HSE Legal Requirements

Procedure
HSE Legal Requirements Procedure

Table of Contents

Table of Contents ............................................................................................................................................................. 0

1. Purpose ..................................................................................................................................................................... 2

2. Scope ......................................................................................................................................................................... 2

3. Responsibilities ......................................................................................................................................................... 2

4. Procedure .................................................................................................................................................................. 3

4.1 Identify and record changes in legal and other requirements ................................................................................... 3

4.2 Identify changes to practices and procedures ........................................................................................................... 3

4.3 Communicate changes and monitor compliance....................................................................................................... 4

5. References................................................................................................................................................................. 4

6. Terms and Definitions ............................................................................................................................................... 4

7. Record Control .......................................................................................................................................................... 5

8. REVISION RECORD SHEET .......................................................................................................................................... 5

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HSE Legal Requirements Procedure

1. Purpose
To describe Dubai Chamber’s methodology to:

• Identify and record changes in HSE legal requirements

• Identify changes in practices and procedures

• Communicate HSE legal requirements and monitor their implementation

2. Scope
This procedure applies to all employees, tenants and contractors at Dubai Chamber’s head office.

3. Responsibilities
Individual Responsibilities

1. Be aware of and enforce relevant HSE laws which apply to their work

All (employees, tenants, 2. Report on any potential infringements of HSE laws

contractors)
3. Provide information on any new HSE laws which relate to their work and suggestions on how to apply them to
their work accordingly

Manager -
1. Overview and approve all changes and procedures which needs to be communicated and circulate the changes
Facility Management
to the HSE Committee members

1. Monitor and identify HSE legal requirements applicable to Dubai Chamber or changes in these requirements

2. Update, maintain and publish the Legal Registry and other relevant procedures and forms in accordance with
HSE Policy, Procedure and Document Development Procedure
HSE Officer
3. Take all necessary steps to ensure legal requirements are met including changing procedures and informing
those whose work it affects as well as communicating these changes to the Senior Executive - CSR and others
so they can be published and applied

4. Assist in the communication and insertion of relevant laws in the HSE management system including Dubai
Chamber policies, procedures, guidance materials and forms
Senior Executive - CSR
5. Check compliance with this policy in the yearly Internal HSE Audits

6. Ensure that any HSE licensing and registration requirements are maintained
Director of Administration 7. Ensure the HSE related legal changes or updates are reviewed and approved before action (communication,
implementation, portal update, shared folder update, etc)

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HSE Legal Requirements Procedure

4. Procedure
In order to ensure that Dubai Chamber’s HSE legal and other obligations are identified, that policy,
procedures and guidance materials are updated when needed, and that any necessary changes to
operational practice are facilitated, the following steps will be undertaken.

4.1 Identify and record changes in legal and other requirements

When an update to HSE laws is received from Civil Defense or another authority, the Manager - Facility
Management or HSE Officer shall identify those which are relevant to Dubai Chamber’s activities. The
Manager - Facility Management or HSE Officer shall also identify other new obligations or requirements
from:

1. new corporate policies or directives

2. new commitments to voluntary agreements
3. new contracts with waste contractors and any associated external audit reports
4. new agreements with community groups, industry groups or other organizations
5. changes to applicable non-regulatory guidelines e.g. Dubai Municipality Guidelines posted on
their website
6. participation in professional associations or relevant industry groups
7. subscription to legal requirements monitoring services

If any new significant HSE aspect or impacts are identified during this review, the HSE Officer shall
update the HSE Risk Register and the HSE Legal Register accordingly. The Legal Registry is a quick
reference to all relevant HSE legal requirements for staff with associated responsibilities.

4.2 Identify changes to practices and procedures

Following the identification of new laws or requirements, the HSE Officer shall review all procedures and
documents listed in the HSE Manual (and, if applicable, emergency procedures) to identify those that
need to be changed and/or whether new procedures need to be developed in light of the changes in
legal or other requirements. They will also record specific changes required to procedures or practices
and ensure they are implemented while also updating all relevant HSE Management System
documentation accordingly. The changes shall be shared with HSE Committee team members if required.

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HSE Legal Requirements Procedure

4.3 Communicate changes and monitor compliance

The Manager - Facility Management or Senior Executive - CSR shall communicate appropriate changes
in legal and other requirements, and any subsequent changes to procedures or practices, to the relevant
individuals so they can be implemented and keep records of these communications. They shall liaise
with the relevant authorities or consultants and support them in monitoring compliance as required.

Compliance with this procedure will be monitored during every HSE committee quarterly meetings.
Relevant authorities, such as Civil Defense or Dubai Municipality, will also be facilitated in monitoring
compliance as required.

5. References
1. ISO 45001:2018 Occupational Health and Safety Management System
2. ISO 14001:2015 Environmental Management System
3. ISO 9001:2015 Quality Management System
1. HSE Legal Register
2. HSE Risk Register

6. Terms and Definitions

HSE: Abbreviation for Health, Safety and the Environment.

HSE Management System: Part of an organization’s management system used to develop and implement
its HSE policy and manage its HSE risks or impacts.

HSE Legal Requirements: Acts and regulations (Municipal or Federal), standards, codes, industry
standards, agreements and other guidance material related to occupational health and safety as well as
the environment.

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7. Record Control
Name Prepared By Record No. Location

HSE Legal Compliance Registry HSE Committee DC.AD.T11.36 HSE Shared Drive
V03 E
HSE Risk Register V01 E HSE Committee DC.AD.T11.18 HSE Shared Drive

8. Risks Associated
Risk Code Risk Description
N/A N/A

9. KPIs and SLAs

KPIs
N/A
SLAs
N/A

10. REVISION RECORD SHEET

This sheet is a record of all revisions of this document. Changes and amendments occurred in this
document should be clearly specified in the following Table.

Version
Approval Date Approved BY Amendments/Nature of Revision
No.

01
Director of Administration
02 20 Sep 2014 Document Layout and design changed
Department
Director of Administration
03 10 May 2018 Update the references
Department
Director of Administration
04 14 Jun 2020 Document updated
Department
Director of Administration SLAs, and KPIs update and adding the Risk Component
05 14 Sep 2020
Department

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