About Us - Based on the Sussex/Surrey border near Gatwick Airport and established for over 30 years we are the South’s premier Waste Management and recycling Specialist. Our services cover all aspects of waste management including advice on how to reduce waste, re- use waste, recycle and recover waste products. We focus on reducing our customers reliance on Landfill, this approach has led us to achieve average recycling/recovery rates of over 90%. This is possible due to the processes in place at our Waste Recycling Centre in West Sussex . The services we offer are available to all; corporate clients, business users, householders and local builders. With services ranging from site clearances and mini skip hire through to large roll on roll off containers no job is too big or too small. Our dedicated team of professionals are qualified to provide advice on all aspects of waste management. Our staff are friendly and approachable, so if you have a question about waste please give us a call and we will be happy to help. Hazardous Waste: Our specialist Hazardous Waste Team are qualified to advise on all aspects of hazardous waste disposal . We can list, pack, prepare for transportation, transport, process, treat and dispose of all types of hazardous waste in accordance with current legislative requirements. Trade Waste: Cox Skips provides a commercial waste collection service for businesses in the South East. This can be from as little as one bag a week to the supply of large Euro bin containers for a more regular collection. We supply the bins, the collection and the paperwork. THE RECYCLING PARTNERSHIP Ltd provides a commercial recycling collection service for businesses in the South East. Services include collection of Glass, drinks cans, office paper, cardboard, plastic bottles and food tins. Prices start from just £3.00 per week. For further information please contact our Enquiries Team on 01342 715456 or visit http://recyclingpartnership.co.uk Recycling We are committed to sustainable development and aim to recycle at least 90% of the waste we handle. We process as much waste as possible using our own fully licensed Waste Recycling Centre. This facility allows us to separate recyclables and process in the most efficient way. With our Site Clearance Service Cox will provide the wheels, the manpower and the required documentation to safely collect and dispose of all waste items large and small. We will collect mixed general waste as well as Hazardous wastes such as TV’s, monitors, fridges, and Cement Bonded Asbestos. House clearance? Warehouse clearance? Site clearance? We take care of everything including separating recyclable waste, arranging extra staff for larger sites, providing the appropriate collection vehicles and locking up at the end of the job. Site Clearance: Our professional approach allows us to provide the highest standard of service with a rapid response to all enquiries. Since the introduction of new legislation in 2008 plasterboard and gypsum based products can no longer be sent to landfill and must be recycled. Cox Skips have the solution to your plasterboard and other gypsum based products recycling needs. We provide a separate collection of all plasterboard products. All plasterboard waste is broken down and recycled back into plasterboard products providing a “closed loop” solution for all of our customers. For further information contact us on 01342 715978. We can assist with planning the process for on site segregation to ensure that 100% of the plasterboard waste produced is recycled. Our specialist team can be contacted for further advice. Waste transfer and Recycling facility Summer opening times: Monday to Friday: 07:15 – 16:30 (last tip 16:30) | Saturday: 07.15 – 11:00 (last tip 11:00) | Sunday: Closed
2025
Employee Handbook
Contents
1. WELCOME & INTRODUCTIONS Purpose of this handbook Using this handbook
COMPANY MISSION, VISION & VALUES
2. EMPLOYMENT GUIDELINES AND POLICIES
Employment Types
Probation Period
Working hours and schedules Medical and Other Appointments
Employee Code of Conduct Dress Code
Unforeseen or Adverse Conditions Policy General Policy Adverse Conditions Customer Service Policy.
Equality and Diversity Policy
Anti-harassment and Anti-bullying Policy
Health and Safety Policy
Alcohol and Drugs Compliance Policy
Vehicle Mobile Phone and Electronic Devices Policy
Display Screen Equipment (DSE) Policy
Display Screen Equipment (DSE) Policy No-smoking Policy No-smoking Policy Right to Work Policy Anti-money Laundering and Counter Terrorist Financing Policy Privacy Policy Call Recording Policy Health and Welfare Policy
3. HEALTH, SAFETY & ENVIRONMENT
Site Safety Instructions Site Safety Instructions. Visitor and Contractor Site Induction Training. Permit to Work Contractor Rules.
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Reporting Accidents and Near Misses What to do at the scene of an accident or breakdown & vehicle breakdown callouts. Health and Safety Training, including Reporting Accidents and Near Misses. Accidents and First Aid Reporting Accidents and Near Miss Incidents
Personal Protective Equipment (PPE) Employee Core Induction.
