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Privacy Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, “our”, or “us”) is committed to protecting the privacy and confidentiality of personal and professional information provided to us by clients, partners, and stakeholders.
1. Scope
This policy applies to all personal data collected, stored, or processed by SFC through our website, email communications, consultancy engagements, and related services.
2. What We Collect
We may collect the following:
- Names, job titles, company names
- Email addresses, phone numbers
- Project-related documents and data
- Feedback or survey responses
- Website interaction data (via cookies or analytics tools)
We do not collect sensitive personal data unless required for contractual purposes and with consent.
3. Why We Collect It
We use collected data to:
- Deliver consultancy services
- Respond to inquiries or proposals
- Manage client relationships
- Improve our services
- Comply with legal or contractual obligations
4. How We Protect It
- Access to data is restricted to authorised personnel.
- We use secure systems, strong passwords, and encrypted communications.
- Data is stored in secure, access-controlled environments.
5. Data Sharing
We do not sell or trade personal data. We may share data:
- With subcontractors working under strict confidentiality agreements
- With legal authorities when required by law
6. Data Retention
We retain project-related data only as long as necessary to fulfil the purposes above or meet legal requirements. Obsolete data is securely deleted.
7. Your Rights
You may:
- Request access to your personal data
- Ask for corrections or deletions
- Withdraw consent for non-essential uses
Contact us at admin@sf-consultants.com for any requests.
8. Changes to This Policy
We may update this policy as needed and will post the latest version on our website.
Terms of Engagement
Terms of Engagement
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
These Terms of Engagement govern the professional relationship between Sustainable Fleet Consultants (“SFC”, “we”, or “us”) and our clients (“you”, “your”) when engaging our consultancy services.
1. Scope of Services
SFC provides consultancy in fleet, logistics, operations, maintenance, and sustainability. The specific services, deliverables, and timeline will be outlined in a written proposal or agreement.
2. Engagement Process
Engagement begins upon mutual agreement, usually through:
- Signed proposal, SoW, or LOE
- Confirmation email referencing deliverables and terms
We do not proceed with work until written approval is received.
3. Fees & Payment
- Fees are outlined in each proposal and billed in accordance with the agreed structure (fixed, milestone-based, or hourly).
- Invoices are payable within 30 days unless otherwise specified.
- Late payments may incur interest at 1.5% per month, or at the maximum permitted by law.
4. Client Responsibilities
You agree to:
- Provide accurate, timely information
- Designate a single point of contact.
- Make decisions and provide approvals in a reasonable timeframe
Delays attributable to the client may affect timelines or costs.
5. Confidentiality
Both parties agree to maintain the confidentiality of all sensitive or proprietary information exchanged during the engagement. This obligation continues beyond the end of the project.
6. Intellectual Property
Unless otherwise agreed:
- You retain ownership of your data and materials.
- SFC retains ownership of its methodologies, templates, and frameworks.
- Final deliverables may include both, as mutually agreed.
7. Termination
Either party may terminate the engagement with 14 days' written notice. Fees for work completed up to the termination date will be invoiced accordingly.
8. Limitation of Liability
SFC’s total liability is limited to the total fees paid for the specific engagement. We are not liable for indirect, incidental, or consequential damages.
9. Governing Law
This engagement is governed by the laws of the United Arab Emirates, unless otherwise stated in the formal agreement.
Confidentiality & Non-Disclosure Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to maintaining the confidentiality of all information shared with us in the course of professional engagements.
This policy outlines how we handle confidential and proprietary information provided by clients, partners, or third parties.
1. Definition of Confidential Information
Confidential information includes but is not limited to:
- Business strategies, operations, and financial data
- Fleet, logistics, and infrastructure data
- Client and partner names, contacts, and communications
- Any non-public documents, reports, or analysis shared during an engagement
2. Obligations
SFC agrees to:
- Treat all confidential information with the same care as we do our own
- Use confidential information solely for the purpose of delivering agreed services
- Limit access to such information to team members who need it to perform their role
- Not disclose confidential information to any third party without written consent
3. Exclusions
This policy does not apply to information that:
- Is publicly known or becomes public without breach of this policy
- Was lawfully known to SFC prior to disclosure
- Is independently developed without reference to the confidential information
- Is required to be disclosed by law or regulatory authorities
4. Duration of Obligation
SFC’s confidentiality obligation continues for five (5) years after the completion or termination of the engagement, unless otherwise specified in a separate agreement.
