Transport & Logistics

Set up and run a safe warehousing and storage operation

Whatever you store and however you handle it — pallets in a distribution centre, chilled and frozen goods in a cold store, or hazardous goods in a bonded warehouse — you must manage the same workplace health and safety, fire, lifting and work equipment, manual handling, dangerous-substance, insurance, equality and data protection duties before you begin operating. This guide covers the duties every warehousing and transport-support business shares; your customs and mode-specific regime is covered in the guide for your kind of operation.

UK-wide Updated 8 Jun 2026

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UK-wide

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Warehouses and storage operations are higher-risk workplaces — forklift and racking operations, working at height, manual handling of loads, and the storage of hazardous or refrigerated goods. Before the customs or mode-specific regime that applies to your operation, every warehousing and transport-support employer carries the same workplace and storage duties. Start here, then follow the guide for your kind of operation — freight forwarding and customs, or support activities at ports, airports and rail.

A. Health and safety at work

The Health and Safety at Work etc. Act 1974 (HASWA) requires you to ensure, so far as is reasonably practicable, the health, safety and welfare of your employees and anyone else affected by your work. You must carry out a suitable and sufficient risk assessment, and if you employ five or more people you must record it in writing. Workplace transport (forklifts and reversing vehicles), racking collapse, falls from height and load handling are the typical warehouse risks your assessment must address. The Health and Safety Executive (HSE) enforces in Great Britain; the Health and Safety Executive for Northern Ireland (HSENI) enforces in Northern Ireland.

Health and Safety at Work etc. Act 1974 (HASAWA)

The Health and Safety at Work etc. Act 1974 - primary UK workplace health and safety legislation establishing employer and employee duties. Pure data reference.

The Health and Safety at Work etc. Act 1974 (HASAWA 1974) is the primary legislation governing workplace health and safety in the United Kingdom. It establishes the legal framework for protecting the health, safety and welfare of people at work and those affected by work activities.

Legal status: Primary legislation - principal UK health and safety statute
Royal Assent: 31 July 1974
Came into force: 1 April 1975 (in stages)
Geographic scope: Great Britain (separate legislation applies in Northern Ireland)
Applies to: All employers, employees, self-employed persons, and those who control work premises
Primary duty (Section 2): Employers must ensure, so far as is reasonably practicable, the health, safety and welfare at work of all employees
Duty to non-employees (Section 3): Employers must protect persons not in their employment (contractors, visitors, public) who may be affected by work activities
Employee duties (Sections 7-8): Employees must take reasonable care for their own health and safety and that of others, cooperate with employers, and not misuse safety equipment
Enforcement authority: Health and Safety Executive (HSE) and local authorities
Maximum penalties (post-2008 amendments): Unlimited fines in Crown Court; imprisonment up to 2 years for individuals; up to 6 months and/or £20,000 fine in Magistrates' Court
Referenced by regulators: Cited in 31 regulatory documents in the ORDS (Office for Regulatory Delivery and Simplification) dataset
Secondary regulations: Enables creation of health and safety regulations (e.g. Management of Health and Safety at Work Regulations 1999, COSHH, Manual Handling)

Reasonably practicable: The Act uses the term "so far as is reasonably practicable" throughout. This means employers must balance the level of risk against the time, trouble and cost of controlling it. However, the law is weighted in favour of health and safety - employers must demonstrate that control measures would be grossly disproportionate to the risk before they can be considered not reasonably practicable.

Self-employed persons: The Act also places duties on self-employed persons to protect their own health and safety and that of others who may be affected by their work activities.

Health and Safety at Work etc. Act 1974 (legislation.gov.uk)

HSE - Health and Safety at Work etc. Act 1974 guidance

B. Fire safety

As the person responsible for the premises you must carry out a fire risk assessment and put fire precautions in place. In England and Wales this is the Regulatory Reform (Fire Safety) Order 2005; in Scotland the Fire (Scotland) Act 2005 and its regulations; and in Northern Ireland the Fire and Rescue Services (Northern Ireland) Order 2006. High-piled storage, flammable goods and battery-charging areas need particular attention.

Regulatory Reform (Fire Safety) Order 2005

The 'responsible person' (employer, owner or occupier) must carry out a fire risk assessment for any non-domestic premises and implement appropriate fire safety measures. This applies to all hospitality premises including hotels, restaurants, pubs and nightclubs.

Who is the responsible person?

The responsible person is the employer, owner, landlord, occupier, or anyone with control of the premises. In hospitality, this is typically the business owner or manager.

