PARR FACILITIES MANAGEMENT LIMITED Company Registration No. NI632852  |  Registered in Northern Ireland Suites 3 & 4, Fortwilliam House, Edgewater Road, Belfast, BT3 9JQ

STAFF UNIFORM & PERSONAL PROTECTIVE EQUIPMENT (PPE) POLICY

Document Ref PFM-PPE-001 Version 1.0 Review Date Annually Classification Internal Policy

 

 1. POLICY STATEMENT 

Parr Facilities Management Limited (hereinafter “the Company”) is committed to the health, safety, and professional presentation of all its employees. This Policy establishes mandatory obligations in respect of the wearing, maintenance, and return of Company-issued Uniform and Personal Protective Equipment (PPE). This Policy applies to all employees, workers, agency staff, contractors, and any other persons engaged by the Company who are required to wear Uniform or PPE in connection with their duties, including those working on client sites, in mechanical and electrical maintenance, fire safety services, fabric works, civil works, and all other hard FM activities.

 

 2. SCOPE & APPLICATION 

This Policy applies to all personnel engaged by Parr Facilities Management Limited (Company No. NI632852), including but not limited to:

• Permanent and fixed-term employees
• Agency and temporary workers
• Contractors and sub-contractors operating on Company or client premises
• Engineers, tradespeople, and operatives of all disciplines
• Drivers and mobile field operatives
• Any individual representing the Company in an official capacity

 3. LEGISLATIVE FRAMEWORK & LEGAL BASIS 

This Policy is established in compliance with the following legislation and statutory instruments:

Legislation / Regulation	Relevance to this Policy
Health and Safety at Work etc. Act 1974	Primary duty on employers to ensure, so far as is reasonably practicable, the health, safety and welfare of all employees, including those deployed on client sites across the UK and Ireland.
Personal Protective Equipment at Work Regulations 1992 (as amended by PPER 2022)	Employer obligation to provide suitable PPE to employees exposed to health and safety risks. PPE must be suitable, maintained, and used correctly.
Management of Health & Safety at Work Regulations 1999	Requires employers to conduct suitable and sufficient risk assessments and implement appropriate control measures, including PPE provision.
Provision and Use of Work Equipment Regulations 1998 (PUWER)	Relevant where PPE interacts with tools, work equipment, and plant used in mechanical, electrical, fabric, and civil works.
Construction (Design and Management) Regulations 2015 (CDM)	Applicable on construction and refurbishment projects; sets site-specific PPE obligations for principal contractors and sub-contractors.
Electricity at Work Regulations 1989	Requires appropriate PPE for all persons carrying out or assisting with electrical work, including insulated tools and protective clothing.
Gas Safety (Installation and Use) Regulations 1998	Applicable to gas engineers; specifies safe working requirements including appropriate PPE for gas work.
Control of Substances Hazardous to Health Regulations 2002 (COSHH)	Governs exposure to hazardous substances such as asbestos, legionella, refrigerants, and other materials encountered in FM works.
Employment Rights Act 1996	Governs lawful deductions from wages, including in respect of unreturned Company property.
Equality Act 2010 / applicable Northern Ireland equality legislation	Requires the Company to make reasonable adjustments to Uniform/PPE requirements where a disability or protected characteristic is relevant.

 

 4. EMPLOYER OBLIGATIONS 

Parr Facilities Management Limited hereby commits to the following obligations:

• The Company shall provide, at no cost to the employee, all Uniform and PPE items deemed necessary following a suitable and sufficient risk assessment of the relevant role and working environment.
• All PPE provided shall conform to the relevant British Standards (BS EN) and/or CE/UKCA marking requirements applicable at the time of issue.
• The Company shall ensure that all PPE is appropriate to the risks identified, fits the individual employee correctly, and is compatible with any other PPE required to be worn simultaneously.

• The Company shall ensure that all employees required to wear PPE receive adequate instruction and training in its correct use, fitting, adjustment, and storage.
• Employees shall be made aware of the risks against which the PPE provides protection, the reasons for its mandatory use, and the actions required in the event of damage or loss.

