code of conduct - aia group · pdf filewhich we are bound, create the foundation for the code...
TRANSCRIPT
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CODE OF CONDUCT
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Doing the right thing…in the right way…with the right people… and the results will come
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A Message from our CEO P.3
Introduction: Real Life Guidance P.4• WhoMustFollowtheCode?• ResponsibilitiesundertheCode• AdditionalResponsibilitiesforManagers• Speakup-WheretoGetHelporAdvice• Non-Retaliation• Discipline• WaiversofthisCode• Q&A
Laying the Foundations P.7• DiversityandOpportunity• RespectingOthers• Safe,HealthyandSecureWorkplace• AlcoholandDrugUse• EmployeePrivacy• Q&A
Shaping Ethical Practices in the Markets P.10• TreatingCustomersFairly• CustomerPrivacyandDataSecurity• ConflictsofInterest• BusinessOpportunities• PersonalRelationships• OutsideActivities• GiftsandEntertainment• GiftsandEntertainmentinvolvingGovernmentOfficials• GiftsandEntertainmentnotinvolvingGovernmentOfficials• RelationswithOurBusinessPartners• SupplierSelection• FairDealing• Anti-CompetitiveConduct• CompetitorInformation• Q&A
Preserving Shareholders’ Assets P.18• FinancialReporting• AccurateBusinessRecords• AuditsandInvestigations• DocumentRetention• SafeguardingAIAResources• PhysicalProperty• IntellectualProperty• Funds• InformationTechnologySystems• Q&A
Exercising Good Corporate Citizenship P.22• TradinginSecurities• Anti-MoneyLaunderingandCounterTerroristFinancing• EconomicSanctions• CommunicatingwithRegulatorsandOtherGovernmentOfficials• Anti-CorruptionandBribery• SocialandEnvironmentalResponsibilities• CommunicatingwiththePublic• SocialMedia• Q&A
Table of Contents
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A Message fromour CEO
DearColleagues,
HonestyandintegritywerethecornerstonesofourbusinesswhenourjourneybeganasasmallinsuranceagencyinShanghaiin1919.Today,AIAservesmillionsofcustomersacrossthemostdynamicgrowthregionintheworld–andwearestillknownandadmiredforourunwaveringcommitmenttothesevalues.
Thisreputationandthetrustitinspiresiscriticaltooursuccess,anditisdedicationandcommitmenttohighstandardsthathavehelpedbuilditinthepastandforthepresent.Wecanonlymaintainthatreputationintothefuture–aswemuststrivetodo-ifeachofusispreparedtotakepersonalresponsibilityforobservingthehigheststandardsofintegrityandconductatalltimesandinallourdealings.ThatiswhatthisCodeofConductisabout.
Doingtherightthing,intherightway,withtherightpeople…andtheresultswillcome:ourOperatingPhilosophyisclear.TheCodeofConductsetsoutourcommitmenttothisphilosophy,providingguidanceoncriticalissues,andoutlininghowwemustbehaveandconductbusinessonbehalfofAIA.
Howeverthereismoretostandardsthan‘doingtherightthings’.Standardsofconductarenotjustabouthowwebehavewhenthingsaregoingwell.Noneofusisimmunefromerrorandmistakesareboundtohappen.Howweconductourselvesincircumstanceswhereweareunderpressureorfacingdifficultiesisasimportantasourconductwhenthingsaregoingwell.Whatisimportantishowwehandlethem-actingwithhonestyandintegrityatalltimesiswhatwillprotectusasindividualsandAIAasacompany.
OurCodeofConductisdesignedtogiveyouapracticalunderstandingofhowtomaketherightdecisions.However,itcannotcovereverypossiblecircumstance.Therefore,Iurgeyoutospeakupifyouhaveaquestionorconcernaboutyouractionsorthoseofacolleague—soonerratherthanlater.Manyoftheissueswefaceduringthecourseofourworkcaneasilyberesolvediftheyarereportedpromptly.AIAwillalwaysstrivetoprotectyouwhenyoureportaconcerningoodfaith.
PleasereadthisCodeofConductcarefullyandjoinmeincommittingtoitsprinciples,thevaluesitreflectsandthebehavioritoutlines.Yourcommitmentwillhelpuscontinuethepursuitofourvision:tobethepre-eminentlifeinsuranceproviderintheAsia-Pacificregion.
Withkindregards,
Asever,
Ng Keng HooiGroupChiefExecutiveandPresident
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Mostimportantlyachievingourvisionisnotjustaboutourfinancialresults:itisabouthowweachieveourbusinessobjectives.Businessethics–aclearandrigorousdiscriminationbetweenrightandwrongpractice–mustgoverneverythingwesayanddo.Thisisfundamentaltoactinghonestlyandprofessionally,andwedothisbylivingthesefundamentalprinciplesatalltimes.ThismeansobservingatalltimesthestandardsandguidancesetoutinthisCode.
TheOperatingPhilosophytogetherwithAIA’scorporatepolicies,regulations,andthelawstowhichwearebound,createthefoundationfortheCode of Conduct (“Code”). TheCodespecifiesthestandardsofbehaviourtowhicheveryAIAemployeeandstakeholderisexpectedtoadhere.TheCodeguidesusoncompliance,ethicsandriskissuesandallowsustocontributepositivelytothesocietieswhereweoperate.
WeareallexpectedtoupholdthehighethicalstandardsofbehaviourthatareembeddedintheCodeandOperatingPhilosophy:
Who Must Follow the CodeTheCodeappliestoallAIAofficersandemployees.Ourbusinesspartners, includingagents,contractors,subcontractors,suppliers,distributionpartners,andotherswhoactonbehalfofAIAarealsorequiredtoapplythesamestandardsandfollowthesameresponsiblepracticesasAIAemployees.WorkingtowardsfindingasolutionthatisethicalandguidedbyourOperatingPhilosophyisthebestwaytohandleadifficultorconfusingsituation.
AIAisavastorganisation,unitedbyourcommitmenttodeliveronourpromises.Eachofushasaresponsibilitytolivebythetrustthatisplacedinus.• Ourfellowemployeesmusttrustustovalueandrespectthem.• Ourcustomersandbusinesspartnersmusttrustourintegrity.• Ourshareholdersmusttrustourstewardship.• Communitiesaroundtheregionmustbeabletorelyonustoactasresponsiblecorporatecitizens.
OurVisionistobethepre-eminentlifeinsuranceproviderintheAsiaPacificregion,andtogrowourbusinessprudentlyandprofitablyinallthemarketsweserve.Wecontributetothefinancialsecurityofthepeople,andtheeconomicandsocialdevelopment,intheAsiaPacificregion.Weoffersavingsandprotectionsolutionsthatarerightforourcustomersandbydoingthat,wecreatevalueforourshareholders.
