SUPPLIER CODE OF CONDUCT

SUPPLIER CODE OF CONDUCT

 

1.   Introduction:

The AA is dependent on a broad range of suppliers nationally to fulfil its service commitments to both members and customers.  We recognise that collaboration with our suppliers is a crucial element to success. While the AA understands that suppliers are independent entities, the business practices and actions of a supplier may significantly impact and/or reflect upon the Association, its reputation and brand, which is one of our most important assets.  Accordingly, the AA expects all suppliers and their representatives to adhere to the Code of Conduct while they are conducting business with and/or on behalf of the AA. 

This supplier Code of Conduct is maintained on the AA’s website at www.aa.co.za, and may change over time.

The Association selects its suppliers based on a range of factors including:

•  Quality and competitiveness of products/ services.
•  BBBEE considerations
•  Adherence to social and ethical principles.
•  Where applicable, adherence to environmental principles

Aside from the Code, all suppliers must comply with applicable laws (including laws relating to anti-corruption and competition). All suppliers are expected to provide applicable information to the AA, when requested, or take other actions necessary to allow the AA to fulfil its reporting, disclosure, and other legal obligations.  

Any violation of this Supplier Code of Conduct may jeopardise the supplier’s business relationship with the AA, resulting ultimately in a termination of the relationship.   

 

2.   Applicability:

 This Code of Conduct applies to all persons and entities, and their representatives, who sell goods or services of any type to the AA or any of its subsidiaries (“Supplier”). 

 

3.   Code of Conduct:

 

 3.1   Business Ethics

 3.1.1   Improper Payments 

• Any form of bribery, “kickback”, or improper payments (of cash or anything else of value) to AA employees, or other third parties, to obtain an unfair or improper advantage are strictly prohibited. Suppliers and their employees, agents or representatives are prohibited from directly or indirectly accepting, soliciting, offering, or paying a bribe or providing anything else of value (including gifts or gratuities, with the exception of commercial items of modest economic value) to any AA employee or any third party. 

• Suppliers must use good judgment, discretion and moderation when offering gifts or entertainment to AA employees/third parties. The AA’s employee Code of Conduct requires employees to disclose gifts of any kind, above a certain value threshold, to management.

 

3.2   Records

3.2.1   Suppliers shall:

• Honestly and accurately record and report all business information and comply with all applicable laws regarding their completion and accuracy.
• Keep accurate records of all matters related to the supplier’s business with the AA. This includes the proper recording of all expenses and payments. If the AA is being charged for a supplier’s employee’s time, time records must be complete and accurate.
  Not delay sending invoices or otherwise enable the shifting of an expense to a different accounting period. Create, retain, and dispose of business records in full compliance with all applicable legal and regulatory requirements.
• Provide the AA with accurate and complete invoices and other transaction documentation and will not assist or engage in any action or inaction that could reasonably be expected to result in the AA’s books and records not being accurate and complete in all respects.
• Provide discounts, rebates, and other credits in full and in the applicable period earned or granted, unless otherwise specified in the terms of the applicable agreement. In addition, the amount and effective date of any price increases must be in accordance with the terms and limits, if any, set out in the applicable agreement 

• Ensure that costs, fees, and expenses chargeable are clearly and accurately described and actually incurred. 

 

3.3.   Confidential and/or Personal Information 

3.3.1   Suppliers shall: 

• Respect intellectual property rights and safeguard the AA’s industrial information, including, but not limited to, know-how, trade secrets, financial information, new product or service development plans and other sensitive industrial or personal information and limit access to such information only to those Supplier personnel who have a legitimate business need for such information when permitted by applicable law. 

• Refrain from speaking to the media on the AA’s behalf unless a supplier and/or representative is expressly authorised in writing to do so by the AA.

• Where processing personal data of the AA, its members/customers, ensure that it complies with all relevant legislation, including POPIA. In particular, the Supplier shall only collect, use, disclose, store, retain and dispose of any Personal Information obtained in the course of providing services only for the purposes thereof.

 

3.4   Conflicts of Interest 

3.4.1   Suppliers shall: 

• Disclose any actual or potential conflict of interest and discuss these with AA management. 

• Avoid the appearance of or actual improprieties or conflicts of interests. Suppliers or their representatives will not deal directly with any AA employee whose spouse, domestic partner, or other family member/relative holds a significant financial interest in the supplier. Negotiations regarding the supplier agreement or performance of the supplier’s obligations may also not involve a spouse, domestic partner or other family member/relative who is employed by the AA. 

 

3.5   Fair Competition 

 All Suppliers will conduct their business in line with fair competition principles and in accordance with applicable antitrust and competition laws.  

 

3.6   Use of systems/facilities by Suppliers  

• All suppliers shall comply with all guidelines issued by the AA relating to access to its facilities, offices, and employees.  

• No Supplier shall use the AA’s computer systems, including its electronic mail system and internet site/s, for purposes of sending unsolicited electronic mail messages In particular, suppliers are prohibited from using Company-provided technology and systems to create, access, store, print, solicit or send any material that is intimidating, harassing, threatening, abusive, sexually explicit or otherwise offensive or inappropriate and/or send any false, derogatory or malicious communications

 

3.6   Transformation/ BBBEE 

• The AA is committed to supporting small and local suppliers and black-owned Businesses, in line with its transformation initiatives. 

• Suppliers shall do all things necessary to further transformation within their businesses, including the use and support of black-owned businesses when procuring goods and services.  

