Respecting Human Rights
SmartHR Group’s Human Rights Policy
At SmartHR and its subsidiaries (hereinafter referred to collectively as “SmartHR Group"), respecting human rights is one of the key priorities in our business activities as we strive to fulfill our corporate mission. We have established a Human Rights Policy to guide the entire SmartHR Group in upholding human rights, ensuring it is well understood and embraced throughout the organization.
1.Commitment
SmartHR Group supports the International Bill of Human Rights and the ILO Declaration on Fundamental Principles and Rights at Work, and we are committed to respecting human rights in all our business activities, in line with the UN Guiding Principles on Business and Human Rights. In situations where local laws and international human rights standards may differ, or where contradictions arise, we prioritize respecting international human rights standards.
We also strongly believe in the importance of safeguarding children's rights as they are the future of our society. We support UNICEF’s Children’s Rights and Business Principles and are committed to advancing initiatives that promote societal development through the respect for human rights.
2.Scope
This policy applies to all officers and employees of SmartHR Group, requiring that they respect human rights in line with this policy and do not allow any infringement.
3.Prohibition of Forced Labor and Child Labor
SmartHR Group strictly prohibits all forms of forced labor and child labor and is committed to eliminating any human rights violations related to labor while promoting respect for human rights.
4.Prohibition of Discrimination and Respect for Diversity
SmartHR Group prohibits discrimination and harassment based on race, nationality, beliefs, religion, origin, social status, gender, age, sexual orientation, gender identity, or disabilities.
We aim to create a society where everyone can choose how they contribute by promoting DE&I (Diversity, Equity, and Inclusion) and providing equal opportunities in hiring, work assignment, evaluation, and compensation for all.
5.Respect for Freedom of Association and Collective Bargaining
SmartHR Group respects the fundamental rights of labor, including freedom of association and collective bargaining. We will comply with local laws and regulations in the countries and regions where we operate and strive to foster healthy labor relations based on international human rights principles.
6.Fair Wages and Benefits
We provide employees with gender-equal pay structures and benefits for equivalent qualifications and job levels. Beyond merely complying with minimum wage laws, we strive to offer competitive wages and benefits that exceed local and industry standards.
7.Ensuring Employee Safety and Health
SmartHR Group aims to promote a healthy work-life balance for employees and ensure their safety and well-being. We go beyond compliance with local labor agreements and regulations, actively working to minimize overtime and reduce overall working hours to maintain our employees’ health and safety.
8.Freedom of Expression and Privacy Protection
SmartHR Group strives to respect and protect the right to freedom of expression and privacy for all stakeholders and make every effort to ensure these rights are not infringed upon.
9.Education and Awareness
SmartHR Group will regularly provide education and training to all officers and employees to ensure a clear understanding of this policy and to promote effective efforts in human rights protection.
10.Remedy Measures
SmartHR Group has established an internal and external reporting system composed of lawyers and other legal experts to promptly address any negative human rights impacts that may arise. This reporting system ensures the confidentiality of whistleblowers and prohibits any adverse treatment against them.
When negative human rights impacts are identified, we will take corrective measures and implement actions to prevent reoccurrence.
Promoting Respect for Human Rights
Addressing Harassment
At the SmartHR Group, we uphold our corporate mission alongside our service vision, "Employee First: Building workplaces rooted in trust and comfort for all". We have a zero-tolerance policy towards any form of harassment and are taking proactive steps to address it through the following initiatives.
Employee Education
We conduct regular harassment training, particularly for management, focusing on reporting and handling instances of bullying or harassment. Specifically, we offer e-learning courses developed and managed by a certified in-house legal professional (such as “Harassment Training: Remote Work Edition” and “Harassment Prevention Guideline Training”). These courses are conducted annually for all executives and employees.
Establishment of Consultation Services
As part of our commitment to preventing harassment, we have set up consultation services for all officers and employees.
Internal Whistleblowing System
Our internal whistleblowing system, which ensures confidentiality, is managed by external lawyers together with internal labor and legal personnel. In addition to offering consultation on harassment issues, it is also designed to seek solutions and work to prevent future incidents.
Addressing Customer Harassment
Under SmartHR’s service vision of "Employee First: Building workplaces rooted in trust and comfort for all", our own employees are naturally included as part of the "all" we aim to support.
The relationships involving "all" thus include both the company and its employees, as well as businesses and their customers. Mutual cooperation is essential for people in business-customer relationships to trust each other and thrive.
As part of our efforts to strengthen these relationships, we have established the "Guidelines for Addressing Customer Harassment". By implementing measures to acquire knowledge and coping strategies in line with these guidelines, and by setting up consultation services, we are striving to prevent and deter customer harassment.
Together with Our Employees
DE&I (Diversity, Equity, and Inclusion)
Our Approach to DE&I
At SmartHR Group, we consider DE&I a key priority and strategy in alignment with our corporate mission and service vision: "Employee First: Building workplaces rooted in trust and comfort for all". Respecting diversity is a fundamental element of our Human Rights Policy and we are committed to creating a workplace where all employees and the company trust each other and can work comfortably. We promote various initiatives across the company to achieve this goal.
