COVID-19 Policy

incspaces is closely monitoring the situation regarding the COVID19 Coronavirus.

The following is our company’s response to government advice whilst subsequently ensuring the further spread of the virus is controlled.

This policy has been prepared following advice from a WHO (World Health Organisation) accredited expert and in accordance with the Working safely during coronavirus (COVID-19) government guidance updated on 7th January 2021 and will be updated once further information has been issued.

General information relating to the Coronavirus (COVID-19)

What is the coronavirus?

A coronavirus is a virus that can be transmitted from person to person. Typical symptoms include fever, headaches, loss of taste / smell, a persistent cough that may progress to severe pneumonia causing shortness of breath and breathing difficulties.

Generally, a coronavirus can cause more severe symptoms in people with weakened immune systems, older people, and those with long term conditions like diabetes, cancer and chronic lung disease.

COVID-19 is caused by the SARS-CoV-2 virus, which spreads between people, mainly when an infected person is in close contact with another person and spread worldwide. This is a rapidly changing situation that is being monitored carefully.

How is coronavirus spread?

The disease can spread from person to person through small droplets from the nose or mouth which are spread when a person with COVID-19 coughs or exhales. These droplets land on objects and surfaces around the person which can infect other people by touching them, then touching their eyes, nose or mouth.

How to avoid catching infections like coronavirus:

You can reduce your risk of getting and spreading respiratory infections by:

– avoiding direct hand contact with your eyes, nose and mouth
– maintaining good hand hygiene – washing hands with soap and water or alcohol hand sanitiser: after coughing or sneezing, after going to the toilet, before eating and drinking
– avoiding direct contact with people that have a respiratory illness and avoiding using their personal items such as their mobile phone
– covering your nose and mouth when coughing or sneezing with disposable tissues and disposing of them in the nearest waste bin after use

Building and workspace guidance

Social distancing

incspaces actively encourage the implementation of social distancing while working onsite. This applies to incspace staff, clients, contractors, visitors and members of the public in our centres.
– Maintain 2 metres (3 steps) distance from each other, clients, contractors, delivery drivers and members of the public at all times and follow guidance where this is not possible.
– The buildings have strategically placed signage to guide behaviour and cooperation.
– Vinyl floor decals and wall signs display expected distancing and help direct foot traffic flow through spaces.
– Floor tape is used to mark areas to help people comply with social distancing.
– One-way flow through buildings. Everyone is required to walk on the left to ensure the maximum distance between people when passing. This will all be clearly signposted, and we ask that you pay close attention to the instructional signage.
– Ensure that a maximum of 2 people use the lift at any one time and that they stand in diagonal corners of the car to ensure social distancing is maintained. People with disabilities have priority access to lifts.
– Use screens or barriers to separate people from each other.
– Use back-to-back or side-to-side working (rather than face-to-face) whenever possible
– Reduce the number of people each person has contact with by using ‘fixed teams or partnering’ (so each person works with only a few others).
– Where it is not possible to move workstations further apart, arranging people to work side by side or facing away from each other rather than face-to-face. Screens are used to separate people from each other.
– Stagger arrival and departure times at work to reduce crowding into and out of the workplace, taking account of the impact on those with protected characteristics.


inspaces staff, clients and visitors accessing our buildings will be asked to have taken their temperature tested before entering the building.

Use of Welfare / kitchen/ shower Facilities

The following rules are to be implemented in all incspaces buildings.
– Toilet facilities are to be used based on the identified maximum occupation to maintain 2 metre social distancing. Access is to be carefully controlled to prevent congestion.
– Kitchen facilities are to be used based on the identified maximum occupation to maintain 2 metre social distancing. This will be displayed on facilities.
– Hand sanitising stations are visible to use in kitchen and toilet facilities.
– When eating, all are asked to maintain a distance of 2m from others and avoid all contact with others.
– To minimise the risk of transmission in changing rooms and showers employees must follow incspaces Use of Shower Policy to ensure the risk of virus transmission is minimised.

Meeting rooms

Please be aware of the following controls in place relating to meetings:

– All precautionary hygiene measures and social distancing should be taken to control the spread of the virus.
– Meeting rooms are locked and are to be prebooked.
– No more than two bookings per day for a minimum of two hours, half a day or full day bookings.
– Meeting rooms are cleaned down after each use.

