Spa Stays & Retreats Risk Assessment and Control Measures

updated 24th September 2020

Advisory note pre arrival – Please don’t travel if you show signs of COVID-19; we will move your booking to another date

If you show signs during your stay, then we will immediately contact the NHS for further guidance, see below

 

Introduction

SARS-CoV-2 is a respiratory virus that can invade a host via the respiratory route or via hand to eye / mouth / nose contact, causing the disease COVID-19.

People who appear healthy may be carrying and shedding the virus, which can be passed on either directly or indirectly to others. This means we need to assume that anyone could be carrying the virus.

 

The routes of transmission (how the hazard can cause harm – the risks)

  • Direct contact to face – eyes, nose from droplets or aerosols spraying from an infected person onto another person who is in close contact

  • Contamination via droplets from sneezing and coughing landing on surfaces and then transferring via hands on to eyes and nose and mouth. Other means of secretions getting on to surfaces could be from infected people touching their eyes, nose and mouth and then touching surfaces with contaminated hands

  • Contaminated hands of infected people can transfer the virus directly to others (e.g. handshakes) or on to hand contact surfaces which can be picked up by other people’s hands and transferred to their eyes, nose or mouth

  • Possible transmission from faeces to hands and then directly or indirectly to the body via hands and hand contact surface transfer

 

The main controls are:

  • Social distancing in accordance with government guidelines

  • Disinfecting hand contact surfaces

  • Hand washing and hand sanitizer use at key moments

  • Not touching eyes, mouth or nose with contaminated fingers

  • Wearing face coverings to prevent transmission from breath, coughing & sneezing where appropriate

The controls set out in this document are specific for Green Farm Retreats, taking into account how we operate, and how guests and staff use the premises and interact.

 

NHS Test & Trace

Test & Trace is compulsory for all businesses, and it is in operation in the Spa. The following actions need to be taken:

  • The principal way that we manage Test & Trace is to ensure that everyone who comes to Green Farm is individually registered for their stay. This means that we need to know the name and contact details of everybody in a group, not just the group “leader”. In addition:

    • A Green Farm Spa & Retreats QR code is displayed at the entrance to the Spa & in the House

    • All staff will use the NHS Test & Trace App and “zap” in on the QR code on arrival at Green Farm

 

Hazard: General Arrival & While You Are Here

Who is at Risk?

Guests and hosts

Control measures

  • You will be asked to complete your Covid-19 declaration and your Consultation Form online before you arrive. Please ensure that you do this in good time

  • All our staff are regularly tested with the lateral flow test

  • Importantly, we are keeping numbers small enough to allow every “bubble” to have a dedicated bath or shower room. This also allows us to adhere to social distancing throughout the House

  • Please come to the Spa Car Park, park and walk through to the Spa Reception where you will be met. Please wear a face mask as you arrive in the entrance to the Spa. Immediately on arrival, you will be asked to use the hand sanitizer. The Reception is large and airy. Please maintain social distancing and do not offer handshakes

  • You will be asked to conduct a lateral flow test on arrival. This helps us ensure that your time spent here with other guests is as safe as possible for you, the other guests, and the staff

  • Face masks must be worn by guests and staff when you are in the “circulation” areas within the House (well-room, corridors, landings and stairs) and in the lobby in the Spa. Some of the staircases and doorways are narrow and form pinch-points; please take care not to pass other guests at these places

  • During the summer months, we will keep the House aired as much as possible up to your arrival, within weather and security considerations. Guests are requested to keep as much airflow in the House as possible during your stay and leave your windows open when you leave, within weather considerations

  • Please also read the Risk Assessment & Control Measures for the Spa for when you go for your treatments

 

Hazard: House cleaning: items that previous guests may have used

Who is at Risk?

Guests, hosts and cleaners

Control measures

  • There is sanitizer available on entry to the House and a sign reminding you to wash your hands each time you enter the House from outside.

  • All rooms: all high touch surfaces & items are cleaned and sanitized on each changeover including surfaces, handles, door handles, light switches, radiators, and stair rail.

  • Bedrooms: we will not have used your bedroom and en-suite facilities for at least 72 hours which will have established quarantine.

