# 17.23 Alcohol and Substance Abuse Policy
## Purpose
This policy establishes clear guidelines regarding alcohol and substance use to ensure a safe, healthy, and productive workplace. Little Coffee Bean Co is committed to protecting the health, safety, and wellbeing of all employees, customers, and the public, and to maintaining operational standards across all locations.
## Scope
This policy applies to all employees, workers, contractors, agency staff, volunteers, and franchisees of Little Coffee Bean Co across all locations (mobile Tuk Tuks and fixed shops). It covers all working time, company premises, company vehicles, work-related events, and any situation where employees represent the company.
## Policy Statement
Little Coffee Bean Co prohibits being under the influence of alcohol or illegal substances during working hours or while representing the company. The company recognizes that alcohol and substance abuse can affect health, safety, performance, and workplace relationships. We are committed to providing support to employees experiencing substance-related problems while maintaining a safe and productive work environment.
## Procedures
### 17.23.1 Prohibited Conduct
**During Working Hours**
Employees must not:
– Consume alcohol or illegal substances during working hours
– Report for work under the influence of alcohol or illegal substances
– Possess, distribute, or sell illegal substances on company premises or during work
– Operate equipment, vehicles, or machinery while impaired
– Serve customers while under the influence
**Impairment Definition**
An employee is considered impaired if:
– Alcohol or substance use affects their ability to perform duties safely and effectively
– They exhibit signs of intoxication (slurred speech, unsteady gait, impaired judgment, unusual behavior)
– Breath or blood alcohol levels exceed legal limits for their role
– They test positive for illegal substances
**Exceptions**
– Moderate alcohol consumption at authorized company social events (with prior approval)
– Prescription medication taken as directed (see section 17.23.4)
### 17.23.2 Alcohol Service Locations
**Licensed Premises**
– Some Little Coffee Bean Co locations may hold licenses to serve alcohol
– Employees serving alcohol must hold appropriate Personal Licenses where required by law
– All alcohol service must comply with Licensing Act 2003 and local authority conditions
– Responsible service practices must be followed (age verification, refusal of service to intoxicated persons)
**Staff Consumption**
– Employees working at licensed premises must not consume alcohol during their shift
– Off-duty employees may consume alcohol at company premises in accordance with licensing conditions
– Employees must not return to work duties after consuming alcohol
### 17.23.3 Prescription and Over-the-Counter Medication
**Disclosure**
– Employees taking medication that may affect their ability to work safely must inform their manager
– Information will be treated confidentially and in accordance with data protection laws
– Reasonable adjustments will be made where possible
**Responsibilities**
– Employees must follow medical advice regarding medication use
– Employees must not operate equipment or vehicles if medication affects their ability to do so safely
– Managers will assess whether temporary alternative duties are appropriate
### 17.23.4 Identification and Intervention
**Signs of Impairment**
Managers should be alert to signs including:
– Smell of alcohol or unusual odors
– Slurred speech or unsteady gait
– Impaired coordination or reaction times
– Unusual behavior, mood swings, or aggression
– Declining work performance or attendance
– Accidents or near-misses
**Immediate Action**
If an employee appears impaired:
– Remove them from duties immediately, particularly if operating equipment or serving customers
– Speak to the employee privately and respectfully
– Do not allow them to drive or operate machinery
– Arrange safe transport home if necessary
– Document the incident
– Inform the Director
**Investigation**
– The manager or Director will investigate the circumstances
– The employee will be given an opportunity to explain
– Medical evidence may be requested
– Witness statements may be taken
– Disciplinary procedures may be initiated if appropriate
### 17.23.5 Testing
**When Testing May Be Required**
– Reasonable suspicion of impairment
– Post-incident investigation (accident, safety breach, customer complaint)
– Random testing for safety-critical roles (with prior notice in employment contract)
– Return to work following substance-related absence
**Testing Procedures**
– Testing will be conducted by qualified professionals
