At VIRPIO SECURITY, we recognise and accept our responsibility as an employer and provider of security services. We are committed to protecting the safety and wellbeing of our employees, those in our care and others who may be affected by our work activities.

It is our policy to comply with the Health and Safety measures required by law and to act positively to ensure that our office and all premises secured by us, are safe places in which to work. We aim to provide, so far as it is reasonably practicable, for our employees when working at our office and across the different types of sites we secure:
• Instruction, training and supervision to enable our employees to work safely without risk to their health or the health of others;
• Safe access and egress to premises and places of work
• Where vehicles are used, to ensure that they are well maintained, safe and without risk to health;
• Safe systems and methods of work that are without risk to health
• Equipment that is safe and without risk to health
• Suitable PPE when required by regulation, approved code of practice, or when considered necessary by the Supervisor or on site Management
• Any other suitable protection, where appropriate, where an employee might be at risk
• For the safety of visiting contractors, members of the public and authorised visitors on site
• For arrangements to involve all employees in developing our healthy and safety policy.

VIPRIO SECURITY is fully committed to full compliance with the requirements of the General Data Protection Regulation. Hence, we will follow procedures which aim to ensure that all employees, candidates, clients and or other agents of VIRPIO SECURITY who have access to any Personal Data held by or on behalf of the company are fully aware of and abide by their duties under the General Data Protection Regulation.

We believe that lawful and fair handling of Personal Data is critical to our success and essential to preserving trust between us and those with whom we do business.

This Policy covers how we process and protect all Personal Data shared with us.

Our Contact Details –

Company Name: VIRPIO SECURITY is a trading name for Virpio Ltd

Company Address:

VIRPIO SECURITY

39 Titan Business Centre

Euroway Industrial Estate

Roydsdale Way

Bradford

West Yorkshire

BD4 6SE

Phone Number: 01274 028810

E-mail: info@virpiosecurity.co.uk

Website: https://virpiosecurity.co.uk/

This policy is effective from April 2021.

The type of personal information we collect –

In order to operate as a business, we need to collect and use certain Personal Data from the following segments:

1. employees – for employment purpose when a candidate initially applies for a position in the company.

2. clients – for contractual reasons when they make an initial enquiry for our services as well as existing clients for extending contractual terms and conditions for which services are provided.

Most of the personal information we process is provided to us directly by you.

Personal Data collected by us is usually limited to name, address and contact details. However, for our keyholding services we may need further information in order to provide requested services.

How this information used –

We may use this information to:

• Process an application for employment – this includes making pre-employment checks at the time of application.

• Process orders or applications submitted by our existing clients.

• Process orders or applications submitted by our prospective clients.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@virpiosecurity.co.uk

(b) We have a contractual obligation.

(c) We have a legal obligation.

(e) We need it to perform a public task

How we store your Personal Data –

We store Personal Data digitally as well as on hard copies, in a secured locked cabinet at our registered office which is located in a completely protected building that is also monitored by security 24/7. We will keep your information on file during the period we are in business, but once no longer working together it will be securely destroyed within three months.

We are committed to not selling, imparting, or sharing client information to any third party for marketing purposes. However, we may, in appropriate cases, voluntarily or where required by law pass information to the Police or other law enforcement agencies. 

Regularly updating your information –

Security Industry in the UK is regulated under the Private Security Industry Act 2001 and the regulator SIA encourages and makes recommendations on ways to improve standards. One of the most important aspect is the accuracy of information.

If you change any information we hold, or know that it is out of date, please email us at info@virpiosecurity.co.uk or you can write to us at VIRPIO SECURITY, 39 Titan Business Centre, Euroway Industrial Estate, Roydsdale Way, Bradford West Yorkshire BD4 6SE.

Your data protection rights –

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@virpiosecurity.co.uk if you wish to make a request.

How to complain –

If you have any concerns about our use of your Personal Data, you can make a complaint to us at info@virpiosecurity.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

We are dedicated to protecting the public through a comprehensive and proactive approach to security services. From maintaining visible presence and alertness to prompt action and collaboration with authorities, our team is committed to ensuring the safety and well-being of all individuals. With a focus on continuous training, community engagement, and adherence to the highest standards of professionalism, we stand ready to safeguard our clients and the communities they inhabit.

Introduction:

At Virpio Ltd T/A Virpio Security, we are dedicated to delivering high-quality service to everyone we engage with. Your feedback is crucial in helping us enhance our services, and we are committed to addressing any concerns promptly.

Our Commitment:

Our goal is to boost customer satisfaction by maintaining a customer-centric environment that values feedback, resolving complaints efficiently, and continually improving our products and services. Top management is actively involved, ensuring adequate resources and personnel training.

What Constitutes a Complaint:

A complaint is an expression of dissatisfaction with our service, staff behavior, or actions affecting individuals or groups. However, it doesn’t cover comments on policies, decisions, or matters already fully investigated.

Our Approach to Handling Complaints:

We take all complaints seriously, treating complainants with courtesy and fairness. Confidentiality is paramount, and complaints are dealt with promptly. We aim to acknowledge written complaints within five working days and provide a full reply within 20 working days.

