Health and Safety Policy

Organisation: Branch Baby Loss Network CIC
Company number: 16062057
Policy Lead: Jessica Waugh, Founder and Director

1. Our commitment

Branch Baby Loss Network CIC ("Branch") is committed to providing and maintaining a safe and healthy environment for our employees, volunteers, directors, community members, visitors and anyone else who may be affected by our activities.

Branch provides peer support and community connection for people affected by infertility, pregnancy loss, baby loss, and pregnancy and parenting after loss. Our activities are primarily delivered remotely and online, alongside in-person meet-ups, events, training, fundraising activities and partnership work across the UK.

We recognise our responsibilities under relevant health and safety legislation and our wider duty of care towards everyone involved in Branch.

We will take reasonable and proportionate steps to:

  • identify and assess health and safety risks arising from our work;

  • take appropriate action to eliminate or reduce those risks;

  • provide employees and volunteers with appropriate information, instruction, training and support;

  • provide and maintain safe systems of work;

  • consider both physical and psychological health and wellbeing;

  • ensure remote and home working is carried out safely;

  • assess risks associated with Branch-organised events, meet-ups and activities;

  • consult employees and volunteers about matters affecting their health and safety;

  • record, investigate and respond appropriately to accidents, incidents and concerns; and

  • review our health and safety arrangements where necessary.

Everyone working or volunteering with Branch has a responsibility to take reasonable care of their own health and safety and that of others who may be affected by their actions.

2. Responsibilities

Directors

Branch's Directors have overall responsibility for health and safety within the organisation.

The Directors will ensure that:

  • appropriate health and safety arrangements are in place;

  • significant risks are identified and managed;

  • appropriate risk assessments are completed;

  • employees and volunteers receive appropriate information, training and support;

  • accidents, incidents and concerns are appropriately recorded and reviewed; and

  • health and safety is considered when planning new activities, events and services.

Health and Safety Policy Lead

Jessica Waugh, Founder and Director, is Branch's Health and Safety Policy Lead.

The Policy Lead will:

  • oversee implementation of this policy;

  • maintain relevant health and safety records;

  • ensure appropriate risk assessments are undertaken;

  • respond to reported health and safety concerns;

  • review accidents and incidents and identify any action required; and

  • provide or arrange appropriate guidance and training.

Employees and volunteers

All employees and volunteers are expected to:

  • take reasonable care of their own health and safety and that of others;

  • follow Branch's health and safety procedures and instructions;

  • participate in relevant training and risk assessments;

  • use equipment safely and for its intended purpose;

  • report hazards, accidents, incidents, near misses or health and safety concerns promptly;

  • raise concerns if they feel an activity cannot be carried out safely;

  • cooperate with Branch in implementing reasonable health and safety measures; and

  • follow Branch's safeguarding, Code of Conduct and other relevant policies.

No employee or volunteer will be expected to undertake an activity they reasonably believe presents an unmanaged risk to their health or safety.

3. Risk assessment

Branch takes a proportionate, risk-based approach to health and safety.

Risk assessments will be carried out where appropriate, including for:

  • home and remote working;

  • work involving display screen equipment;

  • in-person Branch events and activities;

  • new or unusual activities;

  • lone working;

  • travel undertaken as part of Branch work;

  • activities involving particular physical or psychological risks; and

  • individual circumstances where reasonable adjustments or additional measures may be required.

Risk assessments will identify potential hazards, who could be affected, existing controls and any further action required.

Assessments will be reviewed where there is a significant change, following an incident or concern, or where there is reason to believe an existing assessment is no longer adequate.

4. Remote and home working

Many Branch roles and activities are carried out remotely.

Branch recognises that its health and safety responsibilities apply to employees working from home as well as those working at another workplace.

Employees working remotely will be encouraged and supported to maintain a suitable working environment. This includes considering:

  • appropriate seating and desk or workstation arrangements;

  • adequate lighting and ventilation;

  • safe positioning and use of electrical equipment;

  • avoiding trip hazards and unsafe cabling;

  • taking appropriate breaks;

  • maintaining reasonable working hours and boundaries;

  • avoiding prolonged periods of isolation; and

  • raising any concerns about their working environment or wellbeing.

Employees will be asked to complete an appropriate home-working or workstation assessment when they begin their role and where circumstances materially change.

Branch will discuss reasonable adjustments with individuals where appropriate.

5. Display screen equipment (DSE)

Employees who regularly use computers, laptops or other display screen equipment as part of their work will be provided with information about safe workstation use.

Individuals should:

  • position screens and equipment comfortably;

  • use a suitable chair and working surface;

  • change position regularly;

  • take regular breaks or changes of activity away from prolonged screen use; and

  • report discomfort, pain or concerns relating to their workstation.

Branch will undertake or facilitate DSE assessments for relevant employees and take reasonable steps to address issues identified.

6. Mental health and emotional wellbeing

Branch's work involves pregnancy loss, baby loss, infertility and grief. We recognise that employees and volunteers may encounter distressing stories, sensitive conversations or emotionally challenging material as part of their work.

We therefore consider psychological and emotional wellbeing an important part of health and safety.

