Workforce Health & Safety Induction

1. Always wear the protective clothing supplied.
2. Always follow the instructions on chemical containers. Never mix chemicals together, and always follow the procedures in place for handling chemicals.
3. Never use any equipment or plant machinery unless you have been trained to do so.
4. Never use defective equipment or plant machinery.
5. Always clean up spillages.
6. Gas or electrical repairs must only be carried out by a competent person.
7. Dispose of broken glass properly.
8. Always keep floors, passageways, staircases and storerooms clear of obstructions.
9. Remember to carry out all duties carefully and with due care and attention to others.
10. Do not carry out any job function, which you have not been trained to do so
11. Never use any chemicals for which you have not received COSHH training.

No member of staff may smoke in any area of the Club or within 10 metres of the outside perimeter of the Club.

You should notify your Club or Regional Manager immediately where you, or any member of your family, are suffering from an infectious disease, or where you suffer from vomiting or diarrhoea symptoms.

All staff accidents within the workplace must be reported to your Club Manager and an Accident Form completed using RDHS online system.

A list of trained first-aid trained staff at your place of work is displayed in the Club. Treatment for accidents however small, should only be completed by one of the qualified first aiders.

For any first aid problem, you must complete an accident form, and ensure your give it or leave it for the manager in charge at your site. If it is a serious first aid incident you should contact the manager in charge immediately. You should also ensure the client at your site is kept up to date about any serious incidences.  

If any accident is reportable under RIDDOR then you should contact your Regional Manager and Operations Director immediately. For serious injuries use the S.I.M.P/F2508 (see E.A.P).

Every employee should be aware of the Fire safety precautions at your site. More detailed information can be found in the Emergency Action Plan for your premises and you should familiarise yourself with all the key safety features such as fire break glass points/alarms, fire exits, how to evacuate the building safely, the fire assembly point, if a clients site their procedures and policies and ultimately your responsibility in the event of a fire and evacuation.

Please take care of customers and visitors to our premises. They are less familiar with our working environment, and may need your help to avoid risks. Customers should not be allowed into employee areas, except in exceptional circumstances, and, if they are, must be accompanied by an employee at all times.

If you feel that you are under stress as a result of workplace-based activities, you must advise your supervising manager as soon as possible.

For employees who use a PC computer as part of their job, the Company is required to ensure they are provided with information and training about the risks associated with the use of this equipment. This is specified by the Display Screen Equipment Regulations 1992, as amended in 2002.

At induction all relevant employees are given access to the DSE assessment on the topic available at HSE: Working with Display Screen Equipment. After having read this, they are required to complete a self-assessment questionnaire regarding their work station.

All complete questionnaires will be retained by the Line Manager / HR Director as evidence that the Company is fulfilling its legal obligations regarding DSE equipment.

Self-assessment questionnaires should be reviewed or repeated whenever some or all of the work station changes, be it:

• Its position, in the office or at home
• Its chair or desk
• Computer equipment

If you have any further queries, please speak to your Manager.

The following is a list of basic potential hazards and instructions on how to reduce the risk of them causing harm. It is not exhaustive and should be used in conjunction with the site’s Risk Assessment.

1. All non-permanent equipment should be stored away correctly and in the appropriate place.
2. Diving is not allowed unless pool in a pool greater than 2m in depth; the risks of injury from hitting the bottom are very high.
3. The pool-sides are very slippery; patrons must not run on them.
4. All children under the age of 16 years must be accompanied by a responsible adult (16 or over), if using any facility in the Club.
5. Children under 5 are not allowed in the spa and under 8’s are not allowed in the sauna or steam areas; children aged over these limits may use these facilities if accompanied by a responsible adult, there must be 1 adult to every 2 children in the pool to supervise.
6. Attention should be given to weak swimmers, boisterous behaviour and persons using facilities incorrectly, to prevent accidents.
7. Users must follow the Pool Rules put in place and staff should enforce this.
8. Where applicable CCTV is used to check the number of users and behaviour on poolside and usage is tracked by completing 30 minute head counts on bathers.

The guidelines are for your help, read them carefully and implement them in the course of your duties.