5. Return or Destruction of Information
Upon completion or termination of the engagement, SFC will:
- Return or destroy confidential materials upon request
- Retain only what is necessary for legal or compliance purposes
6. Breach & Remedies
Any breach of this policy may result in legal action, including but not limited to termination of the engagement, injunctive relief, or damages.
Code of Conduct & Ethics
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
At Sustainable Fleet Consultants (“SFC”, “we”, or “us”), we are committed to operating with the highest standards of ethics, professionalism, and integrity. This Code of Conduct outlines the principles that guide our work, interactions, and decision-making across all client and stakeholder engagements.
1. Integrity & Honesty
We conduct our work with transparency, fairness, and honesty. We:
- Represent our capabilities truthfully
- Avoid misleading claims or overstatements
- Communicate openly and clearly with clients and partners
2. Professionalism
We hold ourselves to a high professional standard. We:
- Deliver work to agreed timelines and specifications
- Treat all clients and partners with respect
- Remain objective and solution-focused in our engagements
3. Confidentiality
We respect the confidentiality of all client information, in line with our formal Confidentiality Policy. We do not share, use, or disclose proprietary information without explicit permission.
4. Conflict of Interest
We avoid situations that may create a conflict between our interests and those of our clients. If a potential conflict arises, we:
- Disclose it immediately
- Withdraw from the engagement if necessary, with full transparency
5. Compliance with Laws
We comply with all applicable laws, regulations, and industry standards in the regions where we operate.
6. Respect & Inclusion
We value diversity and foster a respectful working environment, both internally and with clients. We do not tolerate discrimination, harassment, or abusive behavior in any form.
7. Sustainability & Responsibility
As a sustainability-focused consultancy, we promote environmentally responsible practices in our work, partnerships, and travel decisions wherever possible.
8. Reporting Concerns
If you encounter or observe any breach of this Code, we encourage you to report it in confidence to admin@sf-consultants.com.
Anti-Bribery & Corruption (ABAC) Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to maintaining the highest standards of integrity and ethical conduct in all our activities. We have a zero-tolerance policy toward bribery, corruption, and improper influence.
1. Policy Statement
Bribery and corruption in any form — direct or indirect — are strictly prohibited. This includes:
- Offering, giving, or receiving bribes or kickbacks
- Providing gifts or hospitality to influence business decisions
- Engaging intermediaries to do on our behalf what we are not permitted to do directly
2. Scope
This policy applies to:
- All SFC team members, consultants, and subcontractors
- Any individual or organisation acting on our behalf
- All jurisdictions in which we operate
3. Prohibited Practices
Under this policy, you must not:
- Offer or accept anything of value in exchange for favourable treatment
- Facilitate payments to speed up routine government actions
- Misuse your position to gain personal benefit or advantage
- Accept gifts, entertainment, or travel that could compromise objectivity
Reasonable, culturally appropriate tokens of appreciation may be permitted only with prior approval and proper documentation.
4. Third-Party Conduct
SFC expects all business partners, vendors, and subcontractors to uphold the same anti-bribery and corruption standards. We may terminate engagements with those who violate this policy.
5. Reporting & Accountability
Suspected breaches must be reported confidentially to admin@sf-consultants.com. Retaliation against whistleblowers is strictly prohibited.
6. Consequences of Breach
Violations of this policy may result in:
- Termination of engagement or contract
- Legal action and reporting to authorities
- Reputational and financial damage
Health, Safety & Environment (HSE) Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to maintaining high standards of health, safety, and environmental responsibility in all aspects of our operations and advisory work.
Even as a service-based consultancy, we recognise our duty to promote safe working conditions and environmentally responsible practices — both internally and through the clients and sectors we serve.
1. Health & Safety Commitment
We will:
- Promote a culture of safety and risk awareness in all engagements
- Follow applicable UAE and GCC labour and HSE regulations
- Ensure team members and subcontractors are fit for work and aware of safety expectations
- Avoid physical site work where basic HSE measures are not in place
2. Environmental Responsibility
SFC supports the transition to low-impact operations. We:
- Minimise travel-related emissions where feasible (e.g. remote meetings)
- Reuse, reduce, and recycle business materials
- Encourage clients to pursue sustainable fleet and resource management practices
- Integrate ESG and sustainability frameworks into project planning when relevant
3. Client Engagements
When working on client sites or reviewing operational environments, we:
- Comply with client HSE protocols and site inductions
- Report observed risks or unsafe practices
- Include HSE observations or risks in any recommendations made
4. Continuous Improvement
We periodically review this policy to ensure alignment with industry standards and client expectations, and we welcome feedback from partners and stakeholders.
