improvement of the effectiveness of the quality management system.
The management and staff of UK Farmcare Limited are fully committed to protecting the environment, and the policy and procedures contained in this document which details its compliance with applicable legal and other requirements preventing pollution and improving environmental performance.
UK Farmcare Limited recognises the need for sustainable development and to plan, implement, monitor review and evaluate its activities so as to minimise resultant potential adverse effects on the environment.
UK Farmcare Limited takes matters concerning the environment very seriously. It aims to meet and where possible, exceed all relevant legal requirements that apply to its activities under the scope of this document.
The Directors of UK Farmcare Limited are fully committed to the Environmental Management System and will encourage employee environmental awareness and responsibility through staff training and development, communication and active participation.
The Directors of UK Farmcare Limited will include environmental consideration in their strategic planning thus ensuring adequate financial, human and physical resources are available to maintain and increase capacity to respond flexibly to revised environmental targets and changing legislation.
The Directors of UK Farmcare Limited will provide for effective use of resources by;
UK Farmcare Limited will work closely with suppliers, sub-contractors and customers to publicise its commitment to environmental issues and to promote a joint approach to environmental impact reduction and continual improvement.
This environmental policy will be reviewed annually unless circumstances dictate otherwise.
UK Farmcare Ltd (the Employer) takes health and safety issues seriously and is fully committed to protecting the health and safety of our staff and those who could be harmed by our activities.
To achieve this commitment the Company has implemented a management system designed to meet the requirements of ISO 45001 and all legal and other requirements. The system has been fully implemented and all personnel have been made aware of their duties and responsibilities. All personnel have read only or read/write access to the latest revision of management system documentation.
Foreseeable risks have been identified and actions taken to mitigate them have been documented and made known to all necessary persons.
The management system has been designed to promote continual improvement by review and monitoring.
Quarterly meetings are held with all staff affording them the opportunity to have input to health and safety performance/improvement.
Achieving a healthy and safe workplace is a collective task shared between the employer and staff. This policy and the rules contained in it apply to all staff, irrespective of seniority, and consultants.
This statement of policy, which is available to the public via the Company’s website, may be amended by the Employer at its absolute discretion.
UK Farmcare Ltd is committed to good professional practice and the continual improvement of processes and services to achieve ongoing customer satisfaction. It is therefore our policy to:
UK Farmcare Ltd is committed to good professional practice, the quality of its testing services and the continual improvement of processes and services to achieve ongoing customer satisfaction. It is therefore our policy to:
One of UK Farmcare Ltd’s core values is its commitment to impartiality. It is therefore essential for UK Farmcare Ltd to manage any potential conflict of interest to safeguard impartiality in all of its activities.
The Company offers no financial or other incentives to personnel involved in the certification process.
UK Farmcare Ltd have in place safeguards that mitigate or eliminate threats to impartiality including procedures and risk assessment.
UK Farmcare Ltd fully understands the importance of impartiality in carrying out its management system and certification activities and its policies and procedures are designed to manage any conflict of interest and to ensure the objectivity of our management system and certification activities.
Impartiality During Auditing and Testing Activities is based on objective evidence obtained through a fair, valid reliable assessment and shall not be influenced by other interests or by other parties.
Impartiality is extended to candidates and certified persons and is not restricted or compromised on the grounds of financial or other limiting conditions.
An impartiality assessment is carried out and recorded prior to every assessment for certification of a person
Threats to impartiality shall not be tolerated and any auditor/tester/assessor who feels threatened shall immediately terminate the activity and report the facts to the Business Manager and/or the Veterinary Services Manager who shall carry out an investigation and act on the findings.
The Company promotes a culture that stresses the expectation that staff will act in the wider interest and the importance of impartiality.
The maintenance of effective policies and procedures is reviewed at least annually as part of the management review.
Significant changes to the management system, company organisation or interested parties shall be assessed to determine continuing impartiality and when necessary actions to address the findings shall be implemented and verified.
All personnel shall be made aware of this policy and the importance of impartiality and what actions to take in the event of a threat.
The purpose of this Policy statement is to ensure that everyone working on behalf of UK Farmcare Ltd is aware of their responsibilities when using confidential information.
The principle underpinning this Policy statement is that no employee shall misuse any information or allow others to do so.
The Policy statement has been written to support staff in compliance with the following legal requirements and best practice guidance:
This Policy statement applies to all personal identifiable information, whether written, computerised or visual, or simply held in the memory of a member of staff. It applies equally to staff on permanent, temporary or voluntary placement.
