Express concern form & Compliance policy

Express your concern form

Compliance policy of Danevych.Law


Adopted November 1, 2017

Last amended December 11, 2018

Council of Partners:

  • Borys Danevych
  • Natalia Kadja

I. GENERAL PROVISIONS


1. The term “Compliance” refers to a system of measures within the company aimed at ensuring that the company, its employees and contractors fulfil the requirements of the legislation of Ukraine, ethical norms (codes of conduct), and (in addition to the legislation) of the internal rules established by the company typically in the area of combating corruption and money laundering (the list of areas may be expanded). 

2. By adopting this Policy, ATTORNEY-AT-LAW BUREAU "DANEVYCH.LAW" ("Firm"), certifies that the employees and partners of the Firm in their professional activities, including relations with Clients and third parties, strictly comply with high standards of business ethics, are guided by the principle of zero tolerance to any corruption practices and will take all lawful measures to prevent, detect and combat corruption practices. 

3. Firm strictly complies with the anti-money laundering and anticorruption legislation. Firm never acts as an intermediary for committing any corruption offenses or any other unlawful practices by the Clients, and never renders legal services for any illegal or unethical purposes. 

4. We understand that the opposite approach will: 

·         prevent us from engaging new Clients and maintaining existing ones, as for the vast majority of companies in the pharmaceutical industry the existence of an effective compliance system within the supplier’s company is a prerequisite for cooperation with it,

·             endanger business and reputation of both our Clients and the Firm,

·             be a violation of the effective legislation of Ukraine and other countries, in particular, the United States and the United Kingdom (where many of our Clients have their offices), and may entail liability (including criminal liability and payment of damages).

5. Firm demonstrates active support, leadership and commitment to combating corruption and abiding by the rules of professional ethics through, namely:

· participating in compliance programs and initiatives of business associations (e.g. European Business Association (EBA), American Chamber of Commerce (ACC) and other organizations;

· regular communications (speeches, publications, presentations, etc.) on the topic of compliance;

· active participation in drafting legal acts on compliance issues on a pro bono basis.

6. This Policy demonstrates the Firm's approach to the following: 

·             which transfers of value by persons associated with the Firm are acceptable, and which are not,

·             how the conflict of interest is to be settled between the Firm’s Clients, as well as between the Clients and persons associated with the Firm,

·             how the Firm engages and cooperates with contractors (Clients, suppliers),

·             how the Firm detects and reacts to Policy violations. 

7. This Policy is publicly available and may be found on the official website of Firm at the link: www.danevych.law/compliance-policy

Who is this Policy mandatory for?

8. This Policy is mandatory for the Firm, all employees and partners of the Firm. 

9. If any provisions of the law or applicable codes of ethics impose more stringent compliance requirements than those under this Policy, the employees and partners of the Firm comply with the requirements that are the most stringent. 

10. Firm interns/trainees during their cooperation with the Firm are to comply with the requirements this Policy applicable to employees and partners of the Firm. 

Who is responsible for monitoring compliance with this Policy at Firm?

11. In light of the size of the Firm and the already established internal work processes, head of the Firm shall be responsible for compliance with this Policy. Any issues or concerns regarding compliance shall be resolved by the head of the Firm, except for controversial/ambiguous situations which are to be resolved by the Council of Partners unanimously.

II. TRANSFERS OF VALUE


What is the Firm’s policy on transfers of value (including gifts)?

12. Proposing, promising, approving, permitting or providing any unlawful benefit, including gifts, hospitality, payment or any other transfer of value, by an employee or partner at Firm, directly or indirectly, in any form (cash, non-cash, etc.) to any person (irrespective of whether the recipient works in the private or public sector) with a view to compel, solicit, ensure or reward any inappropriate (in particular, corrupt) conduct is inadmissible. 

