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Company Policies and Procedures

Legato Supplier Code of Conduct

Legato’s success is built on a commitment to our core values and behaviors that include being:

Our customers, stakeholders and regulators expect that we will conduct business with integrity and provide a quality product. In turn, we expect the same of our Suppliers.

Legato understands that our Suppliers are independent entities; however, the business practices of our Suppliers may impact and/or reflect upon Legato. It is for this reason that Legato expects all Suppliers, their employees, agents and subcontractors (hereinafter referred to collectively as “Supplier”) to adhere to the Legato Supplier Code of Conduct while conducting business with or on behalf of Legato. The Legato Supplier Code of Conduct establishes minimum standards for conducting business with Legato and to the extent of any conflict between this Supplier Code of Conduct and any other transactional document entered into by Legato and Supplier, the latter shall control.


Suppliers will operate their facilities and conduct employment practices in an ethical manner and meet the requirements required by law in all locations in which they operate. This includes, but is not limited to, laws and regulations relating to health and safety, labor, compensation, work hours, and the environment. Following are Legato-specific guidelines for some of these matters applicable to Supplier:

Alcohol and Drug-free Workplace

Legato is committed to providing an alcohol and drug-free workplace, which helps facilitate a safe and healthy work environment. Legato complies with the Drug-free Workplace Act of 1988. Associates, temporary employees, agents, contractors, Suppliers and visitors are prohibited from the unlawful manufacture, distribution, dispensation, possession or use of alcohol, illegal drugs, and/or drug paraphernalia on Legato owned or leased property, or while representing Legato at any time.

Health and Safety

Suppliers will provide a safe and healthy work environment in compliance with all applicable laws and regulations. Legato does not tolerate acts of violence, threats, harassment, intimidation or other disruptive behavior in our workplace or during the course of providing services to Legato, whether on Legato premises or off-site, by associates, contractors or Suppliers.


Legato prohibits Suppliers from keeping weapons on Legato property, including buildings, lockers, desks, work spaces, storage areas and company-owned vehicles. In addition, weapons may not be kept in vehicles parked in Legato parking lots or in personal vehicles being used for business. Weapons include, but are not limited to, guns, knives and ammunition.


Suppliers will not pay less than the minimum wage in accordance with local labor laws. In addition to compensation for regular hours, Supplier employees will be fairly compensated for overtime work in accordance with local labor laws. Other benefits must meet or exceed local laws and standards.

Equal Employment Opportunity

Suppliers will foster a positive work environment that promotes equal employment opportunity in accordance with all applicable Equal Employment/Anti-Harassment laws, directives and regulations of federal, State, and local governing bodies. Suppliers will prohibit discriminatory practices in the recruiting, hiring, training, promoting, and compensating of its employees on grounds of race, color, creed, religion, gender, national origin, sexual orientation, gender identity, veteran status, disability, age, marital status, or any other legally protected characteristic.

As a federal contractor Legato complies with federal EEO obligations. When Suppliers provide services or goods to Legato relating to one of its federal contracts, Suppliers agree to comply with the following as required under federal regulations:

Supplier shall abide by the requirements prohibiting discrimination against individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, and disability.

Freedom of Association and Collective Bargaining

Suppliers will recognize and respect the right of its employees to form or join trade unions of their own choosing and to bargain collectively. Where the right of freedom of association and collective bargaining is restricted under law, Suppliers will not hinder the development of parallel means for independent, free association and bargaining.

Labor Practices

Suppliers will not use forced or prison labor in the supply of materials, products, or services. Suppliers will not employ workers under age 14 or the minimum age for completing compulsory education, whichever is higher. Supplier employees will be treated with respect and dignity, therefore, no employee shall be subject to any physical, sexual, psychological, or verbal harassment or abuse.

Work Hours

Supplier employees should not work more than the maximum hours of daily labor set by local laws. These employees should receive a minimum of one day off every seven days.

Environmental Responsibility

Suppliers shall comply with all applicable environmental laws and regulations pertaining to hazardous materials, air emissions, and waste and wastewater discharges, including the manufacture, transportation, storage, disposal and release into the environment of such.


Legato has a variety of tangible and intangible assets that are of great value to its competitiveness and success as a leader in the industry. They include not only valuable proprietary and confidential information but physical assets. Protecting all of Legato’s assets is very important. Their loss, theft or misuse jeopardizes the business and operations of Legato and its stakeholders.