INTRODUCTION: REAL LIFE GUIDANCE
Doing the right thing…in the right way…with the right people… and the results will come
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Responsibilities under the CodeAsemployeesofAIA,youarerequiredto:• FollowAIApolicies,guidelinesandprocedures.• Complywithapplicablelawsandregulations.• Participateinethicstraining.• Demonstratemodelbehaviour.ThismeansupholdingtheCodeandOperatingPhilosophyin
everythingyoudoanddecisionsyoumake,evenwhenyouthinknooneiswatching.• Speakuppromptlyandreportanymisconduct.Askforhelpwhenyouhaveaconcernabout
anymisconduct.• AnnuallycertifycompliancewiththeCode.Additional Responsibilities for ManagersIfyouareamanageratAIA,youhaveadditionalresponsibilities:• Leadbyexample.AIA’sOperatingPhilosophyinspiressimilarbehaviourinthosewhoreportto
you.NeverpressureotherstocompromisetheCodeorourOperatingPhilosophy.• Keepanopendoor.Youmustbeaccessibleforquestions,concernsandtoofferguidance.• Fosteracultureoftrustandtransparency.Makeitclearthatpeoplemustnotbeafraidto
cometoyouwithconcernsaboutethicalbehaviour.• Bewatchful.Donotignoresignsofpossiblemisconductorinappropriatebehaviour.Ifyou
needhelpdeterminingwhetherornotaproblemexists,askforasecondopinionfromanothermanager,Compliance,orHumanResources.
INTRODUCTION:REAL LIFE GUIDANCE
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INTRODUCTION:REAL LIFE GUIDANCE
Speak Up - Where to Get Help or Advice Mostconcernslikelytobefacedatworkcanberesolvedbytalkingtoandworkingwithmanagement,HumanResourcesortheComplianceofficerassignedtoyourbusiness.Inaddition,AIAemployeesmayaskquestions,raiseconcernsorreport instancesofnon-compliancewiththisCode,AIApoliciesorapplicablelawsandregulationsbycontactinganyofthefollowing:
AIA Group ComplianceTel:(852)28321200 E-mail:[email protected]
AIA Ethics and Compliance HotlineDetailscanbefoundat:www.aiaethicsline.com
AIAmaintainsacomprehensiveWhistleblowerProgrammedesigned tohandlereportsofmisconductandinappropriatebehaviour.YoucancontacttheAIAEthicsandComplianceHotline24hoursaday,7daysaweek.Youcanmakeareportinyourownlanguageandremainanonymousifyouwish.PleaseprovideasmuchdetailedinformationaspossibleasthiswillhelpAIAthoroughlyinvestigatethematter.
Non-RetaliationAIAprohibitsretaliationagainstanyemployeeformakingagoodfaithreportofanactualorsuspectedviolationofthisCode,laws,regulationsorAIApolicy.AgoodfaithreportisonethatyoubelievetobetrueandwhereyouprovidealltheinformationyouhaveandthatismadeinthebestinterestsofAIA.
Formoreinformation,pleaseseetheAIAGroupWhistleblowerProtectionPolicyontheAIAIntranet.
DisciplineViolatingapplicablelaws,regulations,orthisCode,orencouragingotherstodosomayresultindisciplinaryaction.Failingtopromptlyreportknownviolationsbyothersalsomaybeaviolationof thisCode.Disciplinemay include lossofemployment-relatedbenefitsor terminationofemployment.
Waivers of this CodeFromtimetotime,AIAmayamendorwaivecertainprovisionsofthisCode.AnyemployeewhobelievesthatawaivermaybeappropriatemustdiscussthematterwiththeirBusinessUnitComplianceofficer.OnlytheAIABoardofDirectorsor itsnominatedcommitteemaygrantawaiverofaspecificprovisionofthisCodeforanexecutiveofficerofAIA.
Q:My Business Unit sets various goals that we are supposed to achieve.SometimesIfeelpressuredtoviolatethisCodetoachievethesegoals.Isthisacceptable?
A:No.WhilesuccessfulbusinessesoftensethighgoalsandstrivetoachievethemyoumustneverviolatethisCodeorotherAIApoliciestoachieveyourgoals.
Q:OurManagertypicallydoesnothingwhenconcernsaboutpotentialmisconductarebroughttoherattention.Shehasmadethingsdifficultforco-workerswhohaveraisedissues.NowIhaveaproblem:aco-worker isdoingsomethingwrong.WhatmustIdo?
A:Speakup.ThisCodesaysthatyoumustreportmisconductandthatyoucandosowithoutfearofretaliation.Whilestartingwithyourdirectmanagerisoftenthebestwaytogetconcernsaddressed, ifyoudonotbelievethatit isappropriateorthatyourmanagerwillhelp,youmusttalktoanothermemberofmanagement,HumanResources,ortotheComplianceofficerassignedtoyourbusiness.
Q&A
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LAYINGTHE FOUNDATIONS
Diversity and OpportunityAIAseekstohireandpromotethebesttalentbyprovidingadynamicenvironmentthatbringspeoplewithdiverseskillsandideastogether.Aninclusive,diverseworkforcefostersinnovationandenhancesourpositionasaglobalmarketleader.
AIAreliesonthecontributionsofpeoplewhobestunderstandtheculturesandoperationsinthecountriesandjurisdictionsinwhichwedobusiness.AIAhasalwaysbeencommittedtohiringpeoplewiththerightexpertiseandtalent.
AIA provides employees with opportunities to learn, excel in their jobs, grow with theorganisationandprofitfinancially.
Respecting OthersTreatingotherswithrespectmeansthatwedonotdiscriminateonthebasisofrace,colour,religion,sex,nationality,age,disability,militaryservice,maritalstatusorsexualorientation.Decisionstohire,promote,terminateortotakeotheremploymentrelatedactionregardingindividuals,arebasedonperformance,inaccordancewithafairandtransparentprocess.
Respectalsomeansvaluingeachother’sdifferences.Werespecteachother’sopinionsanddonottreatothersinaharassingorthreateningmanner.
AIAhasalwaysbelievedinthepowerofdiverse,talentedpeopletocreatevalueanddeliveronourcustomerandshareholderexpectations.
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LAYINGTHE FOUNDATIONS
AM I DOING THE RIGHT THING?Youhaveanimportantprojectonthehorizon,whichyouwilldelegatetooneofyourtwobestmanagers,onemaleandonefemale.Youthinkthefemalemanageristhebetterperformerofthetwobutsheisrecentlymarriedandyouhaveheardshewantstostartafamily.Despitethis,youappointthefemalemanager.
THIS IS THE RIGHT THING TO DO.Youmustappointthemostsuitablemanagertooverseetheproject,whichinthiscaseisthefemalemanager.However,assumingthatthefemalemanagerwaspregnant,iftheprojectrequiresregulartraveltoothercountriesandotherconditionsthatcouldimpactthehealthofapregnantemployee,youmustdiscusstherequirementsoftheprojectwiththefemalemanager.FurtherdiscussionwithHumanResourcesmayalsobedesirable.
Safe, Healthy and Secure WorkplaceAIA iscommitted toconductingbusiness inamanner thatprotects thehealth,safetyandsecurityofAIAemployeesandcustomerswhile theyareonAIApremises.Situations thatmayposeahealth,safety,securityorenvironmentalhazardmustbereportedpromptly tomanagementortheappropriateCorporateSecuritypersonnel.
Avoidingsecuritybreaches,threats,lossesandtheftrequiresthatallemployeesremainvigilantintheworkplaceandwhilecarryingoutAIAbusiness.NotifymanagementorCorporateSecurityofanyissuethatmayimpactAIA’ssecurity,fireandlifesafetyoremergencyreadiness.
Alcohol and Drug UseUsing,selling,possessingorworkingundertheinfluenceof illegaldrugsatAIAisprohibited.ExcessiveorinappropriateuseofalcoholwhileconductingbusinessforAIAisalsoprohibited.
Employee PrivacyAIArespects thepersonal informationandpropertyofemployees.Employeesexpectus tocarefullymaintain thepersonal informationtheyprovideAIA.Employeetrustmustnotbecompromisedbydisclosingthisinformationotherthantothosewithalegitimateneedtoknow.
