Shelter Scotland and Shelter's code of conduct for suppliers

To procure ethically, we must set expectations with our suppliers on what we expect and capture relevant information to ensure a supplier meets our ethical standards. This code of conduct outlines Shelter Scotland and Shelter’s standards.

In relation to this code of conduct, ‘suppliers’ are defined as any company, organisation or person supplying goods or services to Shelter Scotland and Shelter on a contractual basis including the supplier, our employees, agents and subcontractors (excluding employment relationships).

As well as complying with all applicable statutory and legal requirements, our suppliers must meet the standards set out in this code as an absolute minimum.

Shelter Scotland and Shelter’s suppliers are responsible for applying the same principles when dealing with their own supply chain. It is the supplier’s responsibility to provide evidence when requested that their sub-contractors also conform to the standards outlined in this code and all local legislative requirements.

Where possible, we will engage with our suppliers to understand their ability to reach the standards set out in this code as well as any barriers they may face. We reserve the right to terminate the relationship with a supplier or cancel any orders in the case of a breach of this code.

We keep this code under ongoing review and may amend or add to this code at any time.

Shelter Scotland and Shelter are committed to operating with honesty and integrity in all of our activities, acting in line with the Anti-Bribery Act 2010 as well as promoting an anti-bribery and anti-corruption culture.

Suppliers must operate with honesty, integrity and transparency in all business activities. They must promote an anti-bribery and anti-corruption culture throughout their organisation and in their dealings with Shelter Scotland and Shelter.

We require our suppliers to uphold standards of financial propriety in fulfilling their tax obligations, to be law abiding in the conduct of their business activities and to act in compliance with local legal requirements.

Suppliers must alert us of any potential conflicts of interest at the earliest opportunity.

Suppliers must be in possession of relevant licences and membership of appropriate organisations where required to by law.

The Modern Slavery Act 2015 requires all qualifying organisations to adopt policies and practices which proactively tackle modern slavery and human trafficking.

Shelter Scotland and Shelter are committed to ensuring this is monitored throughout the organisation and our supply chain.

We have a zero-tolerance approach to all instances of modern slavery. We are bound by and support the Modern Slavery Act 2015, and all suppliers should adhere to their responsibilities around it.

We are committed to acting ethically and with integrity and transparency in all professional dealings. We are committed to having effective systems, processes and controls in place to safeguard against any form of modern slavery taking place within Shelter Scotland and Shelter or our supply chain.

Our suppliers must take reasonable steps to ensure that they do not profit directly or indirectly from the exploitation of child labour or that of other vulnerable groups – from bonded labour, indentured labour or any other form of servitude.

Our suppliers must respect the fundamental labour rights set out in the International Labour Organisation core conventions, as outlined in our labour and employment practices.

Additionally, any UK supplier Shelter Scotland and Shelter works with that has a turnover in excess of £36 million must comply with the provisions of the Modern Slavery Act 2015.

Shelter Scotland and Shelter’s suppliers must respect the fundamental labour rights set out in the eight International Labour Organisation core conventions.

The key principles of these conventions, as they relate to working practices, are set out within the Ethical Trading Initiative Base Code. In summary:

• employment is freely chosen

• freedom of association and the right to collective bargaining is respected

• working conditions are safe and hygienic

• no child labour

• living wages are paid

• working hours are not excessive

• no discrimination is practised

• regular employment is provided

• no harsh or inhumane treatment

Shelter Scotland and Shelter believe in racial equity for everyone, every day in every home – and we put racial equity at the heart of everything we do.

We want to become an inclusive, anti-racist organisation that understands how intersectionality and racism impact colleagues. This includes both employees and volunteers, as well as our clients, supporters and all those affected by the housing emergency.

We expect our suppliers to have an equity and inclusion policy in place that is clear, up to date and covers all aspects of operations, including implementing and monitoring the policy.

Shelter Scotland and Shelter believe that everyone has the right to respectful treatment and does not tolerate discrimination, harassment or victimisation on any basis in the workplace. Everyone should be treated with dignity and respect.

Harassment and bullying are unacceptable and where they are identified they will be challenged without fear of ridicule or reprisal.

We ensure that all our employees involved in hiring, compensation, disciplining and termination of workers are trained in non-discrimination.

We require at a minimum that our suppliers follow the ACAS code of practice on disciplinary and grievance procedures.

Shelter Scotland and Shelter believe that the criteria we use to determine pay levels and progression must be easily accessible to our employees, objective, and neutral with respect to gender and race.

We operate a transparent pay structure as part of our commitment to fairness of pay.

We are also an accredited living wage employer, which means we pay the real living wage to all our employees and sub-contractors.

Suppliers should ensure that all employees understand how their pay is calculated and where pay bands are adopted, this is clearly communicated. Pay should also be assessed across the organisation to ensure gender and race neutrality.

Suppliers must provide a healthy, safe and hygienic work environment for all employees, which must comply with all applicable laws on occupational health and safety and industrial hygiene.

Suppliers must have procedures in place to ensure a safe workplace and take action to prevent, address and mitigate health and safety risks.

We have a zero-tolerance policy to harm and abuse. We will take appropriate action if we identify that any Shelter Scotland and Shelter representative, employee or volunteer has caused abuse or harm to any individual(s).

We will support any supplier who raises a legitimate concern about the actions of others.

Suppliers are required to raise any incidents or concerns that a child, young person or adult is, or is likely to be, at risk of harm or abuse.

It is not permissible (and in some instances may be unlawful) for suppliers, or their employees, agents and subcontractors to:

• use their position to intimidate, bully, threaten, discriminate against, coerce or undermine children and young people, volunteers or staff

• behave or communicate with children, young people or anyone else in ways which seek to build inappropriate relationships in order to abuse or put them at risk

• use a relationship with a volunteer, customer, or their family for personal gain

• give special rewards or privileges in an attempt to build inappropriate relationships with children and young people or any other person

• engage in, or attempt to engage in, sexual or inappropriate relationships with children, young people or adults who would be considered vulnerable for whatever reason – including the use of suggestive conversations, comments, texting or emails

• possess indecent images of children; this will always be reported to the police regardless of the explanation provided

• carry out duties while adversely affected by alcohol, solvents or illegal drugs

• encourage or assist others to break the law in any way

Shelter Scotland and Shelter recognise that we have a commitment to the environment beyond legal and regulatory requirements and we are committed to improving our environmental performance and reducing our carbon footprint.

We are committed to:

• continuously improving our environmental performance

• reducing our negative environmental impact, including our carbon footprint

• diverting waste from landfill and applying the principles of reduce, reuse, recycle

• considering environmental impacts when making business decisions and through procurement

Our suppliers should have a documented environmental policy, including a named individual responsible for the management of this policy, which can be provided to us on request.

Suppliers shall always be aware of and comply with UK data protection law and GDPR requirements in relation to the handling or processing of any data. In particular, when handling any personal, sensitive or otherwise confidential data on behalf of Shelter Scotland and Shelter.

Suppliers must ensure that the use of artificial intelligence (AI) and AI systems must comply with applicable laws, regulations and best practice – including but not limited to data protection, privacy and intellectual property.

AI systems and programs used in support of delivering goods and services to Shelter Scotland and Shelter refers to:

• generative AI: programmes that can better understand existing content and generate new content such as ChatGPT, Bard and Deep AI, or programmes that can create images and documents from prompts

• predictive AI: programmes that analyse content to make predications and prescribe actions, such as predicting which supporters might donate, or providing digital self-service using chatbots