– Employees will be informed of their rights and the testing process
– Results will be handled confidentially
– Refusal to undergo testing may be treated as misconduct
**Legal Considerations**
– Testing must be proportionate, non-discriminatory, and comply with data protection laws
– Employees have the right to challenge test results
– Medical advice will be sought where appropriate
### 17.23.6 Support and Rehabilitation
**Company Support**
Little Coffee Bean Co will support employees experiencing alcohol or substance-related problems:
– Confidential discussions with the Director
– Referral to occupational health or counseling services
– Reasonable time off for treatment or appointments
– Phased return to work where appropriate
– Adjustments to duties during recovery
**Employee Responsibilities**
– Seek help early and engage with support services
– Attend appointments and follow treatment plans
– Maintain confidentiality regarding colleagues’ situations
– Comply with return-to-work agreements
**Confidentiality**
– Information about substance-related issues will be handled sensitively and confidentially
– Disclosure will be limited to those with a legitimate need to know
– Records will comply with data protection requirements
### 17.23.7 Disciplinary Action
**Breaches of Policy**
The following may result in disciplinary action up to and including dismissal:
– Reporting for work under the influence of alcohol or illegal substances
– Consuming alcohol or illegal substances during working hours
– Possession, distribution, or sale of illegal substances
– Refusal to cooperate with reasonable investigations or testing
– Repeated breaches despite support and warnings
– Serious safety breaches or incidents caused by impairment
**Mitigating Factors**
The company will consider:
– Whether the employee sought help voluntarily
– Engagement with support and treatment
– Length of service and previous conduct
– Impact on safety, customers, and operations
**Gross Misconduct**
The following may constitute gross misconduct warranting summary dismissal:
– Being under the influence while operating vehicles or equipment
– Possession or distribution of illegal substances at work
– Serious safety breaches or incidents caused by impairment
– Refusal to leave the workplace when impaired
### 17.23.8 Record Keeping
– All incidents, investigations, and disciplinary actions will be documented
– Records will be stored securely and confidentially
– Records will be retained in accordance with data protection requirements
– Anonymous statistics will be reviewed to identify trends and improve policy
## Responsibilities
### All Employees
– Comply with this policy at all times
– Report for work fit and able to perform duties safely
– Disclose medication that may affect work performance
– Report concerns about colleagues’ impairment to a manager
– Seek help if experiencing substance-related problems
– Support colleagues in recovery
### Managers and Location Leads
– Monitor compliance with this policy
– Identify and address signs of impairment promptly and sensitively
– Ensure employee and customer safety
– Conduct investigations fairly and confidentially
– Provide support and referrals to employees in need
– Maintain accurate records
– Report serious incidents to the Director
### Director (Dan Kane)
– Oversee implementation and enforcement of this policy
– Ensure access to support and rehabilitation services
– Conduct or oversee investigations and disciplinary processes
– Make decisions on testing, adjustments, and disciplinary action
– Review policy effectiveness annually
– Ensure compliance with legal and regulatory requirements
## Compliance and Legal Framework
This policy complies with:
– **Health and Safety at Work Act 1974** – duty to ensure workplace safety
– **Misuse of Drugs Act 1971** – prohibition of illegal substances
– **Licensing Act 2003** – regulation of alcohol service
– **Transport and Works Act 1992** – alcohol and drug limits for transport workers
– **Equality Act 2010** – protection for employees with disabilities, including addiction
– **Data Protection Act 2018 / UK GDPR** – confidentiality and data handling
– **Employment Rights Act 1996** – fair dismissal procedures
– **ACAS guidance** – managing alcohol and substance abuse in the workplace
## Related Documents
– 17.2 Health and Safety Policy
– 17.3 Disciplinary Procedure
– 17.4 Grievance Procedure
– 17.7 Absence Management Policy
– 17.20 Workplace Conduct and Behavior Policy
– Staff Handbook
– Licensing documentation (for licensed premises)
## Review
– **Policy Owner:** Dan Kane (Director)
– **Review Frequency:** Annually
– **Next Review Date:** October 2026
– **Version:** 2.0
– **Last Updated:** October 2025
– **Approved By:** Dan Kane, Director