East Suffolk Council
Covid-19 health and safety guidance for businesses
Health and safety guidance to help businesses operate safely during Covid-19
Covid restrictions in England
Accidents
When to make a RIDDOR report because of coronavirus (COVID-19)
You only need to make a report under RIDDOR (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) if:
- an unintended incident at work has led to someone’s possible or actual exposure to Coronavirus. This must be reported as a dangerous occurrence
- a worker has been diagnosed as having COVID-19 and there is reasonable evidence that it was caused by exposure at work. This must be reported as a case of disease
- A worker dies because of occupational exposure to coronavirus. This must be reported the enforcing authority without delay.
Covid-19 Secure business sector guidance
Review the Government's guidance on working safely during Coronavirus from Step 4
Guidance on what to do if you or someone you employ is required to self-isolate. This includes being contacted by NHS Test and Trace, self-isolation rules and financial support.
- Close contact services
- Construction and other outdoor work | Construction working hours guidance
- Factories, plants and warehouses
- Heritage locations
- Accommodation providers
- Hotels and guest accommodation
- Labs and research facilities
- Offices and contact centres
- Other people’s homes
- Performing arts
- Providers of grassroots sport and gym/leisure facilities
- Restaurants, pubs, bars and takeaway services
- Shops and branches
- Sport and recreation - personal trainers and coaches
- Sport and recreation - providers of outdoor facilities
- Taxis and private hire vehicles
- Taxis - new guidance from 3 March 2021
- Vehicles
- Visitor economy (important updates September 2020)
- Voluntary community and social enterprise organisations
Other sector guidance
- Multi-purpose community facilities
- Places of worship
- Playgrounds and outdoor gyms
- Guidance for managing a funeral
- Wedding and civil partnership receptions and celebrations
- Outbreaks and cases resource pack for Suffolk businesses
- Reopening and adapting your food business during COVID-19 - Food Standards Agency
- Resources - CIEH (CIEH Covid related guidance)
- Health And Safety Executive Toolbox
- Health and Safety Executive Coronavirus guidance - Working safely
NHS QR codes and checking in
It is no longer a legal requirement for venues to display an NHS QR code or request that customers, visitors and staff ‘check in’, however this is still encouraged. People can check in by scanning the NHS QR code poster via their NHS COVID-19 app or by providing their contact details. This will support NHS Test and Trace to contact people exposed to COVID-19, so that they can book a test. This will help us to stop the spread of the virus, protect society and support businesses to stay open. Establishments in the following sectors should encourage attendees to check in and maintain records of staff, customers and visitors who choose to provide their contact details:
- hospitality, including pubs, bars, nightclubs, restaurants and cafes
- tourism and leisure, including theatres, museums and cinemas
- close contact services
- places of worship
- facilities provided by local authorities such as libraries and community centres
Venues should:
- ask every customer or visitor (over the age of 16) to ‘check in’ by:
- scanning the NHS QR code poster via their NHS COVID-19 app; or
- providing their name and telephone number (this can be done in advance, for example, via a pre-booking system). You should also note the date of entry
- keep a record of all staff working on your premises, their shift times and dates, and their contact details
- keep these records of customers, visitors and staff for 21 days and provide this information to NHS Test and Trace, if requested
- display an NHS QR code poster so that customers and visitors can ‘check in’ using the NHS COVID-19 app (as an alternative to providing their contact details)
- adhere to data protection legislation, including the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018
By asking individuals to check in and sharing the records of those who provide their contact details with NHS Test and Trace, you will help us to identify people who may have been exposed to COVID-19. If there is an outbreak linked to a venue, that is 2 or more COVID-19 cases on the same day, the ‘venue alert’ process will be triggered. This will lead to individuals who checked in to the venue on the same day receiving advice to book a test; there is no requirement to self-isolate unless the recipient tests positive for COVID-19. NHS Test and Trace will only ask for your records if there is an outbreak at your venue.
Your business and Legionella risk
When buildings reopen after lockdown, it is essential that water systems are not put back into use without considering the risks of Legionnaires’ disease. There is an increased risk of waterborne pathogens such as Legionella bacteria being present because of the conditions that the lockdown may have created. Guidance has been specially written by the CIEH for businesses so that they know about the risk and what to do about it before reopening their business. If your business is or has been required to close for any period of time, please ensure you make plans to carry out regular checks and flushes of the system to prevent Legionella.
Guidance:
Risk assessment for coronavirus - practical points to consider
As an employer, you must protect people from harm. This includes doing a risk assessment to decide what reasonable steps you need to take to protect your workers and others from coronavirus (COVID-19).