Third-Party Reporting:

Complainants may have a third-party act on their behalf, ensuring their concerns are addressed. We uphold equality and do not discriminate based on various factors.

Confidentiality:

All complaints received will be dealt with confidentially and in accordance with the requirements of the data protection act 1998 & GDPR 2018 Virpio Ltd T/A Virpio Security is registered under the Act with the ICO.

 

How to Complain:

Complaints can be made via telephone, in-person, in writing, via the website, customer or email. Our two-stage complaints procedure involves prompt resolution at the first stage and a review by a director at the second stage if needed.

Timescales for Handling Complaints:

We aim to resolve Stage 1 complaints within 10 working days and Stage 2 within 20 working days. Extensions may occur for complex cases, with clear communication to the complainant.

Remedies:

When mistakes occur, we conduct a thorough investigation, accept responsibility, and take corrective action. Remedies may include apologies, remedial actions, providing desired services, or implementing changes to prevent similar issues.

Comments:

We encourage customers to provide comments to help us improve our services. The two-stage complaints procedure does not apply to comments, but we value and consider them for ongoing reviews.

Recording Complaints:

All complaints are logged to monitor and improve our service delivery, adhering to data protection legislation.

Contact Us:

For all complaints and review requests, please send correspondence to the following address:

Virpio Security

Suite 39 Titan Business Centre,

Roydsdale Way,

Euroway Industrial Estate,

Bradford BD4 6SE

At Virpio Ltd T/A Virpio Security we are dedicated to safeguarding not only the premises and assets of our clients but also the well-being and security of the public. As a provider of security services, we recognise the importance of upholding the highest standards of corporate and social responsibility, particularly in ensuring the safety and protection of the communities we serve.

This Corporate and Social Responsibility (CSR) Policy outlines our dedication to ethical practices, community engagement, and sustainable initiatives.

1. Ethical Business Practices:

We are committed to conducting our business with the highest ethical standards. Our employees are expected to uphold integrity, honesty, and transparency in all dealings, both within the company and with external stakeholders.

 

2. Environmental Sustainability:

We strive to minimise our environmental impact by adopting sustainable practices. This includes reducing waste, conserving energy, and responsibly managing resources. We are committed to continually exploring and implementing eco-friendly alternatives in our operations.

 

3. Local Recruiting and Community Engagement:

We prioritise local recruiting initiatives to hire security personnel from the communities we serve, fostering a sense of belonging and cultural understanding while also providing employment opportunities and economic empowerment.

 

4. Employee Well-Being:

Our employees are vital to our success, and their well-being is a priority. We are committed to providing a safe and inclusive working environment, promoting work-life balance, and investing in professional development opportunities.

 

5. Diversity and Inclusion:

We value diversity and strive to create an inclusive workplace that celebrates differences. Discrimination and harassment will not be tolerated, and we are committed to fostering an environment where everyone feels respected and valued.

 

6. Proactive Risk Assessment and Mitigation:

We conduct comprehensive risk assessments of client premises and surrounding areas to identify potential security threats and hazards that may pose risks to the public.

We implement proactive measures and security protocols to mitigate identified risks and ensure the safety of both our clients and the public.

 

7. Responsible Sourcing:

We are dedicated to sourcing our products and materials responsibly. We aim to collaborate with suppliers who share our commitment to ethical, social, and environmental standards.

 

8. Labour Practices and Human Rights:

We are committed to upholding fair labour practices and respecting human rights throughout our operations and supply chain. This includes ensuring fair wages, providing safe working conditions, and prohibiting any form of forced or child labour. We expect our suppliers to adhere to these same principles.

 

9. Community Support and Philanthropy:

We believe in giving back to the community that supports us. We actively seek opportunities for philanthropy and community support initiatives, focusing on areas such as education, health, and social welfare.

 

10. Transparency and Accountability:

We are committed to maintaining transparency in our CSR efforts. Regular reporting and communication will be provided to stakeholders to update them on our progress and initiatives. We also welcome feedback from our community, clients, and employees.

 

11. Continuous Improvement:

We acknowledge that our CSR journey is ongoing, and we are dedicated to continuously improving our practices. Regular reviews and assessments will be conducted to identify areas for enhancement and ensure the effectiveness of our CSR initiatives.

 

By adhering to these principles, Virpio Ltd T/A Virpio Security aims to contribute positively to our community and environment while maintaining a sustainable and socially responsible business model. We encourage our stakeholders to join us on this journey toward a better and more responsible future.

Virpio Ltd T/A Virpio Security recognises that it has a responsibility to the environment beyond legal and regulatory requirement. We are committed to reducing our environmental impact and continually improving our performance as an integral part of our business strategy and operation method.

 

Virpio Ltd T/A Virpio Security is responsible for ensuring that this environmental policy is implemented however, all employees also have a responsibility in their area to ensure that the aim and objectives of this policy are met.