Warning Signs – Harassment• Unwelcomegesturesorphysicalcontact.• Thedisplayofsexuallyexplicitoroffensivepicturesorothermaterials.• Sexualoroffensivejokesorcomments(explicitorbyinnuendo).
Respecting Others• Provideemployeeswithopportunitiesbasedonperformanceandrequirementsthatare
relevanttojobperformance.• Abidebylocallabourandemploymentlawsincludingthoseaddressingdiscriminationand
harassment.• Provideaworkenvironmentfreeofharassment.• EscalateconcernsyoumayhaveregardingyourworkplaceenvironmenttoaHuman
ResourcesorComplianceofficerassignedtoyourbusiness.
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Access topersonal informationoremployeeproperty isonlyauthorised forappropriatepersonnelwitha legitimatereason toaccesssuch informationorproperty.Fromtime totime,AIAmayaccessandmonitoremployeeInternetusageandcommunicationstoassesscompliancewithlawsandregulations,AIApoliciesandbehaviouralstandards.Subjecttolocallaws,employeesshallhavenoexpectationofprivacywithregardtoworkplacecommunicationoruseofAIAinformationtechnologyresources.
Q:Mysupervisorandseveralofmycolleaguestell jokesinmypresencewithsexualovertonesthatIfindveryoffensive. IhavenotcomplainedbecauseIknowtheywilltellmetomindmyownbusinessorthatI’mmakingtroubleovernothing.Wouldtheyberight?
A:No,theywouldbewrong.Offensivejokesofasexualnaturecansometimesbeaformofharassment.First,youmusttrytotalktoyoursupervisorandcolleagues.Ifthisdoesnotwork,orifyouthinkdoingsomaysubjectyoutoretaliationorotherproblems,talktoaHumanResourcesrepresentativeorcontacttheComplianceofficerassignedtoyourbusiness.
Q:Ioverheardmymanagerdiscussingwithoneofherpeerssomeprivateinformationcontainedinaco-worker’smedicalrecords.WhatmustIdo?
A:Medical information isstrictlyconfidential. Inappropriatesharingofsuchinformation isa violationofAIApolicyandabreachof trust.Youmustraise this issuewith theappropriatemanagementpersonnel. If youareuncomfortableraisingthis issuewithmanagement,refertotheSpeakUpsectionforreportingoptions.
Q&A
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Treating Customers FairlyAIA’scustomerstrustus.It isfundamentalthatcustomersaretreatedfairlyatalltimes.AIA’sproducts,servicesandadvicemustbeappropriatetomeetcustomerneeds.
• Marketing,advertising,andsalesrelatedmaterialsandservicesmustalwaysbetruthfulandaccurate.
• Misrepresenting,orattemptingtomisleadordeceivecustomersbyuseofunsupportedorfictitiousclaimsaboutAIAproducts,orthoseofourcompetitors,isnotacceptableandmayresultindisciplinaryaction.
• Productsolutionsandadviceofferedmustbebasedoncustomerneedsandthesaleofunsuitableproductsmustbeavoided.
• Wemustprovidehighstandardsofserviceandrespondpromptlyandfairlytocustomerfeedback.
Customer Privacy and Data SecurityOur customers expect us to carefully handle and safeguard the business and personalinformationtheysharewithus.Nevercompromiseacustomer’strustbydisclosingprivateinformationotherthantothosewithalegitimatebusinessneedtoknow.
Theclassificationofinformationaspersonalinformationorbusinessdatamaydifferbycountry.Employeeswhohandlecustomerinformationareresponsibleforknowingandcomplyingwithapplicable informationprivacyand informationsecurity laws. Inallcaseswemustmaintainappropriatephysical,administrativeandtechnicalsafeguardsforpersonal informationandbusinessdata.
AM I DOING THE RIGHT THING?Iamasalesagentandrecentlyhadan85yearoldladyenquireaboutaninvestmentlinkedproduct,beingfundedoutofthelifesavingsofherdeceasedhusband.IbelievewehavebetterproductsforherbutIwanttogivemycustomerswhattheywant.Idecidenottotellheraboutourotherofferingsandjustsellhertheproductsheaskedabout.
THIS IS NOT THE RIGHT THING TO DO.Theproductdoesnotappearsuitableforthecustomerduetoherage,circumstancesandparticularfinancialneeds.Doingtherightthingmeansensuringthattheproductsaresuitedtocustomers’needsandproperlyexplainingproductfeaturesandassociatedrisks.
AIAisknownforentrepreneurship.WecompetevigorouslytocreatenewopportunitiesforourcustomersandourselvesBUTweseekcompetitiveadvantagesonlythroughlegalandethicalbusinesspractices.
SHAPING ETHICAL PRACTICES INTHE MARKETS
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Wemustbeespeciallyvigilant infollowinglaws,regulationsandpolicieswhentransferringpersonal informationandbusinessdataacrosscountryborders. Ifyouhaveanyquestionsaboutinformationprivacyand/ordatasecurity,consultyourmanager,legalcounseland/ortheComplianceofficerassignedtoyourbusiness.
Formoreinformation,pleaseseetheAIAGroupDataPrivacyCompliancePolicyontheAIAIntranet.
Conflicts of Interest YourpositionatAIAcannotbeusedfor inappropriatepersonalgainoradvantagetoyouoramemberofyourfamily.Anysituationthatcreates,orevenappearstocreate,aconflictofinterestbetweenpersonalinterestsandtheinterestsofAIAmustbeappropriatelymanaged.
Conflictsof interest (whetherpotentialoractualconflicts)mustbereportedviatheHumanResourcesEmployeeSelfServicesystem(“ESS”),whereavailable. IfESSisnotavailableforyourBusinessUnit,contacttheComplianceofficerassignedtoyourbusiness.
Managersmusttakeappropriatestepstoprevent,identifyandappropriatelymanageconflictsofinterestsofthosetheysupervise.
Business OpportunitiesAIAemployeesareprohibitedfromtakingforthemselves,ordirectingtoathirdparty,abusinessopportunitythatisdiscoveredthroughtheuseofAIAcorporateproperty,informationorpositionunlessAIAhasalreadybeenofferedanddeclinedtheopportunity.AIAemployeesareprohibitedfromusingcorporateproperty,informationorpositionforpersonalgaintotheexclusionofAIA,andfromcompetingwithAIA.
SHAPINGETHICAL PRACTICES IN THE MARKETS
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SHAPINGETHICAL PRACTICES IN THE MARKETS
Outside ActivitiesOnoccasion,outsideactivitiescancreateapotentialconflictofinterest.Thefollowingactivitiesmaybeconsideredconflictsandmustbereportedassetforthbelow:
• Servicewithanoutsidebusiness,whetherasanemployee,boardmember,director,officer,trustee,partnerorconsultant,andespeciallyanybusinessthatcurrentlydoesorseekstodobusinesswithAIA,orcompetesorseekstocompetewithAIA. Priorwrittenapprovalfromyourmanagerisrequiredbeforeengaginginthistypeofoutsideactivity.
• Servicewithafoundation,charityornon-profitorganisationwhereanemployeewillbepaidforhisorherservice.Priorwrittenapprovalfromyourmanagerisrequiredbeforeengaginginthistypeofoutsideactivity.
• Servicewithafoundation,charityornon-profitorganisationthathasabusinessrelationshipwithAIA.Therelationshipmustbereported.Noapprovalforthistypeofoutsideactivityisrequiredprovidedthattheemployeewillnotbepaidandthereisnoactual,potentialorperceivedconflictofinterest.Ifyouhaveaquestionaboutwhetherthereisapotentialconflict,discussitwithyourmanagerortheComplianceofficerassignedtoyourbusiness.