A generic risk assessment is unlikely to be specific or detailed enough. For example, it might not identify adequate ventilation requirements or sufficient cleaning controls for particular areas and circumstances.
As part of your risk assessment, you must:
- identify what work activity or situations might cause transmission of coronavirus (COVID-19)
- think about who could be at risk – this could include workers, visitors, contractors and delivery drivers
- decide how likely it is that someone could be exposed
- identify the controls needed to reduce the risk
Further information:
Events
If the number of persons involved in the event is restricted to 499 people, you will be able to operate under a temporary event notice (TEN) but if you are proposing a larger event it would need a full premises licence which involves a significantly longer application process.
In order for the event to operate safely it must be run in accordance with the relevant guidance to control the spread of Coronavirus and also comply with all the other health and safety requirements under the Health and Safety at Work etc. Act 1974.
You will need the landowner’s permission so if you are intending to use East Suffolk Council land you will need to apply for an event on council land. Part of that application will require you to submit an event management plan and risk assessment which will be passed to the Safety Advisory Group for them to consider. They will contact you if there are any issues that the group feels require addressing to ensure the event is managed safely.
It is recommended that you contact us to engage with the East Suffolk Safety Advisory Group (SAG) at the early stages of your planning. SAG will review plans for events that are perceived to pose a significant risk either due to the size, type location etc of events, to allow the relevant regulatory agencies (police, fire, ambulance, local authority etc) to gain intelligence prior to any event, to allow for emergency planning and advise each other on any areas of concern. SAG will liaise with Suffolk County Council Public Health department, if there are concerns about the transmission of Coronavirus associated with the event. The group will also advise the event organiser (duty holder) of ways in which they can manage the event safely.
Ventilation
Ventilation should be considered alongside other control measures to reduce the risk of COVID-19 transmission within your workplace or public indoor space.
It is important to identify and deal with areas that are not well ventilated. The more people occupying an area that is poorly ventilated, and the longer they remain in it, the greater the risk of spread of COVID-19.
Control measures such as avoiding certain activities or gatherings, restricting or reducing the duration of activities, providing ventilation breaks during or between room usage should be considered alongside ventilation for reducing the risk of airborne transmission.
Any actions to improve ventilation should not compromise other aspects of safety and security (for example, avoid propping open fire doors), and should consider other consequences such as health and wellbeing impacts from thermal discomfort.
Employers should provide employees with clear guidance on ventilation, why it is important, and instruction on how to achieve and maintain good natural ventilation or to operate systems if there are user controls.
The Health and Safety Executive provides advice on working safely and ventilation and air conditioning.
Make sure mechanical ventilation systems are maintained in line with manufacturers’ instructions. Set ventilation systems to using a fresh air supply and not recirculating indoor air, where possible. Assessing the requirement and performance of ventilation systems in many environments requires engineering expertise. In addition, ventilation design may be specific to the setting. For some existing and older buildings, ventilation systems may not have been designed to meet current standards and additional mitigations may be needed. If you are unsure, seek the advice of your heating, ventilation and air conditioning (HVAC) engineer or adviser.
Detailed ventilation guidance for workplaces and public buildings during the pandemic is provided by the Chartered Institution of Building Services Engineers (CIBSE).
Ventilation in vehicles
Like buildings, enclosed vehicles including cars, vans, and buses can also be high-risk for spreading COVID-19. It is important that vehicles are well ventilated to help reduce the risk of spreading COVID-19.
Follow guidance on safer travel for passengers if you need to travel. Where you need to travel, consider walking or cycling if you can.
When operating or travelling in vehicles:
- switch ventilation systems on while people are in the vehicle. Set to drawing fresh air in, not recirculating air
- to improve ventilation, windows can also be opened (partially if it’s cold). Heating can be left on to keep the vehicle warm
- for vehicles that carry different passengers, such as taxis, clear the air between different passengers or at the journey end so the vehicle is aired before anyone else gets in
- opening doors where it is safe to do so will help to change the air quickly. Opening windows fully can also help to clear the air in the vehicle
Further guidance on safer transport for operators and taxis and private hire vehicles is available. The Health and Safety Executive also has advice on using vehicles for work.
This guidance is of a general nature and should be treated as a guide. In the event of conflict between any applicable legislation (including the health and safety legislation) and this guidance, the applicable legislation shall prevail.
Additional information
If you didn’t find the answer to your query within this information, additional guidance can be found on the Gov.uk website.
Alternatively, you can complete a brief enquiry form to inform us what further guidance you need or what concerns you wish to report. We will try and contact you within 7 working days or sooner wherever possible.