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HotTea Mama is committed to sourcing our products fairly, and as sustainably as possible. We want to share our policies publicly to be as transparent as possible, and as a small business we will be working to improve our policies and business practices as we grow.
Ethical Sourcing Policy
HotTea Mama Ltd is involved in the purchase of goods and services to support the delivery of our business activities. We aim to be responsible for delivering value to our clients, whilst observing purchasing practices that align with our corporate social responsibility aims and objectives.
The purpose of this policy is to set out the Company’s duties and responsibilities in upholding CSR policies throughout our supply chain and / or where our business has control or influence. We will disseminate this policy to our clients, suppliers and staff to ensure its effective implementation.
Business Integrity
We will ensure integrity in all our business transactions. We will be open, honest & fair in our communications and our dealings with business partners and other stakeholders affected by our activities and where necessary that of our supply chain. The company operate strict codes of conduct with regard to acceptance of bribery or gifts made in the in the course of our business (see the Company’s anti-bribery & corruption policy).
Environmental Impact
The Company will undertake to take into account, wherever practicable, the environmental performance and impact of goods and services when making purchasing decisions.
• We will seek to reduce waste and will do this through reviewing the amount & type of materials being used & specified and optimise opportunities for the use of recycled or reclaimed materials.
• We will seek to reduce our carbon footprint by sourcing goods / materials with low embodied carbon.
• The use of materials with hazardous content will be minimised wherever technically & commercially feasible.
• We will procure all timber and wood based products from a certified legal and sustainable source.
• We expect our suppliers to manage their own impacts and to work with us to meet our environmental objectives.
• We expect our suppliers to have an environmental policy and to operate in compliance with all applicable laws and regulations.
• We will ensure the specification of environmentally sustainable materials wherever technically & commercially feasible.
People
We expect our suppliers and sub-contractors to share our commitment to H&S by implementing robust policies and procedures that put the H&S of employees and others who could be affected by their activities at the heart of their operations.
• We are committed to the promotion of ethical working conditions including fair wage, working hours and equal opportunities.
• We will respect the principles of human rights, to treat employees with dignity and respect and to ensure that no child labour is employed.
Procurement
We will support local procurement wherever technically and commercially feasible.
• Local procurement of goods, services and materials will be encouraged with a view to supporting local communities and reducing the overall carbon footprint of our activities.
• Where possible, we will maximise the benefits to the local community from our projects by working with local authorities and organisations to recruit local labour and source good and services from the local area.
• We will work with our clients and local agencies to find appropriate opportunities for skills, training & apprenticeships to promote career progression and to support local economic regeneration.
• Source material from approved and reputable suppliers and assure that no child labour is used at any stage in the production or fabrication of material to be supplied
Implementation & Review
In order to ensure adherence by our employees and supply chain to our ethical sourcing policy the following arrangements will be in place:
• Formal pre-qualification and ongoing monitoring of our supply chain by way of questionnaire and review of arrangements H&S and Environmental management arrangements in place. Where these are found to be lacking we will work with our supply chain to future compliance.
• The Company will operate a system of approved and preferred suppliers and sub-contractors.
Modern Slavery Policy
ANTI-SLAVERY POLICY STATEMENT
Modern slavery is a crime and a violation of fundamental human rights. It takes various forms, such as slavery, servitude, forced and compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain.
HotTea Mama has a zero-tolerance approach to modern slavery, and we are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own business or in any of our supply chains. We are also committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015.
We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, in the coming year we will include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards.
This policy applies to all persons working for 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. This policy does not form part of any employee’s contract of employment and we may amend it at any time.
Responsibility for the policy
HotTea Mama has overall responsibility for ensuring this policy complies with our legal and ethical obligations, and that all those under our control comply with it. HotTea Mama has primary and day-to-day responsibility for implementing this policy, monitoring its use and effectiveness, dealing with any queries about it, and auditing internal control systems and procedures to ensure they are effective in countering modern slavery. Management at all levels are responsible for ensuring those reporting to them understand and comply with this policy and are given adequate and regular training on it and the issue of modern slavery in supply chains. You are invited to comment on this policy and suggest ways in which it might be improved. Comments, suggestions and queries are encouraged and should be addressed to the CEO.
Compliance with the policy
All employees must ensure that you read, understand and comply with this policy. The prevention, detection and reporting of modern slavery in any part of our business or supply chains is the responsibility of all those working for us or under our control. All employees are required to avoid any activity that might lead to, or suggest, a breach of this policy. All employees must notify their line manager OR a company Director as soon as possible if you believe or suspect that a conflict with this policy has occurred or may occur in the future. All employees are encouraged to raise concerns about any issue or suspicion of modern slavery in any parts of our business or supply chains of any supplier tier at the earliest possible stage. If an employee believe or suspect a breach of this policy has occurred or that it may occur, they must notify their line manager or company Director OR report it in accordance with our Whistleblowing Policy as soon as possible. All employees should note that where appropriate, and with the welfare and safety of local workers as a priority, we will give support and guidance to our suppliers to help them address coercive, abusive and exploitative work practices in their own business and supply chains. If an employee is unsure about whether a particular act, the treatment of workers more generally, or their working conditions within any tier of our supply chains constitutes any of the various forms of modern slavery, raise it with their line manager or company Director.
