Code of Conduct

Optimum Solution
Effective Date: 21 August 2026

1. Purpose

At Optimum Solution, we are committed to conducting our business with integrity, professionalism, accountability, fairness, and respect. Our Code of Conduct establishes the principles and standards that guide how we work with customers, suppliers, manufacturers, business partners, employees, government and regulatory authorities, and the wider community.

This Code applies to all directors, officers, employees, consultants, representatives, agents, and other persons acting on behalf of Optimum Solution.

2. Our Core Principles

We conduct our business according to the following principles:

• Integrity — We act honestly, ethically, and transparently.

• Professionalism — We maintain high professional standards in all our activities.

• Customer Commitment — We understand customer requirements and provide appropriate, reliable solutions.

• Technical Excellence — We promote sound scientific and engineering practices.

• Accountability — We take responsibility for our decisions, commitments, and actions.

• Respect — We treat colleagues, customers, suppliers, and partners fairly and respectfully.

• Continuous Improvement — We continuously improve our products, services, processes, and knowledge.

• Compliance — We comply with applicable laws, regulations, contractual obligations, and professional standards.

3. Compliance with Laws and Regulations

Optimum Solution conducts business in accordance with applicable laws and regulations of Bangladesh and other jurisdictions where we operate.

Employees and representatives must:

• Follow applicable legal and regulatory requirements.

• Comply with company policies and approved procedures.

• Maintain required licenses, approvals, certifications, and documentation.

• Never knowingly assist another party in violating applicable laws or regulations.

• Immediately report suspected legal or regulatory violations through appropriate internal channels.

Where contractual, manufacturer, accreditation, safety, or regulatory requirements are stricter than ordinary business practices, the applicable requirements must be respected.

4. Integrity in Business Dealings

We expect honesty and transparency in all commercial and professional activities.

Employees and representatives must not:

• Make false, misleading, or deceptive statements.

• Misrepresent product specifications, capabilities, certifications, performance, warranty, availability, delivery times, or service commitments.

• Provide inaccurate technical or commercial information.

• Manipulate documents, quotations, reports, test results, certificates, or records.

• Make unauthorized commitments on behalf of Optimum Solution.

• Engage in fraudulent or dishonest business practices.

All quotations, proposals, technical specifications, invoices, reports, and other official documents must be prepared accurately and responsibly.

5. Anti-Bribery and Anti-Corruption

Optimum Solution maintains a zero-tolerance approach to bribery and corruption.

No employee, representative, or business partner acting on behalf of Optimum Solution may directly or indirectly:

• Offer, promise, authorize, request, or accept a bribe.

• Make improper payments to influence a business or official decision.

• Offer secret commissions or unauthorized benefits.

• Create or maintain undisclosed arrangements intended to improperly influence a transaction.

• Use third parties to perform an action that would be prohibited if performed directly.

Reasonable and legitimate business hospitality may be permitted when it is lawful, modest, transparent, appropriate to the business context, and does not create an improper obligation.

Particular care must be taken when dealing with government organizations, public officials, regulated industries, tenders, procurement processes, and public-sector projects.

6. Fair Competition

We compete fairly and ethically.

We will not engage in:

• Collusion with competitors.

• Bid manipulation or improper tender arrangements.

• Price fixing or market allocation.

• Misuse of confidential competitor information.

• False or misleading statements about competitors.

• Any other conduct intended to unlawfully restrict fair competition.

Employees must obtain and use competitor information only through lawful and ethical means.

7. Conflicts of Interest

Employees and representatives must avoid situations where personal interests conflict, or appear to conflict, with the interests of Optimum Solution.

Potential conflicts may include:

• Personal financial interests in a supplier, customer, or competitor.

• Family or close personal relationships affecting procurement or employment decisions.

• Outside employment that interferes with company responsibilities.

• Receiving personal benefits from suppliers or customers.

• Using company opportunities, information, or resources for personal gain.

Actual or potential conflicts of interest must be disclosed promptly to management.

8. Gifts, Hospitality and Business Benefits

Business gifts and hospitality must always be reasonable, lawful, transparent, and appropriate.

Employees must not accept or provide gifts, hospitality, travel, entertainment, discounts, commissions, or other benefits when they could:

• Influence a business decision improperly.

• Create an obligation or expectation.

• Affect impartiality.

• Violate applicable laws or customer policies.

• Create an appearance of bribery or corruption.

Cash or cash-equivalent gifts must not be accepted or offered for the purpose of influencing business decisions.

9. Customer and Supplier Relationships

We aim to establish long-term relationships based on trust, technical competence, transparency, and mutual respect.

