COVID-19 Response

Health & Safety Protocol

Updated 13th October 2020

The health, safety, and well-being of our community members is a core value of Space Coworking. We will review and update our Health and Safety protocols as and when guidance from the Government​ is updated and ensure our very best endeavours for a COVID-SECURE workplace.

 

Entering the Community

 

Symptom screening for members and guests:

  • When entering the building members will be asked if they have been around anyone who has been exposed to Covid-19 in the last 14 days as they sign in. If the answer is yes, they are not allowed to enter the space until 14 days after their exposure.

  • For the avoidance of doubt, anyone who appears unwell will be asked to leave.

  • Anyone symptomatic or has disease in their household must follow the ​NHS guidelines on self-isolation

  • Hand sanitiser will be provided and should be used as soon as you enter the lobby.

  • Please observe Health & Safety signage in the lobby which will be subject to change.

  • Delivery drivers must not enter the main space. Deliveries must remain in the lobby.

  • The wearing of masks is optional as we are such a small community but you are welcome to do so if it makes you feel comfortable.

NHS Track and Trace:

To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to collect and keep a limited record of staff, customers and visitors who come onto our premises for the purpose of contact tracing.

 

By maintaining records of staff, customers and visitors, and sharing these with NHS Test and Trace where requested, we can help to identify people who may have been exposed to the coronavirus.

 

As a customer/visitor of Space Coworking or The Brewery Yard Club you will be asked to provide some basic information and contact details. The following information will be collected:
 

  • the names of all customers or visitors, or if it is a group of people, the name of one member of the group

  • a contact phone number for each customer or visitor, or for the lead member of a group of people

  • date of visit and arrival time and departure time


The venue/establishment as the data controllers for the collection of your personal data, will be responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.

 

The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.

 

In addition, if you only interact with one member of staff during your visit, the name of the assigned staff member will be recorded alongside your information.

 

NHS Test and Trace have asked us to retain this information for 21 days from the date of your visit, to enable contact tracing to be carried out by NHS Test and Trace during that period. We will only share information with NHS Test and Trace if it is specifically requested by them.

 

For example, if another customer at the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all customers who visited on a particular day or time-band, or over a 2-day period).

 

We may require you to pre-book a desk/table or to complete a form on arrival.

 

Under government guidance, the information we collect may include information which we would not ordinarily collect from you and which we therefore collect only for the purpose of contact tracing. Information of this type will not be used for other purposes, and NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your visit.

 

However, the government guidance may also cover information that we would usually collect and hold onto as part of our ordinary dealings with you (perhaps, for example, your name, date of birth and phone number). Where this is the case, this information only will continue to be held after 21 days and we will use it as we usually would, unless and until you tell us not to.

 

Your information will always be stored and used in compliance with the relevant data protection legislation.

 

The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as a venue/establishment are subject to. The legal obligation to which we’re subject, means that we’re mandated by law, by a set of new regulations from the government, to cooperate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of coronavirus.

 

By law, you have a number of rights as a data subject, such as the right to be informed, the right to access information held about you and the right to rectification of any inaccurate data that we hold about you.

 

  • You have the right to request that we erase personal data about you that we hold (although this is not an absolute right).

  • You have the right to request that we restrict processing of personal data about you that we hold in certain circumstances.

  • You have the right to object to processing of personal data about you on grounds relating to your particular situation (also again this right is not absolute).

 

If you are unhappy or wish to complain about how your information is used, you should contact a member of staff in the first instance to resolve your issue. The data protection officer in charge of data protection duties named as part of our registration with the Information Commissioner’s Office at this establishment is Dan Garner.

 

If you are still not satisfied, you can complain to the Information Commissioner’s Office. Their website address is www.ico.org.uk.

 

We keep our privacy notice under regular review. This privacy notice was last updated on 12th October 2020.

 

Cleaning and Sanitising:

 

  • Common areas, high-traffic areas, door handles, and light switches will be cleaned with sanitiser on a regular basis (every 4 hours).

  • Meeting room tables and chairs, and remote controls will be cleaned after every meeting with sanitiser.

  • Enhanced cleaning regimes are in place and everyone is encouraged to sanitise their workstation each day before they leave with the cleaning products provided.

  • Additionally, members are asked to wipe down any common surface area they have touched such as the copier machine, lounge/kitchen countertops. Cleaning supplies will be provided.

  • Day Office tables and chairs will be cleaned after a member leaves the space.

  • The shower facilities are not to be used at this time.

 

Social Distancing:

 

  • Members and guests must maintain social distancing of 2 metres (if possible) at all times and respect others’ personal space.

 

Workstations (Coworking & De-densification)

 

  • A maximum of 16 people will be allowed on site at any one time. 

  • Day Offices and Hot Desk coworking must be prebooked to control numbers.

  • Each seat/desk least six-feet apart and meeting rooms have more space between the participants to reduce collision points.

  • Seats in the open coworking area may be marked ‘reserved’ to create proper and safe spacing.

  • Dedicated Desk capacity has been reduced by half and collision points in common areas have been reduced wherever possible.

Food:

  • If food is brought into the venue it should be in single-serving packaging and not available for people to serve themselves out of a large dish, bag, or larger container (i.e. a bag of donuts for everyone to share is not permitted at this time). In short – please do not share food. 

  • Strict kitchen etiquette and hygiene protocols must be religiously adhered to and will be subject to change at any time so please observe the Kitchen Rules notice board regularly.

 

Hygiene guidelines for all:

 

  • We have installed hand sanitiser for everyone’s convenience.

  • However, everyone should be washing their hands frequently with soap and water and it is very important to dry them thoroughly.

  • Single user paper towels have been placed in the kitchen. Please do not use tea cloths or towels.

  • Use your arm or sleeve when coughing or sneezing, not your hands, and use hand sanitiser regularly. Dispose of any tissues immediately and wash your hands or use sanitiser any time you have used tissues.

  • If you experience any symptoms whilst on site, alert the centre manager, remove yourself from the space and seek medical attention.

 

All members and visitors must adhere to these guidelines and accept that there is no such thing as zero risk. Common sense must prevail. If members or their guests are not well they must stay away.

 

For further information on COVID-19 and how to protect against infection, visit this ​guide​