Company Policies

Contents

  • Health, safety & welfare
  • Anti-Slavery and Human trafficking
  • Equal opportunities and dignity at work
  • Drugs & Alcohol
  • Sustainable procurement
  • Data protection
  • Environment
  • Quality assurance
  • Defects care

Health, Safety & Welfare Policy Statement

It is the Company’s intention that its work will be carried out in accordance with the relevant statutory provisions and all reasonably practicable measures are taken to avoid risk to its employees or others who may be affected.

Management and supervisory staff have the responsibility for implementing this Policy throughout the company and must ensure that the health and safety considerations are always given priority in planning and day-to-day supervision of work.

The Company will:

  1. Provide adequate resources, both financial and in management time to provide and maintain safe working environments
  2. Provide, or arrange to provide, and maintain safe plant, safe systems of work and safe access and egress at work locations.
  3. Provide such information, instruction, training (including the use of materials or plant) and supervision for company personnel as necessary to ensure the health and safety at work of all persons, whether they are connected to the work undertaken or not.
  4. To maintain any place of work under the Company’s control in a condition that is safe and without un-necessary risk, including safe access and egress.

The Director has particular responsibility for health, safety and welfare and to whom reference should be made in the event of any difficulty arising in the implementation of this Policy.

The operation of this Policy will be monitored by the management and staff of the Company. To assist them in this respect, the Company utilise the services of an external Health & Safety advisor and to give advise on the requirements of the relevant statutory provisions and safety matters.

This statement of Company Policy will be displayed prominently at all sites and work places. The orginisation and arrangements for implementing the Policy will also be available at each site and workplace for reference by any employee as required.

The Safety Policy will be reviewed every twelve months and any adaptations required to comply with revised legislation, new or updated regulations, best practice or current thinking will be incorporated and re-issued to employees and others.

Anti-slavery and human trafficking policy

Policy Statement

This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, agents, contractors and suppliers. 

Guild AR Ltd strictly prohibits the use of modern slavery and human trafficking in our operations and supply chain. We have and will continue to be committed to implementing systems and controls aimed at ensuring that modern slavery is not taking place anywhere within our organisation or in any of our supply chains. We expect that our suppliers will hold their own suppliers to the same high standards.  

Modern Slavery and Human Trafficking 

Modern slavery is a term used to encompass slavery, servitude, forced and compulsory labour, bonded and child labour and human trafficking. Human trafficking is where a person arranges or facilitates the travel of another person with a view to that person being exploited. Modern slavery is a crime and a violation of fundamental human rights. 

Commitments 

We shall be a company that expects everyone working with us or on our behalf to support and uphold the following measures to safeguard against modern slavery: 

·  We have a zero-tolerance approach to modern slavery in our organisation and our supply chains. 

·  The prevention, detection and reporting of modern slavery in any part of our organisation or supply chain is the responsibility of all those working for us or on our behalf. Workers must not engage in, facilitate or fail to report any activity that might lead to, or suggest, a breach of this policy. 

·  We are committed to engaging with our suppliers to address the risk of modern slavery in our operations and supply chain. 

·  We take a risk based approach to our contracting processes and keep them under review. We assess whether the circumstances warrant the inclusion of specific prohibitions against the use of modern slavery and trafficked labour in our contracts with third parties. Using our risked based approach, we will also assess the merits of writing to suppliers requiring them to comply with our Code of Conduct, which sets out the minimum standards required to combat modern slavery and trafficking. 

·  Consistent with our risk based approach we may require: 

·  employment and recruitment agencies and other third parties supplying workers to our organisation to confirm their compliance with our Code of Conduct 

·  Suppliers engaging workers through a third party to obtain that third parties’ agreement to adhere to the Code 

·  As part of our ongoing risk assessment and due diligence processes we will consider whether circumstances warrant us carrying out audits of suppliers for their compliance with our Code of Conduct. 

·  If we find that other individuals or organisations working on our behalf have breached this policy we will ensure that we take appropriate action. This may range from considering the possibility of breaches being remediated and whether that might represent the best outcome for those individuals impacted by the breach to terminating such relationships.

