Our Policies

It is the duty of all our senior personnel to ensure that safety and health factors are fully considered when undertaking services or when carrying out or changing process procedures. Such staff are also responsible for ensuring that employees are adequately trained and made fully aware of hazards in their department and Regulations and Codes of Practice pertaining to Safety and Health.

It is the policy of Swan Environmental that its operations are executed at all times in such a way as to ensure, so far as is reasonably practicable, the health, safety and welfare of all its employees, and all other persons likely to be affected by its operations, including contractors and the public and to provide the necessary training and information to carry out the policy.

Swan Environmental recognises that occupational health and safety is of prime importance in the management of its business, The achievement of a high standard of occupational safety and health awareness and its realisation throughout its activities is not only essential, but results in greater efficiency, better working conditions and enhancement of its reputation as an employer in provision of high quality professional services. Safe and Healthy working conditions create an environment from which employer and employee benefit and it is the responsibility of both management and employees to work together to achieve this goal.

In realising its responsibilities in relation to its own employees and those of its clients, sub work package contractors and other persons affected by its work operations, including members of the public, Swan Environmental makes the following statement.

It is Swan Environmental policy that as far as is reasonably practicable, we will provide:

  • Well maintained equipment and safe systems of work.
  • Suitable arrangements for the use, handling, storage and transport of articles and substances.
  • Adequate information, instruction, training and supervision to enable work to be carried out safely.
  • Safe premises and work places, including access to and egress from them.
  • Safe working environments with adequate facilities.
  • Communication and advisory facilities as required.
  • Safe working procedures with adequate risk assessments and designs for all tasks

A Director to be responsible for health, safety and welfare has been appointed and his duties are set out in the policy documents.

It is the responsibility of management and employees to implement this policy together with their collective and individual responsibilities.

Swan Environmental produces and updates detailed organisation and arrangements for the implementation of this policy at least yearly and in line with changes to legislation.

Swan Environmental will appoint a competent safety co-ordinator whose duties are set out in the policy documents.

1. What information do we collect?

We collect and process personal data about you when you interact with us and our services and when you purchase services from us.

The personal data we process includes:
• your name;
• your home or work address, email address and/or phone number;
• your job title;
• your payment details, including billing and delivery addresses and bank details;
• and/or any other information you provide.

2. How do we use this information?

We process the personal data listed in paragraph 1 above for the following purposes:

• as required to establish and fulfil a contract / schedule of services / appointment with you, for example, if you enter into an agreement to provide or receive services. This may include verifying your identity, taking payments, communicating with you and arranging the delivery or other provision of our services. We require this information in order to enter into a contract with you and are unable to do so without it;
• to comply with applicable law and regulation;
• in accordance with our legitimate interests in protecting our business interests and legal rights, including but not limited to, use in connection with legal claims, compliance, regulatory and investigative purposes (including disclosure of such information in connection with legal process or litigation);
• with your express consent to respond to any comments or complaints we may receive from you, and/or in accordance with our legitimate interests including to investigate any complaints received from you or from others, about our website or our services;
• we may use information you provide to personalise (i) our communications to you; (ii) our website; and (iii) services for you, in accordance with our legitimate interests;
• we may monitor any supplier account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, in accordance with applicable law and our legitimate interests;

3. With whom and where will we share your information?

We may share your personal data with any subsidiaries to process it for the purposes of administration and to deliver our services where elements of these are provided by any Group companies other than those with which you have directly contracted.

We may also share your personal data with the below third parties:

• our professional advisors such as our auditors and external legal and financial advisors;
• our suppliers, business partners and sub-contractors; and/or
• search engine and web analytics.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if needed for the legal protection of our legitimate interests in compliance with applicable laws.

Personal data may also be shared with third party service providers who will process it on our behalf for the purposes above. Such third parties include, but are not limited to, providers of website hosting, maintenance. In the event that our business or any part of it is sold or integrated with another business, your details will be disclosed to our advisers and those of any prospective purchaser and will be passed to the new owners of the business.

4. How long will you keep my personal data?

We will not keep your personal information for any purpose for longer than is necessary and will only retain the personal information that is necessary in relation to the purpose.

We are also required to retain certain information as required by law or for as long as is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions.

Where you are a client or supplier, we will keep your information for the length of any contractual relationship you have with us. Personal supplier bank details will be removed from our system if no activity after 12 months.

5. Where is my data stored?

The data that we collect from you will be processed by staff operating within the European Economic Area (“EEA”), who work for us or for one of our suppliers.

