Code of Conduct and Integrity

We are MAES notaries

We are MAES Civil-Law Notaries. An independent, full-service notary office serving individuals, businesses, and (semi-)government bodies in the Rotterdam-The Hague Metropolitan Area. Specializing in family law, corporate law, and real estate, we guide our clients through the moments that truly matter in life—both professionally and personally. We offer peace of mind, reliability, and security. We provide customized solutions and, with our discount label, Basisnotarissen Rijnmond, offer very affordable, ready-made solutions. Impeccable, dedicated, and honest.

Good for each other

We want to get things right. And we want to be good to each other. For our stakeholders: our customers, our suppliers, our valued colleagues, and the community we are a part of.

Our core values and Code of Conduct and Integrity

Our core values are: independence, impartiality, impeccable, dedicated, and honest. These core values are embedded in our organization. They reflect what we stand for and strive to stand for. They reflect how we work, how we interact with our stakeholders, clients, suppliers, and each other. They reflect how we engage with society, how we strive to be meaningful, and how we take responsibility. Integrity plays a vital role in every notary's office. This is no exception for us. It is the very foundation of our professional existence. That is why we have developed this "Code of Conduct and Integrity." This allows us to align ourselves with each other and to confirm to third parties our strong commitment to integrity. We perhaps go a step further in this respect than many other notary's offices.

For whom

This Code of Conduct applies to everyone who acts on behalf of MAES Civil-Law Notaries. It is therefore the calling card of MAES Civil-Law Notaries. This Code provides a framework for your actions and supports you in choosing the right basic approach, namely, to behave with integrity. Everyone who acts on behalf of MAES Civil-Law Notaries is familiar with this Code of Conduct and acts accordingly.

Goal

By adhering to this code of conduct, we ensure that our clients, employees, suppliers, and stakeholders have confidence in us as an organization and in everyone who acts on behalf of MAES civil-law notaries. This way, we foster a corporate culture in which we all feel safe and comfortable, and within which we can serve our clients in the best possible way.

Responsibility

We recognize the responsibility we bear for our stakeholders: our customers, our suppliers, our employees, and the community we are part of. This applies to both our professional and social responsibilities. Our social responsibility focuses on four themes: governance, a sustainable living environment, social engagement, and a stimulating work environment. We hope to make an impact through these initiatives.

Respect

We treat our stakeholders with respect, regardless of their origin, ethnic background, religion, sexual orientation, gender, age, or disability. We expect others to treat us in the same way. Listen carefully to what they tell us and try to understand what they're saying between the lines. Be clear and decisive. Make it crystal clear to them when our socially accepted standards of conduct and integrity are at risk of being violated, or if they have already been violated.

Social role and task of the notary

You are familiar with the social role and duties of the notary and you act accordingly. Regarding the social role and duties of the notary:

• He is a legal specialist
• He is a public servant and entrepreneur
• He is a confidant
• He advises, edits and passes notarial deeds
• He has a ministerial duty
• He has an official secret
• He has a duty of instruction

Best practices

We understand best practices and are in constant dialogue to improve them. We expect you to stay informed about laws and regulations relevant to your role, as well as best practices . Our best practices relate to:

• The quality we deliver and want to see delivered
• The service level we aim for and the extra mile we go for our customers
• Our working method in the field of:
  • HRM
  • Finance
  • ICT
  • Knowledge
  • Facilities
  • Marketing & Communications
• Our general terms and conditions
• Customer due diligence and reporting obligation ('Wwft')
• Our rates, discount schemes and monetary transactions
• Our complaints procedure
• Our Privacy Statement (GDPR)

Goal Best Practices

The goal of our best practices is to achieve exceptionally high customer satisfaction. We measure customer satisfaction and use the data to improve the quality of our services.

Working environment

Working at MAES civil-law notaries is a healthy, safe, and pleasant work environment. We value mutual appreciation. We trust and respect each other, and are responsible for our own behavior. This means that you must not be aggressive, intimidate or bully anyone (including excluding or ignoring anyone), and treat anyone differently based on, for example, their origin, ethnic background, religion, sexual orientation, gender, age, or disability. Undesirable behavior is not tolerated. You must also not give unwanted sexual attention to anyone, and you must not make derogatory, discriminatory, or sexist remarks to each other. You must respect each other's personal space. In situations where you have doubts about your own behavior or that of someone else, you must discuss it. In this context, you also have the responsibility to respectfully communicate your boundaries in a timely manner. You must never abuse your position within the organization. A manager is expected to lead by example and ensure a safe and open work environment.

Every employee who joins us must be able to provide a Certificate of Good Conduct (VOG). In addition, a reference check—after obtaining permission—is part of our recruitment and selection procedure.

Office visitors

Persons not affiliated with MAES Civil-Law Notaries only have access to the public areas on the ground floor of our office when visiting our offices. Due to our confidentiality obligations and for privacy reasons, they do not have free access to non-public workspaces where files or other confidential documents may be visible.

Professional working attitudes

You must maintain a professional attitude towards your work for MAES civil-law notaries. We expect you to behave and dress professionally, to communicate appropriately verbally and non-verbally in both direct and indirect interactions, and to act with consideration for your own safety and that of others. Please also be mindful of this in your private life, for example, on social media.

Avoiding conflicts of interest

You keep your personal and business affairs separate. Ensure you avoid any appearance of a conflict of interest. In principle, there is no objection to doing business with a client of MAES Notarissen for private purposes. However, you must obtain permission from your employer in advance so that they can assess whether there is any objection. Only after receiving permission from your employer can you start doing business with the client. However, you may not abuse the fact that you work for MAES Notarissen by, for example, negotiating a discount or otherwise obtaining an advantage, even if this is offered to you. You must ensure that you receive an official VAT invoice from the supplier for the service provided.

Gifts

Within certain limits, you may accept a gift or invitation. Such a gift or invitation has a maximum value of €25. The basic principle is that this does not affect your independence or that of MAES civil-law notaries and that you have performed a service in return for this gift, such as giving a presentation. You may not accept a gift without receiving something in return. If you have any doubts about the appropriateness of accepting a gift or invitation, please check with your employer.

Working from home and private email account

Working from home is possible upon consultation. If you use your private computer (laptop, tablet, or phone), you will work with the hardware and software prescribed by our IT manager, but preferably on a device provided by MAES Notaries. You must never email a file to your private email account.

Properties

You must handle the property provided to MAES Notaries with care. We have a clean desk policy . We store physical files in designated fireproof filing cabinets. Never leave physical files or briefcases containing files and mobile devices unattended outside the office, especially not in the car or while traveling on public transportation. Physical files that can be deposited, or parts thereof, will be destroyed at or via the office in the appropriate manner.

Social media

When posting on social media, think carefully beforehand about what you post, what you post, why you post it, and how it might be perceived by others. Avoid attracting negative attention. Be mindful and respectful. Reputations are built on foot and lost on tweets.

Confidential advisor

Acting with integrity means not turning a blind eye to certain situations. Inform your employer if you notice anything within the organization that you believe is inconsistent with ethical conduct. Or, if you wish to report anonymously, contact our external confidential advisor: Mr. FLM van de Graaff.

Violation and sanctions

Violation of this Code of Conduct and Integrity for employees of MAES Civil-Law Notaries may result in sanctions, ranging from a meeting, suspension, to—in the most extreme cases—termination of the employment contract. MAES Civil-Law Notaries will take action against damage to the reputation or good name of MAES Civil-Law Notaries or any associated individuals, for example, through inappropriate private statements on social media.

The Hague, January 1, 2020