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Purchasing terms

VIRGIN ACTIVE LIMITED PURCHASING TERMS AND CONDITIONS APPLICABLE TO ALL PURCHASE ORDERS WHERE NO SEPARATE AGREEMENT HAS BEEN SIGNED BETWEEN THE PARTIES

1. INTERPRETATION

1.1 Definitions. In these Conditions, the following definitions apply: 

Commencement Date: has the meaning set out in clause 2.2.

Conditions: these terms and conditions as amended from time to time in accordance with clause 14.10.

Contract: the contract between VAL and the Supplier for the supply of Goods and/or Services upon the issuing of Purchase Orders in accordance with these Conditions. 

Deliverables: all documents, products and materials developed by the Supplier or its agents, contractors and employees as part of or in relation to the Services in any form or media, including without limitation drawings, maps, plans, diagrams, designs, pictures, computer programs, data, specifications and reports (including drafts).

Goods: the goods (or any part of them) set out in the Purchase Order. 

Goods Specification: any specification for the Goods, including any related plans and drawings, that is notified by VAL to the Supplier.

Intellectual Property Rights: all patents, rights to inventions, utility models, copyright and related rights, trade marks, service marks, trade, business and domain names, rights in trade dress or get-up, rights in goodwill or to sue for passing off, unfair competition rights, rights in designs, rights in computer software, database right, topography rights, rights in confidential information (including know-how and trade secrets) and any other intellectual property rights, in each case whether registered or unregistered and including all applications for and renewals or extensions of such rights, and all similar or equivalent rights or forms of protection in any part of the world.

Purchase Order: VAL's purchase order for the supply of Goods and/or Services.

Services: the services, including without limitation any Deliverables, to be provided by the Supplier under the Contract as set out in the Service Specification.

Service Specification: the description or specification for Services notified by VAL to the Supplier. 

Supplier: the person or firm from whom VAL purchases the Goods and/or Services. 

VAL: Virgin Active Limited, a company registered in England and Wales with company number 03448441.

VAL Materials: has the meaning set out in clause 5.3(i).

Working Day: a day (other than a Saturday, Sunday or a public holiday) when banks in London are open for business.

1.2 Construction. In these Conditions, the following rules apply: 

(a) a person includes a natural person, corporate or unincorporated body (whether or not having separate legal personality);

(b) a references to a party includes its personal representatives, successors or permitted assigns;

(c) a reference to a statute or statutory provision is a reference to such statute or statutory provision as amended or re-enacted. A reference to a statute or statutory provision includes any subordinate legislation made under that statute or statutory provision, as amended or re-enacted;

(d) any phrase introduced by the terms including, include, in particular or any similar expression shall be construed as illustrative and shall not limit the sense of the words preceding those terms; and

(e) a reference to writing or written includes faxes and e-mails. 

2. BASIS OF CONTRACT

2.1 The Purchase Order constitutes an offer by VAL to purchase Goods and/or Services from the Supplier in accordance with these Conditions. 

2.2 The Purchase Order shall be deemed to be accepted on the earlier of:

(a) 24 hours of issue of the Purchase Order; or

(b) the Supplier issuing written acceptance of the Purchase Order; or

(c) any act by the Supplier consistent with fulfilling the Purchase Order,

at which point and on which date the Contract shall come into existence (Commencement Date).

2.3 Unless the parties have signed a separate agreement these Conditions apply to the Contract to the exclusion of any other terms that the Supplier seeks to impose or incorporate, or which are implied by trade, custom, practice or course of dealing. 

2.4 All of these Conditions shall apply to the supply of both Goods and Services except where the application to one or the other is specified.

