Statement of strategic ethical intent: Exxaro aspires to build an ethical culture based on our values. To do this, we are committed to operating ethically by living the Exxaro values with dignity, transparency, consistency, fairness and respect in all that we do.
Recognising that our reputation is one of our most important assets, we are committed to achieving the highest ethical standards. We recognise our obligations to our stakeholders to conduct business ethically, particularly with shareholders, customers, employees, business partners, competitors, authorities, the environment and the wider community.
Maintaining the trust and confidence of our stakeholders is the responsibility of every Exxaro employee. Because we are committed to doing the right thing, even when no one is watching, our employees are expected to be able to distinguish between right and wrong and commit to what is right. By emphasising our ethical commitment, we continue to grow as a business.
Following ENSafrica’s ISO 37001 readiness assessment in 2018, we introduced due diligence processes for suppliers, customers, employees and business partners.
Our board is committed to lead ethically and establish an ethical culture. Flowing from this commitment, the board adopted several codes, policies and practices outlining the group’s ethics and values to which employees and suppliers are required to adhere.
The board monitors the group’s ethical culture through its reporting structures, including two board committees (SERC and audit committee), the management ethics committee, the internal audit function, head of internal audit, and our ethics officer.
The management ethics committee was established to ensure that high ethical standards are maintained in Exxaro’s business conduct. The committee is responsible for evaluating all instances of fraud, extortion, bribery, corruption, possible conflicts of interest, violations of the code of ethics or any other ethics-related matters. It also oversees anti-fraud and anti-bribery initiatives as part of a comprehensive fraud prevention programme, ensuring compliance with both local and international laws and regulations.
Guided by our ethics strategy and management plan, the ethics officer is responsible for embedding an ethical culture and ensuring that integrity is maintained within the group.
Building organisational ethics is a journey. Our board assumes responsibility for ensuring that organisational ethics is managed effectively and governs the group’s ethics to support the establishment of an ethical culture. In line with this responsibility, the board adopted a statement of strategic ethical intent, an ethics strategy and management plan, which is being implemented.
Our code of ethics confirms that Exxaro’s ethical principles promote values such as trust, acceptable behaviour and fairness. Our values provide general guidelines for interactions with each other and our stakeholders and reflect what is important to us and how we conduct ourselves.
Exxaro's fundamental values, as itemised below, are propounded in the code of ethics as a guide to acceptable and responsible behaviour:
 |
Empowered to grow and contribute |
 |
Teamwork |
 |
Committed to excellence |
 |
Honest responsibility regarding the interconnectivity of risk |
In 2024, we emphasised the importance of ethics in our organisation. For us, this means consistently doing the right thing, even when no one is watching. This guiding principle of integrity permeates everything we do, ensuring that every decision, action and interaction is grounded in fairness, respect and accountability.
To promote an ethical culture, we adopted the theme “mining with morals”, and our employees participated in training and awareness sessions that addressed the following topics:
We encourage our employees to speak up and report unethical behaviour without fear of retaliation. Exxaro expressed our commitment to fighting fraud, corruption, theft and unethical behaviour and acting without fear or favour.
By purposefully building ethical guidelines within our business, we are keeping our employees’ and stakeholders’ best interests in mind while maintaining a positive influence on those we impact through our processes.
A comprehensive evaluation of the fraud hotline in 2020 identified areas needing improvement, such as the composition of the management ethics committee, a process for tabling forensic reports, monitoring BU investigations, and updating escalation protocols. All the recommendations were addressed and reaudited to the satisfaction of the internal auditor.
As part of this, Exxaro is committed to an independent review of the hotline every three years. The next audit is in 2025.
We encourage employees and stakeholders to report suspected fraud, corruption or human rights violations to our fraud and ethics hotline. The hotline is independently managed with guiding escalation protocols in place.
Due to the importance of retaining the integrity of the hotline, we protect the interests of the disclosing parties as far as reasonably possible.
Free call: 0800 203 3579
Website: www.tip-offs.com
Email: exxaro@tip-offs.com
Our board charter and code of conduct (board charter) regulate the parameters within which the board operates and ensure that good corporate governance principles are applied in all dealings in respect and on behalf of the company and group.
The board charter and nomination and appointment policy require board members to be individuals of calibre, integrity and credibility, with the necessary skills and experience.