Emergency Procedures Emergency Procedure 1: Fire. Emergency Procedure 2: Accident/ Injury. Safety Representatives. Fire Marshal Role Profile and Procedure. Vehicle Fire Guidance – Drivers and Loaders. Emergency evacuation and fire precautions Risk assessments National health alerts
Site-specific Safety Protocols
Environmental Compliance and Waste Handling Procedures Environmental Policy.
4. OPERATIONS & PROCEDURES Working Time and Driver’s Hours Policy.
Roles and Reporting Lines Organisation Chart Job classifications
Vehicles and Site Access Protocols
In Vehicle Communication Policy Use of company vehicles
Communication and Documentation Standards (Emails, Waste Transfer Notes, Records) Electronic Information and Communications Systems Policy
Social Media Links
ISO Accreditation
Quality Policy
Cox Group ISO Certificate
5. INFORMATION & DATA MANAGEMENT
Confidential Policy
Data Protection Policy
Use of Company Systems and IT Resources
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Information Security Policy Inappropriate use of equipment and systems
Document Control and Recordkeeping
6. TRAINING & DEVELOPMENT
Induction and Onboarding Process Employee Core Induction. Our People Induction Manual Handling Training. Preventing Bridge Strikes. Seat Belts Driver Safety Training. Safe Use and Transportation of Skips
Driver Pre-Use Vehicle Checks Wheel and Tyre Defect Training
Reporting Motor Vehicle Accidents Spill Awareness and Safe Use Spill Kit Tail Lifts and Safe Operation Presentation Reversing Assistant Training . Visitor and Contractor Induction
Mandatory Training Requirements (HSE, Operations & Compliance)
Training Policy
Opportunities for Professional Development
7. EMPLOYEE BENEFITS & POLICIES
Leave Entitlements (Annual, Sick, Maternity/Paternity, etc.) Sickness and Absence Policy – Ref HelloPeople Maternity, Paternity & Adoption Policy Parental leave policy
Time Off for Dependants Policy Sickness Procedure Flowchart. Time Off for Training Policy Time Off for Public Duties Jury service
Salary, Payroll and Expense Procedures Expenses Policy Reimbursement of expenses
Performance Reviews
Recognition and Reward Programs Company Benefits
6. CONDUCT & DISCIPLINARY PROCEDURES
Behavioural Expectations – Rules of Conduct
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Grievance & Disciplinary Procedures
7. REPORTING & ESCALATION
Whistleblowing and Raising Concerns
Reporting Operational or Compliance Issues
Contact Points for Support and Advice
8. EMPLOYEE ACKNOWLEDGEMENT
1. Welcome & Introductions Welcome!
The Cox Group , incorporating:
Cox Management Services Limited
The Recycling Partnership Limited
Cox Skips Limited
The Cox Group is part of
an integrated network of
sustainable British waste management providers and is a trusted name in the South for over 40 years. Based on the Sussex/Surrey border, we are a leading waste management and recycling specialist, committed to reducing landfill use and promoting sustainable solutions. As part of our team, you help us maintain the highest standards in everything we do.
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Purpose of this handbook As a valued member of the Cox Group, you play a direct role in helping us achieve our purpose, uphold our vision, and live by our values. This isn’t just a company expectation — it’s part of what makes our workplace strong, respectful, and successful. 1. Understand and Embrace Our Purpose, Vision & Values: • Take time to understand what the Cox Group stands for • Let our values guide your decisions, behaviour, and interactions • Support the company’s mission through positive contribution to your role
2. Act with Integrity and Respect: •
Be honest, fair, and ethical in everything you do • Treat colleagues, customers, and partners with dignity and respect • Speak up if you witness behaviour that goes against our values
3. Be Accountable: •
Take ownership of your actions and responsibilities • Admit and learn from mistakes — we all grow from feedback • Deliver your work to the highest possible standard
4. Protect Our Reputation: • Represent the Cox Group in a professional and positive manner • Avoid any actions (online or offline) that could bring the company into disrepute • Be mindful of confidentiality, data protection, and ethical conduct 5. Live the Values Every Day: Our values aren’t just words on a wall — they are reflected in how we speak, act, and treat each other every day. You are expected to model these values in your role and be a positive example for others.
This handbook outlines the fundamental policies and procedures you are required to adhere to while employed with us.
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The Company Board of Directors holds overall responsibility for this Employee Handbook and ensuring its policies meet legal requirements. Day-to-day management of these policies is delegated to designated managers, as outlined in the organisation chart. Managers are responsible for following the Employee Handbook, ensuring staff understand expected standards of behaviour, and addressing any misconduct. They are also required to attend meetings to support these responsibilities. In addition, managers must lead by example, uphold Company policies and procedures, and promote equal opportunities in line with the Company’s aims and values.