Fire risk assessment

The responsible person must carry out and regularly review a fire risk assessment covering:

Identification of fire hazards (ignition sources, fuel, oxygen)
Identification of people at risk (employees, customers, vulnerable persons)
Evaluation and reduction of risks
Recording findings and fire safety plan (if 5+ employees)
Regular review and updates

Fire safety measures

Based on the risk assessment, implement appropriate measures including:

Fire detection and warning systems (smoke alarms, fire alarm panels)
Fire-fighting equipment (extinguishers, fire blankets)
Emergency escape routes and lighting
Fire safety signs and notices
Fire doors kept clear and free to close
Staff training on fire procedures
Emergency evacuation plan and drills

Fire Safety Act 2021 (from January 2022)

For buildings containing two or more sets of domestic premises (e.g. hotels, aparthotels), the responsible person must now assess fire risks in external walls, entrance doors to flats, and windows.

Step 1: Appoint a competent person to conduct fire risk assessment (may be yourself if trained)
Step 2: Complete fire risk assessment identifying hazards and persons at risk
Step 3: Implement control measures to reduce fire risk
Step 4: Ensure fire detection systems are installed and maintained
Step 5: Provide adequate fire-fighting equipment (extinguishers) and arrange annual servicing
Step 6: Establish clear evacuation routes with emergency lighting and signage
Step 7: Designate assembly point and ensure staff know evacuation procedures
Step 8: Train all staff on fire safety procedures during induction
Step 9: Conduct regular fire drills (at least annually)
Step 10: Record fire risk assessment findings if you employ 5 or more people
Step 11: Review fire risk assessment annually or after significant changes

Fire safety risk assessment guidance

C. Lifting and work equipment (LOLER and PUWER)

Lifting equipment — fork-lift trucks, cranes, hoists and racking used for lifting — must be examined and maintained under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), with thorough examinations at statutory intervals. All work equipment must be suitable, maintained and used safely under the Provision and Use of Work Equipment Regulations 1998 (PUWER).

LOLER 1998 overview

Core requirements of LOLER for lifting equipment safety.

Legislation: Lifting Operations and Lifting Equipment Regulations 1998 (SI 1998/2307)
In force from: 5 December 1998
Enforcer: Health and Safety Executive (HSE)
Applies to: All businesses using lifting equipment
Supplements: PUWER 1998 (Provision and Use of Work Equipment Regulations)
Penalty: Unlimited fine on indictment

Provision and Use of Work Equipment Regulations 1998 (PUWER)

Requirements for work equipment safety under PUWER 1998. Covers all equipment from hand tools to complex machinery.

The Provision and Use of Work Equipment Regulations 1998 (PUWER) is the main set of regulations covering the safety of work equipment in UK workplaces. PUWER applies to all work equipment, from hand tools to complex machinery, and places duties on employers to ensure equipment is safe and suitable for use.

Legislation: Provision and Use of Work Equipment Regulations 1998 (PUWER 1998)
Applies to: All work equipment from hand tools to complex machinery used in any workplace
Who must comply: Employers, self-employed persons, and anyone with control of work equipment
Suitability requirement: Work equipment must be suitable for the intended use and appropriate for the work environment
Maintenance requirement: Equipment must be maintained in an efficient state, in efficient working order and in good repair
Training requirement: Employers must provide adequate health and safety training and information to all persons who use or supervise the use of work equipment
Information requirement: Must provide adequate information about equipment including safe use, foreseeable abnormal situations, and conclusions from risk assessments
Safety features: Equipment must have suitable guards, controls, markings and warnings to protect users
Inspection requirement: Equipment must be inspected at suitable intervals and after exceptional circumstances (e.g., installation, modification, damage)
Records requirement: Must keep inspection records until the next inspection is recorded
Specific hazards covered: Guards for dangerous parts, protection against specific hazards (falling objects, rupture, overheating, substances, fire, explosions), controls, control systems, isolation from energy sources, stability, lighting, maintenance operations, warnings
Enforcement authority: Health and Safety Executive (HSE)
Referenced by regulators: Cited in 14 regulatory documents across multiple sectors in the ORDS dataset

Work equipment and machinery guidance (HSE)

D. Manual handling

Where loads are lifted, carried or moved by hand, the Manual Handling Operations Regulations 1992 require you to avoid hazardous manual handling so far as reasonably practicable, assess what cannot be avoided, and reduce the risk of injury.