Equal Opportunities and Dignity at Work Policy

Contents

  1. Policy Statement
  2. Direct Discrimination
  3. Indirect Discrimination
  4. Recruitment, Advertising & Selection
  5. Terms of Employment, Benefits, Facilities & Services
  6. Bullying & Harassment
  7. Examples
  8. Reporting Complaints
  9. Monitoring Equal Opportunity & Dignity at Work

Policy Statement

1.1 The Company is an equal opportunity employer and is fully committed to a policy of treating all of its employees and job applicants equally. The Company will avoid unlawful discrimination in all aspects of employment including recruitment and selection, promotion, transfer, opportunities for training, pay and benefits, other terms of employment, discipline, and selection for redundancy and dismissal.

1.2 The Company will take all reasonable steps to employ, train and promote employees on the basis of their experience, abilities and qualifications without regard to age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation. In this policy, these are known as the “protected characteristics”.

1.3 The Company will also take all reasonable steps to provide a work environment in which all employees are treated with respect and dignity and that is free from harassment and bullying based upon age, disability, gender reassignment, race (including colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation. In this policy, these are known as the “anti-harassment protected characteristics”. All employees are responsible for conducting themselves in accordance with this policy. The Company will not condone or tolerate any form of harassment, whether engaged in by employees or by outside third parties who do business with the Company, such as clients, customers, contractors and suppliers.

1.4 Employees have a duty to co-operate with the Company to make sure that this policy is effective in ensuring equal opportunities and in preventing discrimination, harassment or bullying. Action will be taken under the Company’s disciplinary procedure against any employee who is found to have committed an act of improper or unlawful discrimination, harassment, bullying or intimidation. Serious breaches of this equal opportunities and dignity at work statement will be treated as potential gross misconduct and could render the employee liable to summary dismissal. Employees should also bear in mind that they can be held personally liable for any act of unlawful discrimination or harassment. Employees who commit serious acts of harassment may also be guilty of a criminal offence.

1.5 You should draw the attention of your line manager to suspected discriminatory acts or practices or suspected cases of harassment or bullying. You must not victimise or retaliate against an employee who has made allegations or complaints of discrimination or harassment or who has provided information about such discrimination or harassment. Such behaviour will be treated as potential gross misconduct in accordance with the Company’s disciplinary procedure. You should support colleagues who suffer such treatment and are making a complaint.

1.6 The Company will also take appropriate action against any third parties who are found to have committed an act of improper or unlawful harassment against its employees.

Direct Discrimination

2.1 Direct discrimination occurs when, because of one of the protected characteristics, a job applicant or an employee is treated less favourably than other job applicants or employees are treated or would be treated.

2.2 The treatment will still amount to direct discrimination even if it is based on the protected characteristic of a third party with whom the job applicant or employee is associated and not on the job applicant’s or employee’s own protected characteristic. In addition, it can include cases where it is perceived that a job applicant or an employee has a particular protected characteristic when in fact they do not.

2.3 The Company will take all reasonable steps to eliminate direct discrimination in all aspects of employment.

Indirect Discrimination

3.1 Indirect discrimination is treatment that may be equal in the sense that it applies to all job applicants or employees but which is discriminatory in its effect on, for example, one particular sex or racial group.

3.2 Indirect discrimination occurs when there is applied to the job applicant or employee a provision, criterion or practice (PCP) which is discriminatory in relation to a protected characteristic of the job applicant’s or employee’s. A PCP is discriminatory in relation to a protected characteristic of the job applicant’s or employees if:

3.2.1 it is applied, or would be applied, to persons with whom the job applicant or employee does not share the protected characteristic

3.2.2 the PCP puts, or would put, persons with whom the job applicant or employee shares the protected characteristic at a particular disadvantage when compared with persons with whom the job applicant or employee does not share it

3.2.3 it puts, or would put, the job applicant or employee at that disadvantage, and

3.2.4 it cannot be shown by the Company to be a proportionate means of achieving a legitimate aim.

3.3 The Company will take all reasonable steps to eliminate indirect discrimination in all aspects of employment.

Recruitment, Advertising & Selection

4.1 The recruitment process will be conducted in such a way as to result in the selection of the most suitable person for the job in terms of relevant experience, abilities and qualifications. The Company is committed to applying its equal opportunities policy statement at all stages of recruitment and selection.

