Sustainability Policy

At Cuba Incentives we believe that we have to cherish the world we live in.

As individuals and as a company we want to preserve the world and it’s resources so we can leave a beautiful, healthy planet for future generations to enjoy.

In Cuba sustainability is not high on the priority list, as most people are just trying to cope and do their best with the limited resources that are available. Despite this, we at Cuba Incentives aim to minimize the negative and maximize the positive social, environmental and economic impacts that travel can bring. To achieve this, we have partnered up with leading sustainable tourism initiatives and organizations in order to reach a higher level of sustainability management.

Cuba Incentives understand that sustainability is a continuous and ongoing process, in which improvement is always possible. However we are proud of our achievements to date and firmly commit to the following.

–        Equal standards for everybody

• At all the Cuba Incentives offices* we believe in fair and fulfilling work which includes, but is not limited to the following :
  • All our employees receive a fair contract, according to Dutch law.
  • All our employees have the right to paid holidays.
  • All our employees work here out of their own free will.
  • Our female employees have the right to paid maternity leave.
  • We appreciate and respect all people, no matter what their background, ethnicity, gender, age and religious believes.
  • We do not tolerate child labor.
  • All our employees receive a daily free lunch provided by the company**.
• In our main office in The Netherlands** we have a Health & Safety policy in place for all employees. This means that we aim to provide a healthy and safe workplace for our employees in order to avoid any accidents.

We are constantly working on improving our working conditions for our employees.

–        Responsible use of resources

• At all Cuba Incentives offices (where possible) we aim to reduce all waste we produce, but also the usage of energy & water.
  • Reducing paper and disposableswas one of the main aims in our offices.
    • We have almost completely eliminated paper in our office in the Netherlands and Curaçao**. We have achieved this by investing in wide screen monitors for all staff and setting up a system to easily check and review (pending) bookings, thus eliminating the need to print out requests, and store them in a file cabinet while pending. We only print the bare necessities.
  • We have reduced the amount of disposables (paper / plastic cups / plates) by replacing them with china- and glassware.
  • At all Cuba Incentives offices, wherever possible, we minimize the usage of energy. For this we use different methods and approaches
    • When leaving the office, we always shut down all appliances (where applicable).
    • Most areas in the office have censors for automatic lighting.
    • When leaving the office, all lights and sensors are switched off.
    • When buying new appliances we look for an energy efficient option rather than the cheapest.
    • Lights in the office are either already energy efficient fluorescent lamps, or will be replaced by LEDS in the near future.
    • We open windows for fresh air, rather than using air conditioning units.
  • At all Cuba Incentives offices, where possible, we aim to minimize the usage of water. Whilst we only use water for the necessities in our offices (drinking, watering plants and washing hands) we are looking into ways to reduce its use.
    • We are looking into our options to replace toilets for water efficient models.
  • At all Cuba Incentives offices, wherever possible, we minimize and recycle our waste.
    • We have separate bins for; paper waste, plastic bottles, aluminum & glass cans and one for other waste.
    • Food waste is fed to animals.
    • Rechargeable batteries are used throughout the office.
    • Printing is set on default for draft mode and an extra ink saving mode to save on ink and, wherever possible we print double sided.

–        Sustainable purchasing

• In the Cuba Incentives office in the Netherlands** we purchase with sustainability in mind.
  • Products that we buy (paper, food, beverages, cleaning supplies) comply to at least one of the following requirements;
    • Locally produced.
    • Fair-Trade.
    • Environmentally friendly.
    • Organic.
    • Eco-Labelled.
    • FSC.
  • We buy in bulk, to reduce packaging.

–        Staff travel policy

• In the Cuba Incentives office in the Netherlands** we encourage our staff to come by bike or by public transportation. We do this by raising awareness of the environmental impact that other methods of transportation have.

We are constantly looking into ways to encourage our staff to use more sustainable forms of transportation and are looking into ways of compensating our staff travelling by bike or public transportation.

The above is what we do in the offices of Cuba Incentives, but our mission does not end there. As we operate in Cuba, our mission is to make Cuba a more sustainable destinations. This commitment begins with us as a company, but extends to our suppliers.

As mentioned above, in Cuba sustainability is not on the top priority list, often more sustainable alternatives simply do not exist.

Major part of Cuba’s draw is its beautiful natural environment. Fortunately Cuba has very strict laws regarding the preservation of its natural environment. To illustrate this, 25% of its marine habitat is protected. Two of Cuba’s national parks are on the UNESCO World Heritage List, along with other important cultural sites.

In Cuba, schools are also free, and Cubans are obliged to attend school untill they are at least 16 years old. After that children can continue with their studies or enter work. This stimulates people to go to school, and study. In Cuba the literacy rate is 100%.

