Retaining and managing business records
Managing our business records and maintaining accurate data helps us make sound business decisions, comply with laws and regulations, and maintain the trust of our stakeholders.
We care about our company
We care about our company because we are proud of Zurich’s heritage and brand, and understand that protecting our reputation and our assets is critical for our long-term success.
We accurately and completely record all relevant business transactions and deal with financial data accurately, promptly and with due care while following Zurich’s accounting principles.
Business records and data, including paper-based, electronic files, and emails, should be kept as long as required by law, regulation or policy. If a Legal Hold is in place, the disposal of all or certain categories of documents has been suspended. We pay careful attention to the details of any such Legal Hold and comply with its obligations strictly. We seek guidance if we have questions regarding how it applies to us.
We understand that we should report any order or instruction to destroy or delete records and data to our manager or consult with Legal or Compliance if the retention period for the document has not yet expired.
Business records and data must be available and accessible to authorized persons within the appropriate timeframe, and we must never alter or falsify information on any record. Fraudulent alteration, correction or falsification can never be justified by any business goal.
What does it mean for me?
How do I know which documents are considered to be ‘records’? – Check with Information Governance, Legal or Compliance in your business unit to understand what defines a “business record” in your jurisdiction, as not all documents are deemed “business records”.
How do I know how long I should keep business records?– Each business unit or function has a local Records Retention Inventory and Schedule which sets forth applicable retention periods for business records. If you do not know how to locate your local Records Retention Inventory and Schedule, check with the Information Owner before taking any action.
Disclosing conflicts of interest and external engagements
Zurich’s reputation depends on our actions and integrity. It is important that our decisions are based on the interests of our company and shareholders, and not based on self-interest.
Every day we make business decisions and occasionally we may be presented with a conflict of interest between Zurich’s interest and our own personal interests.
We maintain our objectivity and do not compromise our judgment by personal interest.
We disclose any actual, potential or perceived conflict of interest to our manager via the formal disclosure process and we properly manage or eliminate the conflict.
Carrying out a role in any company or organization that is not a Zurich subsidiary requires us to employ particular care, and where there is an actual, potential or perceived conflict of interest, the role must be disclosed and prior approval obtained from our manager before accepting such a position.
What does it mean for me?
My wife is the CEO of a local software company that is bidding for a contract with Zurich. Do I need to disclose this connection? – Yes. This could create a conflict of interest and should be disclosed to your line manager who will determine how the conflict should be managed.
I have been asked to serve on the board of directors of a non-Zurich corporation that supplies services to Zurich. Do I need to disclose this to Zurich? – Yes, this is an external engagement and approval is required from your line manager.
Protecting our assets and preventing fraud and crime
The misuse of Zurich’s property or the property entrusted to us would negatively impact our reputation and our interests.
Protecting our assets and preventing fraud and crime are key to building and maintaining the trust of our stakeholders. We must all take precautions to safeguard and protect Zurich property.
We comply with information security standards and employ best practices to protect Zurich’s data and information assets from loss, theft or misuse.
We use Zurich property and resources for business purposes and not for personal or professional gain or for inappropriate or unlawful purposes. We avoid unauthorized or improper use or disclosure of the Zurich name, logo, service mark, trademark, trade secret, confidential document, patent or copyright.
We also never misuse our position, including for fraudulent or illegal purposes.
We understand that it is prohibited to misappropriate or illegally conceal, divert or obtain money, assets, data, information or services, as well as to misrepresent or falsify information.
What does it mean for me?
While away on leave, may I lend my access badge to a Zurich colleague from another office so he can access the building if required? – No. You should never give your access badge to anyone else, as this compromises our access control systems, which are designed to prevent unauthorized entry and help to protect the safety and security of our people and assets.
Use of electronic devices provided by Zurich for private purposes is allowed only to a limited degree, as outlined in the Regulation on the use of electronic information / communications systems.
Communicating with external parties
Forthright and accurate communication with our stakeholders helps us to successfully manage both our reputation and brand.
We direct requests for information from outside Zurich to the appropriate function according to local guidelines. Special rules apply to responding to inquiries from certain external parties.
We refer all requests for information from the media, including via social media channels, to the respective local Media Relations office, local spokesperson or the Media Relations department.
Queries from investors, analysts or shareholders should be directed to the Investor Relations & Rating Agency Management department. Inquiries from regulators, supervisors, public officials or policy makers should be forwarded to the local Legal, Compliance, or Government Affairs team, or to Group Public Affairs or Group Regulatory Affairs, as appropriate.
Posting information on social media is considered to be communicating with external parties, hence the same rules apply.
We are encouraged to like and share Zurich posts and publications on social media. When commenting on Zurich posts and publications, we remember to speak with our own voice and comply with the terms of the Social Media Guidelines.
If our affiliation with Zurich is apparent on any social media, we become an unofficial spokesperson and everything we post may be associated with or have an impact on our business and Zurich’s reputation. Whenever we post about topics that may be considered controversial where our affiliation with Zurich is apparent, including politics, religion, or gender, we make it clear at the beginning of our post that what we say is our personal opinion and we are not speaking on behalf of Zurich.
What does it mean for me?
I have been contacted by a journalist who would like to learn more about a project I am working on. I believe an article on this would help our reputation. Can I share information about the project with him? – No. Refer all requests for information from the media to your local Media spokesperson or Media Relations department. You must not speak on behalf of Zurich unless you are an approved spokesperson.
If you have any questions about your use of social media in a professional or personal capacity contact media@zurich.com or read the Social Media Guidelines.
