CODE OF CONDUCT (Business Orientation)
Business
Operating Principles.
As an
employee of VINSUM, you are part of a culture that values and embraces the
highest standards in business conduct. The business operating principles listed
here apply to all employees across the company and will guide you in how to do
your job.
Some
of our business activities are governed by law and some are not. All employees
are representatives of VINSUM; therefore, we provide this document so you can
understand certain legal and operating principles that apply to your job. In
addition, you need to understand what constitutes a violation of law and of our
principles, and the consequences of such violations.
VINSUM
is committed to conducting all company activities within the spirit and letter
of all laws and regulations affecting our businesses and employees. You must
exercise the highest level of integrity, ethics and objectivity in actions and
relationships that may affect the company, and must not misuse the authority or
influence of your positions in these actions or relationships. Protecting the
company's reputation and integrity is everyone's job. The Business Ethics and
Conduct Principles cover:
You
and your immediate family members.
Relationships
with the company's vendors, including all suppliers, consultants, contractors
or agencies doing business with the company.
Any transaction [i1] that
seems inappropriate, regardless of monetary value. Such transactions should be
avoided and rejected as contrary to our operating principle. If a law conflicts
with the principle, you must comply with the law; if a custom or practice
conflicts with the principle, you must comply with the principle.
Questions
about a potential or suspected violation of law or this policy should be
directed to HR Dept. If circumstances make that unworkable, or further advice
is needed, you should contact the VP – HR/Directors/CMD. The HR Dept will
advise and involve the CMD and others as appropriate. As a reporting employee,
your identity will be kept confidential, except as may be required by law. Your
employment with VINSUM will not be adversely affected as a result of raising
any issue under this principle in good faith.
A
conflict of interest occurs when an employee's conduct, participation or
interest interferes or appears to interfere in any way with the interests of
the Company, whether through affiliation or ownership of businesses or
relationships with the Company's suppliers, customers, contractors or partners.
It
isn't possible to list all situations or relationships that may create conflict
of interest issues. Because each situation must be evaluated on the facts,
employees should consult with their manager/HR Dept.
Examples
of actual or potential conflicts of interest for employees and their immediate
family members that require disclosure and review include:
You
and your immediate family members must avoid doing anything that creates a
conflict of interest, or the appearance of a conflict of interest, with your
responsibilities to VINSUM. You may not use the company's name, information,
goodwill and assets for any purpose other than company business or functions.
Some
examples of actual or potential conflicts of interest that require disclosure
and review include:
Being an
employee at any level in the organization, general partner, consultant
or representative of another business or organization if:
It
could interfere with your primary obligation to the company because of the
demands of time or interest.
The
business competes with VINSUM in any way or is a vendor or customer of the
company.
It
could identify VINSUM with an activity or cause which could harm VINSUM'
reputation.
One
should not own any equity or other interest in a privately-owned vendor,
competitor or customer.
More
than a nominal portfolio interest in the equity securities of a publicly-owned
vendor, competitor or customer company.
One
should not own any property jointly with a vendor or customer of the company or
their employees.
You
should not solicit or accept any gifts, entertainment, tips, trips, free
services, lodging or other special favors from vendors of the company which is
in contradiction with ethical business practices.
Gifts and business entertainment to
VINSUM employees fall into 3 categories:
Acceptable
Always Wrong
Always Ask
Acceptable
Promotional
items such as logo merchandise (mugs, pens)
Gift
baskets
Ordinary
sports, theatre and other cultural events
Employees
may accept these types of gifts so long as they do not influence -- or could
not be perceived as influencing - the employee. In other words, if accepting a
gift would influence the employee's judgment or decisions with respect to the
gift giver, or the employee would feel an obligation to the gift giver, then
the gift should not be accepted. Business units or departments may have more
restrictive policies that employees must abide by.
