Basemark has a strong company culture to do the right and avoid the wrong. This includes fair and transparent relationships with the companies and individuals who working for us. To ensure smooth processes and partnerships following rules apply to our suppliers if not agreed elsewhere:
Time Sheet Reporting
If Basemark is buying services from you that are based on time, you are required to maintain time sheets. The time sheet has to state at least the date, the hours, consultant’s name and a description of the work. Usually Basemark’s own tool called Smartsheet is used to report time, please ask your contact person for access. Time sheets have to be approved before invoicing and attached to an invoice, too. The partner company is entitled for compensation for effective, reported and approved hours only. The effective time shall not include company’s internal meetings, public holidays, vacations, sick leaves, or similar.
Reimbursing Costs
Other costs typically travel costs, hard- or software costs or other expenses that are related to the service that you provide to Basemark. There has to be a mutual understanding between Basemark and you about the expected cost before it occurs, so please ask your contact person for approval before buying anything. When other costs need to reimbursed back to you, please give a clear report and include all original receipts.
Service Level
The Service Level depends on the very project and will be defined case-by-case.
Quality Standards
Basemark has an ISO 9001 certified general Quality Management System (QMS) that is relevant for our partners, too. Before entering a partnership, it has to be clear whose quality standards are followed: Basemark’s or your ISO 9001 certified or equivalent QMS. If nothing is agreed, Basemark’s QMS is followed. Basemark’s Quality Policy statement can be found here.
Information Security and Privacy
Basemark’s Information Security Policy applies for our partners and suppliers, too. Project-specific security rules are also possible. Please talk to your contact person or Basemark’s Security Officer about details.
5.1 Data Management
If the subcontractor downloads or otherwise copies Basemark data onto devices not controlled by Basemark, such data must be plausibly technically erased when no longer needed and at the end of the work or supply agreement, all data must be plausibly technically erased. Any failure to do so can be the cause of litigation by Basemark, with damages in line with the business or information security risks or damages involved with the data in question. In short: Clear rules for data storage and data management.
5.2 Privacy
Basemark’s Privacy Policy applies for our partners, too.
5.3 Incidents
Supplier has to inform Basemark about both Privacy Incidents and Information Security incidents.
Corporate Social Responsibility (CSR) Charter
6.1 Ethical ground
We believe that trust and honesty are the most important part of doing business with any stakeholders. Our company treats every supplier with the same level of transparency and professionally regardless of their size or location or other conditions which are applicable.
6.2 Corruption, extortion and bribery
It is prohibited to offer our employee any gift, invitation such as mode of accommodation, meal, or other kind of bribe by the supplier. This also includes any other form of benefits such as monetary or otherwise liable to influence, corruption or settlement which might impact the independence decision or objectivity of the employee concerning the relationship with the supplier. Business dinners up to 50 EUR are allowed.
6.3 Standards of Labor: freedom of association
Suppliers must not limit employee to participate in labor unions or other labor rights related activities. Collective bargaining agreement needs to be followed which is backed by national or local legislation.
6.4 Standards of Labor: forced labor
The suppliers must not use forced or compulsory labor as described in ILO conventions. It is also prohibited to detain the identification documents, work permits, certificate, or similar type of personal documents
6.5 Standards of Labor: child labor & discrimination
It is mandatory to follow the rules to eliminate child labor and the protection of children. The age limit needs to be followed based on definition of ILO conventions. It undertakes not to discriminate to appoint or hire employees based on their color, race, sex, political view, religion, nationality and need to treat all in a same way.
6.6 Standards of Labor: working hours & remuneration
The supplier needs to follow the local/national legislation regarding the working hours including the overtime. It undertakes to comply with local/national legislation to provide the minimum wage as well as pay the employees regularly unless it is defined in other ways. The holidays and other benefits need to be clearly communicated with the employees.
6.7 Workplace safety
The supplier needs to provide a safe and risk-free environment for its employees. The risk assessment and treatment plan should be implemented to protect the employees from any kind of accident and occupational illness. The employees should be trained and provided with the necessary gears if any possible risk involved with their works.
6.8 Counterfeit parts
We ensure the processes and methods which can minimize the risks of introducing counterfeit parts and materials into the final products. The processes and methods can effectively detect and remove the counterfeit parts from the deliverable products along with notifying the recipients.
We purchase equipment, materials from authorized manufacturers and suppliers. Traceability has been maintained by collecting, recording the original purchase orders and relevant documents of suppliers.
