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GRIs

Cooperation with suppliers

Annual Report 2019 > Cooperation with suppliers

GRIs

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Best Pratices in PZU
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Transparent rules of cooperation - “we treat business partners honestly. We do not establish business contacts and we do not enter into contracts on behalf and in favor of the PZU Group in which members of our families are a party thereto. We recuse ourselves from making decisions in the matter of cooperating with entities with which our relatives collaborate. We care about having good relations with intermediaries. We do not differentiate in an unjustified manner our conditions of cooperation with them, in particular on account of the nature, form or business size of intermediaries.”

"We feel responsible not only for our employees and collaborators but also for our subcontractors and suppliers. We care about the comfort of the tasks they perform and invariably highest occupational safety and health standards. As specialists in the area of hazards appearing in each sphere of life, we very carefully eliminate all situations and circumstances which may potentially turn out dangerous."

Bartłomiej Zarzecki, Managing Director of Procurement Department, PZU and PZU Życie

BEST PRACTICE

The PZU Group, in representations received from suppliers, uses the provision: “The Contractor represents that it has familiarized itself and accepts the general corporate governance principles and the Code of CSR Best Practices for PZU Group’s Suppliers adopted in PZU and PZU Życie, found at the website: http://www.pzu.pl/kultura-compliance-pzu.

Execution of the representation is an indispensable part of the proposal submitted by the Supplier in the tender proceedings and negotiations. Execution of the representation is an indispensable part of the proposal submitted by the supplier in the proceedings. 

The PZU Group is committed to building long-term relations with suppliers based on mutual trust, respect and professionalism. In particular, we appreciate suppliers which apply proven market practices and represent the highest level of professional ethics.

The company is aware that it has material impact on the procurement market and assumes responsibility for fostering the highest business standards in its environment. Driven by care for the quality of business relations, promotion of best market practices and positive impact on the society and natural environment, it has developed a Code of CSR Best Practices for PZU Group’s Suppliers.

BEST PRACTICE

Code of CSR Best Practices for PZU Group’s Suppliers

The Code is a collection of principles both for the PZU Group and for its all suppliers. It is also a material criterion for qualification and assessment of potential suppliers from the perspective of observance of human rights, natural environment protection, professional ethics and personal data protection.

Human rights

The PZU Group conducts business activity observing generally prevailing provisions of law and respecting human rights. The PZU Group attains this objective through confirming these rules in its procurement policy, information protection procedures, occupational safety and health procedures, instructions and internal guidelines of the PZU Group.

Natural environment

The PZU Group is committed to limit the negative effects of its activity on the natural environment through implementation of environmental initiatives and engaging employees in environmental protection efforts, and expects that each group supplier complies the same environmental protection principles, especially as regards consumption of raw materials and natural resources, consumption of paper and appropriate waste management.

Professional ethics

The PZU Group’s professional ethics reflects the vision and values that the company pursues on a daily basis. These values define the standards in daily operations and are aimed at supporting the strategic vision of development of the PZU Group. Individual companies have in place internal procedures and policies for prevention of corruption, conflict of interest and disclosure of confidential information.

GDPR

The PZU Group ensures the security of its data and protection of personal data of its clients. It understands the complexity of the obligations following from the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (GDPR) and makes sure all of its processes are compliant with the Regulation and local personal data protection regulations. The PZU Group expects an equally mature approach from its business partners.

The obligations imposed by GDPR are complied with in the daily activity, which ensures compliance of the personal data processing with the laws. These include in particular to the following:

  • assessment of the risk of breach of law and personal freedom in connection with data processing both in current activities and in newly launched processes/initiatives/projects – in 2019, as part of the opinion collection process,
  • 1,571 cases and 379 initiatives/projects were assessed, 71 processes were monitored and 15 on-site audits were carried out;
  • exercise of data subject rights (among others, objections sent to the Security Department, data copy, data erasure, limitation of processing) – 977 requests reviewed in PZU and 587 requests in PZU Życie;
  • handling of 1,368 security incidents associated with personal data processing in PZU, including 131 reported to the Personal Data Protection Authority (PDPA) and 387 incidents in PZU Życie, including 65 reported to PDPA. 

The PZU Group wants to promote the idea of corporate social responsibility in relations with its suppliers, cooperating only with business partners who observe human rights, act in compliance with legal regulations, especially with regard to prevention of corruption. Suppliers cooperating with PZU Group entities should ensure safe and fair work conditions for their employees and apply the highest ethical standards and care for the natural environment. Each company that wants to cooperate with PZU and PZU Życie is required to familiarize itself with the “Code of CSR Best Practices for PZU Suppliers” and compliance with its provisions by the business partners is incorporated into the contracts with PZU.

BEST PRACTICE

Supplier management procedure in the area of supplier registration, verification and qualification

Thanks to the supplier management procedure in the area of supplier registration, verification and qualification, the supplier management process is subject to verification and documenting at each stage. The procedure contains definitions, flows, division of roles and responsibilities and description of the supplier management process (in the area of registration, verification and qualification into purchase categories). At the same time, a procurement platform was introduced facilitating dynamic information flow and allowing for preparation and completion of collection of regularly updated documents associated with (potential) cooperation with the given supplier. After completion of the registration and acceptance form, including the Code of CSR Best Practices, external companies may be entered into the PZU Group Supplier Database.

After full implementation of the module responsible for registration and qualification of suppliers in the procurement platform, the monitoring of the next CSR indicator will start. The indicator aims to ensure that during the qualification process as many suppliers as possible invited to take part in the tenders organized by the Procurement Department are asked about CSR issues (ethical, environmental, employee-related, human rights).

The corruption risk is a constant element of the purchasing process in place in PZU and PZU Życie. Each potential supplier is subject to corruption risk assessment on the basis of a pertinent risk assessment questionnaire. In addition, in accordance with the Anti-Corruption Program, each cooperation agreement between the company and a business partner should comprise anti-corruption clauses. One of the clauses is a confirmation of acceptance of the anti-corruption standards prevailing in PZU by the supplier. In accordance with the internal procedures, entities cooperating with PZU and PZU Życie are informed about the Anti-Corruption Program in place in the company.

BEST PRACTICE

Works is currently under way on the procurement platform making it possible to communicate with the suppliers electronically. The implementation of the full functionality of the system is expected to be completed at the end of 2021.  

BEST PRACTICE

Procurement procedure

Purchases in PZU and PZU Życie are executed according to the following flow:

  • identification of the purchasing requirement;
  • notification of the substantive unit (if there is no substantive unit assigned to the purchase area, this step is omitted);
  • notification to the Procurement Department;
  • implementation of the prevailing agreement or purchasing procedure (tender, negotiations, unconstrained purchase procedure, RfI – request for information);
  • signing of the contract (only in the case of a purchasing procedure);
  • execution of the purchase;
  • assessment of the contract (only for existing contracts with the supplier).

In 2019, the Procurement Department completed 304 purchasing procedures (tender, negotiations, unconstrained purchase procedure, RFI) in PZU and PZU Życie. This is 7% less than in 2018.

In 2019, in total 8,817 agreements with suppliers were concluded in PZU and PZU Życie, i.e. approx. 14% less than in 2018.