Codes of Conduct
CODES OF CONDUCT & BUSINESS STANDARDS
Introduction
At KC Denmark A/S we are committed to promoting and complying with
the highest legal, security, and ethical standards. KC Denmark A/S
has earned its reputation for being an ethical business
organization. It is our responsibility to maintain this valuable
reputation for our future. We have established various policies and
procedures to ensure that we are able to continuously meet such
standards. The following Codes of Conduct provides an overview of
the standards in which we expect all of our staff members to
operate.
Scope
This Codes of Conduct and Business Standards policy, including all
policies referenced herein (collectively, the "Business Standards")
applies to all employees, officers and directors of the
company.
Codes of Conduct
The KC Denmark A/S Business Standards establishes standards of
behavior as follows:
Compliance with Law, Rules and
Regulations
• You are expected to do the right thing in the right way. You are
expected to obey all laws, rules and regulations, and comply with
the rules and policies of KC Denmark A/S, including the Business
Standards.
• It is your duty to report any violations to your supervisor.
Conduct that impairs KC Denmark A/S' reputation must be avoided
when you deal with customers, suppliers, vendors, competitors,
civic representatives and others important to KC Denmark A/S.
• In particular, do not take unfair advantage, whether through
manipulation, concealment, abuse of privileged information,
misrepresentation or other unfair dealing.
• If you have any doubts about whether or not you are doing the
right thing, talk to your supervisor about it. You must conduct
business in an honest and ethical manner that reflects the highest
level of integrity.
No Harassment or Abusive Behavior
• KC Denmark A/S is committed to ensure a pleasant and respectful
working environment free of harassment and threats. We believe that
respecting each other is essential to maintain a productive,
supportive, safe and non-hostile work environment.
• Do not threaten, intimidate or harass your fellow employees or
others who do business with KC Denmark A/S. Every employee deserves
respect.
• Sexual harassment of any kind will not be tolerated. This
extends to making any inappropriate or humiliating comments in
relation to one's sex or that are sexual in nature.
• Differences in gender, ethnicity, religion, race, disability,
age and diversity must be embraced.
Health and Safety
• Never do anything that jeopardizes the safety or health of our
employees or of our community.
• Any threats of violence will not be tolerated and should be
immediately reported.
• Never do anything that reduces the quality, functionality and
safety of our products and services.
Anti Slavery and Human Trafficking
• Employees must not engage in, facilitate or fail to report any
activity that might lead to, or suggest, modern slavery or human
trafficking.
• We are committed to engaging with our stakeholders and suppliers
to address the risk of modern slavery and human trafficking in our
operations and supply chain.
• As part of our ongoing risk assessment and due diligence
processes we will consider whether circumstances warrant us
carrying out audits of suppliers.
• If we find that other individuals or organizations working on
our behalf have breached our Business Standards we will ensure that
we take appropriate action.
Anti Corruption
• Employees are prohibited from offering or receiving anything of
value to obtain or retain business, an improper advantage, or
favored treatment from any third party (including Government
Officials), or any other person with whom the Company does or
anticipates doing business.
• Gifts may never be provided to or received from government
officials. Gifts of nominal value may be provided to or received
from other parties only under certain circumstances it consistent
with our common business at KC Denmark A/S.
• Any offers of a gift or other business courtesy that exceeds
nominal value, or that seems inconsistent with common business
practices, should be immediately reported to the Compliance
Team.
Anti Money Laundering
• Where appropriate, conduct integrity assessments and other due
diligence and be familiar with their business practices.
• Observe and record payments and transactions consistent with all
established Policies and Procedures.
• Keep current, complete and accurate records of every business
transaction.
• Immediately alert KC Denmark A/S of any suspicious activity. Be
aware of and follow country legal requirements for the reporting of
cash transactions.
• Cooperate fully with legal and regularity authorities charged
with enforcing anti-money laundering laws.