 

Policy aims and objectives:

We endeavour to:

• Comply with all relevant regulatory requirements by preventing pollution, reducing waste, and ensuring where practicable, that measures are implemented to protect and preserve natural habitats, flora, and fauna.

• Continually improve and monitor environmental performance by considering the effect that our operations may have on the community – taking actions by giving our operatives basic training to eliminate or reduce, potential environmental impact.

• Increase employee awareness by promoting environmental awareness through social media and electronic literature amongst out staff, and partners.

Reducing energy use – we always encourage our staff and field operatives to turn the office lights off when leaving premises where there is no automatic switch option available.

Reducing water use – checking for dripping taps and pipes where there are no censor-based taps available.

Minimum printing – we aim to keep correspondence electronic and if we need to use paper printing, we always encourage to use double sided paper printing where possible.

Promoting use of non-motorised transport – if possible, we encourage our staff to walk, cycle or share lifts for their commute to work.

Recycling of paperwork, printer cartridges and uniform – staff are aware to leave items for recycling in our head office.

 

 

Virpio Ltd T/A Virpio Security reviews its environmental policy regularly, in line with the business needs and regulatory requirements, to ensure that the policy is always up to date and consistent.

If a new Security Officer is required for any Virpio Ltd T/A Virpio Security site, the following recruitment procedure will be followed:

• The relevant Job Description and Person Specification will be used to ensure the correct characteristics are sought and met.

 

• Candidates will be screened in line with BS7858 to ensure they meet UK employment legislative criteria.

• Candidates must have a valid right to work.

Virpio Ltd T/A Virpio Security Equal Opportunities Policy will be followed during the recruitment process.

• Vet the chosen candidate and ensure that they meet the SIA criteria.

• Relevant training will be given to Security Officers if they do not already hold the relevant licences.

• Employment will not commence before correct vetting and training procedures have been completed, or before the employment contract has been signed, except as allowed under BS7858.

INTRODUCTION

Virpio Ltd T/A Virpio Security is committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination.

The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best.

The organisation – in providing services – is also committed against unlawful discrimination of customers or the public.

PURPOSE

• provide equality, fairness and respect for all in our employment, whether self-employed, temporary, part-time or full-time

• not unlawfully discriminate because of the Equality Act 2010 protected characteristics of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (including colour, nationality, and ethnic or national origin), religion or belief, sex and sexual orientation

• oppose and avoid all forms of unlawful discrimination. This includes in pay and benefits, terms and conditions of employment, dealing with grievances and discipline, dismissal, redundancy, leave for parents, requests for flexible working, and selection for employment, promotion, training or other developmental opportunities

The organisation commits to:

• Encourage equality, diversity and inclusion in the workplace as they are good practice and make business sense

• Create a working environment free of bullying, harassment, victimisation and unlawful discrimination, promoting dignity and respect for all, and where individual differences and the contributions of all staff are recognised and valued.This commitment includes training managers and all other employees about their rights and responsibilities under the equality, diversity and inclusion policy. Responsibilities include staff conducting themselves to help the organisation provide equal opportunities in employment, and prevent bullying, harassment, victimisation and unlawful discrimination.All staff should understand they, as well as their employer, can be held liable for acts of bullying, harassment, victimisation and unlawful discrimination, in the course of their employment, against fellow employees, customers, suppliers and the public

• Take seriously complaints of bullying, harassment, victimisation and unlawful discrimination by fellow employees, customers, suppliers, visitors, the public and any others in the course of the organisation’s work activities.Such acts will be dealt with as misconduct under the organisation’s grievance and/or disciplinary procedures, and appropriate action will be taken. Particularly serious complaints could amount to gross misconduct and lead to dismissal without notice.Further, sexual harassment may amount to both an employment rights matter and a criminal matter, such as in sexual assault allegations. In addition, harassment under the Protection from Harassment Act 1997 – which is not limited to circumstances where harassment relates to a protected characteristic – is a criminal offence.

• Make opportunities for training, development, and progress available to all staff, who will be helped and encouraged to develop their full potential, so their talents and resources can be fully utilised to maximise the efficiency of the organisation.

• Decisions concerning staff being based on merit (apart from in any necessary and limited exemptions and exceptions allowed under the Equality Act).

• Review employment practices and procedures, when necessary, to ensure fairness, and also update them and the policy to take account of changes in the law.

• Monitor the make-up of the workforce regarding information such as age, sex, ethnic background, sexual orientation, religion or belief, and disability in encouraging equality, diversity and inclusion, and in meeting the aims and commitments set out in the equality, diversity and inclusion policy.

 

• Monitoring will also include assessing how the equality, diversity and inclusion policy, and any supporting action plan, are working in practice, reviewing them annually, and considering and taking action to address any issues.

The equality, diversity and inclusion policy is fully supported by senior management and has been agreed with employee representatives.

Details of the organisation’s grievance and disciplinary policies and procedures can be found by emailing info@virpiosecurity.co.uk. An employee should raise a grievance with their manager/ supervisor.

Use of the organisation’s grievance and/or disciplinary procedures does not affect an employee’s right to make a claim to an employment tribunal within three months of the alleged discrimination.