Covid 19 "Coronavirus" Update

INFORMATION FOR CLIENTS:

You will no doubt be fully aware of the outbreak of Covid 19 (C19), the "coronavirus".

 

We write this note to further UPDATE you in light of that and the impact on how we look after your case. 

Business Continuity Management Plans

For over a decade we have had robust disaster management and business recovery plans in place. They have been contained in our Business Continuity Management Plan which has been amended and improved over the years and tested annually to ensure that it works and that it meets robust scrutiny and our exacting standards.

 

We invoked our Business Continuity Management Plan as soon as the lock down commenced at the end of March 2020. That has proved to be a success as we had negligible issues in maintaining FULL operational effectiveness.

 

In reality, very little changed for us in what we do and how we do it to ensure that we give you a full service at all times.

Our Technology

We have invested in technology as a means to mitigate any downtime on our work rate and the service that we provide to you. Every member of staff from the office junior to the Principal Solicitor have always had the following:

 

1. Laptops that they retain at home for home working in such circumstances.

 

2. VoIP telephony that works anywhere with softphones loaded onto each PC and laptop.

 

3. Proteus 3 Office Management system that fully allows us to work on your files in the cloud which we do at all times whether in the office or working elsewhere.

 

4. Office 365 with Teams for collaboration which also fully allows us to email and communicate with you as that too is based in the cloud.

 

5. Mobile phones (which also receive any missed or diverted calls from our direct dial landlines). 

Printers were also retained and maintained in each advisors home. 

How We Will Now Work

Regularly in the past we have worked from home on Fridays and regularly the transport network in London has been crippled. On all those occasions we have always remote worked. The above systems have been fine tuned every time we have been forced to work from home. 

In that respect therefore, despite C19, it was business as usual for us.

On 08.06.20 we ran a pilot to plan our return to work which proved successful and since July 2020 we returned to work on a full rota basis having now fine tuned our risk assessment. Should you wish to see the risk assessment, please do not hesitate to contact us.

 

Given however that we cannot, on government advice, have face to face meetings that are less than 1m apart, any future meeting will continue to take place by Skype or Microsoft Teams. We are sorry about that.

The courts are at present still functioning by telephone hearings or skype hearings but not at full capacity so there will continue to be delays in progressing matters beyond our control.  We will of course always make sure that we are able to attend to any emergency applications and also make sure we are fully ready to attend telephone, skype or in person  court business on your behalf. This is a continually changing position and you should contact us before considering any course of action.

HMRC still expect payments for corporation tax to be paid and Companies House still expect accounts and annual returns etc to be filed on time. The VAT position and other HMRC concerns are volatile so you should contact us to find out the up to date position.

Mortgage lenders are still functioning but at very reduced levels and so the number of mortgage products on the market are limited. However, they are still available. This is a daily changing position so you should contact us before considering any particular course of action.

Impact On Your Case

We continue to expect some continued reduction in our ability to work fully and efficiently because other organisations that we may interact with on your case have not had any significant Business Continuity Management Plans in place and they are not fully operational. We will do all we can to progress your case as swiftly as possible.

 

What Do You Need To Do Differently

 

You can continue to contact us by the same email, DDI landline, mobile telephone and fax in the usual way. Nothing has changed in that regard. You can still log onto Proteus 3 and see your case as you have done before, where that facility was made available to you.

 

If you do not have access to your electronic file and want to do so now, please contact us

 

If you need to communicate with us, please do so by any means other than by post, if at all possible.  

 

If you require a meeting, we will need to hold those meetings by Skype or Microsoft Teams only at present.

Plans Moving Forward

We are open for business and are here in the same way for you as we were before and always have been.

 

However, if there are further significant changes to the governments position, or C19 itself, we will let you know if our position changes.

 

We will keep you informed of all developments.

 

Please keep safe.

 

Please also self isolate where ever possible and if you must travel anywhere, please practice social distancing.  If you know anyone who is living alone, or is vulnerable or aged, please give them a call and brighten their day, even if for 5 minutes.

 

 

We look forward to continuing to act on your behalf.

 

INFORMATION FOR THIRD PARTIES 

 

You will no doubt be fully aware of the outbreak of Covid 19 (C19), the "coronavirus".

 

We write this note to UPDATE you on our  position in light of that and the impact on our interactions with your company.

Business Continuity Management Plans

For over a decade we have had robust disaster management and business recovery plans in place. They have been contained in our Business Continuity Management Plan which has been amended and improved over the years and tested annually to ensure that it works and that it meets robust scrutiny and exacting standards.

 

We invoked our Business Continuity Management Plan as soon as the lock down commenced at the end of March 2020. That proved to be a success and we had negligible issues in maintaining FULL operational effectiveness.

 

In reality, very little changed for us in what we do and how we do it to ensure that we are able to provide an uninterrupted service to our clients and our interactions with your company.

How We Will Now Work

Regularly we work from home on Fridays and regularly the transport network in London is crippled. On all those occasions we have always remote worked. Our systems and processes have been fine tuned every time we have been forced to work from home. 

 

In that respect therefore, despite C19, it was and is, business as usual for us.

What Will We Do Differently

We have now returned to work having done a full risk assessment.

 

What We Would Ask You To Do Differently

 

You can continue to contact us by the same email, DDI landline, mobile telephone and fax in the usual way. Nothing has changed in that regard.

 

Plans Moving Forward

We are open for business and are here in the same way as we were before and always have been.

 

However, if there are significant changes to the government position, or C19 itself, we will let you know if our position changes.

 

Please keep safe.

 

Finding our more: 

 

You may contact the us for more information on our up to date position by:

 

a) emailing us at businesscontinuity@penngroup.co.uk; or

 

b) writing to us at Business Continuity Team, Penn Group, 13 Austin Friars, London, EC2N 2HE.

How Do We Keep This Information Up To Date?

Penn Group will occasionally make changes and corrections to the above. If we believe that the changes are material, we’ll let you know by doing one (or more) of the following:

(1) posting the changes on our website site, or

(2) sending an email to you informing you about the changes; or

(3) writing a letter to you informing you about the changes. 

 

Penn Group

30.07.20

Version 1.8

Penn Group (Holdings) Limited. Registered in England and Wales: 06242712. A list of directors is available for inspection at the registered offices at 13 Austin Friars London EC2N 2HE. 

Each company within Penn Group is a limited company, a separate business entity and regulated by a different regulatory body; full details of which can be found here.

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