By reading and understanding this handbook, you help create a consistent and professional working environment for yourself and your colleagues.
Personal details, home address and next of kin
• Cox Management Services Ltd will be responsible for maintaining up-to- date details of the home address, next of kin and emergency contact telephone numbers. Other details include employees, relevant licences and training-related certificates for each member of the Company staff. • This information will be requested by the line manager at the commencement of employment. It is the responsibility of the employee to inform their line manager immediately of any change (or perceived change) to their personal circumstances. • It is important that the Company maintain accurate details in case a member of staff has an accident or an entitlement to a dependant's
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pension or other benefits arises. Information is held in confidence and is only used when needed.
Using this handbook Familiarise yourself with the content to ensure compliance with company standards. This ensures that you: • Understand your rights and responsibilities as an employee • Follow company policies and procedures correctly • Stay informed about important rules regarding conduct, safety, and performance • Know where to go for help, support, or clarification • Contribute to a positive, compliant, and respectful workplace • Use it as a reference tool for day-to-day work and decision-making. Need Help? If you have any questions about the content or how to comply, please ask your line manager—we’re here to support you!
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Company Mission, Vision & Values
Smart. Green. Impactful. We turn waste into resources through efficient, eco-friendly solutions and innovative recycling. By giving waste a second life, we empower communities through education, collaboration, and sustainability. Leading the Way in Sustainable Waste Solutions. We transform waste into resources, recycling 90%+ of materials, and setting new standards in simplicity, service, and sustainability. Empowering communities and industries to drive the shift to a circular economy. Service Prompt, reliable, and people-first—building trust through every solution we deliver.
Simplicity Waste management is made effortless with expert support and streamlined processes.
Sustainability Turning waste into resources—reducing landfill use and leading the circular economy shift.
Our People Passionate, skilled, and collaborative—the driving force behind our innovation and success.
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2. Employment Guidelines and Policies
Employment Types Full-Time Employment - Employees work a standard number of hours (usually 45 per week). - Eligible for full benefits (paid leave, retirement plans). - Long-term commitment. - Paid weekly/monthly. Part-Time Employment - Employees work fewer hours than full-time, often under 30–35 hours per week. - May or may not receive benefits.
- More flexible schedule. - Hourly wage is common.
Temporary (Temp) Employment - Short-term work, often arranged through a staffing agency. - Fixed duration (e.g., covering maternity leave, seasonal work). Probation Period Your probation period is covered in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment for information.
Working hours and schedules The working hours are covered in your Contract of Employment.
Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment – Personal Particulars and point 8. Hours of Work .
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Medical and Other Appointments When an employee has a Dentist, Doctor or other appointment, it will be expected that this will normally be arranged outside working hours. When this is not possible, employees may either take a half-day of their holiday entitlement or an unpaid absence. In either case, a line management agreement must be obtained through the holiday request form. When the appointment is near the end of the day or a meal break, senior management may use its discretion and authorise paid absence to an agreed time limit.
Under no circumstances should Company vehicles be used for journeys to and from appointments without the expressed authorisation of senior management.
Employee Code of Conduct Knowing the Code of Conduct policy helps employees act professionally, make ethical decisions, and contribute to a positive, lawful, and respectful workplace. It clarifies consequences – Knowing the policy makes employees aware of what happens if the code is violated, which encourages compliance and responsibility. Employee Code of Conduct Policy . Dress Code The Cox Group promotes office wear for the employees as ‘smart casual’, revealing clothing is considered inappropriate in the company environment. The Company encourage everyone to maintain an appropriate standard of dress and personal appearance at work and to conduct themselves professionally. The purpose of the Company dress code is to establish basic guidelines on what is appropriate clothing and appearance whilst working on behalf of the company, so that the company: Promote a positive image, and employees look professional. Respect religious, racial and gender-specific clothing requirements and those of employees with disabilities where possible. Take into account of health and safety requirements; and: Help employees decide what clothing is appropriate to wear to work.
