PLNTmatter Stakeholder Engagement and Grievance Policy

📅 Version: Draft 1.0

Effective Date: January 1st, 2025
Policy Owner: SVP Product and Strategic Growth
Review Cycle: Annual or as required

1. Purpose

This policy outlines PLNTmatter’s commitment to establishing a fair, transparent, and accountable framework for engaging stakeholders, receiving feedback, and resolving complaints and grievances. The objective is to support inclusive decision-making, responsiveness, and continuous learning across our operations.

2. Scope

This policy applies to all PLNTmatter stakeholders including, but not limited to:

• Customers and brand partners

• Farmers and supply chain collaborators

• NGO and advocacy partners

• Regulatory bodies and certifiers

• Internal team members

3. Stakeholder Engagement Procedure

3.1 Engagement Channels

Stakeholders may engage with PLNTmatter through the following channels:

• Email and contact forms hosted on the PLNTmatter website

• Official PLNTmatter social media platforms

• Direct outreach via assigned field and account representatives

• Customer Experience (CX) managed tools and interfaces

3.2 Proactive Communication

PLNTmatter proactively shares updates and seeks stakeholder input through:

• Company newsletters and partner briefings

• All Hands team presentations

• Public-facing impact updates and sustainability reports

• Structured surveys and consultative feedback sessions

3.3 Stakeholder Awareness

Stakeholders are informed of this policy during onboarding or initial engagement. The policy is made available via:

• The PLNTmatter website

• Partnership onboarding kits

• Upon request via email or direct contact

3.4 Stakeholder Dialogues and Advocacy

• PLNTmatter conducts regular engagement with local communities, supplier representatives, and civil society groups

• Stakeholders are encouraged to share input via email, surveys, meetings, or partner site visits

• Stakeholders also engage with external experts on human rights, labor conditions, and regional or global labor governance topics

• The policy encourages active advocacy toward improved labor governance, worker protections, and the promotion of living wages

4. Feedback, Complaints & Grievance Procedure

4.1 Submission

Stakeholders may submit complaints or feedback via:

• Email, helpdesk forms, or digital CX platforms

• Direct contact with PLNTmatter staff or leadership

• Anonymous submission forms (available on request)

4.2 Classification

All submissions will be categorized as follows:

• General Feedback

• Product or Operational Complaints

• Contractual or Partnership Disputes

• Ethical or Social Grievances

4.3 Acknowledgment

• Confirmation of receipt will be provided within three (3) business days.

• A reference number and anticipated resolution timeline will be shared.

4.4 Resolution Process

• The relevant department or CX team conducts an initial review.

• Weekly review occurs during company-wide All Hands meetings, where the CX team presents collected stakeholder feedback.

• A cross-functional discussion identifies root causes and outlines short- and long-term action steps.

• A responsible team member is assigned to oversee implementation.

• A formal follow-up will be delivered to the stakeholder within fifteen (15) business days or sooner.

4.5 Worker Voice and Community Participation

• PLNTmatter supports its manufacturing partners in enabling anonymous reporting by workers and local community members

• Systems must be in place to ensure protection against retaliation and promote trust in grievance handling

• This includes safeguarding spaces for individuals to raise issues regarding child labor or unsafe and unethical practices

5. Transparency & Accountability

• Key themes and action items from feedback are summarized in quarterly internal impact reports.

• High-priority grievances that result in operational or policy changes are included in the annual sustainability report.

• An anonymous reporting system ensures confidentiality and protection for whistleblowers and vulnerable stakeholders.

6. Policy Review and Continuous Improvement

• This policy will be reviewed at minimum once annually, or sooner in response to significant stakeholder developments.

• Stakeholders will be informed of material changes via direct communication and published updates.

• Feedback regarding this policy is welcomed as part of PLNTmatter’s ongoing improvement process.

Statement of Commitment

PLNTmatter is committed to applying regenerative principles across our relationships and operations. This includes how we listen, respond, and co-evolve with the diverse stakeholders who shape our ecosystem. We further commit to creating open, inclusive, and respectful pathways for stakeholder engagement and grievance resolution, recognizing that meaningful dialogue and strong governance structures are key to building trust and accountability throughout our value chain.