Purpose
This Supplier Code sets the minimum standards that Mazel Grand HMS expects from all suppliers, partners, and contractors. It reflects our commitment to ethical business practices, environmental responsibility, and respect for human rights.
By working with Mazel Grand HMS, suppliers agree to comply with this code and to promote these standards within their own supply chains where applicable.
Scope and applicability
This code applies to all entities that provide goods or services to Mazel Grand HMS, including:
- Software vendors and SaaS providers.
- Cloud hosting and infrastructure providers.
- Professional service providers (consultants, lawyers, accountants).
- Freelancers and independent contractors.
- Any third party acting on behalf of Mazel Grand HMS.
Legal compliance
Suppliers must comply with all applicable laws and regulations in the jurisdictions where they operate.
- Business operations: suppliers must be properly registered and licensed to conduct business.
- Tax compliance: suppliers must pay all required taxes and file accurate returns.
- Employment law: suppliers must comply with local employment, health and safety, and labour laws.
- Data protection: suppliers must comply with UK GDPR and equivalent data protection laws when handling personal data.
- Anti-bribery: suppliers must comply with all applicable anti-bribery and anti-corruption laws.
Labour and human rights
Suppliers must respect the human rights of their workers and provide fair and safe working conditions.
- No forced labour: suppliers must not use forced, bonded, or involuntary labour.
- No child labour: suppliers must not employ workers below the minimum legal age.
- Freedom of association: workers must have the right to join trade unions and bargain collectively.
- Fair remuneration: workers must be paid at least the minimum wage and any legally mandated benefits.
- Working hours: working hours must comply with local laws and workers must receive adequate rest.
- Safe conditions: workplaces must be safe and healthy, with appropriate safety equipment and training.
- No discrimination: suppliers must not discriminate on grounds of race, religion, gender, age, disability, or other protected characteristics.
- No harsh treatment: suppliers must not use physical punishment, abuse, or harassment.
Data protection and privacy
Suppliers who handle personal or confidential data on behalf of Mazel Grand HMS must implement appropriate security measures and comply with data protection obligations.
- Data minimisation: collect and process only the data necessary for the agreed purpose.
- Security: implement technical and organisational measures to protect data from unauthorised access, loss, or theft.
- Access control: restrict data access to authorised personnel who need it for their role.
- Data retention: delete or return data when the engagement ends or on request.
- Breach notification: notify Mazel Grand HMS promptly in the event of a data breach.
- International transfers: ensure any international data transfers comply with applicable legal requirements.
Security and confidentiality
Suppliers must protect Mazel Grand HMS confidential information and intellectual property.
- Confidentiality: treat all non-public information from Mazel Grand HMS as confidential.
- No unauthorised disclosure: do not share confidential information with third parties without written consent.
- Return on termination: return or destroy all confidential materials when the relationship ends.
- Security standards: maintain reasonable security controls to protect systems and data.
- Incident response: cooperate with Mazel Grand HMS in the event of a security incident.
Anti-bribery and corruption
Suppliers must not engage in bribery, corruption, or unethical business practices.
- No bribery: do not offer, promise, or give bribes or improper advantages to obtain or retain business.
- No facilitation payments: do not make facilitation payments to expedite routine government actions.
- Gifts and hospitality: gifts and hospitality must be reasonable, proportionate, and not intended to influence decisions.
- Political contributions: do not make political contributions on behalf of Mazel Grand HMS.
- Conflict of interest: disclose any actual or potential conflicts of interest.
- Record-keeping: maintain accurate and transparent business records.
Environmental responsibility
Suppliers are encouraged to minimise their environmental impact and adopt sustainable practices.
- Waste reduction: minimise waste through recycling and efficient resource use.
- Energy efficiency: use energy-efficient equipment and practices where feasible.
- Responsible sourcing: source materials from sustainable and ethical suppliers where applicable.
- Compliance: comply with all applicable environmental laws and regulations.
Quality and performance
Suppliers must deliver goods and services that meet agreed specifications and quality standards.
- Agreed specifications: deliver products and services that meet the scope and requirements defined in the contract.
- Timely delivery: meet agreed delivery schedules and communicate delays promptly.
- Continuous improvement: work with Mazel Grand HMS to identify and implement improvements.
- Problem resolution: address issues and complaints promptly and constructively.
Conflicts of interest
Suppliers must avoid situations where their personal or business interests conflict with their obligations to Mazel Grand HMS.
- Disclosure: disclose any actual or potential conflicts of interest immediately.
- Avoidance: avoid situations where a conflict could arise.
- Fair dealing: do not use confidential information or relationships for personal gain.
Supplier selection and onboarding
Mazel Grand HMS may assess suppliers against this code during selection and onboarding.
- Pre-engagement assessment: we may request information about suppliers labour practices, security controls, and compliance record.
- Code acknowledgement: suppliers may be required to acknowledge this code in writing.
- Due diligence: we may perform additional due diligence for higher-risk suppliers or engagements.
Monitoring and review
Mazel Grand HMS reserves the right to monitor supplier compliance with this code.
- Information requests: suppliers must provide information about their compliance when requested.
- Site visits: we may conduct site visits or audits with reasonable notice.
- Right to inspect: suppliers must allow Mazel Grand HMS or its representatives to inspect relevant records with reasonable notice.
Non-compliance and consequences
Breaches of this code are taken seriously and may result in action.
- Remediation: we may require suppliers to take corrective action to address non-compliance.
- Suspension: we may suspend new orders or engagements while investigating non-compliance.
- Termination: serious or repeated breaches may result in termination of the supplier relationship.
- Legal action: we may pursue legal remedies where appropriate.
Reporting concerns
Suppliers or their workers who have concerns about compliance with this code are encouraged to report them.
- Direct contact: concerns can be raised with Mazel Grand HMS at info@mazelgrandhms.com.
- Confidentiality: concerns can be raised confidentially and will be investigated.
- No retaliation: we will not tolerate retaliation against anyone who raises a genuine concern in good faith.
Review and updates
This code is reviewed annually and updated as needed to reflect changes in our business, regulations, or stakeholder expectations. Suppliers will be notified of material changes.
Contact
Questions about this code or supplier compliance: info@mazelgrandhms.com.
To report concerns about a supplier, contact us directly or use the Speak-Up Policy for confidential reporting.