SERVOMAX MARKETING PVT LTD

EMPLOYEE CODE OF ETHICS

I. Introduction
This code of ethics helps maintain the standards of business conduct of
Servomax Marketing Pvt Ltd. The Employee Code of Ethics outlines
standards of personal and professional conduct that all employees must
strive to uphold and behave in an ethical and professional manner at all
times.
Ethical business conduct is critical to our business. Accordingly, each
employee is expected to read and understand this Code and uphold these
standards in day to day activities, and comply with , all applicable laws;
rules and regulations. The Code provides a basis for all employees to
maintain a working environment that is productive, positive, enjoyable,
safe and free from harassment and discrimination. It will also assist
managers to induct employees into SERVOMAX and will be a referral
guide to them in respective areas.
II. Scope
The Employee Code of Conduct provides clear guidelines and standards
for the appropriate behaviour expected of SERVOMAX employees.
III. Process
This Code of Conduct provides a framework for appropriate behaviour for
all SERVOMAX employees to;
a)

Conduct themselves towards other employees or colleagues,

customers and their representatives and government authorities;
b)
Perform their duties and obligations with diligence;

c)
d)

Fulfill the mission, goals and objectives of SERVOMAX; and

Practice fairness and equity.

The Code of Conduct is established on the following organizational

values: integrity, honesty, compassion, courtesy, fairness, and respect.
This relies on individuals being responsible for their own professional
behaviour within the provisions of this code, Servomax policies,
legislation and relevant industrial clauses.
Where there is doubt as to the application of the Code, or the appropriate
course of action to be adopted, employees affected should discuss the
matter with their HODs.
IV. Policy
The Company is committed to the highest professional standards and to
comply with all applicable laws and regulations. It is the obligation of our
employees to:
a)
b)
c)
d)

Conduct themselves honestly and ethically;

Avoid conflicts of interest, and disclose to their immediate superiors
Avoid any relationship that appears to constitute a conflict of
interest; and
Comply with applicable governmental laws, rules and regulations.

V. Duty to Report Violations

Employees are responsible for reporting in good faith to the Company,
any circumstances that they believe may constitute a violation of this
Code of Ethics. Employees should report suspected violations to the
immediate supervisor, or Unit/Department Head, or Head of Human
Resources, who will investigate these matters. There will be no action
taken against the employee for reporting of suspected policy violations;
however, the employee will not be protected from possible disciplinary
action if the report is in bad faith or the employee has otherwise engaged
in misconduct.
VI. Ethical Business Practices

Page
2

The Company requires that the employees maintain lawful and ethical
business practices at all times by being fair and transparent in all
dealings.
Acceptance of commissions, gifts, payments or benefits;
a)

Employees shall not accept a gift, secret commission or a benefit

from a person or organisation if the intent of the gift or the benefit
is to induce the employee to waive or reduce requirements or to
extend a financial or other benefit to a person or organisation.

b)

As a general rule, no employee should accept a gift or benefit if it

could be seen as intended or likely to cause that person to:

I.
II.

perform their job in a particular way, which the person would not
normally do, or
deviate from the proper or usual course of duty.

c)

Employees may accept token gifts or benefits in circumstances

approved by the Chief Executive Officer or his nominee, provided
that there is no possibility that the employee might be perceived to
be, compromised in the process. Gifts of a nominal value generally
used for promotional purposes by the donor, or moderate acts of
hospitality may be accepted by employees.

d)

The employee must advise their immediate manager/HOD of any

gifts and benefits they have received as soon as the gift or benefit is
received and must not take advantage or seek to take advantage of
their position to obtain a benefit, either for themselves or for
someone else.

e)

At no circumstances the employee should accept payment of

goods/materials/services delivered to the customer directly or
indirectly into his personal account whether by cheque or cash.

f)

All cheques/cash/DD payment received from the customer must

be deposited with the company within 24 hours. In case the
payment is received during the visit to the customer whose place of
operation is not local then such payment details should be
informed to the concerned department/manager/HOD through
Page
3

mail/telephone/SMS and on reporting to duty the payment must

be handed over to the concerned department/manager/HOD
immediately.
g)

The employee should return back the company goods properly to

the concerned department/head office when not in use.

h)

The employee shall deal with the customers in a fair and

transparent manner and always show courteous behaviour towards
colleagues and customers.

VII. Financial Misconduct

a)
I.
II.

Financial Misconduct is the;

Act of omission and/or commission either singly or in collaboration
with related to finance.
Entering into any financial dispute amounts to financial
misconduct whether committed within or outside the premises of
the company.

The following conduct of the employee will be deemed as financial

misconduct;
1.
2.
3.
4.
5.
6.

In case offering or accepting bribes.

Lending or borrowing money from colleagues or from customers.
Entering into any financial dispute either internally or outside the
company with the customers.
Losing and/or mishandling company finance.
Interfering or tampering official records, document, and register
pertaining to company finance.
Failure to comply with various other procedures and duties related
to finance.

VIII. Conflicts of Interest and Outside Associations and Activities

Employees have a duty to disclose to immediate superiors, any business,
financial, or other professional relationships that might conflict with the
Company's interests or impair or influence their ability to discharge their
Page
4

duties. There are potential conflicts of interest inherent in certain

situations such as when:
a.

