Compliance Policy

1. Introduction Eco-TrustClean Services LLC is committed to conducting its business with the highest level of integrity, transparency, and compliance with applicable laws and regulations. Our Compliance Policy serves as a guide to ensure that our operations, employee conduct, and business practices align with legal standards and ethical principles. By adhering to this policy, we aim to foster trust with our clients, partners, and stakeholders.

2. Purpose and Scope
The purpose of this Compliance Policy is to outline the principles and standards that govern our business activities. It applies to all employees, contractors, and partners of Eco-TrustClean Services LLC, regardless of their role or location. The policy provides guidance on how to conduct business ethically, comply with applicable laws, and uphold our commitment to honesty and integrity in all interactions.

3. Compliance with Laws and Regulations
Eco-TrustClean Services LLC strictly adheres to all federal, state, and local laws, as well as industry regulations relevant to our operations. This includes compliance with environmental laws, health and safety standards, labor laws, data privacy regulations, and anti-corruption statutes. Every team member is expected to understand and comply with these legal requirements as part of their duties. Non-compliance may result in disciplinary action, up to and including termination of employment or contracts.

4. Code of Conduct
Our Code of Conduct sets the foundation for how we conduct ourselves in all business dealings. It includes, but is not limited to:

a. Ethical Behavior: We expect all employees to act with integrity, honesty, and professionalism. This includes treating colleagues, clients, and vendors with respect and fairness.
b. Confidentiality: Employees must protect confidential information related to our business, clients, and partners. Unauthorized sharing of proprietary information is strictly prohibited.
c. Conflict of Interest: Employees must avoid situations where personal interests conflict, or appear to conflict, with the interests of Eco-TrustClean. Any potential conflicts must be disclosed immediately.
d. Anti-Corruption: Bribery, kickbacks, and other corrupt practices are strictly prohibited. All employees must comply with anti-corruption laws and report any suspicious activities.
e. Health and Safety: We are committed to maintaining a safe and healthy work environment. Employees are required to follow safety protocols and report any hazards promptly.
f. Environmental Responsibility: As a company that values sustainability, we are dedicated to minimizing our environmental impact by following eco-friendly practices and complying with environmental regulations.

By adhering to our Code of Conduct, all members of Eco-TrustClean Services LLC contribute to a positive, ethical, and legally compliant workplace.

5. Anti-Discrimination and Harassment Policy
Eco-TrustClean Services LLC is committed to creating a work environment that is inclusive, respectful, and free from discrimination or harassment of any kind. We do not tolerate discrimination based on race, color, religion, gender, age, national origin, disability, sexual orientation, gender identity, marital status, or any other protected characteristic. Harassment, whether verbal, physical, or visual, is strictly prohibited.

Zero Tolerance: We maintain a zero-tolerance policy for any form of harassment or discrimination. Any incidents must be reported immediately to management or the HR department, and they will be investigated promptly and confidentially.

Equal Opportunity: We are an equal opportunity employer, committed to providing fair and equitable treatment to all employees, contractors, and applicants.

6. Data Protection and Privacy
At Eco-TrustClean Services LLC, we recognize the importance of protecting the privacy and personal data of our clients, employees, and partners. We are committed to complying with all relevant data protection laws, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

a. Handling of Personal Data
i. Data Collection: We only collect personal data that is necessary for providing our services or fulfilling legal obligations. This includes names, contact details, payment information, and service preferences.
ii. Data Usage: Personal data is used solely for the purpose for which it was collected, such as scheduling services, processing payments, and communicating with clients.
iii. Data Storage: All personal information is securely stored, using encryption and access controls to prevent unauthorized access.
iv. Data Access: Access to personal data is restricted to authorized personnel who need it to perform their duties. We regularly review our data handling processes to ensure compliance with the latest security standards.

b. Compliance with GDPR/CCPA
i. GDPR Compliance: For clients in the European Union, we comply with GDPR requirements, including providing the right to access, correct, delete, or restrict the processing of personal data. We also ensure that data transfers outside the EU are conducted securely and legally.
ii. CCPA Compliance: For California residents, we comply with CCPA regulations, providing transparency about the data we collect, how it is used, and offering the right to opt out of data sharing. We do not sell personal data to third parties.
Eco-TrustClean Services LLC is committed to protecting your privacy and ensuring that your data is handled with the highest level of care and integrity. Any concerns regarding data protection can be directed to our Data Protection Officer at privacy@ecotrustclean.com.