What Cuba lacks at the moment, is material goods. Often there is just one type of monitor to buy for the office. There is no variety, where you can make a choice based on how efficient the product is or what the power usage is. The same is true with options waste management.

However, we commit to engaging our suppliers regarding sustainability management and will endeavor to keep track of changes occurring in Cuba to assist our suppliers in their road to greater sustainability.  In the meantime, we commit to engaging our client and advising them on more sustainable options wherever possible.

–        Sustainable transport

• While in Cuba the methods of transportation are limited, we have insisted with our local suppliers that they offer public bus tickets. These busses are considered as the most sustainable way of traveling as they transport a lot of people at once. Here at Cuba Incentives we will continue to look for more sustainable forms of transport.

–        Sustainable accommodations

• We promote the use of ‘casa particulares’ or homestays. These casa particulares are already a very big part of our accommodation bookings, and we will continue to promote them.
• We also promote the use of small scale non all-inclusive hotels.  All-inclusive hotels tend to create a lot of waste, especially in the food & beverage department, while smaller B&B’s often create less waste.

 –        Sustainable excursions

• We offer and promote excursions that are organized by individuals rather than by the government companies. By doing so, locals from the area are employed. These locals know more about the destination whilst being motivated to conserve their local environments.
• We commit to protecting flora and fauna by only organizing excursions that do not cause any harm or damage to either.
• We do not offer any excursions or tours to crocodile farms or to any zoo in Cuba.
• We have successfully eliminated dolphin excursions. We do not offer dolphin encounters anymore.  All our partners have been informed about this change, and they cannot book the encounters anymore. The information about these encounters has also been removed from our information documents in Cuba.

–        Product information

• All information and prices we provide about our products to our partners are clear, complete and accurate.

 –        Marketing & advertising

• At Cuba Incentives we believe in the most sustainable form of marketing which is word of mouth. We have no active marketing campaigns nor are we planning on doing so in 2018. Should we advertise, we will keep up with all advertising standards and promise what we can deliver and no more.

The only advertising that we have is a small banner in a magazine from a local foundation for sporting people that have/had cancer, as a sign of support.

*We have offices in the Netherlands, Curaçao and Cuba.
**Other offices to follow in the near future.

Health and safety policy

As an ethical company that values its employees, Cuba Incentives acknowledges responsibility for their health and safety, including their physical and emotional wellbeing. Specifically, we commit to:

• Maintaining a safe, enjoyable and fulfilling working environment
• Ensuring that ventilation, temperature, lighting, toilet, washing and rest facilities all meet health, safety and welfare requirements
• Providing suitable washing facilities and clean drinking water
• Keeping the workplace and equipment clean and in good working order
• Ensuring that employees take appropriate rest breaks and their correct holiday entitlement
• Providing workstations that suit employees and the required work tasks
• Ensuring employees follow safe working practices
• Preventing any potential risks to health and informing employees of any hazards in the workplace
• Providing adequate first aid facilities and training
• Fitting windows, doors, and gates with safety devices if applicable
• Setting up clear emergency plans and ensuring that the right warning signs are provided and looked after
• Making sure that employees who work alone, or off-site, can do so safely and healthily
• Reporting serious accidents, injuries, diseases and dangerous occurrences

Human Resource policy

1. Employment

1.0  General Employment Policy

1.1       The company reserves the right not to employ any person under the age of 18 years. The company understands that certain restrictions apply to the employment of individuals under the age of 18 with regards the places they can work, the hours they can work and the type of work they can undertake.

1.2       The selected applicant must submit the following credentials to The company, who will check the items on the Employee File Index:

• Resume / CV of applicant
• A copy of ID
• Certificates of education (certified copies)
• Other documents required by The company for further consideration, including previous employer references as requested.

2.0  Type of Employment

2.1       Temporary or Part-time Employment

2.1.1        In case The company needs more manpower for projects, busy times, seasonal fluctuations or otherwise, it may hire employees for a specific period of time or during specific times during the day.

2.1.2        Employees hired for a specific period of time are not entitled to other benefits except those stated in the contract and according to applicable labour laws.

2.1.3        Temporary or Part-time employees will be expected to adhere to the company rules, but do not receive the same rights, payments, leaves or benefits as full time employees.

3.0  Termination of Employment Contract

3.1       Resignation by giving appropriate notice – a minimum of 30 days notice is required for full time staff (although this may be longer if outlined in the Employee’s Contract, but does not need to be more than 90 days), and resignation must be via written notice or email. Resignation by telephone or SMS will not be considered formal resignation.