Sustainability Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
At Sustainable Fleet Consultants (“SFC”, “we”, or “us”), sustainability is not just part of our name — it’s central to how we operate, advise, and deliver value.
We are committed to helping our clients achieve measurable improvements in environmental, social, and operational sustainability, while also embedding responsible practices within our own consultancy.
1. Our Approach
SFC works with transport, logistics, and infrastructure clients to:
- Reduce fuel use, emissions, and operational waste
- Optimise fleet utilisation and lifecycle management
- Integrate ESG principles into strategy and operations
- Promote cleaner technologies, where commercially viable
2. Our Internal Practices
In our own operations, we:
- Prioritise virtual meetings to minimise travel-related emissions
- Use digital tools to reduce printing and paper waste
- Work with like-minded suppliers and subcontractors who support sustainability goals
- Encourage environmental awareness within our network
3. Client Engagement
We embed sustainability into our consultancy deliverables by:
- Identifying opportunities for emissions reduction, efficiency, and compliance
- Advising on Scope 1, 2 & 3 emissions tracking
- Supporting long-term planning aligned with UAE Net Zero and regional goals
We tailor recommendations to fit real-world constraints — ensuring strategies are both actionable and cost-effective.
4. Continuous Commitment
We view sustainability as a continuous journey, not a one-off goal. We regularly review this policy and our practices to ensure relevance and alignment with evolving standards and client needs.
Information Security Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to protecting the confidentiality, integrity, and availability of all information in our possession — whether it relates to clients, projects, or internal operations.
This policy outlines how we safeguard digital and physical information assets, particularly within consultancy work involving transport, logistics, and operational data.
1. Scope
This policy applies to:
- Client data and deliverables
- Communications (email, cloud storage, file transfers)
- Internal project tools, templates, and shared documents
- Any personal or sensitive information provided by stakeholders
2. Access Control
- Access to sensitive files is restricted to authorised individuals only
- Passwords are regularly updated and securely stored
- Multi-factor authentication is enabled where possible
3. Data Storage & Backup
- Files are stored in secure, cloud-based platforms with encryption
- Regular backups are performed to prevent data loss
- Physical records (if any) are kept locked and are digitised or destroyed when no longer required
4. Information Sharing
- Client information is only shared with third parties under NDA or contract
- We use secure channels (e.g. encrypted links or password-protected files) for all data transfers
- We do not share sensitive documents via public or unsecured platforms
5. Device & Network Security
- All laptops and mobile devices used for SFC work are protected by antivirus and security software
- Public Wi-Fi is avoided when accessing sensitive files
- Lost or stolen devices are reported and remotely wiped if necessary
6. Incident Response
In the event of a data breach, SFC will:
- Immediately secure affected systems
- Notify relevant stakeholders
- Investigate and resolve the issue
- Take corrective measures to prevent recurrence
Data Retention & Archiving Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) recognises the importance of responsible data retention and secure disposal practices. This policy outlines how we manage client, project, and internal data throughout its lifecycle — from active use to secure archiving and deletion.
1. Purpose
To:
- Comply with legal and contractual obligations
- Protect client confidentiality and business interests
- Reduce unnecessary data storage and security risks
- Ensure efficient access to relevant information
2. Types of Data Covered
This policy applies to:
- Client records and project files
- Proposals, reports, and deliverables
- Email communications and meeting notes
- Internal documentation and templates
- Personal contact information shared for business purposes
3. Retention Periods
Unless otherwise specified by contract or regulation:
- Project files – Retained for 5 years from project closure
- Client communications – Retained for 3 years
- Proposals & bids (unsuccessful) – Retained for 2 years
- Financial records – Retained for 7 years (in line with UAE accounting practices)
- CVs / candidate data – Retained for 1 year, unless otherwise agreed
4. Archiving
- Archived data is stored in secure, access-controlled digital folders
- Archived files are labelled with clear project names and closure dates
- Periodic reviews are conducted to ensure only relevant data is kept
5. Secure Disposal
When data is no longer required, we:
- Delete digital files securely (not just "move to trash")
- Shred or destroy printed documents
- Confirm deletion of data stored with third-party vendors or platforms when access ends
6. Client Rights
Clients may request early deletion or export of their data at any time, subject to legal and contractual conditions.
