JAYBEE SUPPLIES LIMITED

 

Policy Owner: People & Operations	Version: REV 1.0	Effective Date: June 2026	Review Date: June 2027
Company: Jaybee Supplies Limited	Company No: 07937734	Classification: Internal	Approved By: Head of People

 

1.   Purpose

2.   Scope

3.   Definitions

4.   Policy

4.1  Uniform Standards

4.2  Personal Protective Equipment (PPE)

4.3  Provision and Replacement

4.4  Care and Maintenance

4.5  Role-Specific Requirements

4.6  Visitors and Contractors

5.   Responsibilities

6.   Contact

7.   Reporting a Policy Violation

8.   Consequences for Violation of Policy

9.   Documents, References and Appendices

10.  Periodic Review of Policy

 

This policy establishes the standards and requirements for the wearing of uniforms and Personal Protective Equipment (PPE) across all Jaybee Supplies Limited operations. It supports our commitment to employee safety, brand consistency, and legal compliance.

 

Jaybee Supplies Limited is committed to providing every employee with a safe and healthy working environment. The wearing of appropriate uniform and PPE is a fundamental component of that commitment. This policy ensures that:

• Employees are protected from workplace hazards through appropriate PPE.
• Jaybee Supplies Limited's brand and values are represented professionally and consistently.
• The Company meets its obligations under the Health and Safety at Work etc. Act 1974, the Personal Protective Equipment at Work Regulations 2022, and all other applicable UK legislation.
• Uniform and PPE standards are applied fairly and consistently across all roles and locations.

 

This policy applies to all Officers, Directors, employees, temporary workers, agency staff, and volunteers of Jaybee Supplies Limited (Company No. 07937734) operating across all UK sites, including but not limited to:

• Warehouse and distribution centres
• Delivery and logistics operations
• Cold storage and chilled environments
• Maintenance and engineering functions
• Office and head office locations
• Customer-facing and field-based roles

 

This policy also applies to contractors and visitors where they access operational areas. Nothing in this policy limits the application of more specific site-level risk assessments or safe systems of work.

 

Jaybee Supplies Limited / the Company – Jaybee Supplies Limited, company number 07937734, and any entity owned or controlled by it.

Company Personnel – Officers, Directors, employees, temporary workers, agency staff, and volunteers of the Company.

Uniform – Clothing and branded items issued by Jaybee Supplies Limited to represent the Company's identity, including branded t-shirts, polo shirts, fleeces, jackets, caps, and any other items specified for a given role.

Personal Protective Equipment (PPE) – Any equipment or clothing worn or held by an employee to protect against one or more risks to health or safety at work, including safety footwear, gloves, high-visibility clothing, safety eyewear, hearing protection, and thermal/insulated garments.

Operational Areas – Any area of Company premises where physical, manual, or logistical work is carried out, including warehouses, loading bays, vehicle yards, cold stores, and delivery routes.

Risk Assessment – A formal evaluation of hazards and risks associated with a role or work environment, which determines the PPE requirements for that role.

Line Manager – The individual with direct supervisory responsibility for a member of Company Personnel.

 

4.1  Uniform Standards

Jaybee Supplies Limited provides uniforms to employees in specified roles. The following standards apply to all Company Personnel who are issued with a uniform:

• Uniform must be worn at all times during working hours, including during any customer interactions, site visits, or public-facing activities.
• Uniforms must be kept clean, in good repair, and worn as intended. Garments must not be altered, defaced, or decorated without written authorisation from the People team.
• Jaybee Supplies Limited branded items must not be worn during non-work activities in a manner that could bring the Company into disrepute.
• Where an employee's role does not require operational uniform, a professional and tidy appearance is expected in line with any role-specific guidance issued by the Line Manager.
• Lost or stolen uniform items must be reported to the Line Manager immediately. Replacement costs may be deducted from pay in cases of negligence or repeated loss, in accordance with the employee's contract of employment.

