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Vision

To be the most stand out and sought after professional security company in the region with a reputation for reducing criminality and other adverse security incidents and for generally making clients and their patrons feel safe and secure, whilst always striving to go the extra mile.

Mission

Deliver the highest quality professional private security services based on trust and confidence.

Ensure the safety and security of clients, their property and their patrons, other visitors and our own staff.

Give clients confidence with regards to their personnel safety and protection of their assets and reputation.

To help ensure we achieve our Vision and Mission objectives Vanguard Security Services will:

Clients

Develop long-term client relationships based on results, mutual respect and integrity.

Provide an exceptional standard of qualified security personnel.

Seek client feedback and use to improve services.

Communications

Communicate this policy to staff, suppliers, sub-contractors and others working on our behalf to ensure they understand our shared quality and environmental obligations and make it available to other stakeholders as requested.

Co-operate with regulatory authorities and, where appropriate, provide information and assistance to them regarding security, environmental and quality matters.

Cultivate a quality and health & safety conscious workforce and endeavour to promote the same with others who we can influence or who can affect our reputation.

Systems

Plan and conduct our activities in compliance with the requirements of ISO 9001 and ISO 14001, applicable health, safety, environmental and security legislation, contractual and other requirements related to our activities and services.

Objectives will be set during management review meetings. Set objectives and targets that promote improvement of quality performance and prevent the occurrence of quality incidents.

Ensure staff have the skills and confidence to perform their tasks safely, competently and in accordance with applicable legal requirements.

Identify and manage risks associated with effective operations, client satisfaction and ensure risks are considered when changes to operational, client and regulatory are required.

Periodically review and, where necessary, revise this policy to ensure it remains relevant to Vanguard’s vision and mission statements and quality and environmental goals and aspirations.

Commitment to continual improvement of management systems.

August 2021

During the course of our activities we, Vanguard (Bournemouth), will process personal data about our staff and we recognise the need to treat it in an appropriate and lawful manner, in accordance with the EU Regulation 2016/679 General Data Protection Regulation (GDPR). The purpose of this policy is to make you aware of how we will handle your personal data and sets out our obligations regarding the collection, processing, transfer, storage, and disposal of your personal data. We are committed not only to the letter of the law, but also to the spirit of the law and places high importance on the correct, lawful, and fair handling of all personal data, respecting the legal rights, privacy, and trust of all individuals with whom it deals.

The GDPR defines “personal data” as any information relating to an identified or identifiable natural person (a “data subject”). A Data Subject is someone who can be identified directly or indirectly, by an identifier through information such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person. 

The procedures and principles set out here must be followed at all times by the company, its employees, agents, contractors, or other parties working on our behalf.

Data protection principles

We, and any party handling personal data, must comply with the eight data protection principles in the GDPR, which say that personal data must be:

• Processed fairly, lawfully and in a transparent manner.
• Processed for specific and legitimate purposes and in an appropriate way.
• Adequate, relevant and not excessive for the purpose.
• Accurate and up to date.
• Not kept longer than necessary for the purpose.
• Processed in line with individuals' rights.
• Secure.
• Not transferred to people or organisations situated in countries without adequate protection.

Your Rights

The GDPR sets out the following rights applicable to you (the data subject):

• The right to be informed;
• The right of access;
• The right to rectification;
• The right to erasure (also known as the ‘right to be forgotten’);
• The right to restrict processing;
• The right to data portability;
• The right to object; and
• Rights with respect to automated decision-making and profiling.

Fair, lawful and transparent processing

We will usually only process your personal data where you have given your consent or where the processing is necessary to comply with our legal obligations. In other cases, processing may be necessary for the protection of your vital interests, for compliance with our legal obligations, for our legitimate interests, or the legitimate interests of others. The full list of conditions is set out in the GDPR.

We will only process “special category data” (also known as "sensitive personal data") about ethnic origin, political opinions, religious or similar beliefs, trade union membership, health, sex life/orientation, criminal proceedings or convictions, where a further condition is also met. Usually this will mean that you have given your explicit consent, that it is necessary to protect your vital interests, or if it is necessary for the conduct of legal claims, or that the processing is legally required for employment purposes. The full list of conditions is set out in the GDPR. 

Specified, Explicit and Legitimate Purposes

We collect and process personal data that is directly relevant to you and collected directly from you. Personal data may also be obtained from third parties. Your personal data shall be collected, held, and processed in accordance with employee data subjects’ rights and our obligations under the GDPR and with this Policy.

The specific purposes for which we collect, process and hold your personal data are set out below:

Personal data is considered to be:

• Identification information relating to employees: Name; Contact Details;
• Equal opportunities monitoring information (such information shall be anonymised where possible): Age; Gender; Ethnicity; Nationality; Religion;
• Health records: Details of sick leave; Medical conditions; Disabilities; Prescribed medication;
• Employment records: Interview notes; CVs, application forms, covering letters, and similar documents; Assessments, performance reviews, and similar documents; Details of remuneration including salaries, pay increases, bonuses, commission, overtime, benefits, and expenses; Details of trade union membership (where applicable); Employee monitoring information; Records of disciplinary matters including reports and warnings, both formal and informal; Details of grievances including documentary evidence, notes from interviews, procedures followed, and outcomes.

