Carbon Reduction Plan

Introduction

Affinity is committed to operating to the very highest of standards, not just in terms of our commitment to the service quality delivered to our clients but also as a responsible, ethical organisation. This is reflected in our quality objective 3.3.3 as set out in our Quality Policy and Objectives, which states that,

“We will conduct our business in an ethical and professional manner.”

Affinity’s Environmental Policy states our commitment to reducing our environmental impact and to continually improving our environmental performance, as an integral part of our business strategy and operating methods. It is our priority to encourage our customers, suppliers and all business associates to do the same. Not only is this sound commercial sense for all; it is also a matter of delivering on our duty of care towards future generations.

We have an opportunity to demonstrate this commitment by considering the impact our operations can have on the natural environment. This Carbon Reduction Plan (CRP) sets out some practical, achievable ways in which we are taking responsibility for our actions when it comes to our carbon footprint.

The timing of the introduction of this plan coincides with some significant changes to the regulations that govern UK procurement in the public sector, which are being introduced through The Procurement Act 2023. Within these changes, PPN 06/21 requires most UK public contracts valued at £5 million per year or more to put in place a CRP.

As it currently stands, Affinity is not of a size which requires us to have a CRP in accordance with PPN 063/21; nevertheless we are opting for voluntary adoption. Aside from contributing to the achievement of our quality objectives, this could also:

• Enhance our reputation by demonstrating our commitment to sustainability
• Reduce our costs (for example, through cutting out unnecessary travel)
• Prepare us for future regulations or for tender opportunities where a CRP is required.

Carbon Footprint Methodology

Environmental Operating Model

Affinity’s carbon footprint methodology is based on our remote digital operational model, being:

• Service-based, with our saleable commodities being knowledge, expertise and time.
• Digital, where outcomes are delivered in digital form via predominantly cloud-based infrastructure.
• Remote, with a fully distributed home-based workforce, and clients who increasingly require and expect meetings and events to take place through digital communication platforms and facilities.
• Paperless, with tools and documentation being almost exclusively digital (except where contractual obligations and/or compliance occasionally require wet signatures on hard copies to be exchanged).

Premises

Affinity maintains one minimal part-time tenancy which gives us the use of a shared conference space at Charles House, 18-21 Charles Street, Truro, Cornwall TR15 1PE. This space accommodates a maximum of 8 people.

This space is shared with approx. 3 other organisational tenants, whose businesses operate fully from offices within Charles House. This means that heating, lighting and other utilities are already in use by these businesses throughout the day; Affinity’s use of the conference space therefore has no additional impact on the building’s carbon footprint.

Workforce

We have a fully distributed home-based workforce, with all Affinity colleagues (meaning both PAYE staff and temporary contractors) working from home. Routine daily travel to and from work is not required.

Colleagues make use of their domestic utilities and Affinity does not fund, measure nor control these utilities in any way. Each colleague’s personal situation is unique in terms of their home dynamics, for example whether their presence at home significantly increases the use of utilities such as lighting and heating through the working day (or whether other household members are already using these).

Supply Chain

We recognise the opportunity we have to lead by example and to encourage the other organisations we work with to take responsibility for their own environmental impact.

Our quality and information management systems (QMS and ISMS) incorporate measures to ensure that suppliers are effectively assessed during the buying process. This is captured within Affinity’s Supplier Policy; through this policy we assess whether our suppliers seek to:

1. Improve the environmental performance of the products and services it provides,
2. Offer environmental and social benefits which could bring value to Affinity’s customers and their own policy targets.

Equipment

Purchase

When physical hardware is purchased, the environmental impact and sustainability of the supply chain is assessed through:

1. Affinity’s Supplier Policy, as described in the section above;
2. Affinity’s Environmental Policy, which states that we will endeavour, wherever possible, to purchase products and services that do the least damage to the environment, and will encourage others to do the same.

Disposal

When equipment reaches end-of-life, Affinity’s management is responsible for the disposal of any piece of equipment which is no longer required by the company. This must be disposed of ethically and responsibly, with full regard to both security and environmental impact. This is stated in Affinity’s Computer Telephone and Desk Use Policy.

When considering carbon reduction in relation to waste disposal, this includes:

1. Prioritising the 5 R's (Reduce, Reuse, Recycle, Recover, and Repair) of electronic devices and components,
2. Ensuring proper management to minimize landfilling,
3. Understanding the journey that any materials waste will take once leaving Affinity’s possession, to avoid unnecessary miles to and/or between waste management and recycling facilities.

Travel

Travel will not always be avoidable. Affinity’s Environmental Policy commits to encouraging the use of the most environmentally sound means of transport appropriate to the journey being taken, and of car sharing when car travel is used.

Company Vehicles

Affinity maintains a small number of company vehicles which we offer as part of our remuneration package for certain employees. Affinity’s Environmental Policy commits to operating and maintaining these vehicles with due regard for the environment.

By offering company vehicles, we can leverage the "green" incentives offered by the UK Government through Benefit in Kind (BIK) tax rates for electric vehicles (EVs), compared to petrol or diesel cars. This incentivises eligible colleagues to switch to EVs.

Leadership

By introducing this carbon reduction plan into our QMS, Affinity’s senior leadership team (SLT) is leading by example, and declaring a commitment to contributing to the UK’s carbon reduction.

The effectiveness of this plan will be monitored through regular internal audits as part of our ISO9001 standard compliance.

Action Plan

Based on the above methodology, Affinity is committing to the following actions: