HSE Policy

EITCA Health, Safety and Environmental Policy

This document specifies the European IT Certification Institute’s Health, Safety and Environmental Policy (HSEP), which is regularly reviewed and updated to ensure its effectiveness and relevance. The last update to the EITCI Health, Safety and Environmental Policy was made on 10th February 2023. Our Health, Safety and Environmental Policy is based on the principles of ISO 45001 Occupational health and safety management systems and ISO 14001 Environmental management systems standards. Although Information Security (Cybersecurity) is a major component of the safety policy, it should be noted that it is specified by a dedicated European IT Certification Institute’s Information Security Policy.

Part 1. Introduction

1.1. Purpose

The European IT Certification Institute is committed to providing a safe and healthy work environment for our employees and preventing environmental harm. This policy outlines our commitment to health, safety, and environmental protection and provides guidelines for employees, contractors, and stakeholders to follow.

1.2 Scope

This policy applies to all aspects of our operations, including in particular online operations with the use of computers and networks, data management, and communication systems. It covers all employees, contractors, and other stakeholders (including EITCI members) involved in our operations.

1.3 Policy Statement

The European IT Certification Institute is committed to:

  • Providing a safe and healthy work environment for our employees by identifying and minimizing occupational health and safety hazards related to online operations.
  • Preventing environmental harm by reducing our environmental footprint through responsible use of resources, reducing waste, and promoting recycling.
  • Complying with all relevant health, safety, and environmental legislation and regulations, as well as any other requirements we have agreed to as a result of our certification processes.
  • Encouraging our employees and stakeholders to actively participate in promoting health, safety, and environmental protection through education, training, and awareness programmes.
  • Continuously improving our health, safety, and environmental performance by setting and reviewing objectives, targets, and KPIs, and integrating these into our business planning and decision-making processes.

By adhering to these commitments, we aim to build a culture of responsibility, transparency, and continuous improvement towards health, safety, and environmental protection in our online operations.

Part 2. Health and Safety

2.1. General Safety Guidelines

  • All employees are expected to adhere to the safety guidelines provided in this policy.
  • Employees must report any unsafe working conditions or incidents to their supervisor or to the management immediately.
  • All equipment (especialy electrical equipment, including computers) must be properly maintained and inspected regularly to ensure they are in good working condition and do not pose electric or other hazards.

2.2. Workstation Ergonomics

  • All workstations must be set up to provide proper ergonomic support to employees.
  • Employees should be trained on proper workstation ergonomics to reduce the risk of injury or strain.
  • Employees should take regular breaks to stretch and move around to prevent fatigue or strain injuries.
  • Employees should follow their professional health and well-being recommendations, including wearing of corrective glasses, if necessary, for healthy use of computers’ screens in their work environments.

2.3. Electrical Safety

  • Electrical equipment and wiring must be installed, maintained, and used in accordance with relevant electrical codes and standards.
  • Electrical equipment should be properly grounded to prevent electrical shock.
  • Employees must not use damaged electrical equipment and must report any issues to their supervisor immediately.

2.4. Fire Safety

  • All employees must be aware of the location of fire exits, fire extinguishers, and other fire safety equipment.
  • Fire drills should be conducted regularly to ensure employees are prepared in the event of a fire.
  • All electrical equipment must be properly grounded to prevent electrical fires.

2.5. Emergency Preparedness

  • All employees should know an emergency response plan must to ensure all employees are aware of their roles and responsibilities in the event of an emergency.
  • Emergency exit routes must be clearly marked and kept clear of obstacles.
  • First aid kits and other emergency equipment must be readily available and accessible.

2.6. Health and Safety Training

  • All employees must receive regular health and safety training to ensure they are aware of the risks and how to mitigate them.
  • New employees should receive health and safety training during their orientation process.
  • Training should be provided on an ongoing basis to ensure employees are aware of any changes to health and safety policies or procedures.

Part 3. Environmental Sustainability

3.1. General Environmental Guidelines

  • The European IT Certification Institute is committed to minimizing its environmental impact and reducing its carbon footprint.
  • All employees are expected to follow the environmental policies and procedures outlined in this document.
  • The European IT Certification Institute will monitor and measure its environmental performance regularly to identify areas for improvement.

3.2. Waste Management

  • The European IT Certification Institute will minimize waste by reducing, reusing, and recycling wherever possible.
  • All employees are responsible for ensuring that waste is disposed of properly.
  • Hazardous waste will be managed in accordance with applicable laws and regulations.

3.3. Energy Conservation

  • The European IT Certification Institute will strive to reduce its energy consumption and promote energy efficiency.
  • All employees are expected to help reduce energy usage by turning off lights and electronics when not in use, and configure their devices for an efficient use of energy.
  • The European IT Certification Institute will consider energy efficiency when making purchasing decisions (as well as in regard to chosing data cloud operations sites).

3.4. Water Conservation

  • The European IT Certification Institute is committed to conserving water and reducing its usage.
  • All employees are expected to help conserve water by reporting leaks and avoiding unnecessary water usage.
  • The European IT Certification Institute will consider water efficiency when making purchasing decisions.

3.5. Sustainable Procurement

  • The European IT Certification Institute will prioritize the purchase of products and services that are environmentally sustainable.
  • The European IT Certification Institute will evaluate the environmental impact of suppliers and consider sustainability when selecting suppliers.
  • The European IT Certification Institute will encourage suppliers to adopt environmentally sustainable practices.

3.6. Environmental Sustainability Training

  • The European IT Certification Institute will provide training and resources to employees to help them understand and implement environmental policies and procedures.
  • The European IT Certification Institute will regularly review and update its training programs to ensure they are up-to-date and effective.
  • All employees are expected to complete environmental sustainability training on a regular basis.

