Prop247 Health & Safety Policy

Last updated 1st January 2026

1. Introducton and Policy Statement

Prop247 is committed to ensuring the health, safety, and welfare of its employees, contractors, clients (landlords and tenants), and any other persons who may be affected by our operations. While Prop247 operates without traditional physical office premises, we recognise our legal and moral obligations to provide a safe working environment for our remote staff and to manage health and safety risks effectively at all properties under our management. Our goal is to prevent accidents, injuries, and ill-health by promoting a proactive health and safety culture. We will achieve this through robust risk assessment, clear procedures, adequate training, and continuous review of our practices.

2. Legal and Regulatory

This policy adheres to the requirements of key UK health and safety legislation, including:

  • Health and Safety at Work etc. Act 1974 (HSWA): The overarching legislation placing general duties on employers, employees, and those in control of premises.
  • Management of Health and Safety at Work Regulations 1999 (MHSWR): Requires employers to conduct risk assessments, implement control measures, and provide information and training.
  • Workplace (Health, Safety and Welfare) Regulations 1992: While primarily for traditional workplaces, principles regarding welfare apply to remote working.
  • Provision and Use of Work Equipment Regulations 1998 (PUWER): Applies to equipment used by employees, including in remote settings.
  • Display Screen Equipment (DSE) Regulations 1992: Applicable to all employees regularly using DSE, including remote workers.
  • Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR): Requires the reporting of serious workplace incidents.
  • Gas Safety (Installation and Use) Regulations 1998: Specific to gas appliances in managed properties.
  • Electrical Safety Standards in the Private Rented Sector (England) Regulations 2020 / Equivalent Scottish/Welsh Regulations: Specific to electrical safety in managed properties.
  • Regulatory Reform (Fire Safety) Order 2005 (for England & Wales) / Fire (Scotland) Act 2005: Applies to properties under management.
  • Control of Asbestos Regulations 2012: Applies to non-domestic parts of managed properties or where work is undertaken.
  • Housing Health and Safety Rating System (HHSRS): While not direct health and safety legislation for employers, it guides risk assessment in properties under management.
  • Compliance: Clearly lists the foundational legislation, demonstrating a comprehensive understanding of the legal landscape.

3. Roles and Responsibilities

3.1 Ultimate Responsibility (Prop247 Directors / Senior Management):

The Directors of Prop247 have ultimate responsibility for health and safety, ensuring:

  • Sufficient resources (time, budget, personnel) are allocated for health and safety.
  • This policy is implemented, monitored, and reviewed.
  • Competent persons are appointed to assist with health and safety duties.
  • Compliance: Directors/senior management hold ultimate responsibility under HSWA.
3.2 Health and Safety Lead

Irvine Conner (Chief Operating Officer is the designated Health and Safety Lead for Prop247. Responsibilities include:

  • Advising Directors on health and safety matters.
  • Overseeing the implementation of this policy.
  • Ensuring risk assessments are conducted and reviewed.
  • Coordinating health and safety training.
  • Managing incident reporting and investigation.
  • Liaising with external contractors on health and safety matters.
  • Best Practice: Designating a specific lead ensures clear accountability and expertise.
3.3 All Employees and Contractors

Every employee and contractor working for or on behalf of Prop247 has a duty to:

  • Take reasonable care for their own health and safety and that of others who may be affected by their acts or omissions.
  • Co-operate with Prop247 on health and safety matters.
  • Report any hazards, near misses, or incidents immediately to the Health and Safety Lead. - Follow all health and safety procedures and training provided.
  • Compliance: Individual duties under HSWA and MHSWR.