• Servingasapublicofficialorrunningforelectedoffice.PriorwrittenapprovalmustbeobtainedfromAIA’sGeneralCounselortheirdesigneetoserveasapublicofficialorrunforelectedoffice.
ToavoideventheappearanceofanyconflictwithAIA’sinterests,employeeswhoparticipateincommunitysupporteffortsoutsideofAIA-sponsoredprogrammesandthosewhorunforelectedorpublicofficemustneverimplyAIAendorsementoftheeffort.
Conflicts of Interest• Alwaysmakedecisionsinthebest interestofAIAandourcustomers–nottoadvance
personalinterest.• Remainawareofhowpersonalactivitiescanleadtopotentialconflicts,suchastakinga
secondjobwith,ormakinganinvestmentin,anAIAcustomer,vendororcompetitor.• Discusswithyourmanageranysituationthatcouldbeperceivedasapotentialconflictof
interest.• Proactivelyaddresssituationsthatmayputyourinterestsorthoseofafamilymemberor
friendinpotentialconflictwithAIA.
Personal RelationshipsIfyouhavefamilymembersworkinginanAIAcompany,youmustdeclaretherelationshiprightaway.Immediatefamilymembers,membersofyourhouseholdandindividualswithwhomyouhaveaclosepersonalrelationshipmustneverimproperlyinfluencebusinessdecisions.Whendeterminingwhetherapersonalrelationshipmightleadtoaconflictofinterest,askyourselfthefollowingquestions:
• Doesoneofushaveinfluenceovertheotheratwork?• Doesoneofussuperviseorreporttotheother?• Couldanoutsiderviewthesituationasaconflictofinterest?
Iftheanswertoanyofthesequestionsis“yes”,youmustimmediatelydiscussyourconcernswithyourmanager.
AM I DOING THE RIGHT THING?IamanAIAunderwriterandmywifewasrecentlyhiredasanAIAagent.Ihavenoplanstotakeadvantageofthissituation,andneitherdoesshe.However,eventhoughotherAIAemployeeshavefamilymemberswhoworkasagents,webothdecidedtodeclareourstatustoAIA.
THIS IS THE RIGHT THING TO DO.Yourpositionwithinthecompanycangivetheclearappearanceofaconflictofinterest.Youmustalwaysbeupfrontaboutpotentialconflictstoensurethattheyarehandledproperly.
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Gifts and EntertainmentModestgiftsandappropriateentertainmenthelpbuildgoodwillandexpressourappreciationtocustomersandstakeholders.
However,whethergivenorreceived,giftsandentertainmentmustneverimproperlyinfluencebusinessdecisions.Ifgiftsareintendedtoimproperlyinfluencebusinessdecisionstheymustneverbegivenorreceived,regardlessoftheirvalue.
Managingthefrequencyandvalueofgiftsandentertainmentgivenorreceivedisimportantsoasnottogiverisetoperceptionsofinappropriatebusinessrelationships.Thegeneralgroup-widethresholdforofferingoracceptinggiftsandentertainmentisUS$300perrecipientperoccasion.BusinessUnitCEOsmaysetalowerlimitoverwhichgiftsandentertainmentareprohibited(“LowerBusinessUnitThreshold”).
Appropriategiftsorentertainment,whethergivenorreceived,must:
• Havealegitimatebusinesspurpose.• Beingoodtasteandnotextravagantorexcessive.• Notbeexchangedfrequentlywiththesamesource/recipient.• BeallowedbypoliciesofAIAandtheexchanger’sorganisation.• Bereasonable,ordinary,customaryandlawfulinthecountryorregionwheretheyoccur.• Notbesolicited.Neveraskforgifts,favoursorentertainment,includingvendor-sponsoredtravel.• Berespectfuloflocalandculturalsensitivities.• BereportedorapprovedviaESS (orotherreportingmethodsasdirected)asper the
requiredstandards.
Ifyouareofferedagiftthatdoesnotmeetalloftheabovecriteria,youmustpolitelydecline.However,ifyourrefusalwouldbeoffensiveorharmfultothebusinessrelationship,acceptthegiftonbehalfofAIA(unlessyouknowittobeunlawful)andfollowthereportingprocess.Yourmanagerwilldeterminewhattodowiththegift.
Ifanemployee iscompensated forapresentation, talk,orserviceonapanel inwhichanhonorariumisoffered,theymustnotifytheirmanagerinwritingofanyfeesreceivedandmayberequiredtogivethefeesreceivedtoAIA.
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AM I DOING THE RIGHT THING?IhaveworkedcloselywithanAIAvendorforseveralyears.Thevendorhasinvitedmetospeakforonehourduringathreedayconferencetobeheldinanoverseaslocation.Thevendorofferedtopayformytravel,hotelfees,andmeals.Ideclined.
THIS IS THE RIGHT THING TO DO.Ifthereisaclearbusinessneedforyoutoattend,thentheoffermaybeacceptable—butifthisisthecase,AIAmustpayforyoutoattend,notthevendor(oryoumaychoosetocoverthecostspersonally).However,youmayacceptreasonableentertainmentduringtheconference.
Requiredreportingandapprovalsarebasedonthetypeofgiftandentertainmentandvalue:
If in doubt, report (via ESS, where available).
Valued at >US$300 or Lower Business Unit Threshold
Gifts (given or Report(viaESS,whereavailable)
≤US$300 or Lower Business Unit Threshold
Report(viaESS,whereavailable).received) andseekmanagerandCEOapproval.
Entertainment Report(viaESS,whereavailable). Noactionrequired.received Seekmanagerapproval,ifpriortoevent. ESSreportingoptional.
Entertainment Report(viaESS,whereavailable). Followtheusualreportingandapprovalgiven SeekmanagerandCEOapproval. requirementsinaccordancewith
expensepolicy.
Gifts and Report(viaESS,whereavailable). Report(viaESS,whereavailable).entertainment Seekpriorapprovalfromyour Seekpriorapprovalfromyourmanager.involving managerandCEO. Duediligencemustbecompletedforgovernment Duediligencemustbecompletedand giftsandmayinsomecasesberequiredofficials reviewedbyCompliance. tobereviewedbyCompliance.
Gifts and Entertainment involving Government Officials• Requiredduediligencemustbeconductedonanygovernmentofficialpriortogivingagiftor
entertainment,soastoassesstheriskofbreachinganti-corruptionlawsandtheAIAGroupAnti-CorruptionPolicy.Allsuchgiftsandentertainmentrequirepre-approval.
• Cashorcashequivalentsmustnotbeofferedorgivenasgifts.
Gifts and Entertainment not involving Government Officials• GiftsandentertainmentmustbereportedinaccordancewiththeCode(seetablebelow).• ApprovalmustbereceivedfrombothyourmanagerandBusinessUnitCEO(viaESS,where
available)forallgiftsgivenorreceivedwhichexceedtheUS$300threshold,ortheLowerBusinessUnitThreshold,asapplicable.
• Sponsorshipactivities(e.g.givingorreceivingticketstothetheatre,concertorsportingeventssponsoredbyAIAorourbusinesspartners)aresubjecttothesamegiftrestrictions,reportingandapprovalprocess.
• Marketingandpromotionalgiftsandactivities forourcustomersarenotconsideredasreportablegiftsundertheCode.However,wemustensuretheycomplywithallapplicableregulationsandourcommitmenttotreatourcustomersfairly.