4.2 Advertisements will aim to positively encourage applications from all suitably qualified and experienced people. When advertising job vacancies, in order to attract applications from all sections of the community, the Company will, as far as reasonably practicable:

4.2.1 ensure advertisements are not confined to those areas or publications which would exclude or disproportionately reduce the numbers of applicants with a particular protected characteristic.

4.2.2 avoid setting any unnecessary provisions or criteria which would exclude a higher proportion of applicants with a particular protected characteristic.

4.3 Where vacancies may be filled by promotion or transfer, they will be published to all eligible employees in such a way that they do not restrict applications from employees with a particular protected characteristic.

4.4 However, where, having regard to the nature and context of the work, having a particular protected characteristic is an occupational requirement and that occupational requirement is a proportionate means of achieving a legitimate aim, the Company will apply that requirement to the job role and this may therefore be specified in the advertisement.

4.5 The selection process will be carried out consistently for all jobs at all levels. All applications will be processed in the same way. The staff responsible for short-listing, interviewing and selecting candidates will be clearly informed of the selection criteria and of the need for their consistent application. Person specifications and job descriptions will be limited to those requirements that are necessary for the effective performance of the job. Wherever possible, all applicants maybe interviewed by at least two interviewers and all questions asked of the applicants will relate to the requirements of the job. The selection of new staff will be based on the job requirements and the individual’s suitability and ability to do, or to train for, the job in question.

4.6 With disabled job applicants, the Company will have regard to its duty to make reasonable adjustments to work provisions, criteria and practices or to physical features of work premises or to provide auxiliary aids or services in order to ensure that the disabled person is not placed at a substantial disadvantage in comparison with persons who are not disabled.

4.7 If it is necessary to assess whether personal circumstances will affect the performance of the job (for example, if the job involves unsociable hours or extensive travel), this will be discussed objectively, without detailed questions based on assumptions about any of the protected characteristics.

Terms Of Employment, Benefits, Facilities & Services

5.1 All terms of employment, benefits, facilities and service will be reviewed from time to time, in order to ensure that there is no unlawful direct or indirect discrimination because of one or more of the protected characteristics.

Bullying & Harassment

6.1 This policy covers bullying and harassment in the workplace and in any work-related setting outside the workplace, for example, during business trips and at work-related social events.

6.2 Bullying is offensive or intimidating behaviour or an abuse or misuse of power which undermines or humiliates an employee.

6.3 An employee harasses another employee if they engage in unwanted conduct related to an anti- harassment protected characteristic, and the conduct has the purpose or effect of violating the other employee’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other employee.

6.4 An employee also harasses another employee if they engage in unwanted conduct of a sexual nature, and the conduct has the purpose or effect of violating the other employee’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other employee.

6.5 Finally, an employee harasses another employee if they or a third party engage in unwanted conduct of a sexual nature or that is related to gender reassignment or sex, the conduct has the purpose or effect of violating the other employee’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that other employee, and because of that other employee’s rejection of or submission to the conduct, they treat that other employee less favourably than they would treat them if they had not rejected, or submitted to, the conduct.

6.6 The unwanted conduct will still amount to harassment if it is based on the anti-harassment protected characteristic of a third party with whom the employee is associated and not on the employee’s own anti-harassment protected characteristic, or if it was directed at someone other than the employee, or even at nobody in particular, but they witnessed it. In addition, harassment can include cases where the unwanted conduct occurs because it is perceived that an employee has a particular anti-harassment protected characteristic, when in fact they do not.

6.7 Conduct may be harassment whether or not the person intended to offend. Something intended as a “joke” or as “office banter” may offend another person. This is because different employees find different levels of behaviour acceptable and everyone has the right to decide for themselves what behaviour they find acceptable to them.

6.8 Behaviour which a reasonable person would realise would be likely to offend an employee will always constitute harassment without the need for the employee having to make it clear that such behaviour is unacceptable, for example, touching someone in a sexual way. With other forms of behaviour, it may not always be clear in advance that it will offend a particular employee, for example, office banter and jokes. In these cases, the behaviour will constitute harassment if the conduct continues after the employee has made it clear, by words or conduct, that such behaviour is unacceptable to him or her. A single incident can amount to harassment if it is sufficiently serious.

