Hoist Hire Services Ltd

For more than 30 years, is the South West region’s leading Construction Hoist Hire provider covering the South West Quadrant of the UK, South Wales & the Midlands

Hoist Hire Company Policies

You will find below a list of policies issued by Hoist Hire Services.

Privacy Notice & Data Protection

PRIVACY NOTICE & DATA PROTECTION

Purpose

Hoist Hire Services Ltd [“The Company”] is committed to maintaining the accuracy, confidentiality and security of the personal information for individuals whose data we process as part of doing business.

This Privacy Notice describes what personal information the company collects from or about each individual, how it is used, why it is used and to whom it may be disclosed.

Scope

It applies to all individuals such as Employees, Customers, Suppliers, Third-Party sources and the general public who may come into contact with the company.

Introduction

We gather and use certain information about individuals to conduct our business effectively.

This Privacy Notice may be updated from time to time. This Privacy Notice is effective from 14 May 2019.

The company is committed to processing all data in accordance with its responsibilities under the Data Protection Act 2018 [DPA 2018] and the Generation Data Protection Regulation [GDPR]. The DPA 2018 and GDPR requires that any personal data held shall follow the rules called ‘data protection principles’. Personal data shall be;

processed fairly, lawfully, and in a transparent manner in relation to individuals;
obtained and processed only for specified and lawful purposes;
adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed;
accurate and kept up to date;
held securely and kept for no longer than necessary;
handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage; and
not transferred to a country outside the European Economic Area unless there is an adequate level of data protection in that country.

If you have any questions about this notice, please email info@hoisthire.co.uk or write to: Data Protection Officer, Hoist Hire Services Ltd, Mardle Way, Buckfastleigh, Devon, TQ11 ONR.

How we obtain information about you

For all individuals we may collect:

If you contact us directly via our website, email or telephone to request information about our products and services.
If you procure a service directly from us.
If, with your permission where necessary, your contact details are passed to us by a Partner or other third party.
When you report a problem with our website.
When you contact us or we contact you, we may keep a record of that correspondence (e.g. telephone calls and written communication).
We may ask you to complete surveys that we use for research purposes.
From third party suppliers with whom we have a contract to supply services.
If we acquired your personal data from other sources (such as private companies or institutions, public registers, social media sites) with your permission.

For individuals who work on behalf of the company:

We collect personal information about applicants, employees and workers through the application and recruitment process, either directly from candidates or sometimes from an employment agency.
We may sometimes collect additional information from third parties including former employers, referees, credit reference agencies or other background check agencies.
In addition, we will collect additional personal information in the course of job-related activities throughout the period of you working forus.
If you operate a company vehicle.

If you give us information on behalf of someone else you must ensure that you have their permission to do so and that they have been provided with this Privacy Policy before doing so.

If you are under 16 please do not provide us with any of your information unless you have the permission of your parent or guardian.

Please help us to keep your information up to date by informing us of any changes to your contact details.

You may request a change to your personal information by emailing us at info@hoisthire.co.uk.

What information we gather from you

For all individuals we may collect:

Name and job title.
Contact information including email address and phone number.
Demographic information, such as postcode, preferences and interests.
Home address contact details for the purpose of sending postal communications.
Information you provide us about your interests.
Information relating to purchases and services, including complaints and claim.

For individuals who work on behalf of the company:

We may collect, store and use various categories of personal information about you such as your personal details, emergency contact information, recruitment information, employment records, payment details, performance information, disciplinary and grievance information and information about your use of our IT and communications systems.
We may also collect, store and use “special categories” of more sensitive personal information such as information about your race or ethnicity, religious beliefs and sexual orientation, your health and about any criminal convictions and offences.

How we use this information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances;

where we need to perform the contract we have entered into with you;
where we need to comply with a legal obligation; and
where it is necessary for our legitimate interests (or those of a third party), apart from where your interests, freedoms or fundamental rights override those interests.

