Data Protection Policy for LMB Procurement

1. Introduction

As a sole trader, LMB Procurement is committed to protecting the personal data of clients, suppliers, and other stakeholders in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy outlines my approach to data protection and ensures that I handle personal data responsibly and transparently.

2. Scope

This policy applies to all personal data processed by LMB Procurement, including data related to clients, suppliers, and other individuals. It covers all forms of data processing, including electronic, paper-based, and other formats.

3. Data Protection Principles

I adhere to the following data protection principles:

• Lawfulness, Fairness, and Transparency: Personal data shall be processed lawfully, fairly, and in a transparent manner.
• Purpose Limitation: Personal data shall be collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
• Data Minimisation: Personal data shall be adequate, relevant, and limited to what is necessary in relation to the purposes for which it is processed.
• Accuracy: Personal data shall be accurate and, where necessary, kept up to date.
• Storage Limitation: Personal data shall be kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed.
• Integrity and Confidentiality: Personal data shall be processed in a manner that ensures appropriate security, including protection against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

4. Lawful Basis for Processing

I will process personal data only when there is a lawful basis for doing so. This includes:

• Consent from the data subject
• Performance of a contract
• Compliance with a legal obligation
• Protection of vital interests
• Performance of a task carried out in the public interest
• Legitimate interests pursued by the firm or a third party, except where such interests are overridden by the interests, rights, or freedoms of the data subject

5. Individual Rights

Data subjects have the following rights regarding their personal data:

• Right to be informed: Individuals have the right to be informed about the collection and use of their personal data.
• Right of access: Individuals have the right to access their personal data and supplementary information.
• Right to rectification: Individuals have the right to have inaccurate personal data corrected, or completed if it is incomplete.
• Right to erasure: Individuals have the right to have their personal data erased in certain circumstances.
• Right to restrict processing: Individuals have the right to request the restriction or suppression of their personal data.
• Right to data portability: Individuals have the right to obtain and reuse their personal data for their own purposes across different services.
• Right to object: Individuals have the right to object to the processing of their personal data in certain circumstances.
• Rights related to automated decision-making including profiling: Individuals have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning them or similarly significantly affects them.

6. Data Security

I am committed to ensuring the security of personal data and have implemented appropriate technical and organizational measures to protect against unauthorized access, loss, destruction, or damage, including:

• Access controls and user authentication
• Encryption of sensitive data
• Regular security assessments and audits
• Data backup and recovery procedures
• Personal training and awareness of best practices

7. Data Breaches

In the event of a data breach, I will:

• Take immediate steps to contain the breach and mitigate any potential harm.
• Notify the Information Commissioner's Office (ICO) within 72 hours if the breach is likely to result in a risk to the rights and freedoms of individuals.
• Inform affected individuals without undue delay if the breach is likely to result in a high risk to their rights and freedoms.
• Document all breaches, including the facts relating to the breach, its effects, and the remedial action taken.

8. Third-Party Processors

Where I engage third-party processors to handle personal data on my behalf, I will ensure that they comply with data protection requirements through appropriate contractual arrangements and regular monitoring.

9. Data Protection Officer

As a sole trader, I am responsible for overseeing data protection compliance within the firm. Any concerns or questions regarding data protection should be directed to:

Lorna Baker
lorna@lmbprocurement.com

10. Policy Review

This policy will be reviewed annually or more frequently if necessary to ensure ongoing compliance with data protection laws and regulations.

11. Contact Information

For any questions or concerns regarding this Data Protection Policy or data protection practices, please contact the Data Protection Officer

Equality and Diversity Policy for LMB Procurement

1. Introduction

LMB Procurement is committed to promoting equality and diversity in all aspects of my consultancy services. I believe that a diverse and inclusive environment enhances creativity, innovation, and business success. This policy outlines my commitment to ensuring equality and eliminating discrimination in accordance with the Equality Act 2010.

2. Policy Statement

I am dedicated to creating a welcoming and inclusive environment for all clients, suppliers, partners, and any other individuals I interact with in the course of my business. I will not tolerate any form of discrimination, harassment, or victimization.

3. Scope

This policy applies to all interactions, including:

• Provision of consultancy services
• Client and supplier relationships
• Professional partnerships and collaborations
• Marketing and communication efforts

4. Principles

• Equal Opportunities: Everyone shall have equal access to my services, free from discrimination based on age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.
• Respect and Dignity: All individuals shall be treated with respect and dignity. Any form of harassment or bullying will not be tolerated.
• Diversity: I recognize and value the differences that people bring to my business and strive to create an environment where these differences are respected and valued.