Examples

7.1 Bullying and harassment may be verbal, non-verbal, written or physical. Examples of unacceptable behaviour include, but are not limited to, the following:

7.1.1 unwelcome sexual advances, requests for sexual favours, other conduct of a sexual nature

7.1.2 subjection to obscene or other sexually suggestive or racist comments or gestures, or other derogatory comments or gestures related to an anti-harassment protected characteristic

7.1.3 the offer of rewards for going along with sexual advances or threats for rejecting sexual advances

7.1.4 jokes or pictures of a sexual, sexist or racial nature or which are otherwise derogatory in relation to an anti-harassment protected characteristic

7.1.5 demeaning comments about an employee’s appearance

7.1.6 questions about an employee’s sex life

7.1.7 the use of nicknames related to an anti-harassment protected characteristic whether made orally or by e-mail

7.1.8 picking on or ridiculing an employee because of an anti-harassment protected characteristic

7.1.9 isolating an employee or excluding him or her from social activities or relevant work-related matters because of an anti-harassment protected characteristic.

Reporting Complaints

8.1 All allegations of discrimination or harassment will be dealt with seriously, confidentially and speedily. The Company will not ignore or treat lightly grievances or complaints of discrimination or harassment from employees.

8.2 If you wish to make a complaint of discrimination, you should use the Company’s grievance procedure.

8.3 With cases of harassment, whilst the Company encourages employees who believe they are being harassed or bullied to notify the offender (by words or by conduct) that his or her behaviour is unwelcome, the Company also recognises that actual or perceived power and status disparities may make such confrontation impractical. In the event that such informal direct communication is either ineffective or impractical, or the situation is too serious to be dealt with informally, you should follow the procedure set out below.

8.4 If you wish to make a complaint of harassment, whether against a fellow employee or a third party, such as a client, customer, contractor or supplier, you should follow the following steps:

8.4.1 first of all, report the incident of harassment to your line manager. If you do not wish to speak to your line manager, you can instead speak to an alternative manager or to the Human Resources Manager.

8.4.2 such reports should be made promptly so that investigation may proceed and any action taken expeditiously.

8.4.3 all allegations of harassment will be taken seriously.

8.4.4 the allegation will be promptly investigated and, as part of the investigatory process, you will be interviewed and asked to provide a written witness statement setting out the details of your complaint. Confidentiality will be maintained during the investigatory process to the extent that this is practical and appropriate in the circumstances. However, in order to effectively investigate an allegation, the Company must be able to determine the scope of the investigation and the individuals who should be informed of or interviewed about the allegation. For example, the identity of the complainant and the nature of the allegations must be revealed to the alleged harasser so that he or she is able to fairly respond to the allegations. The Company reserves the right to arrange for another manager to conduct the investigation other than the manager with whom you raised the matter.

8.4.5 once the investigation has been completed, you will be informed in writing of the outcome and the Company’s conclusions and decision as soon as possible. The Company is committed to taking appropriate action with respect to all complaints of harassment which is upheld. If appropriate, disciplinary proceedings will be brought against the alleged harasser.

8.4.6 you will not be penalised for raising a complaint, even if it is not upheld, unless your complaint was both untrue and made in bad faith.

8.4.7 if your complaint is upheld and the harasser remains in the Company’s employment, the Company will take all reasonable steps to ensure that you do not have to continue working alongside him or her if you do not wish to do so. The Company will discuss the options with you.

8.4.8 if your complaint is not upheld, arrangements will be made for you and the alleged harasser to continue or resume working and to repair working relationships.

8.5 Alternatively, you may, if you wish, use the Company’s grievance procedure to make a complaint of harassment.

8.6 Any employee who is found to have discriminated against or harassed another employee in violation of this policy will be subject to disciplinary action under the Company’s disciplinary procedure.

8.7 Such behaviour may be treated as gross misconduct and could render the employee liable to summary dismissal. In addition, line managers who had knowledge that such discrimination or harassment had occurred in their departments but who had taken no action to eliminate it will also be subject to disciplinary action under the Company’s disciplinary procedure.

Monitoring Equal Opportunity & Dignity At Work

9.1 The Company will regularly monitor the effects of selection decisions and personnel and pay practices and procedures in order to assess whether equal opportunity and dignity at work are being achieved. This will also involve considering any possible indirectly discriminatory effects of its working practices.

9.2 If changes are required, the Company will implement them. The Company will also make reasonable adjustments to its standard working practices to overcome substantial disadvantages caused by disability.