We will:

• Provide accurate information to customers.

• Clearly communicate commercial and technical terms.

• Protect customer and supplier information.

• Deliver products and services according to agreed requirements.

• Communicate material delays or problems promptly.

• Handle complaints professionally.

• Select suppliers and manufacturers based on appropriate commercial, technical, quality, and service considerations.

Supplier selection and procurement decisions must not be influenced by undisclosed personal interests.

10. Technical Integrity and Product Responsibility

Because Optimum Solution supplies laboratory and scientific equipment, technical integrity is fundamental to our business.

Employees and technical personnel must:

• Provide technically accurate information to the best of their knowledge.

• Never intentionally alter or falsify technical specifications or test results.

• Clearly identify assumptions, limitations, and exclusions where relevant.

• Follow manufacturer instructions and approved procedures.

• Use appropriate standards, reference materials, and calibrated instruments where required.

• Maintain proper documentation for installation, commissioning, calibration, maintenance, qualification, and validation activities.

• Escalate technical uncertainties rather than providing misleading assurances.

Where a particular requirement cannot be met, the customer should be informed clearly and professionally.

11. Quality, Calibration and Validation

We are committed to maintaining the quality and reliability of our technical services.

Where applicable, employees must follow approved procedures relating to:

• Installation and commissioning.

• Calibration.

• Preventive and corrective maintenance.

• DQ, IQ, OQ and PQ.

• Equipment qualification.

• Validation documentation.

• Service reports.

• Certificates and records.

• Laboratory and instrument safety.

Records must accurately reflect the work actually performed.

No employee may issue, modify, or approve a certificate, report, or qualification document without appropriate authority and supporting evidence.

12. Health, Safety and Environmental Responsibility

We are committed to protecting employees, customers, contractors, visitors, and the environment.

Employees must:

• Follow applicable health and safety requirements.

• Use appropriate personal protective equipment where required.

• Follow safe installation, service, handling, transportation, and testing procedures.

• Report accidents, unsafe conditions, and safety incidents.

• Handle chemicals, equipment, waste, and hazardous materials responsibly.

• Never knowingly bypass safety controls or procedures.

When working at customer facilities, employees must comply with applicable site safety requirements.

13. Respectful Workplace

Optimum Solution is committed to maintaining a professional and respectful working environment.

We do not tolerate:

• Harassment.

• Bullying.

• Threats or intimidation.

• Discrimination.

• Abusive or degrading behavior.

• Sexual harassment.

• Retaliation against a person who raises a genuine concern.

Employees are expected to communicate professionally and treat colleagues and business partners with dignity and respect.

14. Confidentiality and Protection of Information

Employees may have access to confidential information relating to customers, suppliers, manufacturers, employees, quotations, tenders, laboratory designs, technical specifications, commercial terms, pricing, business strategies, and projects.

Such information must:

• Be accessed only for legitimate business purposes.

• Be protected from unauthorized disclosure.

• Not be used for personal benefit.

• Not be shared with third parties without authorization, unless legally required.

• Be securely stored and handled according to company procedures.

Confidentiality obligations may continue after an employee or representative leaves Optimum Solution.

15. Data Privacy

Optimum Solution respects the privacy of personal and business information.

Employees must handle personal information responsibly and only for legitimate business purposes.

Information must not be collected, accessed, disclosed, or used improperly.

Employees must follow the company's Privacy Policy and applicable data-protection requirements.

16. Company Property and Resources

Company assets must be used responsibly and primarily for legitimate business purposes.

Company assets include:

• Equipment and instruments.

• Computers and electronic devices.

• Vehicles.

• Software and digital systems.

• Company funds.

• Documents and records.

• Intellectual property.

• Customer and supplier databases.

• Websites, social-media accounts, and digital platforms.

Employees must protect company assets against loss, theft, misuse, unauthorized access, and damage.

17. Intellectual Property

Optimum Solution respects intellectual-property rights belonging to customers, manufacturers, suppliers, competitors, employees, and other third parties.

Employees must not knowingly:

• Copy or distribute copyrighted material without authorization.

• Misuse trademarks or logos.

• Disclose proprietary technical information.

• Use third-party intellectual property without appropriate permission.

• Misrepresent another party's work as their own.

Company intellectual property must also be protected from unauthorized use or disclosure.

18. Accurate Records and Documentation

All business records must be accurate, complete, and maintained appropriately.

This includes:

• Quotations.

• Purchase orders.

• Invoices.

• Receipts.

• Expense records.

• Tender documents.

