TripLegend Sustainability Policy

Purpose

TripLegend is committed to reducing the negative impacts of tourism and promoting sustainability in all aspects of the company's operations. The purpose of this policy is to minimize the company's environmental impact by implementing sustainable practices and procedures. As a growing startup company, we have the opportunity to shape the way we operate and make sustainability a core part of our business.

Scope

This policy applies to employees, suppliers and partners with whom we do business and is communicated to them as well as to our customers. 

Alexander Ditzel is responsible for implementing the company's sustainability policy.

Sustainability management and legal compliance

Commitment to sustainability

TripLegend's management is fully committed to the company's sustainability performance and supports the company's sustainability mission statement and policies. We operate according to our corporate values and are committed to maintaining high standards of honesty and integrity.

We will use the Travelife platform to report on our sustainability progress and to monitor and evaluate progress. We commit to communicate our sustainability performance every two years through the Travelife report (publicly) to provide transparency to our partners and customers on our progress and goals.

Sustainability management and legal compliance

To ensure continuous improvement in sustainability practices, including ongoing monitoring and evaluation of our sustainability policies, TripLegend has dedicated staff and resources to achieve our sustainability goals. The Sustainability Coordinator is Alexander Ditzel, co-founder of the company. We work to train all employees on sustainability practices and ensure they understand their role in implementing them.

TripLegend complies with all local, regional, national and international regulations regarding human resources, human rights, children's rights, land rights, environmental management, wildlife and land use. We prevent corruption and bribery in all its forms, as well as forced labor and discrimination.

Internal management: personnel policy 

Social policy and human rights

The success of the company and the cohesion of the team are paramount at TripLegend. Our employees are our greatest asset in providing our customers with unique travel experiences and always helping them with advice and support, so the human aspect is of utmost importance. To ensure fair and safe working conditions for all employees, we adhere to the following:

• TripLegend supports both career-related and job-related professional development activities. Each employee is involved in a continuous learning curve so that they can always improve their skills by making mistakes and developing new ways of working. The focus on teamwork leads to continuous mutual support, which in some cases allows employees to learn about other areas of the company. The company wants to strive for an even more sustainable way of working, and therefore the entire team is constantly trying to improve their skills in terms of tourism sustainability.

• TripLegend is committed to a zero tolerance policy towards bribery, corruption, discrimination and human rights violations, including forced labor, human trafficking and all rights of children. The company complies with human rights and ensures that equal opportunities exist. Employees are not discriminated against in any way and no one is harassed or discriminated against on the basis of their place of residence, gender, race, color, origin, age, disability, ethnicity, religion or belief, or sexual orientation. This transparent approach is intended to create a good working atmosphere.  

• TripLegend is committed to the principle of fair and equal pay for equal work and work of equal value for all employees and contractors, regardless of gender, race, national origin, marital status, age or religion.

• TripLegend is committed to fostering a safe, healthy and inclusive workplace/work culture where all employees can perform their jobs/realize their potential. 

• TripLegend also expects this commitment from all partners and suppliers.

Disciplinary proceedings

The Company's disciplinary procedures apply to all TripLegend employees. 

• Employees are expected to adhere to certain rules for dealing with each other and working together: 

• Everyone is treated with respect, as is everyone's time and work environment, and no one is offended. Personal feelings are left aside as there are no power plays.

• All employees strive to act empathically, meaning they listen to each other without judgment and try to understand what the other person is trying to communicate. 

• Any contributions to the discussion or feedback should be constructive and (whenever possible) linked to a concrete proposal, and should never be used to accuse anyone.

• Everyone works transparently so that the whole team stays up to date and knows what the others are working on, because that creates synergies.  

• Everyone appears prepared for meetings, and documents intended for third parties in particular must meet the highest standards. Full attention and concentration is expected during the meeting. 

• Punctuality is expected of everyone (for meetings as well as for working hours and appointments), and if someone cannot show up on time, the others are informed in good time. 

