We expect all our suppliers of direct material to acknowledge these Business Principles, and to be accountable for following these by fully incorporating these principles into the supplier’s entire supply chain, and at all times acting in compliance with such in all dealings with, and on behalf of Plantma Forestry.
Suppliers and its branch must be legally registered to fully operate the business and obtain and maintain the necessary permits and/or licenses as required by the local law.
In cases where local laws or regulations provide a stronger protection than the requirements in this policy, allow such local laws or regulations to prevail. Suppliers shall be able to demonstrate their compliance with local legal requirements upon request.
Suppliers will be fully responsible for ensuring that any subcontractor(s), agents or other third parties that they engage in their work for Plantma Forestry, as permitted by the agreement with Plantma Forestry, will act consistently with this policy.
Suppliers shall also secure the below stated requirements.
Ensure to stay updated and aware of international standards, applicable international regulations and conventions, as well as regional and national legislation.
Ensure that individual roles and responsibilities are clearly defined to comply with Plantma Forestry Business Principles for suppliers.
Establish rules to define policies and structures ensuring alignment between Business Principles for suppliers and suppliers’ rules and policies.
Secure that employees and management understand and commit to Plantma Forestry Business Principles for Suppliers
Implement regular internal self-assessment in order to verify the actual status at all times.
Failure to comply may result in disqualification from consideration for business and/or future business, with Plantma Forestry. Failure to comply may also amount to a breach of contract.
Any compliance violation identified as a result of a self-assessment must be reported immediately to the supplier’s Plantma Forestry sourcing contact.
Suppliers shall ensure they maintain the technical and operational capacity — including equipment, software, and personnel — required to deliver products and services that meet Plantma Forestry's specifications, safety standards, and applicable regulatory requirements.
Suppliers must have an environmental policy (written document available to all stakeholders) which includes statements to prevent pollution, to continuously improve the environmental performance; to be in compliance with legislation and specific objectives and targets valid for the suppliers.
Suppliers shall operate in a manner that is protective of the environment and comply with all applicable environmental laws, regulations and standards. Suppliers shall have updated environmental permits.
Suppliers shall maintain adequate infrastructure for the collection, storage, and labelling of solid waste, including hazardous materials, and shall ensure that all waste transported for disposal is documented.
Suppliers shall not contribute to illegal deforestation or the degradation of high conservation value areas, and shall comply with all applicable environmental laws protecting ecosystems and biodiversity in their operations and supply chains. Plantma Forestry particularly recognizes the role its machines play in large-scale reforestation, and suppliers are encouraged to adopt additional measures that support ecosystem restoration.
Suppliers shall secure an emergency plan with all potential emergency scenarios and response plan. The procedures for the emergency plan must be checked periodically. First aid responders and fire fighters must be trained. Ensure that relevant first aid kits are easily accessible, and that at least one employee who is trained in first aid is always available.
Suppliers shall control hazardous substances in production processes, packaging materials and purchased articles (products, spare parts, components, materials, and preparations) and ensure compliance with relevant substance restrictions in applicable laws and regulations such as but not limited to the Regulation (EC) 1907/2006 on the Registration, Evaluation, Authorisation and Restriction of Chemicals (REACH)
Establish, implement and maintain a risk-based program to reduce or minimize any negative environmental impact from activities, products and services.
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The Bill of Human Rights and the Core Conventions in International Labour Organization (ILO), which have been supplemented by additional nationally granted rights, shall be guaranteed by the suppliers.
Suppliers shall respect the rights of employees to establish or join trade unions or similar organizations. These including those recognized for the purpose of collective bargaining, and to engage in constructive negotiations.
Suppliers shall not use any forms of forced labour like indentured labour/bonded labour or involuntary prison labour
Suppliers are required to comply with the Modern Slavery Act 2015 and must work to prevent modern slavery and human trafficking in its business and supply chain.
Employees must not be hired to work before completing their compulsory education (or as determined by applicable local laws) in any circumstance.