• Technical reports.

• Calibration certificates.

• Service reports.

• Training records.

• Customer communications.

• Financial and accounting records.

No employee may knowingly create false records, conceal material information, or destroy records improperly.

19. Responsible Marketing and Communication

All marketing and communication materials must be truthful, professional, and supportable.

We must not:

• Make false claims about products or services.

• Publish misleading technical specifications.

• Falsely claim certifications, approvals, partnerships, or authorizations.

• Misrepresent customer references or project experience.

• Make unsupported performance guarantees.

Company representatives must ensure that public communications accurately represent Optimum Solution.

20. Tender and Procurement Ethics

Employees involved in tenders, public procurement, quotations, or competitive bidding must maintain the highest level of integrity.

They must:

• Prepare accurate and complete documentation.

• Follow applicable tender requirements.

• Avoid unauthorized communication or arrangements intended to influence procurement unfairly.

• Protect confidential tender information.

• Avoid conflicts of interest.

• Never falsify certificates, experience records, manufacturer authorization, technical compliance, or financial information.

Any suspected irregularity must be reported to management.

21. Responsible Use of Technology and Artificial Intelligence

Company technology, software, online services, and artificial-intelligence tools must be used responsibly.

Employees must:

• Protect confidential and personal information.

• Follow company authorization requirements.

• Verify important AI-generated or automatically generated information before use.

• Not submit confidential customer, supplier, employee, tender, technical, or financial information to unauthorized external systems.

• Respect software licenses and intellectual-property rights.

• Maintain appropriate cybersecurity practices.

AI-generated information must not be represented as technically verified or professionally approved unless it has been reviewed by an appropriately qualified person.

22. Speaking Up and Reporting Concerns

Employees and business partners are encouraged to report genuine concerns regarding:

• Bribery or corruption.

• Fraud.

• Conflicts of interest.

• Falsification of records.

• Unsafe practices.

• Harassment or discrimination.

• Misuse of company assets.

• Confidentiality or privacy violations.

• Unethical procurement or tender practices.

• Other violations of this Code.

Reports should be made to appropriate management or through the company's designated reporting channel.

Optimum Solution will make reasonable efforts to handle reports confidentially and fairly.

23. Non-Retaliation

Optimum Solution does not tolerate retaliation against a person who, in good faith:

• Reports a concern.

• Requests guidance.

• Participates in an investigation.

• Refuses to participate in conduct that they reasonably believe is unlawful or unethical.

Knowingly making false allegations or deliberately misusing the reporting process may itself constitute misconduct.

24. Management Responsibilities

Managers and senior personnel have additional responsibilities to:

• Lead by example.

• Promote ethical behavior.

• Ensure employees understand applicable policies.

• Encourage employees to raise concerns.

• Respond appropriately to reported issues.

• Prevent retaliation.

• Maintain appropriate records.

• Take reasonable corrective action when violations occur.

25. Violations and Disciplinary Action

Violations of this Code may result in appropriate disciplinary or corrective action, depending on the nature and seriousness of the conduct.

Actions may include:

• Counseling or training.

• Formal warning.

• Suspension or other employment action.

• Termination of employment or engagement.

• Termination of a supplier or business relationship.

• Recovery of improperly obtained benefits.

• Referral to appropriate authorities where required.

Nothing in this Code limits Optimum Solution's rights or obligations under applicable law, employment agreements, contracts, or other company policies.

26. Business Partner Expectations

Optimum Solution expects its suppliers, manufacturers, consultants, agents, contractors, service providers, and other business partners to conduct themselves in accordance with principles consistent with this Code.

Where appropriate, business partners may be required to comply with additional contractual, quality, safety, anti-bribery, confidentiality, or compliance requirements.

27. Continuous Improvement

This Code of Conduct will be reviewed periodically to ensure that it remains appropriate for Optimum Solution's business, customers, employees, suppliers, regulatory environment, and professional responsibilities.

Employees are encouraged to suggest improvements to company policies and ethical practices.

28. Acknowledgement

All employees and representatives of Optimum Solution are expected to understand and follow this Code of Conduct and the other policies applicable to their responsibilities.

Compliance with this Code is a shared responsibility. When in doubt about whether an action is appropriate, employees should seek guidance before proceeding.

29. Contact

Optimum Solution
Bangladesh

Website: https://os4u.com.bd/
Email: info@os4u.com.bd

For questions regarding this Code of Conduct, employees and business partners should contact the appropriate management representative of Optimum Solution.

Optimum Solution
Integrity • Technical Excellence • Customer Commitment • Continuous Improvement