• Employees are expected to use their full working capacity productively during their working hours and to perform the tasks assigned to them conscientiously.

• Disagreements shall be resolved by discussion. Otherwise, voting shall occur. Employees shall always proactively and immediately state that they disagree and explain the reasons for the disagreement and why the decision is not optimal for the success of the company. Another proposal must be made and an explanation given as to why it is better for the success of the company.

• Important decisions are documented so that the decision-making process can be traced in the future and discussions can be avoided. 

• TripLegend offers every employee the opportunity to contribute their opinions, important work issues, feedback and opportunities for improvement without coercion. This can be done in regular meetings or directly with management or supervisors, as appropriate. In the event of complaints or problems, employees should first approach their supervisor in a 1:1 discussion. If there is a conflict with or complaint against the supervisor, the employee is encouraged to bring in a third, independent person (so since TripLegend is still a small startup, this would be another employee, for example) to mediate. When making decisions or solving problems, the different perspectives/views are considered and discussed.

Internal management: Environment

Environmental management in office operations

• We strive to minimize the environmental impact and direct footprint of our operations and actively follow the 5R principles (waste, reduce, reuse, recycle). We have taken the following measures:

• Compliance with all local and national regulations on environmental law

• Measuring, monitoring and evaluating the consumption of all purchased goods and products, especially in terms of carbon emissions.

• Procurement of office supplies: Wherever possible, we prefer to purchase organic and sustainable products and avoid disposable products. To ensure that products are organic and sustainable, we try to buy them locally and seasonally and look for labels that identify fair trade or sustainability-certified products. We also try to buy in bulk and with little packaging when possible.

• Since we are a 100% digital travel company, we usually don't need to print anything (e.g. for our customers). If it is absolutely necessary to print something, we always print double-sided in grayscale. Our paper is sustainably certified, preferring the highest percentage of post-consumer materials.

• Energy conservation measures are implemented in all common areas wherever possible.

• All appliances are energy efficient and are in sleep mode or turned off when not in use. Water conservation measures are in place in all common areas and restrooms. All employees are expected not to wash their dishes under running water; a sign in the kitchen area reminds them to do so. 

• Waste is divided into the following categories: Plastic, Organic Waste, Paper Products, Glass, Hazardous Waste and will be properly disposed of by the Municipality.

• Noise, light and air pollution are reduced to a minimum.

Carbon dioxide management for office operations

• TripLegend is committed to reducing our environmental footprint and seeks to reduce the number of trips we take as much as possible:

• All business meetings are held online, so we only have FAM trips. If there are offline meetings for special occasions like a Christmas party, all employees are asked to travel to Berlin by public transport. If travel to and from FAM trips is not covered by the organizer, but employees organize this themselves, they are asked to choose the most sustainable option.

• Monitor and measure carbon footprint (including all travel, FAM trips, and office) with the goal of reducing as much as possible and offsetting the remaining.

• Provide all employees with the opportunity to work remotely and make it easier for employees to reduce their environmental footprint by using environmentally friendly transportation (e.g., public transportation) when they come to the office.

• We are committed to offsetting our remaining direct and indirect emissions from travel and office operations through Climate Partners.

• Establish procedures that provide incentives, such as discounted/free public transportation tickets and the ability to bike to the office - there is also a shower in the office for all employees to use.

• Installation of energy efficient equipment and appliances to the extent possible, as we have leased the office and cannot make any changes.

Land Use

• TripLegend's office is located in an urban area and adheres to all local land use laws, respects local cultural and natural resources in our operations, and favors sustainable architecture and design.

Internal management: health and safety policy 

Employees

The company always strives to ensure a safe and healthy workplace for all employees and to create a pleasant and sensitive working environment that promotes well-being. In this context, TripLegend takes responsibility for health and safety procedures in order to: 

• Prevent accidents and work-related illnesses

• Managing health and safety risks in our workplace

• Maintaining safe and healthy working conditions

• Application of emergency procedures, including evacuation in the event of a fire or other significant incident. 