We will process data about staff for legal, personnel, administrative and management purposes and to enable us to meet our legal obligations as an employer, for example to pay you, monitor your performance and to discuss benefits in connection with your employment. 

We may process sensitive personal data relating to staff including, as appropriate:

• information about an employee's physical or mental health or condition in order to monitor sick leave, assess health, wellbeing and welfare of staff and to highlight any issues which may require further investigation;
• the employee's racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;
• in order to comply with legal requirements and obligations to third parties.

Adequate, relevant and non-excessive processing

Your personal data will only be collected and processed to the extent that it is necessary for the specific purposes detailed above, or purposes notified to you or for any other purposes specifically permitted by the GDPR.

Accurate and up-to-date data

We will ensure that the personal data we collect, process and store about you is kept accurate and up to date. Please notify us if your personal details change or if you become aware of any inaccuracies in the personal data we hold about you and all reasonable steps will be taken without delay to amend or destroy that data, as appropriate.

Data retention

We will not keep your personal data for longer than is necessary for the purpose. This means that data will be destroyed or erased from our systems when it is no longer required. For guidance on how long certain data is likely to be kept before being destroyed, contact a Director.

Secure Processing

We will ensure that appropriate measures are taken against unlawful or unauthorised processing of personal data, and against the accidental loss of, or damage to, personal data. We have in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. We will only transfer personal data to a third party if they agree to comply with our procedures and policies, or if they put in place adequate measures themselves which are in line with the GDPR and other applicable data protection legislation.

Accountability & Record-Keeping

Vanguard (Bournemouth)’s Data Protection Officer is Jo Blunden. 

The Data Protection Officer shall be responsible for overseeing the implementation of this policy and for monitoring compliance with this policy, other employment and data protection related policies and with the GDPR and other applicable data protection legislation.

Data Protection Impact Assessments

In the event that we make the decision to change anything in the business which will directly or indirectly effect the way your Personal Data is managed or processed, we will carry out a Data Protection Impact Assessment (DPIA). We will do this to ensure that we are not going to do anything which will affect your rights under GDPR. 

DPIAs are overseen by the Data Protection Officer and will evaluate the following:

• The type(s) of personal data that will be collected, held, and processed;
• The purpose(s) for which personal data is to be used;
• The Company’s objectives;
• How personal data is to be used;
• The parties (internal and/or external) who are to be consulted;
• The necessity and proportionality of the data processing with respect to the purpose(s) for which it is being processed;
• Risks posed to employee data subjects;
• Risks posed both within and to the Company; and
• Proposed measures to minimise and handle identified risks.

Keeping Data Subjects Informed

This policy, together with the Privacy Notice in your Contract of Employment, provides you with the following information: 

Vanguard (Bournemouth) details including the identity of our Data Protection Officer; the purpose for which personal data is being collected, how it will be processed and the legal basis justifying that collection and processing; the legitimate interests upon which we are justifying the collection and processing of personal data; the categories of personal data collected and processed where the personal data is not obtained directly from you; details of any third parties to who your personal data is transferred to; details of transfer where your personal data is to be transferred to a third party that is located outside of the European Economic Area (the “EEA”); details of data retention; details of your rights under the GDPR; details of your right to withdraw your consent to us processing your personal data; details of your right to complain to the Information Commissioner’s Office (the “supervisory authority” under the GDPR); details of any legal or contractual requirement or obligation necessitating the collection and processing of your personal data and the details of any consequences of failing to provide it; and details of any automated decision-making or profiling that will take place using your personal data, including information on how decisions will be made, the significance of those decisions, and any consequences, where applicable.

Where personal data is collected directly from you, you will be informed of its purpose at the time of collection; and

Where personal data is obtained from a third party, you will be informed of its purpose:

• if the personal data is used to communicate with you, when the first communication is made; or
• if the personal data is to be transferred to another party, before that transfer is made; or
• as soon as reasonably possible and in any event not more than one month after the personal data is obtained.

Data Subject Access

You may make subject access requests (“SARs”) if you wish to know what personal data we hold about you, what we are doing with your personal data, and why. You must make the request in writing which should be forwarded to our Data Protection Officer, Jo Blunden at jo@vanguard-services.co.uk who will handle your request.

Responses to SARs shall normally be made within one month of receipt, however this may be extended by up to two months if the SAR is complex and/or numerous requests are made. If such additional time is required, you shall be informed.

We do not charge a fee for the handling of normal SARs. We do reserve the right to charge reasonable fees for additional copies of information that has already been supplied to you, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.

Rectification, Restriction and Erasure of Personal Data

You have the right to require us to rectify any of your personal data that is inaccurate or incomplete. We shall rectify the personal data in question, and inform you of that rectification, within one month of you informing us of the issue. 

You may request that we stop processing the personal data it holds about you. If you make such a request, we shall retain only the amount of personal data concerning you (if any) that is necessary to ensure that the personal data in question is not processed further.

You have the right to request that we erase the personal data it holds about you in the following circumstances:

• It is no longer necessary for us to hold that personal data with respect to the purpose(s) for which it was originally collected or processed;
• You wish to withdraw your consent to us holding and processing your personal data;
• You object to us holding and processing your personal data (and there is no overriding legitimate interest to allow us to continue doing so);
• Your personal data has been processed unlawfully;
• Your personal data needs to be erased in order for us to comply with a particular legal obligation;

Unless we have reasonable grounds to refuse to erase personal data, all requests for erasure shall be complied with, and you will be informed of the erasure, within one month of receipt of your request. 

