Published in full, and downloadable as signed PDFs for your supply chain pack. If a pre-qualification questionnaire asks for our health and safety, quality, environmental or modern slavery policy, this is it.
This policy sets out how Boxd Hire Limited manages health and safety in the hire, delivery, servicing and collection of portable welfare units.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Statement of intent
Boxd Hire Limited is committed to providing and maintaining a safe and healthy working environment for its employees, contractors, customers and anyone else who may be affected by its work, so far as is reasonably practicable.
We will comply with the Health and Safety at Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999, the Construction (Design and Management) Regulations 2015 and all other applicable health and safety legislation.
Health and safety is treated as an operational priority equal to commercial performance. Adequate resources will be made available to meet the commitments in this policy.
2. Responsibilities
The Director holds overall and final responsibility for health and safety within the business, including this policy, its implementation and its review.
The Director is responsible for ensuring risk assessments are carried out and recorded, that equipment is maintained and inspected, that anyone working for the business is competent and adequately instructed, and that incidents are investigated and acted upon.
All employees and contractors are responsible for taking reasonable care of their own health and safety and that of others, for using equipment as instructed, for reporting hazards, defects, near misses and incidents, and for co-operating with the arrangements in this policy.
Hirers are responsible for the site on which a unit stands, including site-specific risk assessment, safe access and standing, induction of users, and the site fire plan. These duties are set out in our conditions of hire.
3. Risk assessment
Risk assessments are carried out for the significant activities of the business, including delivery and siting, towing on the public highway, servicing and waste removal, generator refuelling and carbon monoxide risk, and manual handling.
Assessments are recorded, reviewed at least annually, and reviewed sooner where an activity changes, where new equipment is introduced, or following an incident or near miss.
Unit-specific risk assessment information is issued to the Hirer with every unit at handover.
4. Equipment and maintenance
Units are maintained in efficient working order and in good repair in accordance with PUWER 1998, and are serviced on a scheduled basis through every hire.
Each unit is inspected on delivery and again on collection. Condition, cleanliness, damage, fuel, water, waste and generator hours are recorded, with photographic evidence retained.
Electrical installations and appliances within units are inspected and tested at appropriate intervals by a competent person. Defective equipment is taken out of service until repaired.
5. Carbon monoxide and generators
Units are supplied for outdoor siting only. Generator exhausts vent to open air and must not be obstructed or enclosed.
Every unit carries a carbon monoxide detector. Users are instructed at handover never to site a unit within a building, container or excavation, and never to obstruct vents or exhausts.
Refuelling procedures are set out in the handover pack and require the engine to be off and cooled.
6. Competence, information and training
Anyone carrying out work on behalf of the business will be competent for the task, with training records maintained.
Users of hired units are inducted on the handover instructions before first use. Written instructions are supplied and displayed within each unit.
7. Accidents, incidents and near misses
All accidents, injuries, dangerous occurrences, damage and near misses are recorded in our incident log, investigated to establish root cause, and closed out with recorded corrective action.
Incidents meeting the criteria of the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 are reported to the Health and Safety Executive without delay.
8. Consultation and review
Employees are consulted on matters affecting their health and safety.
This policy is reviewed at least annually, and following any material change to the business, its activities or the law.
BX-POL-02 // VERSION 1.0
Quality Policy
This policy sets out the quality management principles applied by Boxd Hire Limited.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Commitment
Boxd Hire Limited is committed to supplying welfare units that are clean, safe, fully functional and fit for the purpose for which they are hired, and to delivering the service on the dates and terms agreed.
While the business is not currently certified to ISO 9001, our processes are structured around the same principles: defined procedures, recorded checks, traceable records and continual improvement.
2. How quality is controlled
Every unit is prepared, cleaned and function-tested before it leaves the yard.
Every delivery is subject to a recorded inspection covering condition, cleanliness, equipment supplied, fuel, water and waste status, signed by the customer where practicable.
Every collection is subject to a further recorded inspection, with photographic evidence retained.