13. Employees and partners of the Firm may, in the course of their professional activities, accept/give gifts that (for example, souvenirs, food and drinks), if such gifts: 

·             comply with the generally accepted notions of hospitality,

·             are not regular,

·             are not intended to influence the decision-making in the interests of the giver, and

·             are not prohibited by the internal policies of the recipient. 

14. The giving/accepting of cash as a gift, even in a small amount, by employees and partners of the Firm in the context of their professional activities is not allowed. 

15. These restrictions do not apply to gifts given by close persons or received as public discounts on goods and services, as well as public lottery, bonuses, and rewards. 

Are corporate hospitality expenses allowed?

16. Corporate hospitality expenses are expenses associated with business hospitality, namely costs for meetings and receptions with business partners (also potential) to establish and strengthen business relationships (cost of meals etc.).

17. Corporate hospitality expenses as part of business activities of the Firm are allowed provided that such expenses meet the permitted gifts criteria.

18. Nothing in this Policy shall be construed as permitting unlawful and unethical encouragement (in any form) of the Clients’ or potential Clients’ employees or representatives to cooperate with the Firm.

Does the Firm finance political parties?

19. The Firm, as well as its employees and partners when acting on the Firm’s behalf, do not under any circumstances finance or express support to political parties or individual politicians directly or indirectly. Such restrictions do not apply to lawful financing of political parties or individual politicians by employees or partners on their own behalf.

How does the Firm manage its financial transactions?

20. The Firm keeps accurate and complete books and records for all its financial transactions, without any off-the-book transactions, in strict compliance with effective legislation. Firm makes all payments in the cashless form. Information on management structure and partners (ultimate beneficial owners) of the Firm is publicly available and may be accessed in respective state registers.

III. COOPERATION WITH COUNTERPARTIES


How does Firm decide on cooperation with counterparties (Clients, suppliers, contractors, etc.)?

21. Firm decides on cooperation with any counterparty based on the following criteria: transparency of activities, competitiveness, quality of goods, works and services and reliability.

22. Before deciding on cooperation, partners do a background check of any potential Client (and administrative staff - of any potential non-Client counterparty) to assess corruption, financial, reputational and any other significant risks associated with its activities. The background check is carried out through researching and analysing information about a potential counterparty from public sources (incl. public registries) and media.

How does the Firm cooperate with its Clients?

23.  The Firm’s contract with the Client includes compliance provisions. The template of such provisions is attached as Annex 1 to this Policy.

24. Before the beginning of cooperation, potential Clients provide the Firm with the information required by the anti-money laundering legislation. The Firm will refuse to cooperate with any potential Client who fails to provide such information or provides explicitly inaccurate information. Such decisions are adopted by the Council of Partners.

25. The Firm must notify compliance officers (or other authorized persons) of its Clients of the facts or substantiated suspicions of committing corruption offenses by employees or representatives of such Clients, found out by the Firm in the course of rendering services to such Clients.

26. In case representing or advising a Client has become or may become unlawful or unethical, the Firm is entitled to terminate contractual relations with the Client.

27. The Client may notify the Firm of any potential violation of this Policy by Firm’s employees/representatives, concerns or suggestions for its improvement by filling out the respective form on the official website of the Firm (including anonymously).

How does Firm resolve conflicts of interest between the Firm’s Clients?

28. The Firm shall, whenever possible, avoid conflicts between the interests of its Clients.

29. In cases where conflict of interest (“COI”) is unavoidable, the partners are obliged to disclose information about the COI to the relevant Clients and, together, to find optimal solutions to the COI, first of all with a view to the Clients’ interests.

30. In case of doubt, partners are to clarify the Clients’ views on the potential COI, ensuring maximum consideration for the interests of all such Clients. The Firm cannot accept a potential Client or its assignment in case this creates a COI with its current Clients.

31. Partners are to apply a thorough and a non-formalistic approach to assessing and resolving COI situations. All decisions on COI matters are adopted by the Council of Partners.