3. SUPPLY OF GOODS

3.1 The Supplier warrants, represents and undertakes that the Goods shall:

(a) correspond with their description and any applicable Goods Specification;

(b) be of satisfactory quality (within the meaning of the Sale of Goods Act 1979) and fit for any purpose held out by the Supplier or made known to the Supplier by VAL, expressly or by implication, and in this respect VAL relies on the Supplier's skill and judgment;

(c) be free from defects in design, materials and workmanship and remain so for 12 months after delivery; and

(d) comply with all applicable statutory and regulatory requirements relating to the manufacture, labelling, packaging, storage, handling and delivery of the Goods.

3.2 The Supplier shall ensure that at all times it has and maintains all the licences, permissions, authorisations, consents and permits that it needs to carry out its obligations under the Contract in respect of the Goods.

3.3 VAL shall have the right to inspect and test the Goods at any place and/or time before or after delivery subject to a 30 day inspection period.

3.4 If following such inspection or testing VAL considers that the Goods do not conform or are unlikely to comply with the Supplier's undertakings at clause 3.1, VAL shall inform the Supplier and the Supplier shall immediately take such remedial action as is necessary (including paying for tests and the collection of Goods to remedy the non-conformity) to ensure compliance.

3.5 Notwithstanding any such inspection or testing, the Supplier shall remain fully responsible for the Goods and any such inspection or testing shall not reduce or otherwise affect the Supplier's obligations under the Contract, and VAL shall have the right to conduct further inspections and tests after the Supplier has carried out its remedial actions. The Supplier shall provide Goods provided in connection with the testing free of charge and/or provide batch certification to prove testing has been completed correctly.

4. DELIVERY OF GOODS

4.1 The Supplier shall ensure that: 

(a) the Goods are properly packed and secured in such manner as to enable them to reach their destination in good condition;

(b) each delivery of the Goods is accompanied by a delivery note which shows the date of the Purchase Order, the Purchase Order number (if any), the type and quantity of the Goods (including the code number of the Goods (where applicable)) and special storage instructions (if any) and, if the Goods are being delivered by instalments, the outstanding balance of Goods remaining to be delivered. If the Supplier delivers in instalments then unless this has been specifically requested by VAL then VAL will not pay for any delivery charges associated with delivery after the first delivery of an instalment; and

(c) if the Supplier requires VAL to return any packaging material for the Goods to the Supplier, that fact is clearly stated on the delivery note. Any such packaging material shall only be returned to the Supplier at the cost of the Supplier.

4.2 The Supplier shall deliver the Goods: 

(a) on the date specified in the Purchase Order;

(b) to VAL's premises specified in the Purchase Order or as instructed by VAL before delivery (Delivery Location); and

(c) during VAL's normal hours of business on a Working Day, or as instructed by VAL.

4.3 Delivery of the Goods shall be completed on the completion of a signed delivery note following the unloading of the Goods at the Delivery Location unless otherwise specified by VAL. 

4.4 If the Supplier delivers more or less than the quantity of Goods ordered, VAL may reject the Goods and any rejected Goods shall be returnable at the Supplier's risk and expense. If the Supplier delivers more or less than the quantity of Goods, as stated on the Purchase Order, and VAL accepts the delivery, a pro rata adjustment shall be made to the invoice for the Goods.

4.5 The Supplier shall not deliver the Goods in instalments without VAL's prior written consent. Where it is agreed that the Goods are delivered by instalments, they may be invoiced and paid for separately. However, failure by the Supplier to deliver any one instalment on time or at all or any defect in an instalment shall entitle VAL to the remedies set out in clause 6.1.

4.6 Title and risk in the Goods shall pass to VAL on completion of delivery. 

5. SUPPLY OF SERVICES

5.1 The Supplier shall for the duration of this Contract provide the Services to VAL in accordance with the terms of the Contract. 

5.2 The Supplier shall meet any performance dates for the Services specified in the Purchase Order or notified to the Supplier by VAL. 

