5.1 Performance Principles
Within the Aguas Group, we share the widespread view that corruption constitutes a serious deterrent to the development of modern societies, undermines the rule of law and constitutes a threat to the proper operation of free markets. Corruption causes increased costs due to corrupt payments, distorts markets and generates lost opportunities. In addition, corruption is illegal, exposing companies to serious legal consequences and compromising their reputation vis-à-vis society.
For this reason, within the Aguas Group all forms of bribery and corruption are strictly prohibited. In particular, and without being an exhaustive list, the following actions are prohibited:
5.1.1 Regarding national or foreign public officials
- To offer, give or accept to give undue benefits of any nature:
- For officials to perform or for having performed any action that relates to the company.
- To influence another public official to make decisions that can benefit or compromise the company.
- To exercise undue influence over a public official with whom there is a personal relationship (of kinship, friendship, mutual business, politics, etc.) in order to obtain a resolution from them beneficial to the interests of the Aguas Group.
- To request or accept a benefit of any kind in exchange for unduly influencing an authority or public official.
- To deliver or offer, in any manner, gifts, favors or services that, in view of their economic value, exceptionality, exclusivity or any other circumstance, possess a non-minimal value that is not sporadic in character or framed as of habitual, social or courtesy use and within the scope of company’s activities.
- To contribute to a public official to remove or divert funds that are in his charge.
5.1.2 Regarding trading partners and persons who manage or work for private companies:
- Request gifts, benefits or favors for themselves or for a third party, from customers or suppliers with whom the company has business relations.
- Offer, give or accept improper benefits of any nature in order that, lacking the duty inherent to their functions, they take or refrain from making a decision that benefits the company or harms third parties.
- To deliver or offer, in any manner, gifts, favors or services that, in view of their economic value, exceptionality, exclusivity or any other circumstance, possess a non-minimal value that is not sporadic in character or framed as of habitual, social or courtesy use and within the scope of company’s activities
All the behaviors mentioned in the preceding paragraphs are prohibited in absolute terms and cannot be carried out even if:
- They may eventually benefit the company.
- They can ensure the obtaining or preservation of business deals.
- They allow for global or individual goals.
- They facilitate or expedite the carrying out of business, activities or operations of any kind.
- They improve the position of the company to gain access to authorities or officials in general.
- They are meant to show gratitude.
- They are orders given to an employee, manager or third party by an employee or manager of the company.
In the Aguas Group, we comply with and apply the current regulations on these matters in Chile and those applicable in other countries where we are required to act.
5.2 Roles and Responsibilities
- Board of Directors of Aguas Group companies
- Approve the Anti-Corruption Policy.
- Promote the proper alignment of the company strategies of the Aguas Group and the Anti-Corruption Policy.
- General Management
- Provide adequate and appropriate resources for the effective operation of the Anti-Corruption Management System.
- Ensure the requirements of the Anti-Corruption Management System are adequately integrated into the company’s various procedures.
- Promote an anti-corruption culture in the organization.
- Encourage the responsible use of the Complaints Channel among the employees in their charge.
- Authorize the operations of employees in their charge, when applicable, in accordance with the procedures in force.
- Compliance Officer
- Train, advise and guide employees, especially regarding possible situations of bribery and corruption.
- Keep the Board and the Integrity and Compliance Committee informed about the functioning of the Anti-Corruption Management System.
- Make the observations merited by the authorizations of operations of employees, in accordance with the procedures in force, as well as granting their authorization when appropriate.
- Understand, direct, investigate and propose sanctions applicable in case of non-compliance, as described in the Complaints, Investigations and Sanctions Procedure and other internal regulations.
- Ensure that employees who report irregularities and breaches of good faith are not subject to reprisals.
- Employees of the Aguas Group
- Participate in capacity-building and other training activities.
- Comply with the obligations imposed by the Anti-Corruption Policy and related policies and procedures.
- Participate, communicating in an open and fluid way, actions for improvement within the competence of the area of Compliance, motivating co-workers to possess the same cooperative and proactive attitude.
- Proactively facilitate the work of the Compliance Officer and the compliance function in general, allowing access to meetings, documents, relevant information, follow-up meetings, etc.
- Reporting, and promoting the reporting of facts that conflict with the Anti-Corruption Policy, and the policies and procedures that comprise it.
5.3 Major Anti-Corruption Processes, Policies and Procedures
5.3.1 Interaction with Public Officials and Lobbying
In carrying out its normal business, the Aguas Group maintains constant relations with public administration, state-owned companies and various public officials. In the context of such interactions, the company promotes transparency, and expects its employees to act within the limits of internal rules. Conflicts of interest and conduct that may be interpreted as an attempt to obtain undue consideration should always be avoided.
