Policies2018-06-01T10:14:53+00:00
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The Envelope Works Limited is committed to providing an excellent service along with a quality product which sets us apart from our competitors in the envelope industry. Implementing the quality policy is a part of our aim on delivering this.

The scope of the quality management system is to supply paper envelopes, printed or plain to a client’s specification. The purpose of the policy is to provide awareness to eliminate mistakes working to ISO 9001:2015 standards;

The management is committed to the following aims and objectives:

  • Consistently use working methodology where client demands and expectations are analysed;
  • Where applicable, ensure our products conform to relevant national and international standards and legislation;
  • Ensure all internal and external arrangements and practices are suitable for the purpose;

  • Train all employees in company policies and procedures;
  • Ensure all staff are provided with adequate resources to implement the quality policy effectively;
  • Ensure that all employees are aware of their responsibilities to comply with, contribute to and maintain this quality manual system;

  • Regularly monitor and review our quality procedures and systems, to promote continual improvement so as to enhance the service provided to the client.

The basis of the quality policy forms part of an ongoing structure improvement within The Envelope Works Limited organisation.

Quality Policy

The Envelope Works Limited is committed to providing an excellent service along with a quality product which sets us apart from our competitors in the envelope industry. Implementing the quality policy is a part of our aim on delivering this.

The scope of the quality management system is to supply paper envelopes, printed or plain to a client’s specification. The purpose of the policy is to provide awareness to eliminate mistakes working to ISO 9001:2015 standards;

The management is committed to the following aims and objectives:

  • Consistently use working methodology where client demands and expectations are analysed;
  • Where applicable, ensure our products conform to relevant national and international standards and legislation;
  • Ensure all internal and external arrangements and practices are suitable for the purpose;

  • Train all employees in company policies and procedures;
  • Ensure all staff are provided with adequate resources to implement the quality policy effectively;
  • Ensure that all employees are aware of their responsibilities to comply with, contribute to and maintain this quality manual system;

  • Regularly monitor and review our quality procedures and systems, to promote continual improvement so as to enhance the service provided to the client.

The basis of the quality policy forms part of an ongoing structure improvement within The Envelope Works Limited organisation.

Environmental Policy

The Envelope Works Ltd is a leading supplier of printed and plain envelopes. We recognise the responsibility to the environment beyond legal and regulatory requirements. By implementing the ISO14001:2015, we are continually improving our environmental performance as an integral part of our business strategy and operating methods whilst encouraging our clients, suppliers and other stakeholders to do the same. With regular reviews, we are committed to reducing our environmental impact and continually improving our environmental performance.

Policy Aims:

  • Continuously improve our environmental performance and integrate recognised environmental management best practice into our business operation;
  • Reduce our consumption of resources and improve the efficient use of those resources;
  • Measure and take action to reduce the carbon footprint of our business activities to meet our objectives and targets;
  • Manage waste generated from our business operations to the principles of reduction, re-use, and recycling;
  • Manage our business operations to prevent pollution;
  • Comply as a minimum with all relevant environmental legislation as well as other environmental requirements to which the company subscribes;
  • Maintain our certification to FSC® and PEFC standards.

To meet these requirements, we will:

  • Set and monitor our key objectives and targets for managing our environmental performance at least annually;
  • Promote appropriate consideration of sustainability and environmental issues in the products and service we provide our clients
  • Communicate internally and externally our environmental policy and performance on a regular basis, and encourage feedback;
  • Involve, employees, clients, suppliers, and stakeholders to be involved in our environment policy;
  • Seek and attain the latest industry environmental standards;
  • Comply with current FSC® and PEFC Standards.

This policy represents our general position on environmental issues, and the policies and practices we will apply in conducting our business. The Envelope Works Limited is committed to continually improving our environmental performance.

Equality and Diversity Policy

The Envelope Works Limited is committed to providing equality and diversity in employment and to avoiding unlawful discrimination in employment and against customers.

This policy is intended to assist The Envelope Works Limited to put this commitment into practice. Compliance with this policy should also ensure that employees do not commit unlawful acts of discrimination.

Striving to ensure that the work environment is free of harassment and bullying and that everyone is treated with dignity and respect is an important aspect of ensuring equal opportunities in employment. The Envelope Works Limited has a separate dignity at work policy, which deals with these issues.

