The Supplier Declaration Form is a crucial document used in Hong Kong business operations to establish and maintain compliant supplier relationships. It serves as a formal attestation mechanism where suppliers declare their adherence to various legal, ethical, and operational standards required under Hong Kong law. This document is typically used during supplier onboarding processes or periodic supplier reviews, capturing essential information about the supplier's business status, compliance with local regulations, ethical practices, and operational capabilities. The form includes declarations pertaining to anti-corruption measures, data privacy compliance, business registration status, and other key aspects of Hong Kong's regulatory framework. It helps organizations maintain due diligence in their supplier relationships while providing a legal basis for enforcing compliance requirements.
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1. Supplier Information: Basic details including company name, business registration number, registered address, and contact information
2. Authorized Representative: Details of the person authorized to make declarations on behalf of the supplier, including position and contact information
3. Business Profile: Nature of business, years in operation, and core business activities
4. Compliance Declarations: Standard declarations regarding legal compliance, including anti-corruption, data privacy, and business registration
5. Ethics and Conduct: Declarations regarding ethical business practices, conflicts of interest, and anti-competitive behavior
6. Quality Assurance: Declarations regarding quality standards, certifications, and quality management systems
7. Environmental Compliance: Basic environmental compliance declarations and commitment to environmental regulations
8. Declaration and Signature: Final attestation of truth and accuracy, with space for authorized signature and company chop
1. Industry-Specific Certifications: Section for declaring specific industry certifications and licenses, used when supplier operates in regulated industries
2. Health and Safety Compliance: Additional health and safety declarations, used for suppliers of physical goods or on-site services
3. Data Protection Measures: Detailed section on data protection practices, required for suppliers handling sensitive data
4. Financial Standing: Declarations about financial stability and banking relationships, used for high-value or long-term supplier relationships
5. Insurance Coverage: Details of relevant insurance policies, used when supplier activities carry significant risks
6. Subcontractor Information: Details about subcontractors and their compliance, used when subcontracting is permitted
1. Schedule 1 - Product/Service List: Detailed list of products or services provided by the supplier
2. Schedule 2 - Compliance Certificates: Copies of relevant business licenses, certifications, and compliance certificates
3. Schedule 3 - Key Personnel: List of key personnel involved in service delivery or account management
4. Appendix A - Code of Conduct: Company's supplier code of conduct that the supplier acknowledges and agrees to follow
5. Appendix B - Compliance Checklist: Detailed checklist of all compliance requirements and supplier's current status
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