The safeguarding of information entrusted by Legato to Suppliers is vital to Legato’s continued success, security and integrity. All Suppliers have an obligation to practice and promote a secure work environment that protects the confidentiality, integrity, and availability of the facilities, systems, applications, and information under Legato’s control.

Physical Assets

Suppliers may only use Legato’s property and other physical assets to provide services or fulfill its other contractual obligations to Legato. Legato assets include but are not limited to, computers, email, internet/intranet, fax, phone, copiers and time. Inappropriate, inflammatory and derogatory communications are prohibited, including chain emails, jokes, sending, and receiving or viewing sexually explicit or suggestive communications. In addition, no unauthorized software is to be downloaded to Legato’s computers.

Suppliers must promptly report any activities that may compromise the security and the confidentiality of Legato’s data to the Legato contact overseeing the contract.

Electronic Assets

User IDs and passwords are for the exclusive use of the intended recipient only and should never be used or “tested” by others. Suppliers are responsible for what's done with their user ID and password. Likewise, Suppliers may only use the user ID and password assigned to them to gain access to an Legato system. Violations of this policy can result in termination of your contract with Legato.

Use of instant messaging services is permitted only when participating in authorized Legato chat sessions or other authorized use. Personal use of Legato Internet resources to utilize any instant messaging services is prohibited.

Suppliers have no expectation of privacy when using Legato information and telecommunications systems. Electronic mail content may be reviewed as part of an ethics and compliance investigation or whenever deemed necessary.


Recording, Reporting & Retaining Information

Accurate and complete records are vital to the Legato corporate decision-making process and to the collection and reporting of our financial, legal and regulatory data. All records, expense accounts, vouchers, invoices, payroll and service records, reports to government agencies, measurement and performance records, and other essential data must be prepared with care, honesty and accuracy.

Records Retention

In addition to any specific obligations regarding Legato records and files that may exist in the Supplier’s written agreement with Legato, Suppliers must create, retain and dispose of business records in full compliance with all applicable legal and regulatory requirements.

Conflicts of Interest

Suppliers must avoid the appearance of improprieties and/or conflicts of interest, as such relate to Legato. During the course of negotiating its agreement with Legato or during performance of its obligations thereunder, Supplier shall not deal directly with any Legato employee whose spouse, domestic partner or other family member or relative holds a significant financial interest in the Supplier.

Legal and Regulatory Compliance

Legato Suppliers shall conduct their business in full compliance with all applicable laws and regulations while conducting business with and/or on behalf of Legato. In addition to any specific obligations under the Supplier’s agreement with Legato, all Suppliers shall, without limitation:

Supplier Reporting

All Legato Suppliers and subcontractors are responsible for promptly reporting actual or suspected ethics or compliance issues (E&C Issues) involving Legato, Inc. or any of its subsidiary or affiliated entities or agents (Legato) to the Legato manager assigning their work or the Ethics and Compliance department. Examples of E&C Issues include violations of applicable law and/or Legato policies. The Ethics and Compliance department provides various reporting mechanisms to submit reports or to ask questions. Reports to the Ethics and Compliance department can be made using one of the following channels:

Bribery and Corruption

Legato prohibits any form of bribery or corrupt payments. When working on our behalf or on our business, Suppliers are required to comply with all applicable U.S. and local anti-bribery laws, such as the Foreign Corrupt Practices Act, the Travel Act and similar laws in foreign jurisdictions.

Suppliers must not, directly or indirectly, make or offer bribes, kickbacks, or other payments of money or anything of value to anyone, including officials, employees, or representatives of any government, company, or public or international organization, or to any other third party, for the purpose of wrongfully obtaining, retaining or directing our business. This includes giving money or anything of value to any third party where there is reason to believe it will be passed on to anyone involved in the decision making process for the purpose of influencing the decision.

If Suppliers are aware of actual or suspected bribery or corrupt payments, Suppliers must notify the Legato Ethics & Compliance department through our Ethics & Compliance HelpLine at 1-877-725-2702 (in the US) or send an email to ethicsandcompliance@legatohealthtech.com.

Assurances of Compliance

Upon reasonable request, Suppliers shall provide Legato with assurances of Supplier’s compliance with its Agreement and Legato Policies and Procedures. Reasonable assurances include, but are not limited to, Supplier’s response to annual surveys issued by Legato related to its provision of goods or services, certain contract requirements and/or the Agreement generally.

