Vendor Standard

1.1        Introduction

AUTODOC^[1] conducts business by complying with applicable local, national, and international rules, regulations and laws, as well as maintaining high ethical standards. We expect our vendors to act with the same integrity.

This Vendor Standard (hereinafter “Standard”) sets out our expectations as well as requirements for vendors regarding business integrity, labour and human rights, health and safety of all workers, environmental protection, and supply chain due diligence, as well as intellectual property rights and product compliance. These expectations are based, amongst others, on the United Nations (UN), International Labour Organization (ILO), Organisation for Economic Co-operation and Development (OECD) frameworks, guiding principles, and guidelines, including German and European Union (EU) legal requirements.

1.2       Scope

The Standard applies to all AUTODOC vendors, including first-party vendors, third-party vendors, and service providers (together “Vendors”).

• First-party vendors design, manufacture, or supply products sold under AUTODOC’s private brands (private brand vendors).
• Third-party vendors provide branded products for resale on AUTODOC platforms (non-private brand vendors).
• Service providers supply services or non-resale products supporting AUTODOC’s internal operations.

Vendors must comply with this Standard and make reasonable, risk-based efforts to implement its principles within their own operations and, where applicable, throughout their supply chains. This includes cooperating with AUTODOC to support the implementation of the Standard and establishing appropriate internal procedures to manage relevant risks.

This Standard forms an integral part of the Vendor agreement and is incorporated as a dynamic link within the respective contract. In the event of any inconsistency between this Standard and the specific terms of a Vendor’s individual contract, the contract terms shall prevail.

^[1] AUTODOC means Autodoc SE and its affiliated companies within the meaning of sections 15 et seq. of AktG (Aktiengesetz, German Stock Corporation Act).

2.1        Compliance with Laws

Vendors must comply with all applicable local, national, and international laws, regulations, and rules, while upholding high ethical standards. Vendors must conduct business relationships fairly and with integrity.

2.2       Anti-Corruption and Bribery

Vendors must not unlawfully grant benefits to third parties, including public officials or employees of private companies, regardless of location, circumstances, or intent. Facilitation payments — small, unofficial payments made to expedite routine actions — are strictly prohibited, even if permitted under local laws.

Vendors must implement effective internal controls and procedures to prevent any form of corruption. This includes ensuring that their employees do not offer, demand, accept, or provide personal advantages in connection with business activities involving AUTODOC.

2.3       Antitrust Compliance and Fair Competition

Vendors must not engage in unlawful cartel arrangements, market manipulation, insider trading, or other unfair business practices. They must operate in financial markets in full compliance with all relevant regulatory requirements.

2.4      Data Protection, Privacy and AI

Vendors must comply with the EU General Data Protection Regulation and all other applicable data privacy regulations. They must handle personal data carefully and responsibly, ensuring that all processing is transparent and limited to what is necessary and legally authorised. Personal data must be deleted or anonymised when no longer needed, and data subjects’ requests must be fulfilled without delay.

Vendors must adhere to responsible AI practices when processing personal data or using automated systems.

2.5      Trade Compliance

Vendors must comply with all applicable national and international trade laws, including trade embargoes, sanctions, customs, and import/export regulations. All cross-border transactions involving goods, services, or technologies must be conducted lawfully.

Vendors must declare all imports and exports accurately and transparently to the relevant authorities and ensure that qualified personnel assess such activities in advance according to applicable legal requirements.

2.6      Anti-Money Laundering and Counter-Financing of Terrorism

Vendors must comply with all applicable anti-money laundering (AML) and counter-financing of terrorism (CFT) laws, regulations and international standards. Money laundering involves concealing the criminal origin of money or assets to make them appear legitimate, while terrorist financing encompasses the provision or collection of funds with the intention that they be used to carry out terrorist acts. To prevent this, Vendors must conduct periodic risk assessments to identify vulnerabilities and implement risk-based controls to the extent applicable, including due diligence on business partners, customer identification procedures and sanctions screening, maintenance of accurate financial records and AML/CFT documentation, and monitoring of transactions and payment processes to ensure transparency in all financial dealings.

2.7      Conflict of Interest

Vendors must avoid any actual or perceived conflicts of interest related to their role as an AUTODOC vendor. All business decisions must be made based solely on objective criteria, without influence from personal interests or relationships.

Vendors must ensure that their employees avoid and promptly disclose to AUTODOC any situations where personal, financial, or other interests conflict — or appear to conflict — with their professional responsibilities.

2.8      Intellectual Property Rights

Vendors must respect all intellectual property rights associated with AUTODOC, as well as those of any third parties. This includes trademarks, designs and patents in particular, as well as copyright. Vendors must avoid any unauthorised use, disclosure or transfer of confidential information, trade secrets or other protected assets.