5. Responsibilities5.1 Sole Trader

• Promote equality and diversity in all aspects of the business.
• Ensure that my practices and procedures do not discriminate against any group or individual.
• Address any instances of discrimination, harassment, or victimization promptly and effectively.
• Stay informed and up-to-date with current legislation and best practices regarding equality and diversity.

6. Implementation

• Service Delivery: Ensure that my services are accessible and provided fairly to all clients.
• Communication: Use inclusive language in all communications and marketing materials.
• Training and Awareness: Stay informed about equality and diversity issues and seek opportunities for further education and awareness.
• Feedback and Complaints: Encourage and respond to feedback from clients and other stakeholders regarding equality and diversity. Address any complaints promptly and thoroughly.

7. Monitoring and Review

I will regularly review my practices and this policy to ensure they remain effective and compliant with current legislation. This policy will be reviewed annually or as necessary following changes in relevant legislation or business practices.

8. Complaints and Reporting

Any individual who feels that they have been treated unfairly or discriminated against is encouraged to raise their concerns. I am committed to addressing any complaints promptly and fairly. Complaints can be made in writing or verbally to lorna@lmbprocurement.com

9. Conclusion

LMB Procurement is committed to promoting equality and diversity in all aspects of my business. By adhering to this policy, I aim to create a positive and inclusive environment for all.

Health and Safety Policy for LMB Procurement

1. Introduction

As a sole trader, LMB Procurement is dedicated to maintaining a safe and healthy working environment for myself, my clients, and any contractors or visitors. This policy outlines my commitment to health and safety in accordance with the Health and Safety at Work etc. Act 1974 and other relevant legislation.

2. Policy Statement

My objective is to minimize the risk of injury and ill health arising from work activities. I will achieve this by:

• Providing a safe workplace with safe access and egress.
• Ensuring safe handling, storage, and transport of materials and equipment.
• Staying informed and up-to-date with health and safety regulations.
• Regularly reviewing and improving health and safety practices.

3. Responsibilities

• Ensure compliance with all relevant health and safety legislation.
• Conduct regular risk assessments and implement control measures.
• Stay informed about health and safety best practices and procedures.
• Take reasonable care of my own health and safety and that of others.
• Use work items correctly, including any necessary personal protective equipment.
• Report any health and safety concerns promptly.

4. Risk Assessment

• Conduct regular risk assessments to identify potential hazards.
• Implement control measures to mitigate identified risks.
• Keep records of risk assessments and reviews.

5. Training and Information

• Stay informed through appropriate health and safety training and resources.
• Ensure knowledge of emergency procedures and first aid arrangements.

6. Emergency Procedures

• Develop and communicate emergency procedures for fire, evacuation, and other incidents.
• Ensure access to first aid supplies.
• Familiarize myself with local emergency services and contacts.

7. Reporting and Investigation

• Promptly report and record any accidents, incidents, or near misses.
• Investigate all reported incidents to identify root causes and prevent recurrence.
• Maintain records of all incidents and actions taken.

8. Consultation and Communication

• Engage with clients and contractors on health and safety matters.
• Communicate health and safety information clearly.

9. Monitoring and Review

• Regularly monitor health and safety performance.
• Review this policy annually or following significant changes in legislation or operations.
• Continuously improve health and safety practices.

10. Health and Wellbeing

• Promote a healthy work-life balance and support personal wellbeing.
• Seek support from occupational health services and professional networks when necessary.
• Address workplace stress and mental health proactively.

11. Environmental Considerations

• Minimize environmental impact by promoting sustainable practices.
• Ensure safe disposal of hazardous materials and waste.
• Promote recycling and energy-saving initiatives.

12. Conclusion

As a sole trader, LMB Procurement is committed to creating a safe and healthy work environment for myself and anyone affected by my work activities. By adhering to this policy, I aim to protect myself, my clients, and any contractors from harm.

This Health and Safety Policy will be reviewed annually and updated as necessary to ensure its effectiveness and relevance.

Modern Slavery Statement for LMB Procurement

1. Introduction

LMB Procurement is committed to preventing modern slavery and human trafficking in all areas of my business and supply chain. This statement outlines the steps I take to ensure that modern slavery is not taking place within my business or its supply chains, in compliance with the Modern Slavery Act 2015.

2. Business Structure

As a sole trader providing consultancy services, my business activities primarily involve offering expert advice and services to clients. I work independently and engage with clients, suppliers, and other stakeholders to deliver high-quality consultancy services.

3. Policy Commitment

I am committed to acting ethically and with integrity in all my business dealings and relationships. I have a zero-tolerance approach to modern slavery and human trafficking and expect the same high standards from those I work with.

