Health & Safety Policy

HAE is committed to ensuring the health, safety and well-being of its employees, managers, consultants, agents, shareholders, and clients.

HAE Group (HAE) is a global multi-platform air cargo industry services and solutions provider. Our dedicated teams around the world offer services globally. We employ 440 people worldwide. Our policies’ development and approval is centralised and their implementation is mandatory for all entities of the group.

HAE is responsible for providing a safe and healthy working environment for all employees and visitors. However, we expect all employees to take responsibility for their own health and safety and that of others who may be affected by their actions.

This policy applies to all employees, officers, consultants, self-employed contractors, casual workers, agency workers, volunteers, and interns. It also applies to anyone visiting our premises or using our vehicles.

All managers and supervisors are responsible for ensuring that their teams are aware of and comply with this policy. They should also ensure that all hazards and risks are identified, assessed, and managed appropriately.

Employees are responsible for reporting any hazards or incidents immediately to their manager or supervisor. They should also follow all health and safety procedures and use any safety equipment provided.

The purpose of this policy is to set out our arrangements in relation to:

1. Assessment and control of health and safety risks arising from work activities;
2. Preventing accidents and work-related ill health;
3. Consultation with employees on matters affecting their health and safety;
4. Provision and maintenance of a safe workplace and equipment;
5. Information, instruction, training and supervision in safe working methods and procedures;
6. Emergency procedures in cases of fire or other major incidents.

This policy does not form part of any contract of employment or other contract to provide services and we may amend it at any time.

1. Risk Assessments

1.1 Hazard Identification

The Group will conduct regular inspections of the workplace to identify any hazards or potential risks. Hazards may include, but are not limited to: electrical equipment, manual handling, slips, trips and falls, fire safety, and display screen equipment.

1.2 Risk Assessment

Once hazards have been identified, we will assess the level of risk associated with each hazard. This will include considering the likelihood of the hazard occurring and the potential consequences.

1.3 Control Measures

The Group will implement appropriate control measures to manage any risks identified. Control measures may include eliminating the hazard, substituting the hazard with a less risky alternative, implementing controls, providing personal protective equipment when required, providing training and information to employees, and ensuring that all equipment is regularly inspected and maintained.

1.4 Review

The Group will regularly review our risk assessments to ensure that they remain effective and relevant. This will include reviewing our control measures to identify any areas for improvement.

1.5 Responsibilities

All employees have a responsibility to participate in the risk assessment process by reporting any hazards or risks to their line manager or supervisor. All managers and supervisors are responsible for ensuring that their teams are aware of and comply with this policy. They are also responsible for conducting risk assessments and implementing control measures to manage any risks identified.

2. Fire Safety

2.1 Fire Risk Assessment

We will conduct regular fire risk assessments of our office environment to identify any hazards or potential risks. This will include considering potential sources of ignition, the combustibility of materials present, and the means of escape in the event of a fire.

2.2 Fire Prevention

We will implement appropriate measures to prevent fires from occurring. This includes ensuring that all electrical equipment is regularly inspected and maintained, reducing the use of flammable materials, and prohibiting smoking on office premises.

2.3 Fire Detection and Warning

We will install appropriate fire detection and warning systems, such as smoke detectors and fire alarms, to ensure that any potential fire is detected and communicated to all occupants of the building.

2.4 Means of Escape

We will ensure that all occupants of the building have a clear and safe means of escape in the event of a fire. This includes ensuring that all escape routes are clearly marked and free from obstructions.

2.5 Firefighting Equipment

We will provide appropriate firefighting equipment, such as fire extinguishers and fire blankets, to enable employees to tackle small fires and prevent them from spreading.

2.6 Training and Drills

We will provide appropriate training and information to all employees on fire safety procedures, including evacuation procedures and the use of firefighting equipment. We will also conduct regular fire drills to ensure that all occupants of the building are aware of the procedures to follow in the event of a fire.

2.7 Responsibilities

All employees have a responsibility to participate in the fire safety process by reporting any potential fire hazards or incidents to their manager or supervisor. Managers and supervisors are responsible for ensuring that their teams are aware of and comply with this policy. They are also responsible for conducting regular fire risk assessments and implementing appropriate control measures.

3. First Aid

3.1 First Aid Provision

The Group will provide appropriate first aid provision for all employees and visitors. This includes ensuring that trained first aiders are available and that first aid equipment is readily available and accessible.

3.2 First Aid Training

The Group will provide appropriate first aid training to designated first aiders and basic first aid awareness training for all employees.

3.3 First Aid Equipment

The Group will ensure that appropriate first aid equipment is always available and regularly checked and maintained.

3.4 Reporting of Incidents

The Group will implement procedures for reporting and recording workplace incidents, injuries, and illnesses. This information will be used to improve first aid provision and training.

3.5 Emergency Procedures

Appropriate emergency procedures, including evacuation procedures and communication protocols, will be maintained to ensure first aid can be delivered quickly and effectively.

