1. Introduction

This Supplier Policy outlines Lbox Communications’ commitment to establishing and maintaining ethical, mutually beneficial, and productive partnerships with our independent contractors and suppliers. This policy also outlines our expectations for suppliers to ensure that their operations align with our core values and regulatory requirements and holds our suppliers accountable for their social and environmental performance.

2. Supplier Preference

Supplier Scale: Where possible, we prioritise sourcing from small-scale, local suppliers.
Diversity and Inclusion: We promote diversity and inclusion in our supplier selection process and seek opportunities to engage with diverse businesses.
Positive Practices: Lbox Communications prioritises suppliers that engage in positive practices beyond what is required by regulations (including environmentally-friendly manufacturing and excellent labour processes)

3. Local Suppliers

We prioritise purchasing from local suppliers and have preferred and ready-to-use lists of preferred local suppliers and vendors stored in our Optimus database for our facilities.

4. Small Scale Suppliers

Lbox Communications provides small scale suppliers the same contracts, prices and payment terms as other, larger suppliers.
We pay 30 days payable outstanding to small scale suppliers.
We have grievance mechanisms in place to address complaints and resolve disputes.

5. Independent Contractors

Lbox Communications’ independent contractors are verified to either work on a time-bound basis, split their time with work for other clients, or have been offered employment.
We ensure our independent contractors are paid a living wage, as a minimum.

6. Contracts and Agreements

Clear contractual frameworks form the basis of all supplier and contractor relationships.

Written Agreements: All supplier relationships will be governed by written contracts or agreements that clearly outline the rights, responsibilities, and expectations of both parties.
Living Wage: All suppliers are paid at the UK living wage.
Compliance: Contracts will stipulate supplier obligations, such as compliance with laws, regulations, quality standards, and ethical practices, including those related to social and environmental performance.

7. Code of Conduct

We expect all suppliers and contractors to uphold the highest standards of ethical conduct.

Integrity and Transparency: Lbox Communications expects suppliers and subcontractors to conduct their operations with integrity, transparency, and honesty. We ensure supplier compliance with all local laws and regulations, including international human rights and labour standards, and will not engage with entities involved in illegal or unethical activities.
Fair and Ethical Practices: Suppliers and subcontractors are expected to adhere to fair labour practices, avoid conflicts of interest, and ensure ethical behaviour in their business operations.

8. Quality and Performance

Quality Standards: Suppliers and independent contractors are expected to provide products and services that meet or exceed defined quality standards and specifications.

9. Confidentiality and Data Security

Data Protection: Suppliers may have access to Lbox Communications’ confidential information. They are expected to maintain strict confidentiality and protect sensitive data in compliance with data protection laws, in addition to our separate Data Protection and Privacy Policy.
Data Security: Suppliers are expected to implement security measures to protect any data they collect or process on behalf of Lbox Communications.

10. Grievance and Dispute Resolution

Suppliers and independent contractors who have a concern related to our business practices, personnel conduct, contractual obligations, payments, or any other matter may:

Raise concerns informally with their Lbox Communications Head of Finance point of contact in the first instance, where appropriate.
If informal discussion does not resolve the issue, a formal grievance can be submitted in writing to david@lboxcomms.com, or sent by post to:

Lbox Communications, Richmond Bridge House, 419 Richmond Rd, East Twickenham, Twickenham TW1 2EX.

The grievance should include a clear description of the issue, the individuals involved, dates, relevant documentation, and the outcome sought.

Grievances will be acknowledged within 5 working days, with a target resolution or formal response provided within 15 working days. Additional time may be required for complex matters, in which case an update will be provided.

All anonymous submissions will be reviewed, and we will take reasonable steps to investigate them thoroughly. No retaliation will occur for reporting concerns in good faith.

Lbox Communications and its suppliers will seek amicable resolution through mediation, negotiation, or other agreed-upon methods. If disputes cannot be resolved through negotiation, Lbox Communications and their suppliers may consider arbitration or legal action as a last resort.

11. Policy Compliance

Suppliers are obligated to comply with the terms and conditions outlined in this Policy and Code of Conduct upon entering into a contractual relationship with Lbox Communications. This includes compliance with our social and environmental requirements. Non-compliance may lead to corrective actions, contract termination and other legal consequences.

12. Review

This Policy will be reviewed annually and any changes communicated to the relevant personnel.

Supplier and contractor policy & code of conduct