5.3 In providing the Services, the Supplier warrants, represents and undertakes to:

(a) co-operate with VAL in all matters relating to the Services, and comply with all instructions of VAL;

(b) perform the Services with all reasonable care, skill and diligence and in accordance with best practice according (where relevant) to the latest codes of practice and standards in the industry, profession or trade; 

(c) use personnel who are suitably skilled and experienced to perform tasks assigned to them (and meet any minimum levels of skill and/or experience specified by VAL), and in sufficient number to ensure that the Supplier's obligations are fulfilled in accordance with this Contract;

(d) ensure that the Services and Deliverables will conform with all descriptions and specifications set out in the Purchase Order, and that the Deliverables shall be fit for any purpose expressly or impliedly made known to the Supplier by VAL; 

(e) provide all equipment, tools and vehicles and such other items as are required to provide the Services;

(f) use the best quality goods, materials, standards and techniques, and ensure that the Deliverables, and all goods and materials supplied and used in the Services or transferred to VAL, will be free from defects in workmanship, installation and design;

(g) obtain and at all times maintain all necessary licences and consents (and provide the same to VAL on request), and comply with all applicable laws and regulations;

(h) observe all health and safety rules and regulations and any other security requirements that apply at any of VAL's premises;

(i) hold all materials, equipment and tools, drawings, specifications and data supplied by VAL to the Supplier (VAL Materials) in safe custody at its own risk, maintain VAL Materials in good condition until returned to VAL, and not dispose or use VAL Materials other than in accordance with VAL's written instructions or authorisation; and

(j) not do or omit to do anything which may cause VAL to lose any licence, authority, consent or permission upon which it relies for the purposes of conducting its business, and the Supplier acknowledges that VAL may rely or act on the Services.

6. VAL REMEDIES

6.1 If the Supplier fails to deliver the Goods and/or perform the Services by the applicable date and/or not in accordance with this Contract, VAL shall, without limiting its other rights or remedies, have the following rights: 

(a) to terminate the Contract and/or Purchase Order with immediate effect by giving written notice to the Supplier;

(b) to refuse to accept any subsequent performance of the Services and/or delivery of the Goods which the Supplier attempts to make;

(c) to recover from the Supplier any costs incurred by VAL in obtaining substitute goods and/or services from a third party;

(d) where VAL has paid in advance for Services that have not been provided by the Supplier and/or Goods which have not been delivered by the Supplier, to have such sums refunded by the Supplier; and

(e) to claim damages for any additional costs, loss or expenses incurred by VAL which are in any way attributable to the Supplier's failure to meet such dates.

6.2 If the Supplier has delivered Goods that do not comply with the warranties, representations and undertakings set out in clause 3.1, then, without limiting its other rights or remedies, VAL shall have the following rights, whether or not it has accepted the Goods:

(a) to reject the Goods (in whole or in part) whether or not title has passed and to return them to the Supplier at the Supplier's own risk and expense;

(b) to terminate the Contract and/or Purchase Order with immediate effect by giving written notice to the Supplier;

(c) to require the Supplier to repair or replace the rejected Goods, or to provide a full refund of the price of the rejected Goods (if paid);

(d) to refuse to accept any subsequent delivery of the Goods which the Supplier attempts to make;

(e) to recover from the Supplier any expenditure incurred by VAL in obtaining substitute goods from a third party; and

(f) to claim damages for any additional costs, loss or expenses incurred by VAL arising from the Supplier's failure to supply Goods in accordance with clause 3.1.

6.3 These Conditions shall extend to any substituted or remedial services and/or repaired or replacement goods supplied by the Supplier.

6.4 VAL's rights under this Contract are in addition to its rights and remedies implied by statute and common law.

7. VAL’S OBLIGATIONS

VAL shall:

(a) provide the Supplier with reasonable access at reasonable times to VAL's premises for the purpose of providing the Services; and

(b) provide such information as the Supplier may reasonably request for the provision of the Services and which VAL considers reasonably necessary for the purpose of providing the Services.

