Dealer Code of Conduct

Below is a professional, enforceable Dealer Code of Conduct for Crown Organic Biofertilizers Inc. (COBI).
This is written to align with your Dealer Agreement, Territory Exclusivity Policy, and Minimum Purchase Commitment Schedule, and is suitable for legal annexing or inclusion in a distributor handbook.

🛡️ COBI DEALER CODE OF CONDUCT

Crown Organic Biofertilizers Inc. (COBI)
(Applies to All Authorized Dealers, Distributors & Extension Agents)

1. PURPOSE & SCOPE

This Code of Conduct establishes the ethical, commercial, and operational standards expected of all COBI Dealers and Distributors.
Its purpose is to:

  • Protect farmers and end-users
  • Safeguard the COBI brand and reputation
  • Ensure fair competition and sustainable market development

Compliance with this Code is mandatory and forms an integral part of the Dealer Agreement.

2. BRAND & REPUTATIONAL CONDUCT

Dealers shall:

  • Represent COBI products truthfully, accurately, and professionally
  • Use only approved marketing materials, claims, and product descriptions
  • Refrain from making false, exaggerated, or unverified claims, including:
    • Guaranteed yield increases
    • Miracle cures
    • Claims beyond approved label, TDS, or MSDS

🚫 Dealers must NOT:

  • Rebrand, relabel, dilute, adulterate, or tamper with COBI products
  • Misrepresent themselves as COBI employees or officers

3. PRODUCT HANDLING & QUALITY INTEGRITY

Dealers must:

  • Store products according to recommended storage conditions
  • Practice FIFO (First-In, First-Out) inventory management
  • Ensure products sold are:
    • Within shelf life
    • Properly sealed and labeled
    • Free from contamination

🚫 Dealers shall NOT:

  • Sell expired, damaged, or compromised products
  • Repackage products into unapproved containers

4. PRICING & MARKET DISCIPLINE

Dealers shall:

  • Adhere to COBI’s Suggested Retail Price (SRP) and pricing policies
  • Maintain fair and transparent pricing practices

🚫 Dealers shall NOT:

  • Engage in price undercutting or predatory pricing
  • Sell outside assigned territories if exclusivity is granted
  • Supply unauthorized resellers or parallel traders

5. TERRITORY & CHANNEL COMPLIANCE

Dealers must:

  • Respect assigned territorial boundaries
  • Support fellow authorized dealers and avoid internal competition

🚫 Dealers shall NOT:

  • Encroach on another dealer’s exclusive territory
  • Sell online or via social media without written approval from COBI

6. ETHICAL SALES & FARMER PROTECTION

Dealers and extension agents must:

  • Recommend products based on actual farm needs
  • Provide proper usage instructions and safety guidance
  • Encourage responsible, sustainable agricultural practices

🚫 Prohibited practices include:

  • Forced bundling without farmer consent
  • Misleading demonstrations
  • Encouraging misuse or over-application

7. DEMONSTRATIONS, PROMOTIONS & FIELD ACTIVITIES

Dealers shall:

  • Conduct demos and trials using approved protocols
  • Obtain permission for events using COBI branding
  • Accurately report demo results (no fabrication or exaggeration)

COBI reserves the right to:

  • Audit demo activities
  • Require photo, report, or data submission

8. REGULATORY & LEGAL COMPLIANCE

Dealers must comply with:

  • Philippine laws and regulations
  • Fertilizer & pesticide regulations
  • Environmental, safety, and labor laws

🚫 Dealers shall NOT:

  • Alter regulatory labels
  • Claim unregistered uses
  • Sell products in violation of government restrictions

9. CONFIDENTIALITY & INTELLECTUAL PROPERTY

Dealers shall:

  • Keep confidential all proprietary information including:
    • Pricing structures
    • Formulations
    • Training materials
    • Business strategies

🚫 Dealers shall NOT:

  • Share COBI trade secrets
  • Reverse engineer products
  • Assist competitors using COBI knowledge

10. REPORTING, RECORDS & AUDIT RIGHTS

Dealers must:

  • Maintain accurate sales and inventory records
  • Submit required reports (sales, demos, forecasts)

COBI reserves the right to:

  • Conduct audits with reasonable notice
  • Review compliance with agreements and this Code

11. CONFLICT OF INTEREST

Dealers shall disclose:

  • Ownership or affiliation with competing brands
  • Any activity that may compromise loyalty to COBI

COBI may impose:

  • Product restrictions
  • Territory adjustments
  • Termination if conflicts are material

12. VIOLATIONS & DISCIPLINARY ACTIONS

Violations may result in:

  1. Written warning
  2. Suspension of supply or incentives
  3. Loss of exclusivity
  4. Termination of Dealer Agreement

Severe violations (e.g., adulteration, fraud, brand damage) may result in immediate termination.

13. WHISTLEBLOWER & REPORTING MECHANISM

Dealers are encouraged to report:

  • Unethical conduct
  • Territory violations
  • Price dumping
  • Product tampering

Reports may be made confidentially to COBI management.

14. ACKNOWLEDGMENT & BINDING EFFECT

All Dealers and Distributors must sign an acknowledgment confirming that they:

  • Have read and understood this Code
  • Agree to comply fully
  • Accept consequences for violations

🌱 COBI CORE DEALER PRINCIPLE

“Protect the farmer. Respect the territory. Preserve the brand.”

📌 NEXT (OPTIONAL) DOCUMENTS TO COMPLETE YOUR SYSTEM

  • Dealer Acknowledgment & Signature Page
  • Dealer Compliance Checklist
  • Pricing Violation Penalty Matrix
  • Demo & Field Trial SOP
  • Social Media & Online Sales Policy

If you want, I can bundle all dealer documents into a single Dealer Handbook (PDF-ready) or adapt this Code specifically for exclusive provincial or regional distributors.