Vendor Declaration Form for Hong Kong

Vendor Declaration Form Template for Hong Kong

A comprehensive compliance document used in Hong Kong that requires vendors to formally declare their compliance with relevant laws, regulations, and company policies. The form captures essential information about the vendor's business operations, legal status, and compliance commitments, particularly addressing Hong Kong's Prevention of Bribery Ordinance, Personal Data (Privacy) Ordinance, and other applicable regulations. It serves as a due diligence tool and creates a documented commitment from vendors regarding their business practices, ethical standards, and regulatory compliance.

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What is a Vendor Declaration Form?

The Vendor Declaration Form is a crucial document used in Hong Kong's business environment for vendor onboarding and compliance management. It is typically required during the initial engagement with new vendors or during periodic vendor reviews. The form requires vendors to provide detailed information about their business and make formal declarations regarding their compliance with Hong Kong laws, including but not limited to anti-corruption, data privacy, and business registration requirements. This document helps organizations maintain compliance with regulatory requirements while managing vendor-related risks. The Vendor Declaration Form typically includes sections covering company information, compliance declarations, conflict of interest disclosures, and specific commitments regarding business practices.

What sections should be included in a Vendor Declaration Form?

1. Vendor Information: Basic information including company name, registration number, registered address, and contact details

2. Business Profile: Nature of business, years of operation, key products/services offered

3. Legal Compliance Declarations: Standard declarations regarding compliance with Hong Kong laws, including business registration, tax compliance

4. Anti-corruption Declaration: Declarations regarding compliance with Prevention of Bribery Ordinance and anti-corruption policies

5. Conflict of Interest Declaration: Disclosure of any potential conflicts with the collecting entity

6. Data Privacy Compliance: Declarations regarding compliance with Personal Data (Privacy) Ordinance

7. Authorization: Signature section with declaration of truth and authorization by appropriate officer

What sections are optional to include in a Vendor Declaration Form?

1. Environmental Compliance: Required for vendors supplying products or services with environmental impact

2. Labor Practice Declaration: Required for vendors providing manpower or services involving workers

3. Quality Certifications: Required for vendors where specific quality standards are essential

4. Health and Safety Declaration: Required for vendors working on-site or providing safety-critical products

5. Export Control Compliance: Required for vendors involved in international trade or controlled goods

6. Information Security Declaration: Required for vendors with access to sensitive data or IT systems

What schedules should be included in a Vendor Declaration Form?

1. Schedule 1 - Required Documents: List of supporting documents to be submitted with the declaration form

2. Schedule 2 - Code of Conduct: Company's vendor code of conduct that the vendor acknowledges and agrees to comply with

3. Appendix A - Definitions: Definitions of key terms used in the declaration form

4. Appendix B - Declaration Checklist: Checklist ensuring all required sections are completed and documents attached

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Hong Kong

Publisher

Genie AI

Document Type

Finance Agreement

Cost

Free to use
Relevant Industries

Manufacturing

Financial Services

Technology

Retail

Healthcare

Construction

Professional Services

Logistics and Supply Chain

Education

Telecommunications

Real Estate

Energy and Utilities

Food and Beverage

Hospitality

Relevant Teams

Procurement

Legal

Compliance

Finance

Operations

Risk Management

Supply Chain

Vendor Management

Internal Audit

Due Diligence

Relevant Roles

Procurement Manager

Compliance Officer

Legal Counsel

Supply Chain Manager

Vendor Management Specialist

Risk Manager

Chief Financial Officer

Operations Manager

Contract Administrator

Due Diligence Officer

Sourcing Specialist

Chief Compliance Officer

Purchasing Director

Supply Chain Director

Industries
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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