Article
Diversity, corruption, child labour: what to answer when "none of that happens here" (templates)
In brief
"None of that happens in our company!" — the classic reaction of a Belgian SME to the diversity, corruption and child-labour questions. Yet you must answer: EcoVadis assesses the management system, not the existence of incidents. The good news: the expected evidence is simple — a recruitment grid, a gifts register, an HR dashboard, a hiring checklist — and even "0 cases" can be reported if the channel exists and is monitored. This article gives the useful evidence per subject and five ready-to-use templates.
What do you answer on diversity and non-discrimination?
In Belgium, the legal framework targets equal treatment in access to work and working conditions; the Belgian inclusive recruitment guide covers the process from need to integration.
| Type of evidence | Simple example for a size-S company |
|---|---|
| Inclusive recruitment | Objective selection grid used on a recent hire: job-related criteria, anonymised scores, HR/manager validation |
| Internal awareness | Training material or briefing on non-discrimination / unconscious bias + attendance list + invitation email |
| Job-advert control | Pre-publication checklist: neutral language, justified requirements, no discriminatory criteria |
| Handling of reports | Anonymised register: date, channel, status, measure, closure — "0 cases" is reportable if the channel is monitored |
| Accommodations / integration | Anonymised example of a job or schedule adaptation, with the request processed and decided |
| Indicator tracking | Aggregated table: headcount by gender, contract type, full/part-time, hires, departures, promotions, training, reports |
Avoid: "we are an inclusive company" without evidence, a generic charter never deployed, unnecessary personal data.
What do you answer on corruption risk?
The anti-corruption guide of the Belgian FPS Economy invites companies to internal measures proportionate to their size, sector and areas of activity: prior checks on business partners, honest accounting procedures, control systems, and documented training.
| Type of evidence | Simple example for a size-S company |
|---|---|
| Corruption risk mapping | Table of risk situations: public tenders, gifts/invitations, intermediaries, commissions, customs, permits, foreign sales, donations |
| Gifts / invitations register | Export: date, person, third party, estimated value, decision, approver |
| Conflicts of interest | Signed forms (management, sales, procurement) + register of declared conflicts and their handling |
| Third-party checks | Due diligence checklist for agents, distributors, consultants: identity, UBO, country, role, remuneration, business justification |
| Anti-corruption training | Slides, invitation, attendance, quiz or acknowledgements |
| Simple accounting control | Anonymised example of two-level approval: sensitive payments, expense reports, commissions |
| Reporting / investigation | Anonymised register of ethics alerts: date, subject, status, corrective action, closure |
What do you answer on social and human rights reporting?
Here EcoVadis expects a reporting document: HR dashboard, social balance sheet, internal management report — attesting active KPI monitoring with units and period, not the mere availability of information. For a Belgian company, the social balance sheet is a valuable piece: part of the annual accounts, it contains headcount, staff movements and training; the abridged format for small companies already covers headcount, contracts, gender, categories, movements and training. KPIs to track: headcount and FTEs, aggregated gender split, turnover, training hours and trained employees (safety, ethics, non-discrimination, human rights, anti-corruption), accidents, social dialogue, anonymised reports, young workers, critical suppliers assessed on social risks.
What do you answer on child and forced labour?
Belgian law strictly protects minors under 15 or still in full-time compulsory education (limited exceptions); young workers enjoy specific protections. Forced labour is also addressed through human trafficking: long hours, low or no pay, economic dependence, retention of documents.
| Type of evidence | Simple example for a size-S company |
|---|---|
| Hiring control | HR checklist: identity, date of birth, signed contract, DIMONA/NSSO, student status, right to work |
| Young-workers register | Anonymised list, or documented confirmation that there are none; if minors: age, contract, hours, permitted tasks, supervision |
| Risk analysis | Pre-assignment prevention sheet: job risks, prohibited tasks, onboarding, mentoring |
| HR / manager training | Awareness of minimum age, young workers, trafficking, warning signs + attendance |
| Suppliers / subcontractors | Social questionnaire, contract clause, assessment of at-risk suppliers, checks on temp agencies |
| Alert register | Anonymised register — or "0 incidents" if the monitoring is real |
What are the five ready-to-copy templates?
The ESGIM catalogue provides five directly reusable models: (1) Action evidence factsheet — header (theme, criterion, date, owner, period), identified risk, action taken, scope, evidence attached as annexes, result KPIs, follow-up decision, validation; (2) Diversity actions register — date, process, risk, action, evidence, KPI, next action; (3) Corruption risk matrix — process, scenario, gross level, control measure, evidence, owner, frequency, last result; (4) Labour & Human Rights dashboard — 10 KPIs with definition, unit, year N-1/N, source, comment, and an internal review block; (5) Age / young workers / forced labour register — hiring controls, supplier controls, alert register.
What is the minimum file for a Belgian size-S company?
| EcoVadis subject | Main document to upload | Useful annexes |
|---|---|---|
| Diversity | Actions register + evidence of an inclusive hire or a training | Selection grid, email, attendance, material |
| Corruption | Risk mapping + gifts/conflicts-of-interest register | Signed declarations, third-party checklist, training evidence |
| Social reporting | HR dashboard over 1-2 years | Social balance sheet, training register, incident register |
| Child / forced labour | Age/young-workers control register + supplier screening | Onboarding checklist, young-worker sheets, questionnaires |
Most important: every file must show company name, date, scope, owner, action taken, proof of execution — and for reporting, unit + period + comparison over time.
Key takeaways
- "Nothing to report" is not an answer: EcoVadis scores the management system, and "0 cases" is reportable if the channel exists and is monitored.
- The expected evidence is modest: recruitment grid, gifts register, hiring checklist, HR dashboard.
- The Belgian social balance sheet is ready-made reporting evidence for the companies concerned.
- A declaration without evidence, an undeployed charter or unnecessary personal data hurt the file.
- Five templates standardise evidence production — the effort counts in hours, not weeks.