Procurement & Vendor Management Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to ethical, transparent, and value-driven procurement practices. This policy outlines how we select, manage, and collaborate with suppliers, subcontractors, and service partners.
1. Purpose
To ensure:
- Fair and consistent vendor selection
- Alignment with client and project needs
- Compliance with legal, quality, and sustainability standards
- Protection of SFC’s reputation and operational integrity
2. Scope
This policy applies to all external parties engaged by SFC, including:
- Technical subcontractors and subject matter experts
- Technology, logistics, or fleet service providers
- Office support services (e.g. printing, cloud platforms)
- Any party delivering goods or services on SFC’s behalf
3. Vendor Selection Criteria
SFC selects vendors based on:
- Relevant expertise and track record
- Cost-effectiveness and value for money
- Sustainability practices and HSE compliance (where applicable)
- Timely delivery and reliability
- Alignment with our ethical standards
Shortlisted vendors may be asked to sign a basic service agreement or NDA.
4. Due Diligence & Compliance
We:
- Verify vendor credentials and references
- Ensure contractors follow local labour and safety laws
- Reserve the right to terminate contracts for misconduct or underperformance
- Avoid conflicts of interest in procurement decisions
5. Performance Monitoring
Vendor performance is reviewed informally throughout each engagement and formally (if required) at project close. Key considerations include:
- Quality of deliverables
- Responsiveness and collaboration
- Adherence to timelines and budget
- Client feedback (if applicable)
6. Preferred Vendors
SFC may maintain a roster of pre-vetted partners for recurring services. New vendors are welcome based on merit and suitability for future projects.
Quality Assurance Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
At Sustainable Fleet Consultants (“SFC”, “we”, or “us”), quality is a core principle that guides every engagement. This policy outlines our commitment to delivering consistently high standards in all services, outputs, and interactions with clients and partners.
1. Purpose
To ensure:
- All client deliverables meet defined expectations
- Work is carried out consistently, accurately, and professionally
- Feedback is actively used for improvement
- Risks to quality are identified and mitigated early
2. Scope
This policy applies to:
- Consultancy reports and deliverables
- Strategy, audit, and advisory outputs
- Internal review and approval processes
- Third-party contributions (e.g. subcontractors or partners)
3. Quality Principles
SFC is committed to:
- Clarity: Deliverables are structured, accurate, and client-ready
- Relevance: Recommendations are practical and based on real operational needs
- Accuracy: Data used in analysis is verified and up to date
- Alignment: Outputs are tailored to the client’s scope, KPIs, and context
4. Internal QA Process
We apply the following controls:
- Peer review of draft deliverables before client submission
- Document templates to ensure consistency across projects
- Version control and approval sign-off procedures
- Regular reflection to incorporate lessons learned from previous work
5. Client Feedback
- Clients are encouraged to provide feedback at key milestones
- Constructive input is integrated into future work
- In the rare event of dissatisfaction, SFC will promptly review and, where reasonable, revise work at no additional charge
6. Continuous Improvement
We commit to regularly updating our processes and tools to reflect evolving best practices in consultancy, sustainability, and operational performance.
Whistleblower & Grievance Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) encourages a culture of openness, accountability, and integrity. This policy provides a safe and confidential way for team members, subcontractors, clients, or partners to raise concerns about unethical, unlawful, or improper conduct.
1. Purpose
To provide a clear, confidential process for reporting:
- Misconduct, fraud, or ethical violations
- Breaches of law, client trust, or professional standards
- Unsafe working practices
- Harassment, discrimination, or abuse
2. Who Can Report
Anyone working with or for SFC — including team members, subcontractors, vendors, and clients — may raise concerns under this policy.
3. How to Report
Concerns can be reported via:
- Email: admin@sf-consultants.com
- Phone: +971 50 454 2408
- Reports may be submitted anonymously or with attribution.
We treat all reports seriously, respectfully, and in strict confidence.
4. Response & Handling
Upon receiving a report, SFC will:
- Acknowledge the concern within 5 working days
- Conduct a fair and discreet investigation
- Take corrective action where appropriate
- Keep the reporter informed (where identity is known)
5. Protection from Retaliation
SFC will not tolerate retaliation against anyone who raises a concern in good faith. Anyone found to be retaliating will face disciplinary action or termination of engagement.
