Sanda forest (Pvt) Ltd - Policies

  1. Personal protective equipment and machinery
  2. Prevention of illegal activities
  3. Recovery and return to work
  4. Emergency preparedness plan
  5. Enterprise safety and health  policy
  6. First aid policy
  7. Handling grievances and resolution of disputes
  8. No child labour
  9. Anti – Bribery and corruption policy
  10. Dispute Resolution Policy
  11. The long term* commitment to forest* management practices consistent with FSC Principles* and Criteria* and related Policies and Standards

01. Personal Protective Equipment (PPE) and Machinery Safety Policy

Review Cycle: Every 2 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd is committed to ensuring the health and safety of all personnel through the use of Personal Protective Equipment (PPE) and safe machinery operations. All employees must wear appropriate PPE and operate equipment only if trained and authorized.

2. Objective

The purpose of this policy is to:

  • Prevent workplace injuries and fatalities
  • Ensure compliance with safety standards
  • Promote a culture of safe working practices

3. Scope

This policy applies to:

  • All employees, contractors, and operators working in field or machinery zones
  • All forestry-related machinery and power tools

4. PPE Guidelines

Required PPE includes helmets, gloves, safety boots, goggles, ear protection, and high-visibility clothing. Equipment must be maintained and replaced as needed.

5. Machinery Safety

  • Only trained individuals may operate machinery
  • Pre-operation checks and servicing are mandatory
  • Unsafe equipment must be removed from use immediately

6. Training and Enforcement

Safety training is mandatory. Supervisors must enforce compliance, and failure to adhere to this policy may result in disciplinary action.

02. Prevention of Illegal Activities Policy

Review Cycle: Every 3 Years
Approved by:Rajiv Renganathn

1. Policy Statement

Sanda Forest (Pvt) Ltd strictly prohibits illegal activities including unauthorized logging, poaching, land encroachment, or illegal trade of forest products.

2. Objective

To:

  • Protect forest integrity and biodiversity
  • Comply with national laws and FSC requirements
  • Encourage stakeholder cooperation in prevention efforts

3. Scope

This policy applies to:

  • All company-managed lands
  • Employees, contractors, and third-party visitors

4. Prevention Measures

  • Regular patrols and inspections
  • Community engagement and awareness
  • Prompt reporting of violations to authorities

5. Enforcement

Illegal activities will lead to termination of employment or contract and potential legal action.

03. Recovery and Return-to-Work Policy

Review Cycle: Every 3 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd supports employees returning to work after illness or injury by providing safe and appropriate work arrangements.

2. Objective

To:

  • Support employees’ recovery and reintegration
  • Reduce the risk of re-injury
  • Meet legal and ethical obligations

3. Scope

Applies to:

  • All full-time and part-time employees returning after medical leave

4. Return Process

  • A medical clearance certificate is required
  • Modified tasks or reduced hours may be provided
  • The process is monitored to ensure effectiveness

5. Monitoring

HR will oversee compliance and update the return plan as needed.

04. Emergency Preparedness Plan

Review Cycle: Every 2 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd ensures all sites are prepared for emergencies such as fire, natural disaster or medical emergencies.

2. Objective

To:

  • Protect lives and reduce harm
  • Maintain operational readiness
  • Ensure compliance with emergency regulations

3. Scope

Covers:

  • All employees and operational areas

4. Emergency Measures

  • Emergency drills every 6 months
  • Clearly marked exits and first-aid stations
  • Designated emergency coordinators on each site

5. Communication

Emergency contact numbers and procedures will be posted at all locations.

05. Enterprise Safety and Health Policy

Review Cycle: Every 3 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd promotes a safe and healthy workplace through proactive risk management, regular training, and continuous improvement.

2. Objective

To:

  • Prevent injuries and illnesses
  • Fulfill legal responsibilities
  • Foster employee wellbeing

3. Scope

Applies to:

  • All employees, contractors, and visitors

4. Key Practices

  • Safety audits
  • Toolbox meetings
  • Reporting and correcting hazards

5. Responsibility

All employees must follow safety rules. Supervisors are accountable for enforcing them.

06. First Aid Policy

Review Cycle: Every 2 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd ensures that appropriate first aid is available and accessible at all worksites at all times.

2. Objective

To:

  • Provide immediate care to injured or ill employees
  • Prevent escalation of medical conditions
  • Comply with health and safety regulations

3. Scope

Covers:

  • All workers and work locations

4. Implementation

  • First-aid kits in all vehicles and field sites
  • First aid training has been provided to all employees.

All incidents logged and reported

07. Grievance and Dispute Resolution Policy

Review Cycle: Every 3 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd provides a fair and transparent process to resolve grievances from employees, communities, and stakeholders.

2. Objective

To:

  • Resolve disputes constructively
  • Promote dialogue and trust
  • Meet FSC stakeholder engagement criteria

3. Scope

Applies to:

  • All employees, community members, and stakeholders

4. Process

  • Grievances acknowledged within 7 working days
  • Resolved within 30 days
  • Appeals and external referrals available

5. Record-Keeping

All grievances are documented for at least 5 years.

08. No Child Labour Policy

Review Cycle: Every 3 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd strictly prohibits the employment of individuals under 18 years of age in any form.