The period can be extended by up to two months in the case of complex requests. If such additional time is required, you shall be informed.

In the event that any affected personal data has been disclosed to third parties, those parties shall be informed of any rectification, applicable restrictions on processing it or erasure that must be made to that personal data (unless it is impossible or would require disproportionate effort to do so).

Data Portability

We process personal data relating to employees using automated means. All personal data is stored on Microsoft 365, on Teams and OnrDrive. 

Where you have given your consent to us processing your personal data in such a manner, or the processing is otherwise required for the performance of a contract between you and the company, you have the right, under the GDPR, to receive a copy of your personal data and to use it for other purposes (namely transmitting it to other data controllers).

To facilitate the right of data portability, we shall make available all applicable personal data to you in the following format:

• Electronically via email

Where technically feasible, if requested by you, personal data shall be sent directly to the required data controller.

All requests for copies of personal data shall be complied with within one month of your request. The period can be extended by up to two months in the case of complex or numerous requests. If such additional time is required, you shall be informed.

Objections to Personal Data Processing

You have the right to object to Vanguard (Bournemouth) processing your personal data based on legitimate interests.

Where you object to us processing your personal data based on our legitimate interests, we shall stop such processing immediately, unless it can be demonstrated that our legitimate grounds for such processing override your interests, rights, and freedoms, or that the processing is necessary for the conduct of legal claims.

Automated Decision-Making

Vanguard (Bournemouth) does not currently use personal data in automated decision-making processes with respect to its employees. In the event that this changes the following applies.

Where such decisions have a legal (or similarly significant effect) on you, you have the right to challenge such decisions under the GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from us. This right does not apply in the following circumstances:

• The decision is necessary for the entry into, or performance of, a contract between Vanguard (Bournemouth) and the employee;
• The decision is authorised by law; or
• The employee has given their explicit consent.

Health Records

The company holds health records on all employees which are used to assess the health, wellbeing, and welfare of employees and to highlight any issues which may require further investigation. In particular, we place a high priority on maintaining health and safety in the workplace, on promoting equal opportunities, and on preventing discrimination on the grounds of disability or other medical conditions. In most cases, health data on employees falls within the GDPR’s definition of special category data. Any and all data relating to your health, therefore, will be collected, held, and processed strictly in accordance with the conditions for processing special category personal data. No special category personal data will be collected, held, or processed without your express consent.

Health records shall be accessible and used only by the Directors and shall not be revealed to other employees, agents, contractors, or other parties working on behalf of Vanguard (Bournemouth) without your express consent, except in exceptional circumstances where your wellbeing is at stake and such circumstances satisfy one or more of the conditions set out in the ‘Lawful, Fair and Transparent Data Processing’ clause detailed in this policy.

Health records will only be collected, held, and processed to the extent required to ensure that you are able to perform your work correctly, legally, safely, and without unlawful or unfair impediments or discrimination.

You have the right to request that we do not keep health records about you. All such requests must be made in writing and addressed to our Data Protection Officer. 

Benefits

In cases where employees are enrolled in benefit schemes which are provided by Vanguard (Bournemouth), it may be necessary from time to time for third party organisations to collect personal data from relevant employees.

Prior to the collection of such data, you will be fully informed of the personal data that is to be collected, the reasons for its collection, and the way(s) in which it will be processed, as per the information requirements set out in the ‘Keeping Employee Data Subject Informed’ section of this policy.

We shall not use any such personal data except insofar as is necessary in the administration of the relevant benefits schemes.

The following schemes are available to employees. Please note that not all schemes may be applicable to all employees:

• NEST Pensions – Pension Scheme. For further information, please contact Jo Blunden on jo@vanguard-services.co.uk. The following personal data may be collected, held, and processed: 
•  Name, date of birth and personal address.

Employee Monitoring

The company may monitor the activities of employees. Such monitoring may include, but will not necessarily be limited to, internet and email monitoring. In the event that monitoring of any kind is to take place (unless exceptional circumstances, such as the investigation of criminal activity or a matter of equal severity, justify covert monitoring), you will be informed of the exact nature of the monitoring in advance.

Monitoring should not (unless exceptional circumstances justify it, as above) interfere with your normal duties.

Monitoring will only take place if we consider that it is necessary to achieve the benefit it is intended to achieve. Personal data collected during any such monitoring will only be collected, held, and processed for reasons directly related to (and necessary for) achieving the intended result and, at all times, in accordance with your rights and our obligations under the GDPR.

We shall ensure that there is no unnecessary intrusion upon your personal communications or activities, and under no circumstances will monitoring take place outside of your normal place of work or work hours, unless you are using our equipment or other facilities including, but not limited to, Vanguard (Bournemouth) email, or a virtual private network (“VPN”) service provided by us for employee use.