 

 

4.2  Personal Protective Equipment (PPE)

The use of PPE is determined by role-specific risk assessments. All Company Personnel must:

• Wear the PPE designated for their role and working environment at all times when in an operational area.
• Inspect PPE before each use and report any defects, damage, or deterioration to their Line Manager without delay.
• Use PPE correctly and in accordance with the training and instructions provided.
• Not modify, adapt, or tamper with PPE in any way.
• Not share PPE with other employees, except where PPE is communally issued and cleaned between uses.
• Return PPE on request, on change of role, or upon leaving the Company.

 

PPE is provided free of charge to all employees who require it for their role. No deductions will be made from wages for the initial issue of PPE. The Company reserves the right to recover costs where PPE is lost, deliberately damaged, or not returned, in accordance with the employee's contract of employment.

 

4.3  Provision and Replacement

Jaybee Supplies Limited will ensure that sufficient stocks of PPE and uniform are maintained to equip all relevant employees. The following applies to provision and replacement:

• PPE and uniform will be issued at the start of employment or upon transfer to a role requiring such items.
• Replacement PPE will be provided where items are worn through fair use, or where a risk assessment identifies a change in requirements.
• Employees must notify their Line Manager as soon as PPE or uniform becomes unfit for purpose. Requests for replacement must be submitted via the designated process in each site or function.
• Seasonal or temperature-appropriate uniform and PPE (e.g. insulated jackets for cold store operations) will be issued to eligible employees and must be used as directed.

 

4.4  Care and Maintenance

Employees are responsible for the appropriate care of issued uniform and PPE. This includes:

• Washing and maintaining clothing items in accordance with care label instructions.
• Storing PPE in a clean, dry environment when not in use.
• Not leaving PPE in vehicles or locations where it could be lost, stolen, or damaged.
• Returning items that are no longer fit for purpose through normal wear to the Line Manager for replacement; items must not continue to be used when defective.

 

4.5  Role-Specific Requirements

The table below sets out the minimum PPE and uniform requirements by role or operational area. These requirements are subject to site-specific risk assessments, which may impose additional requirements:

 

Role / Area	Minimum PPE / Uniform Requirements
Warehouse / Picking	Safety boots (S3), Cut-resistant gloves (where required)
Driver / Delivery	Jaybee Supplies Limited uniform (full set), Hi-vis jacket/vest, Safety footwear appropriate to vehicle
Maintenance / Engineering (General)	Safety boots (S3), Ear defenders, Cut-resistant gloves
Health & Safety / Technical Team	Safety boots (S3), Ear defenders, Additional PPE as required by the specific area or activity being assessed
Office / Administrative	Smart casual or Jaybee Supplies Limited branded clothing (as applicable); no specific PPE unless visiting operational areas
Customer-Facing Roles	Full Jaybee Supplies Limited uniform; clean presentation standard required at all times

 

Where a risk assessment identifies additional hazards (e.g. chemical exposure, manual handling, work at height), supplementary PPE will be specified and issued. Employees must comply with any additional requirements identified through the risk assessment process.

 

4.6  Visitors and Contractors

Visitors and contractors accessing operational areas of any Jaybee Supplies Limited site must comply with the PPE requirements applicable to that area. Specifically:

• Visitors must be provided with, and must wear, appropriate PPE before entering any operational area. PPE for visitors (e.g. safety boots, hi-vis vests) will be provided at the site entrance where practicable.
• Contractors are expected to provide their own PPE appropriate to their work activities and in compliance with their own risk assessments. Jaybee Supplies Limited retains the right to refuse access to any contractor who presents without adequate PPE.
• All visitors and contractors must follow the instructions of the site manager or their designated representative at all times.

 

The Company

• Conduct and regularly review risk assessments to determine PPE requirements for each role.
• Provide all required PPE and uniform free of charge to Company Personnel.
• Ensure adequate training is provided to all employees on the correct use, care, and storage of PPE.
• Maintain records of PPE issued to each employee.
• Review and update this policy at least annually, or whenever significant changes to operations or legislation occur.