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Different departments may have specific requirements that result in particular clothing demands, for example, because their work raises health and safety risks. It is important that all employees dress in a manner appropriate to their working environment and the type of work they do. Company-issued clothing (including Personal Protective Equipment (PPE)) must be maintained in a clean, presentable and compliant manner in relation to their working environment. Appearance While working for the Company, you represent the Company with clients and the public. Your appearance contributes to the Company's reputation and the development of the business. Footwear must be safe and clean, and take into account health and safety considerations. Where the Company provide Personal Protection Equipment (PPE) and equipment, including protective footwear, it must be worn or used as appropriate and directed. Employees should not wear clothing or jewellery that could present a health and safety risk. Religious and cultural dress Employees with religious or cultural beliefs that may affect the company dress code or company culture must declare their beliefs to their line manager, where a sympathetic approach will be taken without compromising company health and safety. Where necessary, your line manager can disseminate appropriate information explaining cultural dress and customs. Priority is at all times given to health and safety requirements. Where necessary, advice will be taken from the Company Health and Safety Officer. Implementing and reviewing the Company dress code Managers are responsible for ensuring that employees observe the standards set by this dress code. Failure to comply with the dress code may result in action under the Company Disciplinary Procedure.
Unforeseen or Adverse Conditions Policy
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General Policy This policy should be followed by all employees within the business and is intended to complement and support the Company Employees Handbook. In certain circumstances, the Company may apply this policy as an emergency procedure to control Time and Attendance or irregular instructions for the deployment of duties during a period of unforeseen or adverse conditions. This policy may be enacted upon, but not limited to: Acts of God, War, Weather, Pandemic, National Crises or any situation that senior management may consider a threat, or of adverse concern to the welfare of the company or those affected by its operations. Cox Management Services Ltd, or its subsidiary companies, will expect all employees to complete the following requirements during unforeseen or adverse conditions.
All employees must ensure that operational reception areas are informed when leaving their duties due to Unforeseen or adverse conditions.
Employer Considerations
If an employee’s place of work or ability to carry out their duty has become, or is considered by management as untenable, the company may offer the following option/s where available, and subject to the individual employee's circumstances during periods of non-attendance: Paid leave to be deducted from the agreed holiday entitlement. Paid leave subject to management discretion, circumstance and individual agreement with the employee. Unpaid leave. Unpaid leave with agreement that Time in Lieu will be recorded and re-offered [en bloc] to the employee at the earliest opportunity. The company will treat all such events with sympathy and offer individual consultation where possible or required.
Employee Considerations
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All employees are expected to attend their workplace at the required time, provided it is considered safe to do so: Whilst at work, all employees should carry out their duty to the best of their ability, considering the effect that the unforeseen or Adverse Conditions may have on other employees, departments or business associates, both internally or externally connected with your place of work. Any change of standard practice due to an Unforeseen or Adverse Condition by an employee must be agreed by their Up line Manager, prior to the change, or informed to the Manager as soon as it is practical or safe to do so. Payment In the event that employees are sent home by the relevant line manager due to Unforeseen or adverse conditions, payment for time off will be at the discretion of Senior Line Management Employees wishing to leave their duties due to unforeseen or adverse conditions will require permission from the relevant line manager and will not normally be paid for periods of absence from work. Arrangement may be made in agreement with Senior Line Management to ‘make up’ this time at a later date. Employees leaving their business responsibilities (abandoning their post) without the agreement of their line manager will not be paid for any time considered not worked and, in addition, may forfeit any bonuses that could be accrued. A return to work interview or disciplinary action may be taken.
Adverse Conditions Customer Service Policy .
Equality and Diversity Policy Knowing the Equality and Diversity policy helps employees treat others fairly, prevent discrimination, and contribute to a positive, inclusive, and legally
compliant workplace. Equality & Diversity Policy .
Anti-harassment and Anti-bullying Policy Knowing the Anti-Harassment and Anti-Bullying policy helps employees understand their rights and responsibilities, prevent harmful behaviour, and contribute to a respectful and safe workplace.
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Anti-harassment and Anti-bullying Policy .