32. COI may be resolved through, e.g.:

·               refusing a new Client or a new assignment from a current Client,

·               suspending the Firm's work over the assignment(s) of the Client(s) as agreed with the Client(s) concerned,

·               organizing the work in the office based on the "Chinese wall" principle (a set of necessary and sufficient organizational and technical measures that allow the Firm to ethically fulfil assignments of the Clients having a certain COI as acknowledged by these Clients, which does not require termination of the Firm's activities in their interests, but allows to avoid improper exchange of information or documents between employees or Clients, as well as disclosure, including by accident or mistake, of confidential or other sensitive information on one of the Clients to another Client, etc.).

How does the Firm cooperate with non-Client counterparties (suppliers, contractors, etc.)?

33. Firm cooperates with non-Client counterparties (suppliers, contractors etc.) only if they undertake to comply with effective anti-corruption and anti-money laundering legislation. Respective provisions are included into the Firm’s contracts with such counterparties and are at least analogous to the template attached as Annex 2 to this Policy. In case of non-compliance or reasonable doubts that anticorruption and anti-money laundering legislation is complied with by the supplier, the Firm is entitled to terminate contractual relations with the supplier.

34. If necessary, the Firm may conduct compliance trainings for its counterparties or engage outside parties for this purpose.

35. If the Firm becomes aware, in the course of contractual relations with any of its current counterparties, of any actions of such counterparty that may constitute a corruption offense, the Firm may disclose such information to appropriate authorities.

36. The counterparty may notify the Firm of any potential violation of this Policy by Firm’s employees/representatives, concerns or suggestions for its improvement by filling out the respective form on the official website of the Firm (including anonymously). 

Does the Firm cooperate with sanctioned persons?

37. The Firm does not cooperate with persons who are subject to sanctions in accordance with the current legislation of Ukraine, nor does it work on projects concerning lifting of such sanctions.

 

IV. INTERNAL COI AND VIOLATIONS OF THIS POLICY

 

How is the internal COI (in the work of employees and partners) resolved?

38. Employees and partners of Firm do their best to avoid COIs in their work, including conflicts of their personal interests, on the one hand, and the interests of the Firm or its Clients, on the other hand.

39. Employees and partners of Firm are obliged, as soon as they have learnt of a real or potential COI, to try to resolve the COI on their own (if it is possible and feasible). If this is not possible or feasible, employees are obliged to inform partners of the COI as soon as possible and, in case of the COI in the activities of the partner – inform the other partner(s). Employees and partners should not act or make decisions in the situation of a real COI.

40. Partner(s) or the Council of Partners shall decide promptly on how to resolve a COI. The decision is communicated to the employee or partner that has initiated the COI inquiry.

41. In case of the COI in the activities of the partner, the decision on resolving the COI is adopted by the other partner(s).

42. COI may be resolved, in particular, by:

·               removing an employee or a partner from working on the assignment, taking specific actions, adopting decisions or participating in their adoption;

·               restricting employee’s or partner’s access to specific information;

·               exercising additional control over fulfilling an assignment, taking any action or making any decision by the employee/partner.

Can an employee be sure that she/he can share her/his concerns and report violations of this Policy confidentially and without the risk of retaliation?

43. Employees are always encouraged to report to partners (in any form convenient to them, also anonymously) any alleged violations of this Policy by any employee, Client or counterparty. In case of an alleged violation of this Policy by the partner(s), one reports the violation to the other partner(s). This may be also done by filling out the respective notification form on the official website of the Firm (including anonymously).

44. The partners and the Council of Partners shall ensure a thorough and careful consideration of any such report, with due account for all circumstances of the case. The decision on the report is adopted within a reasonable timeframe. The initiator of the report is promptly notified of the status of consideration of their report and the final decision made. No such report shall remain without an appropriate reaction.

45. Information on an initiator of the report cannot be disclosed without initiator’s consent, unless allowed by the law.

46. An employee who has reported violations of this Policy cannot be dismissed or compelled to be dismissed, brought to disciplinary action or subjected to or threatened with any other negative measures (promotion rejection, salary reduction, etc.) in connection with such a report by the management.