Information about staff, which is processed for the purpose of their employment should be treated as confidential. Confidentiality should only be breached in exceptional circumstances and with appropriate justification. All staff should ensure that the following principles are practised:
When you are responsible for confidential information you must make sure that the information is effectively protected against improper disclosure when it is received, stored, transmitted or disposed of confidential information must only be accessed by you if it is appropriate to the job that you are employed to undertake;
If you are required to disclose information outside the team that could have personal consequences for an individual, you must obtain their consent. If the individual withholds consent, or if consent cannot be obtained for whatever reason, disclosures may be made only where they can be justified in the public interest or if they are required by law or by order of a court
If you are required to disclose confidential information you should release only as much information as is necessary for the purpose;
You must make sure that the persons to whom you disclose information understand that it is given to them in confidence which they must respect;
If you decide to disclose confidential information, you must be prepared to explain and justify your decision. If you have any doubts discuss them with your line manager.
Any queries concerning this policy statement should be brought to the attention of your line manager in the first instance.
Your contract of employment includes a commitment to confidentiality. Breaches of confidentiality could be regarded as gross misconduct and may result in serious disciplinary action up to and including dismissal.
Any failure to maintain confidentiality shall be recorded on a nonconformity report and immediately escalated to Senior Management who will:
Documentation (internal and external) that relates to the fulfilment of the management system standards is stored either electronically or in hard copy. The documentation held electronically is stored locally on all PCs and laptops. When an individual logs in to a PC or laptop, it is automatically synchronised with OneDrive. When a document is updated locally, it automatically synchronises with OneDrive, thus ensuring that the latest revision of a document is available to all necessary personnel. All documents are marked Uncontrolled Copy When Printed.
The Company has achieved and will maintain Cyber Essentials Certification to further enhance its security arrangements.
When expired or no longer needed, electronic documents and records will be archived or deleted at the discretion of the Business Manager and/or Veterinary Services Manager.
At the discretion of the Business Manager and/or Veterinary Services Manager expired or obsolete hard copies shall be shredded and sent for recycling.
The Company shall:
The Company recognises that in some instances PII breaches are beyond its reasonable control and the importance of being prepared for such eventualities.
The Company shall ensure that it reacts appropriately to any actual or suspected PII breaches.
UK Farmcare Ltd recognises that a structured response to PII breaches has a number of clear benefits to it including:
Any failure to maintain security shall be recorded on a nonconformity report and immediately escalated to Senior Management who will:
This Acceptable Usage Policy covers the security and use of all UK Farmcare Ltd’s information and IT equipment. It also includes the use of email, internet, voice and mobile IT equipment. This policy applies to all UK Farmcare Ltd’s employees, contractors and agents (hereafter referred to as ‘individuals’).
This policy applies to all information, in whatever form, relating to UK Farmcare Ltd’s business activities worldwide, and to all information handled by UK Farmcare Ltd relating to other organisations with whom it deals. It also covers all IT and information communications facilities operated by UK Farmcare Ltd or on its behalf.
Computer Access Control – Individual’s Responsibility
Access to the UK Farmcare Ltd IT systems is controlled by the use of User IDs and passwords. All User IDs and passwords are to be uniquely assigned to named individuals and consequently, individuals are accountable for all actions on the UK Farmcare Ltd IT systems.
Individuals must not:
Line managers must ensure that individuals are given clear direction on the extent and limits of their authority with regard to IT systems and data.
Internet and email Conditions of Use
Use of UK Farmcare Ltd internet and email is intended for business use. Personal use is permitted where such use does not affect the individual’s business performance, is not detrimental to UK Farmcare Ltd in any way, not in breach of any term and condition of employment and does not place the individual or UK Farmcare Ltd in breach of statutory or other legal obligations. All individuals are accountable for their actions on the internet and email systems. Email accounts may be monitored/accessed as and when required for valid business purposes and any private emails on the UK Farmcare servers are subject to the same controls.
Individuals must not:
Clear Desk and Clear Screen Policy
In order to reduce the risk of unauthorised access or loss of information, UK Farmcare Ltd enforces a clear desk and screen policy as follows:
It is accepted that laptops and mobile devices will be taken off-site. The following controls must be applied:
Mobile Storage Devices
Mobile devices such as memory sticks, CDs, DVDs and removable hard drives must be used only in situations when network connectivity is unavailable or there is no other secure method of transferring data. Only UK Farmcare Ltd authorised mobile storage devices with encryption enabled must be used, when transferring sensitive or confidential data.