We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any of our supply chains. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern. If any employees believe that they have suffered any such treatment, they should inform their line manager immediately. If the matter is not remedied, they should raise it formally using our Grievance Procedure, which can be found in the current employee handbook.
Communication & awareness of this policy
Training on this policy, and on the risk our business faces from modern slavery in its supply chains, forms part of the induction process for all individuals who work for us, and updates will be provided using established methods of communication between the business and you. Our zero-tolerance approach to modern slavery must be communicated to all suppliers, contractors and business partners at the outset of our business relationship with them and reinforced as appropriate thereafter.
Breaches of this policy
Any employee who breaches this policy will face disciplinary action, which could result in dismissal for misconduct or gross misconduct. We may terminate our relationship with other individuals and organisations working on our behalf if they breach this policy.
Child Labour Policy
Scope
This Policy is applicable for all business units and their supply chains that are owned by
HotTea Mama. This includes manufacture, supply of goods and services to HotTea Mama and the use of labour providers. It sets out the requirements and steps required toprotect children to ensure compliance with the International Labour Organization’s (ILO)Conventions 138 and 182 relating to Child Labour and Article 4 of abolition of Child labour of the Ethical Trading Initiative (ETI) base code. In addition, HotTea Mama respects the Organisation for Economic Cooperation & Development (OECD) Guidelines for multinational enterprises and commitments to the prevention of child labour through our Supplier Code of Conduct and applicable laws of the countries where we operate.
Purpose
Although HotTea Mama recognises that global child labour exists in many supply chains, we prohibit any kind of child labour as a fundamental principle of our Supplier Code of Conduct. This policy sets out our requirements for suppliers to ensure no child labour is present in our supply chains, the supplier’s role, and the actions that are required by the Supplier. All Suppliers are responsible for the implementation of this policy.
The Policy
HotTea Mama respects the international principles of Human Rights including those
expressed in the UN Declaration of Human Rights and the United Nations Guiding Principles.
All cases of Child labour including children being victims of situations that are covered by the UK Modern Slavery Act 2015 i.e., cases of forced or trafficked labour, if found, must be immediately reported to HotTea Mama.
Our requirements:
• No children (below the minimum age of employment) as per the national law must
be involved in the manufacture of goods and services.
• HotTea Mama will not purchase products from a supplier who uses forced or
bonded labor or child labour. We respect all applicable laws establishing a minimum
age for employment to support the end of child labor worldwide and we expect our
Suppliers to do the same.
• There shall be no recruitment of child labour.
• No child labour below the minimum age of employment is permitted into the
production areas even though they are living in a dormitory with their family on site.
• The Supplier shall effectively communicate the policy to its entire supply chain and
to its own workers. HotTea Mama requires its Suppliers to monitor their own
supply chain and take preventative measures to prohibit child labour in their supply
chains.
• If the Supplier discovers there are children involved in any part of their supply chain,
they must immediately inform HotTea Mama. Appropriate action should be
taken to protect the interests of the children, ensuring that an agreed, organised,
and safe transition of the children from work to education until the national leaving
age from school. If the corrective action is not implemented in the required time or if
repeat violations occur, then necessary steps will be taken to disengage the Supplier
as appropriate.
• Children and young persons under 18 shall not be employed at night or in hazardous
conditions. These policies and procedures shall conform to the provisions of the
relevant ILO standards.
Suppliers Responsibilities & Remediation Process
Suppliers shall have effective management systems and policies to effectively identify,
prevent, mitigate and remediate child labour or forced labour. The Supplier must comply with the laws and regulations related to minimum working age. No employee of any age, including apprentices or vocational students, may be employed in breach of local regulations governing the minimum age for work or the compulsory age for
schooling The Supplier shall not employ individuals below the age of 16, except if allowed by local law and if such exception is consistent with ILO Guidelines. The Supplier shall maintain documentation of each individual’s date of birth or hold legitimate means of confirming each individual’s age.
If child workers are found at a HotTea Mama approved factory or site producing HotTea Mama goods, then it is the equal responsibility of the supplier and the factory to see that a clear remediation process is implemented that will take the child’s best interest into consideration, including the family, social situation and level of education. The supplier shall communicate the policy to all its co-workers as well as outsourced contractors.
In case child labour is found the supplier must action the following steps. These are the base line actions which the supplier needs to take as a part of remediation process:
• Inform HotTea Mama immediately.
