Our Committment
When our customers buy products from OFFICE, we want them to have confidence that our business is committed to being ethical and fair in all our dealings. Therefore, this OFFICE Code of Ethics and Good Business Practice (the Code or the OFFICE Code) summarises the minimum standards of behaviour that we expect everyone working for OFFICE, either directly or indirectly, to adhere to, no matter where located.
The Code is based upon the following general principles:
- • All OFFICE products are produced lawfully, through fair and honest dealings.
- • All persons who maintain any kind of employment, economic, social and/or industrial relationship with OFFICE are not exploited, are treated fairly and with dignity.
- • OFFICE and all of our suppliers must provide decent working conditions for all employees.
As used in this document the term 'Supplier' includes but is not limited to vendors, agents, factories, sub-contractors and material/component suppliers. Where reference is made to an employment relationship, ‘Supplier’ and OFFICE will hereon be referred to as the 'Employer'.
The OFFICE Code is supported by a process of self-evaluation and independent inspections to ensure Suppliers comply with the Code. It is designed to be fair, achievable and easy to check, and is aimed at promoting the ongoing development of our Suppliers. Therefore:
- • The Supplier must work openly and actively with OFFICE towards compliance with the Code which forms part of our terms and conditions of trade with OFFICE.
- • The Supplier will not provide, use or rely on the use of falsified documents/records for legal compliance or to comply with the OFFICE Code.
- • The Supplier MUST provide correct and complete information including factory names and sub-contractors, where applicable, on all order documentation. (i.e. purchase orders)
This Code is based on extracts from internationally agreed standards: such as the Universal Declaration of Human Rights, the UN Convention on the Rights of the Child and ILO (International Labour Organisation) Conventions. OFFICE subscribes to the aforementioned standards and strives to ensure compliance with such standards.
OFFICE requires all Suppliers to comply with all local legal and regulatory requirements of the countries in which they operate and to recognise international standards. The Employer must only employ workers who are legally entitled to enter into employment in accordance with the national immigration and other laws.
The Employer shall not use any form of forced, bonded, indentured, trafficked, slave or prison labour. Workers shall not be required to lodge ‘deposits’ or their identity papers with their Employer and must be free to leave their Employer after reasonable notice.
Workers have the right to join or form trade unions of their own choosing and to bargain collectively. The Employer does not need to give prior authorization and shall not interfere with, obstruct or prevent such legitimate activities. The Employer must adopt an open attitude towards the activities of trade unions and their organisational activities. Where the right to freedom of association and collective bargaining is restricted under law, the Employer facilitates, and does not hinder the development of alternative means for independent and free association and bargaining.
The Employer shall take all reasonable precautions to ensure that the working conditions, facilities and equipment are safe, hygienic and not detrimental to the health of workers, in compliance with applicable local laws. This includes the regular recorded assessment of risks and hazards that may impact the health or safety of workers, and training for all workers.
Health and safety risks include, but are not limited to, those associated with exposure to noise, dust, chemicals, fire, machinery, equipment, electrocution and the structural integrity of the facilities.
No children under 15 years of age, or the minimum school leaving age of the country where it is higher, are to be employed or engaged in the production of OFFICE products. The Employer shall develop and/or participate in and contribute to policies and programmes which provide for the transition of any child found to be performing child labour to enable him/her to attend and remain in quality education until they are over 15 years of age, or the minimum school leaving age of the country where it is higher.
Young workers, those between 16-18 years of age, shall not be employed overnight or in hazardous conditions. They must be afforded appropriate protections as required by local law and these policies and procedures shall conform to the provisions of the relevant ILO (International Labour Organisation) standards.
Wages and benefits paid for a working week must meet, at a minimum, the legal and industry standards. Payment for all hours worked must be in accordance to the agreed method (in cash or into the worker’s bank account) and must be paid promptly and in full. Deductions from wages as a disciplinary measure shall not be permitted nor shall any deductions from wages not provided for by national law be permitted without the expressed permission of the worker concerned. All workers shall be provided with written and understandable information about their employment conditions with respect to wages before they enter employment and about the particulars of their wages for the pay period concerned each time that they are paid.