An employee or a member of employees family has a direct or

indirect financial interest in, or obligation to, an actual or potential
competitor, supplier, or customer.

b.

Employees conduct business on behalf of the Company with a

supplier or customer in which a relative of the employee is a
representative, officer or director.

IX. Protecting the Environment and Employee Health and Safety

It is the Company's policy to protect the environment and safeguard the
health and safety of employees. The Company conducts its operations so
to avoid or minimize any possible adverse impact on the environment or
employees and expects all employees to obey those laws that are designed
to protect the environment and the health and safety of employees.
All employees are expected to notify their supervisor, The
Unit/Functional Head, Head of Human Resources if they observe
conduct which violates, or is likely to violate, environmental, health, or
safety requirements.
X. Privacy
a.

The Company is committed to protect the integrity and privacy of

personal data and other private information related to individuals
coming into the possession of it or its' employees.

b.

All employees are expected to comply with privacy requirements

appropriately. In addition, each designated employee is responsible
for developing procedures governing the proper collection, storage
and use of personal data.

XI. E-Mail/Internet Policy

Page
5

All Company supplied computer systems, including computer hardware

and software programs, and Company related proprietary, confidential,
or privileged information, are the property of the Company and do not
belong to the employee. These systems, including the Internet and Email,
should be used for Company business only and should not be used to
transmit unsecured Company-related proprietary, confidential, or
privileged information outside the Company, without proper business
purpose and appropriate security measures. If employees have any
questions concerning the sensitivity, confidential classification, and/or
protection of Company information, they should first speak to their
HOD/Supervisor/EDP In-charge before transmitting information outside
the Company. The Company has the right to monitor any employee's
Email and Internet usage.
XII. Sexual Harassment
The Company is committed to maintaining a professional work
environment and strongly disapproves of all forms of sexual harassment.
Employees who believe they have been subjected to sexual harassment or
who have witnessed sexual harassment should report such incidents to
their supervisors, Unit/Functional Head,or Head of Human Resources. If
an employee is uncomfortable reporting the incident to designated
authorities, he or she should contact any other officer of the Company,
who shall appropriately communicate the same to the designated
authorities.
XIII. Cooperating with Government Authorities
It is the policy of the Company to cooperate with Governmental
investigations or inquiries. Accordingly, if employees reasonably believe
that a Government investigation or inquiry is in progress, they should
communicate that information immediately to the concerned
authorities .
XIV. Employee Actions
a.

All employees are required to devote themselves exclusively to the

companys business and during their employment with the
Company, no employee should be engaged in any trade, business or
Page
6

profession, either directly or indirectly other than that of the

Company unless permitted by the Company in writing to do so.
b.

During the employment with the Company or after termination of

such employment no employee should divulge to anyone any
information, relating to the Companys business or the business of
any of the Companys subsidiaries or associated Companies.

c.

If, during the employment with the Company, employees either

wholly or partly discover, invent and/or make improvements in
plants, machinery, process or other things used or may be used in
the production or business of the Company, the same will be
deemed to have been made, invented, suggested or acquired on
behalf of and for the benefit of the Company alone and all rights,
privileges and titles will rest only with the Company.

d.

Use of alcohol, tobacco/other tobacco products, etc, is prohibited in

the company premises.

XV. Non-Disclosure/Confidentiality
The protection of confidential business information and trade secrets is
vital to the interests of the company, which shall be protected by every
employee. Such confidential information includes, but is not limited to,
the following:
a. Compensation data,
b. Financial information,
c.

Marketing strategies,

d. Customer information,
e.

Vendor details,

f.

Pending projects and proposals,

g.

Proprietary production processes,

h. Personnel/Payroll records, and

i.

Conversations between any persons associated with the company.

XVI. Violations of Code

Page
7

It is the ethical responsibility of each employee to help enforce this Code.

Employees must cooperate in any internal or external investigations of
possible violation. Violation of this Code, or Company policies or
procedures should promptly reported to the Human Resources
Department.
The Company will take appropriate action against any employee whose
actions are found to violate the Code or any other policy of the Company.
Disciplinary action may include immediate termination of employment at
the Companys sole discretion. Where the Company has suffered a loss, it
may pursue its remedies against the individuals or entities responsible.
Where laws have been violated, the Company will cooperate fully with the
appropriate authorities.

XVII. Waiver and Amendments of the Code

We are committed to continuously reviewing and update our policies and
procedures. Therefore, this Code is subject to modification. Any
amendment or waiver of any provision of this Code must be approved in
writing by the Companys Board of Directors and promptly disclosed to
all the employees with details about the nature of the amendments or
waiver.

Page
8

ACKNOWLEDGEMENT OF RECEIPT OF CODE OF ETHICS

I have received and read the Companys Code of Ethics. I understand the
standards and policies in the Code and understand that there may be
additional policies or law specific to my job.

By signing this statement I declare that I acknowledge and agree to abide

by this SERVOMAX, Employee Code of Ethics. I understand that if I
dont abide by this Code of Ethics, I will be liable for disciplinary action
as per the Servomax Disciplinary Policy.

Name

Signature

_________________________________________
Date

Please sign
Department

and

return

this

form

Page
9

to

the

Human

Resources