General hygiene

We have a daily cleaning operative Monday to Friday cleaning all touchpoints, kitchen, and toilet facilities. The evening cleaning operatives clean all areas including offices. The Cleaning Operatives use ZOONO products, one of the best products on the market. The technology significantly reduces the spread of harmful bacteria, viruses, fungi (mould) and yeasts. Zoono is water-based, alcohol-free, nontoxic and provides unique, proven long-lasting protection. Additional Cleaning Services are available upon request.

incspaces actively encourage the following:

– Undertake regular good personal hygiene procedures, using hot water and soap to wash hands. hands (follow the rule),
– Cough/sneeze into your sleeve, preferably into your elbow. If you use a tissue, discard it properly and clean/sanitise your hands immediately.
– Avoid touching your face, particularly eyes, nose, and mouth with your hands to prevent from getting infected.
– Hand sanitiser is readily available throughout the building and should be used regularly.
– Use of personal hand sanitiser should NOT replace good personal hygiene and operatives should continue to wash their hands where possible.
– Consumption of food and drink should only be undertaken in designated areas and once thorough hygiene measures have been undertaken.
– incspace staff and clients must adhere to incspaces Clean Desk policy- All desks should be cleared at the end of the day, except for monitors and laptop stands. All documents or IT peripherals should be stored away where possible.

Customer-facing staff

Please be aware of the following procedures in place for customer-facing incspaces staff:

– Sneeze guards are installed on all reception desks and face coverings are worn in public/communal areas.
– Centre staff maintain records of staff, clients and visitors to support NHS Test and Trace and keep for 21 days.
– Staff will turn away people with coronavirus symptoms. If a staff member (or someone in their household) or a visitor has a persistent cough, a high temperature or has lost their sense of taste or smell, they should be isolating.
– Encourage visitors to use hand sanitiser or handwashing facilities as they enter the premises.
– Provide clear guidance on social distancing and hygiene to people on arrival, for example, signage or visual aids.
– Avoid physical contact, including shaking of hands.

Face Coverings

In line with government guidance, incspaces staff, clients, visitors, contractors and the public are required to wear face coverings within public indoor/communal areas or where maintaining 2m social distancing will be difficult.

Ventilation and air conditioning

We’re working to enhance our HVAC (Heating, ventilation, and air conditioning) standards to align with local industry best practices. However, as operational oversight and systems vary by building, our approach to implementation differs on a location-by-location basis. Where possible, operating times of HVAC systems are extended before and after people use work areas. Natural ventilation is provided through open windows, or through other means such as vents. However, fire doors should not be propped open. It is important not to completely close windows and doors when the area is occupied as this can result in very low levels of ventilation. Local air cleaning and filtration units may be used to reduce airborne transmission where it isn’t possible to maintain adequate ventilation.

Accidents and incidents

In an emergency, for example, an accident, provision of first aid, fire or break-in, people do not have to stay 2m apart if it is unsafe.
Fire Risk assessments and evacuation plans are reviewed and procedures updated and communicated.

If an individual becomes unwell and believe they have been exposed to COVID-19

If anyone is showing symptoms such as cold symptoms cough/sneezing/fever or feel poorly or tests positive for Covid-19, they must inform their employer and should be removed to an area that is at least 2 metres away from other people. They should exit the building as soon as possible by avoiding touching anything before they leave and avoid touching people, surfaces and objects and be advised to cover their mouth and nose with a disposable tissue when they cough or sneeze and put the tissue in a bag or pocket then throw the tissue in the bin. They may return provided they feel well enough and are 24 hours with no fever without the use of fever reduction medication.

If an individual has COVID-19 symptoms or have received a positive test result they should stay at home whilst they are waiting for a home test kit or a test site appointment.

For contacts of a suspected case in the workplace, no restrictions or special control measures are required while laboratory test results for COVID19 are awaited. In particular, there is no need to close the workplace or send other staff home.

Guidance recommends that the workplace does not have to close if a member of staff or the public with confirmed COVID-19 has recently been in the workplace.
The management team of the workplace will be contacted by the local NHS contact centre to discuss the case, identify people who have been in contact with them and advise on any actions or precautions that should be taken.

Reporting a confirmed coronavirus case

If an individual in the workplace has a confirmed case of COVID-19:
– Report it to your Health and Safety Representative (HSR) for further guidance.
– The individual must not return to work until they have met local government criteria for discontinuing home isolation.
– Do not seek to contact the people who have visited your premises. Information collected should only be shared with the contact tracing scheme in a secure way and only if requested.

If there 5 cases in 14 days of COVID-19 on the premises, the HSR should contact the local health protection team to report the suspected outbreak.
Covid-19 is classified as RIDDOR and requires reporting with cases of, or deaths from, occupational exposure, that is, as a result of a person’s work.


– All buildings have water testing schedules for Legionella.
– Non-compliance or breach of this policy may result in result in termination of employment or contract.

General information

Health and Safety Representative – Sarah Wadman
Data Protection Representative – Sarah Wadman
HSE (Health and Safety executive) Covid-19 enquires – 0300 790 678

HSE working safely enquiry form:
Working Safely government guidance:

Policy owner: Sarah Wadman
Date: 1/2/21
Revision date: 1/5/21