4. Risk Assessment

Prop247 will carry out suitable and sufficient risk assessments for all significant activities that pose a risk to health and safety. These include:

4.1 Remote/Home Working Risk Assessment

  • Focus: Ergonomics of the workstation (desk, chair, lighting, DSE setup), electrical safety of equipment, suitable working environment, mental well-being (isolation, work-life balance), fire safety in the home.
  • Procedure: Employees will complete a self-assessment questionnaire, reviewed by the Health and Safety Lead. Prop247 will provide guidance and, where necessary, equipment or adjustments to ensure a safe working setup.
  • Compliance: Required under MHSWR. Recognises the unique risks of remote work.
4.2 one Working Risk Assessment (Property Visits)
  • Focus: Risks associated with visiting properties alone (e.g., encountering aggressive individuals, insecure premises, poorly maintained areas, lack of emergency assistance, remote locations, late-night visits).
  • Procedure: A specific risk assessment for property viewings, inspections, and contractor visits will be conducted. This will inform safe working practices.
  • Compliance: Critical under MHSWR, especially for property agents due to the nature of their work.
4.3 Property-Specific Risk Assessment (Managed Properties)
  • Focus: Identifying hazards within properties under management that could pose a risk to tenants, visitors, or contractors (e.g., structural defects, damp, asbestos, legionella, fire hazards, unsafe stairs, electrical faults, gas safety).
  • Procedure: While landlords have primary responsibility, Prop247, as managing agent, will implement procedures to:
    • Ensure landlords are aware of their health and safety responsibilities.
    • Verify the existence of valid safety certificates (Gas Safety, EICR, EPC).
    • Advise landlords on common hazards and required actions (e.g., smoke/CO alarms, Legionella risk assessments, HHSRS concerns).
    • Oversee competent contractors to rectify identified hazards.
  • Compliance: While not directly responsible for the structure of the property, managing agents have a duty to ensure work on properties is safe and to communicate hazards to relevant parties. This relates to the HSWA duties to non employees and duties under various property-specific regulations.

5. Control Measures and Procedures

Prop247 will implement a range of control measures based on our risk assessments:

5.1 Remote / Home Working Controls
  • Ergonomics: Provision of advice on workstation setup, DSE breaks. Where a need is identified and agreed, Prop247 may contribute to the cost of ergonomic equipment (e.g., chair, monitor).
  • Equipment: Ensuring all company-provided equipment (laptops, phones) is safe and regularly maintained. Guidance on safe use of personal equipment.
  • Communication: Regular check-ins with staff, promoting breaks, ensuring access to mental health support resources.
  • Data Security: Robust IT security measures as per our Data Protection Policy to protect data when working remotely.
5.2 Lone Working & Property Visit Controls:
  • Buddy System/Check-in Procedures: A mandatory system where staff inform a colleague/manager of their itinerary, expected return time, and check-in upon arrival and departure from a property.
  • Personal Safety Devices: Provision of mobile phones with emergency contacts, location sharing features, or dedicated lone worker apps if deemed necessary.
  • Risk Assessment Prior to Visit: Staff will be required to review property history, tenant notes, and assess potential risks before attending any property.
  • Avoidance of High-Risk Situations: Guidance on when to avoid or postpone visits, or require dual attendance (e.g., if there are known issues with aggression, or if the property is structurally unsound).
  • Meeting in Public: Encouraging initial meetings with new clients/tenants in public spaces if there are any initial concerns.
  • Reporting: Immediate reporting of any incidents or near misses during property visits.
5.3 Property Management Safety Controls (for Landlords & Tenants):
  • Safety Certificate Management:
    • Gas Safety: Ensuring annual gas safety checks are performed by a Gas Safe registered engineer, and certificates provided to tenants within 28 days and to the landlord.
    • Electrical Safety (EICR): Ensuring electrical installations are inspected every 5 years (or sooner if specified) by a qualified person, and certificates provided to tenants and landlord.
    • Energy Performance Certificate (EPC): Ensuring a valid EPC is in place before marketing and provided to prospective tenants.
    • Smoke and Carbon Monoxide Alarms: Advising landlords on the legal requirement for smoke alarms on each storey and CO alarms in rooms with a fixed combustion appliance (excluding gas cookers), and ensuring they are tested at the start of a tenancy.
  • Maintenance & Repairs:
    • Competent Contractors: Ensuring all contractors working on properties are suitably qualified, insured, and aware of their health and safety responsibilities. We will conduct checks on contractor certifications.
    • Reporting System: Clear procedures for tenants to report maintenance issues, with timely response protocols.
    • Emergency Procedures: Clear emergency contact details for tenants for urgent repairs (e.g., gas leaks, major water leaks).
  • Fire Safety: Advising landlords on their responsibility to ensure properties are safe from fire risks (e.g., clear escape routes, fire-resistant furniture, provision of fire blankets/extinguishers where appropriate in HMOs).
  • Legionella: Advising landlords of their duty to assess and control the risk of Legionella bacteria in water systems.
  • Asbestos: Advising landlords (for non-domestic parts or where work is undertaken) of their duty to manage asbestos in common parts of HMOs or blocks of flats.
  • HHSRS Awareness: Ensuring staff understand the principles of HHSRS to identify and advise landlords on potential Category 1 or 2 hazards in properties.