Business
Entertainment: Participating in social events with business partners is a way
to build and maintain business relationships. Appropriate and lawful
entertainment can build goodwill between companies. Therefore, we may accept
entertainment from our business partners that is appropriate, reasonable, is
offered in the normal course of a business relationship, and does not
improperly influence or appear to influence our decisions and actions or those
of our business partners. Events such as business dinners, receptions, sporting
events, or meetings are appropriate if:
The
event has a close association with business discussions, sales presentations or
other significant customer or supplier events;
The
employee's participation is in the ordinary course of business and is
customary;
The
event is local and not considered lavish ("Lavish" is defined as
excessive under the circumstances); and
The
event is not so frequent so as to suggest a business purpose is not valid.
Always Wrong
There
are certain types of gifts and entertainment that are always wrong. Always
avoid the following situations:
Accepting
cash or cash equivalent (such as gift certificates, loans, stock, stock
options)
Accepting
any gift or entertainment that is illegal or violates the law
Accepting
a gift if it could cause you to feel an obligation
Accepting
a gift or entertainment that could be viewed as lavish
Accepting
gifts that influence or give the appearance of influencing business judgment
Accepting
a gift or entertainment as part of an agreement to do anything in return for
the gift or entertainment
Participating
in any entertainment that is unsavory, sexually oriented, or otherwise violates
our commitment to mutual respect
Participating
in any activity that you know would cause the person giving the gift or
entertainment to violate his or her own employer's policies or standards
Always Ask
For
any situation that is not covered by the above rules, it may or may not be
permissible to accept a gift or business entertainment. In this situation, you
should always talk to your manager/HOD/Business Head to determine whether it is
appropriate to accept the offered gift or business entertainment.
What
to do with an impermissible gift or entertainment
If
you receive a gift or are offered entertainment that runs afoul of this Policy
or your department's gift and entertainment policy, follow these guidelines:
You
must always immediately return any gift or decline entertainment falling under
the “Always Wrong” category.
If
returning the gift is not possible, or if to do so would cause embarrassment or
is impractical, you should notify your supervisor and turn the gift over for
Company use or donation to a charity.
If
appropriate, a letter should be sent to the giver explaining the Company's gift
and business entertainment policy.
If
you ever are unsure how to handle a gift or business entertainment situation,
talk to your supervisor, Manager/ HR Dept.
Offering
Gifts and Business Entertainment
Providing
gifts and entertainment to customers and suppliers is appropriate to build
solid business relationships that strengthen our business so long as the
following requirements are met. The gift or entertainment:
Must
always be in good taste and appropriate under the circumstances e.g. marketing
products;
Must
not be of a character or amount that would influence the customer from making
an independent decision;
Must
not be in the form of cash or cash equivalents;
In
the case of entertainment, must support VINSUM' business interests and be
closely associated with business discussions, sales meetings and other
significant supplier and customer events;
Detailed
records must be kept of the gift or entertainment; and
Never
offer or provide gifts, gratuities or entertainment to governmental authorities
without prior written approval of the Law Department.
Customer
entertainment and gifts to customers should always be in good taste and not of
a character or amount which is intended to influence the customer from making
an independent decision. Use the following principles as your guide:
Customer
entertainment must be closely associated with business discussions, sales
presentations, etc. you must keep detailed records of the entertainment.
If
there is a question of whether entertainment or a gift is inconsistent with
these guidelines, obtain advance approval from the appropriate supervisor
before you incur the expense.
VINSUM
takes into very serious consideration, any acts or action taken by an employee
or group of employees, which is not in favour of the company or create any kind
of difficulties/issue for any employee or operations of the company. It is
applicable to all employees at any level, associated with the company.
There
should be no discussion with competitors regarding other terms and conditions
of sale to customers nor discussion of boycotts or refusals to do business with
any customer or group of customers.
Participation
in approved trade and technical associations is permitted, when they are
operated in compliance with the Company policy and agreement signed.
Bribes,
Kickbacks or Commissions
Giving
or accepting bribes or kickbacks or any other payment in the nature of an
undisclosed commission to a third party for obtaining business or a special
favor, even if it may be legal under the legal status, will not be permitted.
