Lone Working Policy / Procedure

Lone Working Policy / Procedure

Last Reviewed: 05/02/2026
Next Review Date: 05/02/2028

Objective

To ensure the safety and well-being of employees working alone or with limited supervision, including engineers carrying out surveys, site attendance, installs/de-installs, repairs, training activities, and other work-related travel or off-site tasks.

This policy supports the Company’s Health and Safety Policy and forms part of the Company’s arrangements for managing lone working safely.

Line managers are responsible for ensuring that appropriate task-specific risk assessments are completed where required.

Generic Risk Assessment

A comprehensive generic risk assessment has been conducted to identify common hazards associated with routine lone working activities, including surveys, site attendance, installs/de-installs, repairs, training activities, and work-related travel where applicable.

Employees must follow the controls and guidance set out in the generic risk assessment during day-to-day lone working.

Specific Risk Assessments

Specific risk assessments will be completed where additional job-specific information is required to supplement the Company’s generic risk assessments.

All routine activities, including surveys, equipment repairs, sensor replacement, system installation, and training activities, are covered by existing generic risk assessments. Where required, a task-specific risk assessment will be used to capture job-specific details, including but not limited to:

• location and site conditions

• task description and scope of work

• employee details and competencies

• site-specific hazards and controls

• emergency contact and response arrangements

Line managers are responsible for ensuring that the appropriate job-specific risk assessment and RAMS are completed, communicated, and understood before work begins.

Lone working is not suitable for all tasks or circumstances. Where the risk assessment identifies that the work cannot be carried out safely by one person, suitable support, assistance, or alternative arrangements must be provided and the work must not proceed on a lone-working basis.

Communication

Employees must maintain regular communication with their designated point of contact using company-issued mobile phones.

Check-in Procedures

Employees are required to follow agreed check-in procedures to confirm their location and wellbeing at appropriate intervals.

Emergency Procedures

Clearly outlined emergency procedures will be provided to lone workers, including contact details for emergency services and company personnel.

Training

Comprehensive training will be provided on lone working procedures, emergency protocols, and the use of communication devices.

Vehicle Safety

Employees operating company vehicles must:

• comply with road traffic laws

• carry out vehicle checks

• report defects promptly

Vehicles used for survey work are fitted with tracking systems to support safety and operational oversight.

On-Site Collaboration

Employees will coordinate with site personnel for awareness and adherence to site-specific safety protocols.

Where work is carried out at a client or third-party site, relevant site hazards, controls, emergency arrangements, and contact details must be confirmed before work begins.

Personal Protective Equipment (PPE)

Necessary PPE, as identified in the relevant risk assessment, RAMS, and site-specific requirements, must be worn.

Responsibilities

Employees

Employees must:

• follow risk assessments and lone working procedures

• maintain communication and check-in requirements

• report concerns, incidents, or unsafe conditions promptly

• work must not proceed where lone working arrangements, communication methods, emergency arrangements, or site conditions are considered unsuitable or insufficient. In such cases, the employee must contact their manager before continuing

Managers

Managers must:

• ensure generic and task-specific risk assessments are in place

• provide training and guidance on lone working procedures

• monitor lone workers and respond appropriately to alerts, missed check-ins, incidents, or concerns

• consider, where relevant, whether any medical condition, medication, or other personal factor may affect an employee’s suitability to work alone

Review

This policy will be reviewed every 2 years, or sooner if necessary.

Joe Charlesworth

Director - Highway Data Systems Ltd