Code of Conduct of the Oldenburg Horse Breeding Association e.V.

Version of 25 March 2024

Table of Contents

• 1. Guidelines on Integrity in Association Work
• 2. Interaction with One Another
  • 2.1 Culture of Appreciation and Respect
  • 2.2 Basis of Our Actions
• 3. Conduct in Business Dealings
  • 3.1 Conflicts of Interest
  • 3.2 Gifts and Other Benefits
  • 3.3 Invitations
  • 3.4 Representation of Interests
  • 3.5 Donations
  • 3.6 Sponsorship
  • 3.7 Handling of Public Funding
  • 3.8 Stakeholder Participation
  • 3.9 Fees / Honoraria
  • 3.10 Handling of Resources
• 4. Framework

1. Guidelines on Integrity in Association Work

These Code of Conduct guidelines apply equally to voluntary officials on the board and to employees, in particular the executive management of the integrated branch associations, the Association of Breeders of the Oldenburg Horse (Oldenburger Pferdezuchtverband) e.V., and the Oldenburg-International Show Jumping Horse Breeding Association, as well as to the Oldenburg Horse Marketing GmbH, which is organized under the umbrella association.

A large portion of the guidelines is of general applicability; however, for some items a distinction must be made between voluntary and full-time positions. Where such a distinction is necessary, it is described and explained below.

2. Interaction with One Another

2.1 Culture of Appreciation and Respect

The reputation and esteem of the Oldenburg Horse Breeding Association e.V. are substantially shaped by the behavior and appearance of its full-time and voluntary staff. Therefore, respectful, fair and task-oriented interaction internally and towards third parties is of great importance for the association’s internal culture and external reputation.

2.2 Basis of Our Actions

Employees in leadership positions bear particular responsibility. They comply with applicable law, the association’s statutes as the association’s constitution, and other relevant policies and regulations, and they observe the principle of political neutrality.

Their conduct is characterized by friendliness, dependability, performance, openness and social competence. They place trust in their employees and, as far as possible, grant them responsibility and freedom to act in their work. This does not exclude appropriate professional supervision.

Voluntary officials as well as full-time employees comply with applicable law and observe the written and unwritten rules and regulations of the association.

3. Conduct in Business Dealings

3.1 Conflicts of Interest

Voluntary officials and full-time employees make decisions for the Oldenburg Horse Breeding Association e.V. without being influenced by considerations unrelated to the task, i.e., without personal interests or advantages. Even the appearance or suspicion of undue considerations must be avoided.

This means:

• If in the context of a specific task or decision personal interests of any kind may be affected, this must be disclosed immediately and it must be clarified whether participation in the discussion and decision is permissible or whether the task should be assigned to another person.
• Personal relationships that go beyond the usual connections in equestrian sport, as well as personal interests that relate to member organizations, other sport associations, customers, suppliers, service providers or other business partners of the Oldenburg Horse Breeding Association e.V. and that may lead to a conflict of interest in individual cases, must also be disclosed.
• Voluntary officials and full-time employees shall refrain from all measures, in particular private or personal business activities, that are contrary to the interests of the Oldenburg Horse Breeding Association e.V. or that could influence decisions or their activities for the Oldenburg Horse Breeding Association e.V.

3.2 Gifts and Other Benefits

Voluntary officials and full-time employees must avoid any appearance of being receptive to personal advantages in the course of their duties for the Oldenburg Horse Breeding Association e.V. Gifts and other benefits that are connected with their role in the Association may therefore only be accepted or granted within the prescribed limits and in a transparent manner.

This means:

• Voluntary officials and full-time employees may accept gifts only within the bounds of social appropriateness.
• The value limit pursuant to § 8 para. 2 of the German Income Tax Act (EStG) for non-cash benefits may be used (reference: September 2018: €44). For multiple benefits within the same year, a cumulative limit of €528.00 applies.
• Gifts received as a representative of the association shall be handed over to the board.
• Personal gifts on an international level that would be impolite to refuse may be accepted in exceptional cases and must then be handed over.
• Discounts or other privileges are also considered benefits.
• Accepting monetary gifts or cash is strictly prohibited.
• Private purchases from members or partners must be handled privately on normal commercial terms and at market prices.
• Commission payments in connection with association activities are prohibited without explicit permission from the board.

3.10 Handling of Resources

3.10.1 Handling of Association Property and Materials

• Association-owned resources must be handled carefully and responsibly.
• Resources include material and intellectual property.
• Damage must be reported immediately.
• Resources may only be used for work-related purposes.
• Software may only be used in accordance with licensing terms.
• Internal rules on IT, vehicles and equipment must be observed.

3.10.2 Origin and Use of Financial Resources

• Indications of illegal origins of funds must be reported immediately.
• Signature authorities, four-eyes principle and procurement rules are regulated by the board.

3.10.3 Intellectual Property / Know-how / Confidentiality

• All confidential matters must be kept confidential during and after the term of office.
• Documents must be returned upon request or termination.
• Confidential documents must be secured appropriately.

4. Framework

4.1 Procedures

In cases of violations, there must be a clearly defined reporting, investigation and decision procedure.

4.2 Trusted Person (Good Governance Officer)

The association appoints a volunteer to serve as the Good Governance Officer, who must be independent and reports annually to the delegates’ assembly.

4.3 Ombudsperson

(Placeholder: If required, a procedure or contact for an external ombudsperson may be added here.)

4.4 Data Protection

• Records must contain only necessary data.
• Information is released only to authorized persons.
• No personal data is shared externally without authorization.
• Documents must be stored securely and disposed of properly.
• Supervisors or data protection officers must be involved in cases of doubt.