Safeguarding & Respectful Conduct Policy

1. Purpose

TAPiO Management Advisory Sdn. Bhd. is committed to professional environments in which people are treated with dignity and respect. This Policy brings together our standards on respectful conduct, harassment, exploitation, abuse and safeguarding.

TAPiO is a professional advisory business, not a child-care or social-care provider. Safeguarding controls are therefore applied proportionately to the activities we actually conduct, with additional measures where an event, internship, educational activity or engagement involves a child, young person or vulnerable person.

2. Scope

This Policy applies to directors, employees, interns, consultants, contractors and other persons representing TAPiO. The standards also apply to conduct connected with TAPiO events, travel, meetings, digital communications, client sites and professional social settings.

3. Core principles

• Everyone should be treated with dignity, fairness and professional respect.
• Harassment, sexual harassment, bullying, exploitation, abuse and retaliation are not acceptable.
• Power, seniority, influence, access, dependency or professional opportunity must not be used to pressure another person into unwanted conduct.
• Concerns should be taken seriously and handled fairly, confidentially and without prejudging the outcome.
• When a child or vulnerable person is involved, their safety and welfare require particular attention.

4. Respectful conduct

Professional disagreement, feedback and performance management can be direct without being abusive. Prohibited or unacceptable conduct may include repeated humiliation, threats, intimidation, degrading remarks, discriminatory abuse, stalking, deliberate exclusion used as punishment, unwanted physical conduct or misuse of authority.

Cultural differences do not excuse conduct that is unlawful, abusive or clearly inconsistent with professional dignity.

5. Harassment and sexual harassment

TAPiO does not tolerate unwanted conduct of a sexual nature or other harassment that violates a person’s dignity, creates an intimidating, hostile, humiliating or offensive environment, or otherwise contravenes applicable law.

Examples may include unwanted sexual comments or advances, repeated requests for dates after refusal, sexually explicit messages or images, unwanted touching, sexualised jokes, threats or promises linked to romantic or sexual conduct, or retaliation following rejection or a complaint.

Complaints involving employment will be handled in accordance with applicable Malaysian employment requirements and any other law that applies to the circumstances.

6. Safeguarding children and vulnerable persons

Where a TAPiO activity involves a child, young person or vulnerable adult, safeguards should be proportionate to the activity and may include:

• appropriate parent, guardian, institutional or participant consent where required;
• clear professional boundaries and age-appropriate communication;
• reasonable supervision and avoidance of unnecessarily isolated situations;
• safe transport, accommodation and event arrangements where TAPiO has responsibility for them;
• care with photography, recording and publication of identifying information;
• escalation of suspected abuse, exploitation or immediate safety risks; and
• additional screening or contractual safeguards where a role creates material safeguarding responsibility.

No person may use a TAPiO role to exploit, groom, threaten, abuse or obtain an improper personal or sexual benefit from a child or vulnerable person.

7. Events, travel and professional settings

This Policy applies during conferences, receptions, dinners, delegations, client visits, off-site meetings, business travel and social activities connected with TAPiO. Alcohol, informality or local custom does not remove the requirement for respectful and lawful conduct.

Accommodation, transport and event arrangements should be selected with reasonable attention to participant safety, accessibility and professional boundaries where TAPiO controls those arrangements.

8. Digital communications, images and information

The same standards apply to email, messaging, video calls, social media and other digital channels. Personnel must not send harassing, sexual, threatening or exploitative content through work-related channels.

Photographs, recordings and personal information should be collected, used and published in accordance with applicable privacy requirements and reasonable participant expectations.

9. Raising a concern

A person who experiences, witnesses or becomes aware of suspected harassment, abuse, exploitation or another serious safeguarding concern should raise it with a manager, appropriate senior leader or through the Speak-Up & Whistleblowing Policy.

Reports involving a senior person should be escalated to someone sufficiently independent of the person concerned.

10. Response and investigation

TAPiO will assess concerns promptly and choose a response proportionate to seriousness and risk. Measures may include immediate safety arrangements, separation of persons, preservation of records, an internal or external investigation, workplace action, contractual measures or referral to a competent authority.

Investigations should be fair and objective. The rights, dignity and privacy of the reporting person, affected person, witnesses and the person accused should all be considered.

11. Non-retaliation and support

Retaliation against a person who raises a concern in good faith, seeks help or participates in an investigation is prohibited. Reasonable support and practical adjustments should be considered according to the circumstances and TAPiO’s role.

12. Immediate danger or criminal conduct

Where there is an immediate risk to health or safety, the priority is to move to a safe situation and contact the appropriate local emergency or law-enforcement service where necessary. TAPiO’s internal process is not a substitute for urgent medical, police or protective intervention.

13. Confidentiality and privacy

Information about a safeguarding or conduct concern will be shared only as reasonably necessary for safety, fair process, investigation, legal compliance and appropriate decision-making. Personal data is handled in accordance with our Privacy & Data Protection Notice.

14. Responsibilities

Leaders and managers are responsible for modelling respectful behaviour and responding appropriately when concerns are raised. Every person representing TAPiO is responsible for maintaining professional boundaries, intervening safely where appropriate and reporting serious concerns rather than ignoring them.

15. Breaches and review

Breaches may result in disciplinary, contractual or other proportionate action. Serious matters may be reported to competent authorities where required or appropriate. TAPiO will review this Policy periodically and after significant incidents or legal changes.