1. INTRODUCTION
TECH3 Solutions Sdn Bhd (the “Company”) has adopted the following Code of Conduct (the “Code”) for Directors, management and employees of the Company. This Code is established to promote the corporate culture which engenders ethical conduct that permeates throughout the Company. All Directors, management and employees of the Company shall be referred to as “Officers” hereon.
2. PRINCIPLE
The principle of this Code is based on principles in relation to trust, integrity, responsibility, excellence, loyalty, commitment, dedication, discipline, diligence and professionalism.
3. PURPOSE
This Code is formulated with the intention of achieving the following aims:
3.1 To emphasize the Company’s commitment to ethics and compliance with the applicable laws and regulations;
3.2 To set forth basic standards of ethical and legal behaviour within the Company;
3.3 To improve self-discipline in order to provide the Company with good and quality service; and
3.4 To enhance skills in the implementation of duties and to be able to adapt to the work environment.
4. CODE OF CONDUCT
Every Officer is responsible to ensure compliance with the Code:
- Know and comply with the Code and the Company Policies and Procedures.
- Seek guidance when in doubt.
- Avoid illegal, bribery and corruption, unethical or otherwise improper acts.
- Report any suspected violation of policies, laws and regulations.
- Assist authorised teammates with investigations.
- Take responsibility and accountability for his/her actions.
- Notify his/her Head of Department (HOD) or the Board immediately if any irregularity is suspected.
The Company will take disciplinary action against any personnel who fails to act in accordance with applicable statutory laws, Company Policies and Procedures and this Code.
In the performance of his or her duties, each Officer must comply with the letter and spirit of the following codes:
4.1 Human Rights
The Company supports and respects human rights. The Company treats Officers with dignity and respect in the workplace, provides equal employment opportunities, creates a safe and harmonious work environment, and will not engage in any form of discrimination. Officers should respect the personal dignity, privacy and rights of each individual they interact with during the course of work and shall not in any way cause or contribute to the violation or circumvention of human rights.
4.2 Health And Safety
The Company provides a work environment that is safe, secure and free of danger, harassment, intimidation, threats and violence. The Company takes appropriate precautions to prevent injuries or adverse working conditions for each and every Officer. It is the responsibility of each and every Officer to adhere to the prescribed safety rules and acts as well as to raise any concerns which may represent a potential threat to health and safety. Officers are responsible for reporting injuries and unsafe work practices or conditions as soon as they are being discovered or become known.
4.3 Environment
The Company conducts operations in a manner that safeguards health, protects the environment and conserves valuable materials. The Company is committed to protect the environment by minimizing and mitigating environmental impacts throughout the life cycle of operations. Officers should contribute to minimizing the use of finite resources, including energy, water and raw materials. Officers should minimize the harmful emissions to environment, including waste, air emissions and discharges to water.
4.4 Gifts And Business Courtesies
Officers must exercise caution in relation to offering or accepting gifts and business courtesies. Officers should not accept gifts or other form of remuneration if there is reason to believe that its purpose is to improperly influence business decisions. All Officers shall refer to and adhere to Company’s Business Entertainment, Gifts and Hospitality Policy.
4.5 Anti-Corruption
Corrupt arrangements with customers, suppliers, government officials, or other third parties are strictly prohibited. “Corruption” generally refers to obtaining, or attempting to obtain, a personal benefit or business advantage through improper or illegal means.
Corrupt activities are not only a violation of the Code; they could potentially be a serious violation of criminal and civil anti-bribery and anti-corruption laws with statutory penalties. Should the Company become aware of any potential or actual corrupt arrangement or agreement, the Company have the statutory obligations to report to the relevant authority(ies)
4.6 Anti-Money Laundering
“Money Laundering” is the process by which persons or groups try to conceal the proceeds of illegal activities or try to make the sources of their illegal funds look legitimate.
The Company shall to the best of its ability and knowledge conduct business with reputable customers with legitimate funds, for legitimate business purposes.
4.7 Company Records And Internal Controls
The Company’s records must be prepared accurately and honestly, both by accountants who prepare financial statements and by Officers who contribute to the creation of business records, for example, by submitting expense records, time sheets, order and invoice records. The Company takes obligation to maintain business records for operational, legal, financial, historical and other purposes seriously and takes appropriate steps to ensure that the content, context and structure of the records are reliable and authentic.
