Supplier code of conduct
LifeWorks (Canada) Ltd. and/or any of its affiliates (“LifeWorks”) has built a reputation of honesty, integrity and fairness by conducting our business according to the highest ethical standards. This Supplier Code of Conduct embodies these core values and reflects LifeWorks commitment to operate with the highest level of integrity. As part of this commitment, LifeWorks requires our business partners and suppliers to share in these same core values and business practices.
This Supplier Code of Conduct governs any company, entity or individual that sells or seeks to sell any products or services to LifeWorks whether directly or indirectly through its employees, affiliates, distributors, subcontractors, agents or other representatives (defined hereafter as “Suppliers”). We require all new and existing Suppliers to adhere to the LifeWorks Supplier Code of Conduct, live up to our core values and meet the highest standards of ethical and professional behaviour when providing products or services to LifeWorks or to LifeWorks customers on behalf of LifeWorks. The Supplier Code of Conduct sets out the principles, standards and behaviours our Suppliers must follow.
LifeWorks also expects its Suppliers to operate using the highest ethical and legal principles in its own daily business operations. We expect Suppliers to adhere to all applicable law, rules and regulations of the jurisdictions in which they operate. Suppliers are responsible for ensuring that any employees, affiliates, distributors, subcontractors, agents or other representatives of Supplier providing products or services to LifeWorks or to LifeWorks customers on behalf of LifeWorks read and comply with the LifeWorks Supplier Code of Conduct.
This Policy applies to all Suppliers of LifeWorks or to LifeWorks customers on behalf of LifeWorks.
Appropriate business conduct and compliance with law
Compliance with laws and professional & industry standards
LifeWorks is a global company and conducts business in many countries throughout the world. LifeWorks Suppliers must comply with applicable laws, rules and regulations in all countries where LifeWorks and the Supplier conducts business. Suppliers are also required to comply with policies and procedures, relevant laws and regulations and rules of professional conduct and standards of practice established by outside professional and industry organizations in the provision of providing services to LifeWorks and/or its customers.
Conflicts of interest
A “conflict of interest” situation exists when a person’s private interests or activities actually conflict in any way with the interests of LifeWorks, where they have the potential to conflict with the interests of LifeWorks or where they could be perceived to conflict with those of LifeWorks. Suppliers shall exercise reasonable care and diligence to prevent any actions that may result in actual, potential or perceived conflicts of interest.
Gifts and improper payments
Suppliers are discouraged from offering, and LifeWorks employees are discouraged from accepting, gifts of more than minimal value or lavish entertainment from Suppliers. When business meals and entertainment are appropriate to further business relationships, those expenses may not be extravagant in nature. If a Supplier is unsure as to whether a gift or entertainment complies with LifeWorks policies, they should consult with the intended recipient or the intended recipient’s superior. Offering or receiving any gift, gratuity or entertainment that might be perceived to unfairly influence a business relationship should be avoided. These guidelines apply at all times and do not change during traditional gift-giving seasons.
Suppliers are prohibited from engaging in corruption, extortion or embezzlement in any form. Suppliers must comply with all applicable anti-corruption laws and regulations of the countries in which they operate such as the U.S. Foreign Corrupt Practices Act, and as applicable, the UK Anti-Bribery Act, the OECD Anti-Bribery Convention and any other international anti-corruption conventions. Suppliers must not offer or accept bribes or employ other means to obtain an undue or improper advantage. Bribes, kickbacks, facilitating payments and similar payments to government officials or to LifeWorks employees or agents acting on LifeWorks behalf are prohibited.
Suppliers must comply with all laws prohibiting improper payments to domestic and foreign government officials. The promise, offer or delivery to an official or employee of various governments of a gift, favour or other gratuity in violation of these laws would not only violate LifeWorks' policies but could also be a criminal offence. Illegal payments should not be made to government officials of any country.
Anti money laundering
Suppliers must not directly or indirectly engage in any money laundering activities or conduct that violates anti-money laundering laws by accepting, transferring, converting or concealing money obtained from criminal activities or related to terrorist financing. Suppliers must commit to complying with all applicable sanctions, laws and regulations.
Privacy and data protection
Suppliers must protect LifeWorks corporate information, system and network access. Suppliers must also protect LifeWorks customer and employee personal information in compliance with applicable laws and LifeWorks policies. Unauthorized use or disclosure of such system, network access, or personal or confidential information is not permitted. Suppliers must immediately report any unauthorized disclosure, confidentiality breach, or loss of information of LifeWorks, its clients, employees or other Suppliers in accordance with Supplier’s governing agreement with LifeWorks.
Fair dealings and competition laws
Suppliers should not take unfair advantage of anyone through manipulation, concealment, abuse, misrepresentation of material facts or any other unfair dealing practice. Supplier will not engage in collusive bidding, price fixing, price discrimination or other unfair trade practices in violation of applicable antitrust and competition laws. Supplier will uphold fair business standards in advertising, sales and competition.
Business continuity planning
Suppliers who provide products or services that may impact LifeWorks operations and/or reputation, are expected to have business continuity and disaster recovery plans developed, maintained and tested in accordance with applicable regulatory and contractual requirements.
Suppliers must not assign all or part of a contract to a subcontractor without LifeWorks prior written consent. If approved, Suppliers must ensure that the subcontracting arrangement complies with their contractual obligations with LifeWorks and this Supplier Code of Conduct.
Suppliers must respect and refrain from infringing upon the intellectual property rights of others, including patents, trademarks, copyrights and other proprietary rights. Suppliers will only use intellectual property, information technology and software that has been legitimately acquired or licensed.