Whistleblowing
• When an employee develops knowledge of, or a suspicion of,
improper accounting or auditing practices, illegal or unethical
conduct or conflicts of interest in connection with the finances or
other aspects of operations of the Company:
- Employee is encouraged to bring this information to the
attention of KC Denmark A/S.
- The General Counsel will investigate allegations promptly in a
manner appropriate to the circumstances, and findings of illegal
conduct will be reported to the CEO and Board of Directors of the
company on a timely basis. The confidentiality of the identity of
any person providing information regarding actual or alleged
illegal conduct will be maintained to the extent possible, without
impeding the investigation and resolution of the mater.
• No employee will punish or retaliate against anyone who refuses
to participate in misconduct, anyone who cooperates with an
investigating agency, or anyone who engages in good faith reporting
of information under KC Denmark A/S's Business Standards.
• Anyone reporting a concern must act in good faith and have
reasonable grounds for believing the information disclosed
indicates an improper accounting or auditing practice, illegal or
unethical conduct, conflicts of interest in connection with the
finances or other aspects of operations of the Company or a
violation of KC Denmark A/S's Business Standards or the law. The
act of making allegations that prove to have been made maliciously,
recklessly, or with the foreknowledge that the allegations are
false, will be viewed as a serious disciplinary offense and may
result in discipline, up to and including dismissal from the
volunteer position or termination of employment. Such conduct may
also give rise to other actions, including civil lawsuits.
• Reports of concerns, and investigations pertaining thereto,
shall be kept confidential to the extent possible, consistent with
the need to conduct an adequate investigation.
Confidentiality
• You must protect KC Denmark A/S's confidential information
including any confidential information KC Denmark A/S handles on
behalf of its customers, partners and suppliers.
• You should assume that all information you acquire while working
at KC Denmark A/S is confidential and thus may not be disclosed to
any third party or used for any reason other than reason for which
the confidential information was obtained. Even within the company
confidential information you may have access to may only be
disclosed to those who have a "need to know".
• You must always take reasonable precautions to ensure any
confidential information is protected form unauthorized disclosure
and use.
• When preparing or handling any confidential information you must
ensure to properly label such information with the appropriate
labels such as "Confidential" pursuant to KC Denmark A/S' Data
Classification policy.
Classification policy
• Nothing herein will derogate from any additional or specific
confidentiality requirements that you are bound by under your
employment or other applicable agreement.
Insider Trading
• In some cases you may be privy to or hear of information that is
not public information. You are strictly prohibited from using any
such information to buy or sell KC Denmark A/S securities. You are
also strictly prohibited from disclosing such information to
others.
Conflict of Interest
• You must avoid any conflict between your personal interests and
those of the KC Denmark A/S.
• A conflict of interest exists when your personal activity or
interests conflict with those of the company. Such conflicts may
influence your judgment and cause you to make decisions based on
your interests and personal gain rather than the interests of the
company.
• Situations that may create conflicts include:
- Using information developed or learned on the job for personal
or familial benefit
- Having a significant shareholding in any of KC Denmark A/S'
customers or vendors
- Personal investments in any competitor of KC Denmark A/S that
may cause you to act in manner that could conflict with or
otherwise harm KC Denmark A/S
- Assuming roles such as board membership or advisory positions
with third parties or competitors where it may cause you to act in
a manner that could conflict with or otherwise harm KC Denmark
A/S
- Owning an economic interest in any real estate, securities or
other assets in which KC Denmark A/S has an interest in
- Advancing familial or personal interests in ordering services or
goods; and
- Assisting others in developing products or services that relate
to or are similar to KC Denmark A/S products or that would require
the use of KC Denmark A/S resources
• You must report any potential conflicts to your supervisor and
not accept any additional roles without first receiving approval
from the VP level manager.
Equal Opportunity and No Discrimination
• At KC Denmark A/S we believe everyone deserves an equal chance
to succeed and contribute.
• You may never discriminate or deny equal opportunity.
• You must ensure that you contribute to providing equal
opportunity to all employees and applicants and that you provide a
work environment that is free from any type or form of
discrimination.