Manual Handling Operations Regulations 1992 overview

Core requirements of MHOR 1992 for employers. No procedural guidance.

Legislation: Manual Handling Operations Regulations 1992 (SI 1992/2793)
Amended by: Health and Safety (Miscellaneous Amendments) Regulations 2002
Enforcer: Health and Safety Executive (HSE)
Applies to: All employers with manual handling operations
Definition: Any transporting or supporting of a load by hand or bodily force
Penalty: Unlimited fine on indictment

E. Dangerous and hazardous storage (DSEAR)

If you store flammable, explosive or otherwise dangerous substances — including goods awaiting onward carriage — the Dangerous Substances and Explosive Atmospheres Regulations 2002 (DSEAR) require you to assess and control the risk of fire and explosion, classify hazardous areas and control ignition sources.

F. Refrigerated storage (F-gas)

Cold stores and refrigerated facilities use fluorinated greenhouse gases. The GB F-gas Regulation requires leak checks, record-keeping, recovery, and the use of certified personnel and contractors. Northern Ireland follows the EU F-gas Regulation under the Windsor Framework — check the Northern Ireland position separately.

G. Employers' liability insurance

If you employ anyone you must hold employers' liability insurance with a minimum of £5 million cover and make the certificate available. The Employers' Liability (Compulsory Insurance) Act 1969 applies in Great Britain; in Northern Ireland the equivalent duty is under the Employers' Liability (Defective Equipment and Compulsory Insurance) (Northern Ireland) Order 1972.

Employers' Liability Insurance Requirements

Legally required insurance for businesses that employ staff

Legal requirement: LEGALLY REQUIRED if you employ anyone (even part-time or family members working for you)
Minimum cover: £5 million minimum (most policies provide £10 million)
Penalty for non-compliance: £2,500 fine per day without insurance, plus £1,000 fine for not displaying certificate
What it covers: Compensation claims from employees injured or made ill at work
Exemption: Close family businesses may be exempt

Employers' Liability Insurance

H. Equality

The Equality Act 2010 applies in England, Scotland and Wales and protects employees, job applicants and members of the public from discrimination on nine protected characteristics. In Northern Ireland, separate equality legislation enforced by the Equality Commission for Northern Ireland (ECNI) provides equivalent protections.

I. Data protection

The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 apply UK-wide. Stock and consignment records, customer and carrier data, CCTV and staff records are all personal data. You must identify a lawful basis for each processing activity, keep data secure, set retention periods and register with the Information Commissioner's Office (ICO) unless exempt.

UK GDPR lawful bases for processing personal data

The 6 (now 7) lawful bases under UK GDPR Article 6 for processing personal data.

Under UK GDPR Article 6, you must have a valid lawful basis to process personal data. You cannot process personal data without identifying at least one lawful basis that applies to each processing activity.

1. Consent (Article 6(1)(a)): The individual has given clear, specific, informed consent for you to process their personal data for a specific purpose
2. Contract (Article 6(1)(b)): Processing is necessary to fulfil a contract with the individual, or to take steps at their request before entering a contract
3. Legal obligation (Article 6(1)(c)): Processing is necessary to comply with a common law or statutory obligation under UK law
4. Vital interests (Article 6(1)(d)): Processing is necessary to protect someone's life
5. Public task (Article 6(1)(e)): Processing is necessary for performing a task in the public interest or for official functions that have a clear basis in law
6. Legitimate interests (Article 6(1)(f)): Processing is necessary for your legitimate interests or those of a third party, unless overridden by the individual's interests, rights, or freedoms

Consent requirements: Must be freely given, specific, informed, and unambiguous. Must be as easy to withdraw as to give.

Legitimate interests: Requires a documented Legitimate Interest Assessment (LIA) balancing test. Not available to public authorities for their core tasks.

7. Recognised legitimate interests (NEW - from June 2025): Processing necessary for certain pre-approved purposes without requiring a balancing test (Data Use and Access Act 2025)
Recognised purposes include: National/public security, defence, emergencies, crime prevention/detection, safeguarding vulnerable individuals
Effective date: 19 June 2025

Note: Direct marketing and intra-group data sharing still require a Legitimate Interest Assessment even under recognised legitimate interests.

ICO guide to lawful basis

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What to do next

Follow the guide for your kind of operation — freight forwarding and customs, or support activities at ports, airports and rail — then complete the warehousing and transport support compliance checklist.

Official sources

Authoritative guidance on workplace and storage duties.

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