Policies & Procedures

Introduction

This Code of Conduct applies to all members of CILT(UK) when engaging in activity related to their profession, and supports the CILT(UK) vision of a transport, logistics, operations and supply chain profession recognised and celebrated for its quality, expertise and value. 

CILT(UK) Members agree to act within the definitions of the four general areas of behaviour described in this CoC.

The Institute’s Professional Conduct Committee (PCC) will refer to this Code of Conduct in its workings and the mechanism for dealing with breaches of the code are given at Appendix 1: CILT(UK) Conduct Process. The Professional Conduct Committee (PCC) will be constituted by the Board in line with clause 45 of the CILT Bye-Laws 2024, to adjudicate over referred breaches of CoC 24.

General Areas of Behaviour

The general areas of behaviour include the actions, words and any format or other communication, whether written or verbal of any member at any time that they are representing the CILT(UK) or in the course of their day to day work.

1. Professional and decent behaviour to others

1.1 Members must always behave in a professional and respectful way towards others, with consideration, encouragement, fairness, to promote reassurance and confidence to the individual. This applies equally in both the ‘real’ and ‘virtual’ environments.

1.2 Members must act responsibly to secure the welfare, health and safety of all others, including other Members, their colleagues, the public as well as the staff of the CILT(UK) and understand the impact of their activities on the environment and the community.

2. Behaviours towards the CILT(UK) itself

2.1 Members must act with integrity, honesty and professionalism and carry out their duties in such a way as to promote a positive image of the Institute and the profession.

2.2 Members must represent the Institute fairly, reputably and with good intent. This applies equally in both the ‘real’ and ‘virtual’ environments.

2.3 Members must actively contribute towards and collaborate with the development of the Institute and promote its purpose and charitable objectives.

2.4 Members must respect the dignity of other members, volunteers and CILT(UK) staff respecting their opinions, decisions and choices.

2.5 Members must support equality, diversity and inclusion.

2.6 Members must not enter into financial agreements or arrangements in the name of the Institute without the prior agreement of the Executive. Arrangements such as external sponsorship should be open or without favour except with publicity of the fact.

2.7 Members must notify the Institute if they are the subject of any criminal conviction, or adverse civil court judgement (whether in the UK or outside), or have been disqualified as a Company Director or Charity Trustee, or had membership of another professional body terminated as a result of a disciplinary procedure. This does not apply to either a conviction for a motoring offence for which no term of imprisonment (either immediate or suspended) is imposed or an offence which is regarded as ‘spent’ within the meaning of the UK Rehabilitation of Offenders Act 1974 or equivalent legislation elsewhere.

3. Behaviours in workplaces and with employers.

3.1 Members must approach their work ethically and with professional integrity.

3.2 Members should actively promote international understanding, goodwill and co-operation.

3.3 Members must be objective and truthful in any statement made in their professional capacity.

4. Behaviour in professional development

4.1 Members must continue professional development throughout their careers and actively assist and encourage fellow members, as well as non-members, to advance their knowledge and expertise.

4.2 Members must ensure that their skills and knowledge remain current so that they work competently and effectively and in line with industry best standards and practices at all time.

4.3 Members must strive to build their professional reputation on merit and compete fairly and transparently where competition is appropriate.

Complaints Policy

CILT(UK) are committed to providing high quality services to our members and our customers. We value complaints and use information learnt from them to help us improve what we do and how we do it.

If something goes wrong or you are dissatisfied with what we are providing, please tell us – you should feel free to raise matters of concern without risk of disadvantage. This document describes our complaint procedure and how to make a complaint.

What is a complaint?

We regard a complaint as any expression of dissatisfaction about our action or lack of action, or about the standard of service provided by us, or on our behalf.

What can I complain about?

You can complain about things like:

• The quality and standard of any service we provide.

• Failure to provide a service.

• The quality of our facilities or resources.

• Unfair treatment or inappropriate behaviour by a staff member or someone representing CILT(UK).

What cannot you complain about?

There are some things we can’t deal with through our complaint handling procedure. These include:

• A request for information or an explanation of policy or practice.

