Bristol Stays – Health & Safety Policy (Short‑Term Let Operations)

Applies to: Knowle Studio • Bath Road Townhouse • Duel House
Company: Bristol Stays
Effective from: [01 06 2025] • Next review: [01 06 2026] (or after any significant change/incident)

1) Statement of intent

We are committed to providing safe, healthy and compliant short‑term accommodation for guests, contractors and our team. We will identify and control risks, comply with applicable UK law and guidance (including the Fire Safety Order, gas safety, and general H&S duties), maintain safe properties and equipment, provide information and training, and review this policy annually.

2) Responsibilities

Owner/Director: overall H&S accountability; approves policy; ensures suitable & sufficient risk assessments; resources and competence.
Property Manager: maintains H&S records; schedules inspections; briefs cleaners/contractors; keeps guest safety information accurate; investigates incidents and implements corrective actions.
Housekeeping & Contractors: follow safe methods and training; complete checklists; report hazards/defects immediately; only perform work they are competent for.
All workers: take reasonable care for their own/others’ safety; cooperate with Bristol Stays procedures; report near‑misses and incidents.

3) Arrangements (how we control key risks)

Risk assessments
• Site‑specific General Risk Assessment (GRA) and Fire Risk Assessment (FRA) for each property; reviewed at least annually and after changes.
• Significant findings recorded; actions tracked to completion.

Fire safety
• FRA defines detection/alarm, escape routes, emergency lighting (if required), signage and firefighting equipment.
• Provide guest fire action notice and property plan; keep exits clear; doors and self‑closers maintained.
• Test alarms as per schedule; record in log. Extinguishers/fire blankets: monthly visual check; service per manufacturer.

Gas safety (if applicable)
• Annual Gas Safety Check by Gas Safe engineer; keep CP12 for each gas property; remedials completed promptly.
• Carbon monoxide (CO) alarms installed/maintained where combustion appliances present.

Electrical safety
• Fixed wiring inspection (EICR) at least every 5 years or per insurer’s requirement; remedials completed to ‘satisfactory’.
• Portable Appliance Testing (PAT) for moveable appliances on a risk‑based cycle; visual checks between PAT rounds.
• Defective items removed from service immediately.

Water hygiene (Legionella)
• Simple written assessment for each property; controls include hot water ≥60°C at cylinder/boiler, cold water <20°C, flushing low‑use outlets on changeover, and quarterly showerhead clean/descale.
• Record temperatures/flushes in housekeeping checklist.

Housekeeping & COSHH
• Approved cleaning products only; Safety Data Sheets held; staff trained on dilution/PPE/storage.
• Slips/trips managed (wet‑floor control, mats, cable routing); manual handling techniques briefed.
• Sharps/biological hazards procedure in place.

Balconies, windows & glass
• Window restrictors and guarding where needed; toughened/laminated glass where required; inspections on changeovers and quarterly.
• Clear guidance to guests (no standing/sitting on balustrades; supervise children).

Furniture & provided equipment
• Cots/highchairs (if supplied): pre‑use check each changeover; cleaning and defect log.
• Outdoor equipment (BBQs etc.) only if explicitly risk assessed and instructions provided.

Contractor control
• Competence checked (Gas Safe, NICEIC, etc.); method statements where relevant; isolation points explained; permits where needed.
• Lone‑working procedure: check‑in/out message for cleaners and trades.

Incidents, first aid & emergencies
• Emergency contacts in guest book and digital guide: 999, nearest A&E, on‑call number.
• First‑aid kit maintained; contents checked monthly.
• All accidents/near‑misses recorded on Incident Report; RIDDOR considered where applicable; corrective actions tracked.
• Gas/CO alarm activation: evacuate, call 999 if symptoms/suspected leak, contact on‑call; do not re‑enter until safe.

Information, training & communication
• Induction for cleaners/contractors; annual refresher on fire, COSHH, manual handling and incident reporting.
• Guests receive pre‑arrival safety info (key hazards, no‑smoking policy, fire action, assembly point, contact details).

Record‑keeping & data
• H&S file per property kept digitally: FRA, GRA, CP12, EICR, PAT list, water checks, test logs, incident records, contractor competence.
• Retention: minimum 3 years (5 years recommended for core safety documents).

Insurance
• Public Liability maintained at a suitable level for paying‑guest accommodation.
• Employers’ Liability not required while we have no employees; will be obtained immediately if our model changes.
• Contractors must hold their own liability insurance; evidence recorded.

4) Inspection & testing schedule

6) Sign‑off & review

This policy will be communicated to all workers and contractors and made available in each property’s H&S file and digital guest guide. It will be reviewed annually and after any material change or incident.