The Aguas Group has developed a Crime Prevention Model within the framework of Law N° 20,393 which regulates the Criminal Responsibility of Legal Entities and an Interaction with Public Officials and Lobbying Procedure, which is mandatory for all Aguas Group employees. Its purpose is to comply with the duties of management and supervision and specify the general principles of action for the Aguas Group, describing the criteria and norms that should guide the performance of the functions and responsibilities of employees in the context of interactions with authorities and public officials. Among other things, it describes the rules that must be followed to schedule, authorize, perform and record communications and meetings with the authorities, both when Law N° 20,730 should and shouldn’t be applied. In addition, employees must be aware of and strictly comply with the rules regarding public officials established in the Procedure for Gifts, Invitations and Travel and in the Procedure for Managing Conflicts of Interest.
5.3.2 Facilitation Payments
Facilitation payments are understood to mean payments made to public officials to expedite routine acts or public procedures, such as the processing of visas, permits, customs procedures, etc.
Facilitation payments are not legal in Chile, and therefore are prohibited in all places and circumstances. Regarding other countries, even if they are allowed, Aguas Group employees should not make facilitation payments in the exercise of their functions.
5.3.3 Conflicts of Interest
A conflict of interest is understood as a situation in which the judgment of a person acting professionally may be influenced by a secondary interest that is different from that of the company. For example, when an employee is in a situation in which he could make a decision, not in the interests of the Water Group, but of his own interests or those of a family member or friend.
We are permanently exposed to conflicts of interest, whenever we have to make decisions that involve other people. However, the existence of conflicts of interest does not necessarily mean something bad, to the extent that they are managed in an appropriate and timely manner.
The Aguas Group maintains a policy of transparency in relations with the public and private sectors, tending to avoid any conflicts of interest, thus ensuring that the company's business decisions respond exclusively to the development of its professional activity in an excellent manner. All Aguas Group employees are expected to be transparent in situations in which their interests may be in conflict with those of the company or with those of any of its entities, and they are expected to act with maximum professionalism.
This issue is particularly sensitive when an employee, or someone close to him, has interests in a company or entity that is a major customer, competitor or supplier of the Group. It is important to emphasize that conflicts of interest can arise from financial and non-financial interests, in other words, there may be conflicts over the use of time, membership in certain associations, family or friendship relationships, among others.
Therefore, Aguas Group executives must communicate to their superior and the Compliance Officer their current relations that may eventually lead to a conflict of interest, and all employees must report any current situation of a conflict of interest, abstaining from decision-making in relation to proceedings in matters that affect or may affect third parties through which the conflict appears. To do this, they must comply with the rules described in the Conflict of Interest Management Procedure implemented by the company, which is mandatory for all employees of the Aguas Group.
5.3.4 Gifts, Invitations and Travel
Gifts, invitations, travel and other benefits can help strengthen business relationships with customers, suppliers and other third parties. However, in some cases these practices may be seen as an undue advantage and may constitute an ethical breach or an act of corruption.
In principle, the Aguas Group accepts that its employees receive gifts and invitations and engage in travel, to the extent they are reasonable: there must never be the slightest doubt about the honesty, independence and objectivity, either of those who give them or receive them.
A gift may be acceptable if the following conditions are met:
- The timing: receiving or offering gifts or invitations at certain times of the year, such as festivities, may be a reasonable tradition; however, gifts or invitations should never be received or offered when a decision is to be taken (for example, awarding a contract).
- Value and frequency: gifts and invitations must comply with the monetary limits established in said procedure, and should be exceptional (they should not be frequent), to ensure that the decisionmaking is neutral in a business relationship.
- Intent of the parties: a gift or invitation cannot be requested or offered with the intention of influencing the behavior of others, and must be offered and received in good faith.
A person shall never agree to offer or receive a gift or an invitation that, for one reason or another, makes them feel uncomfortable or uncomfortable given the person or surroundings. Aguas Group employees should in no case request gifts, invitations or travel, whether directly or indirectly.
Finally, any gift, invitation or travel must comply with certain limits of value and must be authorized by the corresponding person, according to the rules described in the Gifts, Invitations and Travel Procedure implemented by the company, which is mandatory for all Aguas Group employees.
5.3.5 Donations and Sponsorships
The Aguas Group recognizes the ethical values and corporate responsibility that govern its actions. It is implicit within these guidelines to transfer to society, through different means, its commitment to the social, environmental and cultural interest, as well as sustainable development and innovative environment and local communities.
Therefore, the company has implemented a Donations and Sponsorships Policy, which is mandatory for all Aguas Group employees. The main axes of this policy are water and environmental care, charity, commitment to social, environmental and cultural interests, as well as the sustainable and innovative development of the environment and local communities, in line with the values recognized in the company's Code of Ethics.
A Donations and Sponsorships Committee will be in charge of evaluating and approving the initiatives and projects. In addition, authorization should be given by the respective Board of Directors of the Aguas Group company making the contribution, according to the provisions of the Policy and Donations Sponsorships and the Donations and Sponsorships Committee Procedure.