7. Anti-Bribery and Corruption
Eco-TrustClean Services LLC upholds the highest standards of ethical business practices and is committed to combating bribery and corruption in all forms. We strictly prohibit any form of bribery, kickbacks, or corrupt practices, whether directly or indirectly, to secure business advantages.

i. Zero Tolerance Policy: Employees, contractors, and partners must not offer, give, solicit, or accept any bribe, gift, or other incentives that could influence business decisions.
ii. Reporting Violations: Any employee who becomes aware of suspicious activities related to bribery or corruption must report it immediately to management or the Compliance Officer. All reports will be handled confidentially.

8. Fair Competition and Antitrust
i. Eco-TrustClean Services LLC is dedicated to promoting fair competition and complying with antitrust laws. We believe in conducting our business with transparency and integrity, ensuring that all our practices align with legal and ethical standards. Fair Business Practices: We do not engage in practices such as price-fixing, market allocation, or bid-rigging that distort fair competition.
ii. Compliance Training: Employees receive regular training on antitrust laws and fair competition practices to ensure compliance and awareness across the organization.

9. Workplace Health and Safety
The safety and well-being of our employees, contractors, and clients are of utmost importance to Eco-TrustClean Services LLC. We are committed to maintaining a safe, healthy work environment and complying with all applicable occupational health and safety regulations.

i. Safety Protocols: We implement rigorous safety protocols, including the use of protective equipment, regular safety inspections, and compliance with OSHA (Occupational Safety and Health Administration) standards.
ii. Employee Training: All employees receive comprehensive health and safety training, including procedures for handling cleaning chemicals, using equipment safely, and responding to emergencies.
iii. Incident Reporting: Employees are encouraged to report any safety hazards or incidents immediately to their supervisor. We promptly investigate and address all safety concerns to prevent recurrence.

10. Environmental Sustainability
At Eco-TrustClean Services LLC, sustainability is at the core of our operations. We are committed to reducing our environmental footprint by adopting eco-friendly practices in all aspects of our business.

i. Eco-Friendly Products: We exclusively use non-toxic, biodegradable, plant-based cleaning products that are safe for the environment and reduce chemical waste.
iiEnergy Efficiency: Our equipment is energy-efficient, and we implement practices to reduce water and energy usage across our operations.
iii. Waste Reduction: We aim to minimize waste through recycling, responsible disposal of cleaning materials, and encouraging sustainable practices among our clients and partners.
iv. Continuous Improvement: We regularly assess our environmental impact and seek opportunities to enhance our sustainability efforts through new technologies and processes.

11. Conflict of Interest
Eco-TrustClean Services LLC is committed to maintaining the highest standards of integrity and transparency in our business operations. We expect all employees, contractors, and partners to avoid situations where their personal interests may conflict, or appear to conflict, with the interests of the company.

i. Identifying Conflicts: Employees must disclose any actual or potential conflicts of interest, such as financial interests in competitors or personal relationships that may affect business decisions.
ii. Disclosure and Resolution: If a conflict of interest is identified, it must be promptly reported to management or the Compliance Officer. Appropriate measures will be taken to address and resolve the situation, ensuring that all actions align with company policies and ethical standards.

12. Whistleblower Protection
Eco-TrustClean Services LLC encourages a culture of transparency and accountability. We are committed to protecting employees who report concerns or violations in good faith.

a. Reporting Violations
We provide multiple channels for employees to report unethical behavior, illegal activities, or any violations of company policies, including an anonymous reporting hotline and direct communication with the Compliance Officer. i. What to Report: Issues that can be reported include, but are not limited to, fraud, corruption, harassment, discrimination, safety violations, or environmental concerns.
ii. How to Report: Reports can be made confidentially via email at whistleblower@ecotrustclean.com, through our internal hotline, or directly to a supervisor or HR representative. We ensure that all reports are investigated thoroughly and confidentially.

b. Non-Retaliation Policy
Eco-TrustClean Services LLC has a strict non-retaliation policy. We do not tolerate any form of retaliation against employees who report concerns or participate in investigations in good faith.

i. Protection from Retaliation: Employees who report violations are protected from dismissal, demotion, harassment, or any form of retaliation. Any acts of retaliation will be treated as serious misconduct and may result in disciplinary action, including termination.
ii. Confidentiality: We take all necessary steps to protect the identity of whistleblowers and ensure that reports are handled discreetly to prevent potential backlash.

13. Compliance Monitoring and Audits
To ensure adherence to our policies and legal requirements, Eco-TrustClean Services LLC conducts regular compliance monitoring and audits. These processes help us identify and address any gaps in compliance, evaluate the effectiveness of our policies, and continuously improve our practices.
i. Internal Audits: We conduct periodic internal audits to verify compliance with our policies, industry standards, and legal regulations.
ii. Third-Party Audits: In some cases, we may engage independent third parties to perform external audits, ensuring objectivity and thoroughness.
Continuous Monitoring: Our compliance team regularly monitors operations to detect and correct potential issues before they escalate.