Drugs and Alcohol Policy

Our Aim 

Our aim is to act as a good employer and conduct our business activities in a way which will achieve the highest possible standard of health and safety for our employees, visitors and members of the public. This is because we recognise that we can contribute to a safe, healthy and productive work environment by preventing drugs and alcohol problems, by raising awareness, by identifying problems at the earliest stage and by offering support to those who have a problem.  

Our Policy 

Our policy is to ensure that drugs and alcohol problems are dealt with effectively and consistently so that workers are protected and those affected are encouraged to seek help. We expect all of those to whom this applies to support this policy and in doing so comply with the rules below. 

For the purposes of this policy, drug and alcohol problems are defined as those which incorporate a variety of behaviours caused by drugs or alcohol which may be problematic to the individual and/or to the organisation for which the individual works.

This policy applies to all of our employees as well as subcontractors (including agency and self-employed), consultants and employees of other organisations when working on our sites and premises.  

Professional assistance and support can be made available to those to whom this policy applies and we would urge anyone who feels that they may have a drug or alcohol problem to come forward (with a friend, or trade union colleague) to discuss this confidentially with their relevant supervisor or manager.  

Rules 

  • You must not be in possession of any illegal drugs whilst working on our sites or premises.
  • You must not under any circumstances be under the influence of drug or alcoholic substances whilst on our sites or premises. Note that, as previously consumed drug or alcoholic substances may affect your performance at work, you may still be considered to be under the influence.
  • If you are on drugs for any medical reason, please inform your supervisor or manager at once. 
  • If your supervisor or manager believes that you are under the influence of drugs or alcohol whilst on our sites or premises, you will be asked to leave, having been advised of the support available to you and your rights in accordance with our disciplinary procedures.  
  • There may be circumstances where we would ask you to provide an alcoholic or illegal drug substance test sample. This may be as part of an initiative to carry out random testing or otherwise. Any refusal to provide a test sample may lead to disciplinary action.

Sustainable Procurement Policy

Guild Architectural Restoration Ltd is a provider of specialist services within the building restoration and conservation sector. In creating and maintaining the built environment we select and use a relatively small volume of resources, however, we are aware that the choices we make have a significant impact on people, organisations and the wider environment.

We have developed a Sustainable Procurement Policy outlining how we and our supply chain will influence procurement choices of goods, works and services to; increase value for money; reduce consumption of primary resources; mitigate impacts on the environment; and deliver a healthier built environment.

By operating in line with this policy we will play our part in reducing risks, safeguarding natural resources, delivering value to our Clients, improving resource efficiency, traceability and transparency, as well as leaving a positive legacy on biodiversity and safeguarding natural capital.

Our approach to sustainable procurement is in line with the principles contained within BS8903. This standard was created to help pursue best procurement practice.

Our Sustainable Procurement Policy’s aims and objectives are to:

  • Use fewer resources and less energy through continuous improvement and the use of innovative solutions.
  • Procure all timber and timber products from legal and sustainable sources, and procure other construction materials with a preference for recognised responsible sourcing schemes.
  • Specify and procure materials and products that strike a responsible balance between social, economic and environmental factors and generate benefits to society and the economy.
  • Use resource-efficient products and give due consideration to end-of-life uses.
  • Promote, specify and source materials which can be reused, and consider future deconstruction and recovery of resources to embrace the circular economy to leave a sustainable legacy across the built environment.
  • Where possible procure locally, providing opportunities for small and medium sized enterprises (SMEs), collaborate with the voluntary sector and increase the use of social enterprises to support local employment, diversity and training.
  • Ensure that fair contract prices and terms are applied and respected, and that ethical, human rights and labour standards are met, in line with our Modern Slavery Policy and the United Nations Global Compact principles.
  • Source goods, works and services that embody our environmental policy, health & safety policy and support the delivery of our Sustainable Development Strategy.
  • Enhance the health and wellbeing of the people and communities we work with by promoting materials and products that improve indoor environmental quality.

Our Sustainable Procurement Policy is one of a number of ways in which Guild AR Ltd can demonstrate social, environmental and economic responsibility.

Data protection policy

GUILD ARCHITECTURAL RESTORATION LTD provides specialist services, advice and assistance to its clients. It is registered in England under Companies House. 