• Ensure that working conditions for all employees meet a fair and humane standard, including: 

• Shock ventilation several times a day

• Minimum prescribed temperature in the office

• Sufficient lighting at all workplaces through bright ceiling lamps

• Cleanliness by cleaning the office at least once a week

• the right to a lunch break and the opportunity to take a short walk in the fresh air if necessary

All employees are also required to comply with the company's health and safety policy and to take reasonable care of their own health and safety. Any health and safety concerns must be reported to the appropriate persons, in this case the company founders Alexander Ditzel ([email protected]) and Brian Ruhe ([email protected]).

Procedure for emergencies

During a trip, various risks can always arise. To avoid confusion about what to do in different emergency situations, TripLegend has developed a clear procedure for each significant risk: 

• War

• Health-related incidents (pandemics or epidemics)  

• Natural disasters (earthquakes, volcanic eruptions, tsunamis and floods, hurricanes or other extreme weather catastrophes)

• Medical emergency

When the company is directly affected by a crisis or emergency, some initial actions must be taken to protect those directly affected (team, customers, suppliers, industry partners). That is why we have developed the following plan:

• All team members, customers in the country, suppliers and partners of the domestic industry have been considered and are out of danger of life as well as mentally healthy.  

• All team members, customers in the country or customers that will arrive in the country, suppliers and national and international industry partners are informed about the situation. 

• Communication will be made with domestic industry partners, and in-country customers will be informed of the appropriate strategies for repatriation or salvage.

• Outward-facing communications will be changed immediately to provide updates via social media and/or the website. 

• Communication within the team should be honest, informative and encouraging, while communication with suppliers should be helpful and supportive. 

Responding to an emergency encompasses most of the risk management process, and there are several important issues to consider: 

• Downtime that has occurred due to an emergency should be used effectively. This helps minimize stress or too much focus on the current crisis. The time can be used for work that could not be completed due to lack of time.

• Keep customers, suppliers, and partners informed of progress through communication channels. 

• Adapt to the current situation and be flexible. New opportunities may arise during the crisis.

• It is important to constantly review the company's finances.

• Company founders must be decisive, rational, informative and clear to properly lead the team and be open to innovation and new ideas. 

When it comes to recovery, flexibility is very important, as the company or markets may have changed during the crisis. 

During a crisis, the plan should be constantly refined and updated to fit the current situation.

In the case of medical emergencies, some special guidelines must be observed. Therefore, a distinction must be made between a medical emergency at the workplace (concerns employees) and an emergency during a trip (concerns customers). 

• Medical emergency in the workplace: 

• Keep calm. 

• Give an overview of the situation (what happened, how many people are involved, and what is the number of injured).

• Place an emergency call. 

• If possible/necessary, take the necessary immediate measures to prevent secondary hazards.

• Provide first aid.

• Get everyone out of the danger zone and sound the alarm.

• Do not leave the scene of an accident.

• Emergency during a trip: 

• The guide must provide an overview of the situation (what happened, how many people are involved, and a rough estimate of injuries)

• The guide places an emergency call. 

• The guide is able to take the necessary immediate measures, if possible/necessary, to avoid secondary hazards and to provide first aid.

• The guide will ensure that all passengers are outside the danger zone and do not leave the scene of the accident.

General supplier policy

• TripLegend is committed to sourcing its services responsibly and avoiding harmful impacts on society, culture and nature as much as possible. We expect the same commitment from our suppliers and partners.

• TripLegend prefers to work with destination partners or DMCs that share the company's commitment to sustainability. This means that we prefer partners that have a written sustainability statement as an integral part of their business policy and/or have a clear sustainability policy.

• TripLegend prefers to work with destination suppliers that are locally owned or managed, use local and seasonal products and services, and benefit the local community by being locally and fairly employed and providing fair working conditions.

