Appendix 1 - Supplier Code of Conduct
Our commitment
We will act honestly and fairly when buying goods and services. We want the money we spend to benefit local communities and help reduce carbon emissions. We expect our suppliers to share these goals and agree to follow the conduct explained. The code of conduct is part of the terms and conditions of the contract.
We follow UK and international human rights laws and expect suppliers to do the same.
What we expect from suppliers
1. Human rights and modern slavery
Suppliers must:
- respect human rights and never use forced, trafficked, or child labour
- make sure their own suppliers follow the same rules
- tell us immediately about any investigations into slavery or trafficking, and
- cooperate fully with any audits or checks.
2. Fair work and safe conditions
Suppliers must:
- pay any staff working on a council contract the Real Living Wage
- follow all laws on pay, hours, and working conditions
- Treat workers equally and without discrimination
- support staff wellbeing, training, and development, and
- promote diversity, equality and inclusion.
Health and safety must include:
- safe and clean workplaces
- proper equipment provided free of charge
- training on how to use equipment safely, and
- systems to report and prevent accidents.
3. Ethical business practices
Suppliers must:
- act honestly and fairly at all times
- not engage in bribery, fraud, or corruption
- never offer gifts or payments to influence ourstaff
- treat subcontractors fairly and pay them on time
- use open and fair processes to appoint subcontractors
- follow all relevant laws and tax rules, and
- avoid practices that harm people or communities.
They should also:
- manage risks in their supply chains
- deliver on social value and sustainability commitments
4. Data protection
Suppliers must:
- keep data safe and follow data protection laws
- have at least Cyber Essentials certification, and
- manage and reduce data risks.
5. Responsible use of Artificial Intelligence (AI)
If suppliers use AI, they must:
- use it safely and ethically
- put controls in place to prevent harm, and
- keep systems updated with best practice.
6. Environmental responsibility
Suppliers must:
- follow local and national environmental laws
- handle and dispose of waste properly, and
- train staff to reduce environmental harm.
7. Carbon reduction and sustainability
Suppliers should:
- measure and share their carbon emissions when asked
- work with us to reduce carbon emissions
- use energy-efficient and low-carbon solutions
- reduce waste and avoid unnecessary plastics, and
- buy locally where possible.
They should also:
- use sustainable materials
- avoid harmful chemicals
- protect wildlife and biodiversity, and
- reduce water use and pollution.
8. Monitoring and reporting
- We may audit suppliers to check compliance.
- Suppliers must cooperate fully and be transparent.
- Any issues must be reported immediately.
- Suppliers should report serious concerns or wrongdoing.