We may also use your personal information in the following situations, which are likely to be rare;

where we need to protect your interests (or someone else’s interests); and
where it is needed in the public interest.

Collecting this data helps us operate our business effectively and offer improved client and employee

Below are some specific examples of how your data might be used.

For all individuals:

For our own internal records.
To carry out our obligations arising from any contracts entered by you, your company and us.
To contact you in response to a specific enquiry.
To seek your views or comments on the services we provide.
To notify you of changes to our services.
To customise and secure our IT services.
To contact you with information about company updates, services, and other things we think might be relevant to you.

For individuals working on behalf of the company:

Making a decision about your recruitment, appointment and potential promotions.
Conducting performance reviews, managing performance and determining performance requirements.
Making decisions about pay reviews.
Gathering evidence for possible grievance or disciplinary hearings.
Dealing with legal proceedings involving you, or other employees, workers and contractors, including accidents at work.
Ascertaining your fitness to work.
Managing sickness absence.
Complying with health and safety obligations.
To prevent fraud.
To monitor your use of our IT and communication systems to ensure compliance with our IT policies.
For equal opportunities monitoring.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider we need to use it for another reason and that reason is compatible with the original purpose.

Controlling information about you

We will never share your personal information to third parties unless we have your permission or the law requires us to.

Third Party Service Providers working on our behalf: We may pass your information to our third party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.

Please be reassured that we will not release your information to third parties for them to use for their own purposes, unless you have requested us to do so or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Any personal information we hold about you is stored and processed under our data protection policy, in line with the GDPR.

Security

To prevent unauthorised disclosure or access to your information, we have implemented physical and electronic security safeguards. When you give us personal information the Company shall ensure;

steps are taken to ensure that it’s treated securely, both in locked paper filing systems and through secure electronic records through a layer of password security whilst using modern software that is kept-up-to-date;
access is limited to personnel who need access and appropriate security will be in place toavoid unauthorised access or sharing of information;
any deletion of personal data is done safely such that the data is irrecoverable; and
appropriate back-up and disaster recovery solutions are in place.

Where we have given you (or where you have chosen) a password which enables you to access company IT services, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

We also take necessary steps to ensure we work with all personal data in line with the GDPR.

Your Rights

Under certain circumstances, you have the right to review, verify, correct or request erasure of your personal information, object to the processing of it, or request that we transfer a copy of your personal information to another party.

However, if you fail to provide certain information when requested, or object to its processing, we may not be able to perform the contract we have entered into with you (such as paying you or providing a service / benefit), or we may be prevented from complying with our legal obligations (such as to ensure the health and safety of our staff).

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) (the UK supervisory authority for data protection issues) on individual’s rights under the GDPR. If you would like to exercise any of those rights or have any queries in relation to your personal information, please email us on info@hoisthire.co.uk or write to: Data Protection Officer, Hoist Hire Services Ltd, Mardle Way, Buckfastleigh, Devon, TQ11 ONR.

If you are unsatisfied with our response to any data protection issues you raise with us, you have the right to make a complaint to the ICO.

Breach

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Company shall promptly assess the risk to employee’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).

Policy Dated 14/05/25

Quality Policy

It is the policy of Hoist Hire Services Limited to provide customers with a quality product and service which meets their needs by ensuring the appropriate hoists conform to the relevant legal compliance, quality specification and standards or specifications agreed with customers.

The success of Hoist Hire Services Limited depends on the continual improvement in the hire & supply of Construction Hoists. The Quality Management System (QMS) will meet and wherever possible exceed the requirements of the ISO 9001 standard. Customer expectations will be enhanced through a focused workforce committed in providing a nationally and internationally recognised service. This relies upon the skills, knowledge, experience, professionalism and commitment of its employees and suppliers.

