Supplier Code of Conduct
Intended for use by all suppliers and
vendors
Author: Human Resources
Date: July 2016
For Internal Use
INTRODUCTION
Quantrics continuously strives to deal with suppliers who are leaders in their industries and are
willing to demonstrate a strong commitment to sustainable development by adopting health &
safety, labour, environmental and ethical principles that ensure the well-being of their
employees.
Consistent with the application of Quantrics’s sustainability principles, the Supplier Code of
Conduct outlines the company’s expectations in regards to sustainability practices of its
suppliers. By adopting this Supplier Code of Conduct, Quantrics aims at promoting sustainable
development and minimizing legal, financial and reputation risks.
The Quantrics Supplier Code of Conduct outlines standards to ensure that working conditions in
the supply chain are safe, that workers are treated with respect and dignity and that design and
manufacturing processes are environmentally responsible.
In all their activities, suppliers must conduct business in full compliance with the laws, rules and
regulations of the countries in which they operate in. Suppliers are encouraged to go beyond
legal compliance, drawing upon internationally recognized standards as indicated in each
subsection of this code, in order to advance social and environmental responsibilities. When the
country’s laws and international standards address the same issues, we expect that the highest
standards be applied.
Suppliers are expected to take all reasonable measures to ensure the respect of this Code
across their entire business and within their own supply chains.
The Code is comprised of six sections. Section A outlines the management system
components. Sections B, C, D and E outline Quantrics’s expectations in regards to Labour,
Ethics, Health & Safety, and the Environment, respectively; and Section F provides additional
information about supplier assessment and monitoring.
A- MANAGEMENT SYSTEM
Suppliers must have in place the appropriate control measures to monitor compliance with this
Code and to promptly correct any non-compliance.
Where appropriate, Suppliers should establish a management system whose scope is in line
with the principles of this Code and in accordance with international standards such as ISO
14001, ILO-OSH 2001 and SA8000. The management system should be designed to ensure (a)
compliance with applicable laws, regulations and customer requirements related to the
supplier’s operations and products; (b) conformance with this Code; and (c) identification and
mitigation of operational risks related to this Code. It should also be focused on continuous
improvement.
The management system may contain elements such as: company commitment and policy
towards corporate social and environmental responsibilities; identification of the management
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accountability and responsibility; performance objectives with implementation plan and
measures; training programs; compliance assessment; documentation and records; etc.
B- LABOUR AND HUMAN RIGHTS
Suppliers are expected to uphold the human rights1 of workers, and to treat them with dignity
and respect in compliance with internationally accepted standards as defined in the
International Labour Organization (ILO) conventions and regional or national legislation
governing working conditions.
Freely Chosen Employment2
Workers shall not be required to lodge ‘deposits’ or identity papers with the company. All work
should be voluntary, and workers should be free to leave after reasonable notice.
Child Labour Avoidance3
There shall be no use of child labour in production or anywhere else in the business. The term
“child” refers to any person employed under the age of 15 (or 14 where the laws of the country
permit), or under the age for completing compulsory education, or under the minimum age for
employment in the country, whichever is greatest. The use of workplace apprenticeship
programs, which comply with all laws and regulations, is encouraged. Workers under the age of
18 shall not be employed at night or in hazardous conditions.
Working Hours, Wages and Benefits
Suppliers will manage operations in ways that overtime does not exceed levels that create
inhumane working conditions. Where there are no applicable laws, Suppliers will not require, on
a regularly scheduled basis, work in excess of six consecutive days without a rest day.
Suppliers must comply with all applicable wage laws, including those relating to minimum
wages, overtime hours and legally mandated benefits. Where no wage law exists, workers must
be paid at least the minimum local industry standard.
1 1
Universal Declaration of Human Rights General Assembly resolution 217 A (III) of 10 December 1948
2 In accordance with ILO conventions 29 and 105 (Forced labor).
3 In accordance with ILO Convention 138 & Recommendation 146 (Minimum Age).
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Non-Discrimination4
Suppliers shall be committed to provide a workplace free of harassment and unlawful
discrimination. Suppliers shall not engage in discrimination based on race, color, age, gender,
sexual orientation, ethnicity, disability, pregnancy, religion, political affiliation, union membership
or civil status in hiring and employment practices such as promotions, rewards, and access to
training.
Freedom of Association and collective bargaining5
Suppliers shall respect the rights of workers to freely join labour unions, seek representation
and join workers’ councils in accordance with local laws, and to bargain collectively.
C- ETHICS
Business Integrity
Suppliers shall maintain the highest standards of corporate ethics and integrity and shall
comply with all applicable federal, provincial, state and local laws, regulations and procedures.
Any form of corruption, extortion, embezzlement or falsifications is prohibited.