14. Disciplinary Actions for Non-Compliance
Non-compliance with Eco-TrustClean Services LLC’s policies or applicable laws is taken seriously. We have clear procedures in place to handle violations, ensuring accountability at all levels.

i. Consequences: Disciplinary actions may range from verbal or written warnings to suspension or termination of employment, depending on the severity of the violation.
ii. Fair Process: All disciplinary measures are conducted with due process, including investigations and the opportunity for the individual involved to present their case.
iii. Zero Tolerance: Severe violations, such as fraud, harassment, or breaches of confidentiality, may result in immediate termination and potential legal action.

15. Employee Training and Awareness
We believe that informed employees are the first line of defense against compliance issues. Eco-TrustClean Services LLC invests in regular training and awareness programs to ensure that all employees understand our policies and their responsibilities.

i. Mandatory Training: All employees are required to undergo compliance training upon onboarding and periodically thereafter. This includes training on anti-corruption, data privacy, workplace safety, and our Code of Conduct.
ii. Ongoing Education: We provide continuous learning opportunities, including workshops, online courses, and refreshers, to keep employees up-to-date with the latest regulations and best practices.
iv. Accessibility: Training materials are made available to all staff, ensuring that every employee has access to the information needed to uphold our standards.

16. Record-Keeping and Documentation
Proper documentation is essential for maintaining transparency, ensuring compliance, and providing an audit trail. Eco-TrustClean Services LLC is committed to meticulous record-keeping to support our compliance efforts.

i. Document Retention: We maintain accurate records of compliance audits, training sessions, employee certifications, and reports of violations. These records are securely stored and accessible only to authorized personnel.
ii. Legal Compliance: Our record-keeping practices comply with applicable laws and regulations, including data privacy laws, to protect sensitive information.
iii. Continuous Review: We periodically review our documentation practices to ensure they align with legal requirements and industry best practices.

17. Compliance Officer and Responsibilities
Eco-TrustClean Services LLC has designated a Compliance Officer to oversee the implementation and enforcement of our compliance policies. The Compliance Officer is responsible for ensuring that all employees, contractors, and partners adhere to our standards and legal requirements.

Key Responsibilities:
a. Developing and updating compliance policies and procedures.
b. Conducting compliance training and awareness programs.
c. Monitoring and auditing compliance activities to detect and prevent violations.
d. Addressing any compliance concerns or reported violations promptly and confidentially.
e. Providing guidance to employees on compliance-related issues.
f. Authority: The Compliance Officer has the authority to investigate potential violations, take disciplinary action, and recommend policy changes to enhance compliance.
18. Policy Review and Updates
To ensure that our compliance policies remain current and effective, Eco-TrustClean Services LLC regularly reviews and updates this policy.

i. Scheduled Reviews: The Compliance Officer will conduct an annual review of all policies to align with changes in laws, regulations, and best practices.
ii. Policy Amendments: Any updates or modifications will be communicated to all employees, and revised versions will be made available on our internal platforms. Employees are expected to familiarize themselves with any changes.

19. Reporting and Escalation Procedures
Eco-TrustClean Services LLC provides clear procedures for reporting compliance concerns or potential violations, ensuring a safe and confidential process for employees to voice issues.

a. How to Report: Employees can report concerns via email to compliance@ecotrustclean.com, our internal hotline, or by contacting the Compliance Officer directly.
b. Escalation: Serious compliance issues will be escalated to senior management for prompt resolution. The Compliance Officer will ensure that all reports are investigated thoroughly and confidentially.
c. No Retaliation: We enforce a strict non-retaliation policy to protect individuals who report concerns in good faith.

20. Contact Information for Compliance Concerns
If you have any questions, concerns, or reports related to compliance, please reach out to us:

Compliance Officer:
Email: compliance@ecotrustclean.com
Address: Eco-TrustClean Services LLC, 661 Saydi St. Elkins, 72727, Arkansas

We are committed to addressing any compliance issues promptly and transparently.

21. Effective Date and Acknowledgment
This Compliance Policy is effective as of January 04, 2025. By continuing to work with Eco-TrustClean Services LLC, employees, contractors, and partners acknowledge that they have read, understood, and agree to comply with this policy.

Acknowledgment: All employees are required to sign an acknowledgment form confirming their understanding of and compliance with this policy. This acknowledgment will be kept on file as part of our compliance records.