Health and Safety Policy Knowing the Health and Safety policy helps employees work safely, prevent accidents, and contribute to a healthy, compliant, and productive workplace. The policy provides clear instructions on what to do in emergencies, such as fires, accidents, or medical situations, ensuring quick and effective action. Health and Safety Policy. Alcohol and Drugs Compliance Policy Knowing the Alcohol and Drugs Compliance policy helps employees stay safe, professional, and legally compliant while supporting a healthy and responsible work environment. Awareness of the policy helps prevent behaviour that could lead to workplace conflicts, disciplinary action, or accidents. Alcohol and Drugs Compliance Policy . Vehicle Mobile Phone and Electronic Devices Policy Knowing the Mobile Phone policy helps employees use devices responsibly, maintain professionalism, protect company data, and support a safe and productive workplace. Awareness of the policy ensures everyone follows the same rules, preventing disputes over phone use. Vehicle Mobile Phone and Electronic Devices Policy . Display Screen Equipment (DSE) Policy Knowing the DSE policy helps employees work safely, prevent health issues, and maintain comfort and productivity when using display screen equipment. A comfortable and safe workstation helps employees work efficiently and reduces downtime caused by discomfort or injury. Display Screen Equipment (DSE) Policy . Display Screen Equipment (DSE) Policy Knowing the Health and Eyesight policy helps employees maintain good vision, prevent strain or injury, comply with safety standards, and work comfortably
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and productively. Proper vision care reduces the risk of accidents or errors, especially in roles that require precision or attention to detail. Health and Eyesight Policy . No-smoking Policy The Company are committed to protecting your health, safety and welfare and that of all those who work for the Company by providing a safe place of work and protecting all workers, service users, customers and visitors from exposure to smoke. All of the Company's workplaces (including the Company vehicles) are smoke-free, and all employees and visitors have a right to a smoke-free environment. This no-smoking policy complies with the Health Act 2006 and associated regulations. The Company is committed to a programme of action to make this policy effective and to bring it to the attention of all staff. The company provides designated smoking areas where required, which must be used. No-smoking Policy Knowing the Anti-Bribery and Corruption policy helps employees act ethically, comply with the law, protect the company’s reputation, and support a culture of transparency and fairness. Employees learn how to report suspicious behaviour or breaches of the policy safely and confidentially. Anti-bribery and Corruption Policy . Right to Work Policy Following the policy protects both the employee and the company from fines, sanctions, or legal action related to employment law violations. Right to Work Policy. Anti-money Laundering and Counter Terrorist Financing Policy Knowing the policy helps employees understand their role in monitoring, reporting, and escalating potential risks or suspicious transactions appropriately. Anti-money Laundering and Counter Terrorist Financing Policy .
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Privacy Policy Knowing the Privacy Policy helps employees protect sensitive information, comply with laws, maintain trust, and contribute to a secure and responsible workplace. The policy allows employees to follow data protection laws and regulations, such as GDPR, avoiding fines or legal action. Privacy Policy Call Recording Policy Call recordings may be used for training, dispute resolution, or quality assurance; knowing the policy ensures they are used correctly. Call Recording Policy . Health and Welfare Policy The Health and Welfare Policy ensures employees understand what the company provides (e.g., first aid, counselling, ergonomic equipment) and what is expected from them to maintain a safe and healthy environment. The policy helps the company meet health, safety, and employment laws. Health and Welfare Policy.
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3. Health, Safety & Environment
Site Safety Instructions These instructions ensure that all employees, visitors and contractors on site wear the required PPE.
Site Safety Instructions.
Visitor and Contractor Site Induction Training.
Permit to Work Contractor Rules.
Reporting Accidents and Near Misses Draft MyCompliance: Reporting Accidents & Near Miss Incidents.
Also refer to your Contract of Employment – Point 6. Deductions from Salary (Damage to Company Property).
What to do at the scene of an accident or breakdown & vehicle breakdown callouts.
Health and Safety Training, including Reporting Accidents and Near Misses.
Accidents and First Aid Any accidents at work must be reported to your line manager or supervisor. Detailed information is displayed on the Company Notice Board and at First Aid points throughout the organisation. All employees are required to familiarise themselves with nominated first aiders and the locality of first aid points on site. Personal Protective Equipment (PPE) The induction presentation explained the required PPE to be worn whilst on site. Employee Core Induction .
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Emergency Procedures
Emergency Procedure 1: Fire.
Emergency Procedure 2: Accident/ Injury.
Safety Representatives.
Fire Marshal Role Profile and Procedure.
Vehicle Fire Guidance – Drivers and Loaders.
Emergency evacuation and fire precautions Employees are required to be familiar with the company's health and safety policy and with all other relevant safety and work instructions. The company will arrange training as it deems appropriate, and employees must remain compliant at all times. Any concerns you have must be addressed through your line manager. Detailed information is displayed on the Company Notice Board. All employees are required to familiarise themselves with this location and with emergency evacuation and fire precaution procedures. Risk assessments General workplace risk assessments are carried out when required or as reasonably requested by members of employees or management and are notified accordingly through training of the ISO systems of work. Managers are responsible for ensuring that any necessary risk assessments are undertaken and that recommended changes to the workplace and working practices are implemented. National health alerts In the event of an epidemic or pandemic alert, the Company will organise the business operations and provide advice on steps to be taken by employees in accordance with official guidance, to reduce the risk of infection at work as far as possible. It is important for the health and safety of all employees that you comply with instructions issued in these circumstances. Failure to do so will be dealt with under the Company Disciplinary Procedure.