Employees have a duty to co-operate with the Company to make sure that this policy is effective in ensuring equal opportunities and in preventing discrimination. Action will be taken under the Company’s disciplinary procedure against any employee who is found to have committed an act of improper or unlawful discrimination. Serious breaches of this equal opportunities policy statement will be treated as potential gross misconduct and could render the employee liable to summary dismissal. Employees should bear in mind that they can be held personally liable for any act of unlawful discrimination.

Employee’s inform their line manager to any suspected discriminatory acts or practices. They must not victimise or retaliate against an employee who has made allegations or complaints of discrimination or who has provided information about such discrimination. Such behaviour will be treated as potential gross misconduct in accordance with the Company’s disciplinary procedure.

The Company has a separate dignity at work policy statement which deals with harassment, bullying and intimidation and sets out how complaints of that type will be dealt with.

Ethical Trading Policy

The Envelope Works Limited understands the responsibilities whilst trading with their suppliers.

We want our customers to feel confident that are suppliers have safe working conditions and everyone is treated fairly.

The ethical trading policy is a core element of our commitment to buying and selling our products responsibility. We recognise this policy is required to be communicated to our key stakeholders and they are based on fair, open and honest dealings.

We monitor our suppliers through our risk-based system and then monitor them accordingly. Any non-conformances are discussed with them directly. We promote continuous improvement to our supplier standards and regularly measure their improvement. We recognise they may need time and support regarding this but we ensure they are fully compliant and understand our goals.

Suppliers shall ensure the below is conducted at all times:

Employment is freely chosen:

  • There is no forced, bonded or involuntary prison labour.
  • Employees are not required to lodge monetary deposits or their identity papers with their employer and are free to
    leave their employment after reasonable notice.

Freedom of association and the right to collective bargaining are respected:

  • Employees have the right to join or form trade unions of their own choosing and to bargain collectively.
  • The employer adopts an open attitude towards the activities of trade unions and their organisational activities.
  • Employees’ representatives are not discriminated against and have access to carry out their representative
    functions in the workplace.
  • Where the right to freedom of association and collective bargaining is restricted under law, the employer
    facilitates and does not hinder the development of parallel means for an independent and free association.

Working conditions are safe and hygienic:

  • A safe and hygienic working environment shall be provided, bearing in mind the prevailing knowledge of the
    industry and of any specific hazards.
  • Adequate steps shall be taken to prevent accidents and injury to health arising out of, associated with, or occurring in the course of work, by minimising, so far as is reasonably practicable the causes of hazards inherent in the working environments.
  • Employees shall receive regular and recorded health and safety training.
  • Employees are provided with access to clean toilet facilities and to potable water, and, if appropriate sanitary facilities for food storage shall be provided.
  • Accommodation where provided, shall be clean, safe and meet the basic needs of the employees.
  • A senior management representative shall be responsible for Health & Safety.

Child labour shall not be used:

  • There shall be no use of child labour.
  • In the event of any child found to be performing child labour, they shall be removed from the workplace immediately. The supplier shall then participate and contribute to the provision for the transition of the child to enable her or him to attend quality education until no longer a child.
  • Young persons under 18 shall not be employed at night or in hazardous conditions.
  • These policies and procedures relating to Child Labour shall conform to the provisions of the relevant International Labour Organisation (ILO) Standards.

Remuneration:

  • Wages and benefits paid for a standard working week meet, at a minimum, national legal. In any event, wages shall always be enough to meet basic needs and to provide some discretionary income.
  • All employees shall be provided with written and understandable information about their employment conditions including information with respect to wages before they enter employment, and about the particulars of their wages for the pay period concerned each time they are paid.
  • Deductions from wages as a disciplinary measure shall not be permitted nor shall any deductions from wages not provided for by national law be permitted without the expressed permission of the worker concerned. All disciplinary measures should be recorded.