2.9      Product Safety and Quality

Vendors must adhere strictly to all applicable product safety regulations and implement robust quality control measures. Vendors should promptly investigate any indications of product defects with the utmost diligence and actively support the continuous development and enhancement of AUTODOC’s extensive product range to uphold the highest customer standards. To this end, Vendors shall provide AUTODOC, as often as necessary and upon request, with all relevant product information, certifications, technical documentation, and user manuals needed to ensure compliance and safety.

Additionally, Vendors must ensure that product-related risks affecting operators, transport personnel, end-users, and the environment are identified, mitigated, and monitored. This includes providing all relevant safety documentation, handling instructions, chemical safety data sheets (SDS), and end-of-life disposal guidance for materials such as oils, batteries, chemicals, and aerosols.

2.10    Sustainable Business Practices

AUTODOC considers sustainability in business practices to be essential to business relations. AUTODOC encourages Vendors to have sustainability programs, initiatives and training, and to make their best effort to integrate the sustainability considerations anchored in this Standard as well as at AUTODOC’s sustainability webpage under https://autodoc.group/en/sustainability/.

3.1        Respect for Privacy, Honour, and Freedom of Belief

Vendors must respect and uphold the rights of all individuals to privacy, family life, home, and correspondence. Any arbitrary or unlawful interference or attack on a person’s honour or reputation is strictly prohibited. This includes both false statements of fact and value judgments that may damage a person’s standing in the community, whether made publicly or privately, and whether through direct attacks or actions causing indirect harm.

Vendors must also respect the right to freedom of thought, conscience, and religion.

3.2      Prohibition of Forced or Compulsory Labor, Slavery and Human Trafficking

Vendors must strictly prohibit all forms of forced or compulsory labour. This includes any work or service extracted from individuals under threat, coercion, or penalty, and which is not offered voluntarily—such as in cases of debt bondage or human trafficking.

All forms of slavery, slave-like practices, and the slave trade are prohibited. This includes practices resembling slavery, such as servitude, extreme forms of economic or sexual exploitation, workplace domination, or any form of human trafficking. Vendors are responsible for ensuring these practices do not occur at any level of their operations or supply chains.

3.3      Prohibition of Child Labor

Vendors must not employ any child who is below the minimum age for employment, which must not be lower than the age at which compulsory schooling ends and, in any case, not less than 15 years—unless a lower age is permitted under applicable local laws, in line with international standards.

Vendors must strictly prohibit the worst forms of child labour and ensure these practices do not occur at any level of their operations or supply chains.

3.4      Just and Favourable Conditions of Work

Vendors must ensure fair and adequate living wages for employed workers and adequate living incomes for self-employed workers and smallholders.  Appropriateness is determined by the laws of the place of employment. If the applicable law requires a minimum wage, Vendors shall pay its employees at least the applicable minimum wage according to the law. Otherwise, the adequate wage shall be determined by the standards of the place of employment.

Vendors must provide and maintain safe and healthy working conditions, including compliance with occupational health and safety legislation, EU OSH directives, and recognised standards such as ISO 45001. Vendors must ensure adequate training, personal protective equipment (PPE), emergency preparedness procedures, accident reporting, and hazard-control measures for all employees and contractors.

3.5      Anti-Discrimination, Anti-Harassment and Equal Treatment

Vendors must not discriminate based on personal characteristics such as race, gender, religion, disability, or other protected statuses in any aspect of employment. Vendors must treat all workers with dignity and respect and must not tolerate any form of violence, harassment, abuse, or coercion. Vendors must not engage in unequal treatment in employment, unless such treatment is justified by the requirements of the job. The payment of unequal remuneration for work of equal value is prohibited.

3.6      Freedom of Association, Assembly, Organisation and Collective Bargaining

Vendors must respect the right of employees to freely associate, assemble, organise, and join or form trade unions. Vendors must also recognise and respect their right to engage in collective bargaining in accordance with applicable laws and international standards.

3.7      Protection of Right to Land and Resources

Vendors must respect the rights of individuals, groups, and communities to land and natural resources, which entails the prohibition to unlawfully evict or take land, forests and waters when acquiring, developing or otherwise using land. This also includes actions such as deforestation or land acquisition that negatively impact local communities without lawful consent or due process.

4.1        General Commitment and Compliance

Vendors must comply with all applicable environmental laws, regulations, and standards relevant to their products and operations. This includes regulations governing emissions and energy consumption, waste management, water protection, hazardous substances, and all relevant environmental permits and licenses. Vendors must maintain and provide necessary documentation demonstrating compliance upon AUTODOC’s request.