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Site-specific Safety Protocols
Environmental Compliance and Waste Handling Procedures
Environmental Policy Knowing the Environmental Policy helps employees act responsibly, support sustainability, comply with regulations, and contribute to a positive workplace culture and public image. Employees understand how their actions impact the environment and how to minimise negative effects, such as reducing waste or conserving energy. Environmental Policy. 4. Operations & Procedures
Working Time and Driver’s Hours Policy.
Knowing the Anti-Bribery and Corruption policy helps employees act ethically, comply with the law, protect the company’s reputation, and support a culture of transparency and fairness. Avoiding bribery and corruption protects the company from financial loss, penalties, and disruption to operations.
Roles and Reporting Lines
Organisation Chart
Your Job
Description is available to view and download from Profile under the ‘More’ tab and select ‘Jobs’, click
your Breathe
to view or download your Job Description.
Job classifications Within their competency, all employees will be required to: -
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a) Carry out any duty with regard to relevant safety regulations, policies and safe Working practices. b) Work without direct supervision. c) Assist other employees as necessary in any part of the business and operations. d) Undertake any training to standards agreed by Management and to train/assist the training of other employees, as directed. e) Undertake any additional tasks required of them by Management in support of the safe and effective operation of all departments within the Cox Group of Companies. f) Maintain their Legal status, qualified capacity and personal ability to fulfil the requirements with the Company Job Description, of which they were initially employed or as amended.
Vehicles and Site Access Protocols
In Vehicle Communication Policy The policy provides guidelines on using mobile phones, radios, or other devices safely, reducing distractions and the risk of accidents. In Vehicle Communication Policy. Use of company vehicles All vehicles, including Lorries, Vans and Cars, are restricted for use for business unless expressly authorised by senior company management. Employees must therefore obtain authorisation prior to each or any planned use of any Company vehicle. Failure to adhere to the aforementioned may lead to disciplinary action being taken against the employee concerned. Passengers are not permitted to be carried in Company vehicles unless on approved Company business. No animals are permitted to be carried in Company vehicles.
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Company cars issued to employees that include personal use are done so at the employee’s own discretion/risk.
Communication and Documentation Standards (Emails, Waste Transfer Notes, Records)
Electronic Information and Communications Systems Policy (ISO 9001:2015 Aligned)
1. Purpose The purpose of this policy is to define the proper use, management, and security of electronic information and communication systems to support the organisation’s Quality Management System (QMS) and ensure compliance with legal, regulatory, and contractual requirements. 2. Scope This policy applies to: • All employees, contractors, and third-party personnel who access the organisation’s electronic information systems; • All devices, applications, and communication channels used for business purposes, including email, intranet, internet, messaging platforms, and telephony systems. 3. Policy Statement The organisation is committed to: • Ensuring electronic communication supports the effective operation of the QMS; • Maintaining accuracy, reliability, and integrity of information; • Protecting information against unauthorised access, loss, or damage; • Promoting responsible and efficient use of communication systems; • Ensuring compliance with applicable laws, contractual obligations, and industry standards.
4. Acceptable Use Users must:
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• Use electronic systems primarily for legitimate business purposes aligned with organisational objectives; • Ensure communications are accurate, professional, and in line with quality standards; • Protect confidential, sensitive, and personal data in accordance with data protection legislation; • Follow the organisation’s IT security procedures, including password policies, access controls, and encryption. Users must not : • Use systems for unlawful or unethical purposes; • Install unauthorised software or connect unauthorised devices; • Circumvent security controls or monitoring systems; • Transmit material that is offensive, discriminatory, or harmful to the organisation’s reputation. 5. Email and Messaging • Business emails must be sent using approved company accounts and include accurate, clear, and professional communication. • Confidential or sensitive information must be sent only through approved secure channels. • Users must be vigilant against phishing, malware, and other cyber threats. 6. Internet and Social Media Use • Internet access is primarily for business-related activities supporting the QMS. • Social media use must not compromise quality standards, breach confidentiality, or damage the organisation’s reputation. • Accessing websites or services that pose security, legal, or reputational risks is prohibited. The organisation reserves the right to monitor system usage to ensure compliance with this policy and to support continuous improvement of business processes. • Monitoring will be proportionate, lawful, and in line with UK data protection requirements. 7. Monitoring and Compliance •
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8. Data Quality and Security • Users must ensure that all information recorded or transmitted is accurate, complete, and relevant. • Systems and data must be maintained in a way that ensures availability, integrity, and confidentiality. • All incidents affecting information quality or security must be reported promptly to management.