Working hours are not excessive:

  • Working hours must comply with national laws, collective agreements, and the provisions defined in the clauses below, whichever affords the greater protection for employees.
  • Working hours, excluding overtime, shall be defined by contract, and shall not exceed 48 hours per week unless they are opted out.
  • All overtime shall be voluntary. Overtime shall be used responsibly, taking into account all the following: the extent, frequency and hours worked by individual employees and the workforce as a whole. It shall not be used to replace regular employment. Overtime shall always be compensated at a premium rate, which is recommended to be not less than 125% of the regular rate of pay
  • The total hours worked in any 7 day period shall not exceed 60 hours, except where covered by the clause below.
  • Working hours may exceed 60 hours in any 7 day period only in exceptional circumstances where all of the following are met:
    – this is allowed by national law;
    – this is allowed by a collective agreement freely negotiated with an employees’ organisation representing a significant portion of the workforce;
    – appropriate safeguards are taken to protect the employees’ health and safety; and
    – the employer can demonstrate that exceptional circumstances apply such as unexpected production peaks, accidents or emergencies.
  • Employees shall be provided with at least one day off in every 7 day period or, where allowed by national law, 2 days off in every 14 day period.

No discrimination is practised:

  • There is no discrimination in hiring, compensation, access to training, promotion, termination or retirement based on race, caste, national origin, religion, age disability, gender, marital status, sexual orientation, union membership or political affiliation. Regular employment is provided.
  • To every extent possible work performed must be on the basis of recognised employment relationships established through national law and practice.
  • Obligations to employees under labour or social security laws and regulations arising from the regular employment relationship shall not be avoided through the use of labour-only contracting, sub-contracting and home-working arrangements, or through apprenticeship schemes where there is no real intent to impart skills or provide regular employment, nor shall any such obligations be avoided through the excessive use of fixed- term contracts of employment.

No harsh or inhumane treatment is allowed:

  • Suppliers provide a workplace in which any form of harassment is unacceptable. Examples include physical abuse or discipline, the threat of physical abuse, sexual or other harassment and verbal abuse or other forms of intimidations.

Entitlement to work:

  • Only employees with a legal right to work in the country should be employed.
  • For both employees and agency employees, original documents should be reviewed and then returned to employees to verify the right to work.

Labour Providers:

  • Labour providers should only supply employees registered with them.
  • Relationships with Labour providers should be covered by a Service Level Agreement which meets all national legal requirements.
  • Labour providers should be independently audited on a regular basis to ensure compliance with national requirements/legislation.

Health and Safety Policy

While The Envelope Works Limited will take all reasonable steps to ensure the health and safety of its employees. Health and safety at work is also the responsibility of the employees themselves.

It is the duty of each employee to take reasonable care of their own and other people’s health, safety and welfare and to report any situation which may pose a serious or imminent threat to the well-being of themselves or of any people. If an employee is unsure how to perform a certain task or feels it would be dangerous to perform a specific job or use specific equipment, then it is the employee’s duty to report this as soon as possible to their line manager, their health and safety
representative or the safety officer. Alternatively, an employee may, if they prefer, invoke the Company’s formal grievance procedure or they may make a complaint under the Company’s provisions on Disclosures in the Public Interest.

Disciplinary action under the Company’s disciplinary procedure may be taken against any employee who violates health and safety rules and procedures or who fails to perform their duties under health and safety legislation. Depending on the seriousness of the offence, it may amount to potential gross misconduct rendering the employee liable to summary dismissal.

The Company will provide and maintain a healthy and safe working environment with the objective of minimising the number of instances of occupational accidents and illnesses.

The Company will pay particular attention to:

  • Maintaining the workplace in a safe condition and providing adequate facilities and arrangements for welfare at work;
  • Providing a safe means of access to and egress from the workplace;
  • The provision and maintenance of equipment and systems of work that is safe;
  • Arrangements for ensuring safety to health in connection with the use, handling, storage and transport of articles and substances;
  • The provision of such information, instructions, training and supervision as is necessary to ensure the health and safety at work of its employees and other persons.

The Company also recognises its duty to protect the health and safety of all visitors to the Company, including contractors and temporary workers, as well as any members of the public who might be affected by the Company’s work operations.

The Directors of the Company has overall responsibility for health and safety in the Company.

The compliance manager is the safety officer and has responsibility for overseeing, implementing and monitoring health and safety procedures in the Company and for reporting back to the Directors on health and safety matters.

The safety officer also conducts regular inspections of the workplace, maintains safety records and investigates and reports on accidents at work.

In addition, a number of employees have been delegated as health and safety representatives.

Further details can be obtained from the compliance manager.

Training:

Safety training is an integral part of an effective health and safety programme. It is essential that employees be trained to perform their job safely.
All employees will be trained in safe working practices and procedures. Training will include instruction on the safe use of any equipment provided.

