This policy exists as a source of guidance and information and to set out the responsibilities of Green Planet Design Engineers limited and those who work for the company in regards to observing and upholding our zero-tolerance approach to bribery and corruption.
We are committed to conducting all business in an honest and ethical manner, to act professionally, fairy and with integrity in all of our business dealings and relationships wherever we operate, whilst implementing and enforcing effective systems to counter bribery.
Purpose and Scope
This policy sets out our positions on any form of bribery and corruption and provides guidelines aimed at:
Ensuring compliance with anti-bribery laws, rules, regulations within any country in which we may carry out business or in relation to which the business may be connected.
Enabling employees and persons associated with our business to understand the risks associated with bribery and to encourage them to be vigilant and effectively recognise, prevent and report any wrongdoing, whether by themselves or others
Providing suitable and secure reporting and communication channels and ensuring that any information that is reported is properly and effectively dealt with
Creating and maintaining a rigorous and effective framework for dealing with any suspected instances of bribery or corruption.
This Policy applies to all our permanent and temporary employees (including any of its intermediaries, subsidiaries or associated companies). It also applies to any individual or corporate entity associated with the Company or who performs functions in relation to, or for and on behalf of, the Company, including, but not limited to, directors, agency workers, casual workers, contractors, consultants, seconded staff, agents, suppliers and sponsors (“associated persons”). All employees and associated persons are expected to adhere to the principles set out in this Policy.
Fraud is the intentional alteration of financial statements or other records by persons external or internal to the organisation, which is carried out to conceal the misappropriation for assets or for other purpose of gain.
Corruption is the offering, giving, soliciting or acceptance of a reward or inducement which may improperly influence the action of a person.
Bribery is the offering, giving, soliciting, promising or acceptance of an advantage as an inducement for action which is illegal or a breach of trust. A bribe is an inducement or a reward offered, promised or provided to gain any commercial, contractual, regulatory or personal advantage.
All employees and associated persons are required to:
Comply with any anti-bribery and anti-corruption legislation that applies in any jurisdiction in any part of the world in which they might be expected to conduct business
Act honestly, responsibly and with integrity
Safeguard and uphold the Company’s core values by operating in an ethical, professional and lawful manner at all times.
Bribery of any kind is strictly prohibited. Under no circumstances should any provision be made, money set aside or accounts created for the purposes of facilitating the payment or receipt of a bribe.
We recognise that industry practices may vary from country to country or from culture to culture. What is considered unacceptable in one place may be normal or usual practice in another. Nevertheless, a strict adherence to the guidelines set out in this Policy is expected of all employees and associated persons at all times. If in doubt as to what might amount to bribery or what might constitute a breach of this Policy, refer the matter to your line manager.
For the Company’s rules and procedures in relation to the receipt of business gifts from third parties and corporate hospitality offered to or received from third parties, please refer to the relevant policy. They form part of the Company’s zero-tolerance policy towards bribery and they should be read in conjunction with this Policy.
The giving of business gifts to clients, customers, contractors and suppliers is not prohibited provided the following requirements are met:
The gift is not made with the intention of influencing a third party to obtain or retain business or a business advantage, or to reward the provision or retention of business or a business advantage
It complies with local laws
It is given in the Company’s name, not in the giver’s personal name
It does not include cash or a cash equivalent (such as gift vouchers)
It is of an appropriate and reasonable type and value and given at an appropriate time
It is given openly, not secretly
It is approved in advance by a director of the receiving Company.
In summary, it is not acceptable to give, promise to give, or offer, a payment, gift or hospitality with the expectation or hope that a business advantage will be received, or to reward a business advantage already given, or to accept a payment, gift or hospitality from a third party that you know or suspect is offered or provided with the expectation that it will obtain a business advantage for them.
Any payment or gift to a public official or other person to secure or accelerate the prompt or proper performance of a routine government procedure or process, otherwise known as a “facilitation payment”, is also strictly prohibited.
There is clear evidence of links between recruitment fees and slavery and forced labour. Any recruitment fees charged to workers to secure employment, whether directly for the company or for one of its suppliers or sub-contractors, are also strictly prohibited. Payments to facilitate employment are not tolerated by the Company anywhere in its supply chain.
Responsibilities and reporting procedure
It is the contractual duty and responsibility of all employees and associated persons to take whatever reasonable steps are necessary to ensure compliance with this Policy and to prevent, detect and report any suspected bribery or corruption. You must immediately disclose to the Company any knowledge or suspicion you may have that you, or any other employee or associated person, have plans to offer, promise or give a bribe or to request, agree to receive or accept a bribe in connection with the business of the Company. For the avoidance of doubt, this includes reporting your own wrongdoing. The duty to prevent, detect and report any incident of bribery and any potential risks rests not only with the directors of the Company but equally with all employees and associated persons.
The Company encourages all employees and associated persons to be vigilant and to report any unlawful conduct, suspicions or concerns promptly and without undue delay so that an investigation may proceed and any action can be taken expeditiously. You must contact the Company Director if you would like to report an instance or suspected instance of bribery, your confidentiality will be maintained during the investigation to the extent that this is practical and appropriate in the circumstances. The Company is committed to taking appropriate action against bribery and corruption. This could include either reporting the matter to an appropriate external government department, regulatory agency or the police and/or taking internal disciplinary action against relevant employees and/or terminating contracts with associated persons.
The Company will support anyone who raises genuine concerns in good faith under this Policy, even if they turn out to be mistaken. It is also committed to ensuring that nobody suffers any detrimental treatment as a result of refusing to take part in bribery or corruption, or because of reporting in good faith their suspicion that an actual or potential bribery or corruption offence has taken place or may take place in the future.
All accounts, receipts, invoices and other documents and records relating to dealings with third parties must be prepared and maintained with strict accuracy and completeness. No accounts must be kept “off the record” to facilitate or conceal improper payments.
Sanctions for breach
A breach of any of the provisions of this Policy will constitute a disciplinary offence and will be dealt with in accordance with the Company’s disciplinary procedure. Depending on the gravity of the offence, it may be treated as gross misconduct and could render the employee liable to summary dismissal.
As far as associated persons are concerned, a breach of this Policy could lead to the suspension or termination of any relevant contract, sub-contract or other agreement.
The Company’s managing director has lead responsibility for ensuring compliance with this Policy and will review its contents on a regular basis. They will ensure that this policy complies with the Company’s legal and ethical obligations. The managing director will be responsible for monitoring its effectiveness and will make any improvements identified as soon as possible. Internal control systems and procedures will be subject to regular audits to provide assurance that they are effective in countering bribery and corruption.
It is the responsibility of employees or any persons working on behalf of the Company to read and ensure that this policy is understood and adhered to. The Company will provide training to all employees, where required, to help them understand their duties and responsibilities under this Policy. The Company’s zero-tolerance approach to bribery will also be communicated to all business partners at the outset of the business relationship with them and as appropriate thereafter.
This policy does not form part of an employee’s contract of employment and it may be amended at any time.