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A Compliance Procedure outlines the specific steps and rules an organization follows to meet its legal and regulatory obligations under Dutch law. It's essentially a roadmap that helps companies stay within bounds of regulations like the Dutch Corporate Governance Code, financial services laws (Wft), and EU directives.

These procedures protect organizations by clearly documenting how staff should handle key compliance tasks, from data privacy requirements to financial reporting deadlines. For Dutch businesses, having solid compliance procedures helps prevent fines, maintains their reputation, and ensures they can quickly show regulators they're following the rules. They're especially important in regulated sectors like banking, healthcare, and energy.

Use a Compliance Procedure when your Dutch organization faces new regulatory requirements or needs to standardize how it handles legal obligations. This is particularly crucial when entering regulated sectors, launching new products, or responding to changes in Dutch or EU law - like updated financial regulations or data protection rules.

The right time to implement Compliance Procedures is during organizational changes, after regulatory inspections highlight gaps, or when scaling operations across different regions. For example, Dutch financial institutions need these procedures when offering new investment products, while healthcare providers need them when handling patient data under AVG/GDPR requirements. Having procedures ready before regulators ask for them prevents scrambling under pressure.

• Basic Compliance Procedures outline fundamental regulatory requirements and daily operational rules
• Risk-Based Procedures focus on specific risk areas like financial compliance or data protection under Dutch law
• Industry-Specific Procedures target requirements for sectors like banking (DNB regulations) or healthcare (IGJ guidelines)
• Department-Level Procedures detail compliance steps for specific business units or functions
• Crisis Management Procedures handle regulatory breaches and incident reporting to Dutch authorities

• Compliance Officers: Lead the creation and maintenance of Compliance Procedures, ensuring they align with Dutch regulatory requirements
• Legal Department: Reviews and validates procedures for legal accuracy and enforceability under Dutch law
• Senior Management: Approves and oversees implementation, holding ultimate responsibility for regulatory compliance
• Department Heads: Adapt and implement procedures within their teams, ensuring day-to-day compliance
• External Regulators: Review procedures during audits, including AFM, DNB, or sector-specific authorities
• Employees: Follow procedures in their daily work, reporting issues through designated channels

• Regulatory Review: Identify all Dutch and EU regulations affecting your organization's activities
• Risk Assessment: Map out key compliance risks and control points specific to your industry
• Process Mapping: Document current workflows and identify where compliance checks need integration
• Stakeholder Input: Gather feedback from department heads about practical implementation challenges
• Technology Check: Evaluate your systems' capability to track and report compliance activities
• Documentation Plan: Our platform helps generate legally sound procedures, ensuring all mandatory elements align with Dutch law
• Training Needs: Plan how to communicate and train staff on new procedures

• Purpose Statement: Clear objectives and scope of the compliance program under Dutch law
• Legal Framework: References to relevant Dutch and EU regulations being addressed
• Roles and Responsibilities: Detailed breakdown of compliance duties for each position
• Reporting Procedures: Steps for documenting and escalating compliance issues
• Risk Controls: Specific measures to prevent and detect violations
• Documentation Requirements: Record-keeping obligations and retention periods
• Review Process: Schedule for updating procedures to reflect regulatory changes
• Enforcement Measures: Consequences for non-compliance and remediation steps

A Compliance Procedure differs significantly from a Compliance Policy in both scope and application. While they work together, each serves a distinct purpose in your organization's regulatory framework.

• Level of Detail: Compliance Procedures provide step-by-step instructions for specific tasks, while Policies outline broader principles and organizational commitments
• Implementation Focus: Procedures explain 'how' to achieve compliance through detailed workflows, whereas Policies define 'what' the organization stands for and expects
• Update Frequency: Procedures often need regular updates to reflect operational changes, while Policies remain more stable over time
• Target Audience: Procedures guide daily operations for specific teams or roles, while Policies apply organization-wide
• Legal Standing: Under Dutch law, Procedures serve as evidence of compliance efforts, while Policies establish governance framework