No Improper Advantage
Suppliers shall not offer or solicit any gifts, gratuities, entertainment, payments of cash or loans
or any other kind of undue favour or use other inappropriate means of influence to gain
competitive advantage.
Intellectual Property
Suppliers shall respect intellectual property rights and comply with all applicable legislation
pertaining to intellectual property rights.
Fair Business, Advertising and Competition
Suppliers shall comply with all applicable legislation relating to fair business practices, anti-trust
standards, and lawful advertising.
Privacy
Unless disclosure is authorized or legally mandated (for example by court order), Suppliers
should protect the confidentiality of employee and customer information in compliance with
applicable privacy legislation, irrespective of whether the information and data was provided by
4
In accordance with ILO conventions 100 and 111 and recommendations 90 and 111 (Equal remuneration and Discrimination).
5
In accordance with ILO conventions 87 and 98 (Freedom of Association and Right to Organize and Collective Bargaining).
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the employee or customer, or was created by the Supplier. Suppliers should consider all non-
public information to be confidential.
Community Engagement
Suppliers are invited to engage in the community to help foster social and economic
development.
D- HEALTH and SAFETY
Legislation
Suppliers are expected to comply with the international, regional and national health and safety
standards applicable to the Suppliers’ business activities.
Suppliers must comply with all applicable health and safety legislation and all applicable
regulations and perform all services in a diligent manner in respect of health and safety matters.
Suppliers must ensure that their employees and any person present on or near the workplace
are protected against potential occupational health and safety hazards resulting from the
Suppliers' business activities. Where appropriate, the Suppliers shall ensure that their
employees are provided with adequate personal protective equipment, with adequate training
on the safe use of tools and equipment and shall supervise employees’ adherence to safe
working practices.
Suppliers shall ensure that all products supplied to Quantrics or used on Quantrics premises are
in compliance with all applicable workplace hazardous materials information standards (i.e.:
WHMIS in Canada). Material Safety Data Sheets must be available in English for all controlled
products supplied to Quantrics or used on Quantrics premises.
Policies and practices
We expect our suppliers to provide their employees with a healthy and safe working
environment and where appropriate to implement and train their employees on policies,
programs and procedures to address when required, in particular but not limited to, the
following matters:
- Exposure to hazardous substances
- Accident prevention
- Confined Space Entry
- Aerial Work
- Ergonomics
- Resiliency and Emergency procedures
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E- ENVIRONMENT
Legislation
Suppliers must comply with all applicable statutes, regulations, guidelines, codes of practices,
orders from and agreements entered into with government authorities relating to the protection
and conservation of the environment, including the use, handling, storage, transportation and
disposal of regulated hazardous substances.
Suppliers must obtain, maintain and report on all environmental permits, approvals, licences
and registration as required under environmental legislation.
Policies and practices
We expect our suppliers to have knowledge of the environmental impacts associated with their
business activities and where appropriate to implement policies, programs and employee
training to address, in particular but not limited to, the following matters:
- hazardous products management
- accidental spills and releases
- air emissions and waste water control
- waste management and waste recycling
F- SUPPLIER ASSESSMENT AND MONITORING
Quantrics reserves the right to assess and monitor on an ongoing basis the supplier’s practices
regarding this Code. The supplier may be requested by Quantrics to complete a self assessment
questionnaire.
Quantrics or a third party designated by Quantrics may conduct onsite audits of selected
supplier facilities which provide products or services to Quantrics. Onsite audits may include a
review of relevant supplier records, policies and work practices as well as inspection of the
facilities for compliance with this Code.
In case of observed non compliance with this Code, Supplier will take all reasonable measures
to meet the standards exposed in this Code in a diligent manner.
CONTACTS For questions or comments relative to this Code: [email protected]
To report concerns and potential or actual misconduct that violate this www.clearviewconnects.c
Supplier Code of Conduct, (requests are handled by an independent om
administrator - ClearView Strategic Partners Inc. on a completely
anonymous basis):
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Appendices
A. Definitions
Term/acronym Definitions
B. References
The following documents were consulted in preparing this Code and may be a useful source of
additional information.
International Instruments International Best Practices and Voluntary
Standards
Universal Declaration of Human Rights Eco Management & Audit System
ILO International Labor Standards EICC (Electronic Industry Code of Conduct)
Guidelines on occupational safety and health Ethical Trading Initiative
management systems: ILO-OSH 2001
United Nations Convention Against Corruption ISO 14001
OECD Guidelines for Multinational Enterprises
SAI (SA8000)
United Nations Global Compact
C. Governance
Issuing BU Human Resources
Policy owner VP, Human Resources
Primary contact VP, Human Resources
Required approvals President, VP, Human Resources
Effective date September 2016
Review cycle Every 2 years
D. Revision History
Date Changed by Version Description
July 2016 Liz McCurdy V1.0 Initial publication
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