Waldren Home Inspection Services

Security policy statement

With reference to my occupation as a Home Inspector and in compliance with the Certification Scheme Standards and the National Occupational Standards 2.2, 2.3 and 2.4; it is important I undertake and implement certain security measures to protect both, myself, colleagues and others; any property and that of those around me and any Information I may store in carrying out my duties as a Home Inspector.

Security of Self, Colleagues and Others: (NOS 2.2)

The aim of this element of the security policy is to protect myself, colleagues and others from any potential risks or dangers associated with visiting properties in my role as a Home Inspector. These would include protection and risk from intimidation, verbal and physical abuse, violence and kidnapping from either my office, or a vacant or occupied property I visit or of persons visiting my office.

With reference to Home Office guidelines on personal safety, the Suzy Lamplugh trust and the National Association of Estate Agents, appropriate measures must be taken to minimize risk.

These measures will be:

·         A confirmation letter to client at the given address and a reciprocal confirmation required from client confirming visit. This can be by telephone, fax or letter.

·         Any visits that I make, my pack provider or client will be informed of the time of my appointment. They will also be notified of when the appointment has ended or given an update every two hours.

·         When working directly for a home owner/occupier my point of contact will be Dawn Waldren, telephone number 01276 451361 and the back up person will be Ian Waldren, telephone number 01276 473533. These will have an itinerary of my daily activities and appointments. 

·         As a back up measure I will be operating a personal security solution by ADT called ‘Identicom’ which is a valuable resource for home workers.

Whilst on site I will:

• Conduct a pre inspection Health and safety risk assessment. I will not continue if I believe there is a medium or high, perceived or real risk
• Form an exit strategy and identify the nearest possible exit.
• Carry a First Aid kit.
• Have a diarized system so a ‘buddy’ knows where I am and I know where they are at all times.
• Have a mobile available and ‘Identicom’ checked for coverage in case of emergency, and have emergency numbers preset.
• If there is any inference of danger or risk I will terminate the inspection immediately and leave by the nearest exit. If this is not possible contact emergency services by phone and if this is not possible use reasonable force to protect myself and implement an emergency exit procedure.
• Emergency procedures and personal health and safety will always be implemented in accordance with HSE lone workers leaflet and the Home Office and Suzy Lamplugh trust.
• In order for persons to identify myself, I will always carry an identity card in the form of ‘Identicom’ which will have both my photograph and company details along with details of my Certification Scheme. This will act as an introduction to clients
• Any suggestions for improving personal security will be passed on to the responsible person, whom can implement as appropriate.

Security of property: (NOS 2.3)

This is a statement detailing security risks to my office and properties, I inspect in the course of my duties as being a home inspector and any measures I will undertake to minimize risk.

The risks that may occur are theft, damage, vandalism and unwanted occupancy.

In order to minimize risk within the office I will:

·         Ensure windows and doors are lockable and secure

·         Have appropriate security lighting and detection for external areas

·         Make sure valuables are locked and secured away in a safe or lockable filing cabinet

·         Ensure any client information is locked away securely.

·         Ensure there is adequate fire protection including smoke alarms tested on a regular basis

·         Make sure there is adequate means of escape in the event of fire or an emergency

·         Ensure all security instruments are tested on a regular basis and ensure maintained according to manufacturers guidelines.

·         Ensure keys and access codes for clients properties are secured in a lockable location and/or given back to the client or destroyed once the inspection has taken place.

·         Have appropriate insurance in place

·         Take any appropriate emergency action when required

Any further suggestions for security will be passed on to the responsible person and implemented as necessary.

In order to minimize risk while inspecting a property I will:

• Identify myself and carry appropriate identification at all times, this will act as an introduction to clients.
• Not allow unauthorized entry by third parties to vacant property
• Ensure all property is secure prior to leaving and notify the responsible person of any potential risks to the property
• Ask for any identification of any person whom is not expected to be there
• Carry contact information of client in case clarification is required of any third parties in the property whom were not expected
• Reset any alarms and leave the property as you found it and destroy any evidence of alarm codes etc in order to maintain security.

Security of information: (NOS 2.4)

This is a statement identifying security risks to information held in my possession in the course of my work as a Home Inspector

The risks that can be identified are loss, misplacement and unauthorized access.

The following measures I will undertake in order to minimize this:

• Ensure computer is protected with passwords for both logging on and screen savers.

·         Any restarting or temporary shutdown of computer will restart requiring passwords

• When not in use any computer/laptop is powered down or on my person at all times

With specific reference to the:

Internet:

• Ensure internet gateway is protected
• WEP key is entered for secure network
• Logging on can only be from specific identified machines
• Protection through antivirus and  a firewall on both computer and laptop will inhibit any unwanted access and protect them accordingly

Back up files:

·         External storage devices used to back up data will be kept in a different location from my laptop/computer. e.g. fireproof filing cabinet

·         All storage devices will be password protected

Physical and Administration records:

• Records will not contain any personal information
• Company operational documents and client information are kept in separate password protected secure systems
• Data is securely uploaded to storage medium or pack providing company
• Any other records kept are stored securely, electronically and any clerical records archived securely
• All practical measures will be taken to ensure security of information

• Data will only be disclosed to those entitled to view it
• Personal information that does not need to be kept will be securely destroyed e.g. shredding
• Only information necessary to carry out my duties as a Home Inspector will be stored in accordance with the Data Protection Act 1998