Personal Protective Equipment (PPE) Policy / Procedure

Last Reviewed: 26/03/2026

Next Review Date: 26/03/2028

Purpose

The purpose of this policy and procedure is to ensure that suitable personal protective equipment (PPE) is identified, provided, issued, used, maintained, and replaced where required to protect employees and others working under the Company’s control from residual risks that cannot be adequately controlled by other means.

This policy supports the Company’s Health and Safety Policy and forms part of the Company’s arrangements for controlling workplace risks and protecting employees during office, operational, site-based, travelling, and off-site activities.

Scope

This policy applies to all employees and, where relevant, others working under the Company’s control.

It applies to PPE used in connection with:

surveys
site attendance
installs / de-installs / repairs
training activities
lone working
office and workshop activities where relevant
travel and operational activities where PPE is required by RAMS, risk assessments, site rules, or legal requirements

Policy Statement

The Company is committed to providing suitable PPE where a risk assessment identifies that risks cannot be adequately controlled by other equally or more effective means.

PPE will be:

selected based on the hazard, the task, the user, and the environment
provided free of charge where required for work
compatible where more than one item must be worn
maintained, stored, and replaced as necessary
supported by suitable information, instruction, and training
used in accordance with RAMS, risk assessments, site rules, and safe systems of work

PPE does not replace the need to eliminate or control risks at source and should be used as a final control measure or as additional protection where other controls do not fully remove the risk.

General Principles

PPE will only be used where it is necessary and suitable for the task.

The Company will consider:

the risks involved
the conditions where the PPE will be used
the period for which it will be worn
the needs of the individual user
compatibility with other PPE
applicable standards and conformity marking
manufacturer’s instructions

Where appropriate, PPE will meet the relevant standard for the activity and type of protection required.

Responsibilities

Management

Management is responsible for:

ensuring PPE requirements are identified through risk assessments, RAMS, safe systems of work, and site requirements
ensuring suitable PPE is provided where required
ensuring PPE is issued, recorded, and replaced where necessary
ensuring PPE standards and classifications are maintained
ensuring employees receive suitable information, instruction, and training
ensuring arrangements are in place for storage, maintenance, and replacement
monitoring compliance with PPE requirements

Employees

Employees are responsible for:

wearing PPE where required
using PPE in accordance with training and instruction
checking PPE before use, where appropriate
keeping PPE in reasonable condition
storing PPE correctly when not in use
reporting any loss, defect, damage, wear, or unsuitability immediately
not misusing or intentionally damaging PPE

Identification of PPE Requirements

PPE requirements will be identified through:

risk assessments
RAMS
task-specific or site-specific assessments
safe systems of work
client / principal contractor requirements
equipment and activity-specific hazards
incident, audit, or review findings

The Company’s PPE classification records may be used to support this process and identify required items and relevant standards for different work activities.

Selection of PPE

PPE must be suitable for the user and the task.

This includes considering:

the nature of the hazard
the work environment
comfort and fit
compatibility with other items of PPE
relevant standards
whether the PPE is disposable or reusable
the need for cleaning, maintenance, testing, or replacement

Where more than one item of PPE is worn, it must be compatible and continue to provide effective protection.

Provision and Issue of PPE

The Company will issue PPE as required for the role, task, and work environment.

Issue records will be maintained where appropriate, including details such as:

employee name
item issued
date issued
status
any replacement or reissue details

The Company’s PPE issue records are maintained through the Monday.com Health and Safety Board and supporting documentation.

Requests for new, replacement, or additional PPE must be made through the Company’s approved PPE request / issue process. This may be completed using the Company’s current digital form or system in place at the time.

Mandatory and Task-Specific PPE

Where PPE is identified as mandatory, it must be worn.

The specific PPE required may vary depending on the task, environment, and RAMS, but may include:

safety helmets
eye protection
high-visibility clothing
hand protection
safety footwear
hearing protection
respiratory protection
other specialist PPE where required

PPE requirements must also take account of site-specific rules and client requirements.

Information, Instruction and Training

Employees required to use PPE must receive adequate and appropriate information, instruction, and training.

Training will include, where relevant:

the risks the PPE is intended to protect against
why the PPE is required
how to wear, fit, adjust, and use it correctly
limitations of the PPE
how to store it
how to check it before use
how to keep it in efficient condition
how to report loss, defects, or concerns

Where appropriate, demonstrations and in-house training resources may be used. The Company may use in-house training materials, including PPE training videos, as part of its training arrangements.

Maintenance, Storage and Replacement

The Company is responsible for ensuring that PPE provided for work is maintained, including cleaning or replacement as appropriate, in an efficient state, in efficient working order, and in good repair.

Maintenance arrangements will depend on the type of PPE and may include:

visual checks
user inspections
cleaning
drying
repair
replacement
following manufacturer schedules and instructions

Reusable PPE must be stored properly when not in use, for example in a clean, dry location. Replacement PPE should be available where required.

Defects, Loss and Unsuitable PPE

Any PPE that is lost, defective, damaged, worn, contaminated, or unsuitable must be reported immediately.

Defective or unsuitable PPE must not be relied upon for protection and must be replaced or withdrawn from use as appropriate.

Work must not proceed where required PPE is not available, is defective, or is unsuitable for the task, unless the risk has been otherwise adequately controlled and the activity has been reviewed by management.

Monitoring and Review

Compliance with this policy will be monitored through:

supervision
RAMS and site checks
PPE issue records
training records
inspections and reviews
feedback from employees
incident and near miss investigations where relevant

PPE requirements and arrangements must be reviewed where:

work activities change
new hazards are identified
site rules or client requirements change
PPE proves unsuitable
incidents, audits, or feedback identify issues

Records

The Company will maintain records relating to PPE as appropriate, including:

PPE classification / standard records
PPE issue records
PPE request / replacement records
training records
relevant inspection, review, or replacement records

These records are maintained through the Company’s Monday.com Health and Safety Board and supporting documentation.