Data Security - Transferring Personal Data and Communications

We shall ensure that the following measures are taken with respect to all communications and other transfers involving personal data (including, but not limited to, personal data relating to employees):

• All emails containing personal data must be password protected;
• All emails containing personal data must be marked “confidential”;
• Personal data may be transmitted over secure networks only; transmission over unsecured networks is not permitted in any circumstances;
• Personal data may not be transmitted over a wireless network if there is a wired alternative that is reasonably practicable;
• Personal data contained in the body of an email, whether sent or received, should be copied from the body of that email and stored securely. The email itself should be deleted. All temporary files associated therewith should also be deleted;
• Where personal data is to be transferred in hardcopy form it should be passed directly to the recipient or sent using the postal service.
• All personal data to be transferred physically, whether in hardcopy form or on removable electronic media shall be transferred in a suitable container marked “confidential”.

Data Security - Storage

We shall ensure that the following measures are taken with respect to the storage of personal data (including, but not limited to, personal data relating to employees):

• All electronic copies of personal data should be stored securely using passwords and on Teams.
• All hardcopies of personal data, along with any electronic copies stored on physical, removable media should be stored securely in a locked box, drawer, cabinet, or similar;
• All personal data stored electronically is backed up automatically on Teams.
• No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets, and smartphones), whether such device belongs to Vanguard (Bournemouth) or otherwise without the formal written approval of a Director and, in the event of such approval, strictly in accordance with all instructions and limitations described at the time the approval is given, and for no longer than is absolutely necessary; and
• No personal data should be transferred to any device personally belonging to an employee and personal data may only be transferred to devices belonging to agents, contractors, or other parties working on behalf of the company where the party in question has agreed to comply fully with the letter and spirit of this Policy and of the GDPR (which may include demonstrating to Vanguard (Bournemouth) that all suitable technical and organisational measures have been taken).

Data Security - Disposal

When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it should be securely deleted and disposed of.

Data Security - Use of Personal Data

We shall ensure that the following measures are taken with respect to the use of personal data:

• No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on our behalf requires access to any personal data that they do not already have access to, such access should be formally requested to a Director;
• No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on our behalf or not, without the authorisation of a Director;
• Personal data must be handled with care at all times and should not be left unattended or on view to unauthorised employees, agents, sub-contractors, or other parties at any time;
• If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it.

Data Security - IT Security

We shall ensure that the following measures are taken with respect to IT and information security:

• All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised. All passwords must contain a combination of uppercase and lowercase letters, numbers, and symbols. All software used by us is designed to require such passwords;
• Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on our behalf, irrespective of seniority or department. If a password is forgotten, it must be reset using the applicable method. We do not have access to passwords; passwords use Bitwarden for a secure log of all passwords.
• All software (including, but not limited to, applications and operating systems) shall be kept up-to-date. Sense IT shall be responsible for installing any and all security-related updates as soon as reasonably and practically possible; and
• No software may be installed on any Vanguard (Bournemouth)-owned computer or device without the prior approval of a Director. 

Organisational Measures

We shall ensure that the following measures are taken with respect to the collection, holding, and processing of personal data:

• All employees, agents, contractors, or other parties working on our behalf shall be made fully aware of both their individual responsibilities and our responsibilities under the GDPR and under this Policy, and shall be provided with a copy of this Policy;
• Only employees, agents, sub-contractors, or other parties working on our behalf that need access to, and use of, personal data in order to carry out their assigned duties correctly shall have access to personal data held by us;
• All employees, agents, contractors, or other parties working on our behalf handling personal data will be appropriately trained to do so;
• All employees, agents, contractors, or other parties working on our behalf handling personal data will be appropriately supervised;
• All employees, agents, contractors, or other parties working on our behalf handling personal data shall be required and encouraged to exercise care, caution, and discretion when discussing work-related matters that relate to personal data, whether in the workplace or otherwise;
• Methods of collecting, holding, and processing personal data shall be regularly evaluated and reviewed;
• All personal data held by us shall be reviewed periodically;
• The performance of those employees, agents, contractors, or other parties working on our behalf handling personal data shall be regularly evaluated and reviewed;
• All employees, agents, contractors, or other parties working on our behalf handling personal data will be bound to do so in accordance with the principles of the GDPR and this Policy by contract;
• All agents, contractors, or other parties working on our behalf handling personal data must ensure that any and all of their employees who are involved in the processing of personal data are held to the same conditions as those relevant employees of Vanguard (Bournemouth) arising out of this Policy and the GDPR; and
• Where any agent, contractor or other party working on our behalf handling personal data fails in their obligations under this Policy that party shall indemnify and absolve Vanguard (Bournemouth) against any costs, liability, damages, loss, claims or proceedings which may arise out of that failure.

Data Breach Notification

All personal data breaches must be reported immediately to our Data Protection Officer.

If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of employee data subjects (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), the Data Protection Officer must ensure that the Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.

In the event that a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Data Security – Use of Personal Data) to your rights and freedoms, the Data Protection Officer must ensure that you are informed of the breach directly and without undue delay.

Data breach notifications shall include the following information:

• The categories and approximate number of employee data subjects concerned;
• The categories and approximate number of personal data records concerned;
• The name and contact details of our data protection officer (or other contact point where more information can be obtained);
• The likely consequences of the breach;
• Details of the measures taken, or proposed to be taken, by the company to address the breach including, where appropriate, measures to mitigate its possible adverse effects.

Breaches of this Policy

If you consider that this policy has not been followed in respect of personal data about yourself or others you should raise the matter with a Director. Any breach of this policy will be taken seriously and may result in disciplinary action.