• Cashorcashequivalents(suchasgiftcertificates,cheques,travellers’cheques,etc.)mustnotbeprovidedoracceptedexceptincasesofcustomaryseasonalofferingssuchas"RedPackets"ofnominalvalue,andonlyinaccordancewithproceduresandthresholdssetbyBusinessUnitCEOs.
Reportingof inexpensivecorporatebrandedgiftssuchaspens,diaries,calendars,umbrellas,USBs,mobilephonebatterypacks,notepads,binders,coffeemugs,caps,T-shirts,etc. isnotnecessary.However,ifyouareindoubt,youmustreport.
SHAPINGETHICAL PRACTICES IN THE MARKETS
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Relations with Our Business Partners• BeawareofbusinesspracticesofAIAagentsandotherrepresentativestoensurethat
propermethodsareusedtodeliverourservices.• Perform appropriate due diligence regarding potential agents, consultants and
independentcontractorspriortoengagingtheirservices.• NeverpressureorencourageAIAsuppliersoragentstoengageinimproperactivities.• Treatsuppliers,agents,andotherrepresentativeswithrespectandconsideration.
Relations with our Business PartnersOurbusinesspartnersserveasextensionsofAIA to theextent that theyoperatewithincontractualrelationshipswithourGroup.WhenworkingonbehalfofAIA,businesspartnersareexpectedtoadheretothespiritofthisCode,andtoanyapplicablecontractualprovisions.
Businesspartnersmustnotact inaway that isprohibitedorconsidered improper foranAIAemployee.Wemustallensurethatcustomers,agents,andsuppliersdonotexploittheirrelationshipwithAIAoruseAIA’snameinconnectionwithanyfraudulent,unethicalordishonesttransaction.
AIAbusinesspartnersareexpectednottocreateincentivesforAIAemployeesorotherswhodobusinesswithAIAtoviolatethisCode’sstandards.
Supplier SelectionSuppliersandvendorsareselectedonthebasisofperformanceandmeritinaccordancewithafairandtransparentprocess.
RequirementsforsuppliersandvendorstofollowthestandardsintheCodemustbeincludedinthevendormanagementprogramme.
Fair DealingAIAseekscompetitiveadvantagesonlythroughlegalandethicalbusinesspractices.Eachofusmustconductbusinessinafairmannerwithourcustomers,serviceproviders,suppliersandcompetitors.Donotdisparagecompetitorsortheirproductsandservices. Improperlytakingadvantageofanyone throughmanipulation,concealment,abuseofprivileged information,intentionalmisrepresentationoffactsoranyotherunfairpracticeisnottoleratedatAIA.
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Thefollowingguidelineswillhelpensurefairbusinessconductandappropriatecompetition.
Do Not• Agreeformallyorinformallywithacompetitortofixpricesorothertermsofsale,rigbids,
setproductionorsaleslevels,orallocatecustomers,markets,orterritories.• Discussanyofthefollowingwithacompetitor:prices,bids,customersales,commissions
andtermsofsale,profits,margins,costs,production,inventories,supplies,marketingplansorothercompetitivelysensitiveinformation.
• Attendmeetingswithcompetitorsatwhichcompetitivelysensitive information, includingthesubjectsmentionedintheabovetwopoints,isdiscussed.
• AgreewithothersoutsideofAIAastowhichsuppliersorcustomerstodobusinesswith.• Makeunsubstantiatedoruntruthfulcomparisonstocompetitorsorcommentsabouttheir
productsorservices.• ObtaincompetitivelysensitiveinformationfromAIA’scompetitorsorthoseknowntohavea
dutyofconfidentialitytosuchcompetitors.
Do• Competevigorouslyand lawfully ineverymarket inwhichAIAparticipates,makingall
businessdecisionsindependentlyinthebestinterestofAIA.• Obtaincompetitivelysensitive informationaboutAIA’scompetitorsonly fromlawfuland
appropriatesources.• Commentoncompetitorsortheirproductsorservicesbasedonlyonfactualinformation.
Warning Signs – Fair Competition ViolationsFaircompetitionlawsvaryfromcountrytocountry.Thesevariationsresultincertainactionspotentiallybeingpermittedinsomecountriesandprohibitedinothers.Ifyouencounteranyoftheactivitiesdetailedbelowandarenotsurewhethertheseactivitiesarelawful,contacttheComplianceofficerassignedtoyourbusinessforadviceonhowtoproceed:• Attemptstodictateorcontrolacustomer’sresaleprices.• Makingthesaleofanyproductorserviceconditionalonacustomer’spurchaseofanotherproduct.• Offeringacustomerpricesortermsmorefavourablethanthoseofferedtoasimilarly
situatedcompetitorofthecustomer.• Restrictingacustomerorsupplierfromdealingwithacompetitor.• Sellingproductsorservicesbelowcostorotherunfairpricingorpromotionpractices.
AM I DOING THE RIGHT THING?Atarecentevent,twoemployeesfromacompetingcompanystartedaconversation.Theystartedmakingcommentsaboutanothermutualcompetitor,andoneofthemsaidtome,“Betweenourtwocompanies,wecouldputthemoutofbusinessinayear”.ItoldhimthatthosetypesofcommentscouldgetusallintroubleandthatIwouldnotbepartofit.Iimmediatelylefttheroomandwroteane-mailtoComplianceexplainingthesituationandwhatIhaddone.
THIS IS THE RIGHT THING TO DO.Anti-competitiveremarksarenota jokingmatterandbeing involved inanapparentdiscussiontoputacompetitoroutofbusinesscouldgetyouandAIAintotrouble.FollowingupwithComplianceensuresthatthecompanyisawareofthesituationandisabletohelp.
SHAPINGETHICAL PRACTICES IN THE MARKETS
Anti-Competitive ConductAIAcompetesvigorouslyandfairly.Wemaintainandgrowourbusinessthroughsuperiorproductsandservices-notthroughimproperoranti-competitivepractices.Wecomplywithcompetitionlaws.
Theselawsarecomplex.EmployeeswhoareunsureofappropriatepracticesmustconsultwiththeComplianceofficerassignedtotheirbusinessforadditionalinformationandclarification.
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Competitor InformationAIAprohibitsusing illegalorunethicalmeanstoobtaincompetitororsupplierconfidentialinformation, includingtradesecrets.Obtaincompetitive informationaboutAIA’scompetitorsonlyfromlawfulandappropriatesources.DonotobtaincompetitivelysensitiveinformationfromAIA’scompetitorsorthoseknowntohaveadutyofconfidentialitytosuchcompetitors.
Warning Signs – Inappropriately Obtaining Competitor Information• Retainingdocumentsorcomputerrecordsfromprioremployers.• PressuringorencouragingnewAIAemployeestodiscussconfidentialinformationfromprevious
employers.• Obtaining information throughanybehaviour thatcouldbeconstruedasespionage,
spyingorwhichyouwouldnotbewillingtofullydisclose.• Unreasonablyrelyingonthirdparties’claimsthatbusinessintelligencewasobtainedproperly.
Q:Dodataprivacylawscoveronlysensitivepersonaldata,likeethnicity,medicaldata,creditcardnumbersandpensionaccountnumbers?
A:No.Dataprivacylawspotentiallyapplytoalldataaboutindividuals.Customers’e-mailaddresses,contactdetails,preferences,voiceandimageareallpersonaldata protected by data privacy laws when such data can be linked to anidentifiableindividual.
