Health and Safety Policy Statement

Our commitment to the health, safety and welfare of learners, trainers and staff, in venues, online and at home.

Policy details

Version: 1.0
Effective date: 20 October 2026
Next review: October 2027, or earlier following material change
Owner: Management
Supports ISO 9001:2015 clauses: 7.1.4, 8.1

Xcademia's quality management system is aligned with ISO 9001. It is not independently certified.

Our commitment

Xcademia Ltd is committed to providing training in a way that protects the health, safety and welfare of learners, trainers, staff and anyone else affected by what we do. We follow the Health and Safety at Work etc. Act 1974 and the regulations made under it, as they apply to our activities.

This statement covers our onsite, venue, live virtual, blended and self-paced delivery. Management is responsible for this policy and for providing the resources, information and training needed to follow it.

Onsite and venue delivery

Before onsite delivery, we check that the venue is suitable. This is part of our delivery readiness checks. The checks cover the points that matter for the programme, such as:

a safe, clean and adequately lit, heated and ventilated training room
accessible entrances, facilities and routes for learners with disabilities
enough space, seating and equipment for the group
suitable toilets, drinking water and welfare facilities
safe electrical equipment and cabling

Where the venue is a client's premises or a hired venue, the venue operator remains responsible for the building, its fire safety and its emergency arrangements. At the start of each session the trainer tells learners about the fire alarm, escape routes, assembly point, first aid arrangements and any site rules, and follows the venue's emergency procedures. If we find a risk that cannot be dealt with, we will not start the session until it is, or we will move it.

We plan regular breaks, so that learners can rest, move around and look after their welfare. Learners can ask for a break or for support at any time.

Remote and online learners

Learners who take part from home or from their own workplace are responsible for their own workspace, but we give guidance to help them work safely. Under the Health and Safety (Display Screen Equipment) Regulations 1992, employers have duties towards staff who use display screen equipment, and employers of remote learners remain responsible for their own staff.

Set up your screen, keyboard, chair and desk to a comfortable position, with your screen at eye level and your feet supported.
Take short, regular breaks from the screen, and rest your eyes and stretch.
Make sure your area is free of trip hazards and cables, and has good lighting.
Tell your trainer if you need extra breaks or a change of format for health reasons.

Our live virtual sessions are planned with built-in breaks, and we do not ask learners to work for long periods without a break.

Responsibilities

Health and safety responsibilities by role
Role	Main responsibilities
Management	Set and review this policy, provide resources and training, check venues, act on reported incidents and risks.
Trainers	Brief learners on emergency arrangements, keep the learning space safe, stop an activity that is unsafe, report incidents and hazards.
Learners	Follow safety instructions and venue rules, take care of themselves and others, report hazards, accidents and near misses, and tell us about any need that affects their safety.
Client venues	Provide a safe building and equipment, maintain fire and emergency arrangements, share relevant site rules and risk information.

Accidents, incidents and reporting

Anyone who is injured, becomes ill during a session, or sees a hazard or near miss must tell their trainer or us straight away. In an emergency, call 999. Trainers give or arrange first aid as far as they are able and use the first aid arrangements of the venue.

We record accidents, incidents and near misses, look into what happened and act to stop it happening again. Where an event is reportable under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR), we report it to the Health and Safety Executive or the relevant authority. Where it happens at a client's venue, we work with the venue operator, who may have its own reporting duty.

You can report a concern by emailing info@xcademia.com or calling +44 20 8050 4999. Concerns are looked into and acted on. Anyone who raises a genuine health and safety concern will not be treated unfairly for doing so, and our Whistleblowing Policy also applies.

Review

Management reviews this statement at least annually, and after any serious incident or significant change in our delivery or in the law. Individuals' needs, for example those linked to a disability, are considered through our Learner Support and Reasonable Adjustments Policy.

Safeguarding and Prevent Policy: How we protect learners, especially children and adults at risk, respond to concerns and meet our Prevent duty responsibilities.

View all policies