Health, Safety & Well-being Policy

Introduction

This Policy sets out the principles and arrangements by which The ESG Institute Limited ("the Company") safeguards the health, safety and well‑being of its employees and of others who may be affected by its activities. It applies to everyone who performs work for or on behalf of the Company, including employees, contractors, consultants, agency workers, volunteers, interns and visitors. The Policy is issued in accordance with the Health and Safety at Work etc. Act 1974 as applied in the Isle of Man, the Management of Health and Safety at Work Regulations 2003 (Isle of Man), the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2012 (Isle of Man), the Workplace (Health, Safety and Welfare) Regulations 1992 (IoM), the Display Screen Equipment Regulations 1992 (IoM), and associated Approved Codes of Practice and guidance published by the Health and Safety Executive (HSE).

The Company recognises that a healthy and safe workforce is essential to business success and is committed to continuous improvement in occupational health, safety and well‑being. Hazards will be identified, risks assessed, controls implemented, and performance monitored with the aim of preventing injury and ill‑health and of promoting a positive safety culture.

Policy Statement

The Company will take all reasonably practicable steps to prevent accidents and work‑related ill‑health, to meet or exceed legislative requirements, and to foster physical and mental well‑being. Health and safety considerations will be integrated into every decision and activity, from strategic planning to day‑to‑day operations, including training delivery at client sites and online. Adequate resources will be provided to implement this Policy, including competent advice, training, equipment and time.

3 Responsibilities

The ultimate responsibility for health, safety and well‑being rests with The ESG Institute acting through its Board. The Board sets the policy, receives performance reports and ensures that sufficient resources are allocated. Operational leadership is delegated to the Executive team, who is accountable for effective implementation.

The Health & Safety Officer (HSO) is appointed under Regulation 7 of the Management Regulations to provide competent advice, maintain the Policy, coordinate risk assessments, monitor compliance, investigate incidents, liaise with enforcing authorities and report annually to the Board.

Directors and managers must embed health and safety into their teams’ working practices, ensure that suitable and sufficient risk assessments are undertaken, implement control measures, provide information and instruction, consult employees, and act promptly on unsafe conditions.

Every employee, contractor and volunteer must take reasonable care for their own health and safety and that of others, follow all safety instructions, use equipment correctly, report hazards, accidents and near misses immediately, and participate in training and health surveillance where required. Negligence or wilful disregard of safety rules may result in disciplinary action.

Arrangements and Procedures

  1. Risk Assessment: Risk assessments will be completed for all significant hazards, including office workstations, off‑site training venues, lone working, driving on business, manual handling, field consultancy, use of electrical equipment and exposure to psychosocial stressors. Assessments will be reviewed at least annually or sooner if there is reason to suspect they are no longer valid.

  2. Training and Information: Induction training will cover emergency procedures, safe workstation set‑up, manual‑handling basics, stress awareness and reporting lines. Role‑specific training, such as first aid or fire‑marshal duties, will be provided where needed. Refresher training will be organised at appropriate intervals.

  3. Incident Reporting and Investigation: All accidents, near misses and dangerous occurrences must be reported without delay using the Incident Report Form or the online portal. The HSO will investigate incidents to identify root causes and corrective actions. Incidents reportable under RIDDOR (IoM) will be notified to the Health and Safety at Work Inspectorate within statutory timescales.

  4. Emergency Preparedness: Each workplace will have documented emergency plans covering fire, medical emergencies, severe weather, utility failure and violent threat. Evacuation routes will be kept clear and emergency contact numbers displayed prominently. Fire drills will be held at least annually.

  5. First Aid: Sufficient numbers of trained first‑aiders and first‑aid kits will be provided in accordance with HSE guidance. Information about first‑aid arrangements will be communicated to all staff.

  6. Display Screen Equipment (DSE): Workstation assessments will be conducted for all regular DSE users and for remote workers who habitually work from home. The Company will provide guidance on ergonomic set‑up and, where necessary, reasonable equipment such as adjustable chairs, monitor risers or footrests.

  7. Lone and Remote Working: Where lone or remote working is necessary, a risk assessment will determine suitable control measures, including check‑in procedures, personal alarms or buddy systems. Remote workers must ensure that their home workspace meets basic health and safety standards.

  8. Driving on Company Business: Only authorised drivers with valid licences may drive on Company business. Drivers must obey traffic laws, avoid the use of mobile devices while driving and take breaks in accordance with HSE guidance on fatigue. Vehicles must be roadworthy and appropriately insured.

  9. Contractor and Visitor Management: Contractors are required to provide evidence of competence and insurance and to follow all site rules. Visitors will be given safety instructions relevant to the area they are accessing.

  10. Well‑being and Mental Health: The Company recognises work‑related stress as a health and safety issue. Managers will conduct stress risk assessments, encourage open dialogue and signpost support such as the Employee Assistance Programme. Flexible working, workload review and reasonable adjustments will be considered to promote well‑being.

Consultation and Communication

The Company supports consultation through safety meetings, toolbox talks and, where appointed, safety representatives under the Safety Representatives and Safety Committees Regulations. Health and safety information, including this Policy and risk‑assessment findings, will be made available on the intranet.

Enforcement

Failure to adhere to this Policy or to related procedures may result in disciplinary action up to and including dismissal. Serious breaches may also expose individuals and the Company to criminal prosecution and civil liability.

Monitoring

Compliance will be monitored through workplace inspections, observation, audits and analysis of incident statistics. The HSO will present regular updates to the Executive Leadership Team and an annual report to the Board detailing performance, targets and improvement plans.

Review

This Policy will be reviewed at intervals not exceeding two years, or sooner in response to significant changes in legislation, organisational structure, premises, technology, activities or incident trends.

Latest update: June 30, 2025.

This Policy is non‑contractual and may be amended at the Company’s discretion.