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Health and Safety Policy

Health and Safety Policy Statement 

Payara is committed to ensuring, so far as is reasonably practicable, the health, safety, and welfare of all our employees, contractors, suppliers, visitors, and anyone who may be affected by our operations. We maintain safe and healthy working conditions through the control of health and safety risks arising from our work activities, both in an office environment and for remote workers.   

Health and safety is everyone’s responsibility at Payara. We expect all individuals to take reasonable care of themselves and others, cooperate on safety matters, and report hazards or concerns promptly.  

We aim to:  

  • Prevent accidents and work-related ill health.  
  • Provide safe and healthy working conditions for all.  
  • Identify hazards, assess risks, and implement appropriate control measures.  
  • Provide employees and individuals with the information, training, and supervision  
  • Continuously improve our health and safety management through regular monitoring and review.  

Scope 

This policy applies to all Payara employees, contractors, suppliers, and visitors across all our workplaces, including remote environments, our UK and Portugal office, and any other temporary or travel locations where work is performed on behalf of Payara.  

 Individuals travelling on behalf of the company are expected to maintain a healthy and safe working environment for themselves and others. When travelling internationally, it is the individual’s responsibility to be aware of local health and safety requirements (including substance use), and to comply with them. Full advice can be found on government websites.  

Payara will: 

  • Comply fully with all applicable UK health and safety laws and guidance, including the Health and Safety at Work Act 1974, Management of Health and Safety at Work Regulations, Equality Act 2010, Fire Safety Act 2021, and relevant PPE updates.  
  • Provide and maintain workplaces, systems, and equipment that are safe and healthy, so far as reasonably practicable. 
  • Work with our Landlord to ensure that all Health and Safety activities beyond our office space are compliant with relevant legislation 
  • People Operations and Operations teams will carry out regular risk assessments that cover physical, mental, ergonomic, and fire safety risks—including for remote/hybrid workers and keep relevant documentation as evidence of checks. They will ensure that a First Aid kit is fully stocked and available in our office location  
  • Take all reasonable measures to prevent accidents, injuries, illness, and work-related stress, including through management of risks, safe use of equipment, supporting mental health, and promotion of flexible working where needed.  
  • People Operations will provide all employees with clear health and safety information, training and supervision needed to work safely and efficiently. 
  • Operations will consult with employees and safety representatives on matters affecting health and safety. 
  • Operations teams will oversee accident reporting and RIDDOR submissions 

Other Responsibilities 

  • All staff, visitors, freelancers etc must follow health and safety procedures, use safety equipment provided, and avoid risky behaviours. Failing to comply with this policy and associated process will be treated as misconduct and be dealt with under our Disciplinary policy 
  • All Freelancers must provide evidence appropriate insurance  
  • Specific duties are assigned to the board, managers, and supervisors for implementing this policy. 
  • Employees must report accidents, unsafe working conditions, or work-related ill health immediately. 
  • Managers must investigate accidents/incidents, provide support, and monitor outcomes. They should report findings to the People Operations or Operations team 
  • All staff must uphold equality, dignity, and inclusion in all health and safety matters. All dealings must be free from bullying, harassment, or discrimination. 

Reporting and Recording 

  • Operations and People Operations are responsible for all accidents, incidents, ill health cases, and hazards must be recorded, reported, and fully investigated. 
  • A confidential reporting system is available for health, safety, or wellbeing concerns. Victimisation of those reporting is a disciplinary offence. 

Prevention and Process 

  • Regular health and safety training—covering expected behaviours, risk controls, mental health, and home/remote working risks—is mandatory.  
  • Fire Drills are carried out annual at our office as part of a wider on-site program – all employees present during a drill should follow instructions given at the time and leave the building quickly and calmly. If you need assistance – please contact the reception team for help. Do not attempt to put out fires unless you are trained to do so. If you become aware of a fire leave the building and call emergency services. All remote workers should know the nearest emergency exit from their location and follow any instructions given. 
  • Fire safety is enforced, with up-to-date risk assessments and instructions.  
  • Payara ensures that the Company First Aider and Fire Marshall for the office are trained regularly to qualification standards 
  • Risk assessments are completed for all workspaces, and regular review ensures relevance. 
  • All new roles and employment relationships will be accompanied by health and safety induction. 
  • Display Screen Equipment (DSE) self – assessments are conducted for office and remote staff through an online third party provider . All Employees must provide photographic evidence of their remote workplace annually and during the on boarding process and after review must comply with any changes that are recommended by the business. Failure to do so may result in the benefit of remote working being revoked and you will be asked to return to the office. 
  • The business has a remote working charter/ policy that clearly states the business expectations including those around health and safety  
  • Employees must only use equipment in accordance with operating instructions. Any fault, damage to or concern about any equipment or its use must immediately be reported to the IT Operations team. Employees must not attempt to repair equipment as this will invalidate company insurance or warranties 
  • In the event of a National Health Alert, Payara will comply with official guidance to reduce risk and ensure compliance. This may be dealt with under our BCDR policy and process  
  • Individuals traveling on behalf of the business to other countries are responsible for their own awareness of any health alerts in the countries they are visiting, and they have taken any recommended precautions, and follow health advice published by the government. 
  • The business recognises health and well being are vital for employees therefore we will promote awareness and open discussion of mental health. We will provide free access to mental health professionals hoping anyone affected can get early support and advice 

Monitoring and Review 

  • This policy will be monitored, audited, and reviewed regularly to ensure ongoing compliance and effectiveness. 

Any changes in law or regulation will result in updates to this policy and all relevant procedures. 



Last revised: 6 November 2025