CODE OF CONDUCT | HRManual@Montego

EMPLOYEE CODE OF CONDUCT AND RESPONSIBLE BUSINESS PRACTICES

This Code reflects Montego Pet Nutrition’s commitment to ethical business practices, responsible employment, and compliance with applicable laws and standards. It explains the standards of behaviour expected from all employees and provides guidance on how to act in everyday work situations.

This Code applies to all employees at all levels. It should be read together with the relevant Montego Pet Nutrition policies referred to in each section. If you are ever unsure about what is expected of you, you must ask your Manager or Human Resources for guidance.

1. General Code of Conduct
Employees are expected to behave in a professional, respectful, and responsible manner at all times. This means doing your job properly, following instructions from your Manager, working cooperatively with others, and treating everyone with respect regardless of their role or background.

Your behaviour at work must always reflect positively on Montego Pet Nutrition.

2. Legal Compliance and Business Ethics
All work must be done in line with South African law and company rules. Employees must not take shortcuts, ignore rules, or engage in dishonest behaviour.

If something feels wrong, illegal, or unethical, you must not proceed and must report it.

3. Conflict of Interest
A conflict of interest happens when your personal interests interfere with your work responsibilities. For example, doing business with a family member or having a side business that competes with the company.

You must declare any such situation to your Manager so that it can be managed properly.

4. Fraud, Theft and Financial Misconduct
Taking company property, falsifying information, abusing company funds, or manipulating records is strictly prohibited.

This includes small actions (like misuse of fuel or petty cash) and serious offences (like fraud or theft). All cases are treated seriously.

5. Gifts, Hospitality and Ethical Conduct
Employees must not accept gifts, money, or favours that could influence their decisions or create unfair advantage.

If you are unsure whether something is acceptable, you must declare it. Transparency is key.

6. Confidentiality and Protection of Information (POPIA Alignment)
Employees must protect all company and employee information. This includes:

Personal information (e.g. ID numbers, contact details)
Company information (e.g. pricing, suppliers, internal processes)

Information may only be shared with authorised persons and for work purposes.
Refer to: Data Retention Policy, Information Technology Policy, POPIA Policy.

7. Use of Company Property and Resources
Company tools, vehicles, laptops, systems, and time must be used responsibly and only for work purposes.

Employees must take care of company property and report any damage, loss, or misuse immediately.
Refer to: Information Technology Policy, Vehicle Usage Policy.

8. Social Media and External Communication
Employees must be careful about what they say about the company online or in public. You may not:

Share confidential information
Speak on behalf of the company without permission
Post anything that damages the company’s reputation

Refer to:Information Technology Policy.

9. Employment Equity and Fair Treatment
Everyone must be treated fairly and equally. Discrimination, favouritism, or unfair treatment is not allowed.

Employees must contribute to a workplace where everyone feels respected and included.

10. Harassment and Sexual Harassment
Any behaviour that makes someone feel uncomfortable, unsafe, or intimidated is not allowed.

This includes inappropriate comments, jokes, messages, or physical behaviour. All complaints are taken seriously.
Refer to: Harassment & Non-Discrimination Policy.

11. Workplace Behaviour and Human Rights
Employees must treat others with dignity and respect at all times. Bullying, intimidation, or disrespectful behaviour is not acceptable.

Everyone has the right to work in a safe and respectful environment.
Refer to: Human Rights Policy.

12. Health, Safety and Workplace Conduct
Employees must follow all safety rules and procedures. This includes:

Using equipment correctly
Reporting hazards
Following workplace rules

Safety is everyone’s responsibility.
Refer to: Smoking & Vaping Policy, Worktime Policy.

13. Substance Use in the Workplace
Employees may not be under the influence of alcohol or drugs while working.

Reporting to work impaired puts yourself and others at risk and is treated as serious misconduct.
Refer to: Smoking & Vaping Policy.

14. Child Labour and Forced Labour
Montego Pet Nutrition does not allow any form of child labour or forced labour.

All work must be voluntary and comply with labour laws. Any concerns must be reported immediately.
Refer to: Child Labour & Remediation Policy, Human Rights Policy.

15. Whistleblowing and Reporting Misconduct
Employees must report any wrongdoing, including fraud, harassment, unsafe practices, or unethical behaviour.

Reports will be handled confidentially, and employees will not be punished for reporting in good faith.
Refer to: Whistleblowing Policy.

16. Outside Employment
Employees may not take on other jobs or run businesses without approval.

This ensures there is no conflict of interest and that your work performance is not affected.
Refer to: Hybrid Work Model, Remote Work Policy.

17. Attendance and Work Responsibility
Employees are expected to:

Arrive on time
Be present when scheduled
Complete their work responsibilities

Poor attendance or repeated lateness affects operations and may lead to disciplinary action.
Refer to: Worktime Policy, Leave Policy, and Sick Absence Control Policy.

18. Environmental Responsibility
Employees must avoid waste, use resources responsibly, and follow environmentally responsible practices.

Small actions contribute to a bigger impact.
Refer to: Operational standards.

19. Firearms and Weapons
Weapons are not allowed on company premises or while on duty unless formally authorised.

This is to ensure the safety of all employees.

20. Use of Judgement
Not every situation is covered by a rule. Employees must use good judgement and act in the best interest of the company.

If unsure, always ask before acting.

21. Disciplinary Consequences
Failure to follow this Code may result in disciplinary action, which may include dismissal depending on the seriousness of the offence.
Refer to: Employee Relations and Disciplinary Guidelines.

22. Policy Alignment
This Code must be read together with all Montego Pet Nutrition policies and applicable laws.

EMPLOYEE ACKNOWLEDGEMENT, ACCEPTANCE AND APPLICATION

By accepting or continuing employment, employees confirm that they have access to and understand the Employee Manual and this Code.

Acceptance of Responsibilities
Employees agree to follow the rules and standards set out and to ask for guidance if anything is unclear.

Binding Nature
Failure to comply may result in disciplinary action.

Continued Employment Clause
By continuing employment, employees accept all policies and any future updates.