Compliance and risk · Live demo
Gifts and hospitality declarations
Answers staff questions about the gifts and hospitality policy, records declarations in the register, and sends approvals and unclear cases to the right person.
Talk to Aroha at Southerly Freight Forwarding
Southerly Freight Forwarding is made up. Aroha is a real agent, set up the way we would set one up for your team. Talk or type and ask what your staff would ask.
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The problem
Staff are offered rugby tickets, dinners and hampers by carriers and customers all year. Most aren't sure what the policy says, so declarations are late, missing or sent as a one-line email, and nobody links an offer to a tender that is still open.
How it works
- Answers questions about the policy in Teams, chat or email
- Checks the value limits and any open tender the giver is bidding in
- Records the declaration with the giver, item, value, date and reason
- Sends approvals to the line manager and anything unclear to the compliance manager
- Never decides whether something is a conflict of interest
What it connects to
- Ben (operations)Hi Aroha, Ridgeline Transport have offered me two tickets to the rugby next month. They're about NZD 180 each. Can I go?
- AgentThanks for checking, Ben. Ridgeline Transport is bidding in the Road Freight Tender 2026, which is open until 30 October, and the operations team is involved in it. The policy says staff involved in an open tender must decline any gift or hospitality from a bidder, whatever the value.
- Ben (operations)Fair enough. Do I need to record anything?
- AgentYes, declined offers are recorded too. I've logged it as GH-2026-118: two rugby tickets from Ridgeline Transport, about NZD 360 in total, declined because of the open tender.
- Ben (operations)Great, thanks.
- AgentIf you're unsure how to turn them down, Grace Liu, our compliance manager, is happy to help.
Illustrative conversation. Names, numbers and details are made up.
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