Servicing and waste removal are scheduled against each hire and logged when completed.
Each unit is held on an asset register recording purchase, service history, repairs, refurbishment and inspection dates.
3. Customer requirements
Requirements are confirmed in writing at quotation stage, including unit specification, site, dates, rate, servicing frequency and invoicing arrangements.
Hire terms are issued with every quotation and hire agreement.
4. Non-conformance and complaints
Faults, complaints and service failures are recorded, investigated and responded to promptly, with the root cause identified and corrective action recorded.
Complaints are reviewed periodically to identify trends and prevent recurrence.
5. Continual improvement
Performance is reviewed regularly, including service response, incident and complaint records, and unit condition and reliability.
This policy is reviewed at least annually.
BX-POL-03 // VERSION 1.0
Environmental Policy
This policy sets out how Boxd Hire Limited manages its environmental impact.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Commitment
Boxd Hire Limited is committed to preventing pollution, complying with applicable environmental legislation, and reducing the environmental impact of its operations so far as is reasonably practicable.
The business is not currently certified to ISO 14001. This policy sets out the controls we apply and the standards we hold ourselves to.
2. Energy and emissions
Our units are fitted with demand-managed generator systems which run only when there is electrical demand, reducing fuel consumption, exhaust emissions and noise compared with continuously running plant.
Units are supplied with LED lighting and insulated construction to reduce heating and lighting demand.
Deliveries, servicing and collections are planned to minimise vehicle mileage. The business operates within North East England specifically to keep transport distances short.
3. Waste and effluent
Waste from welfare units is removed by us or by licensed contractors and disposed of at authorised facilities in accordance with the duty of care under the Environmental Protection Act 1990.
Waste transfer documentation is retained.
Hirers are instructed that only intended sanitary waste may enter unit systems.
4. Fuel, chemicals and spill control
Fuel and sanitary chemicals are stored and handled in accordance with the manufacturers instructions and COSHH 2002. Safety data sheets are available on request.
Refuelling procedures are designed to prevent spillage. Spills are contained, cleaned up and recorded, and reported to the relevant authority where required.
5. Resource use
Units are maintained, repaired and refurbished to extend their working life rather than replaced prematurely.
Materials and components are recycled where facilities exist.
6. Review
This policy is reviewed at least annually and following any material change to our operations or applicable law.
BX-POL-04 // VERSION 1.0
Modern Slavery and Human Trafficking Policy
This policy sets out the position of Boxd Hire Limited on modern slavery and human trafficking, within our own organisation and our supply chain.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Statement
Boxd Hire Limited has a zero tolerance approach to modern slavery, servitude, forced or compulsory labour and human trafficking in any part of our business or supply chain.
We are committed to acting ethically and with integrity in all business relationships, and to implementing effective systems and controls to ensure slavery and human trafficking are not taking place within our business or supply chain.
Boxd Hire Limited does not currently meet the turnover threshold at which a statement under section 54 of the Modern Slavery Act 2015 is mandatory. We publish this policy voluntarily and apply it as though the duty applied.
2. Our organisation
The business hires portable welfare units to construction, industry, events and agriculture in North East England. Our operations are small in scale and directly supervised by the Director.
All persons working for the business do so under clear terms, are paid at or above the applicable minimum wage, have their right to work verified, and are free to leave their employment or engagement.
No person is required to lodge identity documents, deposits or payment in order to obtain work with us.
3. Our supply chain
Our supply chain consists principally of unit manufacturers and suppliers, maintenance and servicing contractors, waste disposal contractors, transport providers and professional services.
We expect all suppliers and contractors to comply with the Modern Slavery Act 2015 and to hold their own suppliers to the same standard.
Where a supplier cannot satisfy us on this point, we reserve the right to terminate the relationship.
4. Due diligence and risk
We assess the risk of modern slavery in our supply chain as low, given the small number of UK-based suppliers and the direct nature of our engagements. Risk is kept under review.