The members of purchasing team have been informed about the potential case of having counterfeit and fraudulent items and are advised to buy the materials/items directly from manufacturers or authorized distributors.
6.9 Counterfeit parts
Basemark is expecting that its suppliers follow high standards of financial responsibility and integrity by doing following:
Maintain accurate and complete financial records in accordance with applicable laws and regulations.
Ensure timely and accurate invoicing for goods and services provided.
Comply with all tax obligations and provide necessary documentation upon request.
Avoid any form of financial misconduct, including fraud, bribery, and corruption.
Clearly communicate payment terms and conditions in all contracts and agreements.
Provide invoices that are detailed, accurate, and submitted in a timely manner.
Notifying Basemark promptly of any discrepancies or issues related to payments.
6.10 Compliance with export controls and economic sanctions
Basemark is expecting that its suppliers comply with applicable export control laws and economic sanctions regulations. Suppliers must:
Comply with all applicable export control laws and regulations, including those of the European Union, the United States, and other relevant jurisdictions.
Obtain all necessary licenses, permits, and authorizations required for the export, re-export, or transfer of goods, software, technology, or services.
Ensure that all products and services provided to Basemark are not subject to any export restrictions that would prevent their lawful use or distribution.
Comply with all applicable economic sanctions laws and regulations, including those imposed by the European Union, the United States, and other relevant jurisdictions.
Avoid engaging in any transactions or business relationships with individuals, entities, or countries that are subject to economic sanctions.
Screen all transactions and business partners to ensure compliance with applicable sanctions lists and regulations.
6.11 Fair competition and anti-trust
Integrity is a core value of Basemark and we are committed to maintaining fair play. We operate and conduct business in a transparent and honest manner and will not tolerate illegal anti-competitive agreements like trusts or cartels, or abuse of a dominant position in a market. We will not make any agreements with trade associations, competitors or other interested parties that can yield price fixing, market allocation, or bid rigging. Information such as prices, terms and conditions of sales, bids, market share will not be shared with the competitors, suppliers, or other industry bodies. We expect the same from the supplier to follow the above rules.
6.12 Conflicts of interest
The supplier should circumvent any situations where, there is a possibility to arise any potential conflict of interest with the employees or associate persons, which can have an impact for the independence or fairness of their professional decisions or actions. If it is unavoidable then they should directly or indirectly inform the concerned person of the company, then it can be taken care of with appropriate actions and with confidentiality if applicable.
6.13 Whistleblowing
We are committed to maintain an ethical and trusted and honest business culture, thus ready to handle this kind of activity professionally. Our grievance mechanism is open for announcements by our suppliers, too. We’re expecting the same from our suppliers. Basemark’s Whistleblowing channel can be found here.
6.14 Sustainable resource management
We are committed to operating in an environmentally responsible manner and to contributing to sustainable development. We recognize that natural resources are finite and must be managed in a way that balances economic, social, and environmental considerations. Therefore, we expect our suppliers and sub-contractors will follow this sustainable resources management policy:
Suppliers should use natural resources in a responsible and efficient manner, reducing waste and optimizing resource use. This will include measures to reduce energy consumption, minimize water usage, and reduce waste production in our operations.
They should take the responsibility for the environmental impacts of operations by minimizing pollution, conserving natural resources, and reducing greenhouse gas emissions along with promote biodiversity conservation and protection of critical ecosystems.
It is suggested to source the raw materials and other inputs from sustainable sources, including using recycled materials and reducing the use of non-renewable resources.
They need to comply with all relevant environmental and social regulations and standards. They should also hold themselves accountable to high ethical standards and practices.
Supplier and sub-contractors should try to improve the sustainability performance through ongoing evaluation and adaptation of policies and practices.
6.15 Environmental policy
We expect that the supplier should have an environmental policy to minimize the impact on the environment and protect the environment. This includes the commitment to apply the policy from the products to the management system. The least usage of power consumption is suggested, and use of electric means such as online meetings, soft copy rather than paper are encouraged. The reduction of carbon footprint (emission of green house gas) should be considered in their operational activities as well as putting emphasis on the use of renewable energy if applicable. The waste and toxic substance management should be well-structured and maintained strongly. The limit of using toxic materials to produce or packaging the products need to be complied and endeavor should be included using environmentally safe materials. The activities should not affect the life of local residents and water, air or soil need to be safe from being polluted. The same policy is applicable for the suppliers of supplier. The supplier should also be aware of the local environmental laws and regulations as well as consider the destination countries’ laws and regulations.
