Social Media Policy

1. Introduction

Social media is the term commonly used for websites which allow people to interact with each other
in various ways – by sharing information, opinions, knowledge and interests and building online
communities and networks that encourage communication, participation and engagement.

These media services have become a regular part of many people’s personal lives and can provide
a number of benefits for those who participate. However, when an employee clearly identifies their
association with DPDgroup UK Ltd, they are expected to behave appropriately to ensure that we
protect our employees, customers, stakeholders and above all our reputation.

2. Purpose

The purpose of this policy is not to stop DPDgroup UK Ltd employees from conducting legitimate
activities on the internet, but serves to outline their responsibilities and the principles to be followed.
This policy will be updated to reflect changes in the social media environment, and employees are
responsible for ensuring they are familiar with the content of this policy. Adhering to this policy helps
protect the online presence and reputation of DPDgroup.

3. Scope

This policy covers the use of social networking applications by all DPDgroup UK Ltd employees,
(which includes DPD and DPD Local), Owner Driver Franchisees, contractors and any other third
parties associated with the company. The requirements of this policy apply to all uses of social
networking applications, regardless of whether the applications are hosted corporately or for an
individual’s personal use.

Social networking applications include, but are not limited to:
● Social networking websites, for example, Facebook, Instagram, Snapchat, TikTok, Linkedin
● Blogs (web-log), for example Blogger
● Audio and video podcasts
● Wikis, such as Wikipedia
● Online discussion forums, such as Ning
● Collaborative spaces, such as Wet Paint
● Media sharing services, for example YouTube
● Message boards and social bookmarking websites, such as del.icio.us
● Micro-blogging applications, for example X (formerly known as Twitter)

Many of the principles of this policy also apply to other types of online presence.

4. Policy

4.1 Terms of Social Media Use
DPDgroup UK Ltd requires all its representatives who use social networking sites to ensure the
following terms are adhered to. However, these are by no means exhaustive:

4.1.1 Ideally, do not identify that you work for the company (by displaying a DPDgroup,
DPD or DPD Local email address, joining an associated network or by making
reference to the company as your employer).
4.1.2 Do not use the company’s logos on personal web pages.
4.1.3 Do not participate in any online presence concerning the Courier and Express
Parcels (CEP) Industry in your own name.
4.1.4 Do not link personal web pages/blogs to any company website.
4.1.5 Do not reveal information which is confidential to the company (e.g. customer,
financial). Consult your Manager if you are unsure.
4.1.6 Refrain from recommending colleagues or ex-colleagues on sites such as Linkedin.
The use of social networking does not form part of the company’s recruitment
process. Such matters are the sole responsibility of the People and Talent
Department.
4.1.7 Do not publish any content which may result in actions for defamation of company
reputation, discrimination, breaches of copyright, data protection or other claims for
damages. This includes but is not limited to material of an illegal, sexual or offensive
nature that may bring the company into disrepute.
4.1.8 Do not misrepresent the company by posting false or inaccurate statements.
4.1.9 Do not publish any material or comments that could undermine customer confidence
in the company.

4.1.10 Ensure you do not use social media websites in any way to attack or abuse
colleagues, representatives or customers of DPDgroup UK Ltd. This may result in
disciplinary action in line with the Diversity and Inclusion Policy. It is also important
you treat colleagues, competitors, customers and partners with respect and avoid
engaging in negative or offensive discussions or posts that could damage either
the company’s relationships or reputation.
4.1.11 Do not include contact details, photographs, videos or any form of recording of staff
without permission.

4.1.12 If you receive press or media contact regarding the content of your site which in any
way relates to DPDgroup UK Ltd, consult the Marketing Department immediately.
4.1.13 In the event of a crisis or critical issue relating to the company, refrain from
commenting or speculating on any form of social media. As above, if you receive an
enquiry, consult the Marketing Department immediately.
4.1.14 The above points all apply regardless of whether e.g. social media posts are made
outside an individual’s working hours.
4.1.15 The Company reserves the right to ask an individual to remove all postings/material
that it considers to be in breach of this policy.

All employees should be mindful of the personal information they disclose on social networking sites,
especially with regard to identity theft. Making information such as date of birth, place of work and
other personal information publicly available can be high risk in terms of identity theft.
Social networking websites are public forums, particularly if an employee is part of a network.
Employees should not assume that their entries on any website will remain private.

4.2 Breach of Policy
4.2.1 Employees
Any breach of this policy may be deemed as an act of misconduct or gross
misconduct and may result in disciplinary action up to and including summary
dismissal in line with the Company Discipline and Grievance Guidelines.
4.2.2 Owner Drivers, Sub-contractors, Couriers
Any breach of this policy will be deemed as a serious breach of contract and may
result in all services being terminated.

5. Policy Owner

DPDgroup UK Marketing Department.

Anti Bribery & Corruption

1. ABOUT THIS POLICY

1.1 It is our policy to conduct all of our business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.
1.2 Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. Any Service Provider or supplier who breaches this policy may have their contract terminated with immediate effect.
1.3 This policy does not form part of any employee’s or worker’s contract of employment or engagement and we may amend it at any time.

2. WHO MUST COMPLY WITH THIS POLICY?

2.1 This policy applies to all persons working for, or providing services to us, or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners.

3. WHAT IS BRIBERY?

3.1 ‘Bribe’ means a financial or other inducement or reward for action which is illegal, unethical, a breach of trust or improper in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or any other advantage or benefit.
3.2 ‘Bribery’ includes offering, promising, giving, accepting, or seeking a bribe.
3.3 All forms of bribery are strictly prohibited. If you are unsure about whether a particular act constitutes bribery, raise it with a representative of the Management Team either in person or by email to compliance@h2ologistics.co.uk.
3.4 Specifically, you must not:
a)   give or offer any payment, gift, hospitality, or other benefit in the expectation that a business advantage will be received in return, or to reward any business received;
b)   accept any offer from a third party that you know or suspect is made with the expectation that we will provide a business advantage for them or anyone else;
c)   give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure;
3.5 You must not threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption.

4. GIFTS AND HOSPITALITY

4.1 This policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes such as building relationships, maintaining our image or reputation, or marketing our products and services.
4.2 A gift or hospitality will not be appropriate if it is unduly lavish or extravagant, or could be seen as an inducement or reward for any preferential treatment (for example, during contractual negotiations or a tender process).
4.3 Gifts must be of an appropriate type and value depending on the circumstances and taking account of the reason for the gift. Gifts must not include cash or cash equivalent (such as vouchers), or be given in secret. Gifts must be given in our name, not your name.
4.4 Promotional gifts of low value such as branded stationery may be given to or accepted from existing customers, suppliers, and business partners.

5. RECORD-KEEPING

5.1 You must declare and keep a written record of all hospitality or gifts given or received. You must also submit all expenses claims relating to hospitality, gifts or payments to third parties in accordance with our expenses policy and record the reason for expenditure.
5.2 All accounts, invoices, and other records relating to dealings with third parties including suppliers and customers should be prepared with strict accuracy and completeness. Accounts must not be kept “off-book” to facilitate or conceal improper payments.

6. HOW TO RAISE A CONCERN

6.1 If you are offered a bribe, or are asked to make one, or if you suspect that any bribery, corruption or other breach of this policy has occurred or may occur, you must notify a representative of the Management Team either in person or by email to compliance@h2ologistics.co.uk.