Q:Whatismeantbyalegitimatebusinesspurposeforacceptinggiftsorentertainment?
A:AIAemployeesarepaidbyAIAtoactinitsbestinterests.Anexampleofavalidbusinesspurposeforacceptingentertainmentwouldbelunchfromabusinesspartnertodiscussbusinessissuesandbuildastrongerworkingrelationship.Incontrast,acceptinggiftsofpersonalitemssuchasjewelrydoesnotfurtherabusinessinterestofAIA.Suchgiftsmustbedeclinedastheymaycompromiseemployeeloyaltyorcreateanobligationtothegiver.
Q:TohelpmedoabetterjobatAIA,Ikeptseveraldocumentsfrommypreviousemployer.Thesedocumentsdescribemarketinginitiativesmyprioremployerused.CanIusethesedocumentsatAIA?
A:If thedocumentscontainyour formeremployer’sconfidentialorproprietaryinformation thenyoucannotuseorshare this information.AIAexpectsallemployees tohonouranydisclosureor restrictionsonuseofconfidentialinformationobtainedfromformeremployersorotherthirdparties. Ifyouareunsurewhetherprioremployerinformationwouldbeconsideredconfidentialorsubjecttouserestrictions,youmustnotuseorsharethisinformationuntilyouhaveconsultedwiththeComplianceofficerassignedtoyourbusiness.
Q&A
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Financial ReportingShareholders,businesspartners,regulatorsandthepublicrelyonour financialreports tomakedecisions.Ourfinancialreportsmustbetruthful,complete, timely, fair,accurateandunderstandable.Toensurethatweconsistentlymeetthesestandards,onlyauthorisedemployeesmayprovidefinancialreportstoexternalparties.
Accurate Business RecordsBusinessrecordsmustalwaysbepreparedhonestlyandaccurately. Informationonbusinessrecordsmustneverbe falsifiedoraltered.Wemustneverbedishonestordeceptive inmaintaining AIA records,or otherwise attempt to mislead AIA’s management, auditors,regulatorsorshareholders.Businessrecordsincludeinformationinanymedium,includinghardcopies,electronicrecords,e-mails,instantmessages,videoandbackuptapes.
AIAemployeesmustnevercommitfraud(definedasanactofintentionaldishonestytosecureunfairorunlawfulgainsorlosses).Ifyounoticeorsuspectanycaseoffraud,includingexpenseclaims,procurement,auditingoraccountingirregularities,etc.,oryouexperiencepressuretoalteranyfinancialrecords,youmustdiscussthesituationwithCompliance,anotherqualifiedresource,suchasGroupInternalAuditorreportviatheAIAEthicsandComplianceHotline.
Formoreinformation,pleaseseetheAIAGroupAnti-FraudPolicyontheAIAIntranet.
Audits and InvestigationsIfrequested,AIAemployeeswillcooperatewithauditorsandinvestigatorsconductinganinternalorexternalauditorinvestigationofAIA’sactivities.Actsdesignedtohampertheeffectivenessofanauditorinvestigation(includingfailuretokeepdetailsoftheinvestigationconfidentiale.g.byadvisingthesubjectpersonsoftheinvestigation)mayresultindisciplinaryaction.
Document RetentionWemustalwayscomplywithallapplicablerecordsmanagementpolicies.Thesepoliciesapplytoinformationinanymedium,asdescribedabove.
Wemustmaintainessentialinformationusedforreporting,auditingandothercriticalpurposesinarecoverableformatforthedurationofassignedretentionperiods. Informationthat isoftransitoryvalue,withnoongoingimportance,orwhoseretentionperiodhasexpiredaccordingtotheapplicablerecordsmanagementpoliciesmustbediscarded.
AM I DOING THE RIGHT THING?Mydepartmentiscurrentlyundergoingaregulatoryaudit.Irealisedanerrorwasmadeinthedocumentsprovidedtotheregulatorpreviouslyandcorrectedtheerrorbyresendingit to theregulator.Theregulatorreceivedthecorrecteddocumentswithoutknowing Ifixedthemmomentsbeforesending.Ithinkitwillbebestforinspectorstohaveaccurateinformationbycorrectingtheseerrorsintheoriginaldocuments.
THIS IS NOT THE RIGHT THING TO DO.Whileyourintentionsmaybegood,youmustneveralteranyrecordsduringanauditforanyreason.Accuracyandcorrectnessofinformationmustbeverifiedpriortoanauditorinvestigation.Ifanychangeismadetherecipientmustbeclearly informedtoavoidanypotentialallegationsthatAIAismisleadingauditorsorfalsifyingrecords.
PRESERVING SHAREHOLDERS’ASSETS
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AIAmaysuspenddestructionofdocuments, records,ordatadue topossibleorpendinglitigation,audits, investigationsorregulatory inquiriesviaadocumentpreservationnoticeissuedtothoseAIAemployeesbelievedtohaverelevantmaterialsintheirpossession,custodyorcontrol. It iseveryAIAemployee’sdutytoquicklyreviewanydocumentpreservationnoticereceivedandfollowits instructionscarefully. InformationsubjecttoadocumentpreservationnoticeissuedbyAIAmustberetaineduntilotherwiseinstructed,regardlessofthetimeframesetforthintheapplicablerecordsmanagementpolicies.
Anyquestionsabouthowtocomplywithadocumentpreservationnoticemustberaisedassoonaspossiblewiththecontactperson identified inthepreservationnotice.Failuretomaintainrequireddocuments,records,ordatamayleadtodisciplinaryactionincluding,terminationofemploymentand/orcivilandcriminalliabilityforAIAandresponsibleindividuals.
Formoreinformation,pleaseseetheAIAGroupRecordsManagementPolicyontheAIAIntranet.
Safeguarding AIA ResourcesTobestserveourcustomersandshareholders,itisvitalthatwedemonstratepropercareanduseofourresources.
Physical PropertyAIAproperty, includingrealestate,equipmentandsupplies,mustbeprotectedfrommisuse,damage,theftorotherimproperhandling.
AIAproperty ismeantsolelyforAIAbusiness,thoughincidentalpersonaluse,suchaslocaltelephonecalls,appropriatelylimitedpersonaluseofe-mail,minorphotocopyingorcomputeruseispermitted.
PRESERVINGSHAREHOLDERS’ASSETS
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FundsAIAfundsaretobeusedresponsiblyandsolelyforAIAbusiness.Corporatecreditcardsissuedtoemployeesforpaymentofbusinessexpensesmaynotbeusedforpersonalexpenses.EachofushasaresponsibilitytosafeguardAIAfundsfrommisuseortheftandensurethatAIAreceivesgoodvaluewhenspendingAIAfunds.Wemustonlyseekreimbursementforactual,reasonableandauthorisedbusinessexpenses.
Information Technology SystemsAIA’s information technology systems includecomputers, networking resources, e-mailsystems,telephone,voicesystemsandothercomputer-processedinformation.Eachofushasaresponsibilitytoprotectthesesystemsandthedataonthesesystems,fromimproperaccess,damageortheft.WemustavoidwritinganythingthatmightembarrassusorreflectpoorlyonAIA.
Subject toapplicable local laws,AIAmayhave theright toreviewallelectronicmailandotherelectronicinformationtodeterminecompliancewiththisCode,laws,regulationsorAIApolicy.Allelectronic information, includingwithoutlimitatione-mails, instantmessages,andvoicemailssentorreceivedfromanAIAcomputer,handhelddeviceorworkstationmaybesubjecttoreview(includingbyourregulators).