9. Training and Awareness All users will receive appropriate training on: • Proper use of electronic systems; • Information security best practices; • Roles and responsibilities under the QMS; • Reporting of issues or nonconformities. 10. Non-Compliance Failure to comply with this policy may result in: • Corrective actions under the QMS; • Disciplinary action, including termination if necessary; • Reporting to regulatory authorities where required.
11. Review and Improvement This policy will be reviewed at least annually or following significant changes in technology, regulations, or organisational processes. Continuous improvement will be applied to enhance system effectiveness, efficiency, and compliance with ISO 9001 requirements.
Policy Owner: [IT/Quality Manager] Approved by: [Top Management] Date of Issue: [Insert Date] Next Review Date: [Insert Date]
Risks:
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Social Media Links
Follow us to get the latest updates, behind-the-scenes content, and more!
Facebook : LinkedIn :
Cox Skips Limited website:
The Recycling Partnership Limited website:
ISO Accreditation ISO accreditation shows that the company meets strict international standards in areas such as quality, safety, environmental management, and information security. Employees understand that their work should follow standardised procedures that are part of the ISO framework, ensuring reliability and efficiency. Quality Policy Knowing the Quality Policy helps employees maintain high standards, work consistently, improve processes, satisfy customers, and support the company’s reputation and success. Quality Policy
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Cox Group ISO Certificate ISO standards show that the company follows internationally recognised best practices in quality, environmental care, and workplace safety: 1. ISO 9001:2015 – This is the international standard for quality management . It ensures the company consistently delivers products or services that meet customer expectations and focuses on continuous improvement. 2. ISO 14001:2015 – This standard is for environmental management . It helps the company reduce its environmental impact, comply with environmental laws, and promote sustainable practices. 3. ISO 45001:2018 – This standard is for occupational health and safety management . It helps the company provide a safe and healthy workplace, prevent accidents, and comply with health and safety regulations.
ISO Integrated Management System 9001, 14001, 45001 Certificate
5. Information & Data Management This is how the company and employees handle, collect, store, use, and protect customer and business information and data in a safe, accurate, and organised way. Confidential Policy The Confidentiality Policy explains how employees must protect sensitive company, client, and colleague information and keep it private. Confidentiality Policy. Confidentiality is also mentioned in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment – point 21. Confidential information .
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Data Protection Policy The policy ensures that personal information is protected, used correctly, and kept private. Data Protection Policy. Confidentiality is also mentioned in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment – point 18. Data Protection .
Use of Company Systems and IT Resources
Information Security Policy Knowing the Information Security Policy helps employees protect data, comply with legal requirements, prevent cyber risks, and support a secure and trustworthy workplace. Employees understand their responsibilities regarding data handling, system access, and reporting security incidents. Information Security Policy. Inappropriate use of equipment and systems Access is granted to the internet, telephones and other electronic systems for legitimate business purposes only. Misuse or excessive use or abuse of the Company telephone or e-mail system, or inappropriate use of the internet in breach of this policy, will be dealt with under the Company Disciplinary Procedure.
The Company operates a CCTV system for monitoring the site. Data is recorded.
Document Control and Recordkeeping
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6. Training & Development
Induction and Onboarding Process
Employee Core Induction.
Our People Induction
Manual Handling Training.
Role Specific Induction Training: a) Drivers:
Preventing Bridge Strikes.
Seat Belts Driver Safety Training.
Safe Use and Transportation of Skips
Driver Pre-Use Vehicle Checks
Wheel and Tyre Defect Training
Reporting Motor Vehicle Accidents
b) Waste Transfer Station and Recycling Facility Operative:
Spill Awareness and Safe Use Spill Kit
Tail Lifts and Safe Operation Presentation
Reversing Assistant Training .
Visitor and Contractor Induction: Visitor and Contractor Induction
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Mandatory Training Requirements (HSE, Operations & Compliance)
Training Policy Knowing the Training Policy helps employees access learning opportunities, comply with requirements, develop skills, and contribute to their own growth and the success of the company. Training Policy. Training is covered in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment – point 13. Training .
Opportunities for Professional Development
7. Employee Benefits & Policies
Leave Entitlements (Annual, Sick, Maternity/Paternity, etc.)
Sickness and Absence Policy – Ref HelloPeople
Maternity, Paternity & Adoption Policy Statutory Rights will apply
Parental leave policy Statutory Rights will apply
Time Off for Dependants Policy Statutory Rights will apply
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Holiday entitlements are covered in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment for information. Sickness and Absence are covered in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment for information.