 

Line Managers

• Ensure all direct reports are issued with the correct PPE and uniform for their role prior to commencing work.
• Monitor compliance with uniform and PPE requirements within their team on an ongoing basis.
• Action requests for replacement PPE or uniform promptly.
• Take immediate action where an employee is found not to be wearing required PPE, in accordance with the disciplinary procedure if necessary.
• Report any concerns about the adequacy of PPE or changes to workplace hazards to the Health & Safety team.

 

Employees

• Wear all issued uniform and PPE correctly and consistently in accordance with this policy.
• Take reasonable care of all uniform and PPE issued to them.
• Report defects, damage, or loss of PPE or uniform to their Line Manager immediately.
• Attend any training provided in relation to PPE or uniform requirements.
• Raise any concerns about the adequacy of PPE or working conditions with their Line Manager or the Health & Safety team.

 

Questions regarding this policy and its application should be directed to:

 

• People & Operations Team — for general uniform and PPE queries, replacement requests, and onboarding.
• Health & Safety Team — for risk assessment queries, PPE specification questions, and incident reporting.
• Line Managers — for day-to-day operational compliance matters.

 

Contact details for each team are available on the Company intranet. For site-specific queries, please contact your Site or Depot Manager in the first instance.

 

Any actual or suspected breach of this policy should be reported as follows:

• In the first instance, violations should be reported to the relevant Line Manager.
• Where the violation involves a Line Manager, or where a report to the Line Manager is not appropriate, employees should report directly to the People team or the Health & Safety team.
• Reports may also be made through the Company's whistleblowing or speak-up channel, details of which are available on the Company intranet.
• Reports may be made anonymously where desired. Jaybee Supplies Limited will not tolerate any retaliation against an employee who raises a concern in good faith.

 

 

Compliance with this policy is mandatory for all Company Personnel. Non-compliance will be addressed in accordance with the Company's disciplinary procedure and may result in:

• An informal discussion or verbal instruction to rectify the non-compliance immediately (for minor or first-time breaches).
• A formal written warning (for repeated or deliberate non-compliance).
• Suspension from operational duties pending investigation (where a safety risk is identified).
• Dismissal (for serious or persistent non-compliance, including deliberate damage to or misuse of PPE).

 

Where non-compliance constitutes a breach of health and safety law or exposes others to a significant risk of harm, the matter may also be referred to the relevant regulatory authority, including the Health and Safety Executive (HSE).

 

The Company reserves the right to recover costs for lost, stolen, or deliberately damaged items of PPE or uniform in accordance with the employee's contract of employment.

 

Legislation and Guidance

• Health and Safety at Work etc. Act 1974
• Personal Protective Equipment at Work Regulations 2022 (as amended)
• Management of Health and Safety at Work Regulations 1999
• Provision and Use of Work Equipment Regulations 1998 (PUWER)
• Manual Handling Operations Regulations 1992 (as amended)
• Control of Substances Hazardous to Health Regulations 2002 (COSHH)
• HSE Guidance — Personal protective equipment at work (PPE): A brief guide

 

Related Jaybee Supplies Limited Policies

• Health & Safety Policy
• Disciplinary and Grievance Policy
• Whistleblowing Policy
• New Starter and Onboarding Procedure

This Uniform and PPE Policy will be reviewed annually by the People & Operations team and the Health & Safety team, and will be updated as necessary to reflect:

• Changes in relevant legislation or regulatory guidance.
• Changes to Company operations, roles, or sites.
• Findings from incident investigations, risk assessments, or audits.
• Employee feedback or concerns raised through formal channels.

 

The current version of this policy, along with all related documents, is available on the Company intranet. Previous versions are archived and available upon request.

 

Policy Version: REV 1.0

Effective Date: June 2026

Next Review Date: June 2027

Policy Owner: People & Operations — Jaybee Supplies Limited

 

EMPLOYEE ACKNOWLEDGEMENT OF RECEIPT & UNDERSTANDING

I confirm that the employees I am ordering on the behalf of have received, read, and fully understood the Jaybee Supplies Limited Staff Uniform & PPE Policy and agree to comply with all obligations set out herein as a condition of their employment, and confirm I am in possession of their signed copies of the policy