• All decisions must be based on merit, qualifications and
performance and never on characteristics such as gender, race,
color, ethnicity, disability, religion, age, sexual orientation, or
any other characteristics that are protected by law.
• Any discrimination must be reported immediately to your
supervisor, the HR Managers or any other corporate officer.
International Trade Sanctions
• As KC Denmark A/S sells its products and services globally it
must comply with any laws and regulations that may restrict its
ability to trade in certain territories or with certain
persons.
• Such sanctions may change from time to time and thus KC Denmark
A/S requires to receive accurate records of its customers and
suppliers to be able to perform reasonable checks to ensure
compliance with trade sanction laws. Such records should extend to
indirect sales as well (i.e. through resellers/distributors).
• You must receive prior approval prior to working with any
company located in a location that KC Denmark A/S has designated as
a restricted country.
Privacy and Security
• At KC Denmark A/S we are required to process various types of
personal information whether of our staff members, customers,
suppliers or any other individual. We are committed to handling
such information in compliance with all applicable data protection
and privacy laws.
• Personal information is defined broadly and may include obvious
information such as names, address, and ID #'s or less obvious
information such as IP addresses or other identifiers. If you have
doubts you should always treat the information as if it is personal
information.
• You must never use personal information for any reason other
than for the reason in which it was obtained.
• You may never collect or access personal information except
where you are explicitly authorized to do so.
• You must at all times maintain the security and confidentiality
of the personal information pursuant to your confidentiality
undertakings and the company's Security policies which are
available to you on the internal Intranet and/or HR system.
• You must comply with the company's Data Protection Policy and
privacy policies available to you on the Intranet and/or HR system
and the Company's website.
• You must immediately report any breach or suspected breach of
personal information to the director of information security. Such
breaches may include issues such as the unintentional collection or
disclosure of personal information.
Email and the KC Denmark A/S Network
When working at KC Denmark A/S you may have access to KC Denmark
A/S' network and email systems. You must use such systems in a
responsible manner and in compliance with KC Denmark A/S's Email
Policy and Acceptable Use Policy each as made available to you on
the internal Intranet and/or HR system.
Training and Responsibility
The KC Denmark A/S legal and compliance department are responsible
for overseeing this policy and for administering appropriate
training. You may contact the legal department with any questions
at lc@kc-denmark.dk.
Reporting, Investigation, No Retaliation and Disciplinary
Action
All employees are responsible for ensuring that the Business
Standards are followed. Employees are encouraged to assist in
eliminating any violations by reporting any violations or concerns
to your supervisor, other members of the supervisory chain, any
Corporate Officer.
The Company will promptly, thoroughly and impartially investigate
all alleged violations. Investigations may also be initiated by
management without receipt of a complaint or allegation.
The Company will take immediate measures to remedy any confirmed
violations. Any employee found to have violated the Business
Standards will be subject to prompt disciplinary action up to and
including termination and/or prosecution.
Retaliation against any employee for having made, or having been
involved as an alleged victim or as a witness, in a complaint of a
violation is strictly prohibited. For purposes of this policy,
retaliation shall be defined as any adverse action that negatively
impacts the conditions of employment of an employee, and includes,
for example, demotion, suspension, threats, harassment or
discrimination. Any employee found to have engaged in retaliation
will be subject to disciplinary action up to and including
termination.
If you wish to discuss the application of the Business Standards
or any policy to your duties or if you are aware of an alleged
violation of our Business Standards or policies, please contact
your supervisor. If you are not able to discuss this with your
supervisor, please contact the any Corporate Officer or the legal
department at lc@kc-denmark.dk.
Acknowledgement
The Business Standards are provided to all staff members upon
their start date at the Company and is accessible to everyone at
all times through the company's intranet and/or HR system. KC
Denmark A/S also provides training on the Business Standards. All
staff members are required to acknowledge (whether through signing
an acknowledgment or through an online form) that they have
received, read and understood the Business Standards and that they
agree to comply with such Business Standards.