Procurement Supply Chain Policy

Beetroot Consulting Ltd 
Version: 1.2 
Effective Date: April 2025 
Review Date: April 2027 
Owner: Director 
Applies To: All staff, contractors, and individuals procuring or commissioning on behalf of Beetroot Consulting Ltd 

1. Policy Statement 

At Beetroot Consulting Ltd, procurement and supply chain relationships are grounded in our values of care, equity, anti-oppression, and matriarchal leadership. We do not separate our purchasing choices from our social and ethical commitments. Every supplier, sponsor, and funding partner reflects on our work, so we approach procurement as a strategic and relational responsibility. 

We are a small, remote-first organisation with a networked model of delivery. Many of our suppliers and collaborators are known experts and trusted specialists. Our procurement processes are intentionally proportionate, pragmatic, and values-driven. 

2. Purpose 

This policy provides a framework to: 

• Procure goods, services, and expertise responsibly 

• Ensure alignment with Beetroot’s Equity, Diversity, Inclusion & Belonging Policy (POL-EDIB-002) 

• Conduct supplier due diligence and risk management 

• Manage sponsor, supplier, client, and partner relationships ethically 

• Safeguard data, resources, and business continuity 

• Maintain fairness and integrity in decision-making 

3. Scope 

This policy applies to: 

• Suppliers, contractors, and service providers 

• Technology and platform licensing 

• Sponsorships and income-generating partnerships 

• Clients and delivery partners 

• Any transaction or collaboration that results in the exchange of money, services, data, or reputation 

It covers both formal procurement and informal or relational commissioning — particularly where financial risk, client exposure, or reputational considerations are present. 

4. Procurement Principles 

We procure responsibly by applying the following principles: 

• Values-aligned — suppliers and partners must not cause harm or conflict with our EDIB, access, or safeguarding standards 

• Proportionate — the size of the contract dictates the depth of process 

• Transparent — decisions must be justifiable and free from unexamined bias 

• Secure — all providers must meet minimum standards of data and information security 

• Collaborative — relationships are based on care, clarity, and mutual benefit 

• Sustainable — environmental and social impact is always considered 

5. Supplier & Partner Expectations 

Suppliers and partners are expected to: 

• Demonstrate ethical business conduct and inclusive practices 

• Align with our anti-oppression, equity, and access values 

• Deliver within agreed timelines and scopes 

• Respect data protection and client confidentiality requirements 

• Maintain appropriate insurance and certifications 

• Be open to light-touch performance reviews or relationship check-ins 

6. Sponsorship, Donations & Client Alignment 

We may decline or terminate relationships with sponsors or clients whose operations: 

• Perpetuate or profit from structural oppression 

• Compromise Beetroot’s independence, mission, or integrity 

• Present ethical, reputational, or harm-related concerns 

Funding and partnerships must pass a values-alignment review, which may include EDIB impact prompts or Director-level discussion. 

7. Security & Due Diligence 

7.1 Minimum Due Diligence (All Suppliers) 

• Identity and registration checks 

• VAT or tax confirmation (where applicable) 

• Clear scope, contract, and contact lead 

• Basic financial stability review (as feasible) 

• Record of agreed terms, deliverables, and review dates 

7.2 Enhanced Due Diligence (where applicable) 

Required for suppliers who: 

• Access client or sensitive data 

• Deliver under Beetroot’s brand or contracts 

• Integrate with our systems or platforms 

• Are high-value or long-term partners 

May include: 

• Data Processing Agreement or DPIA 

• Cyber Essentials, ISO, or other security credentials 

• References or past performance evidence 

• Evidence of EDIB, safeguarding, or ethical commitment 

8. Ethical Procurement & Supplier Preferences 

We actively prioritise suppliers and partners who: 

• Are led by or centre marginalised communities 

• Operate sustainably and ethically 

• Have accessible, inclusive, or trauma-informed delivery models 

• Contribute positively to social change 

• Offer transparent governance and fair employment practices 

This preference supports impact — but does not exclude others. 

9. Approval & Delegation