Blue Planet Environmental Solutions Pte Ltd. (the Company) is committed to maintain transparency and accountability for sustainability through effective stakeholder engagement and providing employees and external stakeholders an effective and responsive grievance and conflict resolution process. The policy aims to set out the core principles (or framework) for stakeholder engagement and have a Grievance Redress Mechanism (GRM) that has an easily accessible, transparent, and consistent process for submitting and processing complaints, in a confidential manner. The grievances may be felt and expressed by the Company stakeholders who may be affected by the social and environmental impacts across the project life cycle. The stakeholder engagement by BP and its subsidiaries will steer towards forging stronger partnerships with key external stakeholders including local communities, indigenous peoples and other affected and interested individuals and groups.
This Policy applies to BP and its subsidiaries covering direct and indirect employees, local and migrant workers, contractors, suppliers, customers including communities and any related external stakeholders who may be impacted by the Company operations both directly or indirectly.
3.1 Identification of Stakeholders: The BP and its subsidiaries will identify affected and interested individuals, agencies and groups as external stakeholders as early as possible and engagement with them will be sustained throughout the life-cycle of business operation.
3.2 Meaningful Consultations: The stakeholders are engaged in meaningful consultations and provided access to relevant information which are not confidential in timely and understandable medium of communication. The stakeholders are able to express their views on project benefits, risks, impacts that may affect them and seek their inputs on mitigation measures that are practical and perceived to be more effective and acceptable.
3.3 Record Keeping and Information Dissemination: The overview of the stakeholder engagement activities is maintained throughout the business life-cycle and selectively disclosed in public in a manner that protect the stakeholders from harm and retaliation. A clear procedure for requesting relevant information is established and stakeholders are informed about it.
3.4 Inclusive: The engagement with stakeholders will be gender responsive, free of manipulation, coercion, discrimination and accommodate the special needs and interests of the disadvantaged and vulnerable groups.
3.5 Sustained Commitment and Resource Allocation: The commitment to meaningful engagement will be demonstrated through regular stakeholder engagement activities and appropriate allocation of resources that is commensurate with the level of potential social and environment impacts/risks.
4.1 Proportionality: The principle of proportionality is related to deciding the appropriate scale of the grievance mechanism. BP shall ensure that if the stakeholder groups affected are diverse, or the impacts on them are severe, the nature of interaction with them commensurate to the same otherwise they can pose serious challenges even where the number of people is relatively small.
4.2 Trust and Legitimacy: The grievance mechanism shall be credible in the eyes of its intended users. The stakeholders need to have confidence that if they lodge a complaint, it will be treated in a fair and objective manner. Both the process and its outcomes are important for establishing trust in the mechanism.
4.3 Cultural Appropriateness: A site-level grievance mechanism shall be designed to take into account specific cultural attributes as well as traditional mechanisms for raising and resolving issues. This will ensure that the concerns of significantly different groups and sub-groups are received and addressed.
4.4 Accessibility and Equitability: The grievance procedure shall be designed in a manner that is accessed equitably by all stakeholders. The mechanism for registering grievances shall be designed that no one group, or person has priority access or is treated differently by the system.
4.5 Independence, Transparency and Accountability: BP shall demonstrate that they take grievances seriously and are transparent about their process and decision making. In addition, BP shall commit to a certain timing of response and resolution of grievances and shall ensure transparency by keeping parties to a grievance informed about its progress and providing enough information about the mechanism’s performance to build confidence in its effectiveness and meet any public interest at stake.
4.6 Rights Compatibility and Equity: The GRM shall promote processes and agreements based on decisions that promote equity and human rights. BP shall highlight that the site-level grievance mechanism would not be a substitute for, nor should it undermine, a complainant’s right to pursue other judicial or non-judicial avenues of remedy.
4.7 Appropriate Protection: The precautions to be taken by BP shall include a clear policy of non-retaliation, measures to ensure confidentiality and physical protection of complainants, safeguarding of personal data collected in relation to a complaint, and an option for complainants to submit anonymous grievances where necessary.
BP and its subsidiaries will implement a Grievance Redressal Mechanism which is elaborated in BP ESMS Manual (Chapter-10 and Annexure-16) that describes mechanisms for both internal as well as external stakeholders. The GRM shall be based on following elements:
5.1 Receiving and Registering Grievances: BP is committed to collect, record and register in a Grievance Register. They are tracked through the processing cycle, reflecting their status and details.
5.2 Screening, Categorisation and Assigning the Grievances: The Grievance Committee (GC) of BP screens grievances, categorizes them and assigns them to the concerned department/person.
5.3 Investigating Grievances: BP is committed to reviewing and investigating all grievances based on their complexity.
5.4 Response to the Aggrieved: BP ensures that minor grievances are resolved within the defined timeframe, confirmed to the secretary GC and updated in the register. Moderate and complex grievances receive documented responses seeking acceptance or escalation.
5.5 Closure or Escalation: BP ensures closure of minor grievances after task completion. Acceptance of moderate and complex grievances by the aggrieved are checked. In case of acceptance, they are closed; if not, they are escalated to the Head Office.
5.6 Sexual Harassment at workplace: The complaints related to sexual harassment at workplace will be reported to Internal Complaint Committee (ICC) in the manner prescribed under Prevention of Women from Sexual Harassment Act, 2013.
BP and its subsidiary companies will identify relevant national and state laws with respect to stakeholder engagement, information disclosure and grievance redressal in the workplace. BP will also use the guidance documents on the subject matter including (a) Good Practice Note Addressing Grievances from Project Affected Communities 2009 (b) IFU Sustainability Handbook, and (c) Stakeholder Engagement: A Good Practice Handbook for Companies Doing Business in Emerging Markets.
The HR Department is responsible for Stakeholder Engagement and Grievance Resolution at BP sites and sites operated by its subsidiaries. The concerned manager and department HOD will be involved to investigate the grievance. The ESG Department will monitor the implementation of the Stakeholder Engagement and Grievance Redressal at sites and report to BP management at quarterly intervals.
BP assigns the responsibility for communication, training, and implementation of this Policy to the ESG Department in collaboration with the HR Department of its subsidiaries. The HR Department is responsible for constituting Grievance Redressal Committees (including all committees required under any specific law on Grievance Resolution).
BP maintains the strictest confidentiality of the victim/complainant throughout the entire redressal process and beyond. BP promptly and thoroughly investigates all grievances. The investigations are conducted confidentially, consistently and impartially. Appropriate corrective actions shall be taken if a violation is substantiated. These actions may include counselling, education, disciplinary measures, or legal action, as necessary.
This Policy is to be implemented in alignment with the existing Non-Discrimination and Equal Opportunity, Social Inclusion Policy and Freedom of Association Policy and the HR Manual. BP and its subsidiary companies will comply with relevant national and state laws with respect to grievance redressal in the workplace. The detailed procedure for Grievance Redress Mechanism and Stakeholder Engagement is described in BP’s ESMS Manual in Chapter-10 and Chapter-11 respectively.
BP shall review this Policy every five years or when such need arises, to ensure its effectiveness and compliance with applicable national and state laws and regulations. At present there is no approved exception to this Policy
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