The Directors of Strategic Shipping Co Ltd believe that it is important for the organisation and its employees to maintain high ethical standards in order to preserve its reputation in the marketplace.
Good ethics are important to ensure that the organisation meets not only its objectives in a fair and equitable manner but its wider social responsibilities externally. In addition, the organisation is committed to ensuring high ethical standards within the workplace.
The procedure that follows provides general guidance on ethics and refers to other policies of the organisation where necessary. The purpose of the policy is to meet the needs of the organisation, its employees and its stakeholders.
Environmental/Social audits will ensure that the organisation is meeting its aims with regard to social impact and ethical behaviour and that its stakeholders perceive the organisation in a positive light. The Audits are to be desk top based and will review ISO 9001 service failures and customer responses, H.R. files, and the companies Health Safety & Environmental accident records operated under OHSAS 18001 & ISO 14001.
1. All employees will be provided with ethics training as part of the induction programme. Ongoing ethics training, as the ethics policy and procedure develops, will be cascaded to employees via management.
2. All employees are required to adhere to the organisation’s policy and procedure on business ethics as detailed in the Employee Information Handbook. Employees who breach the organisation’s policy on business ethics will be subject to disciplinary action up to and including dismissal.
4. The organisation has a Code of Conduct which employees are expected to abide by. A copy of the Code of Conduct and other policies relevant to this procedure are available on the Companies shared drive, “The Employee Information Handbook”.
6. The Data Protection Act 1998 requires that eight data protection principles be followed. Employees should ensure that they understand how data protection impacts on their particular role, in particular with regard to external suppliers and customers. Employees who have any questions on the organisation’s Data Protection/Access to Employee Data policy should speak to their line manager in the first instance.
7. The organisation encourages a free and open culture in its dealings between its officers, employees and all people with whom it engages in business and legal relations. The organisation recognises that effective and honest communication is essential if malpractice is to be effectively dealt with and the organisation’s success ensured. All employees have direct access to the Company Directors if they feel they need to raise issues relating to the organisation with someone in confidence, effectively this enables a route for ‘Whistleblowing’ should such an occasion arise.
8. The organisation does not believe that the giving and receiving of gifts from suppliers and customers is appropriate. In certain circumstances gifts may constitute a bribe. An employee who receives a gift from a customer or supplier, regardless of its value, must inform the appropriate officer, as stated in the Bribery Policy, who will decide whether the gift may be kept by the employee or whether it should be returned.
10. A confidentiality clause forms part of all employees’ statement of particulars/contracts of employment. During the course of employment employees will have access to information of a confidential and sensitive nature. Employees must not disclose to a third party any organisational confidential information, either during their employment or after their employment has ended. Confidential information includes information on the organisation’s present or potential customers or suppliers and any information relating to the organisation’s business, including marketing, corporate or financial plans.
It is quite probable from time to time that sensitive, protected and classified information relating to customers products or customer involvement in government or other sensitive programs may be passed to our organisation. Such information must not be passed to any party, organisation or body corporate other than those who would bona fide require it to meet in the facilitation of the movement of goods.
Should any data or information which is clearly sensitive, protected or classified and not pertinent to the International movement of goods be supplied to our organisation, such information is to be returned to the sender and any soft or hard copies deleted from the companies’ files and records.
11. The organisation recognises that work may result in friendships and closer relationships developing. Relationships may develop not only with colleagues but suppliers and customers. It is natural for relationships to develop in a working environment. While the organisation has every respect for the privacy of its employees, it asks that all employees consider the impact that personal relationships can have on the organisation. Employees are expected to familiarise themselves with the organisation’s External relationships policy in the Employee information handbook.
12. The organisation is committed to equality of opportunity and diversity in the workplace. It is the organisation’s policy to treat all job applicants and employees fairly and equally, regardless of their sex, trans-gender status, age, sexual orientation, religion or belief, marital status, civil partnership status, race, colour, nationality, national origins, ethnic origin or disability. Employees are required to conduct themselves in a way that promotes equal opportunities at all times. Good practice will be promoted by senior management. Employees who feel they have been discriminated against or suffered harassment should speak to a member of management immediately. Further information is available in the organisation’s Employee information handbook.
13. Employees may seek to take up separate employment with another employer or pursue outside business interests while still remaining employed by the organisation. Although the organisation has no desire to unreasonably restrict an employee’s external activities, it must seek to protect its own interests and those of all its employees. Employees will not be permitted to undertake business activities or other work where the organisation considers that this is incompatible with its interests or with the employee’s health or safety and, in any event, unless employees have obtained prior written authorisation from senior management. Further information is provided in the Employee information handbook.
14. The organisation is committed to conserving the Earth’s resources and to do what it can to reduce any negative effects it has on the environment to that effect the organisation achieved ISO 14001 Environmental Management Certification in May 2015. Employees are required to use the organisation’s equipment and materials wisely and reduce wastage where possible. Employees can play a positive role in helping the environment by recycling all re-cycle able waste, using printers and photocopiers with care and switching off electrical equipment which is not in use.
15. In an effort to reduce the business carbon footprint the Company has embraced the use of Information technology in the form of conference calling and web-ex software. This has reduced the need for business travel to customer’s sites and of the number of suppliers visits to Strategic Shipping. At an operational level all commercial vehicle operatives undertook training in ‘Economical and Safer Driving Awareness’, thereby increasing MPG attained by the vehicles and reducing the wear on consumable parts, thus being a benefit to the planet as a whole. As of April 2015 the Company Private car fleet consisted of 40% electric / Hybrid vehicles.
16. To reduce CO2 emissions the business has begun a program of installing motion sensors activated lights in warehouse areas with lighting being replaced with LED systems when units fail. Any new installations or office alterations will have LED systems fitted as standard.
17. Strategic Shipping Company Ltd wishes to contribute to the local economy in which it is based by endeavoring to source staff from nearby communities, by the use of recruitment agencies who operate in neighbouring towns.