What measures may be applied to employees or partners who violate this Policy?

47. If there is information about an alleged violation of this Policy by an employee or a partner, the Council of Partners (or, in case of an alleged violation by a partner, - the other partner(s)) conduct an internal investigation to confirm or refute such allegations. An employee or a partner gives written or oral explanations on the alleged violation. The main purpose behind the investigation is to prevent or to correct the violations, to identify possible systematic weaknesses and improve the work of the Firm and its individual employees and partners. Employees and partners are expected to cooperate in internal investigation of the alleged Policy violations. 

48. If a violation is confirmed, further actions of an employee or a partner are determined on a case-by-case basis, with due consideration for all the circumstances of the case (in particular, the gravity of the violation, measures taken by an employee/partner to prevent/eliminate or minimize its negative consequences, and other factors that may be objectively relevant in resolving the situation).

49. The Firm’s policy is to apply corrective (rather than punitive) measures to violators.

50. Disciplinary action may be taken against an employee, as prescribed by the law, if there are sufficient grounds for this based on the results of an internal investigation. If there are grounds to believe that actions of the employee/partner may constitute an administrative or a criminal offense, appropriate state authorities shall be notified as prescribed by the law.

51. Based on the results of an internal investigation, all appropriate measures are taken to eliminate causes and consequences of the violation and to prevent it happening again in the future.

How does the Firm monitor implementation of this Policy and its effectiveness?

52. Firm regularly, but at least once a year, makes an internal assessment of corruption risks in its activities and implementation of this Policy. Based on the results of the assessment, Firm takes all necessary measures to prevent, detect and combat corruption in its activities, including through amendments to this Policy.

53. All employees and partners of the Firm are encouraged to propose improvements to this Policy in any form that is convenient (including anonymously through the respective form at the Firm’s official website).

54. Any amendments to the Policy are to be approved by the Council of Partners. 

How does the Firm ensure that every employee and partner knows, understands and is ready to comply with this Policy?

55. All employees and partners of Firm shall be familiarized with this Policy and any changes to it, as evidenced by their signatures.

56. Firm periodically, but at least once a year, conducts internal compliance trainings.

 

Annexes:

Annex 1. Compliance Provisions for Contracts with Clients.

Annex 2. Compliance Provisions for Contracts with non-Client counterparties.

                                                                   


Annex 1

to Danevych.Law Compliance Policy


Compliance Provisions for Contracts with Clients




COMPLIANCE PROVISIONS

УМОВИ ЩОДО КОМПЛАЄНСУ

1.  The Firm does not act for any unlawful, improper or unethical purpose and never acts as an initiator or an intermediary to facilitate any unlawful benefits or corruption practices.


2.  The Firm acts on the basis of its Compliance Policy, available at the link: www.danevych.law/compliance-policy . Client may notify the Firm of any potential violations of this Policy on the part of Firm’s employees/ representatives, concerns or suggestions as to its improvement by filling out the respective form at the above link (including anonymously).

1.  Фірма не діє з будь-якою неправомірною, неналежною чи неетичною метою і ніколи не діє у якості ініціатора чи посередника у наданні неправомірної вигоди чи інших корупційних діях.

2.  Фірма діє на підставі Політики комплаєнсу, доступної за посиланням: www.danevych.law/compliance-policy. Клієнт може повідомити Фірмі про будь-які ознаки порушення цієї Політики з боку працівників/представників Фірми, занепокоєння чи пропозиції щодо її вдосконалення через відповідну форму, розміщену за зазначеним вище посиланням (в тому числі анонімно).

3.  The Firm complies with anti-money laundering (“AML”) legislation and requirements. For this purpose, the Firm may request relevant identification and other information from the Client. The Firm should not represent any Client who failed to provide relevant AML information to the Firm. The Firm shall comply with applicable AML reporting requirements.

