Anti-corruption and bribery
1. Policy statement
1.1 It is our policy to conduct all of our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships wherever we operate and implementing and enforcing effective systems to counter bribery.
1.2 We will uphold all laws relevant to countering bribery and corruption. However, we remain bound by the laws of the UK, including the Bribery Act 2010, in respect of our conduct both at home and abroad.
2. Who must comply with this policy?
This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency Workers, seconded Workers, volunteers, interns, agents, distributors, contractors, external consultants, third-party representatives and business partners, sponsors, or any other person associated with us, wherever located (each of which are referred to as “you” and/or “Workers” in this policy).
3. About this policy
3.1 The purpose of this policy is to:
(a) set out our responsibilities, and the responsibilities of those working for us, in observing and upholding our position on bribery and corruption; and
(b) provide information and guidance to those working for us on how to recognise and deal with bribery and corruption issues.
3.2 It is a criminal offence to offer, promise, give, request, or accept a bribe. Individuals found guilty can be punished by up to ten years' imprisonment and/or a fine. As an employer if we fail to prevent bribery we can face an unlimited fine, exclusion from tendering for public contracts, and damage to our reputation. We therefore take our legal responsibilities very seriously.
3.3 In this policy, third party means any individual or organisation our Workers come into contact with during the course of their work for us, and includes actual and potential clients, customers, suppliers, distributors, business contacts, agents, advisers, and government and public bodies, including their advisors, representatives and officials, politicians and political parties.
3.4 This policy does not form part of any employee's contract of employment and we may amend it at any time.
Who is responsible for the policy?
4.1 The board of directors has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it.
4.2 The compliance manager has primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering bribery and corruption. We shall notify each of our Workers who the compliance manager is at any time.
4.3 Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given adequate and regular training on it.
4.4 Our employees and Workers are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries should be addressed to the compliance manager.
What are bribery and corruption?
5.1 Bribery is offering, promising, giving or accepting any financial or other advantage, to induce the recipient or any other person to act improperly in the performance of their functions, or to reward them for acting improperly, or where the recipient would act improperly by accepting the advantage.
5.2 An advantage includes money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or anything else of value.
5.3 Corruption is the abuse of entrusted power or position for private gain.
Examples: Offering a bribe
A Worker offers a potential client tickets to a major sporting event, but only if they agree to do business with us.
This would be an offence as the Worker is making the offer to gain a commercial and contractual advantage. We may also be found to have committed an offence because the offer has been made to obtain business for us. It may also be an offence for the potential client to accept the Worker’s offer.
Examples: Receiving a bribe
A supplier gives a Worker’s nephew a job, but makes it clear that in return they expect the Worker to use their influence in our organisation to ensure we continue to do business with them.
It is an offence for a supplier to make such an offer. It would be an offence for the Worker to accept the offer as the Worker would be doing so to gain a personal advantage.
Examples: Bribing a foreign official
A Worker arranges for the business to pay an additional "facilitation" payment to a foreign official to speed up an administrative process.
The offence of bribing a foreign public official is committed as soon as the offer is made. This is because it is made to gain a business advantage for us. We may also be found to have committed an offence.
6. What our workers must not do
It is not acceptable for any of our Workers (or someone on their behalf) to:
(a) 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;
(b) give or accept a gift or hospitality during any commercial negotiations or tender process, if this could be perceived as intended or likely to influence the outcome;
(c) accept a payment, gift or hospitality from a third party that the Worker knows or suspects is offered with the expectation that it will provide a business advantage for them or anyone else in return;
(d) accept hospitality from a third party that is unduly lavish or extravagant under the circumstances.
(e) offer or accept a gift to or from government officials or representatives, or politicians or political parties;
(f) threaten or retaliate against another individual who has refused to commit a bribery offence or who has raised concerns under this policy; or
(g) engage in any other activity that might lead to a breach of this policy.
7. Facilitation payments and kickbacks
7.1 We do not make, and will not accept, facilitation payments or "kickbacks" of any kind.
7.2 Facilitation payments, also known as "back-handers" or "grease payments", are typically small, unofficial payments made to secure or expedite a routine or necessary action (for example by a government official). They are not common in the UK, but are common in some other jurisdictions in which we operate.
7.3 Kickbacks are typically payments made in return for a business favour or advantage.
7.4 We and all our Workers must avoid any activity that might lead to a facilitation payment or kickback being made or accepted by us or on our behalf, or that might suggest that such a payment will be made or accepted. If a Worker is asked to make a payment on our behalf, such Worker should always be mindful of what the payment is for and whether the amount requested is proportionate to the goods or services provided. Every Worker should always ask for a receipt which details the reason for the payment. If a Worker has any suspicions, concerns or queries regarding a payment, they should raise these with the compliance manager.