Sickness Procedure Flowchart.
Time Off for Training Policy The Company is committed to developing the skills of its employees and recognises that training can benefit the Company. Employees should receive training appropriate to their role, subject to business need, operational and budgetary considerations. The Company will offer a facility for training to all employees for requirements that the Company deem necessary on a planned and scheduled basis. Employees’ personal ambitions, or requirements, should normally be planned through their own holiday entitlement unless otherwise agreed and approved by senior management. Time Off for Public Duties The Company wish to enable employees to perform any public duties that they may be committed to undertake and so will give them time off to do so where it does not conflict with the operational needs of the Company's business. The Company are not obliged to grant employees paid leave for these purposes. Jury service Jury Service is a public duty. Anyone eligible between the ages of 18 and 69 may be selected to serve on a Jury. An employee must provide a copy of the documentation and notify their line manager as soon as they receive
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notification. Costs incurred by the employee are normally claimed by the employee from the judicial system.
Salary, Payroll and Expense Procedures
Expenses Policy - TBA
Reimbursement of expenses All company expenses must be agreed with the line manager before commencement.
Performance Reviews
1. Purpose
Performance reviews are designed to: •
Assess employee performance against agreed objectives. • Provide constructive feedback. • Identify training and development needs. • Support career progression. • Align individual performance with organisational goals.
2. Frequency
• Annual appraisal is common, but many UK employers also do mid-year or quarterly reviews. • Frequency can vary by role, seniority, and company policy.
3. Preparation
Both managers and employees should prepare: • Review objectives set in the previous period. • Collect relevant performance data (KPIs, achievements, project outcomes). • Reflect on challenges and development opportunities. • Employee may submit the Performance Review self-assessment.
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4. Performance Review Meeting
During the meeting: 1. Discuss achievements and progress against objectives. 2. Highlight strengths and successes. 3. Identify areas for improvement (constructively). 4. Set specific, measurable, achievable, relevant, time-bound objectives if necessary. 5. Discuss training, development, or support needs.
5. Outcomes
Typical outcomes from a performance review include: • Confirmation of satisfactory performance. • Objectives and targets for the next period. •
Personal development plan (training, mentoring, shadowing). • Identification of performance improvement needs (may trigger capability support if ongoing).
Recognition and Reward Programs
Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Kudos ’ to say ‘ Thank you’ in recognition of your colleagues and let them know how amazing they are! Company Benefits Company Benefits are covered in your Contract of Employment. Please log in to your Breathe Profile and look under the ‘ More ’ tab and select ‘ Documents ’ to view or download your Contract of Employment .
Company Benefits include: Company Car Car Allowance Company Fuel Card – Driver Fuel Card Policy.
Company Laptop Company Phone Company Expenses -
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Salary Sacrifice – This arrangement is when an employee agrees to give up part of their gross salary (before tax and National Insurance) in exchange for a non-cash benefit provided by their employer. It’s a way to potentially reduce tax and National Insurance (NI) payments for both the employee and employer. You agree with your employer to reduce your gross pay by a set amount. In return, your employer provides a benefit (e.g., pension
contributions, electric car, cycle to work scheme, childcare, etc.). Because your taxable salary is lower, you pay less income tax and NI. The employer also pays less in employer NI contributions.
6. Conduct & Disciplinary Procedures
Behavioural Expectations – Rules of Conduct The Rules of Conduct guide employees to act responsibly, ethically, and safely
in the workplace. Rules of Conduct
Grievance & Disciplinary Procedures These procedures provide a clear and fair way to address concerns and manage misconduct in the workplace. Grievance and Disciplinary Procedures 7. Reporting & Escalation Whistleblowing and Raising Concerns The Whistleblowing Policy explains how employees can safely report wrongdoing, illegal activities, or unethical behaviour within the company. The policy allows employees to speak up about serious issues safely, helping the company act responsibly and ethically. Whistleblowing Policy.
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Reporting Operational or Compliance Issues
Contact Points for Support and Advice
1. Your Line Manager. 2. HR Team: hr@cox-group.com
8. Employee Acknowledgement
Employee Acknowledgement of Receipt of this Handbook
I, ______________________________________, acknowledge that I have
received a copy of the Employee Handbook. I understand that it is my
responsibility to read, understand, and comply with the policies and procedures
contained within it. I also understand that this Handbook may be amended
from time to time and that I will be notified of any such changes.
Employee Signature: __________________________
Date: __________________________(dd/mm/yyyy)
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