8. CHARGES AND PAYMENT

8.1 The price for the Goods:

(a) shall be the price set out in the Purchase Order; and

(b) shall be inclusive of the costs of packaging, insurance and carriage of the Goods, unless otherwise agreed in writing by VAL. No extra charges shall be effective unless otherwise agreed in writing by VAL.

8.2 The charges for the Services shall be set out in the Purchase Order, and shall be the full and exclusive remuneration of the Supplier in respect of the performance of the Services. Unless otherwise agreed in writing by VAL, the charges shall include every cost and expense of the Supplier directly or indirectly incurred in connection with the performance of the Services.

8.3 In respect of Goods, the Supplier shall invoice VAL on or at any time after completion of delivery. In respect of Services, the Supplier shall invoice VAL on completion of the Services. Each invoice shall include such supporting information required by VAL to verify the accuracy of the invoice, including but not limited to the relevant Purchase Order number.

8.4 In consideration of the supply of Goods and/or Services by the Supplier, VAL shall pay the invoiced amounts within 60 days of the receipt of a correctly rendered invoice to a bank account nominated in writing by the Supplier. 

8.5 All amounts payable by VAL under the Contract are exclusive of amounts in respect of valued added tax chargeable from time to time (VAT). Where any taxable supply for VAT purposes is made under the Contract by the Supplier to VAL, VAL shall, on receipt of a valid VAT invoice from the Supplier, pay to the Supplier such additional amounts in respect of VAT as are chargeable on the supply of the Goods and/or Services at the same time as payment is due for the supply of the Goods and/or Services.

8.6 If VAL fails to pay any amount properly due and payable by it under the Contract, the Supplier shall have the right to charge interest on the overdue amount at the rate of 2 per cent per annum above the base rate for the time being of the Bank of England accruing on a daily basis from the due date up to the date of actual payment, whether before or after judgment. This clause shall not apply to payments that VAL disputes in good faith. 

8.7 The Supplier shall maintain complete and accurate records of the time spent and materials used by the Supplier in providing the Services, and the Supplier shall allow VAL to inspect such records at all reasonable times on request.

8.8 VAL may, without limiting its other rights or remedies, set off any amount owing to it by the Supplier against any amount payable by VAL to the Supplier under the Contract.

9. INTELLECTUAL PROPERTY RIGHTS

9.1 In respect of the Goods and any goods that are transferred to VAL as part of the Services under this Contract, including without limitation the Deliverables or any part of them, the Supplier warrants that it has full clear and unencumbered title to all such items, and that at the date of delivery of such items to VAL, it will have full and unrestricted rights to sell and transfer all such items to VAL.

9.2 The Supplier assigns to VAL, with full title guarantee and free from all third party rights, all Intellectual Property Rights in the products of the Services, including for the avoidance of doubt the Deliverables. 

9.3 The Supplier shall obtain waivers of all moral rights in the products, including for the avoidance of doubt the Deliverables, of the Services to which any individual is now or may be at any future time entitled under Chapter IV of Part I of the Copyright Designs and Patents Act 1988 or any similar provisions of law in any jurisdiction.

9.4 The Supplier shall, promptly at VAL's request, do (or procure to be done) all such further acts and things and the execution of all such other documents as VAL may from time to time require for the purpose of securing for VAL the full benefit of the Contract, including all right, title and interest in and to the Intellectual Property Rights assigned to VAL in accordance with clause 9.2.

9.5 All VAL Materials are the exclusive property of VAL.

10. INDEMNITY

10.1 The Supplier shall keep VAL indemnified in full against all costs, expenses, damages and losses (whether direct or indirect), including any interest, fines, legal and other professional fees and expenses awarded against or incurred or paid by VAL as a result of or in connection with: 

(a) any claim made against VAL by a third party for death, personal injury or damage to property arising out of, or in connection with, defects in Goods; 

(b) any claim made against VAL by a third party arising out of, or in connection with, the supply of the Goods or Services, to the extent that such claim arises out of the breach, negligent performance or failure or delay in performance of the Contract by the Supplier, its employees, agents or subcontractors; and

(c) any claim made against VAL for actual or alleged infringement of a third party's Intellectual Property Rights arising out of, or in connection with, the manufacture, supply or use of the Goods, or receipt, use or supply of the Services.

