Policies

VOLUNTARY PRINCIPLES ON SECURITY AND HUMAN RIGHTS POLICY

Purpose

The Reed International Logistics and Security Voluntary Principles on Security and Human Rights Policy (hereinafter referred to as “the Policy”) is established to guide and govern the operations of Reed International Logistics and Security in a manner that upholds the highest standards of security while respecting and protecting human rights.

The purpose of this Policy is to ensure that all aspects of our operations, including the provision of security services, are conducted in a responsible and ethical manner. This Policy is committed to integrating respect for human rights into all our activities, recognising that protecting and promoting human rights are integral to sustainable security practices.

This Policy applies to all employees, contractors, and business partners of Reed Intelligence Logistics and Security, regardless of their location or the nature of their work. The principles outlined in this Policy encompass all aspects of our operations, including personnel training, risk assessments, security measures, engagement with local communities, and interactions with clients and other stakeholders.

The Policy applies globally and takes into account the specific social, cultural, legal, and economic contexts in which we operate. It applies to all stages of our operations, from initial planning and assessment to the implementation and ongoing monitoring of security practices. The Policy also recognises the need for ongoing review and improvement of our performance, aligning with emerging best practices in security and human rights.

By adopting this Policy, Reed International Logistics and Security demonstrates its commitment to conducting its business operations ethically and responsibly, taking into consideration the human rights of all individuals impacted by its activities. Compliance with this Policy is mandatory for all employees, contractors, and business partners.

Policy Statement

Reed International Logistics and Security is committed to upholding the highest standards of security while ensuring the protection and promotion of human rights. We recognise that integrating respect for human rights is essential for sustainable security practices.

Our policy encompasses all operations, including providing security services, personnel training, risk assessments, security measures, engagement with local communities, and interactions with clients and stakeholders. We are dedicated to conducting our business operations ethically and responsibly, considering the human rights of all individuals impacted by our activities.

We acknowledge that our specific social, cultural, legal, and economic contexts may vary globally. Therefore, our policy considers these contextual differences while adhering to internationally recognised human rights standards.

We are committed to ongoing monitoring, review, and improvement of our security practices, aligning with emerging best practices in security and human rights. Through regular assessments, we will ensure that our actions are consistent with our policy and identify areas that require further attention or enhancement.

While this policy applies to all employees, contractors, and business partners, we acknowledge that certain limitations or exceptions in complying with this policy may arise due to legal requirements, operational necessities, or factors beyond our control. In such cases, we will take all reasonable measures to mitigate any potential negative impact on human rights, ensuring the strictest adherence to applicable laws and regulations.

Compliance with this policy is mandatory for all individuals affiliated with Reed International Logistics and Security. We expect our employees, contractors, and business partners to actively participate in and support the implementation of this policy, reporting any concerns or violations promptly.

By adopting this policy, Reed International Logistics and Security affirms its commitment to responsible and ethical operations that prioritise protecting, respecting, and promoting human rights in all our activities.

Definitions

Human Rights: Refers to the fundamental rights and freedoms to which all individuals are entitled, regardless of nationality, race, gender, or any other distinguishing factor. These rights include but are not limited to the rights to life, liberty, security, equality, and non-discrimination.
Responsible and Ethical manner: Implies conducting operations aligning with moral principles and values, considering the potential impact on human rights and the well-being of individuals affected by the organisation’s activities.
Integration of Human Rights: Involves incorporating respect for human rights into all aspects of the organisation’s operations, policies, and decision-making processes.
Sustainable Security Practices: Refers to security measures and approaches that are capable of ensuring long-term safety and protection while minimising negative impacts on human rights and the environment.
Personnel Training: Encompasses the education, instruction, and development provided to the organisation’s employees, contractors, and business partners to enhance their understanding and implementation of this policy and its principles.
Risk Assessments: Refers to the systematic process of identifying, evaluating, and prioritising potential risks and threats related to the organisation’s operations and determining appropriate measures to mitigate or manage those risks.
Security Measures: Encompasses the actions, protocols, and strategies employed by the organisation to ensure the safety and protection of individuals, assets, and operations. These measures may include physical security measures, technological solutions, and procedural guidelines.
Local Communities: Refers to the people living in the areas where the organisation operates, including neighbouring communities and indigenous populations, with whom the organisation seeks to establish respectful and mutually beneficial relationships.
Stakeholders: Includes individuals, entities, or organisations with an interest, stake, or influence in the operations or outcomes of Reed Intelligence Logistics and Security, such as clients, partners, investors, regulatory authorities, and local communities.
Social, Cultural, Legal, and Economic Contexts: This encompasses the specific circumstances, norms, values, laws, and economic conditions that exist in the geographical areas where the organisation operates. These contexts shape the understanding and implementation of this policy.
Review and Improvement: Implies the continual assessment and enhancement of the organisation’s performance in relation to this policy, taking into account new developments, emerging best practices, and changes in the security and human rights landscape.

