Whistleblowing Policy

Name: شركة مطاعم الرومانسية | المندي والمظبي والوجبات السعودية الشعبية
Address: SA
Price range: $$

Purpose and Scope of the Policy:

This policy applies to all stakeholders (including employees of the company). The company is committed to the highest standards of transparency. The method that enables employees to responsibly and effectively disclose wrongful practices is considered a crucial aspect of accountability and transparency. It is a fundamental clause in every employment contract that the employee must work for the company with full dedication and must not disclose any of the company's confidential information. However, in the event that an employee discovers information that they believe involves wrongful practices or serious violations within the company, they must report this information to the relevant department within the company without fear of any retaliatory action against them. There must also be arrangements in place to do so independently of the direct management of that employee. This policy has been established to ensure that no employee feels embarrassed or reluctant to report any wrongful practices. This policy is intended to assist an employee who reports wrongful practices within the company. This policy is not intended to cast doubt on the financial and commercial decisions made by the company, nor was it established to address matters that usually fall under behavioral or disciplinary violations, complaints, and other procedures. Minor incidents should be handled through the company's administrative structure, and where possible, the employee should approach their direct manager at the first opportunity to discuss their concerns about any wrongful practices.

1. Obligations:

1.1 The Company undertakes to:

1.1.1 non-disclosure of the identity of the informant to any party not entitled to know the identity of the informant, as well as protecting them from any practices that may arise against them as a result of the reporting.
1.1.2 All reports must be treated with complete confidentiality, and access to them should only be granted on a need-to-know basis to those authorized to receive them.
1.1.3 Maintaining the confidentiality of data and information of the persons who may be involved in the investigations, "including the informant", to the greatest extent possible in order to avoid loss, protect investigation evidence, and prevent any interference or pressure on witnesses in order to ensure the fairness and confidentiality of the investigations.

1.2. The informant undertakes to:

1.2.1 Investigate the credibility of the report to the best of their ability and avoid rumors and unsubstantiated claims. This is only permitted if there are genuine and reasonable grounds for suspicion.
1.2.2. Avoid malicious reports aimed at defaming others or causing their downfall, or for revenge or undermining the trust in the company or its affiliates, or its stakeholders.
1.2.3 Exercising due diligence in ensuring accuracy in reporting and clarifying all relevant details to the extent possible that would lead to the violation and attaching everything that would provide details and evidence about the violation whenever.
1.2.4 Expedite reporting the violation at the earliest possible opportunity.
1.2.5 The absolute confidentiality of the reporting to achieve the public interest of the company.
1.2.6 Bear responsibility for malicious allegations, if the purpose is proven to be defame or harm the company, one of its employees or stakeholders.
1.2.7 Not to discuss any subject related to the report with any other parties. If this happens, even by accident, it must be reported immediately through the designated reporting channels.

2. Reporting of Violations:

2.1 The company, its employees, and stakeholders must report anything that might lead to correcting an error or action, revealing violations, or enhancing value. Reporting may be in any of the following cases:

2.1.1 Financial and administrative corruption, which is represented by any improper use of financial and non-financial resources or administrative organization within the company.
2.1.2 Violating of the rules, regulations, instructions and policies that must be followed according to the scope of the company's work.
2.1.3 Violations related to the environment and health, and safety in the workplace, including any negative behavior that may cause harm to the environment or the workplace, or a threat to human safety.
2.1.4 Inappropriate actions that violate the regulation of public decency, Islamic morals, and sound customs and traditions.
2.1.5 Misuse of the company's resources and properties or their assets and what is considered to be similar.
2.1.6 Abuse of authority and powers or making a decision that is not in the best interest of the company.
2.1.7 Passing illegal operations for the company's business, circumventing the regulations, or covering up legal errors.
2.1.8 there is no conflict of interest in any of the business or contracts undertaken by the company, and which have not been legally disclosed.
2.1.9 Obtaining undeserved benefits.
2.1.10 Unlawfully disclosing confidential in information.
2.1.11 Malicious concealment, misreporting, concealing official documents, or concealing fraudulent financial reports.
2.1.12 Serious acts that may harm the company.
2.1.13 Concealing any of the above-mentioned violations or similar acts.

2.2 The Legal Affairs officer handles the report of a violation, including the following:

Receiving reports via email registered in the violation reporting form at: (whistleblowing@alromansiah.com).
Informing the whistleblower that their report has been received. At the end of the investigation, the whistleblower will be informed of the decision reached, if possible.
Initial assessment of the report, then identification of the violation, study, analysis, and handling it with the necessary seriousness, regardless of the nature of the violation or the extent of its impact and importance, in accordance with what is deemed appropriate for the company's interest.
Referring the reports to the relevant authorities to verify the validity of the report, whether inside or outside the company, depending on the type of report.
Preparing a report on the reports and presenting it to the committee for discussion, and taking the necessary legal actions.
Taking the necessary actions for the violation in case of its proven authenticity and approval by the committee, while taking into account the interests of the company's members and stakeholders.
The company shall handle incoming reports in accordance with internal instructions approved by the committee, which shall ensure objectives and fair handling, draw up a corrective action plan, and classify the report according to the type of handling for each report in a manner consistent with the company's administrative structure.

2.9 The Legal Affairs officer is responsible for documenting all violations and actions taken in the violation reporting form.

2.10 The Legal Affairs officer raises the violations received and the actions taken regarding them and their results to the company's management or an independent member of the audit committee or the board of directors, as the circumstances require, and it is possible to take the necessary actions to inform the relevant authorities.

2.11 If a whistleblower submits a report in good faith, and the investigation finds no evidence to support the allegation, no action will be taken against the whistleblower. The whistleblower must be careful when submitting a report, and disciplinary action will be taken against anyone who submits a report for malicious purposes especially if they persist in doing so.

2.12 This policy doesn't replace the provisions of the regulations as well as the implementing regulations. In the event of any conflict between these provisions, or any paragraph or article therein, and the regulation, the provisions of the regulation shall prevail, and the other paragraphs or articles shall remain in effect.

3. Final Provisions:

3.1 This policy is adopted by a resolution of the Board of Directors and becomes effective from the date of the Board's approval.

3.2 The audit committee supervises the implementation of this policy and reviews its provisions regularly, and recommends to the Board of Directors any amendments to it.

3.3 Any amendments that occur to this policy shall be adopted in the same way as it was adopted.

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