Particular care shall be taken to ensure that use of the contributions meets the objectives stated by each project, preventing that their use is or may potentially appear to be an attempt to influence the actions or decisions of authorities or other third parties. To this end, due diligence will be carried out on the potential beneficiaries, and proof of how the donations, sponsorships and memberships are used will be required.
Making cash contributions is prohibited, as well as any donation or collaboration intended to finance political parties or campaigns or support political activities of any kind, directly or indirectly, through any mechanism.
5.3.6 Complaints, Investigations and Sanctions
The company has a confidential Complaints Channel which employees and external third parties of the Aguas Group can access, both through Aquanet (intranet) and the corporate website. Complaints received by said channel (or other appropriate means, such as directly to the Compliance Officer) will be investigated in accordance with the Complaints, Investigations and Sanctions Procedures, and in case it is decided to impose any sanction, will be in accordance with the provisions of this document and the Internal Regulations for Order, Hygiene and Safety, the Code of Ethics, the Crime Prevention Model and other internal policies and procedures. In the case of suppliers and third parties, the sanctions that correspond in each case will be applied, and may even include immediate termination of the contract. And when determined based on the information, the respective complaint will be made before the authorities.
The Complaints, Investigations and Sanctions Procedure incorporates a complaint management system based on four pillars or fundamental principles, namely: (i) expedited, (ii) confidentiality, (iii) responsibility and (iv) effectiveness.
Once a complaint has been received by the Compliance Officer through the established Complaints Channel, a unique number will be assigned with which it will be identified in the future. The Compliance Officer will then formally initiate the investigative process by either assuming the investigation personally or by referring it to a Compliance Sub-Manager or appropriate executive to carry out the investigation, which may be external to the Aguas Group if the complexity of the complaint so advises. This ensures respect for due process and the guarantees of all those involved in it.
Once the investigation is completed, the Compliance Officer will communicate its conclusions to the executives responsible for resolving the investigation, recommending that the investigation be dismissed or that a sanction be imposed on those established by Law and/or in the internal regulations of companies forming the Aguas Group.
Reprisals against those who act in good faith, make complaints, appear as witnesses, or assist and/or participate in an investigation are expressly prohibited.
5.3.7 Information Management
The company’s commercial information and that generated during procurement and bidding processes are especially sensitive, and should be handled with special care regarding third parties, including relatives and close friends of Aguas Group employees. This information must be treated with the necessary confidentiality and will not be disclosed to persons other than those who are specially authorized to have access to it.
Company information of any kind cannot be used for the personal benefit of unauthorized third parties. The employees must respect the existing security measures in the company’s information systems, and must comply with the rules on physical and data security. Employees are required to carry out any transfer of information through institutional information means, especially corporate e-mail.
5.3.8 Accounting Books and Records
The books, records and accounts of the company must give an accurate and loyal account, and in reasonable detail, of the transactions and dispositions of the company's operations. The company has a system of internal accounting controls sufficient to ensure that transactions are properly authorized, executed and recorded, which are reflected in the Financial Statements audited annually both internally and externally.
5.3.9 Mergers and Acquisitions
The acquisition or merger processes can impose responsibilities to the company for past commission of unlawful conduct or for misconduct after the merger or acquisition by third parties.
For this reason, mergers and acquisitions can only be carried out after due diligence to detect situations contrary to this policy, to which the success of the operation must be conditional. For the purposes of this policy, these processes will be under the supervision of the Compliance Officer, who must give its approval prior to any merger or acquisition operation.
5.3.10 Acting Through Third Parties
In the case of contracting external third parties to interact on behalf of the Aguas Group, for actions contemplated in the Lobbying Law, the due diligence process that corresponds in each case must be performed in advance.
The relationship will be formalized in a contract for the provision of services or other related document. This contract will refer to this Policy, the Compliance Policy, the Interaction with Public Officials and Lobbying Procedure, and the Crime Prevention Model, requiring the compliance of the lobbyist with said documents.
It will be understood that any contravention of the provisions of these standards constitutes a serious breach of the contractual obligations.
Likewise, suppliers, consultants, lawyers and other third parties representing the Aguas Group before public authorities must commit themselves in absolute terms to acting at all times against bribery and corruption and in compliance with the provisions of the Code of Ethics, Compliance Policy, the Interaction with Public Officials Procedure, the Crime Prevention Model and the present policy.
5.3.11 Personnel Hiring
The Recruitment and Selection processes are regulated in the Recruitment and Selection Policy and Procedure. This process includes the collection of information and background of the applicants, which is necessary to obtain a complete understanding of the person’s suitability for the requirements of the position. Among other things, the company will ensure people meet the highest ethical standards, especially the values that inform the present policy. In addition, employees will have to express their commitment to the Aguas Group’s corporate ethics culture by means of a clause in their labor contract or a statement annexed to them, and they must provide information about their current and potential conflicts of interest.
Variable incomes received by employees are regulated in the DEO Process, and consider the necessary safeguards to prevent them from being an incentive for corruption behavior.