6. Information, Instruction and Training

Prop247 will provide adequate health and safety information, instruction, and training to all employees and relevant contractors, covering:

  • - This Health and Safety Policy and specific procedures.
  • Risk assessments relevant to their roles (remote working, lone working).
  • Specific training on property-related safety legislation (Gas, Electrical, Fire, HHSRS, Legionella).
  • How to identify and report hazards, near misses, and incidents.
  • Emergency procedures and first aid awareness (for remote working context).
  • Mental health awareness and support resources. - Compliance: A fundamental requirement under HSWA and MHSWR.

6. Information, Instruction and Training

Prop247 will provide adequate health and safety information, instruction, and training to all employees and relevant contractors, covering:

  • This Health and Safety Policy and specific procedures.
  • Risk assessments relevant to their roles (remote working, lone working).
  • Specific training on property-related safety legislation (Gas, Electrical, Fire, HHSRS, Legionella).
  • How to identify and report hazards, near misses, and incidents.
  • Emergency procedures and first aid awareness (for remote working context). - Mental health awareness and support resources.
  • Compliance: A fundamental requirement under HSWA and MHSWR.

7. Incident Reporting and Investigation (RIDDOR)

Prop247 will provide adequate health and safety information, instruction, and training to all employees and relevant contractors, covering:

  • All accidents, injuries, dangerous occurrences, and near misses, whether involving staff, contractors, clients, or members of the public, must be reported immediately to the Health and Safety Lead.
  • Prop247 will thoroughly investigate all incidents to identify root causes and implement corrective actions to prevent recurrence.
  • Prop247 will comply with RIDDOR requirements for reporting specified incidents (deaths, major injuries, certain occupational diseases, and dangerous occurrences) to the Health and Safety Executive (HSE).
  • Compliance: RIDDOR is mandatory reporting. Investigation is key to preventing recurrence.

8. First Aid and Emergency Procedures

Prop247 will provide adequate health and safety information, instruction, and training to all employees and relevant contractors, covering:

  • Given the remote nature of operations, Prop247 will ensure all staff are aware of how to summon emergency services (e.g., 999 in the UK).
  • Staff will be provided with basic first aid guidance and encouraged to consider local first aid training if frequently visiting properties.
  • Emergency contact information for all staff will be maintained.
  • For property visits, staff will carry charged mobile phones and be aware of emergency exits and assembly points at properties.
  • Best Practice: Adapts traditional first aid requirements to a remote model.

9. First Aid and Emergency Procedures

This Health and Safety Policy and associated procedures will be reviewed at least annually, or earlier if:

  • There are changes in legislation or industry guidance.
  • There are changes in our business activities or services.
  • Following any significant incident or near miss.
  • New risks are identified.

The effectiveness of our health and safety arrangements will be monitored through incident reports, risk assessment reviews, and feedback from staff and clients.

10. Communication

This policy will be communicated to all employees and relevant contractors and will be readily accessible on Prop247's internal digital platforms. Health and safety information will be shared proactively to ensure continuous awareness.

11. Contact Information

For any health and safety concerns, or to report an incident, please contact: Irvine Conner Prop 247 Email: info:prop24.co.uk and use Subject: Health & Safety