Display Screen Equipment (DSE) Regulations: UK Employer Compliance Guide

If your team uses laptops, PCs, tablets or even smartphones to do their job, the display screen equipment rules may already be relevant to your business.

For many SMEs and startups, this gets missed because it doesn’t feel like a “traditional” health and safety issue. There’s no hard hat, no warehouse machinery, no construction site.

But under the UK’s Display Screen Equipment Regulations (often called the “DSE Regulations”), you can still have real legal duties to protect your workers from avoidable risks like poor posture, repetitive strain injuries and eye strain.

Below, we break down what display screen equipment means in practice, who is covered (including hybrid and remote workers), what you actually need to do, and how to set up a simple, scalable compliance process that works for small teams.

What Counts As “Display Screen Equipment” For Employers?

In everyday terms, display screen equipment is technology with a screen that people use for work.

This often includes:

• Desktop computers and monitors
• Laptops (including when used with docking stations)
• Tablets used as a regular part of the job
• Smartphones where staff are doing substantial screen-based work (not just occasional calls or messages)
• Workstations that include accessories like keyboards, mice, laptop stands and monitor risers

A common misconception is that the DSE rules only apply if someone uses a “proper office” setup. In reality, if your staff are spending significant time using screens as part of their role, the risks can be similar whether they’re at a desk in your office, on their sofa at home, or working from a co-working space.

Does DSE Apply If Your Team Uses Laptops?

Yes - and it’s one of the most common scenarios for startups.

Laptops create predictable DSE risks because:

• the screen and keyboard are attached (making a good posture harder to maintain)
• people tend to work in “temporary” spaces (kitchen tables, couches, beds)
• teams move around (hot-desking, hybrid work, client sites)

For many small businesses, DSE compliance is less about buying expensive equipment and more about having a consistent process for assessing risk and making reasonable adjustments where needed.

Who Do The DSE Regulations Cover (Including Remote And Hybrid Staff)?

The DSE Regulations apply to “users” (and in some cases “operators”) - essentially people who use display screen equipment as a significant part of their normal work.

From an SME/startup perspective, the key point is this: DSE duties can apply even if your team is remote or hybrid.

Typical Roles In SMEs That Are Often Covered

• Admin and operations staff
• Customer support teams
• Marketing and content roles
• Finance and bookkeeping roles
• Developers, engineers and product teams
• Sales teams (especially if they’re doing CRM/admin-heavy work)

What If Someone Only Uses A Screen Occasionally?

If someone only uses screens briefly or irregularly, they may not be a “DSE user” in the technical sense. That said, it’s still good practice to manage obvious workstation risks and provide sensible guidance, because:

• you still have broader health and safety duties as an employer
• injuries and complaints don’t neatly match job titles
• your processes should be simple enough that you’re not spending time arguing definitions later

Where it’s borderline, a practical approach is to treat the role as covered and run a proportionate DSE process (especially in office-based or computer-based roles).

What Are Your Legal Duties Under The DSE Regulations?

There isn’t one single “tick box” that equals compliance. The DSE rules are about identifying risks and reducing them so far as reasonably practicable.

As an employer, your core duties typically include:

1) Carrying Out DSE Risk Assessments

You need to assess DSE workstations to identify risks (for example, posture, layout, chair and desk setup, screen height, lighting, or repetitive movements).

For startups, this is often done via:

• a self-assessment form completed by the worker
• a short follow-up review by a manager or trained assessor
• clear “what good looks like” guidance, so people can adjust their setup

What matters is that the assessment is real, acted on, and revisited when things change (new equipment, relocation, injury, role changes).

2) Reducing Risks And Providing Suitable Workstations

Once risks are identified, you should take reasonable steps to reduce them. This might include:

• providing an adjustable chair or offering a chair assessment
• supplying laptop stands, external keyboards, and mice
• adjusting screen height or adding a monitor for regular laptop users
• recommending changes to lighting or glare control
• considering job rotation or task variation where repetitive work is an issue

In practice, SMEs often build a simple “DSE equipment list” with approved items and a lightweight approval process (so you can move quickly but still have a record of decisions).

3) Providing Information And Training

Your team should know how to set up a workstation safely and how to recognise common DSE-related risks.

This is where policies and onboarding matter. For example, it’s common to cover DSE expectations inside your Staff Handbook and day-to-day rules inside a Workplace policy (especially if you’re building a hybrid model from scratch).

4) Planning Breaks Or Changes In Activity

DSE work can become a problem when people sit in one position for too long. You don’t necessarily need rigid “5 minutes every hour” rules, but you should encourage regular breaks or task changes.

For many teams, it’s enough to:

• encourage short screen breaks
• build movement into the day (calls standing up, short walks)
• avoid designing roles that require long uninterrupted screen sessions without variation

Be careful with productivity targets that indirectly discourage breaks (this is a common “startup culture” risk).

5) Eye Tests And Basic Eye Care Support

If a worker is a DSE “user”, they have a right to request an eye test paid for by the employer. If the test shows they need special corrective appliances specifically for DSE work, employers may also need to contribute to the cost of those basic appliances.

This is one of the most practical DSE obligations employers run into - and it’s worth having a clear internal process so requests don’t get handled inconsistently.

Many SMEs handle this via:

• a set reimbursement policy (with a cap)
• a clear process for submitting receipts
• a consistent approach for new starters and periodic checks where requested

If you’re setting this up for the first time, it’s often useful to align it with other employment documentation like the Employment Contract and your broader health and safety approach.