8. Gifts, hospitality and expenses
8.1 The giving and accepting of gifts is allowed if the following requirements are met:
(a) it 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, or in explicit or implicit exchange for favours or benefits;
(b) it is given in our name, not in a Worker’s name;
(c) it does not include cash or a cash equivalent (such as gift certificates or vouchers);
(d) it is appropriate in the circumstances, taking account of the reason for the gift, its timing and value. For example, in the UK it is customary for small gifts to be given at Christmas;
(e) it is given openly, not secretly; and
(f) it complies with any applicable local law.
8.2 Promotional gifts of low value such as branded stationery to or from existing customers, suppliers and business partners will usually be acceptable.
8.3 Reimbursing a third party's expenses, or accepting an offer to reimburse our expenses (for example, the costs of attending a business meeting) would not usually amount to bribery. However, a payment in excess of genuine and reasonable business expenses (such as the cost of an extended hotel stay) is not acceptable.
8.4 We appreciate that practice varies between countries and regions and what may be normal and acceptable in one region may not be in another. The test to be applied is whether in all the circumstances the gift, hospitality or payment is reasonable and justifiable. The intention behind it should always be considered.
9. Donations
9.1 We do not make contributions to political parties
9.2 We only make charitable donations that are legal and ethical under local laws and practices. No donation must be offered or made without the prior approval of the compliance manager.
10. Record-keeping
10.1 We must keep financial records and have appropriate internal controls in place which will evidence the business reason for making payments to third parties.
10.2 All Workers must declare and keep a written record of all hospitality or gifts given or received, which will be subject to managerial review.
10.3 All Workers must submit all expenses claims relating to hospitality, gifts or payments to third parties in accordance with our expenses policy and record the reason for expenditure.
10.4 All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept "off-book" to facilitate or conceal improper payments.
11. Responsibilities of our workers
11.1 All Workers must ensure that they have read, understand and comply with this policy.
11.2 The prevention, detection and reporting of bribery and other forms of corruption are the responsibility of all those working for us or under our control. All Workers are required to avoid any activity that might lead to, or suggest, a breach of this policy.
11.3 All Workers must notify their manager OR the compliance manager as soon as possible if they believe or suspect that a conflict with this policy has occurred, or may occur in the future. For example, if a client or potential client offers a Worker something to gain a business advantage with us, or indicates to that a gift or payment is required to secure their business. Further "red flags" that may indicate bribery or corruption are set out in clause 16.
12. How to raise a concern
12.1 All Workers are encouraged to raise concerns about any issue or suspicion of bribery or corruption at the earliest possible stage.
12.2 If any Worker is offered a bribe, or is asked to make one, or if any Worker believes or suspects that any bribery, corruption or other breach of this policy has occurred or may occur, they must notify their manager as soon as possible.
12.3 If any Worker is unsure about whether a particular act constitutes bribery or corruption, they should raise it with their manager.
13. Protection
13.1 Individuals who refuse to accept or offer a bribe, or who raise concerns or report another's wrongdoing, are sometimes worried about possible repercussions. We aim 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.
13.2 We are committed to ensuring no one 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 other corruption offence has taken place, or may take place in the future. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If any Worker believes that they have suffered any such treatment, they should inform the compliance manager immediately.
14. Training and communication
14.1 Training on this policy forms part of the induction process for all individuals who work for us, and regular training will be provided as necessary.
14.2 Our zero-tolerance approach to bribery and corruption must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and as appropriate thereafter.
15. Breaches of this policy
15.1 Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct.
15.2 We may terminate our relationship with other individuals and organisations working on our behalf if they breach this policy.
16. Potential risk scenarios: "red flags"
The following is a list of possible red flags that may arise during the course of working for us and which may raise concerns under various anti-bribery and anti-corruption laws. The list is not intended to be exhaustive and is for illustrative purposes only.
If a Worker encounters any of these red flags while working for us, they must report them promptly to their manager OR to the compliance manager:
(a) they become aware that a third party engages in, or has been accused of engaging in, improper business practices;
(b) they learn that a third party has a reputation for paying bribes, or requiring that bribes are paid to them, or has a reputation for having a "special relationship" with foreign government officials;
(c) a third party insists on receiving a commission or fee payment before committing to sign up to a contract with us, or carrying out a government function or process for us;
(d) a third party requests payment in cash and/or refuses to sign a formal commission or fee agreement, or to provide an invoice or receipt for a payment made;
(e) a third party requests that payment is made to a country or geographic location different from where the third party resides or conducts business;
(f) a third party requests an unexpected additional fee or commission to "facilitate" a service;
(g) a third party demands lavish entertainment or gifts before commencing or continuing contractual negotiations or provision of services;
(h) a third party requests that a payment is made to "overlook" potential legal violations;
(i) a third party requests that they provide employment or some other advantage to a friend or relative;
(j) they receive an invoice from a third party that appears to be non-standard or customised;
(k) a third party insists on the use of side letters or refuses to put terms agreed in writing;
(l) they notice that we have been invoiced for a commission or fee payment that appears large given the service stated to have been provided;
(m) a third party requests or requires the use of an agent, intermediary, consultant, distributor or supplier that is not typically used by or known to us;
(n) they are offered an unusually generous gift or offered lavish hospitality by a third party.