6. What are my rights in relation to my personal data?

You have the right to ask us not to process your personal data for marketing purposes.

We will not use your data to market our services or undertake online research however we may on occasions wish to contact you regarding future events we would like to invite you to. Should you wish to be removed from our Events Database, please contact Sara Schofield (sara@swanenvironmental.co.uk or 01977 624364).

Where you have consented to us using your personal data, you can withdraw that consent at any time. If the information we hold about you is inaccurate or incomplete, you can notify us and ask us to correct or supplement it.

You also have the right, with some exceptions and qualifications, to ask us to provide a copy of any personal data we hold about you.

Where you have provided your data to us and it is processed by automated means, you may be able to request that we provide it to you in a structured, machine readable format.

If you have a complaint about how we have handled your personal data, you may be able to ask us to restrict how we use your personal data while your complaint is resolved.

In some circumstances you can ask us to erase your personal data
(a) by withdrawing your consent for us to use it;
(b) if it is no longer necessary for us to use your personal data;
(c) if you object to the use of your personal data and we don’t have a good reason to continue to use it; or
(d) if we haven’t handled your personal data in accordance with our obligations.

7. Where can I find more information?

Should you have any queries regarding this Privacy Notice, about Swan Environmental Services’ processing of your personal data or wish to exercise your rights you can contact our HR Director on sara@swanenvironmental.co.uk

If you are not happy with our response, you can contact the Information Commissioner’s Office: https://ico.org.uk/

Swan Environmental Limited recognise that meeting the needs of the present should not compromise the abilities of future generations to meet their own needs. We believe that it is possible to function as a profitable organisation whilst maintaining high standards of environmental performance.

In realising our responsibility:

We aim to:

• Raise the profile of environmental issues.
• Bring about a wider understanding among both employees and contractors of how their activities affect the environment.
• Promote high standards of environmental management.
• Minimise or eliminate altogether any adverse impacts the Company may have on the environment.

We aim to achieve this by:

• Seeking to persuade clients, suppliers and contractors (subject to the company’s influence) to adopt the highest possible environmental standards; without entailing excessive cost.
• Adopting a “cradle to grave” outlook on all projects; in other words, considering the long-term environmental implications of any proposed solutions.
• Prioritising the use of recycled and recyclable office products.
• Being efficient in the use of all materials, supplies and energy.
• Using renewable, recyclable and recycled products wherever possible.
• Using environmentally friendly products where possible.
• Recycling unavoidable residues wherever possible.
• Recycling site materials and prioritising the use of recycled backfill materials.
• Using all leftover materials from site on further projects.
• Organising transport on an environmentally efficient basis.
• Involving staff in the formulation, implementation and review of policy.
• Including environmental considerations in investment decisions.

Swan Environmental Limited will continually update its product information, particularly with regard to new and more environmentally friendly products or techniques.

It is the responsibility of all directors, managers and employees to ensure that all new project proposals, current and wider policy proposals are checked against the environmental policy and procedures for compliance.

This policy will be reviewed annually and whenever any changes to products, services or procedures bring about environmental benefit.

Swan Environmental Limited (The ‘Organisation’) aims to ensure that its products and services meet the needs of its customers at all times in accordance with contractual requirements, its policies and procedures.

The Organisation operates a Quality Management System to the requirements of BS EN ISO 9001:2015.

Organisation Management is committed to:

1. Develop and improve the Quality Management System
2. Continually improve the effectiveness of the Quality Management System
3. The enhancement of customer satisfaction

The management of Swan Environmental Limited has a continuing commitment to:

1. Ensure that customer needs and expectations are determined and fulfilled with the aim of achieving customer satisfaction
2. Communicate throughout the Organisation the importance of meeting customer needs and all relevant statutory and regulatory requirements.
3. Establish the Quality Policy and its objectives
4. Ensure that the Management Reviews set and review the quality objectives, and reports on the Internal Audit results as a means of monitoring and measuring the processes and the effectiveness of the Quality Management System
5. Ensure the availability of resources

The Organisation complies with all relevant statutory and regulatory requirements.

The Organisation constantly monitors its quality performance and implements improvements when appropriate, whilst this Quality Policy is regularly reviewed in order to ensure its continuing suitability.

Copies of the Quality Policy are made available to all members of staff, whilst copies of the minutes of Management Reviews, or extracts thereof, are provided to individual members of staff in accordance with their role and responsibilities as a means of communicating the effectiveness of the Quality Management System.

All personnel understand the requirements of this Quality Policy and abide with the requirements of the Quality Management System as defined in this Quality Procedures Manual.