Supporting employees with food sensitivities

Supporting employees with food sensitivities

Introduction

This resource is the second part of our three-part factsheet on food sensitivities:

• Introduction to food sensitivities
• Supporting customers with food sensitivities
• Supporting employees with food sensitivities.

This resource gives details about:

• Whether employees with food sensitivities are covered by disability legislation
• Common adjustments for employees with food sensitivities
• Food sensitivities and business travel.

Food sensitivities and work

Allergies and conditions such as coeliac disease should not normally stop a person from carrying out their full role.

Most of the time, there will be very little impact on an individual’s work. You may not know that a person has a food sensitivity, especially if it is mild.

There are other occasions when managers will need to make adjustments or accommodations. This next section looks at when and what these may be.

Are food sensitivities covered by disability legislation?

There are many laws that cover food sensitivities at work in the UK (and many other countries).

Primarily, these will be health and safety laws. However, food sensitivities can also be covered by disability legislation. For example, the UK’s Equality Act 2010 states a person is disabled if:

1. That person has a physical or mental impairment, and;
2. The impairment has a substantial and long-term adverse effect on that person’s ability to carry out normal day-to-day activities.

Many countries around the world define disability similarly. Employers should treat food sensitivities as a disability – meaning they should be taken seriously and managed with adjustments or accommodations.

Common adjustments for employees with food sensitivities

The best way to remove or reduce barriers relating to a food sensitivity at work will depend on the individual, their role, the organisation, and many other factors.

Managers should work with the individual and experts (such as HR, Occupational Health and other relevant specialists) to work out a solution that will work for the individual in their role.

Below we share some common adjustments.

Severe allergy reactions

• If a person has a history of anaphylaxis, then that trigger food may need to be banned. This is common with severe peanut allergies on planes. The dust from the peanuts can get into the air, which is then breathed in by the person with the allergy, causing a reaction. The residue on a person’s fingers can be transferred to things they touch (such as tables and door handles) also causing a reaction.
• A plan outlining what to do in an emergency is important. This can include specific training for colleagues. It should be discussed and agreed with the individual.

Diagnosis

Diagnosis of a food sensitivity can be difficult and time consuming. It can also take years.

If someone is having recurring symptoms, they may have an undiagnosed food sensitivity. Adjustments and accommodations to manage symptoms and obtain a diagnosis during this time can be helpful.

• Allowing the individual to have time off if they are experiencing symptoms. Reactions can put enormous strain on the body and take time to settle and recover from. Swelling and skin reactions, especially on the face, are obvious. The employee may benefit from time off or being allowed to work from home.
• The employee may need a referral to Occupational Health and other specialists.
• Allow time off for appointments with GPs, specialists, and dieticians.

Cross contamination

This can be a serious risk for people with severe allergies and other conditions. It can occur when utensils, chopping boards, work surfaces, and similar are not cleaned thoroughly between use. Even when the trigger food is not visible, it may still be present and cause a reaction.

Cross contamination is not restricted to food preparation areas. It can occur anywhere where people eat, such as desks or meeting rooms. Door handles or chair arm rests can also potentially be contaminated if strict hygiene is not followed. This is especially true where dust or oil residue from food is present.

Communal kitchen hygiene

Communal kitchens are not always left clean and tidy.

• Allergy awareness training, which includes the need for good hygiene levels, is important to prevent cross-contamination.
• Appropriate cleaning supplies should be supplied and their use encouraged.
• Separate chopping boards may be required in some cases. These should be used only for their specific stated purpose – for example, to prepare gluten-free food only.

Food storage

An individual may need to bring their own food to work, especially they have to remain on site during their shift or there are no suitable shops nearby. This is even more important for staff working remotely or on the night shift.

• Suitable storage facilities such as a fridge should be available. This will benefit other colleagues and visitors who also need or want to bring in their own food.
• Do not rely on providing vending machines or ‘packed lunches’ to be delivered. These increase the risk of reactions for people with food sensitivities, as they cannot check the ingredients before buying.

Safe medication storage and use

• Anaphylaxis medication is given by injection. People at risk should carry this with them at all times.
• They may need somewhere safe and secure to store medication during their working day. This is not usually an issue for most office-based staff. However, it may be more difficult for staff who are working in roles where they do not have immediate access to their medication. For example, construction workers, or engineers.
• A plan should be agreed with the individual on an appropriate solution.
• It may be sensible to provide training on allergy awareness and how to give life-saving adrenaline to a colleague in need. This should be discussed and agreed with the individual first.

In-house catering

Many large organisations have in-house catering facilities where colleagues can buy food and eat together. There are regulations and standards that catering facilities are required to follow on allergy management, which will be part of their staff training. Your catering managers can advise on the details.

• If a person has a food allergy or other sensitivity, they should be encouraged to share that with the catering manager or other staff to reduce the risk of a reaction.
• Anybody with dietary restrictions should be able to bring their own food into these areas so as not be isolated from colleagues.
• All staff should receive training about dietary restrictions, recognition and management.

Travel and remote working information for travel organisations and consumers

Travelling with dietary restrictions can require a lot of planning. Common questions that need to be answered include:

Where am I going to? For example – another country, city, rural or remote area?

• The individual could use translation cards – such as those produced by Allergy UK.
• Are there shops nearby that offer suitable food options? If remote, then time to buy or order food supplies may be needed. Many countries have bans on the import of certain food, so this needs to be checked before travel if a person is bringing their own food.
• A doctor’s letter may be required for travel for medication and specialist food. For example, EpiPens for anaphylaxis, gluten-free food and prescriptions.
• Organisations and travel companies may require additional insurance cover for people with dietary restrictions. It will depend on the cause and severity, as well as the insurance type.
• A full travel risk assessment is strongly advised if travelling abroad.

How long am I going to be there and where I am staying?

• If a long trip, then more research into the local food, availability, and accommodation may be required.
• A fridge or small kitchen in the accommodation and workplace may be helpful to keep food fresh and avoid food poisoning.

What type of transport do I need – plane, train, bus, car – and how long is the journey?

• This may affect what food options are available. For example, airlines will usually provide options for common dietary restrictions, but not unusual or complex ones. They also need to be booked in advance.
• If an allergy requires a ban of the allergen on a flight, that needs to be highlighted at the booking stage and at check-in and with the crew.
• The person may need to bring their own food to eat during the journey. This can be difficult, especially on long journeys with fresh food, like sandwiches which need to be kept cool.
• Sometimes people will pack ‘emergency rations’ into their luggage, especially if going to remote areas. This may mean having to check-in luggage when other travellers will be able to just have hand-luggage. They may also need to check if they are allowed to bring food into the country.
• If the airline doesn’t accommodate your dietary needs on long flights, contact them when booking and request extra hand luggage allowance for food. There is no guarantee, but it may work.
• Security check allowances may also be challenging due to continuing restrictions on liquid allowances.

Other considerations

Any trip should be planned well in advance, especially if overseas travel is involved. This is very important for people with dietary restrictions and other disabilities.

There are travel specialists who are trained to carry out travel risk assessments and can supply medical kits if required. These assessments should be carried out as soon as a trip is being planned. They may wish to liaise with other specialists before giving their recommendations, such as safety and occupational health (if travelling for work).

Further information

Business Disability Forum

• Introduction to food sensitivities
• Supporting customers with food sensitivities
• Advice Service – Members and Partners can contact us for guidance on specific questions.

NHS

• NHS guidance on anaphylaxis.
• NHS guidance on coeliac.

Other sources

• Allergy UK.
• Anaphylaxis UK.
• Coeliac UK.
• Food Standards Agency.