The Company is guided by the following principles:

Senior Management to be “champions” of continual improvement by demonstrating a visible and positive commitment to quality for all areas of the business;
Motivate employees to achieve their full potential by providing appropriate training, experience and self-development enabling them to become champions;
Communicate the company’s aims and objectives of continual improvement and how they are to be achieved;
Committed to good professional practice, risk identification and to the overall quality of its Hoists both in selection, maintenance and servicing for its customers;
Ensure compliance and commitment to international standards through its management;
The company shall attain and maintain the highest possible standard of service to its customers; and
Ensure the quality policy is implemented and understood throughout the company through well-defined work instructions, which operate and maintain the quality system.

The quality system requirements are fully documented and reviewed regularly to ensure full and effective operation. These requirements will be fully applied by everyone. The quality system, quality policy and quality objectives are reviewed regularly at management review to ensure full and effective operation.

Policy Dated 21/10/25

Health & Safety Policy Statement of Intent

HEALTH AND SAFETY POLICY STATEMENT

This statement of intent should be read in conjunction with the full Health and Safety Policy
which details the arrangements and responsibilities of our Occupational Health and Safety
Management System.
It is our aim to ensure, so far as is reasonably practicable, the health and safety of our
employees and third parties who may be affected by our work activities. We are committed to:

complying with all legal and other applicable requirements
the prevention of injury and ill health, and
continually improving our occupational health and safety management and performance.

Progress towards these objectives will be monitored and subject to periodic review by
management.

The Senior Management Team leads by example and supports a positive health and safety
culture where everyone meets their responsibilities for the safety and health of themselves
and others. The Director Responsible for Safety has ultimate responsibility for health and
safety.

Nominated employees have been assigned duties as Health and Safety Co-ordinators and
specific responsibilities for health and safety matters have been assigned to line managers.
Communication between all levels of employees within the Company is paramount. We will
ensure that all employees have the knowledge and competence they need to meet their
individual and collective responsibilities. All our employees will be given adequate supervision, information, instruction and training as is necessary to carry out their duties on behalf of the company.

We will identify significant hazards and plan for their elimination, reduction and control by conducting risk assessments at regular intervals, the results of which will be communicated to our employees.

We will ensure that the resources necessary to achieve the objectives of this policy are made available.

An annual review of this policy and associated procedures will be carried out to ensure their
continued effectiveness and where necessary amended. Any amendments will be brought to the attention of all persons that need to know.

The full Health and Safety Policy is available on request to interested parties

Policy of Intent Dated 20/06/26

A full copy of the Health & Safety Policy can be requested from our Head Office.

Environmental Policy & Statement of Intent

Scope

Operating from offices in Bristol, Buckfastleigh and Dudley, Hoist Hire Services Ltd (HHSL) is a hoist hire service provider specialising in the supply, erection, maintenance and inspection of hired construction hoists, pre-installation and consultancy to commercial, industrial, residential healthcare, retail, leisure, private and other clients located in the South West Quadrant of the UK, South Wales and the Midlands. No environmentally related equipment is in use that requires calibration.

Consideration has been given to the needs and expectations of interested parties, all internal and external issues as well as the risks and opportunities and compliance issues that might affect the EMS.

Hoist Hire Services Ltd has developed and implemented an Environmental Management System (EMS), which uses ISO 14001:2015 as a framework that allows our organisation to document and improve our environmental practices in order to better satisfy the needs and expectations of our customers, stakeholders and interested parties. Hoist Hire Services Ltd is committed, through our environmental policies, to the operation of an EMS that elicits the following intended outcomes:

Enhance environmental performance, by protecting the environment by preventing or mitigating adverse environmental impacts;
Fulfil compliance obligations by mitigating potential adverse effects of environmental conditions;
Achieve environmental objectives by controlling or influencing the way our organisation’s products and services are designed, manufactured, distributed, consumed and disposed.

The figure below illustrates our methodology for the development of our EMS, using the plan, do, check and act process approach, to implement and deliver management system objectives, stakeholder requirements and environmental compliance.

Certification to the international standard ISO 14001:2015 will help achieve these intended outcomes and demonstrates that the EMS is effective and provides value for the environment, Hoist Hire Services Ltd, and its interested parties. Our EMS addresses and supports our wider strategies for the development of sustainable and environmentally friendly technologies and practices throughout our industry.

