Procedure on Preventing Domestic Violence

Procedure on Preventing Domestic Violence

1. OBJECTIVE

This Procedure was designed for Aydem Holding and the affiliated group companies (hereinafter referred to as “Aydem Perakende”) to raise awareness on Domestic Violence with a zero tolerance approach, and to create a work environment that shows this zero tolerance approach we adopt against all kinds of violence, and where our employees suffering from domestic violence can speak up safely and confidentially and get help and support.

We believe that domestic violence and abuse is a basic problem of inequality and a violation of human rights. In this regard, for our employees suffering from domestic abuse, we are offering an environment that supports equality and stands up to all kinds of violence, where such employees can talk in privacy and get support and help.

2.SCOPE

This Procedure was prepared to include all Aydem Perakende employees suffering from domestic violence, regardless of gender. 

This document sets out the methods and practices to be followed in case of domestic abuse and covers Aydem Perakende group companies, manufacturing sites and subsidiaries; it is also a guiding document for contractors, suppliers and third parties. 

Those who are not members of Aydem Perakende will also be covered by this Procedure if the party using violence is a member of Aydem Perakende.

3. RESPONSIBILITY

Aydem Equal Life Team: The team, together with the Group Directorate of Human Resources, is responsible for creating and updating the Procedure. It is also responsible for designing the projects required to raise awareness within the company, collaborate with relevant departments and go live.

Group Directorate of Human Resources: This Directorate, together with the Company’s Human Resources, Audit and Legal departments, is responsible for implementing and auditing the policies and rules in this Procedure, creating a safe environment for employees and managing the disciplinary processes where required.

Group Directorate of Internal Audits and Controls: This Directorate is responsible for reviewing the reports -in confidentiality- submitted by those within the company and by external parties that are not members of Aydem Perakende, and to transfer them to the Human Resources, Domestic Violence Measures and Support Committee to provide the support required for each case. It is also responsible for conducting ethical investigations and providing opinions for disciplinary actions where necessary.

Domestic Violence Measures and Support Committee: This Committee is responsible for coordinating the processes to review the applications submitted internally and externally in confidentiality and providing the support required for each case, as well as getting recommendations and conducting studies for developing and improving support mechanisms.

Group Directorate of Corporate Communications: This Directorate is responsible for conducting the communication processes required to raise awareness on domestic violence with the Aydem Equal Life perspective in and outside Aydem Perakende, and for taking the necessary steps to increase recognition of the projects among internal and external stakeholders.

Company Human Resources: This department is responsible for creating a safe work environment for employees according to the rules set out in the Procedure, and in cases where an employee requests support, it is also responsible for ensuring that said employee confidentially reaches the resources and facilities set out in the Procedure.

Aydem Academy: Together with the Aydem Equal Life Team, it is responsible for designing internal trainings, supporting internal trainers with ‘train the trainer’ sessions, taking and following the actions for ensuring that all Aydem Perakende employees attend and complete the trainings to ensure inclusiveness.

Employee Suffering from Domestic Violence: If they need support, they are responsible for knowing that they can confidentially report this to the human resources, workplace physician and/or the organizations stated in the Procedure. 

3. DEFINITIONS

Domestic Violence: It covers all individuals that a person feels close to and calls ‘family’; all relationships covering the extended family in traditional terms, regardless of if there is a marriage bond or not, if the relationship is continuing or not, if the relationship is between spouses or parents-children or not, or if there is an extended family relationship or not. Violence is defined as all types of behaviors including threats, pressure and controlling, that cause physical, sexual, economic or psychological damage or suffering to a person. Therefore, as per both of the definitions above, all cases of violence that a person may be directly subject to or witness within these relationships are defined as “Domestic Violence”. 

Domestic Violence Victim: A person subject to violent behavior in their close relationships. 

Abuser: A person demonstrating violent behavior in their close relationships. 

Witness: A person who has not directly been subject to violence but witnessed it. 

Domestic Violence Measures and Support Committee: It is a committee that was created for the Prevention of Domestic Violence in Business Project, comprising of members who attended trainings on gender equality, domestic violence, definition of violence and approaches to violence. It is comprised of the representatives of the Legal, Audit, Business Unit and Corporate Communications departments under the leadership of the Group Directorate of Human Resources.

Applicant: Those who directly or indirectly suffered from domestic violence or witnessed it can apply. All employees can apply. However, those who are not members of Aydem Perakende can also apply if the party using violence is a member of Aydem Perakende.

Physical Violence: Acting against the will and approval of the other party in the relationship and doing things to damage their body parts; slapping, pushing, punching, pulling hair, tying, biting, dragging, injuring with a tool, kicking, stepping on, hurting with a cigarette, etc.

Verbal Violence: Yelling, mocking, blaming, criticizing in destructive manner, insulting, swearing, calling names, making accusations and allegations to reduce their self confidence and trust, etc.

Psychological Violence: Acting in a manner to damage the psychological state of the other party in the relationship; not talking to them, applying pressure, threatening with suicide, jealousy, restricting their behaviors and relationships, intimidating, scaring, hiding facts, keeping the children away, etc.