1. LEGAL FRAMEWORK
Bribery in itself is a severe offence in jurisdictions
where the Company operates where bribery offences can result in the imposition
of fines and/or custodial sentences, reputational harm, business losses and
other related consequences
In line with the above requirements, it is therefore,
required for the Company to frame and adopt a “Anti- Bribery Policy” (Policy) of the Company.
2. PURPOSE AND SCOPE OF
THE POLICY
The main objective of this Policy is to ensure that
business dealings are carried out in transparent manner, upholding moral values
and taking forward the legacy set out by the Board of Directors of the
Company.
The specific
objectives of this Policy are:
Ø To
frame responsibilities in observing and upholding VINSUM’s approach on
bribery.
Ø To
promptly enquire and investigate any suspected breaches of the Policy and enforce
breaches of such Policy through appropriate disciplinary measures.
3. APPLICABILITY
This Policy applies to Company, each member of the
Company, and its respective directors, employees, consultants, agents and
fiduciaries associated with VINSUM, (collectively referred to as
"associates” in this policy).
4. WHAT CONSTITUTES
BRIBERY?
During the association with VINSUM, associate may come in
contact with various parties including but not limited to actual and potential
clients, customers, suppliers, distributors, agents, advisers, government and
public bodies, politicians and political parties (External Parties). For this policy, bribery includes an offer or
receipt of any gift, payments, sum, reward or other monetary or non-monetary
benefit to or from external parties as an encouragement to do something which
is illegal and against the long-term business motives of the Company. An
illustrative and non-exhaustive list of events which shall constitute bribery
is given as follows:
· Deliver,
offer or promise to offer, gift, a payment, or hospitality to secure an
improper business advantage or influence the decision making of recipient;
· Deliver,
offer or promise to offer, a payment, gift or hospitality to a government
official, agent or representative to "facilitate", expedite or reward
the procedure, matter lying with the statutory authorities;
· accept
promise to accept, gift, a payment, or hospitality from a third party knowing
or suspecting it is offered with the expectation that it will obtain a business
advantage for them;
· influence
another individual or associate to indulge in any of the acts or omissions
mentioned in this clause;
· contribute
to political parties which are so made to impact any decision or gain a
business advantage.
5.
WHAT
DOES NOT CONSTITUTE BRIBERY?
This policy recommends that associates always
assess the purpose behind any hospitality or entertainment. An illustrative
list of events which shall not generally constitute Bribery is given as
follows:
· normal,
reasonable, appropriate and bona fide corporate hospitality or entertainment
(given and received) to or from third parties if its purpose is to improve the
company image, present our products and services, or establish cordial
relations.
· Acceptance
or offer of gifts to celebrate special occasions (eg. Diwali, New Year,
Christmas etc) provided such gifts are occasional, appropriate, unconditional,
not in a manner that could give stimulus to any decision-making process of
receiver and apt with business values and principles.
6.
DUTIES OF ASSOCIATES:
Associates, until their association with
VINSUM must comply with the terms and conditions of this policy in a spirited
manner. All associates are thus required to avoid any activity that might lead
to, or suggest, a breach of this policy. If an associate is unsure whether an
act constitutes bribery, he/she should raise the matter with his/her reporting
manager or consult an appropriate member of the Human Resource (HR) Department
of the Company.
7.
PROCEDURE IN CASE OF
BREACH:
It is the duty of Associates to prevent,
detect and report any instance of bribery. Associates must notify their
reporting manager or consult an appropriate member of the Human Resource (HR)
department as soon as possible if they believe or suspect, that a breach of
this policy has occurred, or may occur in the future. A failure to report an
actual or suspected breach of this policy is itself, a breach of this policy.
Any associate who breaches any of the terms of this policy will face
appropriate disciplinary action. The Company shall promptly investigate any
suspected breaches of policy, engaging external law firms, accounting firms, or
professional investigators wherever appropriate or deciding by itself depending
on the depth of individual case; and enforce breaches of such policy through
appropriate disciplinary measures up to and including termination of the
contracts of the individuals involved.
8.