Hoist Hire Services Ltd is committed to:

Establishing, implementing, maintaining and improving its environmental management system;
Assuring itself of conformity to the Environmental policy
Demonstrating compliance with relevant legislation and with the requirements of ISO 14001:2015

This policy applies to all Hoist Hire Services Ltd operations both on-site at South Liberty Lane, Ashton, Bristol and offsite during installations, restorations etc.

This EMS manual is used to familiarise our customers, interested parties, or individuals with the controls that have been implemented and to assure them that the integrity of our EMS is maintained and is focused on meeting its intended outcomes.

This manual also describes the structure and interactions of our EMS, delineates authorities, inter relationships and responsibilities of personnel who operate within the boundaries of Hoist Hire Services Ltd’s Environmental Management System. The manual also references procedures, process and activities that comprise our EMS.

Policy Dated 20/06/26

Mental Health & Well-being Policy

It is the policy of Hoist Hire Services Ltd (HHSL) to establish, promote and maintain the mental health and wellbeing of all staff through workplace practices, and to encourage staff to take responsibility for their own mental health and wellbeing.

HHSL believes that the mental health and wellbeing of our staff is key to organisational success and sustainability. As a company committed to raising the awareness of Mental Health issues we have adopted and committed to the principles of the Building Mental Health Charter.

Our Goals:

To build and maintain a workplace environment and culture that supports mental health and wellbeing and prevents discrimination (including bullying and harassment).
To increase employee knowledge and awareness of mental health and wellbeing issues and behaviours.
To reduce stigma around depression and anxiety in the workplace.
To facilitate employee’s active participation in a range of initiatives that support mental health and wellbeing.
To ensure there are Mental Health First-Aid (MHFA) trained staff within the business to offer mental health & well-being support.

All employees are encouraged to:

Understand & consider this policy while completing work-related duties and at any time while representing HHSL.
Support fellow workers in their awareness of this policy
Support and contribute to HHSL’s aim of providing a mentally healthy and supportive environment for all workers.

All employees have a responsibility to:

Take reasonable care of their own mental health and wellbeing, including physical health
Take reasonable care that their actions do not affect the health and safety of other people in the workplace.

Managers have a responsibility to:

actively support and contribute to the implementation of this policy, including its goals
manage the implementation and review of this policy.

Policy Dated 13/10/23

Corporate Social Responsibility

Good Corporate Citizen

Hoist Hire Services Limited seeks to be a good corporate citizen in everything that we do. 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 Company’s operations and have been developed and continue to be reviewed against and updated by reference to relevant codes of corporate governance.

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 Hoist Hire Services Limited Board of Directors supports 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 Hoist Hire Services Limited companies 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 Board of Hoist Hire Services Limited. Each Branch Manager is responsible for ensuring that the principles set out in this policy is 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 by the Company 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 Board of Hoist Hire Services Limited 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 Company’s Code of Business Ethics, which is set out in Section 1. The other areas covered by this policy are, Employment (Section 2), Customer and Community (Section 3) and Environment (Section 4).

Policy Dated 20/06/26

Anti Slavery Policy

The company has a zero-tolerance approach to slavery and is committed to preventing acts of slavery and human trafficking from occurring within both its business and supply chain. It is expected that all suppliers, contractors and other business partners will uphold these same high standards.

We have ensured due diligence in our processes, by:

Making our employees aware of the Modern Slavery Act, including the definitions of slavery and human trafficking;
Telling staff what to do if they suspect a case of slavery or human trafficking.

These procedures are designed to:

Identify and assess potential risk areas in our business and supply chains;
Reduce the risk of slavery and human trafficking occurring in our business and supply chains;
Monitor potential risk areas in our business and supply chains;
Provide adequate protection for whistle blowers.

