Tokyo Freight Service WLL. Doha. Qatar

PURPOSE

This procedure is in place to outline the processes we use in analyzing, choosing, and monitoring service providers for our international move requirements, as well as to demonstrate how we govern and ensure quality performance in our Supply Chain.

SCOPE

This Supply Chain procedure applies irrespective of whether Tokyo Freight Services acts as the Booker, Origin Agent, or the Destination Agent.

RESPONSIBILITY

Managing Director / CEO

The Managing Director / CEO shall ensure that all the resources required for the implementation of this procedure are provided and ensure that emphasis on its importance is communicated throughout the organization.

Head of Moving

Shall ensure that this procedure is effectively communicated and effectively implemented throughout their respective processes and ensures adherence to the same.

Shall ensure that periodic evaluation is completed for the Moving Department, and that all records associated with this procedure are maintained such as distribution, access, retrieval, and use.

Tokyo Freight Services Moving Staff Members

All Tokyo Freight Services staff members shall adhere to this procedure and communicate any request for service providers to the Move Manager.

PROCEDURE

SERVICE MANAGEMENT

Given the one-stop logistics solution or the in-house service facilities that the company offers to its customers, Tokyo Freight Services can operate as the Booker, Origin Agent, and Destination Agent.

Tokyo Freight Services provides the following primary services in-house except for packing, furniture reassembly and other in between collections and deliveries.

Transportation

Tokyo Freight Services utilizes its own and registered vehicles and drivers to collect and deliver personal effects goods to/from several port terminals in Qatar, particularly for shipments from/to Hamad Port and Doha International Airport.

Nonetheless, M/s Siniyari Gulf Service Est. is subcontracted to handle some local requirements for moving goods between residences and warehouses. A contract has been made between the parties, and the job request is on an as-needed basis, depending on the actual requirements of the ultimate customer.

Warehousing

Tokyo Freight Services uses its own leased warehouse for goods storage, whether short or long-term or between transfers to port terminals. This facility is supervised and managed by the company’s own personnel and resources.

Freight Booking

As a freight forwarder, Tokyo Freight Services utilizes its own staff to carry out the freight booking requirements of moving services, whether by sea, air, or land. The Shipping Export Division manages cargo bookings with the selected liners, carriers, or consolidators and any necessary communication with external shipping providers.

Customs Clearance

Tokyo Freight Services has a valid customs clearance license and employs its own personnel to perform customs clearance, which includes everything from preparing customs declarations to aiding with physical inspections and getting the consignment through customs. Customs Clearing Agents (CCA) are accessible at all port terminals, including Hamad Seaport, Doha International Airport, and the Abu Samra Land Border, 24 hours a day, seven days a week.

Packing, Furniture Re-assembly, and Loading/Unloading

Tokyo Freight Services collaborates with Siniyari Group Service Est on packing, site loading/unloading, and furniture reassembly. The two parties began doing business togethermore than 20 years ago. The quality of service is critical, and both parties anticipate this criterion to be at the top of the list.

SELECTION, APPROVAL AND EVALUATION OF MAIN SERVICE PROVIDERS

The origin/destination agents are the primary service providers of Tokyo Freight Services in the removal activities.

Criteria in choosing/awarding a job to an Agent

A company must be a member of the same network as Tokyo Freight Services, such as FIDI, IAM, or WBN.
Mutual business reciprocation has been initiated in the past.
Co-agent’s recommendations
Price competitiveness.
Quality level and performance.

Selection and Approval

The Move Manager can look for an agent's list in a network directory. Nonetheless, sending rate requests and other inquiries to a supplier or moving agent is only permitted after verifying that the company meets the requirements. This can be done by either confirming a Moving Agent's membership status according to the network list or by checking the Flotilla system to determine if a company is a registered and approved supplier/agent.

Evaluation

If a service failure occurs with the chosen supplier/agent, the move coordinator shall discuss it internally, and the Move Manager shall investigate the case and define action/prevention plans among all parties involved.

It is also critical that the customer/transferee be alerted in writing of any service failures that occur during the transition.

If the selected supplier/agent exhibits unprofessional behavior and very poor performance, the moving coordinators/operations must refrain from using their services again, unless the said supplier/agent has demonstrated and implemented corrective and preventive measures to avoid the recurrence of the problem.

QUALITY MANAGEMENT

Tokyo Freight Services follows the quality procedures outlined in our Integrated Management System Policy (Appendix 01).