The personal data that Guild processes to provide these services relates to its clients and other individuals as necessary, including staff and suppliers’ staff.  

This policy sets out Guild’s commitment to ensuring that any personal data, including special category personal data, which Guild processes, is carried out in compliance with data protection law. Guild processes the personal data of staff based in the UK, it does not process the personal data of non-UK, EU or non-EU citizens, is committed to ensuring that all the personal data that it processes is done in accordance with data protection law. Guild ensures that good data protection practice is imbedded in the culture of our staff and our organisation. 

Guild’s other data protection policies and procedures are:

  • record of processing activities 
  • privacy notices (website, clients, employees) 
  • personal data breach reporting process and a breach register 
  • data retention policy
  • data subject rights procedure
  • data protection impact assessment process
  • IT security policies 

‘Data Protection Law’ includes the General Data Protection Regulation 2016/679; the UK Data Protection Act 2018 and all relevant EU and UK data protection legislation.

Scope

This policy applies to all personal data processed by Guild and is part of Guild’s approach to compliance with data protection law. All Guild staff are expected to comply with this policy and failure to comply may lead to disciplinary action for misconduct, including dismissal. 

Data protection principles 

Guild complies with the data protection principles set out below. When processing personal data, it ensures that: 

  • it is processed lawfully, fairly and in a transparent manner in relation to the data subject (‘lawfulness, fairness and transparency’) 
  • it is collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes (‘purpose limitation’)
  • it is all adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed (‘data minimisation’)
  • it is all accurate and, where necessary, kept up to date and that reasonable steps will be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay (‘accuracy’)
  • it is kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed (‘storage limitation’)
  • it is processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures (‘integrity and confidentiality’)

Guild will facilitate any request from a data subject who wishes to exercise their rights under data protection law as appropriate, always communicating in a concise, transparent, intelligible and easily accessible form and without undue delay. 

Process/procedures/guidance

Guild will:

  • ensure that the legal basis for processing personal data is identified in advance and that all processing complies with the law
  • not do anything with your data that you would not expect given the content of this policy and the fair processing or privacy notice 
  • ensure that appropriate privacy notices are in place advising staff and others how and why their data is being processed, and, in particular, advising data subjects of their rights
  • only collect and process the personal data that it needs for purposes it has identified in advance
  • ensure that, as far as possible, the personal data it holds is accurate, or a system is in place for ensuring that it is kept up to date as far as possible 
  • only hold onto your personal data for as long as it is needed, after which time Guild will securely erase or delete the personal data – Guild’s data retention policy sets out the appropriate period of time 
  • ensure that appropriate security measures are in place to ensure that                          personal data can only be accessed by those who need to access it and that it is held and transferred securely 

Guild will ensure that all staff who handle personal data on its behalf are aware of their responsibilities under this policy and other relevant data protection and information security policies, and that they are adequately trained and supervised. 

Breaching this policy may result in disciplinary action for misconduct, including dismissal. Obtaining (including accessing) or disclosing personal data in breach of Guild’s data protection policies may also be a criminal offence. 

Data Subject Rights

Guild has processes in place to ensure that it can facilitate any request made by an individual to exercise their rights under data protection law. All staff have received training and are aware of the rights of data subjects. Staff can identify such a request and know who to send it to. 

All requests will be considered without undue delay and within one month of receipt as far as possible.   

Subject access: the right to request information about how personal data is being processed, including whether personal data is being processed and the right to be allowed access to that data and to be provided with a copy of that data along with the right to obtain the following information: 

  • the purpose of the processing 
  • the categories of personal data 
  • the recipients to whom data has been disclosed or which will be disclosed 
  • the retention period
  • the right to lodge a complaint with the Information Commissioner’s Office 
  • the source of the information if not collected direct from the subject, and 
  • the existence of any automated decision making 

Rectification: the right to allow a data subject to rectify inaccurate personal data concerning them. 