The minimum age for entry into employment must not be younger than 15 years of age or stated by local legislation.
Young labour, whose age are between 15 and 18 years of age are allowed to work under the condition as per the local law definition.
Wages and benefits paid for a standard working week must comply with national legislation.
Suppliers shall ensure that employees’ working hours, including overtime, comply with all applicable local laws and regulations.
Actual worked hours, including overtime, must be recorded.
All employees shall be provided with at least one day off for every seven-day period.
Suppliers shall respect the rights of employees to establish or join trade unions or similar organizations. These including those recognized for the purpose of collective bargaining, and to engage in constructive negotiations.
It is of great importance that our suppliers treat their employees fairly, with dignity and respect, and that they respect human rights and avoid causing, contributing to or being linked to other parties' involvement in abuse of or adverse impact on labour and universally recognized human rights.
Suppliers should not tolerate any physical or mental harassment or abuse, expressed verbally or non-verbally through gestures, including harsh or inhumane treatment, coercion, detention, or unwanted sexual advances, nor tolerate any threats of such treatment. Suppliers should prohibit public warnings and punishment systems.
Suppliers should work to eliminate direct and indirect discrimination in respect of employment and occupation and is guided throughout its operations by the principle of equality of opportunity and treatment in employment.
Suppliers should not discriminate against workers with respect to employment or occupation on such grounds as race, colour, sex, religion, sexual orientation, political opinion, national extraction or social origin, age, disability, HIV/AIDS.
Status, trade union membership, unless to do so furthers established governmental policies which specifically promote greater equality of employment opportunity or relates to the inherent requirements of a job.
Suppliers shall have a company policy including anti-discrimination.
Suppliers shall respect the rights and livelihoods of local communities, including indigenous and traditional peoples, in areas affected by their operations, and shall implement mechanisms to identify, mitigate and remedy any negative social impacts in a fair and transparent mann
Suppliers shall secure the provision of safe and healthy working facilities and appropriate precautionary measures to protect employees from work-related hazards and anticipated dangers in the work place.
Suppliers shall secure fire safety, industrial hygiene, lighting and ventilation, personal protective equipment and reasonable access to potable water.
Production and other machinery shall be evaluated for safety hazards. Physical guards, interlocks and barriers are to be provided and properly maintained where machinery presents an injury hazard to workers.
Suppliers shall have a system for workers to report health and safety incidents and near-misses, as well as a system to investigate, track, and manage such reports. Suppliers shall implement corrective action plans to mitigate risks, provide necessary medical treatment, and facilitate workers' return to work.
The accommodation, where provided, is clean, safe, and meets the basic need
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According to Plantma Forestry's ABAC policy, suppliers will not offer, promise or provide to any Plantma Forestry employee a kickback, favour, cash, gratuity, entertainment or anything of value to obtain favourable treatment from Plantma Forestry. Plantma Forestry employees are similarly prohibited from soliciting such favours from the suppliers. This restriction extends to any Plantma Forestry employees and their immediate family members, or with any other persons Plantma Forestry employees have significant personal relationships in exchange for obtaining or retaining Plantma Forestry's business.
Suppliers shall maintain the highest standards of integrity in all business interactions worldwide. Any and all forms of corruption, such as bribery, extortion or embezzlement, are strictly prohibited.
Plantma Forestry defines bribery or a bribe as: "Directly or indirectly giving or offering anything of value to government officials or employees of a commercial enterprise for the purpose of obtaining or retaining business, to win a business advantage, or to influence a decision regarding Plantma Forestry. This also includes: obtaining licenses or regulatory approvals, preventing negative government actions, reducing taxes, avoiding duties or custom fees, or blocking a competitor from bidding on business."
To disclose any corruption issues, contact Plantma Forestry. For more information see section Whistle blowing.
Suppliers shall comply with all applicable anti-trust and competition laws.