10.2 For the duration of the Contract and for a period of 36 months thereafter, the Supplier shall maintain in force, with a reputable insurance company, professional indemnity insurance, product liability insurance and public liability insurance to cover the liabilities that may arise under or in connection with the Contract and shall, on VAL's request, produce both the insurance certificate giving details of cover and the receipt for the current year's premium in respect of each insurance.

10.3 This clause 10 shall survive termination of the Purchase Order and/or Contract.

11. CONFIDENTIALITY

A party (Receiving Party) shall keep in strict confidence all technical or commercial know-how, specifications, inventions, processes or initiatives which are of a confidential nature and have been disclosed to the Receiving Party by the other party (Disclosing Party), its employees, agents or subcontractors, and any other confidential information concerning the Disclosing Party's business or its products or its services which the Receiving Party may obtain. The Receiving Party shall restrict disclosure of such confidential information to such of its employees, agents or subcontractors as need to know it for the purpose of discharging the Receiving Party's obligations under the Contract, and shall ensure that such employees, agents or subcontractors are subject to obligations of confidentiality corresponding to those which bind the Receiving Party. This clause 11 shall survive termination of the Contract.

12. TERMINATION

12.1 Without limiting its other rights or remedies, VAL may terminate the Contract with immediate effect by giving written notice to the Supplier if:

(a) the Supplier commits a material or persistent breach of the Contract and (if such a breach is remediable) fails to remedy that breach (with a remedy approved by VAL in advance) within 15 days of receipt of notice in writing of the breach to VAL’s satisfaction (acting reasonably);

(b) the Supplier suspends, or threatens to suspend, payment of its debts or is unable to pay its debts as they fall due or admits inability to pay its debts or (being a company) is deemed unable to pay its debts within the meaning of section 123 of the Insolvency Act 1986 or (being an individual) is deemed either unable to pay its debts or as having no reasonable prospect of so doing, in either case, within the meaning of section 268 of the Insolvency Act 1986 or (being a partnership) has any partner to whom any of the foregoing apply;

(c) the Supplier commences negotiations with all or any class of its creditors with a view to rescheduling any of its debts, or makes a proposal for or enters into any compromise or arrangement with its creditors other than (where a company) for the sole purpose of a scheme for a solvent amalgamation of the Supplier with one or more other companies or the solvent reconstruction of the Supplier;

(d) a petition is filed, a notice is given, a resolution is passed, or an order is made, for or in connection with the winding up of the Supplier (being a company) other than for the sole purpose of a scheme for a solvent amalgamation of the Supplier with one or more other companies or the solvent reconstruction of the Supplier;

(e) the Supplier (being an individual) is the subject of a bankruptcy petition order;

(f) a creditor or encumbrancer of the Supplier attaches or takes possession of, or a distress, execution, sequestration or other such process is levied or enforced on or sued against, the whole or any part of its assets and such attachment or process is not discharged within 14 days;

(g) an application is made to court, or an order is made, for the appointment of an administrator or if a notice of intention to appoint an administrator is given or if an administrator is appointed over the Supplier (being a company);

(h) a floating charge holder over the assets of the Supplier (being a company) has become entitled to appoint or has appointed an administrative receiver;

(i) a person becomes entitled to appoint a receiver over the assets of the Supplier or a receiver is appointed over the assets of the Supplier;

(j) any event occurs, or proceeding is taken, with respect to the Supplier in any jurisdiction to which it is subject that has an effect equivalent or similar to any of the events mentioned in clause 12.1(b) to clause 12.1(i) (inclusive);

(k) the Supplier suspends or threatens to suspend, or ceases or threatens to cease to carry on, all or a substantial part of its business; or

(l) the Supplier (being an individual) dies or, by reason of illness or incapacity (whether mental or physical), is incapable of managing his own affairs or becomes a patient under any mental health legislation.