• Where possible, TripLegend selects partner companies that meet tourism-related, internationally recognized (GSTC accredited) certifications or other sustainability certifications such as B Corp or ISO.

• TripLegend expects its suppliers to adhere to some (ethical) principles, which include the following responsible business practices:

• Compliance with all local, regional, national and international regulations

• Respect for all human rights, including the rights of workers, children and women

• Commitment to fair working conditions by paying at least living wages to all employees 

• Compliance with anti-corruption, anti-bribery, anti-extortion and anti-discrimination policies

• Protection of children from (sexual) exploitation by tourism

• Protection of the environment and natural resources (e.g. by supporting social projects)

• Acting in the best interest of local communities

• Safeguarding the interests of TripLegend

• TripLegend has a zero tolerance policy and immediately terminates all relationships with suppliers who violate our principles, especially through bribery, corruption, discrimination and violation of human rights.

• TripLegend maintains open communication with its suppliers and partners and encourages its stakeholders at all times and on any topic, especially sustainability.

Inbound Partner Agencies

• TripLegend only works with partner agencies that adhere to the company's policies, which are part of the provider agreement.

• TripLegend expects partner agencies to act in the best interest of the surrounding communities and environment, as well as our guests, when developing and delivering our travel services.

• TripLegend works to empower partner agencies to learn and manage sustainability through free access to Travelife's online learning and reporting platform.

Transport

• TripLegend only works with transportation providers that adhere to the company's policies.

• When selecting transportation for guests and business travelers, TripLegend is committed to choosing the most environmentally friendly options for travel to, from and within the destination - taking into account distance, price, route and comfort.

• TripLegend strives to provide its customers with the highest possible level of safety in all means of transportation at the destination. The DMC is responsible for ensuring that the choice of means of transport complies at least with national regulations. TripLegend may terminate the cooperation if the DMC does not comply with the above principles. 

• TripLegend has established clear policies for reducing greenhouse gas emissions from transportation and selecting the most environmentally friendly modes of transportation, including the following measures:

• Giving preference to land transport over air transport for short distances, if this is possible in terms of time and price

• Avoidance of in-destination flights to the greatest possible extent

• Offer rail-and-fly transportation to and from the airport

• Use of vehicles appropriate to the size of the group and purchase of the most efficient vehicles available

• TripLegend strives - and has a system in place - to measure and offset the unavoidable GHG emissions generated by transportation. The compensation costs are included in the package price for each customer by default.

Accommodation

• TripLegend only works with accommodations that adhere to the company's policies.

• When selecting accommodations, TripLegend considers an accommodation's sustainability practices and favors those with a high commitment to sustainability and awareness of their environmental footprint.

• TripLegend prefers to select accommodations that respect and protect land use and respectfully highlight elements of local architecture, customs and traditions

• TripLegend selects only small and family-run accommodations to ensure that locals benefit from

Activities and excursions

• TripLegend only works with excursion providers who adhere to the company's policies.

• All excursions and activities conducted by or on behalf of TripLegend respect local customs, traditions, cultural integrity and natural resources.

• TripLegend is committed to not offering trips that harm people, wildlife, the environment, or natural resources such as water and energy. Therefore, a lot of emphasis is placed on research when developing a trip.

• All wildlife activities respect the animals in their natural habitat. Therefore, TripLegend only offers activities such as observing or photographing wildlife in their natural habitat and does not offer activities such as elephant rides or photos with baby tigers. 

• TripLegend prefers excursions and activities that are sustainable so that they benefit local communities, respect animal welfare and support environmental protection.

• TripLegend works on guidelines for culturally and environmentally sensitive excursions offered by the company. These are communicated to our guests and disseminated and implemented by the suppliers and tour guides. 

• TripLegend offers destination and attraction providers the opportunity to learn and manage in the area of sustainability. This includes free access to Travelife's online learning and reporting platform.

