Ethical trading policy
Prime Stationery Ltd ETHICAL Trading POLICY - 01/2024
Introduction
Prime Stationery Ltd are committed to legal compliance and ethical business practices in all operations and seek to do business with suppliers who share that commitment. We require all our suppliers to extend the same principle to all those with whom they do business, including sub-contractors and other third parties.
Prime Stationery Ltd will only do business with suppliers who obey the laws of the country in which they operate and the principles expressed in this Code of Practice. We actively seek to engage suppliers who offer their workers safe and healthy workplaces
We recognize that within some countries there are legal and cultural differences from our own and that many of the ethical issues cannot be solved overnight. In most cases, provided a supplier is committed to making improvements we will continue to work with them and try to take an approach that is in the best interest of the workers involved, however, failure to demonstrate commitment to this policy, may result in termination of your business relationship with Prime Stationery Ltd.
We have the following approach to managing our ethical sourcing policy:
-All suppliers and manufacturing units must sign the Prime Stationery Ltd Ethical Trading Policy.
-The supplier must disclose to The Prime Stationery Ltd buying teams all information regarding production including the name and address of the manufacturer, and use of any subcontractors or third parties.
-All suppliers must permit, with or without an appointment, at all reasonable times, access to all production facilities by Prime Stationery Limited employees, or appointed agents, for the purpose of ensuring compliance with this policy.
- We will support, advise and train our suppliers to improve standards and resolve issues.
- All Prime Stationery Ltd employees are trained to uphold the Ethical Sourcing Policy.
The Policy
1. Employment is Freely Chosen
1.1 There is no forced, bonded or involuntary prison labour. This includes forced labour due to peer pressure.
1.2 Workers are not required to lodge deposits or their identity papers with their employer and are free to leave their employer after reasonable notice.
2. Freedom of Association and the Right to Collective Bargaining are Respected
2.1 Where such organisations are legal in their own country workers have the right to join or form trade unions of their own choosing and to bargain collectively
2.2 The employer adopts an open attitude towards the activities of trade unions and their organisational activities.
2.3 Workers’ representatives are not discriminated against and have access to carry out their representative functions in the workplace
2.4 Where the right to freedom of association and collective bargaining is restricted under law, the employer facilitates and does not hinder, the development of parallel means for independent and free association and bargaining.
3. Working Conditions are Safe and Hygienic
3.1 A safe and hygienic working environment shall be provided, meeting local legal requirements and bearing in mind the prevailing knowledge of the industry and any specific hazards. Adequate steps shall be taken to prevent accidents and injury to health arising out of, associated with, or occurring in the course of work by minimising, as so far is reasonably practicable, the causes of hazards inherent in the working environment.
3.2 Unrestricted access to clean toilet facilities and potable water, and if appropriate sanitary facilities for food storage, shall be provided.
3.3 Accommodation, where provided shall be clean, safe, and meet basic needs.
3.4 The company shall assign responsibility for health and safety to a senior management representative.
3.5 All workers to receive regular and recorded health and safety, and fire safety training, and such training shall be repeated for new or reassigned workers.
4. Child Labour Shall not be Used
4.1 The use of child labour is not acceptable. Employees in all manufacturing units, including subcontractors, must meet the minimum legal working age in the country where they are working.
4.2 Children and young persons under 18 years of age shall not be employed at night or in hazardous conditions.
5. Wages and Benefits
5.1 Wages and benefits paid for a standard working week meet, at a minimum, national legal requirements, or local industry standards – whichever is higher. In any event, wages should always be enough to meet basic needs and to provide some discretionary income.
5.2 All workers are provided with written and understandable information about their employment conditions and wages before they enter employment and each time the wage is paid.
5.3 Deductions from wages as a disciplinary measure are not permitted. There shall be no deductions not required by national law without the written permission of the worker.
6. Working Hours are not Excessive
6.1 Working hours must comply with national laws and benchmark industry standards, whichever affords greater protection.
6.2 Workers should not be required, on a regular basis, to work more than 48 hours per week. Overtime shall be voluntary, shall not exceed 12 hours per week, shall not be demanded regularly, and must be compensated at a premium rate.
6.3 Workers must be provided with at least one day off every seven. Holidays and sick leave must comply with national law.
7. No Discrimination is practised.
7.1 There must be no discrimination in hiring, compensation, access to training, promotion, termination or retirement based on race, caste, national origin, religion, age, disability, gender, marital status, sexual orientation, union membership, or political affiliation
8. Regular Employment is Provided
8.1 As far as possible, work performed must be on the basis of a recognised employment relationship, established through national law and practice
8.2 Obligations to employees under labour law must not be avoided through the use of fixed-term contacts, labour only, or subcontracting, home working or through apprenticeship schemes where there is no real attempt to impart skills or provide regular employment.
8.3 Employers are encouraged to promote training and education for their employees.
9. No Harsh or Inhumane Treatment is Allowed
9.1 Physical abuse or discipline, the threat of physical abuse, sexual or other harassment and verbal abuse or other forms of intimidation shall not be permitted.
9.2 Any disciplinary procedures taken by the employer must be fair and documented.
10. Environment
10.1 Suppliers will ensure their activities, and those of their suppliers are conducted with due regard for the environment and comply with applicable environmental regulations.
11. Management Systems
11.1 Management will appoint a senior person to be responsible for the implementation and management of this policy
11.2 Management will be fully updated on all relevant national laws and able to provide documentation to prove compliance.
