Who We Are

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Company Policies

▪ The CODE OF BUSINESS ETHICS AND CONDUCT

▪ Company Guidelines

▪ Conflict of Interest

▪ Financial reports, records and retention

▪ Fair Dealing

▪ Policy Breach and Procedures

▪ Equal Employment Opportunity & Discrimination Policy

▪ Diversity Policy

CODE OF BUSINESS ETHICS AND CONDUCT

DOING BUSINESS ETHICALLY, ALWAYS!

The CODE OF BUSINESS ETHICS AND CONDUCT (COBEC) upholds our commitment to maintain the highest ethical, professional and legal standards in everything that we do, thus living our Core Values at all times.

Applicability and Rationale: Growth is a business imperative at Arista ERP Consulting. In its wake, we will add a different set of stakeholders with each passing day. The COBEC will apply to each and every person or organization that we come in contact with - employees, directors, contractors, vendors etc. in conducting our business or serving our clients. The COBEC is a legal and ethical framework, which ensures that each one of us remains firmly on the path of compliance while discharging our duties and responsibilities.

Responsibility: We must remember that unethical conduct can affect our reputation, credibility and prestige, which are the foundation on which our brand is built. We have the highest responsibility for ensuring that we conduct our business and ourselves in a manner that is befitting to our core values and diligently report any violations of the COBEC.

Utilization: We have reinvigorated the COBEC to align ourselves with the changes in the marketplace, along with changes in relevant laws and regulations globally. We have ensured that the COBEC is progressive on the issues that would matter in both the present and future times to come. I urge you to utilize the COBEC as a ready reference for any questions of conduct you may have. In case you are faced with a legal, compliance or ethical query, seek immediate guidance from a senior colleague or get in touch with your manager.

Non-exclusivity: Note the COBEC is not intended to surpass any laws, rules and regulations of any country in which we operate, having additional ethical or legal obligations. In case of a conflict, do remember that the law of the land will prevail. Please go through the COBEC in its entirety. It is our collective responsibility to strengthen a robust tradition of ethics, integrity and other core values that we stand for. Please support in ensuring that we always remains an ethical corporation with the highest standards of propriety.

Company Guidelines

Equal opportunity and anti-discrimination: We are an equal opportunity employer and treats all employees and candidates equally, without regard to race, caste, religion, sex, colour, age, national and social origin, marital status, sexual orientation, or any other status protected by applicable law and policy. We make all employment decisions strictly on the basis of employees’/ candidates’ merits.

Work environment and safety: We are committed to providing a healthy and safe work environment. We comply with applicable workplace health and safety regulations and promptly correct/ report any health and safety instances. If we learn about or are involved with any workplace injury or instances presenting a dangerous situation, they must notify the Human Resource Department or Admin/ Facilities, so that timely corrective action can be taken. The appropriate department should act immediately when they learn of such instances.

Harassment at workplace: We strictly prohibit harassment in any form (unwanted physical or verbal conduct, bullying and mobbing) that makes an individual uncomfortable. Please refer below the conduct that may be considered as harassment at the workplace:

1. Unwanted physical or verbal conduct, such as unnecessary touching, patting, pinching, brushing against another person’s body, abusive behavior, threats, assault, patronizing titles, remarks, innuendos, jokes, repeated suggestions for unwanted social activities, staring, whistling, creation or distribution of offensive pictures/ videos on any media, such as email or display units (VDU’s/ network systems), sexual flirtations or graffiti (including references to an individual’s characteristics or private life) or coerced sexual intercourse.

2. Bullying and mobbing, including persistent criticism and personal abuse, which humiliates or demeans an individual, and acts done by a group of individuals that cause emotional harm to an individual and may include spreading rumours, intimidation and deliberate isolation. Harassment may also be subject to applicable local laws and will be governed by country specific harassment policies. You must report all instances of harassment as per the process set forth in this document.

Conflict of Interest

Employees must follow principles of fairness and not promote their personal interests or gain personal benefits while conducting company’s business transactions. Employees must ensure that their personal interests and that of their close relatives/ friends do not conflict, or appear to conflict, with the interests of the company.

Disclosure of conflict: Note that the below situations are only a few indicators of possible conflicts, there would likely be other similar situations and it is the Employees’ primary responsibility to recognise any potential or actual conflicts with company’s interest and report the same to their manager. Non-disclosure of conflict, would lead to disciplinary action, leading up to, but not limited to termination.

Personal relationships: Close ties to others, such as a spouse, domestic partner or family members may have an adverse impact or create conflicting circumstances with company’s business. Should such a relationship exist, the concerned individuals must exercise caution to ensure that neither do they influence the terms and conditions of employment of the other individual involved nor find themselves in a situation where they may be required to compromise on the business ethics and core values of the company. Further, all such relationships must be disclosed, by writing an email to the Chief Operating Officer.

Financial reports, records and retention

Company records and accuracy of information: As a global company, Arista ERP Consulting subject to various securities laws, regulations and reporting obligations. We must disclose only accurate and complete information regarding company’s business, financial condition and results of operation. Employees must adhere to all applicable company policies in this regard. Inaccurate, incomplete or untimely reporting may damage company’s reputation and result in legal liability.

