Corporate Social Responsibility Policy
Wheelscape Ltd seeks to be a good corporate business in everything that it does.
We have therefore determined to bring together our existing operating principles into one framework policy under the heading of Corporate Social Responsibility (CSR). The principles encompassed in this policy cover all areas of the Business’s operations and have been developed and continue to be reviewed against and updated by reference to relevant codes of corporate governance and international standards including the United Nations (UN) Universal Declaration of Human Rights, the International Labour Organisation (ILO) Declaration on Fundamental Principles and Rights at Work, the Guidelines for Multinational Enterprises established by the Organisation for Economic Cooperation and Development (OECD), the Rio Declaration on Environment and Development and the UN Convention against Corruption.
The Directors support the principles set out in those codes and standards and the aim of this policy is to translate that support into a set of guidelines and standards that set a common approach for Wheelscape Ltd and provide practical guidance for our managers and employees on the ground.
Compliance, monitoring and reporting
Compliance with this policy will be continuously monitored and subject to review by the Managing Director. Compliance will be reported to employees.
Each manager is responsible for ensuring that the principles set out in this policy are communicated to, understood and observed by all employees and for ensuring compliance in their area of responsibility.
Employees who reasonably suspect that there has been a breach of this policy must report it to their line manager, senior management, or other mechanisms established to report such breaches. We recognise that employees may be reluctant to report concerns for fear of retaliation and will take disciplinary action against any employee who threatens or engages in retaliation, retribution or harassment of any person who has reported or is considering reporting a concern in good faith.
The Directors will not criticise management for any loss of business resulting from adherence to the principles set out in this policy. All sections of this policy are underpinned by the Code of Business Ethics, which is set out in Section 1. The other areas covered by this policy are Safety and Security (Section 2), Employment (Section 3), Customer and Community (Section 4) and Environment (Section 5).
SECTION 1
CODE OF BUSINESS ETHICS
This code applies to all of the operations of Wheelscape Ltd and sets out the minimum standards which the Board of Wheelscape Ltd expects from staff in their internal and external dealings with colleagues, customers, stakeholders and third parties.
1.1 Basic Standards of Conduct
(a) We will conduct every aspect of our business with honesty, integrity and openness, respecting human rights and the interests of our employees, customers and third parties.
(b) We will respect the legitimate interests of third parties with whom we have dealings in the course of our business.
(c) We will maintain the highest standards of integrity – for example, we will not promise more than we can reasonably deliver or make commitments we cannot or do not intend to keep.
1.2 Employees
Wheelscape Ltd -
(a) is committed to creating and maintaining a safe and healthy working environment for its employees.
(b) will strive to create a workplace in which there is mutual trust and respect and where every person feels responsible for the performance and reputation of our company.
(c) will respect the individual and each other’s rights, customs and traditions including the right to freedom of association and the right to decide whether or not to join a trade union and will negotiate in good faith with the properly elected representatives of its employees.
(d) will work towards achieving a diverse workforce, recruiting, employing and promoting employees only on the basis of objective criteria and the qualifications and abilities needed for the job to be performed.
(e) will maintain good communications with employees through our information and consultation procedures.
(f) will assist employees in realising their potential.
1.3 Customers
(a) Wheelscape Ltd is committed to providing safe, value for money, high quality, consistent, accessible and reliable services to its customers.
1.4 Shareholders
(a) Wheelscape Ltd will conduct its operations in accordance with the principles of good corporate governance.
(b) We will provide timely, regular and reliable information on the business to all our shareholders.
1.5 Business Partners and Stakeholders
(a) We aim to develop strong relationships with our suppliers, stakeholders and others with whom we have dealings, based on mutual trust, understanding and respect.
(b) In those dealings, we expect our partners to adhere to business principles consistent with our own.
(c) Wheelscape Ltd will conduct our operations in accordance with the principles of fair competition and applicable regulations.
1.6 Compliance with Law
(a) All members of the Business will comply with the laws and regulations applicable wherever they do business. Appropriate training will be provided for employees as necessary.
1.7 Business Integrity
(a) No member of Wheelscape Ltd offer, give, seek or receive, either directly or indirectly, inducements or other improper advantages for business or financial gain and no employee may offer, give, seek or receive any gift or payment which is, or could be construed as, such. If an employee is in any doubt as to whether he or she may accept an offer, that employee should discuss the issue with his or her manager or the Managing Director.
(b) Our accounting and other records and supporting documents must accurately describe and reflect the nature of the underlying transactions.
(c) No undisclosed or unrecorded account, fund or asset will be established or maintained.
(d) Wheelscape Ltd will not facilitate, support, tolerate or condone any form of money laundering.