Part 4. Roles and Responsibilities

4.1. Senior Management

  • Establishing and maintaining an effective health, safety and environmental management system.
  • Ensuring that health, safety and environmental policies and procedures are implemented and followed.
  • Providing necessary resources to ensure compliance with applicable regulations and standards.
  • Promoting a culture of safety and sustainability within the organization.

4.2. Employees

  • Complying with all health, safety and environmental policies and procedures.
  • Reporting any health, safety or environmental hazards or incidents to their supervisor or management.
  • Participating in health, safety and environmental training programs and initiatives.
  • Identifying opportunities for improvement in health, safety and environmental performance.

4.3. Health, Safety and Environmental Manager

  • Developing, implementing and maintaining health, safety and environmental policies and procedures.
  • Providing training and guidance to employees on health, safety and environmental issues.
  • Conducting regular audits and inspections to identify hazards and risks.
  • Ensuring compliance with all applicable health, safety and environmental regulations and standards.
  • Reporting to senior management on health, safety and environmental performance and issues.

4.4. Information Technology (IT) Manager

  • Ensuring that all IT equipment and systems are safe and secure for use by employees.
  • Ensuring that IT systems are designed and operated to minimize environmental impacts.
  • Identifying and mitigating any health, safety or environmental risks associated with IT equipment and systems.
  • Ensuring compliance with all applicable health, safety and environmental regulations and standards in relation to IT equipment and systems.

Part 5. Compliance and Audit

5.1. Compliance Requirements

  • The European IT Certification Institute will comply with all relevant local, national, and international environmental laws and regulations, as well as industry standards and best practices related to environmental management. In particular this policy will comply with the requirements of the ISO 45001 Occupational health and safety management systems and ISO 14001 Environmental management systems industry standards. The European IT Certification Institute will regularly review and update its policies and procedures to ensure ongoing compliance with relevant requirements and standards.

5.2. Internal Audits

  • The European IT Certification Institute will conduct regular internal audits of its health, safety, and environmental policies and procedures to ensure ongoing compliance with relevant requirements and standards.
  • Internal audits will be conducted by qualified personnel who are independent of the area being audited.
  • Internal audit findings will be documented and shared with relevant stakeholders, and corrective actions will be taken to address any identified issues.

5.3. Management Review

  • The European IT Certification Institute’s senior management will conduct regular reviews of the health, safety, and environmental management system to ensure ongoing effectiveness and identify opportunities for improvement.
  • Management reviews will be based on objective evidence and will include an evaluation of the system’s effectiveness in achieving environmental objectives and targets.
  • Management review findings and actions will be documented and communicated to relevant stakeholders.

5.4. Compliance Monitoring and Reporting

  • The European IT Certification Institute will maintain a system for monitoring and reporting compliance with relevant environmental laws, regulations, and standards.
  • Compliance monitoring will be conducted by qualified personnel and will include regular reporting on key environmental performance indicators.
  • Compliance monitoring and reporting will be communicated to relevant stakeholders.

5.5. External Audits

  • The European IT Certification Institute may decide to undergo regular external audits by an accredited third-party auditor to ensure compliance with the ISO 14001 standard.
  • External audits will be conducted in accordance with the requirements of the ISO 45001 and the ISO 14001 standards and will include a review of The European IT Certification Institute’s health, safety and environmental policy, procedures, and performance.
  • External audit findings and actions will be documented and communicated to relevant stakeholders.

Part 6. Continuous Improvement

6.1. Performance Monitoring and Measurement

  • Regular monitoring and measurement will be in place to ensure the effectiveness of the Health, Safety and Environmental Policy.
  • Performance indicators and targets to measure progress in implementing the policy will be established and maintained.
  • Reviewing and reporting on progress to relevant stakeholders will take place.

6.2. Non-conformance and Corrective Action

  • Establishing a process for identifying and addressing non-conformances with the Health, Safety and Environmental Policy and relevant laws and regulations.
  • Taking corrective actions to address non-conformances and prevent their recurrence.
  • Documenting non-conformances and corrective actions taken.

6.3. Management Review

  • Regular review of the Health, Safety and Environmental Policy to ensure its ongoing suitability, adequacy, and effectiveness.
  • Reviewing progress on achieving performance indicators and targets.
  • Evaluating the effectiveness of the non-conformance and corrective action process.
  • Reviewing and updating the policy as necessary to reflect changing circumstances.

6.4. Employee Feedback and Engagement

  • Encouraging employee feedback on the Health, Safety and Environmental Policy and related practices.
  • Providing opportunities for employee engagement in improving health, safety, and environmental practices.
  • Incorporating employee feedback and suggestions into policy and practice improvements.

6.5. Communication and Training

  • Regularly communicating updates and changes to the Health, Safety and Environmental Policy to employees and other relevant stakeholders.
  • Providing training to employees on relevant health, safety, and environmental practices.
  • Providing training to employees on the Health, Safety and Environmental Policy and related compliance requirements.

6.6. Benchmarking and Best Practices

  • Regularly reviewing industry benchmarking and best practices related to health, safety, and environmental practices.
  • Incorporating relevant best practices into the Health, Safety and Environmental Policy and related practices.
  • Participating in industry initiatives and collaborations to advance health, safety, and environmental practices.

The European IT Certification Institute is committed to maintaining the highest standards in regard to its Health, Safety and Environmental Policy, making sure to comply with all applicable laws and regulations related to these issues, as well as to leading industry standards and best practices.