Our goals for ensuring the success and continuity of our removal business activities were as follows:

Always offering prompt, dependable, and high-quality service to our consumers (individuals, corporate accounts, and agents).
Generating above 90% positive customer satisfaction from our consumers, making them utilize our services again and/or recommend us.
Obtaining at least 20 overseas booked shipments per year.

Because the services used to fulfill business transactions among our customers (individual, corporate accounts, and bookers) are all handled internally, our service providers, primarily the selected overseas origin and destination agents, must not only meet our quality standards but also meet FAIM minimum requirements, which include the following:

FAIM Standard Awareness in our supply chain
Communication, in which our service providers are adequately informed on our supply chain procedure during quoting, shipping instructions, and/or subsequent postal correspondences.
Process for escalation and remedial actions, in which major complaints and service failures are registered in accordance with our Integrated Management System. These supply chain issues are tackled with honesty and objectivity to develop not only immediate corrective steps to remedy them but also preventative measures to avoid recurrence in the future.

DATA (PRIVACY) PROTECTION MANAGEMENT

This procedure applies to all documents, quality records, and data generated by Tokyo Freight Services, both internally and externally, that are related to its business activities.

Management: We define documents, communicate, and assign accountability for our privacy policies and procedures.
Notice: We provide notice about our privacy policies and procedures and identify the purposes for which personal information is collected, used, retained, and disclosed.
Choice and consent: We describe the choices available to the individual (private customers, corporate accounts, or agents) and obtain implicit or explicit consent concerning the collection, use, and disclosure of personal information.
Collection: We collect personal information only for the purposes identified in the notice.
Use, retention, and disposal: We limit the use of personal information to the purposes identified in the notice and for which the individual (private customers, corporate accounts, or agents) has provided implicit or explicit consent. We retain personal information only, if necessary, to fulfill the stated purposes or as required by law or regulations and thereafter appropriately dispose of such information.
Access: We provide individuals (private customers, corporate accounts, or agents) with access to their personal information for review and update.
Disclosure to third parties: We disclose personal information to third parties only for the purposes identified in the notice and with the implicit or explicit consent of the individual.
Security for privacy: We protect personal information against unauthorized access (both physical and logical). We shall delegate the actual notification to the Admin and IT Head to prepare detailed documentation of every breach of security leading to the destruction, loss, alteration, or unauthorized disclosure of or access to personal data.
Quality: We maintain accurate, complete, and relevant personal information for the purposes identified in the notice.
Monitoring and enforcement: We monitor compliance with its privacy policies and procedures and have procedures to address privacy-related complaints and disputes.

Data subjects may inquire or request information regarding any matter relating to the processing of their data under the custody of Tokyo Freight Services, including the data privacy and security policies implemented to ensure their data protection. They may write to Tokyo Freight Services at info@tokyofreight.com and briefly discuss the inquiry, together with their contact details for reference.

ANTI-BRIBERY AND ANTI-CORRUPTION MANAGEMENT

Tokyo Freight Services WLL Management pledges to take a zero-tolerance approach to bribery and corruption by conducting all business dealings and relationships professionally, equitably, and with the utmost integrity.

Bribery is defined as the offering, promising, giving, accepting, or soliciting of an advantage in exchange for action. It is both illegal and a breach of trust.

A bribe is defined as an inducement or reward offered, promised, or provided in exchange for an economic, contractual, regulatory, or personal advantage.

The Management of Tokyo Freight Services will not tolerate Bribery.

Corruption, bribery, or attempted bribery are all prohibited. This is applicable whether you are providing or accepting a bribe. It contradicts our core values of conducting business in accordance with the highest legal, moral, and ethical standards.

At Tokyo Freight Services, we pledge the following:

Not to offer or make an improper payment or authorize an improper payment (cash or otherwise) to any individual and/or organization.
Not to offer, or accept, money or anything of value, such as gifts, kickbacks, or commissions, in connection with the procurement of business or the award of a contract.
Not to offer or give any gift or token of hospitality to any employee or government official or representative if there is any expectation or implication for a return favor.
Not to accept any gift from any business partner and/or customers if there is any suggestion that a return favor will be expected or implied.
Not to facilitate payments to obtain a level of service to which one would not normally be entitled to.
Not to induce or assist another individual to break any applicable law or regulation.
Not to disregard or fail to report any indication of improper transactions to the appropriate authorities.
Not to engage in any form of bribery, either directly or through any third party.

Tokyo Freight Services fully understands the damaging effects of bribery and corruption in the industry; as a result, we are determined to minimize the risks associated with engaging in these practices, thereby preserving the best interests of our company, stakeholders, and customers.