1.8 The Environment
(a) Wheelscape Ltd is committed to making continuous improvement in the management of its environmental impact.
(b) We will work with our partners to promote environmental care, increase understanding of environmental issues and disseminate good practice.
1.9 Community Involvement
(a) Wheelscape Ltd strives to be a good corporate citizen and to fulfil our responsibilities to the societies and communities in which we operate.
1.10 Conflicts of interest and confidentiality
(a) Whilst Wheelscape Ltd respects the privacy of its employees, all Wheelscape Ltd employees are expected to avoid personal activities and financial interests, which could conflict with their responsibilities to Wheelscape Ltd.
(b) Wheelscape Ltd employees and consultants must not seek gain for themselves or others through misuse of their positions or company property.
(c) All actual and potential conflicts (including those arising from the activities or interests of close relatives or partners) should be disclosed to and discussed with an employee’s line manager.
(d) Information received by anyone in the course of his or her employment must not be used for personal gain or for any purpose other than that for which it was given.
(e) Where information is confidential, that confidentiality must be respected.
SECTION 2
SAFETY AND SECURITY
2.1 Safety
The health and safety of our employees and clients and the public is our paramount concern. Safety underpins all our operations and our central motto is “If you cannot do it safely, don’t do it”.
We have developed the following high-level health and safety policy, which underpins all of our operational health and safety policies:
(a) General Statement
The Directors of Wheelscape Ltd are committed to ensuring, so far as is reasonably practicable, the health, safety and welfare of all of its employees at work and also the safety of our clients and the public.
(b) This policy seeks continuous improvement and compliance with legislation, having proper regard to the protection of people, premises, property and the environment. It is based on the principles that:
All injuries can be prevented
The goal is zero injuries
Safety is the responsibility of all employees
Working safely is a condition of employment
(c) The Directors are tasked to ensure that so far as is reasonably practicable:
There are adequate arrangements and organisation for health and safety in place within their area of responsibility
Responsibilities for carrying out these arrangements are clearly allocated
All staff are given appropriate information, instruction and training
Adequate supervision is provided to ensure compliance with policies and safe systems of work
All other legal and statutory duties on health and safety incumbent upon Wheelscape Ltd are complied with in all their operations and locations
Performance targets are set to achieve a step change in safety performance
Adequate resources are allocated and competent persons are appointed to support the achievement of the above objectives.
(d) We will continually monitor the health and safety performance of our operations which will be subjected to periodic safety audits to assess performance.
The nine key safety principles with which all Wheelscape Ltd employees are required to comply are set out below:
Do not endanger yourself or others.
Report any hazardous condition or practice that may cause injury to people property or the environment.
Obey all rules, signs and instructions.
If you do not understand speak to your manager before you start work.
Keep your work area clean and tidy.
Disorder causes accidents, wastes time, energy and materials.
Wear protective clothing and equipment as required.
Keep it in good condition, wear it correctly and ask for a replacement if it becomes damaged or unfit for use.
All accidents, incidents and near misses must be reported to your manager.
Seek immediate help and first aid (if necessary).
Do not adjust modify or repair any piece of work equipment unless you are competent and authorised to do so.
Use only the correct tools and equipment for the job.
Check that they are in good condition before use and use them safely.
Before lifting, assess the load and your capability to move it.
Make sure you get help with any heavy or awkward items, and follow approved techniques.
If you have any suggestions to improve safety in your workplace, tell your supervisor or manager.
We also require contractors to comply with this policy whilst they are working with us.
SECTION 3
EMPLOYMENT
In formulating its employment policies, Wheelscape Ltd is guided by UK Legislation. We encourage openness, sustainability and respect for employee rights.
Our employment policies cover all employees of Wheelscape Ltd.
3.1 Equal Opportunities and Diversity Policy
a) The Directors of Wheelscape Ltd are committed to equality of opportunity both in the provision of services to the public and as an employer. This policy sets out Wheelscape Ltd’s commitment to treat equally and with fairness at all times its employees, customers, contractors and those who come into contact with the company.
(b) We are committed to seeking continuous improvement and compliance with legislation based on the following principles.
Everyone has the right to be treated with dignity and respect.
We will not discriminate on the grounds of race, gender, disability, nationality, religion, philosophical belief, political belief, age, sexual orientation, family status, trade union activity or any other factor.
We will adopt fair and inclusive practices throughout our operations and will seek to eliminate all prejudice, discrimination, bullying and harassment.
All employees have a personal responsibility for the practical application of this policy in their day-to-day activities and must support the policy at all times.
Non-compliance with this policy will be treated seriously and will not be tolerated.