Suppliers of labour or subcontracted services are subject to checks on right to work, payment arrangements and working conditions before engagement.
5. Reporting concerns
Anyone with a concern about modern slavery in our business or supply chain should report it to the Director at hire@boxdhire.co.uk. Concerns may be raised in confidence and will be investigated.
No person will suffer detriment for raising a concern in good faith.
6. Review
This policy is reviewed at least annually and approved by the Director.
BX-POL-05 // VERSION 1.0
Equal Opportunities and Diversity Policy
This policy sets out the commitment of Boxd Hire Limited to equality of opportunity.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Commitment
Boxd Hire Limited is committed to promoting equality of opportunity and to providing a working environment free from discrimination, harassment and victimisation.
We comply with the Equality Act 2010 and will not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex or sexual orientation.
2. Scope
This policy applies to recruitment and selection, terms of engagement, pay, training and development, and to the conduct of everyone working for or with the business, including customers and suppliers.
3. Responsibilities
The Director is responsible for this policy and for ensuring it is applied.
Everyone working for the business is required to treat colleagues, customers and suppliers with dignity and respect.
4. Concerns
Any concern about discrimination, harassment or victimisation should be raised with the Director at hire@boxdhire.co.uk and will be investigated promptly and confidentially.
5. Review
This policy is reviewed at least annually.
BX-POL-06 // VERSION 1.0
Anti-Bribery and Corruption Policy
This policy sets out the position of Boxd Hire Limited on bribery and corruption.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Commitment
Boxd Hire Limited conducts business honestly and without the use of corrupt practices or acts of bribery. We comply with the Bribery Act 2010.
We prohibit the offering, giving, soliciting or accepting of any bribe, whether in cash or any other form, to or from any person or company, in order to gain a commercial advantage or to induce improper performance.
2. Gifts and hospitality
Modest and proportionate hospitality given or received in the normal course of business is permitted, provided it is not intended to influence a decision improperly, is not made in secret, and would not cause embarrassment if disclosed.
Facilitation payments and kickbacks are prohibited in all circumstances.
3. Responsibilities
The Director is responsible for this policy. Everyone working for or on behalf of the business must comply with it.
Suppliers and contractors are expected to apply equivalent standards.
4. Raising a concern
Concerns about bribery or corruption should be reported to the Director at hire@boxdhire.co.uk. No person will suffer detriment for raising a concern in good faith or for refusing to pay or accept a bribe.
5. Review
This policy is reviewed at least annually.
BX-POL-07 // VERSION 1.0
Data Protection Policy
This policy sets out how Boxd Hire Limited handles personal data.
ADOPTED 20/08/2026 · NEXT REVIEW 20/08/2027 · SIGNED CHARLIE WARD, DIRECTOR
1. Commitment
Boxd Hire Limited complies with the UK General Data Protection Regulation and the Data Protection Act 2018.
We process personal data lawfully, fairly and transparently, and only for the purposes for which it was collected.
2. What we process and why
We process contact details, site details and hire records for the purpose of quoting for, arranging, delivering, servicing and invoicing welfare unit hires, and to comply with our legal obligations.
We process inspection records, including photographs and signatures, as evidence of the condition of units on delivery and collection.
We do not sell personal data and do not share it other than with contractors engaged to deliver the service, or where required by law.
3. Storage and security
Records are held in access-controlled systems. Documents containing personal data are stored privately and are not publicly accessible.
Data is retained only as long as necessary for the purpose for which it was collected, or as required for legal, accounting or insurance purposes.
4. Rights
Individuals may request access to their personal data, correction of inaccurate data, or erasure where applicable, by contacting hire@boxdhire.co.uk.
Complaints may be made to the Information Commissioners Office.
5. Review
This policy is reviewed at least annually. Our privacy notice is published at boxdhire.co.uk/privacy.
Need anything else?
Certificates, risk assessments or insurance schedules for your pack, ask and we will send them the same working day.
