Hakuhodo DY Group Procurement Guidelines

Laws relating to the prevention of bribery and corruption in each country and region of operation must be complied with; there must be no engagement in any forms of bribery, extortion or embezzlement; and any involvement in corruption or bribery in the supply chain must be prevented.

Any agreements, requests or permissions that involve the giving or receiving of improper or inappropriate benefits must not be made or tolerated.

It is vitally important to prevent, in advance, any conflicts of interest or concerns regarding possible conflicts of interest. If it becomes apparent that there is a possibility of a conflict of interest, all relevant information must be speedily disclosed.

Intellectual property rights, including copyright and industrial property rights must be respected, and the rights of others must not be infringed upon. The transfer of technology and/or know-how must be conducted in a manner that respects intellectual property.

It is vitally important to conduct business activities with fairness. It is not acceptable to have any kind of relationship with anti-social forces (organized crime groups, etc.). There must be no engagement in behavior that impedes free competition, other unfair competition, or advertising or promotional activity that involves misleading content or infringes on the rights of others.

In regard to requests for the redressing of grievances, it is vitally important to ensure that the anonymity of whistleblowers is protected, and to ensure that the content of reports received is kept confidential. In addition, whistleblowers must be protected to ensure that they do not suffer any adverse consequences for whistleblowing, either from the company in question or from any other individual.

In order to protect both one’s own company and third parties from harm, it is vitally important to put in place measures and systems to counter the threat of cyber-attack. It is necessary to implement timely reporting in the event that an incident occurs or is suspected to have occurred.

All laws and regulations relating to the protection of personal information must be complied with, and a thorough approach to the appropriate management of all personal information and customer information relating to business activities must be adopted.

It is vitally important to implement appropriate management and safeguarding of not only the supplier’s own information, but also confidential information obtained from customers and third parties.

Local laws and regulations in each country and region of operation must be complied with, and internationally recognized codes of conduct must also be respected.
Discrimination based on race, ethnicity, nationality, origins, language, religion, gender, age, political views, wealth, gender self-identification, sexual orientation, disability, family background, etc. must not be tolerated.
In relation to employment practices, including hiring and promotion, there must be no engagement in discrimination of the types noted above and equal opportunity must be provided.
Inhumane treatment, such as violence, intimidation, harassment and forced labor, etc., must not be tolerated.
Behavior and statements that could encourage discrimination or prejudice must not be made in any areas relating to creative production or manufacturing processes, etc.

There must be no use of labor obtained through force, coercion (including coercion by means of debt), inhumane prison labor, slavery or human trafficking.
Employment contracts must be drawn up in a language that the worker understands; the worker must be engaging in employment of their own free will, and the worker’s right to terminate their employment must be respected.
Workers must not be required to pay employment fees or give a security deposit, and workers’ identity documents and travel documents must not be withheld from them inappropriately.
Unreasonable restrictions must not be placed on where workers live or on their freedom of movement.

Children who have not yet reached the minimum age of employment as specified in local laws or regulations must not be recruited or allowed to work.
Young workers under the age of 18 must not be allowed to work at night or outside regular working hours, and must not be allowed to undertake work that has health or safety risks.
To prevent child labor, workers’ age must be confirmed.

Workers must not be made to work for periods that exceed the statutory working hours stipulated by local laws or regulations.
Workers’ working hours, rest days and holidays must be properly managed, taking into account international standards.

Local laws and regulations regarding the minimum wage, overtime working and statutory benefits, etc. must be complied with.

While complying with local laws and regulations, freedom of association and fundamental labor rights including the right to organize and the right to collective bargaining must also be respected.
Workers must not be subjected to discriminatory treatment or retaliatory action on account of having exercised their lawful fundamental labor rights, such as the right to collective bargaining.

Understanding the Hakuhodo DY Group Philosophy principle “Encourage individual personalities to flourish within a teamwork environment, leading to the creation of new value,” it is desirable that suppliers participate with us in social contribution activities that foster community development toward the creation of an abundant future for sei-katsu-sha and contribute to the development of society.

Local laws and regulations relating to labor health and safety, and relevant international standards, must be complied with, and workers’ health and safety must be ensured.
Occupational safety risks must be identified and assessed, and all necessary measures must be taken to reduce these risks.
Reasonable accommodations must be provided for pregnant women, mothers who are breastfeeding, workers with disabilities, and elderly workers.

It is strongly recommended that the status of occupational accidents and occupational diseases be identified, recorded and reported on, and that appropriate countermeasures and corrective measures be taken.

The risk of workers being exposed to harmful biological, chemical or physical effects in the workplace must be identified and assessed, and appropriate countermeasures must be taken.

Emergency situations and their probability of occurrence must be identified and assessed, and concerted efforts must be made to implement necessary measures to minimize the potential harm to workers and to assets.

Proper health and safety measures must be taken in relation to the dormitories, cafeterias, toilets, etc. provided to workers, and concerted efforts must be made to ensure that suitable evacuation routes are available to evacuate from these facilities in an emergency.

Local laws relating to health must be complied with, and appropriate health management for workers must be implemented.

To support the Hakuhodo DY Group Environmental Policy drawn up by the Hakuhodo DY Group, it is vitally important to comply with environment-related laws in each country and region of operation, to obtain the necessary permits and approvals for business activities, and to implement the required registration and reporting.

Concerted efforts must be made to use energy in a sustainable, efficient manner, and ongoing measures to reduce energy consumption and greenhouse gas emissions must be implemented. Greenhouse gas reduction targets must be set and emissions must be continuously measured and disclosed.

Local laws and regulations must be complied with, and harmful substances must be identified and appropriate measures must be implemented before emission.

Water quality verification, monitoring and treatment must be performed before emitting waste water, and pollution sources must be identified and managed.

Local laws and regulations must be complied with, and concerted efforts should be made to enhance resource efficiency by implementing the “3 Rs” (Reduce, Reuse, Recycle) to minimize waste.

Identification, labeling and management of dangerous substances must be undertaken, and a thorough approach to their safe handling, transportation, storage and disposal must be adopted. All laws and regulations relating to prohibitions of, or restrictions on, the use of specified substances used in products must be complied with.

Concerted efforts should be made to avoid and minimize the impact of business activities on biodiversity, and to ensure that natural resources are used sustainably.