(c) The Directors are required to ensure:
We create a productive and safe working environment, promoting diversity and inclusion in their workforce;
We develop new practices, as appropriate, to ensure all employees, contractors and customers are treated fairly; and
They can demonstrate continuous improvement in practices to promote diversity and equal opportunities for all.
Legislation and Codes of Practice
(d) We will comply with and exceed where possible, current national legislation. We will monitor our compliance with this policy and the requirements of relevant underpinning legislation as appropriate.
Partner Organisations
(e) We are committed to actively working with partner organisations to ensure our policies, procedures and practices are in line with best practice.
Practices and Standard Operating Procedures
(f) We will put in place practices and standard operating procedures to ensure the commitments in this policy are applied and implemented throughout the organisation.
Access to Company Premises
g) We will take all reasonable steps to ensure that our buildings and premises are accessible to disabled employees, customers and visitors as required by the Disability Discrimination Act (DDA)
Access to Information
h) We will seek to ensure that information is made available to our customers and employees in alternative formats as required.
Recruitment
i) All recruitment will be carried out with regard to fairness, equality and consistency for all candidates at all times. Recruitment practices will be inclusive and we will endeavour to ensure there are no barriers to employment of suitable candidates.
Staff Training
j) We will provide our staff with the necessary guidance and training to ensure the effective implementation of this policy and to ensure we are an inclusive employer and service provider.
Complaints
k) Any employee who feels that he or she has grounds for complaint in relation to bullying, discrimination, harassment or victimisation has the right to pursue the complaint through our grievance procedures. Customers who feel they have grounds for complaint may pursue these through our operating company customer complaints procedures. We will ensure our complaints/feedback procedures can be accessed and
used by everyone.
Reporting
l) We are committed to monitoring and reporting on our actions and achievements in relation to implementing this Diversity policy both internally and externally.
Audit
m) We are committed to ensuring that our operations comply with the requirements of this policy and will periodically audit its implementation.
3.2 Human Rights
Wheelscape Ltd supports the principles of the United Nations Universal Declaration of Human Rights and the International Labour Organisation Declaration on Fundamental Principles and Rights at Work. We will adhere to the following principles in respect of our staff.
a) We will treat all employees fairly and honestly, regardless of where they work. All staff will have agreed terms and conditions in accordance with local law or practice and will be given appropriate job skills training.
b) We will pay a fair wage reflecting local markets and conditions. We will exceed always any national minimum wage.
c) Working hours shall not be excessive. They shall comply with industry guidelines and national standards.
d) We will not employ illegal child labour, forced or bonded labour, forced overtime or condone illegal child labour.
e) Employees have the rights of freedom of association and collective bargaining. We respect the right of our employees to choose whether or not to join a trade union without influence or interference from management. Furthermore we support the right of our employees to exercise that right through a secret ballot.
f) We will negotiate in good faith with the properly elected representatives of our employees.
g) We will abide by the non-discrimination laws
h) We will not use or condone the use of mental or physical coercion or verbal abuse. We have disciplinary procedures for any member of staff whose conduct falls below the required standard.
i) We have formal grievance procedures through which staff can raise personal and work-related issues.
j) All staff will be given reasonable access to Welfare (bathroom) and rest facilities.
3.3 Data Protection
(a) We will comply with the relevant principles governing data protection.
SECTION 4
CUSTOMER AND COMMUNITY
4.1 Customers
Our vision is to deliver outstanding landscapes at cost effective rates. By aiming for the top in everything that we do, and helping each other, we can deliver the highest levels of safety and service and give greater customer and employee satisfaction. We will share all the success of our Company.
We will
act in accordance with fair business, marketing and advertising practices and take all reasonable steps to ensure the safety of our services
respect the human rights of our clients
provide transparent and effective procedures that address complaints and contribute to fair and timely resolution of disputes without undue cost or burden
not make representations or omissions nor engage in any other practices that are deceptive, misleading, fraudulent or unfair
respect customer privacy and provide protection for personal data in accordance with the relevant local law.
4.2 Stakeholders
We are committed to maintaining open and regular dialogue with all our stakeholder groups in matters that affect their interests. These range from formal consultation to regular informal contact on a day-to-day or week-to-week basis.
4.3 Suppliers
Ethical Purchasing Policy
(a) We purchase a wide range of goods and services required in the operation of our business and we also rely heavily on a number of key suppliers for the delivery of our core services. Good working relationships with our suppliers are therefore central to the success of our business. For this reason, we clearly state our purchasing policy as part of ensuring that our business standards are integrated throughout the supply chain.
(b) We are committed to obtaining and retaining competitive goods and services while at the same time ensuring they are from sources which have not jeopardised human rights, safety or the environment.
(c) We aim to develop strong relationships with our suppliers, based on mutual trust, understanding and respect.