1. Always wear the uniform and name badge you have been provided with, it is important that we create a good image and are easily identifiable.
2. Always be polite and helpful to the public (make yourself aware of all services we provide) but if you are unable to help, please find out what the person wants to know.
3. The following points should be strictly enforced to maintain user safety: No Smoking – No bringing of alcohol, food or glass bottles into the centre – No foul or abusive language                      
4. Any behaviour considered dangerous or offensive to either the individual(s) or to others must be stopped; but remember people are here to enjoy themselves.
5. Speak to people politely and explain why you wish them to stop what they are doing. A good reason will normally do. If there is any problem, call a member of Management.
6. If a Club User ignores your request on two occasions you are permitted to ask them to leave the Club; if there is a problem, contact the Manager in charge.

For safety reasons and for the enjoyment of others, it is imperative that all facilities in the Club have maximum occupancy levels that must not be exceeded. Maximum figures can be seen in the site NOP.

All staff that work operationally at a club with a pool require an Emergency Pool Responder (EPR) or a Nation Pool Lifeguard Qualification(NPLQ) qualification. If your pool is unsupervised then it is the EPR which will need to be obtained before you can work alone onsite and if it needs to be supervised it will be the NPLQ. This will be determined by the site Risk Assessment which your manager will go through with you in detail. Ideally you will have either qualification before commencing your employment or withing one month of starting. (applies to Clubs only where there is a swimming pool). The first aid training in either of these qualifications is sufficient to not need a separate first aid qualification but if you are a dry site with no pool staff in charge of the premises must hold the appropriate first aid qualification needed. First aid kits must be checked weekly and kept fully stocked at all times in case of an emergency

Staff should be made aware of all ongoing training arrangements, and please note that attendance at training sessions is a mandatory part of your employment with 3d leisure.

Where Clubs wish to hire a facility to an outside organisation, a contractual agreement must be drawn up between the operator and the hirer. The contents of this contract can be obtained from your Manager.

In the event of an emergency, emergency equipment is available. Its location is clearly located on the floor plan of the building with the EAP. All staff must know immediately where the following are located:

• Fire Extinguishers
• Break Glass
• First Aid Kits
• H&S File
• Fire Hose
• Pool
• Lifesaving Equipment
• Emergency Call Buttons
• Fire Blanket(s)
• Eye Wash Station(s)

If you receive a bomb threat when answering the telephone, try to remain calm and follow the following procedure:

1. Let the caller finish their message without interruption.
2. At the same time try to record the following information as per the checklist for action to be taken on receipt of a bomb threat. A copy of which must be kept by every telephone.
3. A member of staff should contact the police for advice on the matter.
4. If staff are available they should carry out a quick search in all public areas.
5. If anything is found, evacuate the premises following the Fire Evacuation Procedure.

Always if there is any doubt, evacuate the premises; but return to normal operations as soon as possible.

If you discover a suspicious package, follow the HOT procedure and report to your manager ASAP.

• Is it HIDDEN?
• Is it OBVIOUSLY suspicious?
• Is it TYPICAL for the area?

If you see anyone acting suspiciously, let someone know. Give them an accurate description of the person(s) and what makes them look suspicious to you.

Evacuate the Club as soon as possible following the Fire Evacuation Plan. However, it may be safer to remain inside depending on the the nature of the incident and its location.

Run, Hide, Tell.

This will occur if chemicals are allowed to mix together. Strict adherence to chemical usage guidelines will help to prevent this (see COSHH Assessment file). In the event of a toxic gas escape, full evacuation procedures must be undertaken and the fire brigade called.

In the event of the lights failing, emergency lights will activate to provide adequate light to allow people to see the way to the exits. If possible, the member of staff on duty should attempt to find the fault and restore lighting. They must also keep people informed of the problem. During the daytime there may be sufficient natural light to allow the facility to remain open. If the safety of users cannot be guaranteed, the Club must be closed and all users asked to leave.

In the event of structural failure the area should be cordoned off and the premises, or that particular area of the building, evacuated. The defect must be reported immediately to the Manager in charge.

In the event of a person suffering a serious injury or major trauma, e.g. stroke, heart attack, spinal injury, epileptic fit, etc, the incident must be dealt with by a qualified First Aider. The area should be cleared until the situation is dealt with and the appropriate emergency services called. The ‘S.I.M.P.’ package details the correct procedure for reporting the incident, once the injury has been dealt with. This will also be on hand and must be photocopied so blanks are available (familiarise yourself with your SIMP for your site as soon as possible).

