Volt X expects suppliers, contractors, consultants, subcontractors, partners, and service providers to operate with integrity, professionalism, and respect for the people, businesses, and communities affected by their work.
This Supplier Code of Conduct sets out the standards we expect from organisations and individuals who provide goods or services to Volt X or who support Volt X client work.
1. Purpose
Volt X works with suppliers and partners across software, design, engineering, operations, infrastructure, professional services, and business support.
We expect every supplier to act responsibly, comply with applicable laws, protect confidential information, respect human rights, and support high standards of quality, security, and ethical conduct.
2. Legal and regulatory compliance
Suppliers must comply with all applicable laws, regulations, licences, permits, and industry requirements relevant to their work.
This includes laws relating to employment, tax, anti bribery, data protection, intellectual property, competition, modern slavery, health and safety, sanctions, and environmental responsibility.
Suppliers must not ask Volt X, its clients, or any representative to act unlawfully or improperly.
3. Business integrity
Suppliers must conduct business honestly, fairly, and transparently.
Suppliers must not engage in:
- Bribery or corruption
- Fraud, deception, or misrepresentation
- Money laundering
- Tax evasion facilitation
- Unfair competition
- Improper gifts, hospitality, or inducements
- Conflicts of interest that are not disclosed
- False invoicing, false records, or misleading reporting
Any actual or potential conflict of interest must be disclosed to Volt X as soon as it is identified.
4. Confidentiality and client information
Suppliers may have access to Volt X information, client information, product ideas, business processes, software plans, technical documentation, data models, workflows, credentials, or other sensitive material.
Suppliers must protect such information and use it only for the agreed purpose.
Suppliers must not disclose, copy, publish, reuse, sell, or transfer confidential information without written permission from Volt X or the relevant client.
Where required, suppliers must work under an appropriate confidentiality agreement or non disclosure agreement.
5. Data protection and privacy
Suppliers must handle personal data responsibly and in accordance with applicable data protection laws.
Suppliers must:
- Process personal data only for authorised purposes
- Use appropriate security measures
- Limit access to people who need it
- Avoid collecting unnecessary personal data
- Report suspected data incidents promptly
- Support Volt X with data protection obligations where required
- Delete or return personal data when it is no longer needed or when instructed
Suppliers must not use personal data for their own purposes unless they have a lawful basis and written approval where required.
6. Information security
Suppliers must maintain appropriate technical and organisational controls to protect systems, data, credentials, devices, accounts, and project materials.
This may include:
- Secure passwords and identity controls
- Multi factor authentication where appropriate
- Restricted access to project information
- Secure storage and file sharing
- Protection against malware and unauthorised access
- Timely security updates
- Secure handling of credentials and keys
- Controlled use of third party tools
- Prompt reporting of security incidents
Suppliers must not introduce security risks into Volt X systems, client systems, or project environments.
7. Responsible use of AI and automation
Where suppliers use AI, automation, or assisted development tools in work connected to Volt X or Volt X clients, they must use those tools responsibly.
Suppliers must:
- Protect confidential and sensitive information
- Avoid unnecessary exposure of client data to AI tools
- Review and validate AI generated outputs
- Avoid presenting unverified AI output as final work
- Respect intellectual property rights
- Maintain accountability for delivered work
- Disclose AI usage where required by Volt X or the client
- Follow any project specific AI, security, or confidentiality requirements
AI must support quality and efficiency. It must not be used to bypass judgement, review, security, or professional responsibility.
8. Quality and professional standards
Suppliers must deliver work with appropriate skill, care, diligence, and professional competence.
Suppliers are expected to:
- Understand the agreed scope
- Meet agreed quality standards
- Communicate risks early
- Maintain accurate records
- Avoid misleading claims about capability or progress
- Use qualified people for the work
- Follow agreed review and approval processes
- Correct defects or issues responsibly
- Protect Volt X and client interests during delivery
Suppliers must not subcontract work without permission where the work involves client projects, confidential information, data access, or critical delivery responsibilities.
9. Labour and human rights
Suppliers must respect human rights and fair labour practices.
Suppliers must not use or support:
- Forced labour
- Bonded labour
- Child labour
- Human trafficking
- Modern slavery
- Unsafe working conditions
- Discrimination, harassment, or abusive treatment
- Withholding of wages, documents, or legal rights
- Unlawful working hours or employment practices
Suppliers must pay workers fairly, follow applicable labour laws, and provide a respectful working environment.
10. Equality, diversity, and respect
Suppliers must treat people with dignity and respect.
Suppliers must not discriminate or harass people on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, sexual orientation, nationality, caste, social background, or any other protected characteristic under applicable law.
Volt X expects professional behaviour in all meetings, messages, documents, calls, and project environments.
11. Health, safety, and wellbeing
Suppliers must provide a safe and healthy working environment for their people and anyone affected by their work.
Suppliers must comply with applicable health and safety laws and take reasonable steps to prevent harm, injury, unsafe working practices, and avoidable workplace risks.
Where supplier work involves physical sites, equipment, travel, events, or client premises, suppliers must follow all relevant safety requirements.
12. Environmental responsibility
Suppliers should conduct their work in an environmentally responsible way.
Where relevant, suppliers should aim to:
- Reduce waste
- Use resources responsibly
- Limit unnecessary travel
- Manage energy use sensibly
- Dispose of electronic waste properly
- Comply with environmental laws
- Support sustainable procurement where practical
Volt X encourages suppliers to consider environmental impact in how they operate and deliver services.
13. Intellectual property
Suppliers must respect the intellectual property rights of Volt X, clients, other suppliers, and third parties.
Suppliers must not use unlicensed software, copied assets, restricted content, unauthorised code, proprietary material, or third party intellectual property without the correct permissions.
Any work product, deliverables, code, designs, documents, prompts, frameworks, or materials created for Volt X or a Volt X client must be handled in line with the applicable contract.
14. Records and transparency
Suppliers must keep accurate and complete records related to the work they perform for Volt X.
This may include invoices, timesheets, delivery records, project updates, approvals, expenses, licences, subcontractor details, compliance evidence, and security records where relevant.
Suppliers must not falsify records or conceal information that could affect delivery, security, compliance, cost, or client trust.
15. Reporting concerns
Suppliers must promptly report any concern that may affect Volt X, its clients, or a project.
This includes concerns about:
- Security incidents
- Data breaches
- Misuse of confidential information
- Bribery or corruption
- Fraud
- Modern slavery or labour abuse
- Conflicts of interest
- Quality or delivery risks
- Legal or regulatory issues
- Unsafe working conditions
- Unethical conduct
Reports can be sent to:
Email: business@yourvoltx.com
Volt X will review concerns in a responsible manner and expects suppliers to cooperate with any reasonable investigation.
16. Monitoring and compliance
Volt X may request information, evidence, or confirmation from suppliers to assess compliance with this Supplier Code of Conduct.
Where appropriate, this may include reviewing supplier policies, security practices, data handling measures, subcontractor arrangements, or project delivery controls.
Failure to comply with this code may lead to corrective action, suspension of work, termination of contract, or removal from Volt X supplier relationships.
17. Contact
For questions about this Supplier Code of Conduct, contact:
Volt X
Email: business@yourvoltx.com
Website: www.yourvoltx.com