Compliance & Risk Management Pack

1. Purpose

To define the regulatory, legal, operational, and financial compliance framework for EZZTECH LTD, ensuring risk identification, mitigation, monitoring, and audit readiness.

2. Scope

Applies to all operational, financial, warehouse, refurbishment, B2C and B2B activities conducted within the United Kingdom.

3. Regulatory Compliance Areas

• VAT compliance and digital record keeping.
• Consumer Rights Act compliance (returns and refunds).
• Distance Selling Regulations compliance.
• WEEE (Waste Electrical and Electronic Equipment) obligations.
• Data Protection (UK GDPR) compliance.
• Health & Safety in warehouse operations.
• Environmental and waste disposal controls.

4. Risk Categories

• Operational Risk
• Financial Risk
• Compliance Risk
• Reputational Risk
• Supply Chain Risk
• Cyber & Data Risk

5. Risk Register Framework

All risks must be recorded in a formal Risk Register including: Risk ID, Description, Category, Likelihood, Impact, Mitigation, Owner, Status, Review Date.

Risk scoring to follow a 1–5 Likelihood x 1–5 Impact model.

6. Key Compliance Controls

• Quarterly internal compliance review.
• Monthly VAT reconciliation.
• Serial-level inventory traceability.
• Documented data wipe evidence retention.
• Health & Safety checklist for warehouse operations.
• Supplier due diligence documentation.
• Formal contract storage for B2B customers.

7. Data Protection Controls

• Customer data minimisation principle applied.
• Access to financial systems restricted.
• Secure storage of digital records.
• Data retention schedule defined.
• Data breach reporting procedure documented.

8. Incident Management Procedure

1. Identify and log incident.
2. Assess impact and urgency.
3. Contain and mitigate risk.
4. Notify Directors if material.
5. Document corrective action.
6. Review and update risk register.

9. Audit & Monitoring

• Monthly KPI and control review.
• Quarterly risk register review.
• Annual policy review.
• Random transaction sampling (minimum 5%).
• Stock variance audit.

10. Governance Structure

Managing Directors – Ultimate compliance accountability.

Operations Lead – Operational risk ownership.

Finance & Compliance Function – Financial and regulatory oversight.

All Staff – Control adherence responsibility.

11. Review & Approval

Review Cycle: Quarterly

Next Review Date: 18 May 2026