Supplier Code of Conduct

Across our business we work with a wide range of business partners, and product and service providers (“suppliers”). We strongly encourage sound environmental performance, social well-being and governance (“ESG”) practices among our suppliers.
AIA’s Supplier Code of Conduct (this "Code") is a guide to our suppliers to facilitate broader improvement in ESG performance for them, AIA, and the communities we serve. This Code has been developed to complement the AIA Group Code of Conduct.
The content of this Code has been developed keeping in mind a number of international charters and conventions, such as the United Nation’s Declaration on Human Rights and the ILO Core Conventions. AIA Group encourages improving our suppliers’ ESG standards, as well as respecting local traditions, cultures and norms.
We also encourage our suppliers to establish their own policies, practices and systems to ensure the promotion and dissemination of their own codes of conduct, where available, within their operations.

Promoting ethical standards

Suppliers are urged to act in accordance with the highest standards of professionalism. We emphasise the importance of being compliant with all local and national legislation and of avoiding all forms of corruption and bribery. Where applicable, while acting on our behalf, we expect our suppliers to abide by the standards and conditions detailed below.
 
  1. Anti-corruption laws 
    AIA is committed to conduct business free from bribery or unethical activities. While acting on our behalf, we expect our suppliers to:
    • not offer, pay, promise or authorise any bribes, kickbacks or other payments or benefits to government officials, or to anyone, to obtain business or gain an improper advantage or in violation of applicable anti-corruption laws.
    • maintain detailed and accurate books and records in respect of expenses incurred on our behalf, in particular in dealings with government officials.
    • not make any payments to a government official unless authorised by us in writing. Any such payment must be disclosed to us immediately in writing.

  2. Anti-Money Laundering and Counter Terrorist Financing
    We are committed to strictly comply with all applicable Anti-Money Laundering (“AML”) and Counter Terrorist Financing (“CTF”) laws and regulations. While acting on our behalf, we expect our suppliers to:
    • not knowingly engage or attempt to engage in any transaction involving proceeds derived from unlawful activity.
    • perform applicable AML / CTF related responsibilities in utmost good faith and immediately report to us any matter suspected to be related to money laundering or terrorist financing.
    • not have dealings with designated individuals and entities (such as suspected terrorists or narcotics traffickers) who are subject to international economic sanctions.

  3. Fair Dealing and Fair Competition
    We do not tolerate improperly taking advantage of anyone through manipulation, concealment, abuse of privileged information, intentional misrepresentation of facts or any other unfair practice. Suppliers are expected to comply with applicable anti-competition laws. Unfair competition practices such as price fixing or bid rigging are not acceptable. Suppliers are advised not to obtain information about our competitors other than from lawful and appropriate sources and may share such information with us only if authorised to do so.

  4. Data Privacy and Security
    Suppliers are expected to protect the privacy of our data, comply with applicable data protection laws and contractual requirements and secure our data against unauthorised access or use, where applicable, including:
    • abiding with internal standards as determined by AIA for business partners, which may include security controls, and assessments against industry standards.
    • not accessing or disclosing personal information except as authorised for our business purposes.
    • notifying us promptly of any unauthorised access or disclosures.
    • not disclosing personal information after the termination of the engagement unless required by law.
    • following AIA’s instructions on data retention and destruction practices.

  5. Treating Customers Fairly
    It is fundamental that customers are treated fairly at all times. Suppliers are expected not to misrepresent AIA's products and services, nor substitute a different product or service, or use others to support AIA contracts, without appropriate prior approval.

  6. Ethical Conduct
    To avoid conduct that creates a conflict of interest and/or other impropriety, our suppliers are encouraged to:
    • disclose any situation that creates, or appears to create, a conflict of interest involving their employees, or our employees, such as personal or financial interests in each other’s businesses.
    • not offer, promise, authorise, give, demand or accept any gift, fee, reward or other advantage to or from any person as an inducement; do something which is dishonest, illegal or a breach of trust; obtain, retain or direct business; or secure any other improper advantage.
    • not exploit their relationship with us or use our brand name in connection with any fraudulent, unethical or dishonest act.
    • not make any political or charitable contributions in our name to any candidate for public office or elected officials, and ensure that any recipient of their political contributions does not represent an endorsement from us.
    • not create incentives for our employees or others who do business with us to violate this Code’s standards.
    • not submit inaccurate proposals or invoices to us.