• An attempt to have a complaint reconsidered where we have already given our final decision following an investigation.

• We will not normally treat information received through routine feedback mechanisms – such as responses to surveys – as complaints.

Who can complain?

Any users of CILT(UK) products and services including members, customers and learners.

For complaints relating to the Awarding Organisation (exam results) a separate complaints procedure is applicable which can be found here: www.ciltuk.org.uk/AO Policies

How do I complain?

It is easier for us to resolve concerns if you raise them as soon as you become aware of the issue, and directly to the service concerned.

Please talk to the manager within that department regarding your concerns so that they can try to resolve any problems on the spot.

If your complaint is not resolved or you are not able to speak to the manager (for any reason) then you can contact complaints@ciltuk.org.uk

When complaining, please tell us:

• Your full name and address.

• The date and time the incident took place, if applicable.

• As much as you can about the complaint and what has gone wrong.

• How you would like us to resolve the matter.

• Normally, you must make your complaint within six months of the incident you would like to complain about.

In exceptional circumstances, we may be able to accept a complaint after the time limit. If you feel that the time limit should not apply to your complaint, please tell us why.

What will happen if I complain?

Our complaints procedure has two stages:

Stage 1 – Departmental Resolution

Should the service manager not be able to resolve your complaint, the matter can be escalated to the director responsible for the department you are complaining about by contacting complaints@ciltuk.org.uk. We will acknowledge your complaint within 5 working days (unless there are exceptional circumstances).

We will respond to your complaint within 14 working days from the acknowledgement of your complaint and may contact you within that period to request further information.

Our response will:

• Clearly outline our decision providing clear reasons for this decision.

• Respond openly explaining why the organisation considers these points justified or not.

• Take responsibility for the actions of our staff and those who are representing CILT(UK).

• Acknowledge if things have gone wrong and take proportionate action to put things right, including apologising where appropriate.

• Include any lesson(s) learnt and any changes made to services, guidance or policy because of the complaint.

Stage 2 – Appeal

If you are dissatisfied with the outcome of the departmental resolution, you can appeal the result stating the reasons for the appeal to be sent to complaints@ciltuk.org.uk. This complaint will go to the CEO and COO, unless the complaint involves either party in which case it will go to the board for further review.

Your complaint and any supporting documents will be seen by the person investigating your complaint, by anyone named in the complaint and by relevant staff in the department(s) being complained about.

At stage 2 we will:

• Acknowledge receipt of your complaint within 5 working days and tell you who is dealing with your complaint.

• Discuss your complaint with you to understand why you remain dissatisfied and what outcome you are looking for.

• Give you a full response to the complaint as soon as possible and within 20 working days.

If our investigation will take longer than 20 working days, we will tell you. We will agree on the revised time limits with you and keep you updated on progress.

Introduction

This Modern Slavery and Human Trafficking Statement is a response to Section 54 (1), Part 6 of the Modern Slavery Act 2015 and related to actions and activities for the financial year ending 2025. 

The Chartered Institute of Logistics and Transport in the UK, CILT (UK), is committed to preventing slavery and human trafficking violations in its own operations, its supply chain and its products. We have zero-tolerance towards slavery and require our supply chain to comply with our values.

Organisational Structure

We operate a number of internal policies to ensure that we are conducting business in an ethical and transparent manner. These include the following.

• Recruitment and Selection Policy

• Supplier Code of Conduct

• Whistleblowing Policy

• Code of Conduct

• Safeguarding Policy

We make sure our suppliers are aware of our policies and procedures and adhere to the same standards.

Our due diligence procedures aim to

• Identify and action potential risks in our business and supply chains.

• Monitor potential risks in our business and supply chains.

• Reduce the risk of slavery and human trafficking occurring in our business and supply chains.

• Provide protection for whistleblowers.

Risk and Compliance

The Company has evaluated the nature and extent of its exposure to the risk of slavery and human trafficking occurring in its UK supply chain through.

We consider that we operate in a low-risk environment because we have no supply chain overseas, we create and deliver our own products.

We do not tolerate slavery and human trafficking in our supply chains. Where there is evidence of failure to comply with our policies and procedures by any of our suppliers, we will cease trading and contact any necessary third parties where applicable.