Responsibilities

Senior Management: The senior management team of Reed International Logistics and Security (Reed) is responsible for demonstrating leadership, commitment, and accountability in implementing and maintaining the Security and Human Rights Policy. They provide the necessary resources, oversight, and guidance to ensure compliance with the policy throughout the organisation.
Human Resources Department: The Human Resources department plays a crucial role in promoting awareness and compliance with the Security and Human Rights Policy among Reed employees. They are responsible for integrating the policy into training programs, employee handbooks, and recruitment processes. They also handle employee grievances related to security and human rights concerns.
Security Department: Reed’s Security Department is responsible for developing and implementing security protocols and procedures that align with the principles outlined in the Security and Human Rights Policy. They work closely with relevant stakeholders to identify, assess, and mitigate security risks while respecting human rights. The Security Department also monitors and reports on compliance with the policy.
Supply Chain Management: Reed’s Supply Chain Management team is responsible for extending the Security and Human Rights Policy principles to third-party suppliers, subcontractors, and business partners. They establish clear expectations regarding security and human rights, regularly assess supplier compliance, and provide necessary support and guidance to improve performance.
Legal and Compliance Department: The Legal and Compliance Department plays a vital role in ensuring that Reed adheres to all applicable laws and regulations concerning security and human rights. They provide legal advice, conduct audits, and review policies and procedures to ensure alignment with national and international standards. They also address legal and compliance issues related to the policy.
Employees: All Reed employees are responsible for familiarising themselves with the Security and Human Rights Policy, abiding by its principles, and reporting potential violations or concerns. They are encouraged to actively participate in training programs, communicate security and human rights issues, and contribute to creating a culture of respect for human rights within the organisation.
Monitoring and Evaluation Committee: Reed establishes a dedicated Monitoring and Evaluation Committee consisting of representatives from relevant departments. This committee is responsible for overseeing the implementation of the Security and Human Rights Policy, conducting periodic assessments, and producing reports on the progress and effectiveness of the policy. They provide recommendations for improvement and ensure continuous learning and development.

Procedures

Personnel Training

Develop and deliver comprehensive security and human rights training programs to all employees, contractors, and business partners.
Incorporate the following topics into the training:
Concepts and principles of human rights and their importance in security operations.
The company’s Security and Human Rights Policy and its application to daily activities.
Recognition of potential human rights risks and how to mitigate them.
Reporting mechanisms for security and human rights concerns.
Conduct regular refresher training sessions and updates to ensure ongoing awareness and understanding.
Maintain records of training attendance and assessments to track compliance.

Risk Assessments

Develop a standardised risk assessment framework to identify potential risks and threats to human rights and security in all operational areas.
Engage relevant stakeholders, including local communities, to gather information and insights on potential risks and concerns.
Conduct thorough assessments that consider social, cultural, legal, and economic contexts.
Prioritize risks based on severity and likelihood of occurrence.
Develop risk mitigation measures and strategies for identified risks, ensuring alignment with human rights principles.
Regularly review and update risk assessments as the operational context evolves.

Security Measures

Design and implement security measures that balance the need for protection with respect for human rights.
Assess and select appropriate physical security measures, technological solutions, and procedural guidelines based on risk assessments.
Ensure security measures are proportionate, non-discriminatory, and minimise potential negative impacts on individuals and communities.
Utilize technologies and systems that are compatible with human rights principles, such as surveillance systems that respect privacy rights.
Review and update security measures regularly to adapt to changing circumstances and emerging best practices.

Engagement with Local Communities

Establish proactive and ongoing communication channels with local communities, indigenous populations, and neighbouring communities.
Seek meaningful engagement to understand community concerns, perspectives, and expectations regarding security operations.
Conduct impact assessments to identify security operations’ potential social, economic, cultural, and environmental effects on local communities.
Develop strategies to address identified impacts and mitigate any negative consequences.
Foster mutually beneficial relationships with communities based on respect, trust, and transparency.

Interactions with Clients and Stakeholders

Communicate and promote the company’s commitment to security and human rights principles to clients, partners, investors, and regulatory authorities.
Establish clear expectations for clients regarding security measures and respect for human rights in line with the Security and Human Rights Policy.
Regularly engage with stakeholders to address concerns, gather feedback, and improve performance.
Collaborate with clients and stakeholders to align security practices with human rights standards and emerging best practices.
Review and Improvement
Establish a systematic process for reviewing the effectiveness of the Security and Human Rights Policy and associated procedures.
Conduct regular internal audits and assessments to evaluate policy compliance and identify improvement areas.
Analyse feedback, incident reports, and performance indicators to inform policy updates and revisions.
Monitor external security and human rights developments to ensure ongoing alignment with emerging best practices.
Continuously learn from experiences, share lessons learned, and integrate improvements into operational practices, training, and policies.