6. False Reporting
Knowingly false or malicious claims are a breach of this policy and may result in appropriate action.
Risk Management Policy.
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) recognises that risk is inherent in consultancy and operational advisory work. This policy outlines how we identify, assess, and manage risk in a structured and proportionate manner to protect our clients, team, and reputation.
1. Purpose
To ensure:
- Early identification of potential risks across projects and operations
- Effective mitigation and response strategies
- Improved decision-making and service reliability
- Continued alignment with client, legal, and ethical standards
2. Scope
Applies to:
- Client projects and engagements
- Internal operations, systems, and data
- Subcontractor or partner performance
- Legal, reputational, and compliance exposures
3. Risk Categories
Key risks we monitor include:
- Operational risks: delays, cost overruns, quality issues
- Strategic risks: misaligned client goals, unclear scope
- Compliance risks: data breaches, HSE non-conformance, regulatory change
- Reputational risks: underperformance, ethical concerns
- External risks: travel disruptions, geopolitical events, supplier failure
4. Risk Management Approach
We apply a simple 4-step framework:
- Identify: log risks at project startup or when changes arise
- Assess: evaluate likelihood and impact
- Control: implement mitigations or contingency plans
- Monitor: review regularly throughout the project lifecycle
Risks are tracked internally in a basic register or client-specific format if required.
5. Responsibility
- The Director has overall accountability for risk oversight
- Project leads are responsible for logging and managing engagement-level risks
- Team members are encouraged to flag issues early and contribute to mitigations
Business Continuity Plan (BCP)
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to maintaining service continuity and professional responsiveness during unexpected disruptions. This Business Continuity Plan outlines how we prepare for, respond to, and recover from events that could impact our ability to deliver services.
1. Purpose
To ensure:
- Continued availability of consultancy services to clients
- Clear actions in the event of system, personnel, or travel disruption
- Protection of critical data and documents
- Timely communication and recovery processes
2. Key Scenarios Covered
- Sudden illness or unavailability of key personnel
- Power, internet, or software outages
- Loss, damage, or theft of equipment
- Travel restrictions or inability to access client sites
- Data breach or cyber disruption
3. Continuity Measures
We maintain:
- Cloud-based storage of all critical files for secure, remote access
- A password-protected backup of current project folders
- Availability of remote conferencing tools for virtual meetings
- Email access and file recovery from any location
- A small roster of trusted collaborators who can step in if required
4. Response Process
- Notify affected clients within 24 hours of major disruption
- Assess impact on current deliverables and timelines
- Activate remote/alternative work methods where needed
- Document and report the incident for future review
5. Responsibility
- The Director is responsible for activating and managing the BCP
- Clients are kept informed of revised schedules or workarounds
- Subcontractors will be contacted and reassigned as needed
6. Review
This BCP is reviewed annually or following any significant disruption event to ensure continued relevance and readiness.
Conflict of Interest Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to maintaining independence, objectivity, and transparency in all professional engagements. This policy outlines how we identify, disclose, and manage any potential or actual conflicts of interest.
1. Purpose
To:
- Preserve trust with clients and partners
- Avoid decisions influenced by personal or financial interests
- Ensure fairness and integrity in all projects and recommendations
2. What Constitutes a Conflict
A conflict of interest may occur when:
- SFC or one of its representatives has a personal, financial, or professional interest in a decision or outcome
- We are engaged by two clients with competing commercial interests on the same matter
- A team member or subcontractor could benefit personally from the advice we provide
3. Identification & Disclosure
We take steps to:
- Review each new engagement for potential conflicts
- Require subcontractors to declare any personal or financial ties to relevant parties
- Immediately inform the client if a potential conflict arises, and propose a resolution (e.g. recusal, reassignment)
4. Management Measures
Depending on the situation, SFC may:
- Decline or withdraw from the engagement
- Assign different personnel to avoid bias
- Disclose affiliations in writing to all relevant parties
5. Client Transparency
We respect our clients’ right to make informed decisions. If a conflict arises mid-project, we ensure that:
- Clients are notified promptly
- No further advice is given until the matter is resolved
- All actions taken are documented
6. Ongoing Oversight
The Director of SFC is responsible for monitoring conflict of interest risks and ensuring all team members understand and comply with this policy.
Equal Opportunity & Diversity Policy,
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) is committed to promoting a professional environment of fairness, dignity, and inclusion. We value diversity and do not tolerate discrimination or harassment of any kind in our engagements or collaborations.