Branch will seek to reduce these risks through:

  • appropriate induction and training;

  • clear role boundaries;

  • regular supervision and check-ins;

  • opportunities to discuss difficult or emotionally demanding work;

  • encouraging appropriate breaks and time away from distressing material;

  • ensuring employees and volunteers know who they can speak to if they are struggling;

  • avoiding unnecessary exposure to distressing material;

  • ensuring individuals are not expected to provide counselling, medical advice or crisis support unless appropriately qualified and specifically authorised to do so; and

  • signposting to appropriate external support where necessary.

Employees and volunteers are encouraged to tell their manager, volunteer lead or the Policy Lead if any aspect of their work is affecting their wellbeing so that appropriate support or adjustments can be considered.

Where a safeguarding concern arises, Branch's Safeguarding Policy and procedures must be followed.

7. Lone working

Remote working and some Branch activities may involve individuals working alone.

Where lone working creates additional risk, Branch will consider appropriate measures, which may include:

  • agreed contact and check-in arrangements;

  • ensuring another member of the Branch team knows where an individual is, where appropriate;

  • access to emergency contact details;

  • avoiding lone working where the risk cannot be adequately controlled; and

  • specific risk assessments for activities presenting additional risk.

Employees and volunteers should not place themselves in situations where they feel unsafe and should raise concerns with their manager, volunteer lead or the Policy Lead.

8. In-person events, meet-ups and activities

Branch organises and participates in in-person community meet-ups, events, fundraising activities, training and partnership events.

Appropriate consideration will be given to health and safety when planning Branch-organised activities.

Depending on the nature of the activity, this may include:

  • venue suitability and accessibility;

  • fire and emergency arrangements;

  • first-aid provision;

  • expected attendance and capacity;

  • slips, trips and other physical hazards;

  • accessibility and reasonable adjustments;

  • lone working;

  • travel;

  • weather conditions for outdoor activities;

  • safeguarding considerations; and

  • the emotional wellbeing of participants and volunteers.

Where Branch uses a third-party venue, reasonable steps will be taken to understand relevant venue safety and emergency arrangements.

Higher-risk or unusual activities will be subject to a specific risk assessment.

9. Travel

Where employees or volunteers travel as part of authorised Branch activity, they are expected to take reasonable care of their own safety.

Branch will not require an individual to undertake travel where conditions are considered unsafe.

Where individuals use their own vehicle for authorised Branch business, they are responsible for ensuring they hold an appropriate driving licence and insurance, that the vehicle has a valid MOT where legally required, and that it is roadworthy.

10. First aid and emergencies

For activities taking place at external venues, Branch will establish what first-aid and emergency arrangements are available where appropriate.

For larger or higher-risk Branch-organised events, Branch will consider whether additional first-aid provision is required as part of the event risk assessment.

In an emergency requiring immediate medical assistance, emergency services should be contacted by calling 999.

11. Fire safety

Employees working from home are responsible for maintaining reasonable fire safety within their home-working environment, including keeping exits and routes clear and using electrical equipment appropriately.

For Branch-organised events at external venues, relevant venue fire and evacuation procedures will be identified where appropriate.

12. Electrical equipment

Electrical equipment used for Branch work should be used safely and in accordance with manufacturer instructions.

Damaged or apparently unsafe equipment must not be used, and any Branch-owned equipment that develops a fault should be reported promptly.

13. Accidents, incidents and near misses

All work-related accidents, incidents, near misses and significant health and safety concerns should be reported to the Policy Lead as soon as reasonably practicable.

Branch will maintain appropriate records and review incidents to establish whether further action or changes to existing arrangements are required.

Where an incident is legally reportable, Branch will comply with relevant reporting requirements.

14. Safeguarding

Health and safety and safeguarding are related but distinct responsibilities.

Branch has separate safeguarding arrangements designed to protect community members, volunteers, employees and others from abuse, neglect, exploitation and other forms of harm.

All employees and volunteers must familiarise themselves with and follow Branch's Safeguarding Policy, Code of Conduct and relevant safeguarding procedures.

Any safeguarding concern must be reported in accordance with Branch's Safeguarding Policy.

15. Volunteers

Branch values the contribution of its volunteers and is committed to taking reasonable steps to protect their health, safety and wellbeing.

Volunteers will receive appropriate information, guidance and support for their role, be made aware of relevant risks and safety arrangements, have a named Branch contact and be encouraged to raise any concerns.

Branch will not knowingly ask volunteers to undertake activities for which risks cannot be appropriately managed.

16. Training and induction

Employees and volunteers will receive health and safety information appropriate to their role.

For employees, induction will include relevant information about this policy, reporting accidents or concerns, remote working and workstation safety, emotional wellbeing, safeguarding and who to contact with health and safety concerns.

Additional training will be provided where the nature of a role or activity makes this appropriate.

17. Raising concerns

Branch encourages employees and volunteers to raise health and safety concerns openly with their manager, volunteer lead or the Health and Safety Policy Lead.

No employee or volunteer will be disadvantaged for raising a genuine health and safety concern in good faith.

18. Insurance

Branch will maintain appropriate insurance for its activities and review its insurance arrangements as the organisation, workforce and activities develop.

19. Related Branch policies

This policy should be read alongside Branch's other relevant policies and procedures, including:

  • Safeguarding Policy

  • Safer Recruitment Policy

  • Code of Conduct

  • relevant event or activity risk assessments

20. Reviewing this policy

This policy will be reviewed where necessary, including following significant changes to Branch's activities or workforce, a significant accident or incident, or relevant changes to legislation or guidance.

Last reviewed: 21 October 2026