Oasis Software Solutions Ltd is committed to being open, honest, transparent, and upholding the highest ethical and professional standards. We conduct our business with integrity, not only to comply with legal and regulatory requirements, but to do things right and to do the right thing for our customers, colleagues, suppliers, the environment, and our local communities.
Our suppliers play an essential part in enabling us to deliver services to our customers and we expect all our suppliers to have a similar commitment and to operate to the highest standards of openness, honesty, integrity, and business ethics as set out in our Supplier Code of Conduct (Supplier Code).
Who the Supplier Code applies to?
The Supplier Code applies to all suppliers of goods and services. Where we refer to “suppliers”, this includes suppliers, contractors, subcontractors, service providers, professional service providers, consultants, intermediaries, and agents.
The Supplier Code is intended to apply through our supply chain and suppliers are expected to cascade these principles to their own supply chain.
The Supplier Code is not intended to conflict with or modify any existing terms and contracts between Oasis Software Solutions Ltd and its suppliers. Should any conflict arise, the terms of any specific agreed contract will take precedence.
We expect all suppliers to behave ethically and comply with legal and industry requirements.
Bribery and Corruption
Oasis Software Solutions Ltd has a zero-tolerance policy towards bribery and corruption and is committed to implementing and enforcing effective systems to counter them. We require everyone who works with us, to always act honestly and with integrity.
We require all suppliers to:
• Conduct their business honestly, fairly, and free from any bribery or corruption.
• Not engage in any illegal or improper act.
• Not receive, offer, promise, improperly influence payment, authorise payments or awards in return for personal gain, financial or otherwise.
• Maintain appropriate anti-bribery & corruption policies.
• Speak up and tell us if anyone suspects that bribery or corruption is taking place.
Hospitality, Gifts and Entertainment
Oasis Software Solutions Ltd.’s employees are not allowed to accept hospitality, gifts or entertainment or offer hospitality, gifts, or entertainment in any circumstances.
Oasis Software Solutions Ltd requires its staff to record all offers of hospitality, gifts, and entertainment.
We require all suppliers to:
• At all times be, and be seen to be, fair, impartial and unbiased.
• Not offer hospitality, gifts, or entertainment to Oasis Software Solutions Ltd.’s employees in any circumstances.
• Not receive hospitality, gifts, or entertainment from Oasis Software Solutions Ltd.’s employees in any circumstances.
• Speak up and tell us if anyone suspects that hospitality, gifts, or entertainment are being offered or received.
Conflicts of Interest
A conflict of interest may arise when an individual has a private or personal interest which could be considered to influence what should be an objective business decision.
We require all suppliers to:
• Not try to gain improper advantage or preferential treatment through any relationships they may have with Oasis Software Solutions Ltd.
• Avoid all conflicts of interest or situations giving the appearance of a conflict of interest when doing business with Oasis Software Solutions Ltd.
• Promptly report to Oasis Software Solutions Ltd any instances involving actual or apparent conflicts of interest between suppliers’ interest and those of Oasis Software Solutions Ltd, such as a direct personal or financial interest in a business decision or vendor selection.
• Not without prior written notification to Oasis Software Solutions Ltd, enter any business relationship with any director, employee, or representative of Oasis Software Solutions Ltd that may create a conflict with their obligations to, or the interests of Oasis Software Solutions Ltd
• Speak up and tell us if anyone suspects that actual or apparent conflicts of interest are not being declared.
Fraud and Theft
Oasis Software Solutions Ltd has zero-tolerance towards fraud and theft and is committed to implementing and enforcing effective systems to counter them. We will take appropriate action should an incident occur.
We require all suppliers to:
• Safeguard all assets belonging to Oasis Software Solutions Ltd.
• Ensure that their processes and procedures for identifying and managing fraud are robust.
• Maintain accurate and complete records of all business transactions with Oasis Software Solutions Ltd.
• Speak up and tell us if you suspect that theft or fraudulent activity is or has taken place.
Protecting Information & Data
For suppliers to carry out their work, Oasis Software Solutions Ltd may have to share confidential or personal information about its customers, colleagues or related third parties with its suppliers. Similarly, suppliers may have access to confidential or personal information about Oasis Software Solutions Ltd during their work.
We require all suppliers to:
• Process any sensitive or personal information that is shared to fulfil any contractual requirements in accordance with the Data Protection Act 2018.
• Use information obtained through their relationship with us only for the purpose defined to them.
• Process and store information as agreed with Oasis Software Solutions Ltd
• Have appropriate information security policies and procedures in place to ensure our information is always kept safe and secure. This may require the maintenance of certifications such as ISO 27001 and the encryption of data for processing purposes.
• Notify us promptly of actual or suspected privacy breaches, security breaches, or losses of our information and assist us in managing any consequences arising from such events.
• Speak up and tell us if you believe that any confidential or personal data has been misused or is not held securely.
Cyber Security
Failing to protect sensitive and classified information can have a significant business impact. We actively manage external cyber security threats, including maintaining our Cyber Essentials accreditation and expect our suppliers to have systems with appropriate protections.
We require all suppliers to:
• Protect Oasis Software Solutions Ltd.’s sensitive and classified information, acting in compliance with all EU and UK data security laws and guidance from the likes of the Centre for the Protection of National Infrastructure and the National Cyber Security Centre.
• Limit access to sensitive and classified information on a need-to-know basis.
• Notify Oasis Software Solutions Ltd in the event of a cyber security breach.
Outsourcing and Subcontracting
We recognise that outsourcing is a practice that suppliers may use to promote innovation, fill resource gaps, and/or create operational efficiencies. We also recognise that suppliers may need to use subcontractors in the performance of services.