TheelectronicmailsystemisAIApropertyandisintendedforbusinesspurposes.Occasional,incidental,appropriatepersonaluseofthee-mailsystemmaybepermittediftheusedoesnotinterferewithanemployee’sworkperformance,haveundueimpactontheoperationofthee-mailsystem,orviolateanyotherAIApolicy,guideline,orstandard.
E-mailmessagesandanyothercommunicationssentorreceivedusingAIA’s informationtechnologysystemsmustnotbeusedtocreate,store,ortransmit informationthat ishostile,malicious,unlawful,sexuallyexplicit,discriminatory,harassing,profane,abusiveorderogatory.Thesesystemsalsoarenottobeusedtointentionallyaccesswebsiteswhichcontainillegal,sexuallyexplicitordiscriminatorycontent.
Intellectual Property• NeverimproperlyuseAIAintellectualproperty.• Neverdisclosenon-publicintellectualpropertywithoutapproval.• ProtectAIAintellectualpropertybyobtaining,orhelpingothersobtain,patents,trademarks
orcopyrightsasappropriate.• Neveruseapreviousemployer’sintellectualpropertywithoutpermission.• Neveruseorcopysoftwareordocumentation,exceptasspecifiedinthelicensingagreement.
AIArespectsthelimitationsplaceduponsoftwarebythedeveloperordistributor.
Warning Signs – Protecting Our Sensitive Information• Discussingconfidentialinformationloudlyoropenlywhenothersmightbeabletohear.• DiscussingAIAproprietary informationwiththirdpartieswithoutauthorisationanda
non-disclosureagreementinplace.• DiscussionsaboutAIAproprietary informationwithcustomersorsupplierswithout
properapprovalandknowledgeofthestatusoftherelationshipasconfidentialornon-confidential.
• Improperlydiscardingconfidentialdraftsandnotes.
PRESERVINGSHAREHOLDERS’ASSETS
Intellectual PropertyAIAintellectualpropertyconsistsofanybusinessideasorinformationthatAIAowns,suchasuniqueproductsandmethodologies.AIAprotects its intellectualproperty throughpatents,trademarksandcopyrights.EachofusisrequiredtosafeguardtheconfidentialinformationandtradesecretsbelongingtoAIAanditsbusinesspartners.
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Q:IthinkIfoundanerrorinafinancialsummarypreparedbyanoutsideauditor.Theinformationissubmittedforinclusioninapublicdisclosure.HowmustIraisemyconcern?
A:It iscriticalthatyounotifysomeonewiththeauthoritytoaddresstheissue.Theerrorpotentiallycouldbeserious.Youhavearesponsibilitytoraiseyourconcernwithappropriate individuals immediately. Ifunsure,contactyourmanager,theComplianceofficerassignedtoyourbusinessortheAIAEthicsandComplianceHotline.
Q:Mysupervisoraskedmetoprepareapurchaseorderforservicesthatcost$30,000.Herspendingauthorityisonly$25,000.CanIdividetheorderintotwopurchaseorderstoavoidgettinghigherlevelapproval?
A:No,youmaynot.NotgettingtheproperapprovalsviolatesAIAPolicy,whichistoensurethatadequateinternalaccountingcontrolsaremaintainedandoperatingeffectively. Ifyouareuncomfortabletellingyoursupervisor,alerttheComplianceofficerassignedtoyourbusiness.
Q:I was attending a meeting with several other AIA managers in a hotelconferenceroom.Atlunchtime,everyonelefttheirlaptopsintheroom.Ifeltuneasy,butIdidthesame.MustIhavedonesomethingelse?
A:Yes,thesituationmusthavebeenhandleddifferently.ThelaptopsandtheinformationonthemareAIApropertyandfrequentlyincludeconfidentialorsensitivedata.Youhavearesponsibilitytoensurethattheequipmentandinformation isprotectedfromloss,theftor inadvertentdisclosure.Youandyourco-workersmusthaveeithersecuredtheequipment/roomorchosensomeonetostaywiththeequipment.
Q:Ijustlearnedthatemployeesofavendorhavebeengivenbroadaccesstoournetworks.Idon’tthinktheyneedthattypeofaccesstodotheirwork.Isn’tthisputtingAIAinformationatrisk?WhatmustIdo?
A:Youmayberight,butyoumaynothaveall the information.Youmustfirstdiscussthesituationwithyourmanager.Iffurtheractionsarerequired,youoryourmanagermustcontacttheComplianceofficerassignedtoyourbusiness.
Q&A
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Trading in SecuritiesInconductingAIAbusinessweoftenlearnofmaterialnon-public informationaboutAIA, itssuppliersandothercompanies.Itisourdutytosafeguardthisinformationfromimproperuse.ItisagainstAIApolicy,andinmanycountriesitisillegalto:• Tradesecuritieswhileinpossessionofmaterialnon-publicinformation.• Passmaterialnon-publicinformationtoanyonewhomaytradesecuritiesbasedonitorgive
othersrecommendationstobuyorsellsecurities.
Material,non-publicinformationisanyconfidentialdatathatcouldaffectareasonableinvestor’sdecisiontotradeinsecuritiesandmayincludethefollowing:• Projectedearningsandlosses.• Newbusinessrelationships.• Changesinseniormanagement.• Significantdevelopmentsinproductsorservices.• Unpublishedquarterly,half-yearly,andannualresults.
Additionally,employeesmaynot:• EngageinspeculativetradinginsecuritiesofAIA.• EngageinhedgingtransactionsusingsecuritiesofAIA.• ShortsellsecuritiesofAIA.• Tradederivativesecurities,suchas“put”or“call”options,“swaps”or“collars”,relatedtosecurities
ofAIA.• TradeinAIAsecuritiesduringblackout periods.
Formoreinformation,pleaseseetheAIAGroupPreventionofInsiderTradingandMarketMisconductPolicyontheAIAIntranet.
Employeesofcertainbusinessareas (e.g. Investments)maybesubject topre-clearancerequirements in regard to theirpersonal tradingactivities.Violationscan haveseriousconsequencesforboththeindividualsinvolvedandAIA.
AM I DOING THE RIGHT THING?Iwentintoaconferenceroomandnoticedadraftoftheannualreportonatable.Inreadingit,Iseethatwe’vehadaveryprofitableyear.Theresultswon’tbemadepublicuntilnextweekandIthinkthatourstockpriceisgoingtoincreasewhenthenewsisannounced.Basedonthisinformation,I’mgoingtobuysomesharesofAIAstockbeforethepricegoesup.
THIS IS NOT THE RIGHT THING TO DO.Youmustnotdeal inAIAshareswhenyouare inpossessionofmaterial,non-publicinformationofAIAasthisisaseriousoffence.Ifyoufoundthedocumentunattendedandinaninappropriatearea,youmustimmediatelyreportittoCompliance.
Throughourproducts,servicesandresponsiblebusinesspractices,AIAstrivestoimprovethequalityoflifeineverycountrywherewedobusiness.Promotingcompliancewiththelawsandregulationsthatapplytoourbusinessisatthefoundationofgoodcorporatecitizenship.
EXERCISING GOOD CORPORATE CITIZENSHIP
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Anti-Money Laundering and Counter Terrorist FinancingAIAiscommittedtomeetingitsresponsibilitiestohelppreventmoneylaunderingandterroristfinancing.Theseresponsibilitiesgenerallyincludeidentifyingclients,monitoringclientactivityandreportingsuspiciousorunusualactivityconsistentwithapplicablelaws.Employeesarerequiredtoabidebyanti-moneylaunderingprogrammesestablishedbyAIAanditsBusinessUnits.Suspiciousactivityreportingrequirementsaretimesensitive.ContactyourmanagerortheComplianceofficerresponsibleformoneylaunderingpreventionassoonasyouhaveaconcernthatanactivitymightbeunusualorsuspicious.
