Policy 16
Responsible Supplier
“Who we buy from affects our clients, our reputation and people further down the chain.”
We rely on software providers, equipment suppliers, printers, freelancers, specialists, venues and trades. These are proportionate expectations, without turning a small purchase into a procurement exercise built for a multinational.
At a glance
The short version.
Quality and value
Not lowest price at any cost.
Local where it makes sense
We value responsible local and independent suppliers and what they bring to Stoke-on-Trent and Staffordshire.
Fair dealing
Clear prices and scope, prompt payment of valid invoices, and no pushing unreasonable risk onto smaller suppliers.
In practice
What we commit to.
- Comply with the law and prohibit bribery, kickbacks and fraud
- No forced labour, trafficking or exploitation
- Lawful pay, safe working and no discrimination
- Protect confidential and personal information
- Respect intellectual property and licensing
- Disclose material subcontracting that changes the risk
- Meet safeguarding and DBS requirements when working with children
The detail
Everything else.
The key parts of the policy, in plain English. The downloadable PDF is the full, controlled version.
Choosing suppliers
We consider capability, quality, reliability, total cost, availability, location, security, rights, sustainability and risk.
Proportionate checks
Buying stationery doesn’t need the same process as appointing someone to hold confidential footage or work with children. Higher-risk suppliers may be asked for insurance, policies, references, security information or contractual commitments.
Information security
Suppliers handling sensitive material may need restricted access, MFA, encrypted transfer, deletion after the project or limits on AI and third-party processing.
Environmental claims
We may favour lower-impact options where the evidence supports it, and we expect suppliers not to make vague environmental claims.
Performance and concerns
Poor performance is usually addressed with clear feedback and a chance to correct it. Serious ethical, security, safety or safeguarding breaches may justify immediate suspension or termination.
Records and review
We keep enough information on material suppliers to explain why they were chosen. Reviewed every year.
Laws and guidance this policy follows
- Government Supplier Code of Conduct
- Bribery Act 2010
- Modern Slavery Act 2015
- UK GDPR and information-security requirements
- Relevant health, safety, equality and environmental law
The full document
Responsible Supplier Policy
Version 1.0 · Effective October 2026 · Owner: Managing Directors / Operations
Questions about this policy?
Want to work with us as a supplier or freelancer? Get in touch.