Mobile devices such as memory sticks, CDs, DVDs and removable hard drives must not be used whilst an individual is logged into the UK Admin account.
Employees must use only software that is authorised by UK Farmcare Ltd on UK Farmcare Ltd’s computers. Authorised software must be used in accordance with the software supplier’s licensing agreements. All software on UK Farmcare Ltd computers must be approved and installed by a member of UK Farmcare Ltd staff who has been granted Admin Account access rights.
Individuals must not store personal files such as music, video, photographs or games on UK Farmcare Ltd IT equipment.
UK Farmcare Ltd has installed anti-virus software with automated virus detection and virus software updates on all UK Farmcare Ltd’s PCs. All PCs have antivirus software installed to detect and remove any virus automatically.
Individuals must not:
Telephony (Voice) Equipment Conditions of Use
Use of UK Farmcare Ltd voice equipment is intended for business use. Individuals must not use UK Farmcare Ltd voice facilities for sending or receiving private communications on personal matters, except in exceptional circumstances. All non-urgent personal communications should be made at an individual’s own expense using alternative means of communications.
Individuals must not:
Monitoring and Filtering
All data that is created and stored on UK Farmcare Ltd computers is the property of UK Farmcare Ltd and there is no official provision for individual data privacy, however, wherever possible UK Farmcare Ltd will avoid opening personal emails.
IT system logging will take place where appropriate, and investigations will be commenced where reasonable suspicion exists of a breach of this or any other policy. UK Farmcare Ltd has the right (under certain conditions) to monitor activity on its systems, including internet and email use, in order to ensure systems security and effective operation, and to protect against misuse. Any monitoring will be carried out in accordance with audited, controlled internal processes, the UK Data Protection Act 1998, the Regulation of Investigatory Powers Act 2000 and the Telecommunications (Lawful Business Practice Interception of Communications) Regulations 2000.
This policy must be read in conjunction with:
It is your responsibility to report suspected breaches of security policy without delay to the relevant line manager or a member of senior management.
All breaches of information security policies will be investigated. Where investigations reveal misconduct, disciplinary action may follow in line with UK Farmcare Ltd’s disciplinary procedures.
This policy covers the process for UK Farmcare Ltd’s employees, contractors and agents (hereafter referred to as ‘individuals’) to be granted access to the UKAdmin account on UK Farmcare Ltd’s information and IT equipment. It also covers the procedures individuals must follow once granted UKAdmin account access.
Access to the UK Admin account on UK Farmcare Ltd’s IT systems is controlled by the use of a User ID and password. The same User ID and password is used by all individuals accessing the UK Admin account, however, individuals are accountable for their actions taken on the UK Farmcare Ltd IT system whilst logged into this account.
When logged into the UK Admin account, individuals must not:
Line managers must ensure that individuals are given clear direction on the extent and limits of their authority with regard to IT systems and data.
Conditions of Use
Use of the UK Admin account is intended for business use only. Personal use is not permitted under any circumstances. All individuals are accountable for their actions when logged into the UK Admin account. Individuals must follow the UK Farmcare Ltd IT Equipment Acceptable Use Policy whilst logged into the UK Admin account.
Actions upon Termination of Contract
All UK Farmcare Ltd equipment and data, for example laptops and mobile devices including telephones, smartphones, USB memory devices and CDs/DVDs, must be returned to UK Farmcare Ltd at termination of contract.
All UK Farmcare Ltd data or intellectual property developed or gained during the period of employment remains the property of UK Farmcare Ltd and must not be retained beyond termination or reused for any other purpose.
Employees at UK Farmcare Ltd must access a variety of IT resources, including computers and other hardware devices, data storage systems, and other accounts. Passwords are a key part of UK Farmcare Ltd’s IT strategy to make sure only authorised people can access those resources and data.
All employees who have access to any of those resources are responsible for protecting their log-in information from unauthorised people
All passwords are controlled by UK Farmcare Ltd and should not be altered, distributed or used as anywhere else..
The purpose of this policy is to make sure all UK Farmcare Ltd’s resources and data receive adequate password protection. The policy covers all employees who are responsible for one or more account or have access to any resource that requires a password.
This policy sets out the company’s aims in reducing and managing alcohol and drug problems in the workplace.
To clearly state the company’s position on alcohol and drugs within the workplace.
To ensure the company complies with appropriate legislation
To minimise the risks associated with alcohol and drugs in the workplace
To have clear rules regarding alcohol and drugs in the workplace
To encourage the early identification of employees who may be experiencing alcohol or drug problems
To provide support for employees experiencing alcohol and drug problems
To provide training and support to line managers to ensure they are equipped to support employees experiencing problems
Alcohol problem – An alcohol problem is defined as any drinking, either intermittent or continual which interferes with a person’s health and/or social functioning and/or work capability or conduct.