Employees at special risk:

The Company recognises that some workers may from time to time be at increased risk of injury or ill-health resulting from work activities. The Envelope Works Limited, therefore, requires that all employees advise their line manager if they become aware of any change in their personal circumstances, which could result in their being at increased risk. This could include medical conditions, permanent or temporary disability, taking medication and pregnancy.
First aid and reporting accidents at work

First aid boxes are located at strategic points around the workplace. All employees will be shown the location of the nearest first aid box and will be given the
names of the designated first aid personnel. This information is also displayed on works notice boards.

All injuries, however small, sustained by a person at work must be reported to their line manager or the safety officer and recorded in the accident book. Accident records are crucial to the effective monitoring of health and safety procedures and must, therefore, be accurate and comprehensive. The safety officer will inspect the accident book on a regular basis and all accidents will be investigated and a report prepared, with any necessary action being taken to prevent a recurrence of the problem.

Fire:

Fire is a significant risk within the workplace. All employees have a duty to conduct their operations in such a way as to minimise the risk of fire and they are under a duty to report immediately any fire, smoke or potential fire hazards, such as faulty electric cable or loose connections. Employees should never attempt to repair or interfere with electrical equipment or wiring themselves. The safety officer is responsible for the maintenance and testing of fire alarms and fire fighting, prevention and detection equipment.

Smoke detectors and manually operated fire alarms are located at strategic points throughout the workplace. If a smoke detector sounds or fire is discovered, it is the responsibility of any employee present to activate the alarm and evacuate the building. Fire extinguishers are also located at strategic points throughout the workplace. Employees are expected to tackle a fire themselves only if it would pose no threat to their personal safety to do so. If the situation is dangerous or potentially dangerous, the employee should activate the fire alarm and evacuate the building immediately.

Fire doors designed to slow the spread of fire and smoke throughout the workplace have been installed at strategic points. Fire doors are designed to close automatically after opening and must never be blocked or wedged open. Fire exits are also located at strategic points throughout the workplace. Fire exit doors and corridors must never be locked, blocked or used as storage space. All employees must ensure they are familiar with their evacuation route and designated assembly point in case of fire. Practice fire drills will be conducted on a regular basis to ensure employee familiarity with emergency evacuation procedures.

Emergency lighting has been installed in exit corridors and above emergency exit doors in case of power failure. Lifts also have emergency lighting installed although they should not be used in the case of an emergency evacuation.

Company safety rules:

  • all employees should be aware of and adhere to the Company’s rules and procedures on health and safety;
  • all employees must immediately report any unsafe working practices or conditions to their line manager, their health and safety representative or to the safety officer;
  • horseplay, practical joking, running in the workplace, misuse of equipment or any other acts which might jeopardise the health and safety of any other person are forbidden;
  • any person whose levels of alertness are reduced due to illness or fatigue will not be allowed to work if this might jeopardise the health and safety of any person;
  • employees must not adjust, move or otherwise tamper with any electrical equipment or machinery in a manner, not within the scope of their job duties;
  • all waste materials must be disposed of carefully in the receptacles provided and in such a way that they do not constitute a hazard to other workers;
  • no employee should undertake a job which appears to be unsafe;
  • no employee should undertake a job until they have received adequate safety instruction and they are authorised to carry out the task;
  • all injuries must be reported to the employee’s line manager or to the safety officer;
  • all materials must be properly and safely used and when not in use properly and safely secured;
  • work should be well-planned to avoid injuries in the handling of heavy materials and while using equipment;
  • employees should take care to ensure that all protective guards and other safety devices are properly fitted and in good working order and must immediately report any defects to their line manager or to the safety officer;
  • suitable clothing and footwear must be worn at all times. Personal protective equipment must be worn where appropriate;
  • workstations and work sites must be kept clean and tidy and any spillage must be cleaned up immediately;
  • employees should use handrails when going up and down stairs, should never read while walking, must close filing cabinet drawers when not in use and must keep all floor areas free of obstruction.

Access:

  • walkways and passageways must be kept clear and free from obstructions at all times;
  • if a walkway or passageway becomes wet it should be clearly marked with warning signs and any liquid spilt on the floor should be wiped up immediately;
  • trailing cables should not be left in any passageway;
  • where objects are stored in or around a passageway, care must be taken to ensure that no long or sharp edges jut out into the passageway;
  • where a passageway is being used by vehicles or other moving machinery, an alternative route should be used by pedestrians where possible. If no alternative route is available, the area must be clearly marked with warning signs.