Effectiveness

The Company uses Key Performance Indicators (KPI’s) to measure its effectiveness and ensure that slavery and human trafficking is not taking place in its business and supply chains.

CILT(UK) is committed to protecting your privacy and developing technology that gives you the most powerful and safe online experience. This Statement of Privacy applies to the CILT(UK) website and governs data collection and usage. By using the CILT(UK) website, you consent to the data practices described in this statement.

Collection of your Personal Information

CILT(UK) collects personally identifiable information, such as your email address, name, home/work address or telephone number. CILT(UK) also collects anonymous demographic information, which is not unique to you, such as your postal code, age, gender, preferences, interests and favourites.

There is also information about your computer hardware and software that is automatically collected by CILT(UK). This information can include: your IP address, browser type, domain names, access times and referring website addresses. This information is used by CILT(UK) for the operation of the service, to maintain quality of the service, and to provide general statistics regarding use of the CILT(UK) website.

Please keep in mind that if you directly disclose personally identifiable information or personally sensitive data through CILT(UK) public message boards, this information may be collected and used by others. Note: CILT(UK) does not read any of your private online communications.

CILT(UK) encourages you to review the privacy statements of websites you choose to link to from CILT(UK) so that you can understand how those websites collect, use and share your information. CILT(UK) is not responsible for the privacy statements or other content on websites outside of CILT(UK) and CILT(UK) family of websites.

Use of your Personal Information

CILT(UK) collects and uses your personal information to operate the CILT(UK) website and deliver the services you have requested. CILT(UK) also uses your personally identifiable information to inform you of other products or services available from CILT(UK) and its affiliates. CILT(UK) may also contact you via surveys to conduct research about your opinion of current services or of potential new services that may be offered.

CILT(UK) does not sell, rent or lease its customer lists to third parties. CILT(UK) may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (email, name, address, telephone number) is not transferred to the third party. In addition, CILT(UK) may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide customer support, or arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to CILT(UK), and they are required to maintain the confidentiality of your information.

CILT(UK) does not use or disclose sensitive personal information, such as race, religion, or political affiliations, without your explicit consent.

CILT(UK) keeps track of the websites and pages our customers visit within CILT(UK), in order to determine what CILT(UK) services are the most popular. This data is used to deliver customized content and advertising within CILT(UK) to customers whose behaviour indicates that they are interested in a particular subject area.

If you're employed within the MOD and have an active CILT(UK) membership, your name and job title may be shared with your employer. The purpose of this is to support CILT(UK)’s ongoing partnership with the MOD and ensure that membership provides maximum value to MOD personnel.

CILT(UK) websites will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on CILT(UK) or the site; (b) protect and defend the rights or property of CILT(UK); and, (c) act under exigent circumstances to protect the personal safety of users of CILT(UK), or the public.

Use of Cookies

The CILT(UK) website uses "cookies" to help personalise your online experience. A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.

One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the web server that you have returned to a specific page. For example, if you personalise CILT(UK) pages, or register with CILT(UK) site or services, a cookie helps CILT(UK) to recall your specific information on subsequent visits. This simplifies the process of recording your personal information, such as billing addresses, shipping addresses, and so on. When you return to the same CILT(UK) website, the information you previously provided can be retrieved, so you can easily use the CILT(UK) features that you customised.

You have the ability to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the CILT(UK) services or websites you visit.

Security of your Personal Information

CILT(UK) secures your personal information from unauthorised access, use or disclosure. CILT(UK) secures the personally identifiable information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure. When personal information (such as a credit card number) is transmitted to other websites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

Changes to this Statement

CILT(UK) will occasionally update this Statement of Privacy to reflect company and customer feedback. CILT(UK) encourages you to periodically review this Statement to be informed of how CILT(UK) is protecting your information.

Contact Information

CILT(UK) welcomes your comments regarding this Statement of Privacy. If you believe that CILT(UK) has not adhered to this statement, please contact CILT(UK) at website@ciltuk.org.uk. We will use commercially reasonable efforts to promptly determine and remedy the problem.

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