 

4.   Labour and Human Rights 

The AA expects its suppliers to share its commitment to human rights and equal opportunity in the workplace. Suppliers must adopt sound labour practices and treat their employees fairly in accordance with applicable legislation.

 

4.1   Child labour

4.1.1.   Suppliers shall:

• Comply with minimum working age laws and requirements and not utilise child labour. Employees shall not be under the legal minimum working age or shall not be less than 16 years of age (whichever is higher). The AA supports the development of legitimate workplace learnership/apprenticeship programs for the educational benefit of younger people, however, will not do business with those who abuse such systems. 

 

4.1.2   Forced labour 

• No Suppliers may employ forced labour. All forms of involuntary servitude are strictly prohibited. 

• Employment must be voluntarily and freely chosen. All Suppliers, including recruitment agencies used by a Supplier, must verify the legal employment eligibility of all persons to work and not use any form of prison, indentured, forced, involuntary, bonded or slave labour. 

• No Suppliers will require employees to lodge deposits or identity papers, or to pay recruitment fees. 

 

4.1.3   Wages and Hours 

• All Suppliers must ensure that all of their workers receive at least the legally mandated minimum wages and benefits. Working conditions, working time and compensation must be fair, complying with the applicable laws, standards and practices. 

• Suppliers shall not make deductions from wages as a disciplinary measure nor make any deductions from wages not provided for by law or by express permission of the employee concerned.  

• All disciplinary measures should be recorded. 

• Suppliers must maintain required official documentation that verifies an employee’s age, wages, and hours worked. The AA reserves the right to review this documentation if necessary.

 

4.1.4   Freedom of association 

• All Suppliers shall freely allow workers to join associations, and bargain collectively, in accordance with legislation without interference, discrimination, retaliation, or harassment. 

 

4.1.5   Health and safety 

• Health and safety in the workplace is a fundamental right of employees. All Suppliers must provide and maintain a safe work environment in
• compliance with all applicable laws. This includes: 
• Providing Occupational Health and Safety training
• A system for injury and illness reporting
• Evacuation procedures and drills 
• Exposure to physically demanding tasks to be identified, evaluated, and controlled 
• Medical treatment and/or compensation to injured/ill workers for injuries on duty.
• Exposure to chemical, biological and physical agents is to be identified, evaluated, and controlled
• Provision of appropriate personal protective equipment.  

 

4.1.6    Non-discrimination 

4.1.6.1   Suppliers must 

• Treat their workers in a fair and non-discriminatory manner, with the guarantee of equal opportunity and the absence of any discrimination toward them on any basis whatsoever, including, but not limited to, race, gender, sexual orientation, social and personal position, health condition, disability, age, nationality, religion or personal belief (in accordance with applicable laws). 

• Where applicable, comply in all respects with the Employment Equity Act, in line with the AA’s commitment to redress the racial makeup of the South African economy,

 

5   Environment 

To minimise the impact of production processes and products on the environment, all

  Suppliers should: 

• make every effort to optimise the use of resources and minimise polluting and greenhouse gas emissions 

• design and develop products considering the impact they have on the environment and the potential to re-use and recycle them 

• properly manage, in compliance with applicable laws, waste treatment and disposal

• avoid the use of potentially hazardous substances (as defined by applicable laws)

• apply logistics management policies that take environmental impacts into consideration. 

 

6   Supplier Relations 

• All Suppliers are expected to assist the AA in enforcing this Supplier Code of Conduct and are responsible for communicating the principles contained in this Supplier Code of Conduct to their employees, subsidiaries, affiliates, and subcontractors. 

• It is the responsibility of the supplier to ensure that its representatives understand and comply with the Code of Conduct and to inform the AA if any situation develops that causes the supplier to operate in violation of the code.  

 

7   Monitoring and Remedial Actions 

• Suppliers are expected to self-monitor their compliance with this Supplier Code of Conduct
• The AA shall monitor adherence to the Supplier Code of Conduct from time to time and reserves the right to request from Suppliers applicable documentation and conduct onsite audits. 

• The AA:

–  may require that any Supplier that materially infringes on the basic principles of the Code of Conduct, implement an acceptable action plan to bring its performance into compliance, and

 –  reserves the right to terminate its business relationship with any Supplier that is unwilling or unable to bring its performance into compliance to its satisfaction 

 

8   Training 

The AA encourages suppliers to establish training programs for their employees to

enhance the level of their skills.

 

9   Amendment 

The AA reserves the right to amend the requirements of the Code of Conduct based on changes to internal policies or legislation.    

 

10   Reporting of Questionable Behaviour or Possible Violations

If you wish to report questionable behaviour or possible violation of this Supplier Code of Conduct, you are encouraged to work with your primary AA contact in resolving a business practice or compliance concern. However, where this is not possible or appropriate. please contact via any of the following:

·   Contact its Ethics and Fraud hotline, operated by Wise call, via telephone, email or Whatsapp –

Hotline: 0800 227 007

Email: confidential@wisecall.eu.com

Whatsapp: 082 829 9100

·    Send an email or letter to the Chief Executive Officer: ceo@aasa.co.za, 4 Hyperion Road, Barbeque Downs, Kyalami 1684.

 

The AA will not tolerate any retribution or retaliation taken against any individual who has, in good faith, sought out advice or has reported questionable behaviour or a possible violation.