Tools and equipment:

  • Company machinery, tools and equipment are only to be used by qualified and authorised personnel;
  • it is the responsibility of all employees to ensure that any tools or equipment they use is in a good and safe condition. Any tools or equipment which are defective must be reported to a line manager or to the safety officer;
  • all tools must be properly and safely stored when not in use;
  • no tool should be used without the manufacturer’s recommended shields, guards or attachments;
  • approved personal protective equipment must be properly used where appropriate;
  • persons using machine tools must not wear clothing, jewellery or long hair in such a way as might pose a risk to their own or anyone else’s safety;
  • employees are prohibited from using any tool or piece of equipment for any purpose other than its intended purpose.

Manual handling:

  • lifting and moving of objects should always be done by mechanical devices rather than manual handling wherever reasonably practicable.
    The equipment used should be appropriate for the task at hand;
  • the load to be lifted or moved must be inspected for sharp edges and wet patches;
  • when lifting or moving a load with sharp or splintered edges, gloves must be worn;
  • the route over which the load is to be lifted should be inspected to ensure it is free of obstructions;
  • employees should not attempt to lift or move a load which is too heavy to manage comfortably. Employees should ask for assistance if there is any danger of strain;
  • when lifting an object off the ground, employees should assume a squatting position, keeping the back straight. The load should be lifted by
    straightening the knees, not the back;
  • employees should not attempt to obtain items from shelves which are beyond their reach. A ladder or stepping stool should be used. Employees should not use chairs or any makeshift device for climbing and should never climb up the shelves themselves.

Minor Accidents:

If any member of staff suffers a minor accident at work, full details must be given to your Line Manager. This is a legal requirement on behalf of the employer and must be complied with.

Major Accidents:

If any members of staff suffer a major accident then you must contact the Compliance Manager who can contact the insurers immediately. This is a legal requirement on behalf of the employer and must be complied with. Insurance and Accident investigation forms must be completed if necessary in accordance with Company Procedure.

Accident Book:

The accident book is located in the operations department. Please contact the Compliance Manager or Operations Director if you require this.

Data Protection Policy

The purpose of the data protection policy is to ensure complying with the data protection principles as detailed in the Data Protection Act 1998. The Envelope Works Limited is committed to ensuring data is protected and this policy is implemented.

In order to complete this, the following is completed across the group:

  • 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 is 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

We ensure the following principles are implemented across the group:

  • personal data shall be processed fairly and lawfully.
  • 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.
  • personal data shall be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed.
  • personal data shall be accurate and, where necessary, kept up to date.
  • personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
  • personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998.
  • 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.
  • 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.

Corporate Responsibility Policy

The Envelope Works Limited is dedicated to the provision of a quality product to an international marketplace. More than merely a service provider, we invest the time to develop lasting relationships with our clients, working in partnership to understand and exceed their expectations.

As a niche business dealing only in envelopes, we have an intrinsic understanding of all areas of the operation and are at the forefront of innovation within our specific arena. We drive innovation through new technology, products, and procedures.

The Envelope Works Limited has close relationships with numerous suppliers worldwide. Such independence allows us to offer a breadth of advice, free from contractual obligation to any individual supplier, whilst being able to offer solutions that meet the specific requirements of our clients.

We combine quality, efficiency, and logistical excellence to ensure our customers are provided with the high standards of customer service expected.

The Envelope Works Limited are committed to giving back to the community. We promote a charity scheme called A Helping Hand which allows employees to work for a chosen charity which is close to their heart.

We are committed to the environment by complying with the ISO 14001. We ensure all the requirements are met to meet the standard which is audited internally by our Compliance Manager and externally by BM Trada.

The Envelope Works Limited are committed to ensuring the ISO 9001 standard is met to the requirements of the standard. Furthermore, we are committed to complying with the laws and regulations.

We take pride in holding the FSC® and PEFC paper accreditations across the group.

The Envelope Works Limited invest time and money in all employees to allow them to conduct their roles to the best of their ability and to the satisfaction of the customer.

We do not discriminate against and strive to provide a work environment which is fair, ethical, free of intimidation and harassment. Equally, customers are dealt with in the same manner showing utmost respect at all times.

GMG colour logo

GMG / FOGRA Colour Certification

The Envelope Works Group is the ONLY UK envelope company to be fully GMG / FOGRA approved.

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