Protecting the rights of all employees

To safeguard the rights and dignity of employees, we encourage our suppliers to abide by the standards and conditions detailed below:
 
  • Ensure a fair and equitable workplace environment that is free from any form of harassment or discrimination based on, but not limited to, age, race or ethnic origin, disability, gender, nationality, marital status, sexual orientation, political convictions or union affiliation.
  • Provide a work environment that gives due consideration to employee wellness and safety, minimising health hazards or harm, while promoting health and well-being.
  • Prohibit the use of forced and child labour1 and remain in compliance with all applicable minimum age legislation.
  • Abide by legislation governing minimum wage payments, and where none is available, ensure that salaries are commensurate with experience and industry standards.
  • Comply with applicable regulation or legislation regarding maximum working hours.
  • Have clear, uniformly applied disciplinary practices and grievance procedures that include provisions prohibiting corporal punishment, including mental, physical or verbal abuse.
  • Ensure that employees are provided with freedom of association and the right to collective bargaining. Where no such legislation on collective bargaining exists locally, appropriate channels should be made available for discussion and recourse on labour related issues.
  • Support employees with clear expression of responsibilities, expectations and accountability, and training, guidance and supervision.
1The term ‘child’ refers to any person less than 14 years of age, unless the minimum age for work or mandatory schooling is higher by local law, in which case the stipulated higher age applies.

Operating responsibly

AIA invites its business partners and suppliers to emulate the standards, practices and principles outlined below and in our Environmental Policy. 
 
  • Comply with all relevant local and national environmental legislation and regulations.
  • Minimise the consumption of energy and carbon footprint from operations through the implementation of environmental policies and environmental management systems.
  • Develop systems, protocols, and procedures to allow for business continuity in the event of any short-term disruptions due to environmental, social, or security related incidents.
  • Consider the impact to business operations, assets, and investments as a result of the long-term effects of climate change.
  • Encourage the use of environmentally friendly technology that can reduce resource consumption, minimise the need for business travel, and reduce reliance on resources such as paper.
  • Report on environmental impact and performance while continuing to engage and consult with stakeholders to improve environmental performance.
  • Expand the use of environmentally friendly, recycled and or sustainably forested products in operations.
  • Minimise waste footprint by promoting the recycling and reuse of materials, while taking the necessary precautions to ensure compliance with legislation on the handling or disposal of any hazardous materials used in our operations.

Monitoring and review

Suppliers who have regular and recurring dealings with AIA should have policies and management processes in place to ensure compliance with this Code. They must make reasonable efforts to monitor and ensure that their own supply chain is aware of this Code. 
AIA may choose to enquire about any ESG related practices or policies during the supplier registration process, and or embed specific ESG related provisions within contract terms and conditions. 
AIA may also conduct its own due diligence, including audits or investigations in relation to possible breaches of law, regulation or company policy as it deems appropriate. 

Speak up

AIA suppliers and business partners may report instances of non-compliance with the core elements of this Code or AIA’s Code of Conduct by contacting any of the following:
AIA Group Compliance Tel: +852 2832 1200
AIA Ethics Hotline Details can be found at: www.aiaethicsline.com
This Code is made available to our suppliers via the AIA Group website and other channels.
This Code shall be reviewed annually or as required to ensure its relevance and effectiveness, including with any charters or policies that AIA may choose to sign or adhere to.

Notice

Access to this Code, our policies or training shall not be construed as, and in no way implies that, supplier employees are employees of AIA Group; the essential terms and conditions of supplier employee employment continues to be the sole responsibility of and governed by the supplier.

 

Last updated: 1st December 2018