These procedures are designed to provide a framework for implementing the Security and Human Rights Policy at Reed International Logistics and Security. They should be reviewed periodically to ensure their effectiveness and relevance in the changing operational context.

Disciplinary Actions

Reed International Logistics and Security is committed to enforcing compliance with the Voluntary Principles on Security and Human Rights Policy throughout the organisation. Failure to follow the policy may result in disciplinary actions based on the severity and frequency of the violation in accordance with applicable laws, regulations, and employment agreements. The following disciplinary actions may be taken:

Verbal Warning: A verbal warning may be issued as an initial response to a minor violation or when an employee demonstrates a lack of awareness or understanding of the policy. The purpose is to educate and remind the employee of their obligations under the policy.
Written Warning: A written warning may be issued for more serious violations or when a verbal warning has been disregarded. The written warning serves as a formal notification to the employee that their behaviour or actions are not in compliance with the policy. It also outlines the consequences of further non-compliance.
Performance Improvement Plan: In cases where repeated violations occur or when the nature of the violation is significant, an employee may be placed on a performance improvement plan (PIP). A PIP provides a structured approach to address non-compliance and requires the employee to meet specific performance targets within a specified timeframe.
Suspension: In situations where the violation is severe or poses a risk to the safety or well-being of individuals or the organisation, a temporary suspension without pay may be imposed. The length of the suspension is determined based on the severity of the violation and the need for investigation or further actions.
Termination: In cases of gross misconduct, repeated violations, or failure to comply despite prior disciplinary measures, termination of employment may result. Termination is considered a last resort and is implemented when all other options for correcting the behaviour or actions have been exhausted.

It is important to note that disciplinary actions will be applied in a fair and consistent manner, taking into account any mitigating or aggravating circumstances. The relevant management authority will make the decision to implement disciplinary actions in line with the company’s disciplinary policies and procedures and in compliance with legal requirements.

Employees, contractors, and business partners are expected to understand and comply with the Voluntary Principles on Security and Human Rights Policy. Failure to do so can have consequences that may impact an individual’s employment, business relationship, or contractual obligations with Reed International Logistics and Security.

Training

Reed International Logistics and Security is committed to providing comprehensive training programs to ensure all employees, contractors, and business partners are informed about the Voluntary Principles on Security and Human Rights Policy and understand its requirements. The following outlines the training procedures:

Training Development

The Human Resources department, in collaboration with the Security department, will develop a training program that covers the key aspects of the Security and Human Rights Policy.
Training materials will be created to address the specific topics listed in the Policy, including concepts and principles of human rights, the company’s Policy and its application, identification and mitigation of human rights risks, and reporting mechanisms.
The training program will be designed to accommodate different learning styles and ensure accessibility for all employees, contractors, and business partners.
The content will be regularly reviewed and updated to reflect emerging best practices, changes in laws and regulations, and the evolving security and human rights landscape.

Training Delivery

The training program will be delivered through various channels, such as in-person workshops, online modules, seminars, or a combination of methods.
All employees will be required to participate in the initial training upon joining Reed International Logistics and Security. Contractors and business partners will also receive training relevant to their roles and responsibilities.
The training sessions will be conducted by experienced trainers or subject matter experts with in-depth knowledge of security and human rights.
Training sessions may include case studies, interactive discussions, practical exercises, and Q&A sessions to enhance understanding and engagement.
Multiple training sessions will be scheduled to ensure accessibility and accommodate different shifts, locations, and languages, as necessary.

Training Integration

The Human Resources department will integrate the training program into the onboarding process for new employees, contractors, and business partners.
The Security and Human Rights Policy and the training materials will be included in employee handbooks and accessible through the company’s internal communication channels.
Regular reminders and updates will be shared through internal newsletters, emails, or online platforms to reinforce the importance of the Policy and its principles.
New hires, contractors, and business partners will complete the training before commencing their roles or engaging in activities related to Reed International Logistics and Security.
Existing employees, contractors, and business partners will participate in refresher training sessions to reinforce their understanding and awareness of the Policy and any updates.

Training Records and Assessments

The Human Resources department will maintain accurate records of training attendance, completion, and assessments.
Each participant will be required to complete an assessment or evaluation after the training to ensure comprehension and identify areas that may need further clarification or improvement.
The assessment results will be used to assess the effectiveness of the training program and make adjustments as needed.
Training records will be regularly monitored to track compliance and identify individuals who may require additional support or follow-up training.

Through these comprehensive training efforts, Reed International Logistics and Security aims to ensure that all employees, contractors, and business partners understand the Security and Human Rights Policy and actively apply its principles in their daily activities. Continuous training and support will promote a culture of respect for human rights and sustainable security practices throughout the organisation.