The nomination committee ensures continuity of directorships and undertakes succession planning on behalf of the board. The nomination committee is also responsible for conducting independent background checks on all proposed candidates prior to recommending appointment to the board.
A review of the board charter is scheduled for the first half of 2025.
In early 2024, our executive management pledged themselves to ensure ethical leadership in the organisation. Our executive team shared its expectation of employee behaviours, emphasising that everyone should live up to our values, culture, standards and expectations. Employees are encouraged to speak out without fear of reprisal on issues of discrimination, harassment and poor leadership.
We developed a family code of conduct that includes 10 principles to clearly outline acceptable behaviour (encouraged in Exxaro) and unacceptable behaviour we will not tolerate.
Exxaro uses honesty boxes throughout the organisation as a communication channel for employees to share concerns and innovative ideas. The honesty boxes are primarily intended for employees to raise matters of concern that have not been resolved through the existing conflict resolution mechanisms. Formal feedback is provided to individuals who request it, and when concerns are raised anonymously, site-specific communication channels are used to give feedback.
In terms of the Companies Act and King IV, directors and prescribed officers have specific duties to disclose actual direct and indirect conflicts of personal financial interests as well as the perception of a conflict, including that of their related parties.
Our directors, prescribed officers and employees (and their related parties) are obliged to actively avoid any conflicts with Exxaro’s best interests.
Annual general declarations of outside interests are required from directors and prescribed officers in accordance with section 75(4) of the Companies Act. The conflict of interest policy also requires annual declarations from directors, prescribed officers and all group employees.
In addition to our annual declarations, management of conflicts of interest are further addressed through the following:
We implemented an electronic platform to facilitate annual reporting, workflow approvals and an auditable communication trail for disclosures by directors and employees, including a gifts and benefits register, director trade clearances and policy management.
Conflicts of interest policy and register (reflecting material disclosures in line with the JSE Debt and Specialist Securities Listings Requirements)
The Exxaro supplier code of conduct assists employees in selecting suppliers who operate in a manner consistent with our values and relevant standards. The code also communicates our mandatory selection standards to prospective suppliers and promotes a commitment to ethical conduct, including respecting human rights, among our suppliers. An updated and revised code will be submitted for approval in 2025.
As part of the supply chain pre-qualification process, suppliers must disclose details of shareholders, directors and other associates who are current or former employees in compliance with the conflicts of interest policy.
Employees who evaluate requests for proposals or recommend contract awards must declare that they have neither an interest in nor a close relationship with the supplier that may be construed as a conflict of interest.
To improve the broader operating environment and culture to combat corruption, our standard operational and capital-related expenditure terms and conditions with suppliers contain specific provisions around sanctions, corrupt practices, fraud and prohibited practices in respect of local and international legislation, including the UN and EU, which terms are considered material to the relevant agreement.
Driving supply chain sustainability
We developed guidelines to provide a framework for action where suppliers and service providers are mentioned adversely in the media or where it comes to Exxaro’s attention that the supplier is under investigation or involved in any dealings (actual or alleged) that could put Exxaro into disrepute. Should a supplier whose services are critical to us be charged, we would issue a holding statement and continue with the existing contract, but not enter into any new contract.
Exxaro agrees that a clear policy on political funding provides for certainty and consistency and reduces the suspicion that companies are funding parties for their own interest. It is acknowledged that the primary purpose of political donations is to strengthen and consolidate democracy by ensuring that political parties can function effectively within a multi-party democracy.
The board requested that donations be directed to the Independent Electoral Commission in support of democratic stability. Accordingly, Exxaro made a contribution to the Multi-Party Democracy Fund in May 2024 in the amount of R25 million to be disbursed to represented parties.
The board has expressed a zero tolerance stance towards bribery and corruption and approved the group-wide anti-bribery and anti-corruption policy.
To support the board, the SERC is responsible for overseeing the group’s ethical performance, which includes detection and response to fraud and corruption. The RBR and audit committees oversee risks, including controls and fraud risks. In addition, the SERC receives quarterly reports on forensic investigation statistics and progress on initiatives under the fraud prevention and anti-bribery and corruption programme.
Social, ethics and responsibility committee report
The board is satisfied that the group has not suffered any monetary loss as a result of legal proceedings (including fines) associated with fraud, insider trading, anti-trust, anti-competitive behaviour, market manipulation, malpractice or violations of other related industry laws or regulations.
IR