3.2       Dismissal for misconduct / negligence resulting in damage to The company.

3.3       Death.

3.4       Termination as per the terms and conditions outlined in the employment contract, specific to each employee and position.

3.5       Retirement at the age of sixty five, subject to a review by at the sole discretion of The company.

3.6       Provision of false or misleading information on the employee application or in any document / form submitted by the employee to The company.

3.7       Termination due to organisation re-structure.

3.8       Long-term Imprisonment of the employee.

3.9       Any other reason as defined by law.

4.0  Severance Pay

Employees will receive severance pay in accordance with the Basic Conditions of Employment Act, 1997 as amended:

4.1  Payment of Severance Pay

Upon termination of an employee who is owed severance, the severance must be paid within 31 days of the date of termination.

5.0  Termination of Employment without Severance Pay

5.1       Resignation.

5.2       Death.

5.3       Termination as a result of internal disciplinary procedures undertaken in accordance with the Disciplinary Codes and Procedures of The company and the applicable Labour Laws.

6.0  Working Hours, Break Time, Work Schedules and Weekly Days-off

6.1       Working Hours.

6.1.1        As defined in the Contract of Employment, normaly 40 hours a week or 8 hours per day.

6.2       Break Time

Break time will be granted to an employee for half an hour per day. The arrangement of an employee’s break time can be made at The company‘s discretion and must be followed closely by employees. Should The company require an employee to work through their break time (work is urgent or work stoppage will damage The company). The employee must consent to this first.

2. Pay Administration.

1.0 Salary Increase and Promotion

1.1        Salary increases and position adjustment can be done throughout the year at the discretion of The company. Salary increase must be commensurate with performance and other facts.  Salary increase and promotion is also allowed during the year if there is a change of position to replace an employee who has left or to fill a newly created position in higher grade.

1.2        Annual increments and salary will be calculated by The company based on the employee’s contribution to The companys successes and team/personal goals – the Employee Appraisal Form will be used as the primary tool for measuring performance.

1.3        Any changes/increases are at the sole discretion of The company.

1.4        The company has no obligation to increase an employee’s salary.

1.5        Upon an increase in salary of changing of position, The company will provide written notice to the employee outlining the changes and the date from which they will become valid. For position changes, this may also require a new Employee Contract, along with roles and responsibilities.

2.0 Basic Salary and Overtime Pay

2.1        All employees are paid basic salary at the end of the month. If the payday falls on Saturday, Sunday or customary holiday, the payment will be made one day earlier.

2.2        The company will pay the amounts directly to employee’s bank accounts, unless stated otherwise in the Employee Contract.

2.3        If an employee is terminated or resigns from The company before payday, The company will pay the employee at the end of the month of termination on a pro-rata basis.

2.4        Should The company be unable to satisfy employee salary on a given month, proper notice shall be given to employees.

3.0 Additional pay

3.1        In general, there is no overtime policy for longer hours for all employees. It is understood that in high season, in isolated cases, longer working hours are necessary to complete the work at hand.

3.2        Additional payments may include overtime, expenses, commissions, petrol allowances, or otherwise. The company will pay these in accordance with the terms of each Employee Contract.

3.3        If an employee is required to work overtime, the employee will receive compensation as agreed with The company in accordance with the nature of the overtime work, the day of overtime and other factors.

3.4        Overtime regulations do not apply to management or those entrusted with management responsibility in the absence of the senior manager.

3. Employee Benefits

1.0 Leaves and Holidays

1.1        An employee is entitled to annual leave in accordance with their employee contract with a minimum of 20 days/year being granted.

1.2        Upon resignation of an employee, The company will calculate outstanding annual leave that has been earned and provide payment of this at the end of the month or within 31 days after the final day worked by the employee.

2.0 Public Holidays

2.1        An employee is entitled to all public holidays as prescribed by legislation.

2.2        Public holidays are fixed (subject to official changes by the Government).

2.3        If an employee works on a public holiday at the request of The company, overtime payment will be made in accordance with the employee contract.

3.0 Sick Leave

3.1        An employee is entitled to sick leave with full pay of up to 30 working days in a three year period.

3.2        Discipline for abusing sick leave can be administered by The company – and the day/s in question will be regarded as unpaid leave and accompanied by an official warning.

3.3        Should an employee become sick, they are expected to recover from their illness at home, rather than potentially spread the illness to other employees in the office.

3.4        The days an employee is absent from work because of a job related injury or maternity leave are not counted as sick leave.

3.5        As soon as an Employee realizes that they will require a sick day, and if they are still at home, then the Employee must contact a manager personally to update The company before 09h00.

4.0 Maternity Leave

4.1        Maternity leave is granted to female employees in accordance with the Basic Conditions of Employment Act of 1997.