This pledge addressed the following points:

- Risks: We conduct risk assessments for our Supply Chain to reduce the danger of bribery and corruption. This is continually discussed at regular meetings between top management, sales, and the operations staff.
-Due Diligence: To reduce the risk of bribery and corruption, we do sufficient due diligence on our Supply Chain. Any employee found guilty of such an offense will face immediate disciplinary action and/or termination of service, as determined by the employer.
-Communication: We demonstrate our policies and procedures to our Supply Chain to reduce the danger of bribery and corruption through the submission of clean and transparent quotations and proposals.

ANTI-TRUST MANAGEMENT*

The management and employees of Tokyo Freight Services WLL, particularly the sales teams, recognize the importance of adhering to the highest ethical standards of fair competition. No one may collude among competitors to manipulate prices, either directly or indirectly. This is communicated on a regular basis during the weekly and monthly meetings.

Tokyo Freight Services Will Not Tolerate Cartel Conduct

We adhere to the Anti-Trust rules and regulations under which we operate, and participation in a cartel is unacceptable because it contradicts FIDI’s core ideals of competing freely and fairly.

Undertaking by Tokyo Freight Services with Immediate Effect

We pledge to legal and ethical behaviour and will not engage in any transaction that may harm FIDI or any affiliates, clients, or the industry. We will take steps to ensure that we are fully informed of applicable Anti-Trust laws and regulations in connection with cartel conduct and other Anti-Trust violations, and we will monitor our employees and business partners to guarantee full and continuous compliance.

Legal Compliance

We will ensure that we are aware of all applicable laws and regulations governing anti-competitive practices in all jurisdictions where we operate and that we will obey and enforce those laws and regulations, as well as those governing cartels.

Ethical Behaviour

We commit to taking a zero-tolerance stance for cartel behaviour and to always act professionally, fairly, and with the utmost integrity in all business dealings and partnerships.

Code of Conduct

Never make direct or indirect (through third parties such as agents, suppliers, or consumers) communication with a competitor or another third party with the intent of engaging in cartel conduct.

Never propose or negotiate a deal with real or potential competitors, whether directly or indirectly, formally or informally, on any sensitive competition-related topics, such as:

Fixing prices
Dividing or sharing markets, customers, or territories
Rigging a competitive bidding process

Report any indication or initiative of improper anti-competitive business behavior by a current or potential competitor in accordance with our internal reporting system such as reporting it to our department for legality issues, and/or the competent Anti-Trust authorities.

Not to attend a trade association meeting where critical competition-related topics are discussed. If such topics are brought up during a meeting, Tokyo Freight Services employees must immediately request that the discussion be terminated. If not, they must leave the meeting and request that it be noted in the meeting minutes.

Ensure that all internal and external correspondence, including emails and texts, as well as documents, discussions, and public statements, are free of statements that could be misinterpreted by third parties or Anti-Trust authorities and courts in the context of a potential Anti-Trust investigation.

Use independent judgment when pricing and/or selling any products and/or services.

Limit any information mentioned during commercial discussions, or divulged to competitors or other third parties, to what is strictly necessary for the transaction to be completed or assessed.

Tokyo Freight Services pledges to adhere to the highest ethical standards and to free and open competition; so, as a FIDI Affiliate, we are motivated to help the fight against cartels.

By signing the FIDI Anti-Trust Charter and as demonstrated in FD 5.7 FIDI Quality Manual, our employees (whether permanent or temporary) and all other third-party service providers are well-guided by this Chapter, which addresses the following elements:

-Risks: We conduct risk assessments for our Supply Chain to reduce the danger of bribery and corruption. This is continually discussed at regular meetings between top management, sales, and the operations staff.
-Due Diligence:To reduce the risk of bribery and corruption, we do sufficient due diligence on our Supply Chain. Any employee found guilty of such an offense will face immediate disciplinary action and/or termination of service, as determined by the employer.
-Communication: We demonstrate our policies and procedures to our Supply Chain to reduce the danger of bribery and corruption through the submission of clean and transparent quotations and proposals.

This Supply Chain procedure is reviewed at least once a year by Tokyo Freight Services Management, updated as needed, communicated to Tokyo Freight Services staff, and made available on our website as part of Tokyo Freight Services' QMS and FAIM requirements.

AMENDMENT DETAILS

S.No	SECTION AMENDED	REV NO	REVISION DATE	DETAILS OF AMENDMENT
1	All	01	01-Apr-2023	Revamped in compliance with ISO 9001:2015 requirements.

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