Formoreinformation,pleaseseetheAIAGroupAnti-MoneyLaunderingandCounterTerroristFinancingProgrammePolicyontheAIAIntranet.
Economic SanctionsTocomplywithapplicableeconomicsanctionsprogrammes,AIAemployeesareprohibitedfromconductingbusinesswithorprovidingbenefits todesignatedgovernments, individualsandentities(suchassuspectedterroristsandnarcoticstraffickers)aswellasindividualsandentitiesthatarelocatedin,havecertaindealingswithorarenationalsoragentsofparticularcountries.Todetermineifagovernment, individualorentity issubjecttotheseprohibitions,consultwiththeComplianceofficerresponsibleforsanctions.
PromptlyreporttoComplianceifanycustomer,staffmember,orotherbusinesspartnerorcounterparty,isfoundtobeontheapplicablesanctionslists.
Formoreinformation,pleaseseetheAIAGroupEconomicSanctionsCompliancePolicyontheAIAIntranet.
EXERCISINGGOODCORPORATE CITIZENSHIP
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Communicating with Regulators and Other Government OfficialsInquiriesfromregulatorsoutsidethenormalcourseofAIA’sregulatoryrelationships,mustbereportedimmediatelytotheComplianceofficerassignedtoyourbusinessoradesignatedAIALegalCounselbeforearesponseismade.Financialreportingrelatedinquiriesmayberespondedtobyauthorisedcomptrollers.Responsestoregulatorsmustcontaincomplete, factualandaccurateinformation.
Duringaregulatoryinspectionorexamination,documentsmustneverbeconcealed,destroyedoraltered,normustliesormisleadingstatementsbemadetoregulators.Requestsfromauditorsaresubjecttothesamestandards.
Anti-Corruption and BriberyWemustneveruseimpropermeanstoinfluenceanotherperson’sbusinessjudgment.NoAIAemployee,agent,or independentcontractormayprovidebribesorotherimproperbenefitstoanotherperson inordertoobtainorretainbusinessoranunfairadvantage inanybusinessinteractionthatinvolvesAIA,ourcustomers,oremployees.
Paymentsorpromisestopaysomethingofvaluetoobtainorretainbusinessorotherwisesecurean improperadvantagemustneverbemadetoagovernmentofficialoremployee.Governmentofficialsmay includeseniormanagementofenterprisesthatarecontrolledorownedinwholeorinpartbyagovernment.
Anti-corruptionlawsalsoprohibitthecreationofinaccurateorfalsebooksandrecordsandtheyrequirecompaniestodevelopandmaintainadequatecontrolsregardingcorporateassetsandaccounting.AllAIAemployeesandofficersarerequiredtocomplywithAIA’sAnti-CorruptionPolicyandGuidelines.
AnyAIAemployeewhohasknowledgeof,oringoodfaithsuspects,aviolationofanyoftheselaws,regulationsorpoliciesmustreportthempromptlytotheComplianceofficerassignedtotheirbusinessorotherwiseassetoutintheSpeakUpsection.
Formoreinformation,pleaseseetheAIAGroupAnti-CorruptionPolicyontheAIAIntranet.
Social and Environmental ResponsibilitiesThroughsustainablepractices,eachofuscandoourparttohelpAIAmakeapositivecontributiontosocietyandtheenvironment.
EXERCISINGGOODCORPORATE CITIZENSHIP
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Q:Iheardfrommymanagerthatanewsupplierisbeingusedinconnectionwithanewly-developedproductthatwillbeannouncedtothepublicinfourweeks.Investinginthatsupplierseemslikeagreatinvestmentidea.CanIletothersknow?
A:No.Thistypeofinformationisconsideredmaterialnon-publicinformation.Youcannottradewhilepossessingit,normustyoushareitwithotherswhomayusetheinformation.
Q:IfIamaskedtocommentaboutAIA’sfinancialoutlookbyamemberofthemedia,mayIgivemyopinionifIstateitassuch?
A:No.Youmustnotprovideanycomments,evenpersonalopinion,tothepresswithoutpriorapprovalfromAIACorporateCommunications.YoumustreferallmediarequestsforinformationtoCorporateCommunications.
Q:Anexecutiveofastate-ownedcompanyhassuggested that ifwemakeadonationtoalocalcharityhebelievesoursaleseffortsinhiscountrywouldbemorefavourablyreceived.I’muncomfortablewiththis.WhatmustIdo?
A:Youarerighttobeuncomfortable.Thepaymentmaybeaviolationofanti-briberylaws.DiscussthesituationwiththeComplianceofficerassignedtoyourbusiness.
Q&A
Social Media Guide• DonotcommunicateonsocialmediaonAIA’sbehalfunlessyouaredesignatedtodoso.• Donotusesocialmediatoharassordisparageourco-workers,customers,competitors,
orothers,orexpressanyopinionsorideasattributedtoAIA.• Donotdiscusssensitive information, includingconfidentialandmaterialnon-public
informationonsocialmedia.
AIAcontributespositivelytothesocialandeconomicdevelopmentofthecommunitiesinwhichitoperates,withsupportextendedtopeopleandcommunitiesinneed.AIAanditsemployeesvolunteertimeandfundstoprogrammesthatpromotehealth,financialliteracy,educationandothercommunityneeds.AIAiscommittedtoreducingtheimpactofitsoperationsontheenvironmentandraisingawarenessaboutsustainabilitybytakingpartinactivitiesthathighlighttheseissues.
DonotuseAIAfundsorassetstopromotepersonalcauses,ormakepersonaldonationsinthecompany’snamewithoutpriorauthorisation.
Communicating with the PublicOnlypersonswhoareauthorisedtodosomustspeakonbehalfofAIA,andtheinformationtheyprovidemustbefull, fair,accurate,timelyandunderstandable.Allrequestsfrominvestors,analystsandthemediamustbereferredtoAIA’sGroupCommunications&Branding.
NevergivetheimpressionthatyouarespeakingonbehalfofAIAinanypersonalcommunication,includinguserforums,blogs,chatroomsandbulletinboards.Whenwepubliclyexpressourpersonalviews,wemustensureit isdoneincircumstancesthatwillnotreflectpoorlyonAIA,andwhereitiscleartheviewsexpressedareourownpersonalviews.
Social MediaAIArecognisesthevalueofsocialmediatoengagewithstakeholdersininnovativeandinteractiveways.Whenusingsocialmediainourpersonallives,wemustconductourselvesprofessionally.Socialmediaincludesblogs,forums,chatrooms,professionalandsocialnetworkingsites,photoandvideosharingsites,andotherinteractiveonlinemediasuchasTwitter.
Formoreinformation,pleaseseetheAIAGroupSocialMediaPolicyandGuidelines(Employees)ontheAIAIntranet.
![Page 28: CODE OF CONDUCT - AIA Group · PDF filewhich we are bound, create the foundation for the Code of Conduct ... We are all expected to uphold the high ethical standards of behaviour that](https://reader033.vdocument.in/reader033/viewer/2022051721/5a9112457f8b9a78648e5bc0/html5/thumbnails/28.jpg)
Doing the right thing…in the right way…with the right people… and the results will come