Maximum occupancy limits must be in practice in all areas of the site where overcrowding may be a problem. It is the member(s) of staff on duty’s responsibility to monitor numbers using the facilities. In the event of it becoming busy, then these limits must not be exceeded. Entrance should be restricted (see N.O.P’s for maximum levels in each area).

If a piece of equipment or an area of the premises  is unsafe you must stop access to the equipment and area asap. Even if it is a clients facility we are responsible for keeping it safe and if there is any chance of an injury the hazard must be addressed before reopening.

We care – we are responsible for handling people’s personal information

• This is an opportunity to make privacy central to what we do.
• By not handling personal data properly we could put individuals at risk and 3d Leisure’s reputation at stake.
• Getting it wrong could result in significant fines.

We need robust systems and processes in place to make sure we use personal information properly and comply.

GDPR is the acronym for General Data Protection Regulation. Many GDPR principles are similar to those in the old Data Protection Act.

There are new and strengthened requirements for how we protect people’s data which came into effect on 25th May 2018.

Changes included:

• new rights (e.g. ‘right to be forgotten’)
• greater emphasis on transparency and record-keeping
• mandatory data breach reporting
• much larger fines for when organisations get things wrong

Data privacy is all about:

• Being open with people about how we use their information
• Not keeping their information longer than necessary
• Making sure it is accurate
• Making sure that it is safe
• Knowing what information we’ve got and what we can do with it (eg. permission to share)
• Recognising a breach and knowing what to do

All of us. We all have a responsibility to keep people’s information safe.

Particularly those involved in:

• Member administration
• HR
• Personal training activities
• Research involving personal data and/or human participants
• Finance
• IT

A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data. This includes breaches that are the result of both accidental and deliberate causes.

What is an example of a data breach under the GDPR? Examples of personal data breaches include:

• Human error, for example:
  • an email attachment containing personal data being sent to the incorrect recipient or records being deleted accidentally.
  • Sharing of passwords or other credentials with colleagues and third parties.
• Improper management of consent lists.
• Excessive data retention

3D Leisure recognises the need to comply with the various laws regulating the processing of personal data relating to individuals and in particular the General Data Protection Regulation (GDPR) and current domestic data protection legislation, The Data Protection Act 2018.

It is 3d Leisure’s goal that all employees recognise the importance of dealing with such personal data correctly and fully understand the steps that must be taken in order to minimise risk.

It is the Company’s policy to educate and inform employees about the dangers of inappropriate, incorrect and illegal use of the personal data they may have access to.

Please refer to the 3d Leisure Data Protection Policy which can be found within your company handbook and on the staff portal.

Some data breaches may not lead to risks beyond possible inconvenience to those who need the data to undertake their role. Following immediate containment, the risks that may be associated with the breach must be assessed, including potential adverse consequences to the individuals, as well as the company itself, and the seriousness of the breach must be considered, further to immediate containment.

It’s important that you play a part in reporting the breach. The failure of a company employee(s) to follow the correct procedure or ignoring a possible data breach may result in disciplinary action.

If you discover a data breach, you must report this to our Data Protection Officer (DPO) immediately. The Data Protection Officer is Laura Cracknell and any breach, or suspected breach, can be sent for her attention on laura.cracknell@3dleisure.com

Data Processing

i) Emailing

• When sending any personal data via email you must ensure that the file is password protected
• When sending password protected data the password should be confirmed by telephone to the recipient
• When emailing to a group of people i.e. marketing purposes, it is essential that the BCC function is used and not the CC function

ii) Paper Records

• Any paper records must be kept in a locked filing cabinet in a locked room
• A system must be in place for the security of keys to filed data
• When initially collecting data i.e. new membership forms – these must never be left in a public area awaiting entry onto the membership system. They are either entered and filed away or filed away for entry later (i.e. pending file)
• Once paper copies are no longer required i.e. membership forms of cancelled members, then they must be destroyed through shredding

iii) Digital Records

• Any portable equipment (i.e. laptops, tablets) that is used to store data must be in a locked container at all times when not being used
• All devices must be password protected
• All devices must be set to hibernate after 3 minutes of inactivity
• Ensure that computers are locked whenever left unattended

iv) IT Safety

• Passwords for computer logins and email accounts must be changed every 3o days