Reliable internal controls are critical for proper, complete and accurate accounting and financial reporting. Officers must understand the internal controls relevant to their positions and comply with the policies and procedures related to those controls to ensuring that effective and reliable business processes are in place.
4.8 Company Assets
The Company’s properties and assets should be managed and safeguarded in a manner which protects their values. Officers are accountable both for safeguarding all assets entrusted to them, including the information resources, records, materials, facilities and equipment under their care or control, from loss, theft, waste, misappropriation or infringement and for using the assets to advance the interests of the Company. All Officers have an affirmative duty to immediately report the theft, loss or misappropriation of any Company assets, including financial assets, physical assets, information assets and electronic assets to the management as stipulated under Violations of Code of Conduct below.
4.9 Exclusive Service
The Company expects each and every Officer to give their fullest attention, dedication and efforts to their duties and the Company. Officers must avoid any personal, financial or other interest which may be in conflict with their duties and responsibilities to the Company. In this respect, an Officer is not permitted to be gainfully employed by any other organization, company or business concern other than the Company without prior written consent of the Chief Executive Officer.
4.10 Integrity And Professionalism
Officers should remember that they are a reflection on the Company and are constantly being judged and otherwise appraised by everyone they come in contact with. All Officers should conduct themselves with the highest degree of integrity and professionalism in the workplace or any other location while on Company’s business.
4.11 Personal Appearance
An Officer is expected to be suitably and neatly dressed so as to maintain an appropriate appearance that is business like, neat and clean, as determined by the requirements of the work area. Dress and appearance should not be offensive to customers or other Officers.
Dress, grooming and personal cleanliness standards are important and contribute to the morale of all Officers and affect the business image to the Company’s customers and visitors.
4.12 Confidential Information
All information obtained in the course of engagement and/or employment with the Company shall be deemed to be strictly confidential and shall not be disclosed to any third party. This measure applies to all Officers both during and after the service with the Company.
Except with the permission of the Company, an Officer shall not make any unauthorized public statement, circulate, divulge or communicate with any customer, member of the public, media or government or statutory bodies on the policies or decision of the Company on any issue, or any other information or details in respect of the Company’s business. This applies to disclosures by any medium, including the internet, especially via social media sites (e.g. Facebook, Twitter, YouTube), internet message boards and/ or blogs. An Officer must take precautionary steps to prevent the unauthorised disclosure of proprietary or confidential information, including protecting and securing documents containing this information.
Personal records and remuneration including the Officer’s own remuneration are classified as Private and Confidential information and shall not be divulged.
4.13 Compliance Obligations
Officers are responsible for knowing and complying with the requirements applicable to their work activities, including those described in Rules of Conduct and Disciplinary Procedure in the Employee Handbook and those described in the Company’s guidance documents (Company’s standards, policies, procedures and manuals).
5. COMMUNICATION AND COMPLIANCE
The Company and the Board should ensure this Code is being communicated to all levels of Officers through staff handbook, notice board, intranet, or corporate website. The Company should include the briefing of this Code to new Officers in the induction programme.
The Board should ensure this Code permeates throughout the Company and is being complied by all levels of Officers.
6. VIOLATIONS OF CODE OF CONDUCT
The Company’s Officer should report to supervisors, managers, HODs or Head of Human Resource about the known or suspected illegal or unethical behaviour. The Company’s Executive Director and senior management shall promptly report any known or suspected violations of this Code to the Board. All Officers shall refer to and adhere to the Whistle Blowing Policy and Procedures.
7. NON-RETALIATION
The Company makes every effort to maintain the confidentiality of any individual who reports concerns and possible misconduct. Officers who retaliate or encourage others to do so will be subjected to disciplinary actions, up to and including termination of employment or engagement. The Company does not tolerate any form of retaliation against anyone who makes a report in good faith.
8. INVESTIGATIONS
The Company shall investigate reported concerns promptly and confidentially with the highest level of professionalism and transparency. All internal investigations and audits are conducted impartially and without predetermined conclusions. Each and every Officer shall be expected to cooperate fully with audits, investigations and any corrective action plans, which may include areas for continued monitoring and assessment.
Where external investigations are required, every Officer shall appropriately respond to, cooperate and shall not interfere with, any lawful government inquiry, audit or investigation.
9. REVIEW
The Code of Conduct is to be regularly reviewed by the Board and Senior Management of the Company as and when required and communicate the new changes to all levels of Officers.