Money laundering: Money laundering is the activity of creating the perception that money obtained from serious crimes actually originated from legitimate sources. Employees should (i) exercise caution that company’s products and services are not used for any money laundering or illicit financial activity, including terrorism (ii) detect and report suspicious activities and (iii) adhere to all applicable laws and regulations. Employees while dealing with clients, suppliers, and other business partners, ensure they are engaged in a legitimate business, and committed to complying with applicable regulations.

Record retention and information management: Employees should follow all financial policies and related guidelines established by the company regarding information management. Further, Employees must ensure that they retain, protect, and dispose-off records according to the company Record Retention Policy and other applicable laws. All work-related records must be maintained in a recoverable format for the duration for which they are required to be retained.

Records on legal hold: Under certain circumstances, such as a litigation proceeding or an on-going investigation, the Chief Operating Officer will determine and identify the type of records or documents that may be required to be placed under a legal hold. Employees must therefore, ensure that they do not destroy, alter or modify any data contained in such documents. This guidance is, however, subject to applicable laws regarding purging of data and its related timelines.

Management responsibility: Arista ERP Consulting is required to lay down internal financial controls to be followed by the company and ensure that such controls are adequate and operating effectively and consistent with all applicable laws and regulations.

Fair Dealing

Business relationships: In order to foster long-lasting relationships with our clients, suppliers, business partners etc., it is necessary that we conduct our business fairly, honestly and with integrity.

Relationship with Clients: Information given to clients should be accurate and complete, leaving no room for any misrepresentation of information and clients must not be discriminated against because they opted to use services or products of other suppliers.

Relationship with Suppliers: Must be based on price, quality, service and reputation, among other factors. Objectivity should be used while dealing with suppliers/ potential suppliers and Employees should never accept or solicit personal benefits, which may compromise their decision making ability.

Relationship with Competitors: Employees should deal with competitors in accordance with best practices and should not: (i) misappropriate and/ or misuse competitors’ confidential information, (ii) make false statements about competitors’ business or (iii) enter into agreements with competitors that may constitute illegal price-fixing.

Global trade: The company is committed as a global service provider to ensuring compliance with all applicable laws and regulations. In this regard, Employees must:

• Maintain appropriate import, export, and customs records, and seek guidance from relevant departments to   ensure all transfers of products, services and technology including software, comply with import-export laws

• Not indulge in money laundering, illegal trade boycotts or other acts violating international import-export laws

• Be updated on relevant local laws, rules and regulations, if employees’ work involves international travel or providing services or information across several countries

Bribery/ corruption: The company does not offer or accept bribes, kickbacks or other improper payments or inducements in line with applicable laws and regulations, even if it means losing out on a lucrative business opportunity.

The company directs its Employees to:

• Not make facilitation payments and report any such requests

• Ensure all agents and distributors have passed the company’s due diligence process and ensure that the commissions, fee and other payments are not used as bribes on behalf of the company

• Ensure applicable laws, rules and regulations are complied with while dealing with the government

• Acquaint themselves with the anti-bribery and anti-corruption laws of countries where they are required to travel and conduct business in

Gifts and entertainment: Gift or entertainment shall not be given or taken/ received, with the underlying intention of influencing or rewarding business decisions.

• The value of gifts offered or accepted must not exceed US$ 50 or its equivalent

• Gifts in the course of employment may be accepted if such gifts specifically relate to Employees’ service or accomplishment, provided the Employees keep the company informed as to the nature and value of the gift

• Meals, refreshments or other forms of entertainment may be offered if they are for a business purpose and paid by the company. This may include food, alcoholic beverages and tickets for sporting/ cultural events

Social media: Social media is a part of our everyday lives and plays a very important role in our communication. We respect our Employees’ right to use social media (Facebook, Twitter, LinkedIn, etc.). However, Employees must adhere to the COBEC and other company policies, while using social media for both personal and professional purposes.

Political involvement, contributions and lobbying: Employees can participate in the political process, provided, such activities are taken up on their own time and without presenting their views as the views of the company.

• Company assets and funds must not be used for political campaigns, without express approval of the Chief Operating Officer

• Employees campaigning for political office should exercise caution to not represent wrongfully that the company is making corporate political contribution. Further, colleagues, clients and business partners must not be forced into supporting or contributing for a political group

• Approval of the Chief Operating Officers must be sought prior to lobbying with members or employees of a government function

Policy Breach and Procedures

Seeking help and reporting violations of the COBEC: Employees must report known or suspected violations of the COBEC to the Chief Operating Officer. All queries or concerns will be treated with sensitivity and discretion. The company is committed to protecting Employees’ confidentiality, consistent with law and company’s need to investigate the matters.

Employees’ responsibility: Employees should deal with any policy breach matters impartially and with the highest degree of sensitivity to help resolve ethical issues and create a comfortable atmosphere that encourages colleagues to discuss grievances. Employees must remember that they have a duty to appropriately deal with issues that violate the COBEC. Non-reporting of violations could be subject to disciplinary action as the cover up of such violations is a breach of the policy in itself.