Drugs – Any drug, whether illegal, prescribed or over the counter or solvents such as glue, butane, etc. In the case of prescribed and over the counter drugs, their possession and use by the employee is acknowledged as legitimate.
Drug problem – The use of illegal drugs, the deliberate use of prescribed or over the counter drugs (when not for a medical condition) and the use of solvents, either intermittent or continual which interferes with a person’s health and/or social functioning and/or work capability or conduct.
The Health and Safety at Work Act 1974 requires employers to protect the health, safety and welfare of their employees and others who may be affected by their activities, as far as is reasonably practicable.
The Management of Health and Safety at Work Regulations 1999 requires employers to carry out a risk assessment to identify hazards in the workplace and put measures in place to minimise these risks.
The Misuse of Drugs Act (1971) is the main legislation covering drugs and categorises them as classes A, B and C. These drugs are called controlled substances and class A drugs are considered to be the most harmful under this act. It is illegal for anyone, whether at work or not to produce, supply or be in possession of illegal drugs. Employers may be liable if they knowingly allow dispensing, manufacturing, possession, using or selling on their premises.
The company requires all employees to report for duty free from the effects of alcohol and drugs. It is not acceptable to be under the influence of alcohol or drugs at work or consume alcohol or drugs during hours of work – this includes paid and un-paid breaks.
Employees found in possession of illegal drugs or using illegal drugs whilst at work will normally be reported to the police.
In some cases the legitimate use of prescribed drugs can affect a person’s ability to do their job. In such instances employees should inform their line manager.
Implementation of the Policy
Identification of a problem
Alcohol and drug problems may become apparent through a number of means, for example the following (particularly in combination) may result in a problem being suspected:
Persistent short-term absence
Poor time keeping
Reduced work performance
Poor working relationships
Deterioration in appearance
However, it must be remembered that these factors can have a number of other causes. Employees experiencing alcohol or drug problems may first become apparent to their colleagues. If a member of staff suspects an alcohol or drug problem in a colleague, they should either:
Encourage the person to seek help from support agencies: www.alcohol-focus-scotland.org.uk/local-services
Report the matter to a manager (particularly if the person is involved in a safety critical job).
This policy is primarily concerned with ongoing alcohol and drugs problems which are classed as capability issues, i.e. where the problem impacts on the person’s ability to do their job.
One-off cases where the rules of this policy are breached, such as someone reporting for work clearly under the influence of alcohol or drugs or suffering from the effects of alcohol will be classed as a conduct issue and will be dealt with under the normal disciplinary procedures as outlined in the company hand book.
Very serious incidents such as violence at work whilst under the influence of alcohol or drugs or dealing illegal drugs at work will be deemed serious misconduct justifying summary dismissal.
In some instances of misconduct where the employee admits to having an alcohol or drug problem, disciplinary proceedings may be held in abeyance subject to successful outcome of treatment.
In instances of serious misconduct where the employee subsequently admits to having an alcohol or drug problem, the support route and the disciplinary route may be implemented in tandem.
Voluntary Referral for Support
Employees who suspect or know they have a drug or alcohol problem are encouraged to seek support at an early stage.
Referral by Management
Employees suspected of having an alcohol or drug problem will be offered support by their manager. The flowchart in Appendix 1 will be followed.
Where the problem has become apparent through deterioration in work performance, the employee will have to demonstrate satisfactory completion of a programme of support and an improvement in work performance or disciplinary action will be taken.
Employees will be given the opportunity of attending treatment within work time. Alternatively, if employees require to be absent from duty normal sick pay arrangements will apply.
This policy will apply equally to all staff regardless of grade, experience or role within the company.
The company acknowledges that relapse is common with alcohol and drug problems. Employees will normally be supported through two relapses after treatment. Subsequent relapses will be reviewed on a case-by-case basis, taking into account the needs of the department affected and the business needs of the organisation. Employees should be aware that the disciplinary route might be followed after subsequent relapses.
Return to Work Following treatment the company will endeavour to ensure the employee returns to their existing job. If the employee is unable to fulfil those duties the company will consider alternative duties. Promotional prospects will be unaffected following treatment.
Monitoring and Review
The Health and Safety Committee is responsible for monitoring how this policy works in practice.
If employees have concerns about this policy, they can be raised with the HR manager.