Economic Violence: Intervening in the other person’s economic activities, seizing their income, not assuming the expenses or responsibilities for children, not including the person in decisions that concern them as well, restrict their economic needs without any valid reason, not meeting personal or domestic needs, etc.

Sexual Violence: Forcing the other person to demonstrate sexual behaviors they do not want, touching sexual parts of the body in an unwanted manner/at unwanted times, forceful sexual intercourse, sexual harassment, using force during sexual intercourse, trivializing behaviors related to sexual orientation, forcing to have or not have children, cheating, forceful or child marriage, etc.

Digital Violence: Continuously sending messages, applying pressure to the person to send messages, call on mobile phone to check what they are doing, asking them to send location to see where they are, stalking their social media accounts, recording on hidden camera, taking pictures or videos of the person to use as a threat, etc.

Dating Violence: It is the case when a person is subject to physical, sexual or psychological violence by the person they are in a close relationship with. 

Persistent Following: It is the case when a person follows another person unlawfully and with regular/repeated behaviors, harassing them with words and behaviors or using violence against them. In case of persistent following, the abuser makes the victim feel that they are in danger so that they get scared.

Cycle of Violence: Violence happening systematically may lead to a cycle of violence and apology. This may happen when the abuser apologizes to the victim for their violent behavior, makes them feel guilty, cuts off contact, promises to change their behaviors and then repeating the same violent behavior.

Gender: Socially constructed roles, behaviors, activities and characteristics that a society thinks are appropriate for women and men.

Gender-Based Violence: It is a type of violence aimed at a gender, applied because of that gender or disproportionally.

Signs of Violence: As violence is usually experienced in private life, it may not be easy to realize from outside. However, some behaviors of the victim may be warning signs that they are suffering from violence. Common signs are given below:

Physical signs: Apparent scars on body parts such as wrists and neck; bruising; apparently pulled-out hair; overly applied makeup that looks like it is done to cover scars; unnecessary or unseasonal accessories; weakness on muscles; limping; moving slowly and restlessly to prevent potential pain.

Behavioral signs: Depression; feeling of inadequacy and low self esteem; anger; continuous sadness; restlessness, fear; guilt; aggression; anxiety; communication disorder; hopelessness; fatigue; staying for a long time at the workplace outside required business hours; increased consumption of medicine or alcohol, etc.

Job performance signs: Showing up to work late; leaving work late; taking compassionate leaves frequently; mistakes and forgetfulness; failure to focus; not answering or hesitantly answering phone calls; problems of perception; feeling scared to leave the workplace building alone or to walk to the parking lot alone; spending too much time on matters not related to work; requesting leaves for various reasons and for durations that exceed normal leave durations.

4. CODES OF PRACTICE

In case of a request for help regarding domestic violence, Aydem Perakende will provide recommendations to its employee for guidance, for support services and for benefiting from relevant non-governmental organizations.

For all help requests for domestic violence, rights of the victim employee are protected, and the process is carried out with respect to the privacy of said victim and the employees under risk; information is never shared with third parties. It is only possible upon approval from the victim to inform the Group Directorate of Human Resources and/or relevant official bodies to ensure workplace safety.

Below are the channels that employees subject to domestic violence or other people subject to domestic violence by the Company’s employees can use. These channels are available for use by all employees.

External reporting channels:

• Emergency line for fighting domestic violence: 0212 656 96 96 / 0549 656 96 96
• 183: Communication Center of the Ministry of Family, Labor and Social Services
• 155: Police
• 156: Gendarme
• Emergency: 112
• Bar: 444 26 18
• Mor Çatı (Women’s Shelter Foundation): 0212 292 52 31-32
• Federation of Women's Associations of Turkey: 0212 656 96 96 – 0549 656 96 96
• KADES App
• KAHDEM- Central Association for Legal Support for Women: kahdem@gmail.com

Internal reporting channels:

• Domestic Violence Measures and Support Committee: aileicidestek@aydemenerji.com.tr
• Aydem Perakende Ethics: etik.aydemperakende@aydemenerji.com.tr
• Aydem Equal Life: esithayat@aydemenerji.com.tr 
• Aydem Perakende - Fighting Domestic Violence Lines: 0232 990 00 00

Psychological and legal consultancy services are available 24/7 and the line is operated under confidentiality terms by an independent company.

• Workplace Physicians
• Group Directorate of Human Resources
• Human Resources Managers
• Managers and Directors

Supporting Employees Suffering from Domestic Violence

For an employee whose legal procedures have started and/or who has reported this to the company, Aydem Perakende can make the relevant assessments and provide support for the following matters:

• If requested by the victim, paid administrative leave of up to 10 days may be give to them -except for their annual leave- for the relevant medical examinations and legal proceedings, obtaining security and protection, finding a new house, receiving consultancy or health services or dealing with other relevant matters. It is possible to use this leave hourly, one day only or on multiple days up to 10 days in a calendar year. Requesting and using this additional leave will not affect the employee’s other leaves they have the right for or working conditions.
• If requested by the employee suffering from domestic violence, flexible working conditions might be offered to them.
• If the employee requests to see an expert psychologist, therapy support may be provided to them, informing them that no data will be processed by the company. For this, the employee can be directed to 24/7 psychological consultancy and guidance on the phone.
• Employee support program: With the Fighting Domestic Violence Line, the employee can get limitless legal and psychological consultancy and four face-to-face psychological consultancy services.
• If the employee subject to domestic violence requests, they can receive an advance payment/free additional payment amounting to one gross salary upper limit once in a year, due to the challenges they have faced.
• At Aydem Perakende, it is ensured that the employee subject to domestic violence keeps being involved in performance review processes and benefiting from performance-based rewarding and benefits offered to all employees. 
• To mitigate the concerns that the employee may have regarding their performance, the criteria are reassessed upon agreement with their manager, and the performance goals and criteria to be applied for this employee are determined according to their current situation. Throughout this process, Aydem Perakende exercises due care to comply with the privacy of the employee and the principle of confidentiality. 

Safety of the Employee Suffering from Domestic Violence

• If an employee suffering from domestic violence makes a request, Aydem Perakende will take the necessary actions to ensure their safety with the aim to support protection of its employees against domestic violence. 
• Regarding these actions, the decision-making body is the Fighting Domestic Violence Committee and he Group Directorate of Human Resources. 
• If they deem appropriate, in addition to the actions stated below to ensure safety of the victim, they may decide to take different actions and/or not to take actions.
• If possible, working hours and/or location of the victim may be changed
• Their work phone number and/or e-mail address may be changed, and it may be prevented to reach them though the company’s phone line
• If the victim is using a company car, the car and/or the license plate may be changed
• If requested by the victim, a place will be reserved for their personal car on the company’s parking lot
• It may be ensured that they do not work alone
• They may be escorted to their vehicles or public transportation points
• All employees who have a temporary or permanent protection order, where the workplace address is determined to be a protection area, must inform Human Resources and submit a copy of the petition and the court order. The victim must give the company the abuser’s picture or a description of their appearance, a description of their car and the license place, and all other information that the directorate may need to ensure workplace safety.
• It is ensured that sub-employers take the necessary measures as well, and that especially the sub-employer providing security receives training on violence against women and that this topic is added to the safety plan. If any, a picture and license plate number of the car of the person using violence against a woman must be given to the security team and to those deemed appropriate by the victim.
• Payment details and method for the victim’s salary and benefits may be rearranged for the benefit of the victim to prevent access by the abuser. Another account may be created, from which the victim can receive their salary.
• Phone records or electronic messages of the abuser using violence against the victim may be kept.
• Access to the victim via the company’s phone lines may be prevented.

Employees Who Use or Threaten to Use Domestic Violence

• If an employee finds out that one of their colleagues is suffering from domestic violence upon statement by that person, they will be responsible for encouraging that colleague to consult to human resources, workplace physician and the organizations offering support for this matter. 
• It is strictly prohibited to contact the relevant units on behalf of the victim. 
• The victim may request support from any of the relevant units, if they wish to.

An Employee Who Found Out That Their Colleague is a Victim of Domestic Violence

• Şirket içinde herhangi bir çalışma arkadaşının beyanı doğrultusunda aile içi şiddete maruz kaldığını öğrenmesi durumunda, iş arkadaşını şirket insan kaynakları, işyeri hekimi, bu konuyla ilgili destek veren kurumlarla görüşmeye teşvik etmekle sorumludur. 
• Şiddete maruz kalan kişi yerine ilgili birimlerle iletişime geçmek kesinlikle yasaktır. 
• Maruz kalan kendi istediği takdirde ilgili birimlerden kendisi destek talebinde bulunabilir.

Cases Where the Abuser and the Victim Work at the Same Company

• If the abuser and the victim are working at the same company, necessary arrangements will be made to ensure that the abuser is not close to the victim. In this case, Aydem Perakende may anticipate the needs of the victim and change the location of the abuser. 

Actions to be Taken to Raise Awareness Among All Company Employees Regarding Domestic Violence and to Prevent Violence:

• Aydem Equal Life - Domestic Violence Awareness Trainings
• Communication trainings designed specially for the Fighting Domestic Violence Committee
• Trainings for Human Resources, Workplace Physicians and Line Managers to ensure they can recognize warning signs of domestic violence
• Special trainings for the security personnel
• Training as art of the orientation training
• Training as part of the trainings for new managers
• Educational video series
• Seminars/Webinars domestic violence awareness
• Web-based trainings
• Awareness studies through notice boards
• Mailing Studies
• Company Newsletters
• Brochures/Posters
• Aydem Perakende mentions domestic violence in training programs related to other matters as well. For example, at Aydem Equal Life trainings that contain gender mainstreaming training sessions, it is aimed to raise awareness on violence and domestic violence. 

5.CONTROL

5.1 Effect

This procedure shall come into effect upon approval from CEO; once it has come into effect, the previous procedures, notices and instructions shall be abolished.

5.2 Revision

This procedure shall be revised annually by the Aydem Equal Life team and the Group Directorate of the Holding’s Human Resources Department.