Review and Revision

The Reed International Logistics and Security Voluntary Principles on Security and Human Rights Policy will be regularly reviewed and revised to ensure its continued effectiveness and alignment with emerging best practices in security and human rights. The following outlines the process for review and revision:

Internal Assessment: The Monitoring and Evaluation Committee, in collaboration with relevant departments, will conduct regular internal assessments of the Policy’s implementation and performance. This includes reviewing compliance records, incident reports, feedback from stakeholders, and monitoring changes in the security and human rights landscape.
External Input: Reed International Logistics and Security will actively seek external input from experts, stakeholders, clients, and human rights organisations. The organisation will engage in dialogue and receive feedback on the Policy’s effectiveness, clarity, and alignment with evolving standards.
Legal and Regulatory Compliance: The Legal and Compliance Department will monitor changes in national and international laws, regulations, and security and human rights guidelines. Any necessary updates or revisions to the Policy will be made to ensure ongoing compliance and alignment with legal requirements.
Lesson Learning: Reed International Logistics and Security will foster a culture of learning from experiences and actively share lessons learned across the organisation. Evaluating incidents, near misses, and best practices will contribute to identifying areas for improvement and inform policy updates.
Emerging Best Practices: The Monitoring and Evaluation Committee will stay informed about emerging best practices in security and human rights through research, conferences, industry networks, and collaboration with relevant organisations. These best practices will be analysed, and, where appropriate, incorporated into the Policy.
Policy Revision Process: The Monitoring and Evaluation Committee, in consultation with relevant departments and stakeholders, will propose revisions or updates to the Policy based on the findings from internal assessments, external input, legal compliance requirements, lesson learning, and emerging best practices.
Approval and Implementation: The senior management team will review and approve proposed revisions or updates to the Policy. Once approved, the revised Policy will be communicated to all employees, contractors, and business partners. Training programs, employee handbooks, and other relevant materials will be updated accordingly.
Communication and Awareness: Reed International Logistics and Security will ensure adequate communication and awareness of any revisions or updates to the Policy. This may include conducting training sessions, disseminating information through internal communication channels, and providing opportunities for feedback and clarification.
Periodic Review: The Policy will be subject to regular periodic reviews, typically at least once a year or as needed, based on significant changes in circumstances or emerging risks. The review process will follow a similar approach to the initial review and revision process, including internal assessment, external input, legal and regulatory compliance, lesson learning, and emerging best practices.

By implementing a thorough review and revision process, Reed International Logistics and Security aims to maintain a policy that reflects the evolving landscape of security and human rights, incorporates lessons learned, meets legal requirements, and aligns with best practices. This commitment ensures that the organisation continues to uphold the highest standards of security while respecting and protecting human rights.

Resources

Reed International Logistics and Security is committed to providing resources and support to employees, contractors, and business partners to help them comply with the Voluntary Principles on Security and Human Rights Policy. We recognise that effective implementation of the policy requires adequate support and guidance. Therefore, the following resources are made available:

Training Programs: Reed International Logistics and Security offers comprehensive training programs to ensure that all individuals involved in our operations understand and adhere to the principles outlined in the policy. These training programs cover topics such as human rights, security practices, risk assessments, engagement with local communities, and client interactions. The training is designed to equip employees with the knowledge and skills necessary to implement the policy effectively.
Guidelines and Procedures: We have developed a set of guidelines and procedures that provide detailed information on how to apply the principles of the policy in day-to-day operations. These guidelines cover various aspects, including risk assessments, security measures, community engagement, and stakeholder interactions. They serve as a practical resource to assist employees in aligning their actions with the policy’s requirements.
Internal Support Networks: Reed International Logistics and Security encourages the establishment of internal support networks that promote collaboration, knowledge-sharing, and awareness of the policy. These networks provide a platform for employees to seek guidance, share experiences, and discuss best practices related to security and human rights.
Reporting Mechanisms: We have established a confidential reporting mechanism, such as a helpline or email address, to enable employees, contractors, and business partners to report any concerns or potential violations related to security and human rights. These reporting channels ensure that individuals can voice their concerns without fear of retaliation and that appropriate action can be taken.
External Partnerships: Reed International Logistics and Security actively engages with external organisations, including human rights groups, industry associations, and local communities, to access additional expertise, resources, and support. These partnerships further enhance our ability to align our operations with international standards and best practices.
Regular Communication and Updates: We prioritise regular communication and updates regarding the policy to ensure that all individuals are aware of any changes, improvements, or emerging best practices. This includes disseminating information through internal newsletters, training sessions, and company-wide announcements.

Through these resources and support mechanisms, Reed International Logistics and Security aims to empower its employees, contractors, and business partners to uphold the highest standards of security while respecting and protecting human rights.