The Employer shall ensure that:
- • The normal working hours should not exceed 48 hours per week.
- • Workers have at least one rest day in every 7 day period.
- • Any necessary overtime worked should comply with national laws or industry standards, whichever offers greater protection.
There must be no discrimination in employment, including hiring, compensation, access to training, promotion, discipline, termination or retirement based on gender, race, religion, age, disability, nationality, maternity, marital status, sexual orientation, union membership or social or ethnic origin.
All persons who maintain any kind of employment, economic, social and/or industrial relationship with OFFICE must be treated with respect and dignity. No worker will be subject to any physical, sexual, psychological or verbal harassment, violence, exploitation or abuse.
The Employer must ensure workers are employed on the basis of negotiated, legal, written contracts and must provide a copy to the worker in a language that they can understand.
OFFICE is opposed to using the below to avoid obligations to employees under labour or social security laws and regulations:
- • Labour-only contracting
- • Sub-contracting, or home-working arrangements
- • Apprenticeship schemes where there is no real intent to impart skills or provide regular employment
- • Excessive use of fixed-term or zero-hours contracts of employment
Employees must be able to freely resign without prejudice or penalty by giving the required period of notice.
Subcontracted processes – which are processes carried out by another factory unit, or from domestic premises (home-working) – must be declared to OFFICE when an order or contract is placed, and have our prior written permission. Similarly, subcontractors are not permitted to further subcontract any part of manufacture of OFFICE products without prior written permission and approval from OFFICE.
It is the Supplier’s responsibility to ensure that any subcontractors, which have been approved by OFFICE, are aware of and maintain the standards set out in this Code. This also requires access to any subcontracted facilities to OFFICE or our designated representative to enable the assessment and verification of compliance with the standards of the OFFICE Code.
Workers have the right to join or form trade unions of their own choosing and to bargain collectively. The Employer does not need to give prior authorization and shall not interfere with, obstruct or prevent such legitimate activities. The Employer must adopt an open attitude towards the activities of trade unions and their organisational activities. Where the right to freedom of association and collective bargaining is restricted under law, the Employer facilitates, and does not hinder the development of alternative means for independent and free association and bargaining.
OFFICE is committed to ensuring any animal products used in the manufacture of our products are from fair and ethical sources. Where animal materials are used, Suppliers should implement industry recognised best practice to ensure animal welfare during rearing, transportation and slaughter is safeguarded at all times. This means the Supplier must meet the following conditions:
- • Suppliers must provide OFFICE with information on the name of the species of animal used in our products (common and Latin name) and the country of origin where the animal was reared
- • Only cow, buffalo, sheep, goat or pig leather/skin, sourced as a by-product of the meat industry can be used in our products
- • Leather, skin or any other animal product must not be obtained whilst the animal is still alive or from aborted animals
- • Suppliers must not use products from vulnerable or endangered species appearing on either the International Union for the Conservation of Nature (IUCN) or the Convention of International Trade in Endangered Species (CITES) lists
- • Suppliers must not use real fur (except sheepskin, goatskin or cowhide) or pelts on any goods supplied to OFFICE. This exclusion includes Karakul lambskin pelts from aborted or newborn lambs
- • Angora or other rabbit hair must not be used in our products
- • Only certified feathers that are sourced as a by-product of the poultry industry can be used in our products
The provisions of this Code constitute minimum and not maximum standards, and this Code should not be used to prevent Suppliers from exceeding these standards. Should we become aware of any non-compliance to our Code within our supply chain we will expect our Suppliers to resolve issues in a timely manner with our support. Ongoing non-compliance may result in our disengagement from the partnership between OFFICE and the Supplier.
This Code should be displayed and translated into the worker’s own language, it is the Supplier’s responsibility to ensure that this is actioned within each factory that manufactures for OFFICE. If any workers are illiterate, the Code should be translated verbally.