4. Supply Chains

Given the nature of my business, my supply chains are limited. However, I recognize the importance of ensuring that any goods or services procured are free from modern slavery. My supply chains may include:

• Office supplies
• Professional services (e.g., accounting, legal support)
• Technology and software services

5. Due Diligence Processes

To mitigate the risk of modern slavery in my business and supply chains, I undertake the following due diligence processes:

• Supplier Vetting: Assess and select suppliers based on their commitment to ethical practices, including preventing modern slavery.
• Contractual Agreements: Include clauses in contracts with suppliers to ensure they adhere to anti-slavery laws and practices.
• Ongoing Monitoring: Regularly review and monitor supplier performance and compliance with ethical standards.

6. Risk Assessment and Management

I recognize that the risk of modern slavery may vary depending on the nature of the goods and services procured. Therefore, I:

• Identify and Assess Risks: Evaluate the risk of modern slavery in different aspects of my business and supply chains.
• Mitigate Risks: Implement measures to address any identified risks, including selecting suppliers who demonstrate a commitment to ethical practices.
• Review and Improve: Continuously review and improve my risk assessment processes to ensure they remain effective.

7. Training and Awareness

I am committed to increasing awareness of modern slavery risks and ensuring that I remain informed about best practices. To this end, I:

• Stay Informed: Regularly update my knowledge on modern slavery issues and relevant legislation.
• Raise Awareness: Share information and raise awareness about modern slavery risks with clients and suppliers where appropriate.

8. Reporting Concerns

Any concerns about modern slavery or human trafficking can be reported directly to me. I am committed to investigating and addressing any reported concerns promptly and effectively.

9. Review and Approval

This Modern Slavery Statement will be reviewed annually and updated as necessary to ensure its ongoing relevance and effectiveness.

2024-2025 YTD

100% of invoices paid within 30 days

Whilst LMB Procurement are not obligated to report our payment of suppliers, we do chose to do so because we belive that paying suppliers on time is not just a matter of fulfilling a contractual obligation; it is a strategic practice that can significantly impact our business's operational efficiency, financial health, and market reputation. Ensuring timely payments helps build strong supplier relationships, ensures the continuity of supply, and can provide financial benefits through discounts and avoidance of late fees. Ultimately, it supports the overall sustainability and growth of both our business and our suppliers' businesses.

Sustainability Policy for LMB Procurement

1. Introduction

LMB Procurement is committed to promoting sustainability in all aspects of my business operations. This policy outlines my commitment to minimizing the environmental impact of my activities and promoting sustainable practices.

2. Policy Statement

I recognize the importance of environmental protection and am committed to operating my business responsibly and in compliance with all legal requirements. I aim to reduce my environmental footprint through the implementation of sustainable practices.

3. Principles

• Compliance: Ensure that all business operations comply with relevant environmental legislation and regulations.
• Sustainability: Integrate sustainability into business planning and decision-making processes.
• Continuous Improvement: Strive for continuous improvement in environmental performance.

4. Objectives

• Resource Efficiency: Minimize the use of natural resources and increase the efficiency of resource use.
• Waste Reduction: Reduce waste generation and promote recycling and reuse of materials.
• Energy Conservation: Reduce energy consumption and promote the use of renewable energy sources.
• Sustainable Procurement: Source products and services from suppliers who share my commitment to sustainability.
• Education and Awareness: Increase awareness of sustainability issues and encourage sustainable practices among clients, suppliers, and other stakeholders.

5. Actions

5.1 Resource Efficiency

• Use digital communication and documentation to reduce paper usage.
• Implement water-saving practices in office operations.
• Choose energy-efficient equipment and technologies.

5.2 Waste Reduction

• Reduce, reuse, and recycle materials wherever possible.
• Properly dispose of non-recyclable waste in accordance with local regulations.
• Encourage clients and suppliers to adopt similar waste reduction practices.

5.3 Energy Conservation

• Monitor and manage energy consumption to identify opportunities for reduction.
• Use energy-efficient lighting and appliances.
• Consider renewable energy options for office operations.

5.4 Sustainable Procurement

• Select suppliers based on their environmental performance and sustainability credentials.
• Prefer suppliers who use eco-friendly materials and practices.
• Promote the use of sustainable products and services to clients.

5.5 Education and Awareness

• Stay informed about best practices and innovations in sustainability.
• Share knowledge and encourage sustainable practices with clients, suppliers, and other stakeholders.
• Participate in sustainability training and professional development.

6. Monitoring and Review

I will regularly monitor and review my sustainability performance to ensure ongoing improvement and compliance with this policy. This policy will be reviewed annually and updated as necessary to reflect new sustainability goals and practices.