VANGUARD (BOURNEMOUTH) LTD in compliance with the HSE defines a lone worker as:

Someone who works by themselves without close or direct supervision Lone workers include those who:

• work from a fixed base, such as one person working alone on a premises (eg, shops, petrol stations etc);

• work separately from others on the same premises (eg security staff) or work outside normal hours;

• work away from a fixed base (eg, management, operations staff);

• work at home (homeworkers);

• and mobile workers (eg, drivers).

Lone work does not automatically imply a higher risk of violence, but it is generally understood that working alone does increase the vulnerability of workers. Moreover, this vulnerability will depend on the type of situation in which the lone work is being carried out. Violence includes verbal abuse and threatening behaviour.

Our aim at VANGUARD (BOURNEMOUTH) LTD is to supply a safe environment for all our staff to work in; action taken by the company for our lone worker policy is,

1. On site you will find VANGUARD (BOURNEMOUTH) LTD instructions for all guards to follow which they have to sign to say that they have read and understood.

• All guards will arrive on site 15 minutes before there shift is due to start for a full debrief from the guard finishing his or her duty.

• All guards will contact control to book on duty 10 minutes before the start of their shift.

• If a guard has not booked in 5 minutes before the start of his /her duty then control will call that person to find out if they are on site.

2. A 24-hour control room, which contacts guards every hour.

3. A list of all contact number for security officers to phone in case of emergency including, site owners/management, 999 and local police can be found in the site instructions.

4. All staff will carry a mobile phone and charger while on duty.

5. All staff will be provided with a full uniform & all PPE required as per site.

6. VANGUARD (BOURNEMOUTH) LTD will provide a first aid kit on every site & mobile unit.

7. We have a 24-hour quick response vehicle that visits all our sites to check on all guards. (This unit can be deployed to a site by control if no response by guard.)

8. A logbook is used on site to record all procedures of coming & goings, check calls & mobile visits by our operations supervisor.

9. Any changes made to site instructions by the client or regarding H&S policy will be up dated and reissued on site.

All these points must be in place before a guard can be left alone on site.

The government handbook preventing Workplace Violence can be downloaded at http://www.hse.gov.uk/violence/preventing-workplace-harassment.pdf or is available upon request form head office.

Purpose of this Policy

The purpose of this policy is to set out VANGUARD (BOURNEMOUTH) LTD policy and procedures to prevent, manage and respond to work-related violence. Management supports this policy and we will not tolerate any instances of work-related violence, including verbal abuse, to our staff. No member of staff will be blamed for an instance of work-related violence caused by a customer or member of the public. All employees have the right to be treated with consideration, dignity and respect.

This policy applies to all staff working on our premises, including door supervisors, contractors and delivery personnel.

Definition of Work-Related Violence

VANGUARD (BOURNEMOUTH) LTD define work-related violence as: any incident in which an employee is abused, threatened or assaulted by a member of the public in circumstances arising out of the course of his/her employment. This is based on the Health and Safety Executive’s definition.

Responsibilities of Staff and Managers

These relate to all members of staff, including door supervisors and other personnel who work on these premises, or have responsibilities relating to them.

Managers

All managers have a responsibility to implement this policy and to make sure their staff are aware of it and understand it. Managers should also:

• Treat any reports of work-related violence, threats or abuse seriously and

respond to them promptly.

• Record details of the incident where appropriate and give all employees involved in the incident full support during the whole process

• Respond and consider seriously any suggestions made by staff about how to improve violence prevention and management, and give feedback to staff about their suggestions, including whether it will be taken forward and if not, why not.

• Set a positive example by reporting all incidents of violence and abuse and not tolerating abusive behaviour from customers and members of the public. Make sure you also offer good customer service and follow specific policies.

• Respond to and, where possible, resolve incidents, ideally before they escalate.

• Monitor incidences of violence and abuse and initiate appropriate action if more measures are needed.

• Review and amend this policy and the risk assessment as necessary.

• Where possible, direct staff to appropriate support and advice after an incident has occurred.

• Encourage other staff members to support their colleagues, including those that might have witnessed the incident.

• If victims are particularly traumatised by the event, provide support where possible, such as time off work or changes to their tasks.

• If an investigation is needed, work with the police and offer any assistance needed to help in their enquiries.

• Managers have a responsibility to act in a way that does not incite or increase the likelihood of violence.

• Any manager found to be encouraging or inciting violence or not resolving potentially violent or abusive situations may be subject to disciplinary action.

Staff

All staff have personal responsibility for their own behaviour and for ensuring that they comply with this policy.

There are a number of things that staff can do to help prevent work-related violence:

• Be aware of VANGUARD (BOURNEMOUTH) LTD’s policy and comply with it, including specific policies on aspects such as the sale of alcohol or excluding customers.

• Offer good customer service and be aware of customer needs.

• Recognise the potential for work-related violence and take action to resolve it early on.

• Staff should take positive action and, for example, contact a manager if they think a customer or member of the public might cause problems.

• Don’t accept instances of work-related violence directed towards you or others. Staff should report any instances of violence, threats or abuse, including any details about when it happened, who was involved and any relevant circumstances that may have contributed to the incident.

• Serious incidents should be reported in the incident book kept in the manager’s office but minor incidents and incidents of verbal abuse should be reported to managers as they occur.

• Be supportive of colleagues who are victims or witnessed work-related violence. Suggest additional measures to managers which might help to prevent and manage work-related violence.

