Our Company Policies

ProFM Group Ltd recognises that to achieve continued success it must maintain a quality culture throughout the organisation and therefore fully committed to BS EN ISO 9001:2015 and the SIA Approved Contractor Scheme. We also recognise that even though our activities have a minimal adverse impact on the environment we have a duty of care to protect it wherever we can and therefore we also commit ourselves to BS EN ISO 14001:2015

We underpin our commitment to these standards by adopting the following working practices in all that we do:

• Ensure that environmental management is integrated into every aspect of our business operations to ensure environmental issues are addressed
• Ensure compliance with all relevant legislation and regulations and aspire to best practice
• Review current activities, products, and services with a view to minimise the environmental impacts and reduce, wherever practicable, the level of harmful emissions and prevention of pollution.
• Reduce our use of natural resources such as energy and water, and maximise the efficient use of such resources, reuse rather than dispose whenever possible, promote recycling and the use of recycled materials
• Ensure that all employees understand their responsibilities in relation to the Environmental Policy
• Encourage the implementation of sound environmental practices by all people within the organisation
• Ensure that suppliers and contractors minimise the impact of their operations on the environment and actively support our environmental programmes through an environmentally sensitive purchasing policy
• Where appropriate, support through community programmes, the promotion of environmental protection by relevant external groups and organisations
• Monitor progress on a regular basis to identify strengths and areas for improvement and to highlight actions required to prevent potential deficiencies. To implement this policy, we will develop a set of objectives and targets identified because of our environmental review, which relate to the environmental impacts of our organisation.

Actions, to achieve this policy require us to focus on the following areas:

• Energy use
• Waste management
• Recycling initiatives
• Staff training and communication on environmental issues
• Purchasing arrangements
• Business travel

We will establish and set relevant environmental objectives at all levels and review these at regular intervals. The company will communicate on their environmental aspects if requested.

ProFM Ltd, henceforth referred to as “The Company”, believe that doing business in a responsible and sustainable manner demonstrates a commitment to the governing principles of “ESG”, or Environmental, Social and Governance initiatives.

The prosperity of our business, and of the communities we serve, requires a commitment to those overarching ideals, and ProFM strives to uphold them across our operations. The Company demonstrates a steadfast commitment to ESG by embedding environmentally responsible, socially-minded and justly governed principles into the decision-making process and operations.

This policy has been developed to positively impact and enhance all areas of our business, from our front-line operatives through to stakeholders and C-Suite leadership, as well as valued clients and customers. This policy describes the business behaviours that not only meet commercial objectives and legal obligations but also the standards and ideals by which The Company operates.

The following sections provide a brief synopsis of how the company are working to deliver a robust policy that’s inclusive of those core pillars of Environmental, Social and Governmental

Our Environmental Commitments

The Company manages both the direct and indirect environmental impacts that arise from our continuing operations. Environmentally sustainable operating systems are implemented wherever reasonably practicable, to manage The Company’s direct impact on our base environment and that of the wider community.

We’re fully committed to reducing our ecological footprint here at The Company, through responsible resource management, waste reduction, and the implementation of green technologies. This includes measures to decrease energy consumption, reduce emissions, and promote sustainability in all aspects of the business operations. By integrating environmental sustainability into its core strategy, ProFM aims to contribute to global efforts to combat climate change and preserve natural resources for future generations.

That’s evidenced by numerous, company-wide initiatives adopted to reduce the impact on our environment, including:

• An ongoing partnership with pioneering carbon offsetting company Wanderlands
• Client partnerships designed to drastically reduce emissions
• Purchased hybrid company vehicles to reduce our road-bound emissions
• Implemented recycling initiatives at both our HQ and customer sites
• Invested in our eco-friendly supply chain
• Adopted a paperless approach to office and site-based working
• Installed motion-activated lights, EV charging points, and timers on our air-conditioning

The Company’s environmental commitments also feed directly into our involvement with community projects. We’ve taken an active role in local beach cleans and reforestation projects, as well as vocalised our support for national and global initiatives across our social media presence.

