Supplier Code of Conduct

Introduction

HRS Australasia Pty Ltd (‘HRS’) is committed to ensuring that its business practices are fair and responsible and uphold high standards of professional courtesy, integrity and honesty.

In servicing our clients with the provision of accommodation booking and payment solutions for business travel we work with thousands of accommodation providers throughout Australia, New Zealand, and beyond, as well as other service providers for various business requirements. Through these supplier partnerships we recognise that our responsibility extends to the professional management of our supply chain. This document establishes our expectations of suppliers, and their supply chain, in providing goods and services to HRS.

Legal and Code Compliance

Suppliers are expected to:

Comply with all relevant national and local laws and regulations for the country in which they operate; and
Comply with this Code of Conduct.

Safety

Suppliers are expected to:

Comply with all relevant national and local safety legislation, including but not limited to workplace and operational health and safety, including health and safety management and reporting;
Have a written health and safety policy or equivalent document, and ensure that employees are informed of, and knowledgeable about, that document; and
Have a system to record, monitor and manage health and safety risks and incidents, that is aligned to the organisation’s risk profile as well as applicable laws and standards.

Ethics and Corporate Governance

Suppliers are expected to:

Manage risk, governance and compliance appropriately;
Ensure senior management is responsible and accountable for maintaining a high level of corporate ethics;
Maintain accurate and auditable records and accounts;
Conduct themselves (and ensure their employees conduct themselves) in a fair and ethical manner, including but not limited to treating people with respect, declaring and managing conflicts of interest, prohibiting bribery and corruption;
Have a grievance management process for their employees and suppliers; and
Have a whistle-blower policy or equivalent process that provides protection to employee whistle-blowers, prohibits retaliation or victimisation, and ensure that their employees are informed of, and knowledgeable about, the whistle-blower policy and process.

Human Rights and Workplace Conditions

Suppliers are expected to:

Conduct their activities in a manner that respects human rights, as set out in the UN Universal Declaration of Human Rights;
Comply with all relevant national and local laws and regulations in relation to employment practices, human rights, discrimination, harassment and bullying;
Provide fair working conditions for their employees, including adequate rest periods, sufficient leave, freedom of association and collective bargaining;
Pay their workers lawful wages, including equal pay for equal work;
Ensure that no forced labour, child labour or involuntary labour is used;
Promote and maintain a workplace that is free from bullying, harassment and discrimination;
Ensure all employees are treated with dignity and respect and that no form of physical, sexual, psychological or verbal harassment or abuse is tolerated within their organisation;
Ensure all employees attend work free from the influence of illegal drugs and alcohol, and in a condition to perform their duties; and
Provide employees with the appropriate level of training to perform their role and to comply with this Code of Conduct.

Diversity, Inclusion, Zero Tolerance and Community Investment

HRS upholds equal opportunity, diversity and a zero tolerance of violence, especially against women, in the workplace and expects the same within its supply chain. Violence against women is defined by the United Nations as “any act of gender based violence that results in or is likely to result in physical, sexual or physiological harm or suffering to women”.

We seek opportunities to employ Indigenous candidates and provide additional business opportunities to Indigenous-owned businesses by raising awareness of Supply Nation’s Indigenous Business Direct register and procurement platform.

We are undertaking the White Ribbon Workplace Accreditation Program and supporting the social and cultural change that is required to end violence against women. We are building on existing gender equality and diversity initiatives, implementing the tools to strengthen a culture of respect and gender equality at all levels of the business. As an organisation we are committed to responding to and preventing violence against women, whether it occurs inside or outside the organisation, through supporting women experiencing violence, holding perpetrators to account, supporting all employees to challenge inappropriate behaviour and strengthening gender equality within the broader community.

Suppliers are expected to:

Acknowledge and undertake to uphold a zero tolerance of violence, especially against women, in the workplace.

Suppliers are encouraged to:

Implement diversity policies, programmes and initiatives; and
Get involved (and encourage their employees to get involved) in local support and environmental community charity efforts by volunteering time and/or providing other types of support.

Animal Welfare

Suppliers are expected to:

Respect animal welfare and ensure that any animal involved in the goods/services provided are treated humanely.

Environmental Management

Suppliers are expected to:

Be compliant with all relevant national and local laws and regulations relating to environmental performance, management and reporting.

Suppliers are encouraged to:

Have a written environmental policy, with a management system to measure and minimise adverse environmental impacts.

Supply Chain

Suppliers are expected to:

Ensure that this Code of Conduct is communicated to all their sub-contractors;
Hold their sub-contractors to the supplier expectations contained in this Code of Conduct; and
Work with their own suppliers to ensure their supply chain meets the principles of this Code of Conduct.

Assessment, Review and Breach

HRS will work closely with suppliers to ensure they are aligned to this Code of Conduct. We may carry out assessments of practices of suppliers, including self-assessments. In addition, we may periodically request information or supporting documentation or conduct site visits in relation to supplier operations and practices relating to compliance with this Code of Conduct.

Suppliers are expected to:

Respond to all requests for information, self-assessment or supporting documentation in a timely manner;
Provide open, honest and complete information;
Support HRS in carrying out on-site reviews where required; and
Complete agreed remedial action plans, where required.

Where HRS considers that the Supplier is in breach of this Code of Conduct, HRS will respond appropriately. Where the conduct relates to a criminal matter, this shall be reported to the police and/or relevant authorities. Where the conduct is not criminal the supplier’s agreement may be suspended and/or terminated. For accommodation partners, this may result in instant removal of your property from HRS’s distribution platforms and accommodation programs.