Suppliers shall not enter into a financial or any other relationship with an Plantma Forestry employee that creates any actual, potential or perceived conflict of interest for Plantma Forestry. All such conflicts must be disclosed and corrected. Even the appearance of a conflict of interest can be damaging to Plantma Forestry and to the suppliers and must be disclosed and approved in advance by Plantma Forestry management and the Plantma Forestry sustainability Office.
To disclose any conflict of interest issues, contact Plantma Forestry sustainability office. For more information see section Whistle blowing.
Suppliers shall not facilitate or engage in money laundering or any arrangement that gives the appearance of legitimacy to funds derived from illegal activities, including concealing or disguising the origin, location, or ownership of such assets
Plantma Forestry supports the U.S Securities and Exchange Commission's (SEC's) rules and other conflict-free initiatives. Plantma Forestry's ambition is to have a conflict-free supply chain. Plantma Forestry will conduct due diligence on our supply chain to reasonably ensure that the minerals used in our products do not originate from conflict sources within the Democratic Republic of Congo region. To read more about Plantma Forestry and Conflict Minerals, see our Conflict Mineral Policy Statement.
Suppliers shall inform Plantma Forestry if tin, tantalum, tungsten and/or gold is present in the products supplied to Plantma Forestry.
Suppliers shall send their Conflict Mineral Report Template (CMRT) to Plantma Forestry when requested.
Suppliers shall not disclose Plantma Forestry's intellectual property, know-how, information, documentation etc. without a written agreement from Plantma Forestry's authorized persons.
If suppliers are aware of material, non-public information relating to Plantma Forestry or its business, these suppliers, and/or those of its employees being aware of the information, may not buy or sell Plantma Forestry securities or engage in any other action to take advantage of that information, including passing that information on to others.
In addition, if the suppliers are aware of material, non-public information about any other company (including Plantma Forestry's customers, suppliers, vendors or other business partners) that they obtained by virtue of our interaction with Plantma Forestry, then suppliers may not buy or sell that company's securities or engage in any other action to take advantage of that information, including passing that information on to others.
If suppliers have not signed Plantma Forestry Non-Disclosure Agreement yet, please contact your sourcing contact immediately.
Registration, filing and use of employee data should be treated with strict confidentiality and in accordance with local legislation.
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Suppliers shall establish their own management team to guide their compliance with Plantma Forestry Business Principles for suppliers by appointing capable staff to be in charge of relevant aspects, establishing policy/ procedures and maintaining related documents/records of such activities properly.
In order to ensure and demonstrate compliance with the Plantma Forestry Business Principles for Suppliers, suppliers shall keep record of all relevant documentation, and provide supporting documentation upon request. To verify compliance, Plantma Forestry reserves the right to audit and inspect the suppliers' operations and facilities upon reasonable notice, with or without support of a third party. If suppliers don't comply with the Plantma Forestry Business Principles for suppliers, they must take necessary corrective actions in a timely manner. Plantma Forestry can suspend or terminate suppliers that fails to undertake corrective actions.
Suppliers shall accurately record information regarding its business activities, labour, health and safety, and environmental practices and shall disclose such information, without falsification or misrepresentation, to all appropriate parties and as required by law.
Suppliers shall communicate the Plantma Forestry Business Principles for suppliers (or equivalent) to their employees. Statements affirming supplier's commitment to compliance and continual improvement in the above mentioned areas, endorsed by executive management are recommended to be posted in the supplier's facility (where applicable) in the local language.
Suppliers shall be responsible for the compliance with Plantma Forestry Business Principles for suppliers by their subcontractor(s).
Suppliers shall not use subcontractor(s) to manufacture Plantma Forestry's merchandise or components without prior written consent from Plantma Forestry.
Suppliers are required to promptly notify Plantma Forestry regarding any known or suspected improper behaviour or any observed violations of the law or the Plantma Forestry Business Principles for suppliers, related to suppliers’ dealings with Plantma Forestry, or any known or suspected improper behavior by Plantma Forestry employees or agents.
Suppliers shall
The first course of action is to report to the Managing Director of the relevant local Plantma Forestry Company or the pre-defined communication channel of each country/region.