Our Social Commitments

ProFM Ltd are committed to the well-being and continual development of its employees, whether this be in the form of welfare visits to training and development. Training the workforce, and ensuring people are appreciated, valued and given regular feedback is required to ensure each person has a clear understanding of their role and how they contribute to the business.

We understand the importance of contributing positively to the communities in which we operate, both locally and across the UK. This involves supporting local initiatives, engaging in charitable activities, and ensuring that the business practices reflect ethical standards and respect for human rights. By doing so, we’re aiming to build strong, trust-based relationships with its stakeholders and enhance our social license to operate.

Without the people around us, we wouldn’t have experienced the successes we have. Whether that’s friends and family, work colleagues, or our local community, those we interact with offer so much to enrich all that we do.

Since our inception over 28 years ago, we’ve remained committed to ensuring we give back to the community and the people who have made us the success we are. That’s only increased alongside our achievements and our profits, and over the years we’ve been proud to offer significant support to a huge range of charities, as well as kickstarted our own range of initiatives to offer support, guidance and a welcoming workplace.

Within that, we’ve pushed the boundaries of what one can expect from their security company, including:

• Extensive charitable giving, with over £15,000 donated to both national and local charities
• Offered sponsorship to the grassroots charity Autism Beaudon: Understanding Kindness
• Partnered with the Lancashire Constabulary in their innovative Lancashire Partnership Against Crime (LANPAC) to support crime prevention in the community
• Launched an employee support programme – the “We’re Here” Programme – which offers robust mental health support, resources and counselling in conjunction with the Mental Health Charter
• Achieved full accreditation with Disability Confident, and certified ourselves as an equal opportunities employer

Here at ProFM, we recognise that our employees are our most valuable asset. By prioritising their health, safety, and professional development, we’re ultimately aiming to foster a motivated, skilled, and resilient workforce. This includes providing comprehensive training programs, promoting work-life balance, and ensuring a safe and inclusive work environment.

Our Commitment To Ethical & Fair Governance

Without the right leadership and the right people in the right seats, we simply wouldn’t be able to progress. It’s ultimately what underpins all the core principles of ESG, and what allows for that to come to fruition for so many.

This is an area where, without intending to self-aggrandise, we truly excel. Here’s a concise insight into why that is, and how those points outline the path forward.

We’ve long since held the belief that, if you place the right people in the roles that lend themselves to their strengths, you’ll soon see the successes you deserve. That’s the very foundation upon which this Company was built. Around 70% of all our Senior Leadership and Management Teams started their careers as either a frontline security officer or an apprentice, and understand the demands of the sector on a more intimate level.

It’s further proof of the diversity and inclusivity we have here, both of which only contribute towards the continued prosperity, progress and plaudits we’ve witnessed over the last 28 years.

From our finance apprentices who’ve gone on to achieve industry-leading qualifications with the AAT, to those in our Business Support department who ensure the smooth running of our sites, contracts and staff, it’s somewhere we’ve had substantial and tangible successes.

We reward that passion with opportunity, too. Our Director of Sales is one of our biggest apprenticeship accomplishments, having undergone a meteoric rise from an apprentice role when she started 10 years ago. She’s far from the only example though, and across our SLT and SMT, you’ll find gems who’ve risen through our ranks to soar.

Our data protection policy sets out our commitment to protecting personal data and how we implement that commitment with regards to the collection and use of personal data.