  • Bathrooms: as above, remembering the taps and shower fittings

  • Kitchen: as above remembering the kettle, toaster, microwave, tea pot and cafetiere handles

  • Tea, coffee, sugar cannister, salt and pepper are duplicated; the set provided for you will not have been used by the previous guests

  • Sitting room, Dining rooms, Breakfast room, Conservatory: as above remembering remote controls, tops of wooden dining chairs, wooden chair arms in bedrooms

  • Linen: please do not strip the beds as shaking the sheets can spread the virus. We will carefully remove all the linen in each room, including pillow and duvet protectors and bag them for laundering

  • Bottled soap is available at all the sinks. These will be sanitized on changeovers

  • Antibacterial surface cleanser is left in the bathrooms and kitchen for you to use whilst you are staying

  • We have removed all unnecessary cushions, pillows, throws etc. In case you are chilly at night, we can provide a sanitized throw

  • All bedding is sprayed with fabric anti-bac during changeovers

  • We have removed all board games, CDs and DVDs from the House. Please ask if you would like to use one. If you use a book, please leave it out of the bookcase when you leave the House so that it can be quarantined

  • We have left an Information Folder in your room; this will not have been touched by a previous guest for at least 72 hours

 

Hazard: House cleaning

Who is at Risk?

Guests, hosts and cleaners

Control measures

  • Staff and hosts will wash their hands frequently when cleaning the House. We believe that wearing gloves gives a false sense of security; the virus can be transferred by a glove just as easily as by hand

  • Staff will ensure that there is as much airflow through the House as possible by keeping doors and windows open, within weather considerations

  • All cleaning cloths used for the House are laundered after each changeover. Cloths are coloured for use in different areas (kitchen, basins, loos etc.)

  • Outside doors/ patio chair arms and gates are sanitized /wiped down ready for your entry

  • We will launder housekeepers’ overalls after each changeover and dispose of gloves

 

Hazard: Staff being Infected with Coronavirus

Who is at Risk?

Guests, hosts and all staff

Control measures

  • All staff are regularly tested using the lateral flow test

  • Any staff not feeling well are asked not to come to work and to follow NHS guidelines

 

Hazard: The virus being transmitted between guests during your stay

By following all the above measures and asking you to maintain social distancing and practice frequent hand washing, we believe that we will be minimising the risk of guest to guest or host to guest transmission. However, we are also implementing the following practices which will require your cooperation.

1.      Mealtimes

  • We will serve all meals either outdoors (weather permitting) or at the dining and, if necessary, breakfast-room tables where there is sufficient room for you to be socially distanced within your “bubbles”. Each bubble will have a tray of items that you will use for multiple meals (e.g. salt, pepper, sugar, butter, jams etc.) which will be kept for that bubble for the weekend

  • The staff/hosts will serve food as requested including making toast, boiling eggs, offering tea & coffee etc and dishing up main meals

2.      Communal Areas: Conservatory, Sitting Room etc.

  • Please maintain social distancing within your bubbles. Please sit in the corners of the conservatory, leaving room for others

3.      Tea/Coffee/Water

  • You all have tea and coffee making facilities in your rooms, please use these during the day as well as at night. Please ask for refills of anything that you need. If you bring a cup or mug down to the communal areas, please leave it on the side in the well-room when empty

  • You will be given a water bottle on arrival; please use this throughout your stay, filling it at the well-room sink when required

  • We will offer you insulated flasks for milk (either cows or plant-based) to take to your rooms in the evenings to use first thing. Please bring these down with you in the morning

4.      Bedrooms

  • We will not clean your bedrooms and bathrooms during your stay. Please bring any used cups/glasses etc. down to the kitchen and ask for clean ones. Please also ask if you need any supplies replenished during you stay

5.      Bathrooms

  • Each room will either have its own en-suite shower or will be allocated a specific bathroom for its own use. Please use your own bathroom during the day and, please, do not use the downstairs loo

6.      Hot tubs & Sauna

  • We have two hot tubs which should only be used by a single “bubble” at any one time. Chlorine kills the virus and we will leave a surface cleaner by the pool and ask you to wipe the edges and other surfaces that you may have touched on leaving

 

Hazard: Guests Becoming Infected with Coronavirus while at Green Farm

Who is at Risk?

Guests, hosts and cleaners

Control measures

  • The current government advice if you show symptoms of the virus during your stay is:
    "If a guest is displaying signs of the Covid-19 virus while staying in overnight accommodation for a permitted reason, they should inform the accommodation provider, immediately self-isolate where they are to minimize any risk of transmission, and request a test. If they are confirmed to have Covid-19, they should return home if they reasonably can. They should use private transport but only drive themselves if they can do so safely. If a guest cannot reasonably return home (for example because they are not well enough to travel or do not have the means to arrange transport), their circumstances should be discussed with an appropriate health care professional and, if necessary, the local authority. Guests should follow government guidance on dealing with possible or confirmed coronavirus (COVID-19) infection. Once the guest has returned to their main residence, they should continue to follow the government guidance on self-isolation, household isolation and social distancing.”

  • Please note that you will be expected to leave Green Farm as soon as safely possible

Green Farm, Duck Lane
Shadoxhurst, Kent TN26 1LT
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​+44 (0)1233 808707
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