3.  Фірма дотримується вимог законодавства і вимог у сфері запобігання відмивання коштів одержаних незаконним шляхом («ЗВК»). З цією метою Фірма може запитувати у Клієнта необхідну ідентифікуючу чи іншу інформацію. Фірма не співпрацюватиме з будь-яким Клієнтом, який не надає таку запитувану інформацію. Фірма дотримується вимог законодавства у сфері ЗВК щодо повідомлень і звітності.

4. The Firm is entitled to terminate contractual relations with the Client in case representing or providing consultations to the Client has become or may become unlawful or unethical.

4.   Фірма має право припинити договірні відносини із Клієнтом у разі, якщо представництво чи консультування Клієнта стає чи може стати незаконним, або неетичним.

 

Annex 2

to Danevych.Law Compliance Policy 


Compliance Provisions for Contracts with Non-Client Counterparties

 

COMPLIANCE PROVISIONS

УМОВИ ЩОДО КОМПЛАЄНСУ

1.  The Firm does not act for any unlawful, improper or unethical purpose and never acts as an initiator or an intermediary to facilitate any unlawful benefits or corruption practices.


2.  The Firm acts on the basis of its Compliance Policy, available at the link: www.danevych.law/compliance-policy . Supplier may notify the Firm of any potential violations of this Policy on the part of Firm’s employees/representatives, concerns or suggestions as to its improvement by filling out the respective form at the above link (including anonymously).

1.  Фірма не діє з будь-якою неправомірною, неналежною чи неетичноою метою і ніколи не діє у якості ініціатора чи посередника у наданні неправомірної вигоди чи інших корупційних діях.

2.  Фірма діє на підставі Політики комплаєнсу, доступної на офіційному сайті Фірми: www.danevych.law/compliance-policy. Постачальник може повідомити Фірмі про будь-які ознаки порушення цієї Політики з боку працівників/представників Фірми, занепокоєння чи пропозиції щодо її вдосконалення через відповідну форму, розміщену за зазначеним вище посиланням (в тому числі анонімно).

3.   The Firm complies with anti-money laundering (“AML”) legislation and requirements. For this purpose, the Firm may request relevant identification and other information from the Supplier. The Firm should not engage or retain contract with any supplier who failed to provide relevant AML information to the Firm. The Firm shall comply with applicable AML reporting requirements.

3.   Фірма дотримується вимог законодавства і вимог у сфері запобігання відмивання коштів, одержаних незаконним шляхом («ЗВК»). З цією метою Фірма може запитувати у Постачальника необхідну ідентифікуючу чи іншу інформацію. Фірма не співпрацюватиме з будь-яким постачальником, який не надає таку запитувану інформацію. Фірма дотримується вимог законодавства у сфері ЗВК щодо повідомлень і звітності.

4.   Supplier hereby declares that it does not act for any unlawful, improper or unethical purpose and never acts as an initiator or an intermediary to facilitate any unlawful benefits or corruption practices.

4.  Постачальник засвідчує, що він не діє з будь-якою неправомірною, неналежною чи неетичною метою і ніколи не діє у якості ініціатора чи посередника у наданні неправомірної вигоди чи інших корупційних діях.

5.  Supplier is expected to comply with anticorruption and AML legislation and requirements.

5.  Постачальник має дотримуватись вимог антикорупційного законодавства і законодавства у сфері ЗВК.

6.   The Firm is entitled to audit Supplier’s books and records for transactions related to supplier’s obligations under this Agreement.

6.  Фірма має право перевіряти облік Постачальником операцій, які стосуються виконання Постачальником своїх обов’язків за цим Договором.

7.   The Firm is entitled to terminate contractual relations with Supplier in case there are facts of non-compliance or reasonable doubts that anticorruption and AML legislation is complied with by Supplier.

7.   Фірма має право припинити договірні відносини із Постачальником у разі виявлення фактів порушень чи наявності обгрунтованої підозри щодо порушень антикорупційного законодавства або законодавства у сфері ЗВК Постачальником.