We require all suppliers to:
• Not subcontract services they perform for us or outsource activities that directly impact the delivery of goods and services to us, without our prior written approval. In situations where approval is given, it is important for us to know the locations of where the work will be performed, and the parties involved in the provision of the services.
• Monitor the outsourcing or subcontracting arrangement to ensure it complies with the suppliers’ contractual obligations and with this Supplier Code and provide evidence of such monitoring upon request.
• Treat People Responsibly
Equality, Diversity & Inclusivity
At Oasis Software Solutions Ltd we are committed to recognising and promoting equality, diversity and inclusivity and always treating others with dignity and respect. We are bound by the Equality Act 2010 to ensure that we do not discriminate in any capacity on the grounds of race, religion/belief, gender, sexual orientation, age, disability, pregnancy/maternity, or gender reassignment.
We require all suppliers to:
• Maintain workplaces characterised by professionalism, and respect for the dignity of every individual with whom their employees interact.
• Respect the diversity of their employees, customers, and others with whom they interact and have established programmes to promote diversity across their network.
• Not engage in discrimination based on the grounds of race, religion/belief, gender, sexual orientation, age, disability, pregnancy/maternity, or gender reassignment.
• Not tolerate any inappropriate behaviour within their work force, such as harassment, discrimination, violence, or retaliation.
• Speak up and tell us if you see bullying, harassment, or unlawful discrimination in your relationship with Oasis Software Solutions Ltd.
Anti-Slavery
Oasis Software Solutions Ltd is committed to meeting the aims of the Modern Slavery Act 2015. We strongly oppose slavery, human trafficking and child labour and we work to raise awareness across the business and in our supply chains. Therefore, we will not tolerate slavery and human trafficking in our supply chains or any part of our business. We would never knowingly engage with suppliers or contractors involved in slavery or human trafficking and reserve the right to terminate our agreements with any third party found to have engaged in these practices.
We require all suppliers to:
• Confirm that they comply with the Modern Slavery Act 2015.
• Not exploit their workforces or suppliers.
• Implement measures to ensure that modern slavery, child labour and human trafficking are not taking place in their supply chain, or in any part of their business.
• Speak up and tell us about any issue or suspicion of modern slavery in any parts of Oasis Software Solutions Ltd or its supply chain.
Living Wage
Ensuring everyone who works for Oasis Software Solutions Ltd is paid fairly for what they do is something we are passionately about.
We encourage all our supply chain partners to pay the Living Wage.
Prompt Payment
We encourage all our suppliers to adopt prompt payment for its subcontractors, in line with the Prompt Payment Code principles.
Health and Safety
We want to ensure that everyone remains healthy and safe in the work environment. The safety of our employees, customers, business partners, suppliers, and communities come first. Oasis Software Solutions Ltd implements robust occupational health and safety management systems, adopting best practices and engaging in continuous performance improvement.
We require all suppliers to:
• Comply with all relevant health and safety legislation, regulations, codes of practice, and other requirements.
• Demonstrate a strong commitment to provide a safe workplace, where the health and wellbeing of all employees come first.
• Identify and provide adequate training to ensure workers are competent to do their work.
• Ensure all workers understand their responsibilities for their own Health and Safety as well as their colleagues and anyone else affected by their activities.
• Identify and control the risks arising from activities.
• Implement robust processes for the investigation of incidents and the capture and communication of lessons learned to prevent re-occurrence.
• Speak up and tell us if you see, or are asked to do, anything that you think is unsafe.
Use of Drugs or Alcohol
We have a zero-tolerance policy to drug and alcohol use. While on Oasis Software Solutions Ltd premises, working on behalf of Oasis Software Solutions Ltd or otherwise representing or being seen as representing Oasis Software Solutions Ltd, suppliers are not allowed to be impaired by alcohol or drugs or be in possession of alcohol or illegal drugs.
It is expected that individuals working for our suppliers will NOT:
• Report or endeavour to report to work being under the influence of drugs or alcohol.
• Report for work in an unfit state due to the use of drugs or alcohol.
• Be in possession of, or consume, drugs or alcohol in the workplace including during breaks, whether paid or unpaid.
• Undertake any journey for Oasis Software Solutions Ltd business, under the influence of drugs or alcohol whether consumed outside working hours.
• Consume alcohol on Oasis Software Solutions Ltd premises or whilst at work for Oasis Software Solutions Ltd.
• Take or be in possession of drugs whilst working for Oasis Software Solutions Ltd.
• Supply others with illegal drugs in the workplace.
It is expected that individuals working for our suppliers will:
• Speak up and tell us if they suspect that another individual engaged in work on behalf of Oasis Software Solutions Ltd is under the influence of drugs or alcohol
Protect the Environment
Managing environmental matters is an integral part of our activities. We are committed to ensuring that we are compliant not only with environmental laws, regulations, and standards, but our own environmental quality standards to protect the environment. We can only carry this out with the active engagement and support of our supply chain.
We require all suppliers to:
• Be aware of, and comply with, all relevant environmental laws and regulations.
• Implement appropriate management, operational and process controls to minimise the release of harmful emissions to the environment.
• Consider the environmental impact of their operations and reduce energy, water, and waste wherever possible.
• Ensure that their operations maintain all the appropriate environmental permits and approvals, and that their operations are conducted in an environmentally responsible manner.
Supplier Code Compliance and Monitoring
We take pride in our supply chain and in selecting suppliers, take steps to ensure we are contracting with reputable organisations. All checks are carried out in accordance with procurement law and best practice guidance. We expect our suppliers to act in a responsible and ethical way. Accordingly, as our supplier you must ensure that all your workers, agents, and permitted subcontractors are aware of the requirements of the Supplier Code.
We reserve the right to monitor and audit each supplier’s compliance with the Supplier Code. If the expectations of the Supplier Code are not met, the business relationship may be reviewed and or terminated.