• The Company shall maintain all PPE in good working order and in a satisfactory hygienic condition.
• The Company shall ensure that defective or damaged PPE is replaced promptly and that no employee is required to work without adequate protection pending replacement.
• Appropriate storage facilities for PPE shall be provided at each of the Company's offices, depots, and vehicles where practicable.

 5. EMPLOYEE OBLIGATIONS 

All employees and covered personnel are subject to the following mandatory obligations. Non-compliance shall constitute a breach of this Policy and of the individual’s contract of employment.

• Employees must wear solely the Company-issued Uniform and PPE during all working hours, whilst on Company premises, client sites, or at any time when acting in any capacity as a representative of the Company.
• The wearing of PPE is not optional. Refusal to wear required PPE is a serious disciplinary matter and may result in the employee being removed from the workplace without pay pending investigation.
• Employees are expressly prohibited from wearing Uniform or PPE not officially issued or approved by the Company, or from modifying PPE in any manner that may impair its protective function.

• Employees are responsible for maintaining all issued Uniform and PPE in a clean, presentable, and serviceable condition throughout the course of their employment.
• Employees must report any defect, damage, loss, or deterioration of PPE to their line manager or a designated Health & Safety representative immediately upon discovery.
• Employees must not attempt to repair, modify, or interfere with PPE without explicit written authorisation from a competent person.
• Wilful damage to, or misuse of, Company-issued Uniform or PPE shall constitute a disciplinary offence and may result in the employee being liable for the cost of replacement.

• Employees must store all PPE in accordance with manufacturer instructions and in the storage facilities provided, when not in use.
• PPE must not be taken off-site without prior management authorisation, except where required for the performance of authorised off-site duties.

 

 

 6. RETURN OF UNIFORM & PPE UPON CESSATION OF EMPLOYMENT 

Upon the termination of employment — whether by resignation, dismissal, redundancy, retirement, or by any other means — all employees are subject to the following mandatory obligations:

 

• All items of Company-issued Uniform and PPE must be returned to the Company in good and serviceable condition (subject to fair wear and tear arising from normal authorised use) no later than the final day of employment.
• All Uniform and PPE items remain the sole property of Parr Facilities Management Limited at all times. The employee holds no proprietary interest in any such items.
• Failure to return Uniform or PPE, or the return of items that have been wilfully damaged or that show signs of misuse, shall entitle the Company to take one or more of the following actions:

Action	Detail
1.	Deduct the replacement cost of unreturned or wilfully damaged items from any outstanding wages, holiday pay, expenses, or final salary payment, strictly in accordance with the Employment Rights Act 1996 and subject to any applicable written deduction authorisation.
2.	Pursue civil recovery proceedings against the former employee for the value of any unreturned or damaged items, including associated legal costs where recoverable.
3.	Report the matter to the relevant authorities where the unreturned items constitute a health and safety risk or where theft is suspected.

 

 7. PPE REQUIREMENTS BY ROLE CATEGORY 

The following table sets out the minimum PPE requirements by role category. Role-specific requirements are determined by risk assessment and client site rules, and may be updated from time to time. Employees will be notified of any changes.

Role Category	Minimum PPE Requirements
Mechanical Engineers (Heating, Gas, HVAC, Legionella)	Safety footwear (steel-toe cap, S3 rated), hi-visibility vest/jacket (EN ISO 20471 Class 2+), work gloves, safety glasses where required. Gas engineers: insulated tools and appropriate PPE for confined space or plant room working. COSHH-appropriate respiratory and skin protection when handling refrigerants, biocides, or chemical dosing agents.
Electrical Engineers (Fixed Wire, Installation, Compliance)	Safety footwear, hi-visibility clothing, insulated gloves (IEC 60900 rated), safety glasses, arc flash protection where required by risk assessment. No conductive jewellery. Live working PPE to be used only by competent persons under a written permit to work.
Fire Safety Engineers (Alarm, Suppression, Extinguisher, Fire Doors)	Safety footwear, hi-visibility clothing, safety glasses, FFP2 dust mask as required. Fire door installation: gloves and eye protection. Hot works: flame-retardant overalls, welding screen, face shield where applicable.
Fabric & Refurbishment Operatives (Joinery, Painting, Decoration)	Safety footwear, hi-visibility clothing, safety glasses/goggles, work gloves, FFP2 dust mask for sanding and preparation, hearing protection when using power tools. Face-fit tested FFP3/P3 respiratory protection when working with hazardous materials (e.g. MDF dust, lead paint).
Civil Works Operatives (Groundworks, Paving, EV Charging Points)	Safety footwear, hi-visibility jacket (EN ISO 20471 Class 2+), hard hat (EN 397), safety glasses, heavy-duty gloves, hearing protection when operating groundworks equipment. Traffic management PPE as required by site risk assessment.
Drivers / Mobile Field Operatives	Company uniform, hi-visibility jacket when outside the vehicle or on site, safety footwear. Compliance with all site-specific PPE requirements at client locations. Gloves for manual handling of tools, parts, and equipment.
Office / Administrative	Company-branded uniform where applicable. Hi-vis and safety footwear required on entry to any operational or plant room area.

