Fire Safety Policy

Fire Safety Policy and Procedures

Last Updated: 29/03/2025

Next Review Date : 29/03/26

Introduction

As tenants of the premises, this policy statement outlines the measures to be taken by management and employees to ensure satisfactory fire precautions are achieved and maintained at Highway Data Systems Limited.

Legislative Framework

Fire safety legislation aims to ensure the safety of all individuals within the premises, including employees, contractors, and visitors. It sets out rights and responsibilities concerning fire safety. Anyone with control over premises is responsible for ensuring the safety of occupants from fire hazards.

Responsibilities

It is the duty of management to oversee fire safety measures, ensure risk assessments are conducted annually, and designate fire safety officers or wardens. Employees are obligated to cooperate with employers to ensure the safety of others from fire and report any concerns promptly.  As tenants, we are also obligated to cooperate with property management.

Enforcement

For most premises, the Fire and Rescue Service is responsible for enforcing fire safety legislation. They may conduct visits to ascertain compliance with fire safety requirements. Non-compliance may result in legal penalties or closure of premises.

Management Commitment

Management commitment to fire safety is vital for achieving and maintaining suitable fire safety standards and fostering a culture of fire safety among staff. Management will allocate necessary resources for training, equipment, and regular inspections to uphold fire safety standards.

Fire Precautions and Procedures

HDS will:

• Ensure Fire Risk assessments are conducted and reviewed annually by competent persons, specifying roles and responsibilities of designated fire safety officers or Wardens.

• Provide and maintain fire precautions, including detection systems, alarms, means of escape, and fire-fighting equipment, including regular maintenance of fire doors to ensure proper closure.

• Promote safe working practices to reduce fire hazards and encourage vigilance among employees, emphasising proper storage of flammable materials and prohibition of storing them near ignition sources.

• Ensure clear emergency procedures notices are displayed, detailing evacuation routes and assembly points.

• Maintain and service fire extinguishers, emergency lighting systems, and warning systems regularly.

• Provide comprehensive training to staff on fire safety procedures, evacuation protocols, and recognition of fire hazards.

• Conduct regular fire drills every six months to test the effectiveness of emergency procedures and evacuation routes.

Annual Fire Risk Assessments

HDS will ensure fire risk assessments are carried out annually by competent persons or when necessary to identify and mitigate risks. Significant findings will be recorded, and any shortfalls addressed and corrected promptly. Employees will receive training to recognise and report fire hazards during these assessments.

Employee Responsibilities

Employees shall:

• Cooperate with the company’s fire safety policy and procedures, including participation in fire drills and reporting of hazards.

• Adhere to operating procedures and instructions for safe equipment use, including proper storage of machinery and tools to prevent fire hazards.

• Follow emergency procedures and avoid actions that hinder their effectiveness, such as propping open fire doors.

• Report any faulty equipment immediately to management or designated personnel.

• Comply with the no-smoking policy and be aware of designated smoking areas and emergency procedures.

• Maintain clear fire exits and ensure fire doors remain closed and unobstructed.

Roles and Responsibilities of Fire Wardens

During Routine Working

The role of the fire warden includes:

 Checking that those present in the workplace are complying with procedures and abiding by safe working practices.

• Ensuring fire doors are not wedged open, locked shut when not in use, and checked regularly.

• Verifying that fire exits are available, operate correctly, and all evacuation routes leading to and beyond them remain free of any obstruction or hazard.

• Checking smoke alarms and ensuring smoke detectors and sensors are undamaged, free of any accumulations of dust, and not subject to any conditions likely to interfere with their correct operation.

• Ensuring fire extinguishers are where they should be, unobstructed, and in a usable condition.

• Emergency lighting indicators are visible.

Routinely, Fire Wardens will ensure that:

• Fire alarms are operating correctly, available, and are in apparent working order.

• Firefighting equipment is available and in working order.

• All escape routes are available and free of any prohibited items.

• Emergency lighting is working.

• All evacuation signage is present, obvious, and unambiguous.

• All fire doors are closed correctly.

Additionally, any employees who are permanently or temporarily impaired will be risk-assessed, and a Personal Emergency Evacuation Plan (PEEP) will be prepared. PEEPs will be communicated to relevant employees and regularly reviewed and updated as needed.

In the Event of an Evacuation:

• Fire Wardens will conduct a sweep of a pre-designated area to ensure that all occupants are evacuated. They will communicate effectively during evacuations, including assisting with the evacuation of any employees who are permanently or temporarily impaired.

• Fire Wardens will maintain communication with the emergency services and provide them with necessary information, including the layout of the premises, location of fire exits, evacuation routes, location of firefighting equipment, location of any hazardous materials and stores, and where the main electricity, gas, and water supply can be isolated.

Evacuation Procedures

Emergency evacuation procedures will be clearly communicated to all staff, and fire drills will be conducted every 6 months to ensure familiarity and effectiveness. Emergency evacuation plans are located throughout the premises and attached to this policy as Annex A.

