Health & Safety Management Policy

 

Policy Statement

Nine Tracks is committed to maintaining a safe, healthy and productive working environment for all employees, associates, clients and third parties. As a professional services and digital consultancy organisation operating primarily through remote and office-based work, our Health & Safety risks are low; however, we ensure that these are identified, managed, monitored and continuously improved.

 

Scope

This policy applies to:

  • All employees and contracted associates working on behalf of Nine Tracks
  • All client-facing and remote work environments
  • Any onsite work delivered at client premises, co-working spaces or public venues

 

Objectives

We aim to:

  • Prevent injury, ill health and avoidable risk.
  • Ensure all staff are aware of Health & Safety responsibilities.
  • Provide safe working environments regardless of location.
  • Comply with all applicable UK Health & Safety legislation.
  • Continually improve our Health & Safety controls and awareness.

 

Responsibilities

RoleResponsibility
Director (Responsible Person)Ensures this policy is implemented, reviewed annually and communicated to all staff.
All StaffTake reasonable care of their own and others’ safety; follow guidance and report hazards or incidents immediately.

Responsible Person: Ainsley Bilton, Artur Vogt, Paul Gradidge (Founding Directors).

 

Risk Assessment & Working Environment

We operate a documented risk assessment approach covering:

  • Remote/home office working setup (ergonomics, equipment safety, screen usage)
  • Travel to client sites
  • Use of personal devices and electrical equipment
  • Lone working considerations

Risk assessments are reviewed annually, and when new working arrangements are introduced.

Staff are encouraged to request workstation adjustments or equipment where needed.

 

Incident Reporting

  • All incidents, near misses or concerns must be reported directly to the Responsible Person.
  • Corrective actions are logged and reviewed to prevent reoccurrence.
  • No blame culture is maintained to support open reporting.

 

Training & Awareness

  • New staff receive H&S induction and workstation setup guidance.
  • Annual refreshers issued digitally.
  • Additional guidance provided for onsite client visits (e.g., emergency procedures, building access, safeguarding rules).

 

Continuous Improvement

This policy is reviewed annually or following any incident, H&S regulation change or operational change. Improvement actions are documented and tracked.

Next Review Date: Within 12 months of 27/08/2025

 

Statement of Commitment

Nine Tracks confirms that although we are a micro-enterprise and therefore do not hold ISO 45001 certification, we operate a documented Health & Safety Management System aligned to its principles, in accordance with Regulation 58 of the Public Contracts (Scotland) Regulations. Equivalent evidence is provided via this policy and the processes described.

 

Signed:

Ainsley Bilton, Founding Director
Artur Vogt, Founding Director
Paul Gradidge, Founding Director

Nine Tracks

Date: 27/08/2025