Erasure: the right to have data erased and to have confirmation of erasure, but only where:

  • the data is no longer necessary in relation to the purpose for which it was collected, or
  • where consent is withdrawn, or
  • where there is no legal basis for the processing, or 
  • there is a legal obligation to delete data

Restriction of processing: the right to ask for certain processing to be restricted in the following circumstances:  

  • if the accuracy of the personal data is being contested, or
  • if our processing is unlawful but the data subject does not want it erased, or
  • if the data is no longer needed for the purpose of the processing but it is required by the data subject for the establishment, exercise or defence of legal claims, or 
  • if the data subject has objected to the processing, pending verification of that objection 

Data portability: the right to receive a copy of personal data which has been provided by the data subject and which is processed by automated means in a format which will allow the individual to transfer the data to another data controller. This would only apply if Guild was processing the data using consent or on the basis of a contract. 

Object to processing: the right to object to the processing of personal data relying on the legitimate interests processing condition unless Guild can demonstrate compelling legitimate grounds for the processing which override the interests of the data subject or for the establishment, exercise or defence of legal claims.

Special category personal data

This includes the following personal data revealing:

  • racial or ethnic origin 
  • political opinions
  • religious or philosophical beliefs 
  • trade union membership 
  • the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person
  • an individual’s health
  • a natural person’s sex life or sexual orientation
  • criminal convictions or offences 

Guild processes special category data of employees as is necessary to comply with employment and social security law. This policy sets out the safeguards we believe are appropriate to ensure that we comply with the data protection principles set out above. Guild also has a data retention policy which sets out how long special category data will be held onto.  

Responsibility for the processing of personal data

The Directors of Guild take ultimate responsibility for data protection. 

If you have any concerns or wish to exercise any of your rights under the GDPR, then you can contact the data protection lead in the following ways: 

Name
Address
Email 
Telephone 

Monitoring and review

This policy was last updated on 25 May 2021 and shall be regularly monitored and reviewed, at least every two years.

Environmental Policy

Guild AR Ltd recognises the importance of environmental protection and is committed to operating its business responsibly and in compliance with all legal requirements relating to general building contractors providing a full range of construction services for both public and private Clients. It is the Company’s declared Policy to operate with and to maintain relations with all regulatory bodies.

It is the Company’s objective to carry out all reasonably practicable measures to meet and exceed all necessary regulatory requirements and to continually improve environmental performance through the implementation of the following:

  1. Regularly assess the environmental effects of the Company’s activities in meeting our Policy objectives
  2. Training of employees in environmental issues by implementing effective management systems and improving employee awareness of the importance of behaving in an environmentally responsible manner
  3. Minimise the production of waste
  4. Minimise material wastage
  5. Minimise energy wastage
  6. Promote the use of recyclable and renewable materials
  7. Reduce and/or limit the production of pollutants to water, land and air
  8. Control noise and vibration emissions from operations
  9. Minimise the risk to the general public and employees 
    from operations and activities undertaken by the Company
  • Responding to the concerns of local communities and 
    other interested parties in relation to environmental issues and respecting the local wildlife and general environments to the fullest extent possible
  • Ensuring that applicable legislation, regulations and codes of practice are adhered to on all sites
  • Encouraging clients, where possible, to use sustainability in their design process

This Policy is communicated to all employees, suppliers and sub-contractors and is made available to the public.

Quality Assurance Policy

Guild AR Ltd specialises in the restoration of traditional buildings, design and build construction for both public and private Clients.

Guild AR Ltd has an excellent and demonstrable record of achieving the completion of projects within agreed timescales and in a number of cases ahead of programme where project acceleration is required by our Clients.

The objective of the Company is to provide the restoration services identified above in a manner which conforms to contractual and regulatory requirements and recognises that the level of quality assurance required is managed systematically throughout all projects undertaken by the Company. The nature of the Company’s activities places particular emphasis on experience, expertise, capability, reliability and quality.

The Director of Guild AR Ltd and its’ employees are fully committed to the principles of Quality Management. In addition to this, the Company is committed to the principles of Total Quality Management (TQM). As such, the Company ensures that its personnel, systems and processes are suitable and sufficient and that the Company strives for continuous improvement, aimed at providing an ever-increasing degree of customer satisfaction.