PROTECTION TO
ASSOCIATES UNDER THE POLICY:
Associates who refuse to accept or offer a
bribe, or those who raise concerns or report another's wrongdoing, are
sometimes worried about possible consequences. VINSUM aims to encourage
openness and will support anyone who raises genuine concerns in good faith
under this policy, even if they turn out to be mistaken. Associate should
inform his/her reporting manager or a member of the Human Resources team of the
Company immediately so that appropriate protective measures can be taken to
safeguard him/her. The Company may also reward the Associates for their
endeavour to uphold the principles of this policy and thus helping the
Company’s interest as a whole.
Dissemination
of Corporate Information
You
must exercise discretion at all times in handling company information,
especially confidential information. You also have additional responsibilities:
You
are expected to make no premature disclosures of corporate plans or unnecessary
dissemination of information which could result in the loss of competitive
advantage or which could damage public or employee relationships.
You
should not disclose confidential information about the company, its products,
methods and plans for the future in public statements, in private conversations
with other employees or outsiders, or through any electronic communication
systems, except as may be expressly authorized.
Financial
Disclosures
External
disclosure of any information related to financial results or corporate
performance (written or oral) is the responsibility of the Head - Finance &
Accounts Dept/CMD. Sending confidential company information to any external (third
party) recipient requires an advance approval of the CMD.
The
Head of Finance & Accounts has responsibility to implement the principle
and to assist business units in establishing procedures and programs, which
will give assurance that the desired security is established and maintained.
You
must refrain from trading in listed securities of VINSUM or any other publicly
traded company using material non-public information acquired through your
position with the company. "Material" information may be broadly
defined as "any information that a reasonable investor would consider
important in a decision to buy, hold or sell the security in question;"
that is, any information which could be expected to affect the price of the
security. Examples of material information include dividend actions,
significant changes in earnings, acquisitions or dispositions of businesses,
major new products, significant research advances, senior management changes,
significant price changes on major products, major plant shutdowns and major
marketing changes.
Material
information should not be disclosed to any other person. In addition:
You
are prohibited from engaging in any transactions involving exchange-traded
options (i.e. puts or calls) on our common stock.
You
are responsible for compliance by members of your immediate family and personal
household.
Insider
trading applies to the securities of any other publicly held company (for
example, a supplier) about which you learn non-public information through your
employment.
Information
may be considered public two business days after it has received wide
dissemination in the press.
In
addition to criminal and/or monetary penalties that may be imposed against you
by the government in a legal proceeding, the company may impose sanctions,
including dismissal, for failure to comply with the policy.
Other
Company Affiliations:
Employees
may serve on the boards of community and non-profit organizations if the
affiliation does not diminish an employee's ability to perform his or her
Company responsibilities. To avoid possible conflicts of interest with VINSUM
employment, an employee seeking to serve as an officer or director of a
non-profit organization, which may present a potential conflict of interest,
shall obtain prior approval from their manager or supervisor. In the case of a
“for-profit” company where a potential conflict of interest may exist, an
employee shall obtain prior approval from the VP - HR / CMD.
Company
Loans: The Company shall not make or arrange personal loans or guarantee the
obligations of employees, except under approved Company policy.
Use
of Company Property or Resources for Personal Benefit:
Employees
shall not use the Company's name, information, goodwill, assets or resources
for any purpose other than Company business or functions, either for personal
benefit or for the benefit of others.
The
official spokesperson for any matter pertaining to the Company is the CMD. No other employee is officially permitted to
communicate, release any information, or make comments about the Company, or
its plans, policies etc to any individuals or organizations (this includes
media such as TV, magazines, newspapers and other external agencies) on behalf
of the Company unless expressly authorised and pre-approved by the CMD. In the case of situations where the CMD is
not accessible and the need is urgent, please redirect any query or question to
the respective Business Head/VP - HR & Admin.
This
document is intended to serve as a summary of operating principles for all
employees of VINSUM and also the employees provided through Third party.
WHISTLE BLOWER
POLICY
Preamble:
a.