2. Objective

To:

  • Protect children’s rights
  • Comply with national and international labour laws
  • Support ethical and sustainable employment

3. Scope

Applies to:

  • All recruitment and contracting activities

4. Enforcement

  • Age verification during recruitment
  • Immediate dismissal and reporting of any violations

09. Anti-Bribery and Anti-Corruption Policy

Review Cycle: Every 2 Years
Approved by: Rajiv Renganathan

1. Policy Statement

Sanda forest (pvt) LTD maintains a zero-tolerance policy toward all forms of bribery, corruption, extortion, and fraud. We are committed to conducting all business and forestry-related activities with the highest standards of honesty, transparency, and integrity. This includes a strict prohibition on giving or accepting bribes, facilitation payments, kickbacks, or any unethical incentives—either in cash or in kind.

2. Objective

The purpose of this policy is to:

  • Prevent bribery and corruption in all forms
  • Promote transparency and accountability across operations
  • Ensure compliance with national laws and international standards, including the FSC’s policies on ethical conduct

3. Scope

This policy applies to:

  • All employees, including management and field staff
  • Contractors, suppliers, and consultants
  • Stakeholders and community representatives involved in our operations
  • Any person acting on behalf of Sanda forest (pvt) LTD.

4. Declaration of Non-Bribery and Non-Corruption

All employees, contractors, and relevant stakeholders must provide a written or verbal declaration affirming that they:

  • Will not give, offer, or receive any bribe, kickback, or improper payment
  • Will not engage in corrupt practices, favoritism, or misuse of power for personal gain
  • Will report any suspected or actual bribery or corruption observed during the course of their work.

 

These declarations will be made:

  • At the time of recruitment or contract signing (in writing)
  • During induction, training, or internal audits (verbal or written reaffirmation)
  • Annually, through a signed compliance form or verbal recommitment session

5. Reporting and Whistleblowing

Anyone who becomes aware of a violation of this policy is strongly encouraged to report it immediately. Reports can be made:

  • In person to a designated ethics or compliance officer
  • Through a confidential written complaint box or email hotline
  • Anonymously if required

Retaliation against whistleblowers is strictly prohibited.

6. Disciplinary Action

Violations of this policy will lead to:

  • Disciplinary actions, including termination of employment or contracts
  • Legal action, if applicable under national anti-corruption laws
  • Reporting to external certification or regulatory bodies, if required

7. Training and Awareness

Regular training will be provided to ensure that all employees and contractors are aware of the anti-bribery and anti-corruption principles and how to apply them in real situations.

10. Dispute Resolution Policy

Review Cycle: Every 3 Years
Approved by:Rajiv Renganathan

1. Purpose

This policy outlines the procedures for addressing and resolving disputes, concerns, or complaints raised by stakeholders, employees, local communities, or any interested parties related to the operations, management, or impacts of [Organization Name]’s forest management activities.

2. Commitment

[Organization Name] is committed to fair, transparent, and timely resolution of disputes. This process is in alignment with FSC Principles and Criteria, ensuring the rights and voices of all stakeholders are respected and addressed appropriately.

3. Scope

This policy applies to:

  • Employees and contractors
  • Local communities
  • Indigenous peoples
  • Stakeholders and NGOs
  • Any party directly or indirectly impacted by forest management activities

4. Principles

  • Accessibility: The process will be easily accessible to all stakeholders.
  • Transparency: All steps will be documented and communicated clearly.
  • Impartiality: Disputes will be handled fairly, without bias.
  • Timeliness: All complaints will be acknowledged within 7 working days and resolved, where possible, within 30 working days.
  • Confidentiality: Information will be kept confidential unless disclosure is required by law or with the complainant’s consent.

5. Dispute Resolution Process

Step 1 – Submission of Complaint:
Complaints must be submitted in writing (email, letter, or complaint form) to the Manager or designated officer. Complaints should include:

 

  • Name and contact of the complainant
  • Description of the issue
  • Date and location of the incident
  • Any supporting evidence

Step 2 – Acknowledgement:
The organization will acknowledge receipt of the complaint within 7 working days and begin an internal review.

Step 3 – Investigation and Dialogue:
A designated team will investigate the matter, meet with the complainant if necessary, and consult relevant stakeholders. Mediation may be used where appropriate.

Step 4 – Resolution and Action:
A written response and resolution plan will be issued within 30 working days. If more time is required, the complainant will be informed of the reason and expected timeline.

Step 5 – Appeal:
If the complainant is not satisfied, they may escalate the issue to higher management or to the FSC dispute resolution mechanism.

6. Record Keeping

All complaints and resolutions will be documented and stored for a minimum of 5 years, and may be reviewed during audits or stakeholder assessments.

7. Continuous Improvement

The outcomes of dispute resolution cases will be reviewed periodically to improve forest management practices and reduce the recurrence of similar issues.

11. Long-Term Commitment to FSC-Aligned Forest Management Policy

Review Cycle: Every 5 Years
Approved by:Rajiv Renganathan

1. Policy Statement

Sanda Forest (Pvt) Ltd commits to responsible forest management aligned with FSC Principles and Criteria for a minimum period of five (05) years.

2. Objective

To:

  • Uphold sustainable and ethical forest practices
  • Ensure certification compliance
  • Maintain transparency and community trust

3. Scope

Covers:

  • All forest operations and certified lands under company management

4. Implementation

  • Public summaries of the Forest Management Plan (FMP)
  • Annual internal audits and stakeholder reviews
  • Open communication channels with communities

5. Monitoring

Forest performance and policy compliance reviewed every 5 years with improvements implemented as necessary.