§ 1. PURPOSE OF THE PROCEDURE
The Regulations define the rules for accepting and considering grievances and motions submitted by employees, co-workers and contractors of AMEplus Sp. z o.o. (hereinafter referred to as the Company).
§ 2. BASIC DEFINITIONS
1. Grievance – an activity, the subject of which may be, in particular, neglecting or improper performance of duties or tasks by members of the management board, employees, associates of the Company, any violation of the work regulations, the Code of Conduct or the legitimate interests of the complainants, as well as protracted handling of issues.
2. Motion – an activity, the subject of which may be, in particular, matters of changing and improving the organization of work, strengthening the legal situation of employees, improving work conduct and preventing abuse, protection of property, better meeting the needs of customers or suppliers.
§ 3. RESPONSIBILITY
1. The supervision and control of grievances and motions is exercised by the Management Board of the Company or a person authorized by the Management Board of the Company.
2. Written grievances and motions are submitted and received at the Company’s secretariat or in electronic form using the e-mail addresses provided in the Regulations.
3. Grievance or motion may be submitted orally to each member of the Company’s Management Board.
4. The Company keeps a register of grievances and motions and informs about the procedure of their consideration in an way accessible to all employees.
§ 4. HANDLING PROCEDURE
1. Motions and grievances, in particular with regard to violations of the Code of Conduct, may be submitted by contractors in writing or electronically using the following e-mail address: email@example.com. This address is provided in the Code of Conduct available at www.ameplus.pl.
2. Motions and grievances may be submitted by employees and associates in writing or by e-mail using the following address: firstname.lastname@example.org.
3. Motions and grievances may also be submitted anonymously using the questionnaire available at http://www.ameplus.pl/ankieta/.
4. Grievances or reporting conflict situations should be described in detail, if possible. In case of doubts as to their content, applicants may be called for an explanation and clarification.
5. Motions and grievances should be examined and handled with due diligence, insightfully and timely, without unnecessary delay, and should be preceded by consideration of all circumstances of the case. Motions and grievances, that do not require collecting evidence, information or explanations should be considered within 10 working days, in other cases, they should be considered within 30 days.
6. Handling a grievance or motion consists of resolving the case or taking other appropriate actions, removing the identified deficiencies and, if possible, the reasons for their occurrence.
7. The resolution of the reported grievance or information about the conflict situation should take place no later than 14 days, and in special cases up to 30 days from the date of its submission, with information passed orally, in writing or by e-mail to the reporting person.
8. Commitment to non-retaliation for complaints
It prohibits penalizing job applicants or employees for asserting their rights to be free from employment discrimination, including harassment. The pursuit of these rights is a “protected activity.”
In particular, retaliation is prohibited for:
• communicating with a supervisor or manager about employment discrimination, including harassment
• refusal to perform actions that would lead to discrimination
• asking for salary information to discover potentially discriminatory salaries.
Participation in the complaint process is protected against retaliation in all circumstances.
9. Copies of notifications on the manner of handling a grievance or motion along with the documentation of the proceedings are kept at the Company’s premises.
§ 6. APPEAL
1. In case of failure to consider the matter or unsatisfactory resolution of the matter or conflict situation by responsible persons, the person submitting the grievance is entitled to submit a written appeal directly to the Company’s Shareholders.
2. The decision on the appeal of the submitted grievance or information on the existing conflict situation should take place no later than 14 days from the date of its submission. The provisions of § 5 shall apply accordingly.
§ 7. FINAL PROVISIONS
1. These regulations were adopted by the Shareholders’ Resolution on September 17, 2020, and enter into force on the date of signing and announcing at the Company’s premises and on the Company’s website.
Łukasz Mańka, CEO
Gliwice, March 23, 2023