Tour guide, local representative and guides

• TripLegend is committed to hiring qualified local guides, porters, drivers or other local staff, paying them living wages and ensuring safe and fair working conditions. We expect the same from our suppliers who hire local staff on behalf of TripLegend.

• TripLegend recognizes that tour guides are the intermediaries between guests and the socio-cultural and environmental context of the destination and teach them how to behave accordingly. Therefore, we ensure that all tour guides hired by or leading tours on behalf of TripLegend are qualified and knowledgeable about the destination's sustainability issues.

• TripLegend is working to provide specific training to our partners and tour guides on the critical issue of child sexual exploitation in tourism to raise awareness of this issue. This topic will also be addressed during the sustainability meetings we offer every three months.

• TripLegend offers travel managers continuing education opportunities on sustainability topics, including free access to the Travelife online learning platform.

Destinations

Sustainable destinations

• TripLegend prefers to work in destinations that are committed to sustainability as an integral part of community and destination development.

• TripLegend aims to send visitors to secondary or lesser known tourist areas to avoid overtourism.

• TripLegend does not support destinations that have questionable human rights records.

Contribution to local communities / local economic network

• TripLegend is committed to making a positive contribution to the destinations in which we operate:

• Local and responsible sourcing and support of local and traditional arts and culture

• Encouraging guests to shop responsibly and educating them about illegal/prohibited/forbidden souvenirs (which is why we are currently working on a guide for our guests and partners)

• Collaborate with other local tourism stakeholders [including other tourism businesses, community groups] with the goal of further sustainable tourism development of the destination.

• Respect and advocate for all human rights (i.e. children's rights, women's rights, labor rights, etc.) as well as land rights

Environmental awareness in tourist destinations

• TripLegend is committed to protecting the environment at the destinations where we operate:

• Educating guests on the principles of responsible travel and responsible visitor behavior.

• Preserve intact natural resources

Customer communication and protection

Data protection

• Protecting our customers is a priority for us. Therefore, we maintain a clear data protection policy [https://triplegend.slite.page/p/Jc9MoqU6NpSGhT/Datenschutzerklaerung-and-Datenschutzhinweis] to ensure

• Compliance with legislation in all areas

• Customers and their data are protected

• Customers know how their information is used

Marketing and communication

• TripLegend strives to be truthful in all situations and at all times. We offer products and services that do what we claim in our communications.

• We mainly use Instagram and email as marketing tools.

• We deliver on our explicit and implicit commitments and promises.

• We are against greenwashing and stand behind our sustainability statements 100 %.

• We strive to make our marketing inclusive and representative, always taking into account cultural, religious and ethnic sensitivities.

Sustainability communication

• Customers are informed about the social and environmental impacts of their trip and educated about what sustainable choices they can make, including transparent communication about them:

• Certified or local and family-run lodging establishments.

• Compensation of the CO2 emissions of their travels

• Support environmental projects by planting one tree per traveler

• Activities and excursions that benefit local communities and environmental protection

• responsible shopping and illegal souvenirs

Customer Experience

• The company strives to ensure that all customer experiences are positive and follows strict principles to ensure customer satisfaction. These principles include (but are not limited to) specific topics:

• Health and safety

• Procedure for emergencies

• Data protection

• Group numbers

• Greenhouse gas emissions and offsets

• Transport

• Shopping

• Sexual exploitation

• Children in tourism

• Dissatisfaction and complaints

• TripLegend maintains open communication with its customers and encourages feedback at any time and on any topic, especially sustainability. Feedback is mainly collected through post-trip feedback forms.

Contact / Responsible person

All employees are responsible for adopting and following this policy and for promoting and implementing this sustainability policy in their teams.
The implementation of this policy is led by Sustainability Coordinator Alexander Ditzel, who works under [email protected] can be reached.

Effective date

This policy is effective as of January 2023.

Change history 

This policy was first created in January 2023. 

This policy will be revised by January 2024.