This Suppliers Code of Conduct (CoC) describes the minimum standards that Veltkamp imposes on its suppliers (as defined below) when doing business with Veltkamp in addition to their compliance with all laws and regulations related to their activities.
This code of conduct forms an integral part of all agreements between the Supplier and Veltkamp.
A "Supplier" is any person or legal entity providing products or services to Veltkamp. In addition to suppliers, who have a direct agreement with Veltkamp, this definition also applies to suppliers' subcontractors.
"Veltkamp representatives" refers to the company's employees and its legal representatives.
The Supplier must have sufficient management systems in place to enable compliance with this CoC, or compliance with its own equivalent and the strictest of the two versions, as well as with all other relevant and applicable laws and regulations. The operation and quality of the management system must be consistent with the size, complexity and risk associated with the Supplier's business. This means at least that:
2.1 the Supplier will apply a systematic approach to the assessment, mitigation and management of risks related to human and labor rights, health and safety, corporate responsibility and environmental impacts (hereinafter referred to as "Code of Conduct issues"),
2.2 the Supplier will set measurable performance targets in relation to Code of Conduct Issues and define the relevant actions for achieving these targets with a view to continuous performance improvement,
2.3 all applicable laws, regulations and contractual requirements related to the Supplier's assignments will be properly applied and communicated, with adequate training provided to relevant employees and business partners,
2.4 the Supplier shall have the systems in place that allow for the reporting of complaints related to the Code of Conduct issues (e.g. a bell ringer system),
2.5 the Supplier must adequately ensure and monitor that its own suppliers and subcontractors comply with this Code of Conduct or its own equivalent Code of Conduct. The Supplier is liable for the performance of its own suppliers as well as for its own work.
3.1.1 respect human rights and not be involved in human rights violations within its sphere of influence,
3.1.2 identify its human rights impacts when the need for such action has been agreed,
3.1.3 have adequate remedy options in the event of human rights violations.
Suppliers are expected to:
3.2.1 not employ workers under the age of 15 (14 in certain developing countries) or under the minimum age established by national law, whichever is higher (in accordance with ILO Convention No. 138 on child labor),
3.2.2 ensure that the employment of young people above the minimum age but under 18 does not jeopardize their education, health, safety, or morals,
3.2.3 fully recognize the right of workers to organize, the right to join a trade union, and the right to engage in collective bargaining,
3.2.4 not use any forms of forced labor,
3.2.5 not discriminate against any employee,
3.2.6 treat all employees fairly and with respect.
Suppliers are expected to:
3.3.1 pay employees at least the minimum wage and applicable overtime pay as stipulated by national law or all applicable collective bargaining agreements,
3.3.2 apply normal working hours that comply with applicable laws and collective bargaining agreements; where such laws or collective bargaining agreements do not exist, regular working hours shall not exceed 48 hours per week,
3.3.3 provide all employees with at least one day of rest within every seven consecutive working days, unless otherwise provided by applicable laws.
Suppliers are expected to:
4.1 comply with all applicable occupational health and safety regulations,
4.2 have their own written health and safety policy, demonstrate that management is committed to the implementation of this policy, and have delegated the responsibilities for this policy within the organization,
4.3 ensure that all operational resources, such as rules and procedures are in place and communicated to all employees,
4.4 ensure effective emergency and response procedures,
4.5 promote its employees' awareness of health and safety issues, ensure safety-oriented thinking through open communication, and ensure that its own staff have received adequate training,
4.6 measure and control its own health and safety performance and risks through properly implemented workplace inspections and audits,
4.7 report and investigate all incidents related to health and safety.
Suppliers are expected to:
5.1 comply with all environmental requirements set forth in relevant laws, regulations, and environmental permits,
5.2 delegate responsibilities for environmental issues within their organization,
5.3 ensure that their employees possess sufficient knowledge and experience regarding environmental issues, as well as the resources that enable them to effectively fulfill their responsibilities,
5.4 ensure that written instructions regarding all processes with potential environmental impacts, such as the storage and handling of hazardous materials, are available and that the relevant information is communicated to all affected employees,
5.5 take proactive measures to prevent emergencies and ensure the ability to respond appropriately to such incidents by analyzing, identifying, and implementing preventive and corrective measures,
5.6 systematically address violations and complaints and communicate these to employees and external stakeholders, including Veltkamp, if the company has been harmed as a result,
5.7 Provide Veltkamp with current Material Safety Data Sheets (MSDS or SDS), as applicable, and all other relevant documents and information requested by Veltkamp
The Supplier must conduct its business in full compliance with Veltkamp’s Code of Conduct and Terms and Conditions of Supply. This means, among other things, that the Supplier:
6.1 must conduct business in full compliance with all applicable antitrust and fair competition laws,
6.2 must avoid situations involving a conflict of interest between the Supplier and Veltkamp,
6.3 must act in accordance with all applicable anti-corruption laws, including by refusing to accept bribes or pay kickbacks, or to offer anything of value, with the intent to conduct business or obtain any profit or advantage,
6.4 must act in accordance with all rules and regulations regarding safety and quality requirements for products and services, including the rules defined by Veltkamp,
6.5 must transparently and accurately record and report all data concerning business activities, organizational structure, financial situation, and performance in accordance with applicable laws and regulations.
When the Supplier does business with Veltkamp, this means, among other things, that:
6.6 Veltkamp Representatives will always pay for their own travel and accommodation expenses when visiting the Supplier, attending conferences, visiting reference plants, etc.,
6.7 No gifts, hospitality, or expense allowances shall be offered to Veltkamp Vertegenwoordigers that could be considered unreasonable or inappropriate with regard to potential business transactions.
Suppliers are expected to:
7.1 immediately report any violation of this Code of Conduct directly to Veltkamp. The Supplier and all its employees may report issues confidentially to Head of QHSE and Internal Audit.
7.2 provide information and data regarding the aspects mentioned in this Code of Conduct upon Veltkamp’s request, unless this would be incompatible with its legal obligations regarding the disclosure of information.
7.3 To permit Veltkamp, or third parties appointed by Veltkamp that are reasonably acceptable to the Supplier, in the presence of the Supplier, to conduct an audit of the Supplier’s activities covered by this Code of Conduct, including but not limited to the Supplier’s facilities and relevant entries in the books and records. At the Supplier’s request, all parties involved in such an audit shall enter into a confidentiality agreement regarding the circumstances revealed by the audit.
8.1 If Veltkamp discovers that the Supplier does not meet the requirements and expectations set forth in this Code of Conduct, Veltkamp will issue instructions and specify which issues must be corrected or improved. The Supplier must then immediately take corrective action as instructed by Veltkamp. Veltkamp nevertheless reserves the right to cancel pending orders, suspend future orders, or terminate the contract with the Supplier in the event of a breach of this Code of Conduct.
8.2 If the main agreement between Veltkamp and the Supplier, of which this Code of Conduct forms an Appendix, contains other clauses regarding termination, both parties nevertheless agree that a breach of this Code of Conduct may be considered a breach of contract entitling Veltkamp to terminate the agreement.