Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18
This policy establishes Easyterms's unwavering commitment to providing a safe, healthy, and hazard-free working environment for all employees, clients, and visitors. It ensures explicit compliance with the Health and Safety at Work Act (Chapter 321C) and all related regulatory instruments in The Bahamas.
This policy applies to all employees, contractors, and visitors operating within company premises and when conducting company business off-site (e.g., client field visits).
The company shall strictly comply with the Health and Safety at Work Act (Chapter 321C) and any subsequent regulations. This commitment includes maintaining a safe workplace, providing safe equipment, and ensuring adequate supervision, instruction, and training for all employees.
Risk Identification: The Safety Representative will conduct regular risk assessments to identify potential hazards specific to the office environment (e.g., electrical faults, poor ergonomics, fire risks).
Equipment Safety (Section 6 of the Act): The company shall ensure that all equipment, articles, and substances procured for use at work are safe and without risk to health when properly used, and that necessary instructions regarding their safe use and any known hazards are provided to employees. This duty extends to the selection and acquisition of supplies and machinery.
Maintenance: Equipment and the workplace fabric will be regularly maintained to ensure they remain safe and fit for work, as required by the Act.
Training Mandate: All staff must participate in mandatory training covering the specific hazards of their work, emergency procedures, fire safety, and first aid protocols.
Emergency Plan: A clear and accessible Emergency Evacuation Plan is maintained, including clearly marked fire exits and assembly points, as detailed in the Health and Safety SOP.
Disaster Readiness: Specific protocols are maintained for hurricane and natural disaster preparedness, as mandated by the regional location.
All accidents, injuries, or near-miss incidents, regardless of how minor, must be immediately reported to the Office Manager and documented using the Incident Report Form.
The company is committed to thoroughly investigating all reported incidents to determine the cause and implement preventive measures to prevent recurrence.
Senior Management: Provides leadership and ensures adequate resources are allocated to meet all statutory health and safety obligations.
Health and Safety Representative / Committee (Section 22 of the Act);
Below 20 Employees: The Office Manager is designated as the Safety Representative, responsible for day-to-day implementation, training, and maintaining supplies.
20 or More Employees: A formal Health and Safety Committee shall be established in accordance with the Act and any related regulations, and shall be responsible for facilitating cooperation between management and employees to promote health and safety.
All Employees: Responsible for taking reasonable care of their own health and safety and that of others (Section 7), following all safety instructions, and not interfering with or misusing any safety equipment or procedures (Section 8 of the Act).
Failure to adhere to established safety procedures or willful neglect of safety instructions will be treated seriously and may result in disciplinary action. The company also confirms that employees shall not be charged for anything provided in pursuance of specific statutory safety requirements (Section 9 of the Act).
This policy will be reviewed at least annually, or immediately following any major incident, legislative change, or if the employee count reaches 20 or more.