COVID Office Risk Assessment

Following the continued risks associated with COVID-19, Groupon has prepared the following risk assessment to limit the potential spread of the coronavirus pathogen from on-site business-related activities. Groupon office-based business activities do not directly present a high risk of exposure. The transmission patterns of COVID-19 present a risk factor associated with increased personnel on-site and those in close range (under 2m) or contact. Groupon has identified the following risks and measures that should be adhered to by all employees and contractors ("Persons") on-site.

All Persons are expected to honor these principles and follow the office guidelines which have been put in place to support a safe and healthy workplace.  Each individual has a personal responsibility to respect and follow the safety protocols put in place.  

If at any time any Person has a health or safety concern, they can reach out to any of the following parties for assistance:

  • their manager or any member of the management team,
  • the HR Team at hr@groupon.com; or
  • EthicsPoint, where concerns can be reported anonymously

What are the risks?

Who is at risk of harm?

What is the risk level (low, medium, high)?

What is currently in place to control risks?

Status

What is the risk level with controls?

Travel to work

(surface, person-to-person and air transmission)

Persons required to use public transport to travel to and from the place of work.

High

Working from Home

Persons encouraged to work from home, and the office is only open to those with an immediate need.  

Vulnerable Persons or those living with vulnerable persons should continue to work from home.

Transport

For those Persons with an immediate need to work from the office, they are encouraged to:

  • use alternatives to public transport where possible
  • travel outside of key commuter hours, if possible
  • read and adhere to local government guidance on safe use of public transport
  • adhere to social distancing as far as it is possible to do so
  • follow good hygiene practices such as coughing or sneezing into a tissue and carrying hand sanitiser
  • use appropriate face coverings in line with Government advice

Complete

Low

Entering/exiting the office (surface, person-to-person and air transmission)

Persons attending the workplace

Medium

Accessing the Groupon Office

All Persons entering/exiting the premises to access the Groupon office are expected to follow all Groupon guidelines at all times even when in spaces of the building outside of the Groupon office, and specifically to:

  • apply hand sanitiser
  • properly wear a mask
  • adhere to social distancing guidelines when entering the building

In addition, all Persons must: (i) participate in a health and safety training; and (ii) complete a daily health assessment prior to entering the office.  

Groupon’s office is operating at reduced occupancy for those with immediate access needs only which limits the number of Persons who need to access our building.

Only those Persons who have completed the health and safety training and booked a desk can visit the offices.

Customers, merchants and any other visitors are currently not allowed on-site.

In phase 1 of re-opening, office space is only accessible between 08:00 and 18:00 Mon-Fri to facilitate deep cleaning outside of these hours.

Complete/Cleaning is on-going

Low

In the office  - general

(surface, person-to-person and air transmission)

Persons attending the workplace

Medium

Social Distancing

Floor markings and signage put in place to promote social distancing.

Office space circulation routes put in place with one-way walkway systems for areas  where distancing measures may be difficult to maintain.

Office space will be configured to ensure 2m social distancing between workstations.

Personal Hygiene

Hand sanitiser pop-up stations in the following locations:

  • On entry/exit to the office.
  • By the main reception desk.
  • In all kitchenette/tea point areas.
  • At all rest and tea points areas.
  • In all meeting rooms.
  • On entry/exit to toilets.
  • At all photocopier/printing areas.

Hand sanitiser to be provided to all staff for personal use and be available on all workstations.

Persons should wash hands thoroughly and regularly.  There are signs at wash points reminding Persons to wash their hands and best practices for washing hands.

Use of PPE

Persons entering the premises recommended to wear face coverings in the building lobby, lifts and stairwells, reception areas and kitchens.  Face coverings required in Groupon office space common areas, when traveling through the office and when unable to maintain 2 meter distance with others. 

Face coverings are not required within the Groupon office space when: (i) alone in an individual office; (ii) at an individual desk as long as social distancing can be maintained; and (iii) in a conference room and/or office with other Persons as long as social distancing can be maintained.  

Cleaning

increased cleaning protocols put in place with additional hourly sanitising of high touch point areas and communal spaces. Thorough cleaning will be carried out daily in line with Government guidance

Wipe dispenser stations in the following locations:

  • In all kitchenettes
  • In all meeting rooms
  • In all rest and tea points  
  • At all photocopier/printing areas
  • At all desks

Disinfectant wipes are to be used regularly and applied on touch points each day e.g. door handles, buttons, taps, work equipment.