12.2 Without limiting its other rights or remedies, VAL may terminate the Contract:

(a) in respect of the supply of Services, immediately by giving the Supplier written notice; and

(b) in respect of the supply of Goods, with immediate effect by giving written notice to the Supplier, in which case VAL shall pay the Supplier fair and reasonable compensation for any work in progress on any other Goods at the date of termination but such compensation shall not include loss of anticipated profits or any consequential loss.

12.3 In any of the circumstances in these Conditions in which VAL may terminate the Contract, where both Goods and Services are supplied, VAL may instead terminate part of the Contract in respect of the Goods, or in respect of the Services, and the Contract shall continue in respect of the remaining supply.

13. CONSEQUENCES OF TERMINATION

On termination of the Contract or any part of it for any reason:

(a) where the Services are terminated, the Supplier shall immediately deliver to VAL all Deliverables, whether or not then complete, and return all VAL Materials. If the Supplier fails to do so, then VAL may without limiting its other rights or remedies enter the Supplier's premises and take possession of them. Until they have been returned or delivered, the Supplier shall be solely responsible for their safe keeping and will not use them for any purpose not connected with this Contract; 

(b) the accrued rights and remedies of the parties as at termination shall not be affected, including the right to claim damages in respect of any breach of the Contract which existed at or before the date of termination; and

(c) clauses which expressly or by implication have effect after termination shall continue in full force and effect.

14. CORPORATE SOCIAL RESPONSIBILITY DECLARATION

The Supplier will comply with VAL’s corporate social responsibility policy which is detailed in the Schedule.

15. GENERAL

15.1 Anti-bribery: The Supplier shall comply with all applicable anti-bribery and anti-corruption laws, regulations and codes including, without limitation, the Bribery Act 2010 (Anti-Corruption Requirements) and shall maintain and, where appropriate, enforce adequate procedures to ensure such compliance. The Supplier shall promptly report to VAL any request or demand for any undue financial or other advantage of any kind received or made by or on behalf of the Supplier or persons associated with the Supplier in connection with the provision of Goods and/or performance of the Services. In respect of persons associated with the Supplier who are performing services and/or providing Goods in connection with the Services, the Supplier shall be responsible for the compliance by such persons with Anti-Corruption Requirements. The Supplier shall indemnify VAL in full in respect of any failure to comply with this clause. For the purpose of this clause, the meaning of ‘adequate procedures’ and whether a person is ‘associated’ with another person shall be determined in accordance with the Bribery Act 2010.

15.2 Force majeure: Neither party shall be liable to the other as a result of any delay or failure to perform its obligations under the Contract if and to the extent such delay or failure is caused by an event or circumstance which is beyond the reasonable control of that party which by its nature could not have been foreseen by such a party or if it could have been foreseen was unavoidable. If such event or circumstances prevent the Supplier from supplying the Goods and/or Services for more than two weeks, VAL shall have the right, without limiting its other rights or remedies, to terminate this Contract with immediate effect by giving written notice to the Supplier.

15.3 Assignment and subcontracting:

(a) The Supplier shall not assign, transfer, charge, subcontract or deal in any other manner with all or any of its rights or obligations under the Contract without the prior written consent of VAL. 

(b) VAL may at any time assign, transfer, charge, subcontract, or deal in any other manner with all or any of its rights under the Contract and may subcontract or delegate in any manner any or all of its obligations under the Contract to any third party or agent. 

15.4 Notices: 

(a) Any notice or other communication required to be given to a party under or in connection with this Contract shall be in writing and shall be delivered to the other party personally or sent by prepaid first-class post, recorded delivery or by commercial courier, at its registered office (if a company) or (in any other case) its principal place of business, or sent by fax to the other party's main fax number.

