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Sustainable Supply Chain

Materiality

A crucial part of product and service sustainability is related to supply chains. That is why the Sampo Group companies place emphasis on the sustainability of their suppliers. Sustainability issues can carry significant reputational and operational risks, if not managed correctly.

Group-level approach

The Sampo Group Code of Conduct provides the group-level guidance principles regarding sustainable supply chain management. According to the Code of Conduct, the Group companies expect their suppliers and other business partners to comply with the principles of the Code of Conduct throughout their own operations and supply chains. Moreover, the Sampo Group companies should aim to take ESG considerations, including climate change, into account in supply chain management. In addition to the Code of Conduct, each Sampo Group company has their own supplementary policies and guidelines in place to guide sustainable supply chain management.

Group goals and ambitions

The Sampo Group companies aim to drive high standards across supply chains.

If

If is a major procurer of goods and services, especially in claims handling. The company is committed to encouraging and supporting its suppliers and partners in their efforts to use more sustainable methods in their operations.

Strict requirements, in combination with close cooperation with suppliers and partners, enables If to develop its business while also contributing to more sustainable development. If believes that holding the company and its suppliers to high ethical standards, and encouraging and supporting partners’ work on human rights, labour rights, and anti-corruption, is crucial for long-term progress.

If and its suppliers strive to minimise the consumption of energy, water, and raw materials in operations, and to reuse and recycle as much as possible. Reducing material use often goes hand in hand with saving both money and time.

Supplier Code of Conduct

If has a Supplier Code of Conduct, which defines the minimum requirements that If asks suppliers to comply with when conducting business with If. The code covers the areas of human rights, labour rights, the environment including climate change, and anti-corruption, and it is based on the ten principles of the UN Global Compact and its underlying conventions and declarations.

All employees who purchase products or services within the areas of office procurements, claims handling, and claims settlement must incorporate the Supplier Code of Conduct as part of the contract. This applies both to new agreements and to agreements that are to be renewed. The code applies to suppliers with whom If conducts business, including subsidiaries and sub-suppliers. It also applies to all the suppliers’ employees, whether permanent or temporary.

Sector-specific requirements

If’s property and vehicle repair contractors are not only required to respect If’s Supplier Code of Conduct but must also comply with If’s sector-specific environmental requirements. If’s priority is to ensure that waste and materials from repair processes are managed in the best possible way. Therefore, If encourages its contractors to minimise the consumption of resources and materials, and to reuse and recycle as much as possible.

If has also set expected levels of plastic repairs, as well as used parts, for individual contractors. The contractors report levels of plastic repairs and used parts monthly, and they document repair processes and methods in repair calculation systems.

Property repairs

If cooperates with more than 1,230 property repair contractors who perform the initial inspection and undertake repairs for claims that are reported to If. Two mobile tools, In4mo and MEPS, make it possible for contractors to digitally report and calculate property damage claims on site. These tools ensure an efficient process for property damage claims handling at every stage, and enable all contractors to comply with If’s process requirements. The system also minimises travel and enables If to measure how much waste has been generated on site.

If is continuously seeking new ways to reduce material use, increase reuse and recycling, and minimise waste. The updated environmental requirements for property repair contractors, for example, include requirements for ordering material to be sent directly to the claim site, to reduce transportation. They also include requirements to use material with environmental certification, when available, and increase the use of electric and hybrid vehicles.

Vehicle repairs

If has approximately 3,000 contractors that perform vehicle repairs. The company cooperates closely with these contractors and conducts regular monitoring, by means of reporting and physical meetings, to ensure that they comply with If’s requirements. Contractors must document repair processes and methods in the repair calculation systems. The number of reused and recycled spare parts is reported monthly. Key environmental requirements, which are additional to the Supplier Code of Conduct, include repairing instead of using new parts, and reusing spare parts. Consequently, If’s contractors reuse thousands of tonnes of metal and plastic each year.

Supplier risk assessments and audits

If has close cooperation with its suppliers, and the company performs regular monitoring, using reporting and physical meetings. If assesses all new and large existing suppliers and performs random checks to ensure compliance with If’s policies (e.g., Supplier Code of Conduct). If non-compliance is detected, a supplier audit is one possible action that can be taken.

However, the first step to remediate non-compliance is to verify what has happened and the reasons leading to it. Depending on the findings, corrective actions taken can be, for example, improvement of processes, correction of mistakes (e.g., errors in invoicing), or refunds. If the error or contract breach is major, it may result in termination of the contract.

Employee training

If’s purchasing managers in claims handling, the heads of premises, and purchasers in If’s Group Services and the legal counsels receive training on the Supplier Code of Conduct. Purchasing managers in claims handling also receive training on the sector-specific requirements.