 

 8. UNIFORM STANDARDS 

The following standards apply to the wearing of Company Uniform at all times:

• Company Uniform must be worn in accordance with the guidelines issued at the time of provision.
• Uniform must be clean, pressed where appropriate, and in good repair at all times during working hours.
• Personal clothing worn beneath or alongside Company Uniform must not be visible in a manner that detracts from a professional appearance, unless expressly permitted.
• Employees must not alter, deface, or add to Company Uniform without written management approval.
• Company logos, branding, and emblems must not be obscured or defaced.
• Where the Company issues branded outerwear, this must be worn in preference to personal outerwear when on duty, travelling to or from client sites, or representing the Company in any capacity.

 9. REASONABLE ADJUSTMENTS & EQUALITY CONSIDERATIONS 

The Company recognises its obligations under the Equality Act 2010 and applicable Northern Ireland equality legislation. Employees who believe that a Uniform or PPE requirement disadvantages them due to a disability, medical condition, religious belief, or other protected characteristic are invited to raise this with their line manager or the Human Resources department.

The Company will give full consideration to any reasonable adjustment request and will endeavour to provide an alternative solution that meets both the individual's needs and the applicable health and safety requirements. No adjustment will be permitted where it would materially compromise the health and safety protection afforded by the PPE concerned.

 10. NON-COMPLIANCE & DISCIPLINARY CONSEQUENCES 

Failure to comply with the requirements of this Policy will be treated as a disciplinary matter and may result in the following action, depending on the severity and frequency of the breach:

Breach	Consequence
First instance / minor breach	Verbal warning and restatement of obligations. Record placed on personnel file.
Repeat or wilful breach	Formal written warning in accordance with the Company's Disciplinary Procedure.
Serious / persistent breach or refusal	Final written warning or dismissal, up to and including summary dismissal for gross misconduct, in accordance with the Company's Disciplinary Procedure.

Nothing in this Policy limits the Company’s right to take immediate action, including exclusion from the workplace, where non-compliance presents an immediate risk to health and safety.

 11. POLICY REVIEW & GOVERNANCE 

This Policy shall be reviewed annually, or sooner in the event of:

• Changes to applicable legislation or statutory guidance
• Material changes to the Company's operations, workforce, or risk profile
• A significant PPE or Uniform-related incident
• Feedback from employees, health and safety representatives, or enforcement authorities

The review shall be conducted by the Company's Health & Safety function in conjunction with Human Resources. Any amendments to this Policy will be communicated to all relevant personnel prior to implementation.

 12. GOVERNING LAW 

This Policy shall be governed by and construed in accordance with the laws of Northern Ireland and England and Wales as applicable. Nothing in this Policy shall limit or exclude any statutory rights of employees under applicable employment or health and safety legislation.

 

 

EMPLOYEE ACKNOWLEDGEMENT OF RECEIPT & UNDERSTANDING

 

I, the undersigned, confirm that I have received, read, and fully understood the Parr Facilities Management Limited Staff Uniform & PPE Policy (Document Ref: PFM-PPE-001). I agree to comply with all obligations set out herein as a condition of my employment, and acknowledge that this Policy forms part of, and is to be read in conjunction with, my contract of employment.

 

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