(d) More specifically we expect our suppliers to:
1. Adhere to business principles consistent with our own.
2. Ensure that their products and services are produced and delivered to comply with all legislation relevant to their business.
3. Seek to maintain continuous improvement in their supply chain relationship with us.
4. Ensure they adopt and implement acceptable safety, environmental, product quality, product stewardship, labour, human rights, social and legal standards in line with our own code and to ensure these issues are acceptably managed within the supply chain for any products supplied to us.
(e) We will seek to work with our key suppliers to:
1. Develop long-term meaningful relations to the benefit of both parties.
2. Improve the quality, environmental performance and sustainability of goods and services where this can be achieved to the benefit of both parties.
4.4 Community
As a public specialist design and build contractor, we provide an essential service to the community. We play a role in connecting people with each other, with other communities and key community services. The operation of our services touches on all members of the community with the potential to impact positively on quality of life. We also operate from a number of properties and have responsibility to those living and working nearby as well as being a significant employer.
Our relationships with the local communities we serve are therefore very important to us and are an essential part in the growth of our business. When developing our services, we have a role to play in improving services for the community as a whole and not just our individual customers.
Through our community strategy, we therefore engage with the community at a range of levels as customers, neighbours, potential employees, businesses and residents. Through our community strategy, we seek to play our part in promoting socially inclusive policies, encouraging the young and disadvantaged and helping older members of the community and the disabled.
In line with our core values, our community strategy incorporates the following elements:
Engagement with the local communities in which we operate on the quality of our services and any changes to those services;
Working with local authorities, businesses and other interested parties to promote sustainable landscapes and improve quality of life;
Offering employment opportunities to all sectors of the community through non-discriminatory policies and promoting opportunities to disadvantaged and vulnerable groups;
Promoting engagement between our staff and the community;
Supporting local community groups and charities;
Improving the environment in and around our operations;
Promoting broader opportunities for workplace learning;
Supporting local initiatives for the development and education of young people in the areas we serve; and
SECTION 5
ENVIRONMENT
5.1 Environmental Policy
Through our core business activities we are committed to providing good quality, reliable and cost effective design and build schemes to all our customers. Our core business strategy is to deliver quality projects and encourage a greater move towards the use of outside areas. At the same time we recognise the environmental impacts arising from our business activities and are committed to reducing these through effective environmental management.
Our policy is to strive to achieve continual improvement in environmental performance.
We are committed to:
preventing pollution and reducing the overall impact of our operations on the environment.
maintaining an internal management structure for the management of environmental issues which includes clearly defined responsibilities for environmental management capable of delivering this policy commitment
complying with, and where possible exceeding applicable legal and other requirements relating to the organisation.
monitoring our environmental performance and setting objectives and targets for improvement
providing appropriate training and awareness programmes for our staff
5.2 Climate Change Policy
Climate change has now been recognised as an international issue with national governments committed to taking action to reduce greenhouse emissions. As an SME we recognise that we emit greenhouse gases from operating our vehicle fleet.
We are committed to reducing the greenhouse gas emissions from our operations in a way which supports government strategies.
Our key climate change commitments are:
To assess the potential impact to our business from evolving climate change policies as part of our on-going risk management processes.
To work actively with our suppliers
To improve the fuel efficiency of our vehicles.
To actively promote improved energy efficiency and fuel efficiency within our business.
To stay abreast of alternative developments and continue to assess their commercial viability.
5.3 Biodiversity Policy
Our policy in respect of conserving and promoting biodiversity reflects our commitment to furthering the aims of sustainable development in the management and development of our business. All businesses affect biodiversity through the use of resources and discharge of waste products. This Biodiversity Policy is therefore consistent with our broader Environmental Policy, which includes a stated commitment to minimise the environmental impacts of our operations and prevent pollution.
Our policy is to strive to enhance biodiversity where practicable.
Accordingly our commitments are:
Where we operate from sites which are designated as being of importance due to their natural habitats, we will work with the relevant authorities and affected parties to ensure protection of these habitats through effective pollution control measures and management plans with the aim of conserving or enhancing the biodiversity of these sites.
Where we are involved in the development of sites, we will comply with all relevant statutory requirements and guidelines in respect of designated areas on any of our development sites. Where significant areas of landscaping are proposed, we will aim to promote biodiversity through, for example, sensitivity of planting taking account of any local biodiversity networks or action plans. Where we consider it appropriate to do so, we will support the implementation of the UK Biodiversity Action Plan and Local Biodiversity Action Plans defining areas which require special protection and management to ensure that biodiversity is maintained.
We will seek to do this in partnership with the relevant authorities and affected parties, who promote biodiversity on a local and national level and seek to identify ways in which we may be able to support the development of selected schemes or initiatives.