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Ethics & Compliance Policy

ETHICS AND COMPLIANCE POLICY

1. Purpose

The purpose of this Ethics and Compliance Policy is to set forth the principles and standards that define how Urbantronics Corporation LLP conducts its business. This policy is a key part of our corporate governance framework and is designed to promote a strong ethical culture across the organization. It ensures that all employees, officers, directors, and business partners act responsibly, fairly, and in compliance with applicable legal and regulatory requirements. The policy also provides guidance on how to handle ethical dilemmas, report misconduct, and safeguard the Urbantronics Corporation LLP’s reputation and long-term sustainability.

2. Scope

This policy applies to all individuals and entities associated with Urbantronics Corporation LLP. 

The scope includes –

  • All full-time, part-time, and temporary employees at every level of the organization.
  • All directors, officers, and members of the management team.
  • Subsidiaries, affiliates, and joint ventures where Urbantronics Corporation LLP has a controlling interest.
  • Contractors, consultants, intermediaries, agents, suppliers, vendors, distributors, and any third parties who act on behalf of or represent the Urbantronics Corporation LLP.

All individuals and entities covered under this policy are required to understand, adhere to, and uphold the principles outlined herein, regardless of geographic location, cultural norms, or business pressures.

3. Core Principles

  • Integrity and Honesty – All business dealings must be carried out with the highest degree of integrity, honesty, and fairness. Decisions should reflect what is morally and ethically correct, even if it is not the easiest path.
  • Compliance with Laws – Urbantronics Corporation LLP is committed to complying with all applicable local, national, and international laws and regulations. This includes, but is not limited to, anti-corruption and bribery laws, trade compliance laws, environmental regulations, labor and employment laws, health and safety standards, and data privacy requirements.
  • Respect for People – Urbantronics Corporation LLP is committed to creating and maintaining a work environment where every employee is treated with dignity, fairness, and respect. We embrace diversity and inclusion, prohibit discrimination, harassment, and retaliation, and value the well-being of our workforce.
  • Confidentiality & Data Protection – Confidential information, intellectual property, and personal data entrusted to Urbantronics Corporation LLP must be protected at all times. Employees must follow security protocols, avoid unauthorized disclosures, and comply with applicable data protection and privacy regulations.
  • Fair Business Practices – Urbantronics Corporation LLP will compete fairly and ethically in the marketplace. Practices such as bribery, corruption, money laundering, collusion, insider trading, and manipulation of financial or operational records are strictly forbidden.
  • Corporate Social Responsibility – We are committed to ethical sourcing, environmental stewardship, and responsible business conduct. We will actively contribute to the welfare of the communities we operate in and support sustainability initiatives that reduce our environmental footprint.

4. Prohibited Conduct

To preserve our ethical standards, the following conduct is strictly prohibited under this policy:

  • Offering, paying, soliciting, or accepting bribes, facilitation payments, or kickbacks to gain unfair business advantage.
  • Falsifying financial statements, expense reports, invoices, or any other Urbantronics Corporation LLP records.
  • Engaging in fraudulent, deceptive, or misleading practices in dealings with customers, suppliers, or regulators.
  • Misusing Urbantronics Corporation LLP resources, proprietary information, trade secrets, or intellectual property for unauthorized or personal purposes.
  • Engaging in harassment, bullying, discrimination, or creating a hostile work environment.
  • Failing to comply with applicable laws on trade controls, customs, sanctions, imports, and exports.
  • Ignoring health, safety, and environmental regulations that could endanger people, assets, or the community.

5.Compliance Obligations

  1. Every individual associated with Urbantronics Corporation LLP has both a personal and professional responsibility to uphold this policy. 


    The obligations are as follows:

    • Employees: Must read, understand, and comply with this policy at all times. Employees are expected to seek guidance when faced with ethical dilemmas and report violations without fear of retaliation.
    • Manager’s & Leaders: Must lead by example, foster a culture of compliance, provide guidance to their teams, and take prompt action when misconduct is suspected or identified.
    • Third Parties: Must acknowledge contractual obligations to comply with Urbantronics Corporation LLP’s ethics and compliance standards. They must also undergo due diligence reviews before and during their engagement with the Urbantronics Corporation LLP.

6.Reporting & Whistleblower Protection

Employees and third parties are encouraged and expected to report any suspected or actual violation of this policy.

Reports can be made through any of the following channels:

  • Immediate supervisor or manager
  • Human Resources Department
  • Compliance Officer or Compliance Committee
  • Anonymous reporting hotline, email, or web portal

All reports will be treated seriously, investigated promptly, and kept as confidential as possible. Retaliation against any individual who makes a good-faith report is strictly prohibited. Disciplinary action will be taken against anyone who engages in retaliation.

7.Compliance Oversight

Oversight of this policy lies with the designated Compliance Officer and/or Compliance Committee. Their responsibilities include:

  • Ensuring effective implementation of this policy across all business functions.
  • Conducting periodic compliance audits, monitoring, and assessments to identify risks.
  • Providing regular training, resources, and communication to reinforce awareness.
  • Investigating reported violations and ensuring appropriate corrective and disciplinary actions.

Violations of this policy may result in disciplinary measures, including warnings, suspension, termination of employment, termination of contracts, or legal proceedings as deemed appropriate.

8.Training & Awareness

Ethics and compliance training is mandatory for all employees and is conducted during onboarding and periodically thereafter. Role-specific training will be provided to employees in high-risk areas such as sales, procurement, finance, and operations. Urbantronics Corporation LLP will also provide training sessions and resources to third parties where necessary. The goal of training is to ensure that all individuals are aware of their responsibilities and understand how to identify and respond to potential ethical and compliance issues.

9.Policy Review

This policy is a living document and will be reviewed annually by the Compliance Officer or Compliance Committee. It will be updated to reflect changes in business practices, emerging risks, new laws, or regulatory requirements. Employees will be informed of significant updates, and updated training will be provided as necessary.

10.Acknowledgement

All employees, directors, officers, and relevant third parties must provide written acknowledgement confirming that they have read, understood, and agreed to comply with this policy. Acknowledgement will be collected during onboarding and periodically as part of compliance refresh programs. Failure to provide acknowledgement does not exempt an individual from complying with this policy.