VINSUM India
Private Limited (The Company) has adopted and put in place “Code of Conduct”
which regulates the standards which need to be followed by the Employees
associated with the Company either on payroll of the Company or on payroll of
third party (hereinafter known as “Employees”). Any actual or potential breach
of the Code, would be a matter of grave concern for the Company. The role of
the Employees and Directors in bringing out notice of such breach of the Code
cannot be diluted. Accordingly, the Whistleblower Policy (“Policy”) has been
formulated with a view to provide the platform for employees to report genuine
concerns on an event of misconduct, act of misdemeanour or any act which is not
in the interest of the Company. This Policy is an extension of the Code of
Conduct of the Company.
b.
The Company
is committed to adhere to the highest standards of ethical, moral and legal
conduct of its business operations. To maintain these standards, the Company
encourages its employees who have concerns about suspected misconduct to come
forward and express these concerns without fear of punishment or unfair
treatment.
c.
The Policy
shall come into force from the 1st day of May 2022 and subject to
modifications / alterations from time to time.
Definitions:
The definitions of some of the key terms used
in this Policy are given below:
a.
“Investigators” mean those persons authorized, appointed,
consulted or approached to conduct detailed investigation of the disclosure
received from the whistleblower and recommend disciplinary action.
b.
“Protected Disclosure” means any communication (factual and not
speculative in nature) made in good faith that discloses or demonstrates
information that may evidence unethical or improper activity.
c.
“Subject” means a person or group of persons against or in relation to whom a
Protected Disclosure has been made or evidence gathered during the course of an
investigation.
d. “Whistleblower” means the person or group of persons who is/are making a Protected
Disclosure under this Policy.
Scope:
a.
The Policy
covers malpractices and events not in the interest of the Company which have
taken place/ suspected to take place including but not limited to:
1. Abuse of authority
2. Breach of contract
3. Negligence causing substantial and specific danger to public health and
safety
4. Manipulation of Company data/records
5. Financial irregularities, including fraud or suspected fraud or
Deficiencies in Internal Control and check or deliberate error in preparations
of Financial Statements or Misrepresentation of financial reports
6. Any unlawful act whether Criminal/ Civil
7. Perforation of confidential/propriety information
8. Deliberate violation of law/regulation
9. Embezzlement/misappropriation of Company funds/assets
10. Breach of Company Policy or failure to implement or comply with any
approved Company Policy.
b.
The role of
Whistleblower/s is that of a reporting party with reliable information.
Whistleblowers are not required or expected to act as investigators or finders
of facts, nor would they determine the appropriate corrective or remedial
action that may be warranted in a given case.
c.
Any abuse of
unwarranted Protected Disclosures will invite disciplinary action.
Whistleblowers, who make three or more Protected Disclosures, which have been
subsequently found to be mala fide, frivolous, baseless, malicious, or reported
otherwise than in good faith, will be disqualified from reporting further
Protected Disclosures directly or indirectly under this Policy, and shall be
liable for disciplinary action under this policy.
d.
Employees and
Directors of the Company are eligible to make Protected Disclosures under the
Policy.
Procedure of Reporting:
a.
All Protected
Disclosures concerning financial/accounting matters should be addressed to the
Head of Finance & Accounts (HOD- FAD) of the Company for investigation. In
respect of other Protected Disclosures, the same shall be addressed to Head
Human Resource Department (VP-HR) of the Company. The HOD/Head HR shall give an acknowledgment
for receipt of disclosure within 7 days of receipt. However if the same is not
received, Whistleblower may submit Protected Disclosures concerning any matter
directly to the ED/CMD of the Company if the Whistleblower feels it necessary
under the circumstances. The said disclosures can be made against any employee
of the Company including Directors.
b.
The Protected
Disclosures in respect of matters against HOD - FAD/ Head Human Resource
Department shall be made to the ED/CMD of the Company.
c.
Protected
Disclosures may be made verbally. However, the same should always be reported in
writing (even if the verbal disclosure is made earlier) under a covering letter
which shall also bear an identity of the Whistleblower and addressed to the HOD
- FAD/ VP-HR/ED/CMD as the case may be.
