SL61-Safe and Secure Business Premises Policy

Registration Number: {{org_field_registration_no}}

Safe and Secure Business Premises Policy

1. Purpose

At {{org_field_name}}, we are committed to ensuring that our business premises are safe, secure, and suitable for the needs of individuals receiving support, staff, and visitors. This policy outlines how we maintain a secure environment, comply with CQC regulations, and manage risks associated with safety and security.

This policy aligns with the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, Regulation 15: Premises and Equipment, The Health and Safety at Work Act 1974, The Fire Safety Order 2005, and GDPR requirements to ensure that our premises meet all required legal and safety standards.

2. Scope

This policy applies to all staff, contractors, visitors, and individuals receiving support within our Supported Living business premises. It covers all aspects of building security, maintenance, fire safety, infection control, and emergency preparedness.

3. Related Policies

SL12 – Safe Care and Treatment Policy
SL15 – Fire Safety Policy
SL16 – Infection Prevention and Control Policy
SL19 – Lone Working and Staff Safety Policy
SL34 – Confidentiality and Data Protection (GDPR) Policy
SL13 – Safeguarding Adults from Abuse and Improper Treatment Policy

4. Principles of Safe and Secure Business Premises

4.1 Building Security and Access Control

All entry and exit points must be securely controlled, ensuring that only authorised individuals have access to restricted areas.
CCTV monitoring may be used in communal areas to enhance security, following GDPR and data protection guidelines.
Staff must verify the identity of visitors, contractors, and professionals before granting entry.
Keyholding procedures must be in place, with records maintained of who holds and accesses keys.
Staff should be trained to identify unauthorised access attempts and report any suspicious activity.

4.2 Fire Safety and Emergency Procedures

Fire risk assessments must be conducted regularly, in line with The Fire Safety Order 2005.
All premises must be equipped with fire detection systems, fire extinguishers, emergency lighting, and clear evacuation routes.
Regular fire drills should be conducted to ensure staff and individuals are familiar with emergency procedures.
Staff must be trained in fire safety, evacuation procedures, and the use of fire safety equipment.

4.3 Health and Safety Compliance

Regular health and safety audits must be conducted to identify and mitigate risks.
Hazardous substances (COSHH) must be securely stored and only accessed by trained personnel.
Slips, trips, and falls prevention measures should be implemented, including regular checks for hazards.
Staff must be trained in manual handling techniques to reduce workplace injuries.

4.4 Infection Control and Cleanliness

Premises must be cleaned regularly to maintain a safe and hygienic environment.
Infection prevention measures should include hand hygiene stations, PPE availability, and cleaning protocols.
Staff must follow infection control procedures to minimise the risk of cross-contamination.
Waste disposal procedures must be in place to ensure safe handling of hazardous waste.

4.5 Maintenance and Equipment Safety

All premises must be well-maintained, ensuring that equipment, lighting, heating, and ventilation are functioning correctly.
Maintenance logs should be updated regularly, recording repairs, inspections, and servicing.
Legionella risk assessments should be conducted to prevent waterborne diseases.
Electrical and gas systems must undergo annual safety checks to ensure compliance with regulations.

4.6 Safeguarding and Security Measures

All staff must be trained in safeguarding procedures, ensuring that individuals receiving support are protected from harm.
Security systems (such as door entry systems, staff alarms, and emergency call buttons) should be in place to prevent unauthorised access.
Any concerns regarding security breaches or safeguarding risks must be reported immediately.

4.7 Lone Working and Staff Safety

Staff working alone must follow the Lone Working Policy (SL19), ensuring they check in and out as per safety protocols.
Emergency contact procedures must be in place for lone workers.
Personal safety devices or alarm systems should be provided where required.

4.8 Confidentiality and Data Protection

Access to confidential records and sensitive data must be restricted to authorised personnel.
Secure storage of documents, locked filing cabinets, and encrypted digital records must be maintained in line with GDPR (SL34).
CCTV footage must be stored securely and not accessed without authorisation.

4.9 Emergency and Contingency Planning

Business continuity plans must be in place to ensure the smooth operation of services in case of emergencies (e.g., power failure, IT failure, extreme weather, security breaches).
Staff must be aware of evacuation plans and emergency response protocols.
Regular risk assessments must be carried out to anticipate and mitigate potential threats.

5. Staff Training and Development

All staff must receive mandatory training on:
- Security and access control measures.
- Fire safety and evacuation procedures.
- Health and safety compliance.
- Infection control measures.
- Safeguarding and lone working safety.
Refresher training must be provided annually or when significant changes to the premises occur.

6. Monitoring and Continuous Improvement

Regular audits and inspections must be conducted to ensure compliance with safety and security regulations.
Incident reports must be reviewed, and improvements implemented where necessary.
Feedback from staff, individuals receiving support, and visitors should be used to refine security and safety measures.
Lessons learned from near misses or security breaches must be shared with staff to prevent future incidents.

7. Confidentiality and Data Protection

Staff must follow GDPR requirements when handling personal and security-related information.
Access to security logs, CCTV footage, and emergency plans must be restricted to authorised personnel only.
Any security breaches must be reported to senior management and data protection officers immediately.

8. Policy Review

This policy will be reviewed annually or sooner if required due to legislative changes, security breaches, or identified improvements.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.