3.6 Responsibilities

Employees must report hazards and incidents. Designated first aiders are responsible for providing immediate and effective first aid. Managers and supervisors are responsible for ensuring compliance and maintaining first aid arrangements.

4. Electrical Safety

4.1 Electrical Equipment

All electrical equipment used in the workplace must be fit for purpose and maintained in good condition. Damaged or faulty equipment must be reported immediately and removed from use.

4.2 Electrical Installations

Electrical installations must be designed and installed in accordance with relevant regulations and standards. Any alterations must be completed by a competent person and documented.

4.3 Electrical Safety Training

Employees who use electrical equipment must receive appropriate electrical safety training.

4.4 Electrical Safety Inspections

Regular inspections must be carried out by a competent person, with corrective action taken as necessary.

4.5 Electrical Safety Procedures

Appropriate procedures must be maintained for using equipment, working near installations, and carrying out maintenance or repairs.

4.6 Responsibilities

Employees must follow electrical safety procedures and report hazards. Managers and supervisors must ensure suitable safety measures are implemented.

5. National Health Alerts

5.1 Epidemic or Pandemic Response

In the event of an epidemic or pandemic alert, we will organise operations and provide guidance in accordance with official recommendations to reduce infection risks.

5.2 Remote Working

During a pandemic, employees may be provided with mobile workstations to enable remote working.

5.3 Compliance

Employees are required to comply with all instructions issued during such circumstances.

6. Manual Handling

6.1 Risk Assessments

All manual handling tasks must be assessed for risks and suitable control measures implemented.

6.2 Training

Employees undertaking manual handling activities must receive appropriate training.

6.3 Manual Handling Aids

Where possible, mechanical aids such as trolleys and lifting equipment should be used.

6.4 Posture and Techniques

Employees must use safe lifting techniques, including keeping the back straight, bending the knees, and holding loads close to the body.

6.5 Reporting and Recording

Incidents and near misses relating to manual handling must be recorded and reported.

6.6 Responsibilities

Employees must comply with manual handling procedures, while managers and supervisors must assess risks and provide training.

7. Display Screen Equipment (DSE)

7.1 Risk Assessments

All DSE workstations must be assessed and adjusted to minimise risks.

7.2 Workstation Design

Workstations must provide suitable lighting, adjustable furniture, and sufficient space.

7.3 Display Screen Equipment

Screens and equipment must be adjusted to suit individual user needs.

7.4 Breaks and Changes in Activity

Users should take regular breaks and vary activities to minimise strain.

7.5 Training

Employees must receive training on safe DSE use and workstation setup.

7.6 Responsibilities

Employees, managers, supervisors, and the Health and Safety Manager all share responsibility for DSE safety.

8. Stress

8.1 Risk Assessments

Work activities must be assessed for stress-related risks.

8.2 Workload Management

Workloads must be managed to prevent employees becoming overwhelmed.

8.3 Supportive Work Environment

A supportive environment should be maintained through feedback, recognition, and development opportunities.

8.4 Work-Life Balance

A healthy work-life balance should be encouraged through flexible arrangements where appropriate.

8.5 Training

Employees must receive training on recognising and managing stress.

8.6 Responsibilities

Managers and supervisors are responsible for ensuring workloads remain manageable and that support is provided.

9. Accidents and Incidents

9.1 Reporting

All accidents and incidents must be reported immediately using company procedures.

9.2 Investigation

All incidents must be investigated to identify root causes and corrective actions.

9.3 Corrective Actions

Corrective actions must be implemented promptly to prevent recurrence.

9.4 Communication

Employees must be informed of significant incidents and resulting corrective actions.

9.5 Record Keeping

Accurate records of accidents, investigations, and corrective actions must be maintained.

9.6 Responsibilities

Employees must report incidents and cooperate with investigations. Managers and the Human Resources Manager are responsible for implementation and monitoring.

10. Ergonomics

10.1 Workspace Design

Workspaces must be designed to promote good posture, minimise strain, and reduce injury risks.

10.2 Equipment Selection

Equipment must be selected according to ergonomic principles, including comfort and adjustability.

10.3 Training

Employees must receive ergonomics training when they join and periodically thereafter.

10.4 Reporting

Employees must report discomfort or ergonomic injuries through company procedures.

10.5 Evaluation

Workspaces and equipment must be periodically reviewed and adjusted where necessary.

10.6 Responsibilities

Employees, managers, supervisors, and designated safety officers all share responsibility for maintaining ergonomic standards.

Policy Statement

This policy is designed to promote a safe and healthy workplace. By applying these principles, providing employees with proper training, and periodically evaluating effectiveness, we can reduce risks, prevent injuries, and promote employee wellbeing. All employees are expected to comply with this policy and contribute to maintaining a safe and healthy workplace.

This policy shall always be used in compliance with local laws and regulations, and any applicable local health and safety laws shall take precedence over this policy.

If you have any concerns about health and safety, please contact your line manager.