(b) Any notice or communication shall be deemed to have been duly received if delivered personally, when left at the address referred to above or, if sent by prepaid first-class post or recorded delivery, at 9.00 am on the second Working Day after posting, or if delivered by commercial courier, on the date and at the time that the courier's delivery receipt is signed, or if sent by fax, on the next Working Day after transmission.

(c) This clause 14.5 shall not apply to the service of any proceedings or other documents in any legal action. For the purposes of this clause, "writing" shall include e-mails and for the avoidance of doubt notice given under this Contract shall be validly served if sent by e-mail.

15.5 Waiver and cumulative remedies: 

(a) A waiver of any right under the Contract is only effective if it is in writing and shall not be deemed to be a waiver of any subsequent breach or default. No failure or delay by a party in exercising any right or remedy under the Contract or by law shall constitute a waiver of that or any other right or remedy, nor preclude or restrict its further exercise. No single or partial exercise of such right or remedy shall preclude or restrict the further exercise of that or any other right or remedy. 

(b) Unless specifically provided otherwise, rights arising under the Contract are cumulative and do not exclude rights provided by law.

15.6 Severance:

(a) If a court or any other competent authority finds that any provision (or part of any provision) of the Contract is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted, and the validity and enforceability of the other provisions of the Contract shall not be affected. 

(b) If any invalid, unenforceable or illegal provision of the Contract would be valid, enforceable and legal if some part of it were deleted, the provision shall apply with the minimum modification necessary to make it legal, valid and enforceable.

15.7 No partnership: Nothing in the Contract is intended to, or shall be deemed to, constitute a partnership or joint venture of any kind between any of the parties, nor constitute any party the agent of another party for any purpose. No party shall have authority to act as agent for, or to bind, the other party in any way. 

15.8 Third parties: A person who is not a party to the Contract shall not have any rights under or in connection with it.

15.9 Variation: Any variation, including any additional terms and conditions, to the Contract shall only be binding when agreed in writing and signed by VAL.

15.10 Governing law and jurisdiction: The Contract, and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with, English law, and the parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales.

SCHEDULE – CORPORATE SOCIAL RESPONSIBILITY POLICY
Virgin Companies operating responsibly and respecting the value of the many people engaged in our supply chain has created this code of conduct to communicate clearly our minimum expectations in relation to:

  • Human Rights
  • Environmental impact

Section 1

Human Rights & Labour Conditions

Employment is Chosen (No Forced Labour)

  • Employees should be free to choose to work for the supplier, i.e. their employer Employees should be free to leave the supplier after reasonable notice is served
  • Suppliers should not use forced, bonded or non-voluntary prison labour

Employment Relationships

  • Suppliers should establish recognised employment relationships with their employees that are in accordance with their national law and good practice
  • Suppliers’ employees should be provided with an easy to read contract of employment with particular clarity in relation to wage levels
  • In the event that employees are unable to read, the contract of employment should be read and explained to them by a union representative or another appropriate third person
  • Suppliers should not seek to avoid providing employees with their legal or contractual rights

Freedom of Association

  • Suppliers should not prevent or discourage employees from joining trade unions
  • Suppliers’ employees should be able to carry out reasonable representative functions within the workplace
  • Suppliers should not discriminate against any employees carrying out representative functions
  • Where the law restricts freedom of association and collective bargaining, suppliers should facilitate alternative means of representation

Living Wages Are Paid

  • Wages and benefits should at least meet industry benchmarks and national legal standards
  • Suppliers should not make deductions from wages unless permitted by national law or with the permission (without duress) of the employee
  • Suppliers should always pay in cash and not in kind, e.g. goods, vouchers

Child Labour

In principle, Virgin is against the use of child labour and believes its long-term elimination is ultimately in the best interests of children.  However, the elimination of child labour must always be undertaken in a manner consistent with the best interests of the children concerned. Procurement and supply management professionals should seek to ensure that their organisation’s supplier comply with the following: in this context, ‘child’ refers to any persons less than 15 years of age, unless local legislation on the minimum age stipulates a higher age for work or mandatory schooling, in which case the higher age shall apply.