5.0 Other conditions

5.1        The consent to leaves and holidays other than those mentioned before are at the discretion of The company. The request for leave must be made via the Employee Self Service system. Management’s decision to authorize or not authorize is final.

5.2        If an employee will be absent due to leave, sick leave, business leave or other leave in emergency situation they must contact their manager and arrange verbally the continuance of their work. The manager should inform effected staff of the employee’s absence.

6.0 Year end Bonus

Bonus means money or other benefits that The company pays to an employee as a reward. The company takes into account the yearly net profit together with the business situation of the year. The qualification of each employee who is entitled to a bonus will also be considered in accordance with The company’s private review system. The decision of management is final.

7.0 Injury on Duty

7.1        If an employee is injured or gets into an accident while working, an employee must:

7.1.1        Immediately notify The company and manager whether the injury, the danger or the accident is serious or not; using common sense and judgement.

7.1.2        Organise for the injured employee to receive immediate first-aid treatment at the nearest hospital or by the closest qualified individual.

7.2        Other conditions

7.2.1        An employee is not eligible for any benefits if it is found that the injury, the danger or the accident happened is caused by his/her consumption of intoxicants beyond the limit of self control, or his/her intentionally inflicting injury to him/herself, or not reasonable care to protect themselves from accident.

4. Organisational Culture & Systems

1.0 IT Systems

The company utilises an IT system that must be maintained under all circumstances and all use of the various IT systems is in accordance with The company‘s IT Policies.

2.0 Employee growth and development

The company is committed to encouraging employees to develop their skills and experiences at all times.

2.1  Appraisal

Employees will undergo an appraisal at regular intervals throughout their employment, approximately every 6 months. The goal of appraisal is to discover concerns, problems, attitudes and desires and then to act accordingly to improve work processes and employee motivation / performance. Appraisal will be conducted in a 360 degree manner, asking the employee to review themselves, their team, The company and management.

Action taken following appraisal is at the discretion of The company, but employees are expected to be completely honest with their participation.

2.2  Management guidance

Management will endeavour to involve employees in certain management tasks to further their experience and abilities – providing ‘on the job’ training where possible.

3.0 Rules and regulations

Rules and regulations within The company must be adhered to at all times. Any employee unsure of the rules and regulations must make this known prior to signing their employee contract. Infractions of rules and regulations will result in discipline being administered by Management.

Do’s & Don’ts

In order to fully respect Cuba while visiting, we have established some do’s and don’ts for our customers.

Please read these carfully, and while visiting Cuba, try to take these into consideration.

• Cuba is a developing country where resources such as electricity and water are limited.

1. Do not waste valueble resources!
2. Do turn off air-conditioners when you are not in the room.
3. Do try to use the fan more instead of the air-conditioner.
4. Do not waste water by ‘warming up’ the water prior to showering.
5. Limit the time of your shower, take two short ones daily instead of one (or two) long ones.

• Cuba has beautiful nature and beaches.

1. Do not throw any trash on the streets, beaches or in the national parcs.
2. Do take your trash with you, and throw it away in a trashbin.
3. Do respect the nature, the plants and its inhabitants (all the beautiful animals).
4. Do not take anything out of the environment where it belongs, so no coral, no plants or animals should ever be taken away from where they are supposed to be.

• Cuba has amazing architecture, people and scenery!

1. Do not just take a photograph of somebody, somebodies house or somebodies property.
2. Do always ask if you can take a picture, most Cubans don’t mind and like to have a small chat with you while you’re at it.
3. Do concider tipping somebody after taking a picture, it’s a small gesture for a (hopefully) beautiful picture that you will cherise forever.
4. Do not change the scenery in order to make your picture look better.

• Cuba is not known for it’s luxury and luxury products.

1. Do not show off with all your wealth. You might be a target for robbers.
2. Do take what you can miss from home and share it with the Cubans. Things such as cosmetics are rare and expensive in Cuba (for the locals especially), so if you can spare some cremes, perfums, deodorant please take it with you and you will make some people happy! Off course clothing and children/baby products are also more than welcome.

• Cuba is HOT!

1. Do not go to restaurants in a bikini or swimshorts (unless the restaurant is on the beach).
2. Do try to dress appropriate for the occasion and the restaurant you are visiting. Some restaurants and clubs require long pants, shirts and closed shoes for men and dresses or (long) skirts for women.

• Cuba also has a dark side..

1. Do not make use of the company of a prositute, this is illegal in Cuba.
2. Do not make use of any type of service provided by children.
3. Do report ANY sign of child labour and / or sexual exploitation to us, your travel agency and local police, this is very important in the ongoing battle against child labour and sexual exploitation.