Anonymous disclosures will not be entertained as it would not be
possible to consult the Whistle-blowers.
d.
Protected
Disclosures should be factual and not speculative and should contain as much
specific information as possible to allow for proper assessment of the nature
and extent of the concern.
Process of Investigation:
All Protected
Disclosures reported under this Policy will be thoroughly investigated by the
HOD - FAD/ Head Human Resource Department who will investigate / oversee the
investigations under the authorization of the ED/CMD.
a.
Whistle-blowers
should not act on their own in conducting any investigative activities, nor do
they have a right to participate in any investigative activities other than as
requested by the Investigators or other parties dealing with the case.
b.
The HOD -
FAD/ Head Human Resource Department may at its discretion, consider involving
any investigators for the purpose of investigation.
c.
Investigators
are required to conduct a process towards fact-finding and analysis. Investigators shall derive their authority
and access rights from the HOD - FAD/ VP-HR, when acting within the course and
scope of their investigation and keep HOD - FAD/ Head Human Resource Department
updated about the progress of investigation.
d.
The identity
of a Subject will be kept confidential to the extent possible given the
reasonable needs of law and investigation.
e.
Subjects will
normally be informed of the allegations at the outset of a formal investigation
and will have opportunities of being heard unless there are compelling reasons
not to do so.
f.
Subjects
shall have a duty to co-operate with the HOD - FAD/ VP - HR or any of the
Investigators during investigation to the extent that such co-operation will
not compromise self-incrimination protections available under the applicable
laws.
g.
Subjects shall
be free at any time to engage counsel at their own cost to represent them in
the investigation proceedings. Subjects have a right to be informed of the
outcome of the investigation
h.
Subjects have
a responsibility not to interfere with the investigation. Evidence shall not be
withheld, destroyed or tampered with, and witnesses shall not be influenced,
coached, threatened or intimidated by the Subjects.
i.
The
investigation shall be completed normally within 90 days of the receipt of the
Protected Disclosure. However the same may be extended to such further period
depending on the depth of the case.
j.
The
representation of process flow is given vide Annexure A to the policy.
Protection to
Whistleblowers:
a.
Complete
protection will be given to Whistleblowers against any unfair practice like
retaliation, threat or intimidation of termination/suspension of service,
disciplinary action, transfer, demotion, refusal of promotion, or the like
including any direct or indirect use of authority to obstruct the
Whistleblower’s right to continue to perform his/her duties/functions including
making further Protected Disclosure. The Company will take steps to minimize
difficulties, which the Whistleblower may experience as a result of making the
Protected Disclosure. Thus, if the Whistleblower is required to give evidence
in criminal or disciplinary proceedings, the Company will arrange for the
Whistleblower to receive advice about the procedure, etc.
b.
The identity
of the Whistleblower shall be kept confidential to the extent possible and
permitted under law. Whistleblowers are cautioned that their identity may
become known for reasons outside the control of the HOD -
FAD/VP=HR/CMD/Investigators.
c.
Any other
Employee or Director assisting in the said investigation shall also be
protected to the same extent as the Whistleblower.
Decision:
If an investigation leads the HOD - FAD/ VP - HR to conclude that an
improper or unethical act has been committed, they shall recommend to the CMD
of the Company to take such disciplinary or corrective action as they deem fit.
However, the decision of ED/CMD shall be final in all cases. It is clarified
that any disciplinary or corrective action initiated against the Subject as a
result of the findings of an investigation pursuant to this Policy shall adhere
to the applicable personnel or staff conduct and disciplinary procedures.
Reporting:
The HOD - FAD/ VP-HR shall submit a report to the ED/CMD on a regular
basis about all Protected Disclosures referred to them since the last report
together with the results of investigations, if any.
Amendment:
The Company reserves its right to amend or modify this Policy in whole
or in part, at any time in the best interest of the Employees and Directors of
the Company.
PROCESS FLOW
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