Guild AR Ltd is committed to the following to ensure quality is implemented throughout our business:

  1. Customer needs and expectations are determined and achieved with the objective of exceeding customer satisfaction
  • Projects are completed on time, within budget, in accordance with legislative requirements to a high quality standard in line with relevant project specifications
  • Quality objectives are set, reviewed, monitored (ongoing, internal and external audit) and that opportunities for continuous improvement are identified and implemented
  • Ensuring that a robust Quality Management System that meets the requirements of the company is implemented, reviewed and updated accordingly
  • Ensuring that all departments within the business are engaged and actively contribute to support the quality process
  • High quality supply chain partners and specialists (sub­contractors, suppliers and consultants) are engaged and appointed to achieve our high quality standards
  • The recruitment of high quality professional employees whom in turn contribute to the overall quality outputs of our business and our projects
  • Ensuring that our employees are suitably trained and informed about our quality systems, processes and objectives and that adequate resources are in place
  • High standards of expedient aftercare and customer service are implemented throughout the duration of the project and post project completion

The Director has authorised that all Company personnel should adhere to the requirements of this Quality Policy at all times.

Defects Care Policy

At Guild AR Limited, we acknowledge that defects do occur in construction and although our procedures attempt to reduce these, we have developed a system in which to rectify these quickly in order to maintain a high level of quality and provide the client and residents with customer care so they can feel confident in our ability to fulfil our objectives under our aim of “achieving excellence in construction”.

Defects Prior to Handover

During construction, defects do occur albeit through shrinkage or other influences inherent with material used in construction. When identified early, corrective action is taken to either remove the defect totally or embark on a course of action in which to treat it. These actions are undertaken to enable the building to be handed over with a target of zero defects.

Latent Defects

During the months after handover, defects may become apparent in varying forms, which can and will be promptly attended to in line with the contract. This is undertaken by our dedicated team of operatives who will take corrective action in order to maintain the specification and quality of workmanship detailed in the employers brief. 

The Company operates a detailed Quality Assurance procedure for all departments and this ensures that all procedures are followed by all Guild AR Limited employees and this in turn enables the Company to provide clients with a quality product second to none.

Feedback

The Company consistently monitor the top 10 defects of the work we undertake by feedback from our Operatives, our Site Managers or indeed our Client’s. Should there be a consistent defect which is product related, this would be discussed with our purchasing department, and addressed, and alternative products would be sourced and utilised providing preventative measures on future projects. Further feedback with the Client/End User is undertaken towards the end of the defects liability period in the form of a post contract review (details below), with specific sections relating to defects.

Post Contract Reviews

The Company believes that benchmarking is an important element of any project. In order to improve performance, it is necessary to measure and compare performance and the Company has adopted the Key Performance Indicators (KPIs), developed by the Construction Best Practice Programme, for many of its projects.
As part of Guild AR Limted commitment to customer satisfaction the Company undertakes post contract reviews (which also form part of our KPIs) with all its Client’s for every project we complete. These review documents allow us to ensure that we are delivering the requisite level of service, and more importantly, we can assess those areas where we are not delivering to our Client’s requirements and implement change.

Customer Care & Defect Management

Guild AR Limited’s philosophy of a total commitment to Customer Care is an essential component of the Company’s success.
Our ethos of putting Clients first and responding to their needs goes far beyond both the contract and obligations under the contract. The Company firmly believes that for clients and end users to be completely satisfied with any project, they must be given a thoroughly professional, effective and speedy service during the defects liability period.

Full training is given to both Clients and customers on how the product should be looked after and maintained, and to Guild’s own maintenance team. The Guild team are also experienced in working with Clients and residents and are sympathetic to their needs and circumstances. It is also emphasised that neat and tidy work, together with respect of residents/tenants, is paramount.

The results of our Care Policy are reflected through our high percentage of repeat business in all sectors.

Maintenance & Repair Procedures

1. On receipt of a telephone call, fax or letter from an Employer, Resident or Employer’s Agent, the duty staff will assess the nature of the complaint.
2. If a Subcontract related item, the Subcontractor will be contacted and instructed to deal with the complaint within the specified timescale. All relevant information is to be passed to the Subcontractor.
3. If unable to contact the Subcontractor, or they are unable to facilitate the complaint within the timescales specified, Guild operatives will attend.
4. If a Guild related item, staff will deal with the complaint and a job card completed.
5. Operatives attending defect will obtain customer satisfaction note from resident as confirmation that the works have been attended to satisfactorily. Copy note issued back to head office and Employers Agent.
6. Upon completion of any project a letter of introduction to our after sales service is given to the resident or facilities manager.