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Strategia Data Sciences

Employee Health, Safety & Wellbeing Policy

Employee Health, Safety & Wellbeing Policy

Version: 1.0

Prepared for: Company Internal Use.

Purpose: To promote employee wellbeing, safety and mental health across the organisation.

Review Cycle: Annually.

Contents

  1. Policy Introduction
  2. Company Commitment to Wellbeing
  3. Healthy Eating Guidance
  4. Physical Activity and Fitness
  5. Alcohol Awareness
  6. Smoking and Smoking Cessation
  7. Mental Wellbeing
  8. Workplace Wellbeing tool – My Friend for the Workplace
  9. Workplace Bullying and Harassment
  10. Domestic Abuse Awareness and Support
  11. Manager Responsibilities 
  12. Employee Responsibilities 
  13. Signs Someone May Need Support
  14. Reporting Concerns
  15. UK Support Organisations and Helplines
  16. Legal and Regulatory Compliance (UK)
  17. Policy Overview

1. Policy Introduction

This document sets out the organisation’s commitment to protecting and promoting the health, safety and wellbeing of employees.

A healthy workplace benefits both employees and the organisation. Supporting wellbeing can improve productivity, engagement, morale and long‑term health outcomes.

This policy outlines guidance, resources and procedures that support employees across physical health, mental wellbeing and personal safety.

2. Company Commitment to Wellbeing

The organisation is committed to:

  • Promoting healthy lifestyles
    • Supporting employee mental health
    • Maintaining a respectful workplace culture
    • Providing support when employees face personal challenges
    • Ensuring a safe and inclusive working environment

Wellbeing is considered an essential component of a sustainable and productive workforce.

3. Healthy Eating Guidance

Good nutrition supports concentration, energy levels and long‑term health.

Employees are encouraged to:

  • Eat balanced meals throughout the day
    • Include fruit and vegetables in daily meals (ideally five portions)
    • Choose whole grains where possible
    • Include healthy protein sources such as fish, eggs, beans and lean meat
    • Reduce high sugar and highly processed foods
    • Drink adequate water throughout the working day

Workplace Tips:
• Take proper lunch breaks away from desks where possible
• Avoid skipping meals
• Keep healthy snacks available

4. Physical Activity and Fitness

Regular exercise improves both physical and mental wellbeing.

The NHS recommends adults complete at least 150 minutes of moderate physical activity
each week.

Examples include:
• Walking
• Cycling
• Swimming
• Gym activity
• Yoga or stretching

Employees are encouraged to take short movement breaks during the workday, particularly when performing desk‑based work.

5. Alcohol Awareness

Excessive alcohol consumption can impact health, mental wellbeing and workplace performance.

Employees should be aware of recommended safe drinking guidelines and seek support if alcohol begins to negatively affect their health or personal life.

Support organisations:
• Alcohol Change UK
• NHS Alcohol Support Services

6. Smoking and Smoking Cessation

Smoking significantly increases the risk of serious health conditions including heart disease, cancer and respiratory illness.

Employees wishing to quit smoking are encouraged to access available support services, including NHS Smokefree programmes and GP support.

7. Mental Wellbeing

Mental health is a key component of overall wellbeing.

Employees can support their mental wellbeing by:

  • Maintaining a healthy work‑life balance
    • Taking regular breaks
    • Ensuring adequate sleep
    • Maintaining social connections
    • Practicing stress‑management techniques

Seeking support early is strongly encouraged.

8. Workplace Wellbeing Tool - My Friend for the Workplace

Employees have access to the internal wellbeing application:

My Friend for the Workplace

This AI‑driven bi‑directional conversational platform allows employees to discuss concerns confidentially and without judgement.

Key features include:

  • Private conversational support
    • Guidance for managing stress or workplace challenges
    • Emotional wellbeing reflection tools
    • Signposting to additional support services

The platform is designed to provide early support and encourage individuals to access further help when required.

9. Workplace Bullying and Harassment

The organisation maintains a zero‑tolerance approach to bullying, harassment and intimidation.

Examples may include:

  • Verbal abuse
    • Intimidation or threats
    • Offensive comments
    • Social exclusion
    • Persistent unfair criticism

All employees have the right to work in a respectful environment.
Reports will be investigated fairly and confidentially.

10. Domestic Abuse Awareness and Support

Domestic abuse may include physical violence, emotional abuse, coercive control, financial control or psychological harm.

The organisation recognises that domestic abuse can affect employee safety and wellbeing.

Employees experiencing domestic abuse are encouraged to seek confidential support through HR or external services.

11. Manager Responsibilities

Managers play an important role in supporting employee wellbeing.

Managers are expected to:

  • Promote a respectful workplace culture
    • Monitor workload and workplace stress risks
    • Respond appropriately to wellbeing concerns
    • Signpost employees to available support services
    • Handle disclosures sensitively and confidentially

12. Employee Responsibilities

Employees are encouraged to:

  • Take reasonable care of their own wellbeing
    • Treat colleagues with respect
    • Seek support when experiencing difficulties
    • Report inappropriate behaviour or workplace concerns

13. Signs Someone May Need Support

Indicators that a colleague may be struggling include:

  • Changes in behaviour or mood
    • Reduced work performance
    • Increased absence
    • Withdrawal from colleagues
    • Signs of distress or anxiety

Managers and colleagues should approach concerns sensitively.

14. Reporting Concerns

Employees may report concerns relating to wellbeing, harassment or personal safety through:

  • Their line manager
    • Human Resources
    • Company wellbeing channels
    • Formal grievance procedures

All reports will be handled in line with organisational policies and confidentiality standards.

15. UK Support Organisations and Help Lines

Mental Health Support:
Samaritans – 116 123 (24 hours)
Mind – 0300 123 3393

Domestic Abuse Support:
National Domestic Abuse Helpline – 0808 2000 247
Refuge – nationaldahelpline.org.uk

Workplace Advice:
ACAS – 0300 123 1100

Alcohol Support:
Alcohol Change UK

Smoking Support:
NHS Smokefree

16. Legal and Regulatory Compliance (UK)

This policy supports compliance with relevant UK legislation including:

  • Health and Safety at Work etc. Act 1974
    • Equality Act 2010
    • Employment Rights Act 1996
    • Protection from Harassment Act 1997
    • Domestic Abuse Act 2021
    • Management of Health and Safety at Work Regulations 1999

The organisation has a duty to ensure the health, safety and welfare of employees, including risks relating to workplace stress and wellbeing.

17. Policy Governance and Review

This policy will be reviewed annually to ensure it remains aligned with best practice, legal requirements and organisational needs.

Responsibility for policy oversight sits with the organisation’s Human Resources or Wellbeing Leadership Team.

Strategia Data Sciences