• Staff have a responsibility to act in a way that does not incite or increase the likelihood of violence.

• Any staff member found to be encouraging or inciting violence may be subject to disciplinary action.

• Staff and managers should also work with trade unions, where relevant, in preventing, addressing, reporting and responding to incidents or work-related violence.

Risk Assessments

The risk assessments were conducted by the senior manager and are reviewed every year, unless an increase in the number of incidents suggests the assessment should be reviewed more frequently.

The risks were assessed by talking to staff, reviewing the incident book and considering the work environment and job design. If staff believe a risk factor has not been covered by the assessment or have ideas on further prevention measures, they should discuss these with their manager. The contents of the risk assessment will be communicated to all staff and appropriate training will be given.

Prevention and Management Measures

There are a number of measures in place following the risk assessment that staff should be aware of. These fall under the areas of work environment, working practices and training.

Work Environment

We have CCTV to monitor and survey the premises. This is visible in the manager’s office. The system can be used to focus on a potentially violent individual. It can also be used by the police to identify perpetrators. There are sufficient discs for one month’s worth of surveillance but, after that time, discs are recorded over. New discs should be purchased every quarter and the system is serviced every year.

We hire three door supervisors for Friday and Saturday. They are to be positioned at the front entrance. They have radio links to the manager so that they can call for assistance or look at CCTV if needed.

Popular but relaxing music is played on the premises to create a pleasant environment for customers.

Working Practices

Deposit boxes have been provided next to each till and staff are to keep cash in their tills to a minimum. For example, staff should deposit all £50 notes, deposit all but a couple of £20 notes, keep less than ten £10 and £5 notes in their till.

At the end of a shift, staff must follow the cashing-up procedures.

Sufficient staff should be provided at all times. At particularly busy times, more staff should be provided. Managers must monitor busy periods and ensure that this is followed. We will ensure that adequate numbers of staff are available at all times.

Training

The following training should be provided:

• All staff, including new staff, should receive awareness training on work-related violence, our policy and procedures, how to prevent work-related violence, reporting procedures and what to do following an incident. This may be through formal training or a briefing from managers, depending on the risk potential for the staff members.

• Managers will be trained as above, as well as on how to handle complaints and trouble among customers effectively.

• Door staff have been trained by their own company on how to exclude or remove individuals from the premises and will be Security Industry Authority (SIA) registered and trained. They have also been inducted in relation to our own premises.

Specific and Relevant Policies

There are other company policies that are relevant to the prevention and management of work-related violence. These include:

• training

• cashing-up

• credit/debit cards

• counterfeit notes

• dress code.

Actions Following An Incident

If a staff member is being abused, threatened or attacked, they should approach their manager or a colleague for help. Managers should respond to the situation by talking to the perpetrator, explaining that their behaviour is not acceptable. They should try to resolve the problem and, if that is not possible, call security for assistance. Security will remove the person where required.

Medical assistance should be provided immediately where required. The police should be informed of a serious incident involving physical attack or serious cases of threatening or verbal abuse. Police should also be informed of persistent cases of violence, threats and abuse.

CCTV discs of incidents should be kept in case the police need them. All incidents should be recorded in the incident book and less serious incidents reported to managers.

Staff members will be encouraged to provide support to any victims or witnesses of violence, threats or abuse through appropriate training, and managers should provide support, including, where needed, allowing time off work for individuals to recover.

Review Dates

This policy should be reviewed yearly when all other policies are reviewed, or if regular or serious incidents arise that suggest it needs to be revisited.

Reporting and Recording Systems

Staff have a responsibility to report incidences of work-related violence, including threats and verbal abuse, to managers. All incidents, including physical attacks, serious or persistent threats and verbal abuse, must be recorded in the incident book in the manager’s office. This asks for details of when the incident occurred, who was involved, descriptions of the perpetrator and any relevant circumstances that may have contributed to the incident.

Any incidents resulting in major injury to staff or that cause staff to be off work for three days or more must be reported under the RIDDOR Regulations 1995. Any incident which results in a member of the public being taken directly to hospital from the premises must also be reported. Managers should contact the HSE Incident Contact Centre on 0845 300 9923 to report the incident.

Less serious incidents should still be reported to managers as they occur and managers should make a note of these. If managers notice an increase in reports, several reports within a short period or reports about the same perpetrator, managers should record the details, ask staff for more information and take action. The action may include contacting the police or other local businesses about a persistent offender, reviewing the risk assessment and considering further prevention measures, or increased vigilance by managers or staff to prevent a more serious incident occurring.

Everyone is welcome to work for us, buy from us or just be our friend. Nobody will be discriminated against, bullied, harassed or made to feel uncomfortable at all.

Equal Opportunities Statement 

Our aim is that we’re all nice to each other. The fact that you get to work with other people from different backgrounds or lifestyles will also enrich your life. 

We are committed to promoting equal opportunities in employment. All employees and any job applicants will receive equal treatment regardless of age, disability, gender, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (Protected Characteristics).

Discrimination 

You must not unlawfully discriminate against or harass other people including current and former employees, job applicants, clients, suppliers and visitors. This applies in the workplace, outside the workplace (when dealing with clients, suppliers or other work-related contacts, or when wearing a work uniform, and on work-related trips or events including social events.

