WHISTLE BLOWING POLICY & PROCEDURE
This document sets out the policy and procedure adopted by World Precision Machinery Limited (the “Company” or “World Precision”) to support individuals to express their concerns about suspected serious misconduct at World Precision and its subsidiaries.
CONTENT:
- Policy
- Background
- Receiving and Handling of Complaints
- Supplementary Information
| 1.0 | Policy | ||||||||
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| 2.0 | Background | ||||||||
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It is recognized that employees, from time to time, have concerns about what is happening at work but are afraid to report those concerns. In order to provide protection to those individuals who do report concerns, laws, regulations and codes have been prepared. Whistle blowing is specific and means a disclosure of information made by a worker to the Company or any other persons where he or she reasonably believes that one or more of the following matters is happening now, took place in the past or is likely to happen in the future:
The above list is not exhaustive. In pursuit of these objectives, the Company adopts as its best practices the Code of Corporate Governance 2012 issued by the Council on Corporate Disclosure and Governance, as may from time to time be amended. |
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| 2.1 | Scope | ||||||||
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This procedure applies to all employees of companies and joint ventures controlled by World Precision Machinery Limited. The Company’s Whistle Blowing Procedure does not replace in any way and is in addition to the procedures established or to be established relating to grievances regarding employment, customer service complaints or any other matter covered by another more specific Company policy or procedure. |
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| 3.0 | Receiving and Handling of Complaints | ||||||||
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If you know or believe that an unintentional or deliberate violation of applicable laws, rules, regulations or Company policy has occurred, you must immediately submit a report to the Chief Executive Officer (“CEO”)’s office, Singapore Office or directly to the Audit Committee. The report should describe one or more of the following, as applicable:
You may choose to submit a report openly, confidentially or anonymously. When reporting a violation or concern, please provide the time, location and nature of the matter, the names of people involved and other details so it can be investigated. You have the option to submit a report by any of the following avenues:
The Company encourages whistle blowing using genuine name. The department will provide the reporting person with feedback on the results of investigation, via appropriate means. No similar feedback is possible with anonymous reporting. If the reporting matter does not pertain to “Whistle blowing” as defined in Section 2.0, it would be suggested to the reporting person to bring up the matter directly to the department concerned. Alternatively, the matter will be conveyed to the relevant department. |
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| 3.1 | Process Procedure | ||||||||
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The department will standardise the documentation and recording of reported matters received. It would be categorised and dealt with, according to the rank of the personnel involved, the number of personnel involved and the implication on other organisations etc.
To the extent possible, all reports will be handled in a confidential manner. In no event will information concerning the report be released to persons without a specific need to know about it. The Company will treat all reports with the utmost seriousness and will thoroughly review each such report and the allegations set forth in the report. The Company expects each Director, officer and employee to make every reasonable effort to assist persons involved in reviewing and investigating any report, including making himself or herself available for interviewing, responding to requests for documentation or other information, etc. Where appropriate, the Company will notify the individual who submitted a report of the outcome of his or her submission. Reports Regarding Accounting Matters When whistle blowing is received with regards to accounting matters, a written report has to be made promptly to the Audit Committee. The Audit Committee will call for a meeting with the auditors to decide if investigation is to be carried out. Reports Regarding Legal Matters, Retaliation or Other Matters If the report involves potential violations of applicable laws, rules, regulation or Company policy, retaliation against a reporting individual or other matters, the CEO will determine what further action, if any, will be taken. The CEO shall have the authority to engage outside auditors, counsel, or other experts to assist in the investigation and analysis of any report. Regular Presentation to the Audit Committee The department for whistle blowing is to report to the Board of Directors and Audit Committee quarterly, a compilation of problems and solutions which have been raised through the whistle blowing mechanism. Major problems are to be reported promptly to the Management, Audit Committee and Board of Directors. On a regular basis, the Audit Committee is to re-examine reports which have yet to be verified and any suspicious matters. Findings Reports are to be made on quarterly. Conflicts of Interest If at any time, the CEO has reason to believe that a report he or she receives or an investigation he or she has undertaken as a result of a report raises a potential or real conflict of interest, the CEO will immediately notify the Chairman of the Audit Committee and cease his or her investigation. The Audit Committee will determine what further action, if any, will be taken as to the report, such as the hiring of outside counsel to conduct the review or investigation of the report. Any Audit Committee member having a conflict of interest as to a report must recuse himself or herself from consideration of the report. In the event that no members of the Audit Committee are available to consider the issue as a result of a conflict of interest, the Company’s Board of Directors will consider the report or designate a committee to consider the report. Retention of Reports and Documents The CEO’s office and the Audit Committee will retain for a minimum period of 3 years all records relating to any report and to the investigation of any report. |
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| 4.0 | Supplementary Information | ||||||||
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Anonymity The Company encourages employees to report any Breach directly and openly to the CEO’s office. It is possible to file a report anonymously. However, please note that anonymous reporting may hinder or complicate any investigation that may follow and may prevent appropriate action from being taken. Confidentiality All reports of a Breach will be handled in a confidential manner. Confidentiality will be maintained to the fullest extent possible, consistent with the need to conduct an adequate investigation of the report and to perform subsequent remedial measures. Employees or any other persons shall avoid any form of external or internal publicity concerning any Breach they might want to report or have reported, unless required to do so by law. Protection Any employee or any other person who reports a Breach, which he or she reasonably believes, or may reasonably believe, to be true, will be given protection for such reporting. This protection means that the Company will not discharge, demote, suspend, threaten, harass or in any manner discriminate against any employee in the terms and conditions of employment. The Company does not tolerate any form of threat, retaliation or other action against an employee who has made or assisted in the making of a report of Breach. Any such threat, retaliation or other action must immediately be reported to the Audit Committee. False reporting The Company will not tolerate false reports of a Breach. If an employee or any other person makes a report of Breach which he or she knows or reasonably should know to be false, he or she will be subject to disciplinary action which may involve termination of employment in the case of the employees. False reporting could also lead to civil or criminal prosecution. The employee or any other person may be liable for damages towards anyone who has suffered from a false report. The Company does not indemnify or reimburse any employee who has made a false report for costs or other consequences related to such false reporting. Investigation The following procedure is put in place to ensure that evidence of a Breach is secured in an appropriate manner and that the possibilities for recovery of funds or damages by the Company and/or local entities are protected as much as possible. Management Evidence Co-operation Feedback If requested, any employee or any other person making a whistle blowing report may receive general information on the progress and closing of the investigation and its outcome, unless giving such feedback would be detrimental to the investigation. Disciplinary action Employees suspected of a Breach will not be considered guilty unless the allegations or suspicions have been proven and they have been given the opportunity to defend themselves. It is the responsibility of Management to implement any measures (disciplinary or otherwise) deemed necessary as a result of established Breach incidents in conjunction with the recommendations of the Audit Committee. If and when such measures deviate from those recommended by the Audit Committee, they will require the prior approval of the CEO or the Board of Directors. List of Key Contacts CEO’s Office: Singapore Office: Audit Committee:
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