AUTODOC expects Vendors to pursue continuous improvement in environmental performance beyond minimum legal requirements. Vendors are strongly encouraged to implement a formal Environmental Management System (EMS), such as ISO 14001 or equivalent recognized standards, to ensure systematic management of environmental responsibilities and support ongoing performance improvements.

4.2       Energy Consumption and Greenhouse Gas Emissions

Vendors must comply with all applicable environmental laws and regulations and respect the right to a clean, healthy, and sustainable environment. Vendors are expected to minimise adverse environmental impacts by promoting the use of renewable energy sources and energy-efficient technologies and working to reduce greenhouse gas (GHG) emissions.

Vendors are encouraged to track and document their GHG emissions, set reduction targets that are expected to be aligned with the Science-Based Targets Initiative (SBTi), and integrate sustainable practices throughout their operations and supply chains.

Vendors are expected to support AUTODOC ESG and Scope-3 reporting obligations by providing relevant environmental data (e.g., emissions, waste volumes, energy use, recycling rates) where applicable, and by cooperating in sustainability improvement programs initiated by AUTODOC.

4.3       Hazardous Materials and Chemicals Management & Resource Efficiency

Vendors must comply with all applicable regulations relating to the handling of hazardous materials and chemicals, including REACH, CLP and the EU Battery Regulations. Safety Data Sheets (SDS) must be provided upon request.

Vendors must ensure the safe transportation, storage, and disposal of hazardous materials and components, including oils, lubricants, batteries, and aerosols. Additionally, Vendors are responsible for the secure and compliant packaging, shipment, and handling of goods—particularly hazardous substances and lithium-ion batteries—in accordance with international (ADR, IATA, IMDG) and applicable national packaging and waste management regulations. Packaging must be designed to minimize waste and support recyclability.

Vendors are encouraged to align their waste-management and packaging practices with the EU Waste Framework Directive and the principles of the circular economy. This includes prevention, reuse, recycling, and recovery before disposal, as well as phasing out single-use and non-recyclable materials wherever feasible.

4.4      Prohibition of Measurable Environmental Degradation

Vendors must prevent measurable environmental degradation, including harmful soil changes, water or air pollution, harmful emissions, excessive water consumption, degradation of land, and other negative impacts on natural resources, such as deforestation.

Vendors must comply with the European Union Deforestation Regulation (EUDR) (Regulation 2023/1115) for applicable commodities, ensuring that products supplied to AUTODOC are sourced responsibly and meet deforestation-free standards.

4.5      Biodiversity Protection

Vendors must avoid or minimise adverse impacts on biological diversity.

5.1        General Commitment and Compliance

AUTODOC is committed to protecting the health and safety of all workers, safeguarding assets and operations, and minimizing environmental impact across the value chain. Vendors must adopt a proactive approach to Health, Safety, Security and Environment (HSSE) in line with applicable international and local regulations, and implement the necessary systems, training, and controls to prevent harm to people, operations, and the environment.

5.2       HSSE Risk Management and Audit

Vendors must proactively assess HSSE risks and collaborate with AUTODOC in audits and site inspections when required. Identified risks must be addressed through corrective actions, and Vendors must maintain and provide relevant documentation (such as certifications (e.g., ISO 14001/45001), risk assessments, SDS, training, and incident logs) upon request. 10 000 000

5.3       Security, Continuity and Performance

Vendors must implement appropriate physical security, cybersecurity, and business continuity controls to protect people, property, and information. This includes employee verification, secure facility access, data security measures, crisis response protocols, and business continuity plans to mitigate operational disruptions, theft, fraud, and security breaches.

AUTODOC may conduct HSSE performance reviews and site visits where operational or environmental risks are present. Vendors must demonstrate robust HSSE controls and implement corrective actions where deficiencies are identified.

 6.1        First-Party Vendors

The requirements under this section apply exclusively to vendors of AUTODOC’s private brands as well as product manufacturers (First-Party Vendors, private brand vendors).

Sustainable sourcing of raw materials: First-Party Vendors must avoid sourcing minerals that contribute to conflict or human rights abuses. First-Party Vendors must source commodities in a manner that respects local communities and safeguards ecosystems. Due to the significant environmental and human rights impacts associated with raw material supply chains, First-Party Vendors must apply enhanced due diligence practices to assess and monitor the sourcing of materials throughout their operations.

Eco-design of products: First-Party Vendors must design their products in accordance with OE (Original Equipment) requirements and standards. In addition to meeting OE specifications, and where applicable regulations or international standards on eco-design apply, Vendors shall consider sustainability throughout the product lifecycle, including energy efficiency, material use, durability, and recyclability considerations.