DE&I Initiatives
Improving Accessibility
In January 2022, we established the Progressive Design Group, a dedicated team focused on improving accessibility and localization for SmartHR products. This team aims to create services that are inclusive of all differences—whether environmental, cultural, physical, or ideological—ensuring equal usability for all employees.
The group is made up of specialists with diverse expertise, including engineers with disabilities, multilingual managers, and product designers who advocate for accessibility and multilingual design. This team not only contributes to product development but also plays a critical role in raising awareness of DE&I across the company. To further promote an inclusive workplace, we also provide the necessary tools and equipment for employees with disabilities, such as braille displays, to ensure that everyone can work comfortably.
Raising Awareness of LGBTQ Issues
At SmartHR Group, we aim to cultivate an environment of respect and acceptance by ensuring that all officers and employees have accurate knowledge of LGBTQ issues. To achieve this, we regularly conduct internal training sessions led by specialists in the field.
Each year, we invite external LGBTQ experts to lead training sessions for interested employees. These sessions help participants gain a deeper understanding of what LGBTQ means, why corporate engagement is important, and what the PRIDE Index entails. Through these initiatives, we ensure that both officers and employees develop the necessary knowledge and understanding of LGBTQ topics.
Raising Awareness of DE&I
At SmartHR Group, we implement various initiatives to raise DE&I awareness among our officers and employees. In 2021 and 2022, we collaborated with external organizations to host workshops on understanding unconscious biases. These workshops enabled employees from different departments to explore biases that often go unnoticed, particularly those affecting employees with disabilities or gender minorities. Our goal is to foster a shift in organizational values and create a workplace where diverse talent can thrive.
Talent Development
Our Approach to Talent Development
At SmartHR Group, we prioritize skill and talent development to make sure our employees truly embody our values of “Be the Spark, Not the Spectator” and “Exceed What People Want”. We support proactive actions by creating an environment that fosters sustainable growth—including reskilling and relearning—so employees can independently shape their careers with an eye towards the future. Specific initiatives that contribute to employee development and self-improvement include reimbursements of book purchases for internal study sessions and covering participation fees for external training, courses, and seminars.
Together with the Community
SmartHR Group’s Social Contribution Activities
In addition to our daily business activities, SmartHR Group is committed to solving larger social issues in collaboration with stakeholders, as part of our efforts to achieve our corporate mission of “solving societal issues surrounding work and creating a society where everyone can choose how they contribute”.
Through the use of our services, technology, and employee expertise, our social contribution activities inspire every employee to take on a broader societal perspective. These activities strengthen the sense of connection with society and contribute to the realization of a society where everyone can choose how they contribute. To support this, we provide various programs and opportunities for employees to engage in social contributions.
Free Access to SmartHR for Businesses with Fewer than 30 Employees
In many small businesses (< 30 employees), owners are often required to handle HR tasks like payroll and labor procedures on their own, which can be time-consuming and costly. Recognizing these challenges, SmartHR introduced a "¥0 Plan" in 2016, providing core HR functions for companies with fewer than 30 employees at no cost, helping streamline HR and labor processes for small business owners.
Work Design Award Sponsored by "Work Experiment Lab"
The "Work Design Award" was launched in 2021 with the goal of advancing worker-friendliness in Japan. This award recognizes and promotes initiatives that update and improve working conditions across society.
In 2023, 106 applications were submitted for the two open categories—"ACTION" and "PRODUCT"—focusing on questions such as "How can we support workers with diverse characteristics and needs?" and "What kind of relationship should exist between organizations and individuals?"
The Grand Prize for the Action category went to WanPoteto for their efforts to create new work opportunities for people struggling with social withdrawal or absenteeism, while the Product award was won by VALT JAPAN for its BPO platform "NEXT HERO", which specializes in supporting those with employment difficulties. The Person award was given to comedy group BoruJuku for their innovative approach to sustainable and flexible working approaches.
The organizing team also launched a podcast series, "Wednesday Holiday," where influential individuals discuss working styles and organizational values, continuing to push the conversation forward on what it means to work well.
Work Learning Academy
The "Work Learning Academy" is a program aimed at fostering the next generation of talent by leveraging the human and intellectual assets of SmartHR Group. In collaboration with stakeholders tackling social issues or educational institutions, we provide learning opportunities for students and professionals in various fields.
In 2023, our UX and accessibility team conducted a course on Fundamentals of UX and Web Accessibility for technical college students, while our HR Research Institute hosted a "Work and Payslips" workshop at five universities, with 172 participants. To date, 357 individuals from 10 institutions have participated in our learning programs.
Additionally, the academy runs the "HR Meister Certification", a systematic training program for HR and labor professionals, providing practical knowledge on complex labor regulations and reforms.
Through this program, SmartHR not only shares its knowledge and experience with society but also emphasizes two-way communication to build learning environments that help create a society where everyone can choose how they contribute.