1. Purpose
To:
- Promote equal opportunity across all SFC activities
- Ensure fair treatment of employees, subcontractors, and partners
- Create a respectful, inclusive culture aligned with client and international standards
2. Scope
This policy applies to:
- All SFC staff, consultants, and subcontractors
- All clients, suppliers, and business partners
- All interactions — internal, external, and online
3. Equal Opportunity Principles
We make decisions based on merit, not background. This includes:
- Recruitment and subcontracting
- Partner selection and collaboration
- Pay and benefits (where applicable)
- Training, development, and promotion
No individual will be treated less favourably on the basis of:
- Gender, age, or nationality
- Religion, disability, or medical condition
- Ethnicity, language, or cultural background
- Marital status, family situation, or beliefs
4. Workplace Conduct
We expect all representatives of SFC to:
- Treat colleagues and clients with respect
- Avoid offensive, exclusionary, or discriminatory behaviour
- Report any concerns or breaches of this policy to the Director
5. Implementation
The Director oversees policy implementation. SFC:
- Actively considers diversity when selecting subcontractors or partners
- Reviews this policy annually or in response to relevant incidents
- Acts promptly on all legitimate concerns raised
Remote Work & Travel Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) operates flexibly across client sites, regions, and time zones. This policy outlines our expectations for remote work, site visits, and subcontractor travel to ensure professionalism, safety, and data security in all locations.
1. Purpose
To ensure:
- Consistent client service regardless of work location
- Responsible travel planning and safety
- Secure handling of data and documents outside office environments
- Clear expectations for remote consultants and subcontractors
2. Scope
Applies to:
- All SFC staff, advisors, and subcontractors working remotely or travelling for projects
- Both short-term and long-term site-based roles
3. Remote Work Standards
All team members must:
- Maintain access to email, files, and video conferencing tools during agreed working hours
- Communicate clearly with clients and internal contacts regarding availability
- Keep all client data secure on password-protected, company-authorised devices
- Avoid public Wi-Fi unless using a secure VPN
4. Travel & Site Engagements
When travelling or working on-site, SFC personnel must:
- Comply with all client health, safety, and security protocols
- Maintain professional appearance and conduct
- Notify SFC of any delays, incidents, or issues
- Refrain from engaging in side business or non-client work during paid site visits
5. Costs & Approvals
Travel costs are generally agreed in advance with clients. Subcontractors must:
- Seek prior approval for reimbursable travel
- Submit expenses with supporting documentation
- Follow project-specific travel or per diem policies if applicable
6. Responsibility
SFC’s Director is responsible for:
- Reviewing travel risk in sensitive or high-alert locations
- Providing remote collaboration tools and file access
- Managing onboarding and expectations for new remote subcontractors
Document Control & Versioning Policy
Sustainable Fleet Consultants (SFC)
Effective Date: 01 Sept 2025
Sustainable Fleet Consultants (“SFC”, “we”, or “us”) maintains high standards for the creation, storage, and sharing of documents to protect data integrity and ensure clear version tracking across projects and clients.
1. Purpose
To ensure:
- Clarity over the most current versions of documents
- Secure and consistent storage of work files
- Avoidance of errors caused by outdated materials
- Professional presentation of all internal and client-facing documents
2. Scope
This policy applies to:
- Proposals, reports, and client deliverables
- Templates, policies, and procedures
- Subcontractor files and shared documents
3. Document Versioning Standards
Each document should include:
- A clear version number (e.g. v1.0, v1.1, v2.0)
- A modification date and brief change log where appropriate
- The document owner or responsible person
Major changes = new version (e.g. 1.0 → 2.0)
Minor edits = sub-version (e.g. 1.0 → 1.1)
4. File Naming Conventions
To promote consistency, all files should follow this naming structure:
[Client/Project Name]_[Document Type]vX.X[Date].docx/pdf
Example:
CityFleet_AuditReport_v1.3_2025-10-12.pdf
5. Storage & Access
- All final documents are stored on SFC’s secure, cloud-based platform
- Access is restricted to authorised personnel
- Drafts and working files are clearly marked and separated from final versions
- Backups are maintained regularly
6. Review & Archive
- Obsolete documents are clearly marked “Superseded” and archived
- Key project documents are retained for a minimum of 3 years, unless contractually required otherwise
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