There are at least two trained fire wardens employed for the premises.  The fire wardens are responsible for sweeping the premises to ensure that the entire building has been evacuated. A roll call will be conducted at the assembly point to ensure everyone is present.

Means of Escape

Primary and alternative escape routes will be maintained and kept free from obstructions, with clear signage indicating evacuation routes.  Emergency lighting systems along escape routes will be maintained and tested regularly.

Machinery, Equipment, and Tools

HDS will conduct pre-use checks and regular testing of electrical equipment. All equipment will be used and maintained in accordance with manufacturer instructions. Employees are prohibited from plugging in personal items. Storage of machinery, equipment, and tools will be organised to prevent fire hazards.

Contractors

Contractors shall be asked to verify that tools and equipment comply with relevant standards and undergo fire safety orientation before commencing work on the premises.

Heating

Portable heaters should not be necessary, however, if they are needed management permission must be granted and the heaters maintained and used in accordance with manufacturer instructions. Electric heaters will not be used with extension cables. They must not be left unattended, and there should never be anything covering an electric heater. Heaters must be placed in a clear, open area where they are not at risk of being covered or obstructed.

Outside Areas

External areas will be kept clean and waste-free, and employees will be vigilant for suspicious activity, reporting any concerns promptly to management.

Housekeeping

The workplace will be kept clean and tidy, with waste removed regularly to minimise fire hazards.

Storage

Storage areas will be appropriate for their contents and separated from other premises areas, with special precautions taken for storing hazardous materials to prevent fire risks.

Smoking

Smoking is prohibited inside the building, and designated smoking areas will be provided, equipped with proper receptacles for cigarette disposal.

Hazardous Materials

Any hazardous materials will be subject to COSHH assessments, and access will be restricted to authorised personnel trained in handling and storage procedures.

Fire Records

All fire precautions, checks, inspections, and maintenance will be recorded in the fire records and stored in the Monday.Com, H&S, Premises Servicing and Maintenance Board which will be maintained by designated personnel.

Review and Revision

This policy will be reviewed annually or as needed to ensure compliance with regulations and best practices, incorporating feedback from fire drills and incidents to continually improve fire safety measures.

This policy will be reviewed annually or sooner if necessary.

Annex A

Emergency Evacuation Procedures

Fire Evacuation Procedure

69 Knowl Piece

Hitchin

SG4 0TY

In the event of a fire or emergency the following procedure must be adhered to :

Discovering a Fire

1.      Raise the Alarm.

2.      Summon the emergency services – Dial 999.

3.      If you have received suitable and sufficient training, and it is safe to do so, use the nearest appropriate fire extinguisher.  Never put yourself at risk and ensure your escape route is available.  If the fire cannot be extinguished immediately, withdraw closing all doors behind you.

4.      Leave the building using the nearest available fire exit away from the fire.

5.      Report to the assembly point located at the corner of the car park adjacent to Unit 77 where the fire warden will provide further instructions and account for all staff and any visitors.

6.    Confirm the emergency services have been called.

7.      Await further instructions from the Fire and Rescue Services/Fire Warden before re-entering the building.

If you hear the Fire Alarm

1.      Leave the building using the nearest available fire exit away from the fire.

2.      Do not collect personal belongings.

3.      Do not run, push or overtake.

4.      Report to the assembly point located at the corner of the car park adjacent to Unit 77   where the fire warden will provide further instructions and account for all staff and visitors.

5.      Await further instructions from the Fire and Rescue Services/Fire Warden before re-entering the building.

Fire Wardens

1.      Pick up the visitors sign in/out book.  Pick up the Fire Safety Register if safe to do so.

2.      Perform sweep of zones, ensuring that all staff and visitors are escorted to the nearest exit.  Fire Wardens must not put themselves at risk whilst conducting their sweeps.

3.      Ensure any Personal Emergency Evacuation Procedures (PEEP) have been completed.

4.      Proceed to the assembly point located at the corner of the car park adjacent to Unit 77.

5.    Confirm the emergency services have been called.

6.      Carry out a roll call to ensure the presence of all staff and visitors at the assembly point.

Await further instructions from the Fire and Rescue Services before re-entering the building.

Medical and First Aid Attention

1.      First Aiders if safe to do so, collect the First Aid Kit (this should be allocated near an exit so it can be safely collected on the way out).

2.      Administer First Aid as required.

3.      If further medical assistance is necessary alert the Fire Warden immediately and summon the emergency services for an ambulance.

Tests and Drills

It is vital that everyone familiarises themselves with the escape routes and emergency procedures.

A test of the alarm shall be carried out every Tuesday at 9am for approximately 10 seconds.

The fire alarm is a continuous electronic siren.

Two evacuation drills shall take place annually.  They will be monitored to check for any shortfalls and to implement improvements.

Remember

Confusion arises from not knowing what to do and this can cause more problems than the emergency itself!

Joe Charlesworth

Director - Highway Data Systems Ltd

29/03/25