The following forms of discrimination are prohibited under this policy and are unlawful:

• Direct discrimination: treating someone less favourably because of a Protected Characteristic. For example, rejecting a job applicant because of their religious views or because they might be gay.
• Indirect discrimination: a provision, criterion or practice that applies to everyone but adversely affects people with a particular Protected Characteristic more than others, and is not justified. For example, requiring a job to be done full-time rather than part-time would adversely affect women because they generally have greater childcare commitments than men. Such a requirement would be discriminatory unless it can be justified.
• Harassment: this includes sexual harassment and other unwanted conduct related to a Protected Characteristic, which has the purpose or effect of violating someone's dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for them. Harassment is dealt with further in our Anti-harassment and Bullying Policy.
• Victimisation: retaliation against someone who has complained or has supported someone else's complaint about discrimination or harassment. 
• Disability discrimination: this includes direct and indirect discrimination, any unjustified less favourable treatment because of the effects of a disability, and failure to make reasonable adjustments to alleviate disadvantages caused by a disability.

Recruitment and Selection 

Recruitment, promotion and other selection exercises such as redundancy selection will be conducted on the basis of merit, against objective criteria that avoid discrimination. Shortlisting should be done by more than one person if possible.

Vacancies should generally be advertised to a diverse section of the labour market. Advertisements should avoid stereotyping or using wording that may discourage particular groups from applying. 

Job applicants should not be asked questions which might suggest an intention to discriminate on grounds of a Protected Characteristic. For example, applicants should not be asked whether they are pregnant or planning to have children.

Job applicants should not be asked about health or disability before a job offer is made, except in the very limited circumstances allowed by law: for example, to check that the applicant could perform an intrinsic part of the job (taking account of any reasonable adjustments), or to see if any adjustments might be needed at interview because of a disability. Where necessary, job offers can be made conditional on a satisfactory medical check. Health or disability questions may be included in equal opportunities monitoring forms, which must not be used for selection or decision-making purposes. 

Disabilities 

If you are disabled or become disabled, we encourage you to tell us about your condition so that we can consider what reasonable adjustments or support may be appropriate.

Part-Time and Fixed-Term Workers 

Part-time and fixed-term employees should be treated the same as comparable full-time or permanent employees and enjoy no less favourable terms and conditions (on a pro-rata basis where appropriate), unless different treatment is justified.

Employees’ Responsibilities

As well as making sure you are nice to everyone, if you think someone else is being horrible, or treating someone else differently for some reason, it is your responsibility to tell us about it.

Managers’ Responsibilities

If you are in charge of other people in the organisation, it’s your job to make sure that not only you live up to our standards, but they do as well.

If you think that our policy on equal opportunities falls short, or doesn’t go far enough, then tell us about it. If you see what you consider to be discrimination taking place, then tell us about it. 

If we think, or get sufficient feedback that we ought to change these policies, then we’ll do so, tell you about it, and if necessary give you all some training on the changes.  

Our Directors have overall responsibility for reviewing the operation and effectiveness of this policy on a regular basis.

It doesn’t matter to us what colour you are, whether you’re a boy or a girl, or whether you choose to fall in love with boys or girls. It doesn’t matter if you believe in one god, lots of gods or no god at all. It doesn’t matter whether you are young, old, or in between and it doesn’t matter if you use a wheelchair, walking stick, or don’t. In fact, it doesn’t matter, full stop. 

CORPORATE SOCIAL RESPONSIBILITY POLICY

We aim to be a leader in the field of Corporate Social Responsibility (CSR) and are committed to ensuring the best practices to this end. The policy of (CSR) instituted by our company outlines nine criteria, reflecting existing and emerging benchmarks:

1. LEADERSHIP COMMITMENT

The executive team are committed to the integration of (CSR) in all corporate decisions. Our workforce is expected to follow their example.

Our leaders will ensure that appropriate structures are in place to effectively identify, monitor, and manage (CSR) issues and performance relevant to our business.

2. SUSTAINABLE VALUE CREATION

As a company aimed at high performance, we strive to maximise ‘sustainable corporate value’. By this we mean to achieve a sound balance between profitability and (CSR). We recognise that sustainable corporate value is a continuous process of creating present and future corporate wealth, and that value creation comes from: high-quality assets, strong financial management, sound corporate governance, preservation of the natural environment and creation of relevant local capacities and protection of the public where we operate.

We will consider the creation of both short-term and long-term sustainable value in our decision-making.

3. GOVERNANCE AND BUSINESS PRACTICES

We conduct business in an open, honest, and ethical manner We comply with all laws and regulations where we operate. We recognise the importance of protecting all assets of the company including financial, physical, human, information, social, environmental, and reputation assets. We assess and manage our risks to effectively steward these assets.

We advise partners, contractors, and suppliers of our Corporate Social Responsibility Policy, and work with them to achieve compliance with the Policy.

4. HUMAN RIGHTS

While governments have the primary responsibility to promote and protect human rights, we support and encourages this goal within our sphere of influence. We do not take part in human rights abuse, and will not engage, or be complicit, in any activity that solicits or encourages human rights abuse. In providing for the protection of company personnel, we promote respect for, the protection of, human rights.

5. LABOUR PRACTICES

We apply fair labour practices, while respecting the national and local laws of the communities where we operate.