We have a zero tolerance to slavery and human trafficking and require all those in our supply chain and contractors to comply with our values, and adopt the same zero tolerance approach. This is communicated to them at the outset of our business relationship and is regularly reinforced thereafter. We may cease to work with individuals and organisations working on our behalf if they do not comply with our approach.

This statement is made pursuant to section 54(1) of the Modern Slavery Act 2015 and constitutes the company’s slavery and human trafficking statement for the present financial year.

Policy Dated 19/03/25

Anti Bribery and Corruption Policy

It is the Policy of the Company to ensure that our business is conducted according to ethical, professional and legal standards in a fair, honest and open manner.

The Company has a zero-tolerance approach to all forms of bribery and corruption which include:

The direct or indirect promise, offering or authorisation of anything of value;
The offer or receipt of any kickback, loan, fee, reward or other advantage;
The giving of aid, donations or voting designed to exert improper influence;
Payments for lavish or inappropriate entertainment or travel;
Favours including offers of employment;
Facilitation payments;
Inflated commissions;
Fake consultancy agreements.

The Company opposes all forms of bribery and corruption, large as well as small, whether initiated by corrupt officials or corrupt companies or individuals, and whether it takes place in the public or private sector, in the UK or abroad.

To adhere to the policy, we will:

Ensure all Company personnel are provided with training on the Company Policy on anti-bribery and corruption so they can recognise the signs and take steps to avoid it;
Encourage employees, subcontractors and business partners to report any suspicions of bribery and/or corruption through formal ‘whistle blowing’ channels or more informally through our Company ‘open door’ policy which enables any individuals to discuss any concerns they may have with senior management in a confidential environment;
Have an understanding of how bribery may occur during the Company’s operations and the impacts this could have, implementing appropriate control measures as necessary to prevent occurrence;
Use appropriate disciplinary and other sanctions for violations of the policy and/or laws against bribery and corruption.

Failure to comply with this policy may result in disciplinary action, including dismissal or appropriate sanctions, in addition to civil and criminal charges. We will monitor and regularly review this Anti-Bribery and Corruption Policy in order to ensure its continuing suitability and also undertake monitoring of employee expenses records to ascertain any anomalies which may fall into the scope of this Policy.

Policy Dated 11/03/25

Alcohol & Drugs Policy Statement

The Company recognises its health & safety responsibilities as an employer, particularly in relation to the prevention of accidents and the maintenance of a safe and healthy work environment.

The Company will endeavour to have in place procedures to prevent, in so far as is reasonably practicable, an offence under any relevant criminal and civil legislation and to monitor the effectiveness of such procedures.

This policy statement and our supporting ‘Fit to work / Drugs & Alcohol’ policy procedures applies to all Hoist Hire Services Ltd employees working on, or visiting any Hoist Hire Services Ltd Offices, premises, workplaces or while on company business.

The Company’s aims and objectives of this policy are to:

Ensure that all employees are aware of the Company’s position with regard to alcohol and drugs mis-use and the procedure for random and for cause testing and the consequences of a positive test;
Encourage employees not to cover up for colleagues who may have an alcohol or drug problem but rather to recognise that collusion represents a false sense of loyalty and will in the longer term damage those colleagues;
Ensure employees who recognise that they have a drink or drug problem, or that they are at risk of developing one, are encouraged to come forward for help and speak in confidence with their line manager where they can gain access to professional support and assistance;
Identify when alcohol and drug misuse may become a health rather than a disciplinary issue;
Recognise the need to protect the interests of the Company, its customers and employees while adopting a supportive approach aimed at assisting employees to recognise and address alcohol or drug problems.

The Director for Health & Safety has overall responsibility for the implementation of this policy and testing regimes. It will be reviewed periodically, as required.

All employees have an obligation to take reasonable care for their safety and for the safety of other people who may be affected by their acts or omissions. They are also obliged to co-operate with Hoist Hire Services Ltd in respect of matters concerning health and safety, including alcohol & drug testing requirements.

Policy Dated 13/06/26