Compliance with industry-specific regulations: First-Party Vendors must adhere to all applicable industry-specific laws, standards, and regulatory requirements relevant to their products and operations. This includes technical, safety, environmental, and consumer protection regulations applicable to their business activities. Vendors must maintain and provide necessary documentation demonstrating adherence upon AUTODOC’s request.

6.2      Third-Party Vendors

The requirements under this section apply exclusively to product suppliers (Third-Party Vendors, non-private brand vendors).

Conduct when representing AUTODOC: Third-Party Vendors must act in a manner consistent with AUTODOC’s values and standards when representing AUTODOC. This includes ensuring that communications, marketing, and sales activities accurately reflect AUTODOC’s brand, commitments, and expectations. Third-Party Vendors must not engage in conduct that could damage AUTODOC’s reputation or misrepresent its principles.

Responsible marketing practices: Third-Party Vendors must ensure that all marketing, advertising, and product claims made by them related to products sold are transparent and correct, and comply with applicable consumer protection laws. Third-Party Vendors must avoid exaggeration, deceptive comparisons, or unverified statements.

Third-party certifications and assessments: AUTODOC encourages Third-Party Vendors to use credible third-party certifications (such as ISO) and assessment frameworks (such as sustainability assessments) to demonstrate responsible practices.

6.3      Service Providers

The requirements under this section apply exclusively to service providers within indirect procurement practices (Service Providers).

Service quality assurance: Service Providers must ensure that the services delivered to AUTODOC meet agreed standards, delivery timelines, and performance expectations, and align with contractual terms as well as AUTODOC’s procurement policies and invoicing requirements.

Continuous improvement: Service Providers are expected to maintain effective processes for monitoring, evaluating, and enhancing the quality, efficiency, and cost-effectiveness of the services delivered.

Health and safety: Service Providers operating at AUTODOC locations must comply with AUTODOC health and safety requirements, including site-specific safety rules, access-control procedures, emergency instructions, reporting of incidents, and use of required personal protective equipment (PPE). Service Providers must complete AUTODOC health and safety onboarding before accessing operational areas.

7.1        Risk-Based Due Diligence Approach

Vendors must establish internal procedures for managing due diligence, including assigning responsibilities, documenting relevant findings, and reviewing risks on a regular basis.

Vendors must ensure transparency throughout their supply chain and upon reasonable request, Vendors must share relevant due diligence information with AUTODOC, including but not limited to the documentation of their risk assessment procedures, records of due diligence activities conducted, ownership structure, internal compliance policies, risk assessments, or supplier screening practices, and any other materials demonstrating the effectiveness of their risk-based due diligence processes and alignment with the principles of this Standard.

Vendors must also ensure that their own suppliers and subcontractors comply with similar standards and are subject to appropriate oversight.

7.2      Management Systems

Vendors must implement and maintain management systems that ensure compliance with applicable laws and support continuous improvement in alignment with this Standard.

7.3      Documentation and Recordkeeping

Vendors must maintain accurate and complete business records to demonstrate compliance with this Standard and all applicable legal requirements. This includes creating, retaining, and disposing of records in accordance with relevant laws.

7.4      Training and Communication

Vendors must effectively communicate the principles of this Standard and AUTODOC’s expectations to their employees and provide appropriate training.

Vendors are also responsible for ensuring that subcontractors are informed of and aligned with this Standard’s requirements.

7.5      Monitoring, Audits and Assessment

AUTODOC reserves the right to monitor compliance with this Standard through audits, assessments, and documentation reviews. Vendors must cooperate with AUTODOC during such processes and provide timely access to relevant records, facilities, and personnel.

7.6      Reporting of Violations

Vendors must ensure that individuals who, in good faith, report actual or suspected violations of this Standard or applicable laws are protected from retaliation. All reports must be treated confidentially and investigated promptly and thoroughly.

Vendors and their employees are encouraged to report their concerns, including anonymously, via AUTODOC’s whistleblower platform TELL-ME under https://whistleblowersoftware.com/secure/autodoc_tell-me_platform or by sending an email to tell-me@autodoc.eu. Reports may relate to violations of legal obligations, unethical behaviour, or breaches of this Standard.

7.7      Consequences of Non-Compliance

Following audit, assessment and/or documentation review findings or violations, Vendors must implement appropriate corrective measures to address identified issues and prevent recurrence. AUTODOC works with Vendors to support remediation efforts where possible, as we value long-term partnerships built on continuous improvement. However, AUTODOC reserves the right to temporarily suspend or terminate the relationship at any time for failure to meet this Standard. Termination will be considered as a last resort after other corrective measures have been explored.