Focused cleaning attention on higher risk communal areas such as kitchenettes, rest areas, toilets etc.

Computer equipment and desks to be regularly wiped throughout use, at end of day, and are not shared between Persons.

Complete/Cleaning is on-going

Low

Desk space and equipment (surface transmission)

Persons attending the workspace

Low

Use of equipment by multiple Persons is not allowed.

Desk space can only be used by one individual per day, and is cleaned and sanitised at the end of each work day. Hand sanitiser and cleaning wipes are also available at each workstation. All Persons should observe the clean-desk policy explained in the return to office training and materials.

Complete/Cleaning is on-going

Low

Business meetings

(surface, person-to-person and air transmission)

Persons attending the workspace

High

At this stage, external business meetings on the premises are not permitted and should continue to be conducted via video/audio conferencing.  Internal meetings are allowed if Persons can safely socially distance, and video conferencing is still encouraged.

Meeting rooms are restricted to a maximum of 50% capacity at all times to allow for social distancing. Signage is displayed to promote this.

Complete

Low

Eating and Drinking

(surface, person-to-person and air transmission)

Persons attending the workspace

Medium

At this stage, no food provisions will be available on site. Persons will be responsible for bringing in or purchasing their own food outside of the office, which may be eaten at each Person’s individual work station or in the communal area provided social distancing is observed.

Water and hot drinks will be made available but machines are cleaned regularly with nearby disinfectant wipes available for wiping down before and after use.

Single use provisions will be made available e.g., cups and stirrers.

Complete

Low

Printing and photocopying

(surface, person-to-person and air transmission)

Persons attending the workspace

Low

Where printing/copying is required it should be planned so that it can be completed in one trip to the copying area.

Only one Person at a time is to be permitted in each of the printing/photocopying areas.

Hand sanitiser is to be used before and after using the printer/copier.

After using the printer/photocopier, Persons are to wipe down surfaces and touch points with disinfectant wipes.

Circulation routes are available to encourage social distancing with floor markings to denote waiting areas where required.

Complete

Low

Washroom facilities

(surface, person-to-person and air transmission)

Persons attending the workspace

Medium

Persons stand on distancing floor markers or in areas of safety when waiting for toilet areas to be free within the toilet corridor and are required to wear a face mask at all times

All Persons are to wash hands thoroughly (using soap and water) after using toilet facilities. There are signs at wash points reminding Persons to wash their hands and best practices for washing hands.

Hand soap will be regularly checked and replenished to ensure that it does not run out.

Persons are to notify management if soap levels are low.

Hand dryers not to be used. Use the provided disposable hand towels and dispose of them in open top bins.

Complete

Low

Handling Items and Deliveries

(surface, person-to-person and air transmission)

Persons responsible for inbound and outbound goods

Low

Avoid person-to-person contact during deliveries.

  • Deliveries to be placed in suitable and safe areas for unloading to maintain social distancing. Display signage to show where the delivery 'drop off zone' is located.
  • Avoid the need to sign documents etc. Where possible, deliveries are to be left for 72 hours before opening.
  • Alternatively move and store the delivery for 72 hours and wash hands afterwards. Only handle and move items when necessary.

For heavy and cumbersome items use mechanical aids e.g. trolley.

Minimise the amount of Persons in contact with the items.

Minimise the amount of deliveries by placing one order for multiple items where possible.

Complete

Low

Suspected cases of COVID-19 in the office

Persons attending the office

High

In the event an individual is suspected of or confirmed as having COVID-19 who has been on the premises, the following actions will be taken:

  • the area where the individual was located or the entire office (depending on the specific facts) will be temporarily closed to undergo thorough deep cleaning;
  • the individual in question will be expected to quarantine in line with Groupon quarantine guidelines ;
  • persons who had direct exposure to the individual will be notified and asked to quarantine in line with local authority guidelines; and
  • all Persons who had entered the premises at the same time as the infected individual or shortly thereafter will be notified and would be expected to be particularly diligent in monitoring their health and symptoms.

In addition to the above actions and tracing protocol, it is recommended that all Persons use the NHS Test and Trace system/COVID-19 app and scan the QR code on entry to the Groupon office, which will facilitate them being notified if they have been in close contact with someone who has tested positive.  

Complete

Medium