How To Run A Practical DSE Compliance Process In A Small Business

Compliance doesn’t have to mean bureaucracy. The aim is to build a repeatable process that:

• covers everyone who needs it
• creates a record of what you did
• actually reduces risk (rather than being “paper-only”)

Here’s a simple approach that works well for SMEs and fast-growing teams.

Step 1: Decide Who Owns DSE Internally

Pick an owner (not necessarily a “health and safety officer” - in startups it’s often ops, HR, or a people lead).

That person should be responsible for:

• issuing the DSE assessment process to new starters
• tracking completion
• escalating higher-risk issues (pain, injury, pregnancy-related adjustments, disability-related adjustments)
• making sure changes are implemented

Step 2: Create A DSE Assessment Workflow (Office + Remote)

Most small businesses use a DSE self-assessment to start. The key is making sure it’s specific enough to identify issues, without being so long that no one completes it.

A good DSE assessment typically covers:

• screen position and height
• keyboard/mouse comfort
• chair support and posture
• desk height and space
• lighting and glare
• break patterns
• existing discomfort (neck, shoulders, wrists, back, headaches)
• homeworking risks (improvised setups)

For remote staff, it’s common to request photos of the workstation (voluntary and handled carefully). If you do collect images or other personal information, think about your data protection approach and make sure it aligns with your Privacy Policy and internal data handling practices.

Step 3: Train Managers On What To Do When Someone Flags Pain Or Risk

One of the biggest compliance gaps isn’t the form - it’s what happens after someone reports pain.

Make sure managers understand:

• pain/discomfort should be taken seriously and followed up promptly
• equipment adjustments can be a quick fix (e.g. laptop stand and external keyboard)
• some cases may trigger wider duties (for example, where an issue could relate to disability and reasonable adjustments)
• your process should be consistent and documented

Step 4: Put A Simple Equipment And Reimbursement Policy In Place

Startups often get stuck here: “Are we required to buy everyone a chair?” There’s no one-size-fits-all answer, because it depends on risk and what’s reasonable in your circumstances.

What helps is having clear rules on:

• what standard equipment you provide (e.g. laptop stand, keyboard, mouse)
• what needs approval (e.g. chairs, monitors)
• what you’ll reimburse and up to what limit
• what evidence is needed (receipts, approvals)

You can document this alongside other IT and data practices in an Acceptable Use Policy, particularly if you’re also managing BYOD (bring your own device) and security expectations.

Step 5: Keep Records (Without Overcomplicating It)

If you ever need to show you took DSE obligations seriously, records matter. Keep:

• completed assessments
• notes of follow-ups
• what actions were taken (equipment provided, adjustments made)
• training logs or onboarding checklists

It’s also worth making sure your wider health and safety setup is in good shape. DSE should sit within your broader compliance approach under Health and safety obligations, rather than being treated as a standalone admin task.

Common DSE Compliance Mistakes SMEs Make (And How To Avoid Them)

When you’re moving fast, it’s easy for DSE compliance to become reactive. Here are some of the most common pitfalls we see in small businesses - and the practical fix for each.

Mistake 1: Treating DSE As “Only An Office Issue”

Why it’s risky: remote and hybrid setups can be higher risk because they’re less standardised and harder to monitor.

What to do instead: include home setups in your assessment process and make it easy for staff to request equipment and support.

Mistake 2: Only Doing Assessments Once (Then Never Again)

Why it’s risky: roles change, people move house, equipment changes, and discomfort can develop over time.

What to do instead: re-run assessments when there’s a meaningful change and build DSE check-ins into onboarding and periodic reviews.

Mistake 3: Having No Clear Policy On Breaks And Screen Time

Why it’s risky: even if you don’t “ban breaks”, your culture or KPIs might discourage them.

What to do instead: set expectations in writing and reinforce them through managers (especially in high-output teams).

Mistake 4: Inconsistent Handling Of Eye Test Requests

Why it’s risky: inconsistent treatment can turn into grievances, employee relations issues, or allegations of unfairness.

What to do instead: document a consistent approach (eligibility, reimbursement process, caps) and apply it fairly.

Mistake 5: Not Connecting DSE With Employment Documentation

Why it’s risky: if your expectations aren’t reflected in your employment documents and policies, it’s harder to manage day-to-day compliance.

What to do instead: make sure your DSE approach fits with your contracts and people policies - and keep them up to date as your business grows.

Key Takeaways

• Display screen equipment rules apply to many SMEs and startups where staff use screens as a significant part of their work, including laptop-based roles.
• DSE compliance isn’t just an “office” task - hybrid and remote work can increase DSE risks, so your process should cover home setups too.
• Your core obligations typically include DSE risk assessments, taking reasonable steps to reduce risks, providing information/training, encouraging breaks or changes in activity, and handling eye test requests for DSE users properly.
• A strong DSE process is simple and repeatable: assign an internal owner, use a practical self-assessment workflow, follow up on pain/discomfort, and keep clear records of actions taken.
• Common pitfalls include doing DSE assessments once and forgetting them, unclear rules on breaks, and inconsistent handling of equipment or eye test requests.
• Getting DSE right early helps you build safer ways of working, reduces injury-related downtime, and supports a healthier team as you scale.

This article is general information only and isn’t legal advice. If you’d like advice on your specific setup, get in touch with a lawyer.

If you’d like help setting up your workplace policies and employment documents so your business is protected from day one, you can reach us at 08081347754 or team@sprintlaw.co.uk for a free, no-obligations chat.