We are committed to:

• Ensuring that we comply with the eight data protection principles, as listed below
• Meeting our legal obligations as laid down by the Data Protection Act 1998
• Ensuring that data is collected and used fairly and lawfully
• Processing personal data only in order to meet our operational needs or fulfil legal requirements
• Taking steps to ensure that personal data is up to date and accurate
• Establishing appropriate retention periods for personal data
• Ensuring that data subjects’ rights can be appropriately exercised
• Providing adequate security measures to protect personal data
• Ensuring that a nominated officer is responsible for data
• Protection compliance and provides a point of contact for all data protection issues
• Ensuring that all staff are made aware of good practice in data protection
• Providing adequate training for all staff responsible for personal data
• Ensuring that everyone handling personal data knows where to find further guidance
• Ensuring that queries about data protection, internal and external to the organisation, is dealt with effectively and promptly
• Regularly reviewing data protection procedures and guidelines within the organisation

Data Protection Principles

1. Personal data shall be processed fairly and lawfully.
   2. Personal data shall be obtained for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.
   3. Personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
   4. Personal data shall be accurate and, where necessary, kept up to date.
   5. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
   6. Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998.
   7. Appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
   8. Personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.

Modern Slavery Act (2015)

Anti-Slavery and Human Trafficking Policy of ProFM Group Ltd

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.

ProFM Group 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.

Commitments

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 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 stakeholders and 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.

ProFM Group Ltd is committed to meeting our stakeholder’s requirements and continual improvement. We aim to give our stakeholders peace of mind by providing the best possible facilities management services throughout the United Kingdom.

We want our customers to ensure all their business facilities management requirements are met by providing comprehensive security, cleaning, and broader FM services to suit their requirements.

We are committed to establishing and reviewing the Quality Objectives of the company and communicating these to all members of our staff as a vehicle to drive forward continuous improvement.

This policy will be fulfilled through the implementation of the Quality Management Systems required by BS EN ISO 9001 and the latest versions of relevant standards BS 7858, BS 7499, and BS 7984.

All contents of this Quality Manual are fully endorsed. It is issued with authority and adherence to the Quality Manual, Management Procedures, and Staff Handbook are mandatory for all staff.

General Statement of Company Policy:

• The company believes in the prevention of accidents and ill health and it is the company’s policy to ensure, as far as is reasonably practicable, the health, safety, and welfare of its employees
• The company will, to this end, endeavour to keep up to date with current professional expertise on health and safety matters and to observe all relevant regulations and codes of practice
• The company will ensure that all employees are instructed in health and safety procedures and fire precautions and in the use of any work equipment. Management and Supervisors with health and safety responsibilities are to be given the necessary training to address their responsibilities
• The company shall consult with the representatives of all grades of employees on matters affecting health and safety through recognised employee representatives
• The company recognises its duties to persons other than employees and it is the company’s policy to ensure, as far as is reasonably practicable that the health and safety of such persons is not put at risk by the company’s operations.

General Statement of Employees’ Responsibilities:

It is the responsibility of all employees

• To assist in ensuring the health and safety of all persons legitimately engaged in activities on our premises.
• To familiarise themselves with all aspects of the company’s Health and Safety Policy which relates to their work
• To comply with all instructions from Management concerning the health and safety of employees.
• To operate electrical, mechanical, or other equipment only if authorised to do so.
• To adhere to manufacturers, suppliers, and company’s instructions when using equipment during the course of their work
• To use all personal protective equipment provided by the company or its Clients.
• To report any accidents or injuries, however minor
• To study and be familiar with the company’s emergency rules and procedures.
• To follow all safety procedures in force on Client’s sites and premises.

It is the responsibility of the Managing Director of the company to ensure the implementation of the Health & Safety Policy.  He will ensure the necessary organisation and arrangements are in place for the company to comply with the policy.  This Policy will be reviewed on an annual basis or as required by health & safety legislation.

What Information Do We Collect?

In running and operating this website we may collect and process certain data and information relating to you and your use of this site. This data and information is detailed below:

1. Details of visits to our website and the pages and resources that are accessed, including, but not limited to, traffic data, location data and other communication data that may assist us in understanding how visitors use this website.
2. Information that visitors provide to us as a result of filling in forms on our website, such as when a visitor registers for information or makes a purchase.

iii. Information provided to us when our visitors communicate with us electronically for any reason.