• Collect the list of potential child labour and young workers found on the site.
• Ensure the legal requirements and restrictions on working ages are communicated
to the child clearly and assure that they may be hired when they reach a legal age
should they want to work in the factory including the communication of the policy.
• Prevent the child from working and ensure the living conditions are secured and see
that the child is kept in a safe place.
• Obtain contact details of the child’s parents or guardian, including where possible
including the home address.
• Review the age documents of the child.
• Understand the social and economic reasons for employing the children.
• Develop a remediation plan that ensures the child’s education, or their livelihood is
supported financially through alternative ways. The remediation plan should be
clearly documented including all financials on education support and lively hood.
• The Supplier/ factory must take full responsibility of the ongoing monitoring
programme. They should meet with the supplier/factory management and obtain
their consensus for interim arrangement before starting the process of remediation.
Any concerns or queries for young and child labour can be directed to the HotTea Mama ESG or compliance teams at contact@hotteamama.com.
5. Definitions
5.1 Child
A “Child Worker” is defined as someone who has not reached their 15th birthday, or any higher age specified in local law for completing mandatory schooling or beginning full time work.
5.2 Child Worker
A Child who is not legally entitled to work i.e., below the minimum age of employment or is under the age of 15 if this is higher - International Labour Organisation (ILO).
5.3 Child Labour
Is any work that deprives children of their childhood, their potential and dignity, and that is harmful to physical and mental development. It is defined by the ILO Minimum Age Convention, 1973 (No.138), and the Worst Forms of Child Labour Convention, 1999 (No.182), and by the United Nations Convention on the Rights of the Child.
5.4 Employer
An Employer is a legal entity that provides any form of (permanent, casual, full or part time) work in return for remuneration and that controls and directs workers at the workplace.
5.5 Hazardous Work
Any work which, by its nature or the circumstances in which it is carried out, is likely to harm the health, safety or morals of children. This includes working with chemicals, machinery or electrics; working in confined spaces, at height or in excessively hot or cold conditions; being exposed to dust, fumes or loud noise; lifting or carrying heavy loads; working overtime or working at night.
5.6 Young Worker
A young person who is legally entitled to work i.e., above the minimum age of employment of 15 and below the age of 18.
Environmental Policy
HotTea Mama specialises in trading, processing, and manufacturing organic herbs, spices and affiliated products. Our product range also includes herbal teas and infusions, essential oils, tinctures, waxes, macerated oils and carrier oils. Our products are sourced throughout the world from organic sustainable resources.
HotTea Mama acknowledges that it’s activities have an impact upon the environment and actively works towards minimising this impact. We achieve this by identifying how the business impacts on the environment and putting management systems and procedures in place to minimise the effects as far as is practicable.
The environmental measures and actions that we take as a company are:
• We aim to support and promote the organic farming practices of our suppliers worldwide, both directly and through membership to certification bodies.
• Our clean water supply comes from an onsite borehole. We only use mains supplied water in extreme circumstances such as during maintenance or drought.
• Our energy supplier provides 100% of electricity to our main site and remote warehouses from renewable resources and is supplemented by solar panels on the roof of our warehouse. Within the office we use energy saving lightbulbs and some lights are on timed switches to reduce use. We have also carried out a project to ensure the most efficient use of the central heating.
• Our waste water all goes to an onsite sewage treatment plant and not to the main sewer.
• Milling waste is either composted on site, sent to another Organic farm for composting or sent for use in an anaerobic digester generating electricity.
• All staff take part in a weekly recycling rota. We recycle as much waste as we can. Kitchen waste is composted on site. Plastic, card, tins, glass and paper are taken away for recycling.
• General waste that is not suitable for recycling is taken away by a registered waste contractor.
• Packaging from deliveries is recycled. Some boxes are given to a local charity for distributing humanitarian aid to war zones. We also sell some of the bags that we have left over.
• Where possible, the packaging that we buy in is locally sourced and recyclable or biodegradable. We aim to reduce packaging wherever we can and review our packaging usage on an ongoing basis.
• To minimise our effect on the wider environment, we try to place larger orders less frequently, using sea freight for international imports as much as we can.
These measures are reviewed regularly to ensure that they remain relevant, practical, and achievable and to ensure that we are continually working to reduce our environmental impact.
GMO Policy
HotTea Mama trade only in Non-Genetically Modified herbs, spices and associated
products. All goods can be traced back to their origins and farms so we can check their genetic status. Should there be any doubt we will ask suppliers to provide us with a declaration that their produce has not undergone genetic modification.
All suppliers to HotTea Mama will be assessed for their ability to supply based on a set of conditions, they will be asked to complete a questionnaire before being approved. Thereafter suppliers must be able to upon request demonstrate traceability of the goods sold to HotTea Mama.