Supplier code of conduct
Harbor & Pine Foods Ltd (the Company), effective from 1 January 2027
Supplier: Greenfield Packaging Co.
1. Purpose and scope
This code sets out how the Company expects its suppliers to do business. It applies to the Supplier, its owners and staff, and every business that works for the Supplier on goods or services for the Company (subcontractors). It adds to the supply contract and does not replace it. If a law or the contract sets a higher standard, that standard applies.
2. Laws and regulations
The Supplier follows the laws and regulations that apply wherever it operates, including those on labour, safety, the environment, tax, trade and competition. It keeps the permits and licences it needs.
3. Labour and human rights
- Work is freely chosen. No forced, bonded, prison or slave labour, and no human trafficking. Workers keep their own identity papers and are free to leave after reasonable notice.
- No child labour. Young workers are kept away from work that could harm their health, safety or schooling.
- Pay, overtime and working hours follow the law and the worker's agreement. Workers get clear written terms and pay slips, and deductions are never used as punishment.
- Workers are treated with respect. No discrimination, harassment, threats or violence.
- Workers may speak with each other and raise concerns without fear, as the law where they work allows.
4. Health and safety
The Supplier provides a safe and healthy workplace: safe buildings and machinery, clear exits, safety training, protective equipment where needed, clean drinking water and toilets, and a way to report accidents and near misses.
5. Environment
The Supplier follows environmental law, manages waste and emissions responsibly and works to use less energy, water and material. It tells the Company about any serious environmental incident that affects the Company's goods or services.
6. Business ethics
- No bribery, kickbacks or improper payments, in any form and to anyone, including officials.
- Gifts and hospitality offered to the Company's staff are modest and open, never meant to influence a decision.
- The Supplier tells the Company about any conflict of interest.
- Fair competition: no price fixing, bid rigging or sharing of competitors' secrets.
- Records, invoices and reports are honest and accurate.
7. Information, privacy and confidentiality
The Supplier protects the Company's confidential information and any personal data it handles for the Company, uses them only for the agreed purpose and follows the data protection law that applies. It tells the Company without delay if such data is lost or exposed.
8. Subcontractors and the supply chain
The Supplier makes sure its own subcontractors and suppliers meet the standards in this code, and keeps a list of those that work on the Company's goods or services. It tells the Company who they are on request.
9. Checks and audits
The Company may check that this code is followed, by questionnaires, document requests and visits to the Supplier's sites. The Company gives at least 14 days of notice before a visit, except where it has a serious reason to believe a worker is in danger. The Supplier gives access, information and a fair chance to speak with workers in private, and does not punish anyone for taking part.
10. Raising concerns
Anyone may report a concern about this code to ethics@harborpine.example. Reports are treated as confidential. The Company does not allow action against a person for reporting in good faith, and expects the Supplier not to either.
11. If the code is not followed
The Supplier tells the Company at once about a breach it finds. The Company and the Supplier agree a plan to fix it, and the Supplier fixes it within 30 days of a written request, or sooner if the harm is serious. If the Supplier does not, or the breach is very serious or repeated, the Company may suspend orders or end the relationship, as the supply contract allows.
12. Extra requirements
Suppliers of food packaging must hold a current food safety certificate and show it on request.
13. Law and disputes
This code is read together with the supply contract. Where the contract says otherwise about law and disputes, the contract decides.
Law that applies: the Netherlands
Acknowledgement and agreement
By signing, the Supplier confirms that it has read and understood this code, will follow it and will make sure its subcontractors do too.
For the Company: Harbor & Pine Foods Ltd
Name and role: Daniel Okafor, Head of Procurement
Signature: ______________
Date: ______________
For the Supplier: Greenfield Packaging Co.
Name and role: Ingrid Solberg, Managing Director
Signature: ______________
Date: ______________