How Do We Use This Information?

The information we collect is used for our own use in developing our website. In addition, we may use the information for the following purposes:

1. To provide you with information relating to our website, products or our services that you request from us.
2. To provide you with information on other products that we feel may be of interest to you.

iii. To meet our contractual obligations to you.

1. To notify you about any changes to our website, including improvements, and service or product changes that may affect our website.

What Are Cookies?

Cookies are text files, containing small amounts of information, which are downloaded to your personal device when you visit a website.

Persistent cookies remain on a user’s device for the period specified in the cookie. They are activated each time the user visits the website that created it. Session cookies are created temporarily and allow website operators to link the actions of a user during a browser session, the session starts when a user opens the browser window and finishes when they close the browser window, and all session cookies are deleted.

Cookies are used for everything from navigation, to remembering preferences and generally help to improve the user experience.

On visiting the ProFM Group Ltd website when you click accept we will set four Google Analytic cookies on your computer (__utma, __utmb, __utmc, __utmz) so that we can access Google Analytics services. We use this to monitor traffic levels, search queries and visits to this website. Google Analytics stores IP address anonymously so neither ProFM Group Ltd or Google can associate your IP address with any personally identifiable information. These cookies allow us to enhance our website and improve the customer experience.

Our website also uses seven cookies for telephone tracking (exp_referFirstVisitTime, exp_referHost, exp_referVisitTime, exp_referNumVisits, exp_referMedium, exp_teltrackNumber, exp_referKeywords). This allows us to show users different phone numbers depending on how they found our website. For example people who come through from Google will see a different number on our website to people who find us on Bing or via Social Media channels this cookie is strictly necessary for site functionality.

The ProFM Group Ltd website runs on WordPress. WordPress uses cookies to track a user’s session, when they last visited or did something on the site (exp_last_visit, exp_tracker, exp_last_activity). These cookies only store timestamps related to that browser session; they do not store any personal information. These cookies are automatically set by WordPress.

Explanation of Google Analytics service:

“Google Analytics is a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google.”

Below is a list of the cookies types we may use on our Website. We classify cookies in the following categories:

Strictly Necessary Cookies

Performance Cookies

Functional Cookies

Targeting Cookies

Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site may not work then.

Performance Cookies

These cookies allow us to count visits and traffic sources, so we can measure and improve the performance of our site. They help us know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies, we will not know when you have visited our site.

Functional Cookies

These cookies allow the provision of enhance functionality and personalization, such as videos and live chats. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies, then some or all of these functionalities may not function properly.

Targeting Cookies

These cookies are set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant ads on other sites. They work by uniquely identifying your browser and device. If you do not allow these cookies, you will not experience our targeted advertising across different websites.

More Information

You can find more information in the following links:

Google Analytics and the Use of Cookies https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage

ICO Cookie Guidance https://ico.org.uk/for-organisations/direct-marketing-and-electronic-communications/guide-to-pecr/guidance-on-the-use-of-cookies-and-similar-technologies/

Storing Personal Data

Data that is provided to us is stored on our secure servers. Details relating to any transactions entered on our website will be encrypted to ensure its safety. The transmission of information via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk. Where we have given you (or where you have chosen) a password so that you can access certain parts of our website, you are responsible for keeping this password confidential.

Disclosing Information

Where applicable, we may disclose your personal information to any member of our group. This includes, where applicable, our subsidiaries, our holding company and its other subsidiaries (if any).

We may also disclose your personal information to third parties:
i. Where we sell any or all of our business and/or our assets to a third party.
ii. Where we are legally required to disclose your information.
iii. To assist fraud reduction and minimise credit risks.

Access to Information

The Data Protection Act 1998 gives all individuals the right to access personal information that is held about them. You can request a copy of any information that we hold about you.