Non-retaliation and whistleblowing: The company prohibits retaliation against Employees for reporting an activity that they in good faith believe to be a violation of any law, rule, regulation or the COBEC and all retaliation instances should be reported to the Chief Operating Officer. Further, Employees should not be discharged, demoted, or otherwise discriminated against for reporting information that they reasonably believe to be gross mismanagement, waste of funds, abuse of authority, or danger to health or safety.

Enforcement and disciplinary action: Employees who violate any policy or procedure pursuant to the COBEC could be subject to discipline, leading up to, but not limited to termination. This determination will be based upon the facts and circumstances of each situation and Employees in question will be given an opportunity to present their explanations, prior to the determination of appropriate disciplinary action. Breach of any of the provisions of the COBEC may expose Employees and the company to substantial civil damages, criminal fines, prison terms and damage to reputation. During an internal audit or an ongoing investigation, it is imperative that all concerned Employees give their full co- operation and ensure that they are fair and honest in their responses. Further, details of such audit or investigation should not be discussed with anyone inside or outside the company.

Waiver of the COBEC: Waiver of the COBEC for employees may be made only by the Chief Operating Officer. Any waiver of the COBEC for the Executive Officers may be made only by the Board of Directors. In addition, any such waiver must be disclosed to the public, if required by the applicable laws and regulations.

Equal Employment Opportunity & Discrimination Policy

What is Discrimination?

Discrimination is any practice that makes a distinction between individuals or groups so as to disadvantage some and advantage others based on irrelevant or improper criteria. It covers a wide range of areas, for example, gender, marital status, religious belief, sexual orientation, age, political beliefs, race, pregnancy.

Types of Discrimination: 

Direct discrimination: Direct discrimination takes place when a person treats or proposes to treat another person less favourably because of a particular characteristic or attribute. An example of direct discrimination would be to reject an applicant solely on the basis that he/ she was in a wheelchair, even though they had the best skills/ experience for the job.

Indirect discrimination: Indirect discrimination occurs when a practice or policy appears to be fair because it treats everyone the same way but actually disadvantages people from a particular group. An example of indirect discrimination is requiring all people who apply for a certain job to pass an English test, even though English is not necessary for the job.

Sexual Harassment: Sexual harassment is a form of sex discrimination when the person is subject to “less favourable treatment” because of their sex.

Employee Responsibilities

• Treat others fairly and with respect at all times

• Maintain your personal conduct in line with this policy

• Ensure your actions (or inactions) or comments do not condone workplace discrimination by others

• Offer support to those experiencing discrimination

• If you become the subject of, or have knowledge of discrimination, which is prohibited by this policy you are required to report immediately to your manager

Management Responsibilities:

• Ensure your own conduct is free of inappropriate behaviours

• Stop acts if you witness them happening and ensure that immediate and appropriate action is taken

• Involve your management team as soon as you are made aware of a complaint of discrimination or observe a situation of this nature

• Treat any complaint seriously and promptly, with the strictest of confidence for both the accuser and the accused. Only those who legitimately need to know should be given information about the complaint and the final outcome

Diversity Policy

The company recognises its talented and diverse workforce as a key competitive advantage. Our business success is a reflection of the quality and skills of our people. The company is committed to seeking out and retaining the leading human talent to ensure business growth and performance.

Diversity management benefits individuals, teams, our company as a whole, and our customers. We recognise that each employee brings their own unique capabilities, experiences and characteristics to their work. We value such diversity at all levels of the company in all that we do. The company believes in treating all people with respect and dignity. We strive to create and foster a supportive and understanding environment in which all individuals realize their maximum potential within the company, regardless of their differences.

We are committed to employing the right people in the right role. We recognise the importance of reflecting the diversity of our customers and markets in our workforce. The diverse capabilities of our talented workforce, positions the company to anticipate and fulfill the needs of our customers, both domestically and internationally, providing high quality services.

We value the diversity of our employees and the unique perspectives they bring to the company. Diversity within the company not only includes age, race, gender, sexual orientation, disabilities, and ethnicity, but also jobs and functional roles within the company, the markets and clients we serve, our geographic locations, educational background and whether one joined the company independently or through an acquisition or outsourcing arrangement. By valuing these differences, we demonstrate our commitment to treating everyone with fairness and respect.

What is workplace diversity?

Our diversity is shaped by a variety of characteristics including age, ethnicity, gender, disability, language, religious beliefs, life stages, education, care responsibilities, sexual orientation, personality and marital status. A key aspect of workplace diversity is the contribution that we all make to a workplace that is free from discrimination and harassment.

The Benefits of diversity in the workplace:

Increased innovation: A diverse workforce with a range of different backgrounds and perspectives gives the company a broader range of ideas and insights to draw on in decision making and policy development. Diversity therefore makes good business sense.

Improved service to clients: A workplace that reflects the local community will understand its clients better, which will lead to improved service. A diverse workplace will have good communication with its clients based on a deep understanding of the needs of the community.

Competitive management practices: Organisations that value and capitalise on employee diversity have productive and fulfilling workplaces which help them attract and retain employees. This leads to savings in recruitment and training costs, as well as maintaining corporate knowledge and expertise.