Shogram — Company Code of Practice
Version: 1.1 | Effective date: [DD/MM/YYYY] | Applies to: every company, manufacturer, brand owner and authorised user of the Shogram platform ("the Company")
Legal notice: This is a product planning document. Have a qualified lawyer review and adapt it to your jurisdiction before publishing.
1. Purpose
Shogram helps consumers confirm that a product is registered by its real owner and has not been verified before. This Code sets the rules every Company must follow when registering products, generating codes and printing labels. Accepting this Code is mandatory before any code is generated or printed.
2. Definitions
- Code / Unique Identity: the unique token (QR/barcode) generated for one product unit.
- Batch: a production lot sharing manufacture and expiry details.
- Quiet zone: the clear margin around a code that must stay empty.
- Code file: any export (CSV, PDF, image, API response) containing codes.
- Custody: responsibility for storing and handling codes safely.
3. Acceptance and versioning
3.1 The Company Owner must accept this Code at registration and each time a new version is published. 3.2 Acceptance is recorded (version, user, date/time, IP address). 3.3 Without acceptance of the current version, code generation, printing and export are blocked. 3.4 Shogram gives at least 30 days' notice of material changes.
4. Registration and honesty
4.1 Provide true, complete and current business and KYC information; update changes within 14 days. 4.2 Register only products you manufacture, own, or hold written authority to sell. 4.3 Product information (name, ingredients/specifications, origin, batch, expiry) must match the physical product and any regulatory approvals. 4.4 Do not register another party's brand, trademark or products. 4.5 Keep regulatory licences and certificates valid and uploaded.
5. Code generation rules
5.1 Generate codes only through the Shogram Code Generation Module. 5.2 Generate codes only for real production runs, in the quantity of units actually being produced, plus a documented spoilage allowance (default maximum 2%). 5.3 One code per product unit. Never reuse, duplicate, copy, clone or reprint a code on another item. 5.4 Never generate codes for products that are not being manufactured or that you are not authorised to sell. 5.5 Cases, cartons and pallets use separate parent codes; sellable units keep their own unit codes. 5.6 Each batch must have accurate batch number, manufacture date and expiry date before codes are generated.
6. Code custody and security
6.1 Store code files encrypted and restrict access to named, authorised staff. 6.2 Do not share code files by open email, messaging apps or public cloud links. 6.3 Do not sell, give away, lend or publish codes. 6.4 Use strong passwords and two-factor authentication on all Company accounts. 6.5 Report any lost, leaked or stolen code file within 24 hours so affected batches can be voided or recalled. 6.6 Remove access immediately when a staff member leaves or changes role. 6.7 Printers and packaging contractors must be bound by confidentiality and this Code; the Company stays responsible for their actions.
7. Printing and label placement
7.1 Print only through the Shogram print flow, or an approved export with the compliance checklist completed. 7.2 Every label or package must reserve a clear, flat, well-visible area for the code. Nothing may interfere with it. 7.3 Minimum standards (configurable by Shogram):
- Minimum QR size: 20 × 20 mm (larger for curved or textured surfaces).
- Quiet zone: at least 4 modules (minimum 3 mm) on every side, free of text, logos, graphics, lines, fold marks, seams, perforations or varnish.
- High contrast: dark code on a light, plain background; no gradients, patterns, transparency, rotation, stretching or mirroring.
- Print resolution suitable for the surface (recommended ≥ 300 dpi / 600 dpi for small labels). 7.4 Do not place codes across folds, seams, curved edges, caps, openings or areas that will be cut, torn or scratched during normal use. 7.5 The code must pass the in-app scan test and a physical test scan from each print run before products ship. 7.6 Apply labels to the correct batch only. Wrong-batch labelling is a violation. 7.7 Print jobs record the design version and validation result; changes after approval require re-validation.
8. Print checklist (confirmed before each print or export)
- The codes belong to the stated product and batch.
- The label design passed barcode space and contrast validation.
- No code will be printed twice or reused.
- Damaged, misprinted and unused codes will be voided in the system.
- The print site and personnel are authorised and bound by confidentiality.
- A sample from the run will be test-scanned before shipping.
9. Reconciliation and records
9.1 Keep a reconciliation record per batch: generated, printed, applied, destroyed, voided, shipped. 9.2 Void damaged, misprinted or unused codes within 48 hours. 9.3 Retain records for at least [3] years (or the period required by law) and provide them on request. 9.4 Investigate and explain any variance above 2% between generated and applied codes.
10. Consumer reports, complaints and recalls
10.1 Respond to consumer reports and tickets within [3] working days. 10.2 Cooperate fully with investigations into counterfeits and suspicious activity. 10.3 Flag recalled batches in the platform the same day a recall is decided. 10.4 Do not retaliate against consumers who report in good faith. 10.5 Use consumer data only as allowed by the Privacy Policy and applicable data-protection law.
11. Prohibited acts
- Generating codes for goods not produced or not authorised.
- Applying genuine codes to counterfeit, different, repackaged or expired goods.
- Duplicating, selling, sharing or leaking codes.
- Tampering with scan records, verdicts, reports or audit logs.
- Misleading consumers about the meaning of a verification result.
- Using the platform to harm competitors (false reports, fake complaints).
- Circumventing plan limits, security controls or validation checks.
- Allowing unauthorised third parties to print codes.
12. Audits and monitoring
12.1 Shogram may monitor code generation, print activity, scan patterns and reports for compliance. 12.2 Shogram may request records, samples, photos of printed labels and site access details, with reasonable notice. 12.3 The Company must cooperate with audits and corrective actions.
13. Enforcement
| Step | Action |
|---|---|
| 1 | Written warning and request for explanation |
| 2 | Corrective-action plan with deadline |
| 3 | Restriction of code generation, printing or exports |
| 4 | Suspension of account (printed codes continue to verify with a company-status notice) |
| 5 | Termination, with referral to relevant authorities where fraud is suspected |
Serious violations (cloning, fraud, leaked codes) may skip steps. Every action includes written reasons, an appeal window of [14] days, and an audit-log entry.
14. Liability and responsibility
14.1 The Company is solely responsible for its products, claims, label content, regulatory approvals and code custody. 14.2 Shogram is a verification tool and is not the manufacturer, seller or guarantor of any product. 14.3 The Company must indemnify Shogram as stated in the Terms of Service. (Lawyer review pending.)
15. Changes and contact
This Code may be updated; see section 3. Questions: compliance@[yourdomain].
Company acceptance record
I confirm that I am authorised to bind the Company and that the Company accepts this Code of Practice (Version 1.1).
Name: ____________ Position: ____________ Date: ____________ (captured electronically with IP and timestamp)