Suppliers may, by virtue of their dealings with LifeWorks, come in contact with material non-public information ("Inside Information") concerning LifeWorks, its affiliates, associated corporations or their customers. Suppliers must comply with legal and other restrictions with respect to trading in the securities of LifeWorks and other publicly traded companies. Suppliers and their personnel may not purchase or sell, whether themselves or on behalf of another party, securities issued by LifeWorks or any other publicly traded company while in the possession of Inside Information concerning the issuer. Securities include but are not limited to the following: common and preferred shares, debentures, notes, bonds, warrants, share purchase rights and options. Suppliers are required to have appropriate policies and procedures in place to ensure compliance with applicable laws and regulatory requirements regarding the management of Inside Information and must prevent inappropriate access or disclosure of Inside Information.
Suppliers must not make any public statements (whether on company websites, via social media or otherwise), issue any media releases or distribute any marketing materials referencing LifeWorks, or LifeWorks trademarks or logos, unless LifeWorks has approved each proposed use in advance or such use is expressly permitted in an existing agreement with LifeWorks.
Employment practices and acting ethically
Human rights laws, discrimination and harassment
LifeWorks is firmly committed to providing equal opportunity in all aspects of employment and other forms of work. All LifeWorks personnel have a responsibility for maintaining acceptable standards of personal behaviour and for ensuring that others have the opportunity to carry out their work assignments in a businesslike atmosphere free from violence, harassment and discrimination on any of the protected grounds, including: race, ethnicity, political affiliation, religion, gender, genetic information, veteran status, sexual orientation, age, marital and family status or disability. Any form of harassment or discrimination is prohibited. This approach is set out in LifeWorks Code of Business Conduct and Ethics. LifeWorks requires its Suppliers to have policies and procedures in place which prohibit and address discrimination, harassment and violence in the workplace.
LifeWorks values workplace environments that are inclusive and diverse. In choosing and evaluating its Suppliers, LifeWorks will consider their commitment to, and history of, fostering fair and inclusive work environments. Suppliers may be asked to provide LifeWorks with relevant information pertaining to their diversity and inclusion policies, programs and initiatives, and workforce representation. Suppliers who do not meet LifeWorks diversity expectations, or fail to comply with applicable laws regarding diversity, human rights, anti-harassment or non-discrimination, may become ineligible to do business with LifeWorks.
No child labour
LifeWorks will not tolerate child labour in its labour force or supply chains. Suppliers will not directly or indirectly employ workers that are younger than the applicable required minimum age.
No forced labour/modern slavery
LifeWorks will not tolerate modern slavery in its labour force or supply chains. Modern slavery can take many forms including slavery, servitude, forced or compulsory labour and human trafficking. Suppliers must not use any forced, involuntary, compulsory or indentured labour in any of its business activities or operations. Suppliers must comply with applicable modern slavery, forced labour and human trafficking laws and must not engage in practices associated with forced labour, withholding of wages, retention of identity documents or restriction of an individual’s movement. Suppliers will not knowingly source materials from supply chains associated with slavery, servitude, forced or compulsory labour and human trafficking and will take reasonable efforts to ensure that their own suppliers comply with this requirement.
Wages and working hours
Suppliers must comply with all applicable wage and hour laws, including those relating to minimum wage, overtime hours, and other elements of compensation, and must provide all legally mandated benefits.
Occupational health and safety
Suppliers have responsibility for maintaining a healthy and safe workplace by following health and safety laws, rules and practices and reporting accidents, injuries and unsafe equipment, practices or conditions to a supervisor or department head. Suppliers shall not tolerate impairment in the workplace, whether by drugs or alcohol, including prescription drugs (including medical marijuana), illegal use, recreational use, or otherwise. Suppliers must implement and maintain appropriate safety procedures, provide employees with required training, and supply any necessary protective equipment required for a safe work environment.
LifeWorks is committed to protecting and respecting our environment. We expect our Suppliers to comply with all applicable environmental laws and regulations. Suppliers are encouraged to undertake initiatives to conduct their businesses in an environmentally responsible way, including but not limited to: (a) tracking and mitigating greenhouse gas emissions; (b) reducing water, energy, paper and waste consumption; and (c) promoting the responsible use of business travel to manage and minimize carbon footprints.
Record keeping, compliance and reporting
Suppliers shall maintain accurate and complete books and records in order to verify compliance with applicable laws, their contractual obligations to LifeWorks and this Supplier Code of Conduct.
To the extent a Supplier is not in compliance with this Supplier Code of Conduct, corrective action must be implemented promptly. Any material non-compliance with this Supplier Code of Conduct may be grounds for LifeWorks to void or terminate contractual obligations with a Supplier.
LifeWorks reserves the right to interpret and amend the Supplier Code of Conduct at its discretion. LifeWorks may periodically require a Supplier to provide written confirmation that the Supplier meets the requirements of the Supplier Code of Conduct. A Supplier must co-operate if LifeWorks decides to audit performance of a Supplier’s obligations under the Supplier Code of Conduct. This audit could include, for example, employee interviews, facility inspections and a review of records.
Suppliers must report to LifeWorks any violations or possible violations of applicable laws and/or the Supplier Code of Conduct, including by Supplier, third parties or LifeWorks employees and contractors. Suppliers must not permit retaliation against any individual who, in good faith, seeks advice or reports such a violation or potential violation. To report violations or potential violations or to inquire about the requirements of the Supplier Code of Conduct, contact firstname.lastname@example.org
Policy Title - Supplier Code of Conduct
Policy owner (Dept) - Legal, Risk & Privacy Department
Applicable LOB/region - Enterprise – Global
First release - November 15, 2021
Effective date of revisions - N/A
Next review - November 2022 (or before if required)