Meetings with Legato Associates

Suppliers agree that their designated sourcing associate will be given advance notice or will be present in any meetings with Legato associates involving any of the following: 1) Existing contract terms and conditions; 2) Sales presentations or proposals for new goods and/or services offered for sale; and/or 3) Any proposed changes or updates to the scope, nature, duration or price of currently contracted goods or services. If you are unfamiliar with your designated sourcing associate, notification must be made by sending an email to Purchasing.Help@legatohealthtech.com.



Legato, Inc. and its workforce have a responsibility to protect the confidentiality of the Protected Health Information (PHI) it collects uses and discloses about its members and applicants. Suppliers that provide a service to or on behalf of Legato which requires the use or disclosure of PHI shall be deemed Business Associates, in accordance with the Health Insurance Portability and Accountability Act of 1996, and shall enter into a Business Associate Agreement and Security Addendum with Legato.

Proprietary and Other Confidential Information

In addition to PHI, Suppliers may have exposure to information that is not PHI, but is confidential and/or proprietary to Legato. Legato has a variety of information assets that are of great value to our competitiveness and success as a leader in our industry. They include valuable confidential and proprietary information, material non-public information, and information relating to our members, associates and government contracts. Suppliers must protect all confidential and proprietary information gained from Legato against inappropriate access and disclosure at all times. Misappropriation of Legato confidential and proprietary information may constitute theft of Legato trade secrets and/or violation of unfair competition laws.

Supplier Facility Access Policy

Standard facility access policies and procedures have been established to provide specific guidelines for Supplier access to Legato facilities. Suppliers must adhere to Legato security requirements and all safety standards, practices, and procedures. Supplier representatives are not permitted to possess permanent Legato ID access badges for any Legato facility. Suppliers who violate these policies may be subject to disciplinary actions.

When considering facility access, the Supplier must adhere to the policy identified below:

Under normal circumstances, Suppliers may be permitted access to Legato facilities for the following reasons:

Supplier Use of Subcontracted Firms

Use of subcontracted firms by Suppliers may be permitted in order to fulfill Legato requirements. If such use is permitted by any written agreement between Legato and the Supplier, the following shall apply:

Procurement Process Technology and Electronic Signatures

Legato may require Suppliers to facilitate purchase and sale transactions under the Agreement by electronically transmitting and receiving data through an electronic procurement system (“EPS”) selected by Legato. The following are requirements of facilitating such transactions:

Supplier Reimbursable Expense Guidelines

Company recommends Suppliers establish behaviors associated with travel expenditures which are consistent with best business practices and Legato’s Supplier Reimbursable Expense Guidelines and Legato’s Travel Policy Guidelines. A copy of Legato’s Travel Policy Guidelines may be obtained by submitting an email request to TravelPoint@legatohealthtech.com with “Request for Legato Supplier Travel Guidelines” in the subject field.

1. General

2. Air Travel

3. Hotels

4. Automobile Expense

5. Miscellaneous Travel Expenses

6. Other Expenses

7. Subcontractors

If Supplier contracts with a third party (“Subcontractor”) for purposes of performing Supplier’s obligations under the Agreement, these Guidelines shall apply to travel expenses incurred by a Subcontractor and which Supplier is obligated to reimburse to the Subcontractor. Company shall not be responsible to pay Supplier any amount in excess of Supplier’s actual cost of reimbursing a Subcontractor, or the maximum amount permitted by these Guidelines, whichever is less. In no event shall Company pay Supplier any percentage, fee, administrative charge or other mark-up.

Legato Requirements for On-Site Personnel

The following background checks and on-boarding procedures are required to be performed for all Supplier personnel placed on assignment at a Legato location. Additional types of checks may be required based upon the position and/or location and are at the sole discretion of Legato.

Background Check Criteria

Below is a list of specific background check criteria that must be performed and documented prior to the start date of all Supplier personnel that will be onsite at an Legato location—no exceptions will be made.

Supplier is responsible for obtaining and maintaining documentation substantiating that all items listed have been performed. Audits may be performed by Legato to ensure compliance.

Type of Check

Links to perform checks of the OIG List of Excluded Individuals/Entities and the GSA List of Parties Excluded from Federal Programs (now known as SAM) are as follows:



*Please note that the checks performed of the OIG and GSA lists are to be performed at the time of hire AND monthly thereafter for all contractors who support Legato.

Required On-boarding Documents

On-boarding documents are required for all Supplier personnel that will be assigned onsite to an Legato location. Prior to conducting business with Legato or its affiliates, approved Suppliers are required to review and provide copies of executed on-boarding documents. These documents must be retained and be available for audit by Legato.