  • Young person’s refer to any worker over the age of a child, as defined above, under the age of 18.
  • Suppliers shall develop or participate in and contribute to policies and programmes which provide for the transition of any existing worker found to be a child performing child labour to enable her or him to attend and remain in quality education until no longer a child
  • Suppliers shall not employ children and young persons under 18 at night or in hazardous conditions

In any event the course of action taken shall be in the best interests of the child, conform to the provisions of ILO Convention 138 and be consistent with the United Nation’s Convention of the Rights of the Child

Section 2

The Environment

Suppliers are asked to give consideration to minimising their negative impact on the environment when supplying goods and services to Virgin suppliers should be able:

  • To adhere to all environmental legislation, regulations and all local laws to facilitate the protection of the environment
  • To have a process that ensures conformity to local regulations, including those relating to the handling, recycling, and the elimination and disposal of dangerous materials
  • To have concern for the environment and an action plan to reduce the company’s impact (e.g. energy reduction programme, waste stream management and recycling)
  • To work actively to improve the environment and proactively to pursue any initiatives that bring about that improvement
  • To measure the impact on the environment and set targets to reduce that impact/improve performance

Suppliers’ Employees’ Working Hours

  • Working hours should comply with national laws or industry standards
  • Supplier’ employees should not be expected to work more than 48 hours per week on a regular basis 
  • On average, suppliers’ employees should be given one day off approximately every seven days
  • Suppliers should not pressurise employees into working overtime; overtime should be voluntary and not demanded on a regular basis; where overtime is requested by the employer it should be reimbursed at an appropriate rate and should not exceed 12 hours in any one week

Treatment of Employees

  • Under no circumstances should suppliers abuse or intimidate, in any fashion, employees
  • Any disciplinary measures should be recorded
  • Suppliers should have a grievance/appeal procedure that is clear, easy to understand and should be given to the employee in writing
  • In the event that suppliers’ employees are unable to read, the grievance/appeal procedure should be read and explained to them by a trade union representative or another appropriate third party

Law

  • Suppliers should always work within the laws of their country

Health and Safety

  • Suppliers should assign responsibility for health and safety to a senior management representative
  • Suppliers should have appropriate health and safety policies and procedures and these should be demonstrable in the workplace
  • Suppliers’ employees should be trained in health and safety policy and procedures
  • Suppliers should monitor compliance with health and safety policy
  • Suppliers should provide employees (at the suppliers’ expense) with any necessary health and safety equipment, e.g. gloves, masks, helmets
  • Working conditions should be comfortable and hygienic
  • Suppliers should identify specific hazards, e.g. substances or equipment, and should implement processes to minimise risk
  • Supplier’s employees should have access to clean toilets
  • Supplier’s employees should have regular breaks and have access to water suitable for drinking and washing as a minimum

Provision of Education, Testing, Treatment Services

Where HIV/AIDS is a significant issue in the supplier’s location of operations, suppliers should educate workers about the risk of HIV/AIDS and assist in providing access to treatment and medication as necessary. Additionally, suppliers should not tolerate discrimination against any worker who is or is perceived to be HIV-positive or living with AIDS.

DiscriminationSuppliers should have a policy of equality for all in the workplace with no discrimination on the basis of race, caste, religion, nationality, age, gender, marital status, sexual orientation, disability, union membership or political affiliation.

Non-discrimination

The Supplier does not require employees to disclose personal HIV/AIDS information.

Mandatory Testing

It must not be required that employees are subjected to mandatory HIV/AIDS tests.