Topdanmark

Topdanmark wants to help its customers in the best possible way before, during, and after a claim. This is done through a network of suppliers that, for example, handle claims related to buildings, motor vehicles, travel, and accidents. Topdanmark also makes purchases, such as external consultancy, office supplies, and IT equipment, to secure the company’s own operations.

Regardless of the type of purchase, Topdanmark wants to build trustful and professional collaboration with the supplier in question, focusing on quality, responsibility, and sustainability. Social, climate, and environmental considerations in the supply chain are important elements in Topdanmark’s joint efforts towards being more sustainable. Irresponsible conduct in the supply chain, such as non-compliance with the principles of the UN Global Compact, is not only incompatible with Topdanmark’s sustainability policy, but it could also damage the company’s reputation and consequently revenues.

Sustainability programme for suppliers

Topdanmark has a systematic sustainability programme, which consists of the following:

  • A Supplier Code of Conduct, which sets minimum requirements for suppliers who supply goods and services to Topdanmark via a contractual relationship, and which must be integrated into new contracts and renegotiated into existing ones.
  • ESG screening (based on, for example supplier’s sector, geographical location, and size, the type of work performed, and other risk considerations) and questionnaires, which must be an integral part of procurement processes for tenders.
  • Additional cooperation and contract requirements, which must be used for selected suppliers, where it is considered relevant based on an overall analysis.
  • Selected suppliers must be audited.
  • The focus on sustainability must be increased by increasingly steering procurement of office supplies, materials for fairs, and events, among other things, to more sustainable options.

Employee training

Topdanmark’s procurement department receives training on the company’s Supplier Code of Conduct and risk assessments.

Hastings

Hastings works closely with its suppliers to communicate the company’s standards, values, and principles to ensure they are aligned in helping Hastings offer the best price, product, and service solutions to benefit the company’s customers and employees. Sustainability considerations are part of all of Hastings’ procurement activities, including supplier selection, contracts, and ongoing dialogue with suppliers to ensure the company makes procurement choices with clear environmental and social benefits.

Suppliers are subject to a robust due diligence process under a Relationship Management Framework to enhance the partnership and risk management. Critical suppliers are subject to ongoing reviews throughout the year, on a monthly and quarterly basis, at which service levels and adherence to processes and procedures are discussed, and any required improvements are made as appropriate.

Supplier risk assessments and audits

Hastings conducts supplier risk assessments proportionate to the size and potential impact of the supplier on Hastings’ business operations, in line with the company’s supplier management protocol and consistent with the company’s public statement in the context of the UK Modern Slavery Act 2015.

The Supplier Management Protocols incorporate use of a third-party due diligence service, to which the majority of the company’s strategic suppliers subscribe. The responses to the question sets are verified by the service provider as an assurance to the information declared by the suppliers.

Hastings implements the right to audit clauses where relevant and as far as possible within the company’s third-party supplier agreements. The scope of this is broad and can be utilised to either fulfil any legally enforceable request from a regulatory authority or to verify accuracy of charges, service performance, and security compliance.

Hastings’ Supplier Management Framework ensures that the company routinely assesses the performance and effectiveness of its third-party relationships and associated contracts. This helps to avoid issues before they surface and to avoid invocation of legal terms as far as possible. As a standard, there are no limitations on Hastings’ right to audit clause, to minimise the frequency or timing of audits, meaning Hastings can re-audit, if it chooses to.

Mandatum

The Mandatum Group companies have adopted outsourcing and procurement policies with which employees in charge of outsourcing and procurement must comply. Mandatum follows the regulatory requirements concerning supply chain management and updates the company policies accordingly.

Supplier risk assessments and audits

Mandatum carries out an initial risk assessment for all suppliers deemed business critical prior to agreeing on cooperation. As part of the assessment, different factors, such as financial and solvency resilience, operational resilience and business continuity, legal risks, compliance issues, data security, reputational risks, and conflicts of interests, are considered.

In addition, Mandatum conducts supplier audits based on the initial risk assessment completed in the contracting phase. The company uses both off-site and on-site audits. For the off-site audits, Mandatum uses questionnaires. The off-site audits may also include review of documentation and interviews, if considered necessary. The on-site audits include, for example, interviews, walkthroughs, and review of documentation. During the COVID-19 pandemic, on-site audits have been done remotely.

Audit frequency depends on the initial risk assessment and/or the results of the latest audit. If the results indicate deficiencies, the scope and depth of the audit can be expanded. Mandatum does not start collaboration if the supplier is deemed non-compliant. If a supplier is found to be non-compliant during collaboration, the supplier is given a chance to correct the faults. If the faults are not corrected, Mandatum will change suppliers.

Updated 25 Apr 2022