We do not engage in or tolerate unlawful workplace conduct, including discrimination, intimidation, or harassment. We do not engage in forced or exploitative labour. We strive to provide local employment and economic opportunities in the communities where we operate. We treat our workforce with dignity, fairness, and respect.

6. ENVIRONMENT, HEALTH, AND SAFETY (EHS)

We provide a safe and healthy working environment, and expect our workforce to comply with the health and safety practices established

for their protection.

We safeguard the environment, and operate in a manner consistent with, recognised global industry standards in environment, health, and safety. In all our operations, we strive to make efficient use of resources, to minimise our environmental footprint.

7. STAKEHOLDER ENGAGEMENT

We will consider the interests of all stakeholders, and are committed to timely and meaningful dialogue with stakeholders, and will address their legitimate issues and concerns within our sphere of influence. We will engage stakeholders clearly, honestly, and respectfully.

8. SOCIO-ECONOMIC AND COMMUNITY DEVELOPMENT

We emphasise collaborative, consultative, and partnership approaches to community investment and programs that no corporation is solely responsible for changing the fundamental economic, environmental, and social situation in a community.

Through our activities, we will assist in local capacity-building and develop mutually beneficial relationships to make a positive difference in the communities where we operate.

9. TRANSPARENCE

Our engagement towards our environmental and social responsibility will be evaluated periodically and in a transparent manner. We will advise our partners of our Corporate and Social Policy, and support their attempts to achieve these standards.

Please download the full document here.

Our responsibility

Vanguard (Bournemouth) Ltd, as a prominent supplier in the provision of security services recognises that slavery, servitude, forced labour and human trafficking (“Modern Slavery”) is a global issue of significant importance. Vanguard (Bournemouth) Ltd has a zero-tolerance approach to Modern Slavery in any of its forms and welcomes the implementation of the Modern Slavery Act 2015 (the “MSA”). The following is a statement of the steps that we have taken and will maintain (the “Measures”) to prevent Modern Slavery in our supply chains.

Due diligence

As an outcome of an enterprise-wide risk assessment exercise, we recognise that our greatest risk of exposure to Modern Slavery arises from our own work force. To address such risks, we have bolstered our due diligence processes into our suppliers (including contractors and consultants) to ensure that any new business partners share Vanguard (Bournemouth) Ltd’s high regard for human dignity. If we uncover examples of negative labour practices or circumstances that may compromise the welfare of our workforce, we will not enter into a business relationship with such counterparts. We do not condone or tolerate forced labour and insist on appropriate protections for agency labour. We also require that all labour provided must be voluntary not coerced, so workers must be free to leave work at any time with all remuneration owed to be paid.

Contractual policies

Vanguard (Bournemouth) Ltd has amended its standard supplier contractual terms to: (a) incorporate obligations on suppliers to comply with the MSA; (b) notify Vanguard (Bournemouth) Ltd if they become aware of any Modern Slavery within their supply chains; and, (c) cooperate with any audits into their business practices required by Vanguard (Bournemouth) Ltd’s Suppliers that breach such obligations will have their contracts terminated.

Training

We will provide training in Modern Slavery and human rights to our office-based employees, managers and sub contractors. We will also provide onsite training to our sub contractors to help them understand their labour and human rights.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who are we?

Vanguard (Bournemouth) Ltd is the data controller. This means it decides how your personal data is processed and for what purposes. Vanguard (Bournemouth) Ltd is a company limited by guarantee incorporated and registered in England and Wales with company number 7790618 and our registered office is Top Floor, 39 Poole Hill, Bournemouth, Dorset, BH2 5PW. We are a registered with ICO and our registration number is: ZA047230

3. How do we process your personal data?

Vanguard (Bournemouth) Ltd complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. Minimal personal date (contact information Only) is kept on mobile devices and these are password protected.

We use your personal data for the following purposes:

• To manage our employees

• To maintain our own accounts and records

• To inform you of news, events, activities and services, and to survey your views on matters relevant to the security industry

• To fulfil specific requirements of service delivery contracts with government agencies, local government,

• To operate commercially in trading;

4. What is the legal basis for processing your personal data?

• Processing is necessary for carrying out obligations under employment, health and safety, social security or social protection law, or a collective agreement.

• Processing is necessary under BS7858:2012 and the SIA ACS standards.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will not be shared except where specifically required by contractual agreements. We will only share your data with third parties in such cases where partnership working agreements require data sharing, specific consent will be obtained.

6. How long do we keep your personal data?

We keep data in accordance with the GDPR, and management team has decided that in relation to application data (i.e. consent data), the appropriate duration for data retention should be 2 years for people who we do not employ, 7 years from the end of employment for employees and self employed contractors.

Such personal data is time stamped, and we have systems in place to ensure that personal data is not retained indefinitely without the relevant consent or another relevant legal basis for processing.

7. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

• The right to request a copy of your personal data which Vanguard (Bournemouth) Ltd holds about you;

• The right to request that Vanguard (Bournemouth) Ltd corrects any personal data if it is found to be inaccurate or out of date;

• The right to request your personal data is erased where it is no longer necessary for the Vanguard (Bournemouth) Ltd to retain such data;

• The right to withdraw your consent to the processing at any time;

• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability).

• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

• The right to object to the processing of personal data

• The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will publish a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Compliance Officer, Vanguard (Bournemouth) Ltd

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.