Environmental Policy and Environmental Impact Guidelines

The technology we install, operate and sell consumes energy, is manufactured from scarce materials and, at the end of its useful life, becomes waste that must be managed with care. At PRONETSYS S.A.S. (Pronetsys), we take responsibility for reducing those impacts in our own operations and for helping our customers do the same.

This policy sets out our environmental commitment and the practical guidelines for managing the impacts inherent to a technology company in Medellín, Antioquia, Colombia, and the Aburrá Valley (Medellín metropolitan area). It is aligned with the principles of the ISO 14001:2026 standard, which does not imply certification, and it is integrated with the Process Map through the environmental and occupational health and safety (OHS) management process.

1. Commitment

The General Management of Pronetsys, consistent with our values of Responsibility, Commitment and Innovation, commits to:

• Complying with the applicable environmental legal requirements and with the commitments we voluntarily undertake.
• Preventing pollution, with special attention to the proper management of waste electrical and electronic equipment (WEEE), household batteries, rechargeable batteries and consumables.
• Using energy efficiently in our team's remote work equipment and in cloud services and data centers, and promoting virtualization and infrastructure consolidation.
• Considering the life cycle of equipment: buying better, extending its useful life, refurbishing when it is safe to do so and delivering waste to authorized waste managers.
• Reducing unnecessary travel through a remote-support-first approach, and contributing to air quality in the Aburrá Valley.
• Reducing the use of paper and packaging, and separating waste at the source.
• Raising awareness among our team and offering our customers more efficient technology alternatives.
• Measuring our environmental performance and continually improving it.

2. Scope

This policy applies to all activities of Pronetsys, which operates without a physical office: the remote work that each employee performs from their place of residence, insofar as it depends on their practices; technical visits to customers and the travel they involve; our own infrastructure and the cloud and data center services we contract; the purchase, sale, installation, replacement and warranty of hardware; structured cabling, network, digital signage and streaming projects; and software development. It also guides the selection of suppliers and the recommendations we give to customers, although the final decision regarding their own equipment rests with them.

3. Environmental aspects and impacts

An environmental aspect is an element of our activities that interacts with the environment; an impact is the change it produces. The following matrix summarizes the most relevant aspects for a technology services company such as ours, the practices with which we manage them and the indicator with which we measure progress.

The matrix is reviewed at least once a year and whenever new services, activities or ways of working are introduced.

4. Guidelines and practices by aspect

4.1 Energy efficiency and virtualization

• Work equipment is configured with automatic sleep and display shut-off after periods of inactivity, and it is turned off at the end of the workday, unless it must remain on for scheduled updates or specific services.
• Our own infrastructure (servers, hosting, backup and cloud telephony) is housed in data centers and with cloud providers that offer better efficiency and power backup conditions, and not on equipment installed at employees' places of residence.
• Our own infrastructure and that of the services we operate are sized according to actual demand; unused servers, instances and test environments are shut down or deleted.
• The digital signage displays we manage are programmed with on/off schedules and with brightness levels suited to the environment, in agreement with the customer.
• In remote work, the use of natural light and efficient lighting at the workstation is promoted, and chargers, monitors and other peripherals are unplugged at the end of the workday.
• In the solutions we design for customers, we propose virtualization, consolidation and efficient-equipment alternatives, explaining their operational and environmental benefits.

4.2 WEEE management

In Colombia, Law 1672 of 2013 establishes the guidelines of the public policy for the comprehensive management of waste electrical and electronic equipment and assigns obligations to producers, distributors and users. This law was regulated by Decree 284 of 2018, which added Title 7A to Decree 1076 of 2015 (the Single Regulatory Decree of the Environment Sector), and the Ministry of Environment and Sustainable Development developed the WEEE collection and management systems through Resolution 851 of 2022. The law prohibits the disposal of WEEE in landfills.

As users of equipment, we must deliver our WEEE to the sites provided by producers or by third parties acting on their behalf. As distributors of hardware, Law 1672 of 2013 assigns us, within the framework of our corporate purpose, duties such as providing technical and logistical support to producers in collection, informing users how to properly return WEEE and accepting its return at no cost to the end user, under the conditions defined by the regulations.

1. Assess before discarding. Before declaring a piece of equipment as waste, it is verified whether it can be repaired, upgraded or refurbished (section 4.5).
2. Protect the information. Every storage medium is securely erased or destroyed before leaving our control, in accordance with the Information Security Policy, and a record is kept. For customer equipment, the procedure is agreed upon with the customer.
3. Store temporarily and safely. Until delivered, WEEE remains in the custody of the responsible employee, in an identified, dry container or space separate from ordinary waste, for as short a time as possible and without disassembling components that may release hazardous substances.
4. Record. The type, quantity or weight, origin (internal use, customer replacement or warranty) and intended destination are recorded.
5. Deliver to authorized channels. WEEE is delivered to manufacturers' post-consumer take-back programs or collection systems, or to waste managers holding the corresponding environmental license or authorization. It is never placed in ordinary trash or delivered to informal channels.
6. Keep supporting documents. The certificates or receipt records issued by the program or the waste manager are retained.
7. Guide customers. When we replace a customer's equipment, we inform them of the post-consumer return options and, if they so request and it is feasible, we coordinate its delivery to an authorized channel.

4.3 Household batteries, rechargeable batteries and toner

• Household batteries, laptop batteries and uninterruptible power supply (UPS) batteries are separated from other waste and delivered to producers' collection systems or to authorized waste managers.
• Swollen, impacted or damaged lithium batteries are isolated in a non-combustible container, away from heat sources, and delivered as soon as possible; their terminals are protected to prevent short circuits.
• Toner and ink cartridges are returned to manufacturers' collection programs or delivered to authorized waste managers; they are not discarded with ordinary waste.
• During maintenance of customers' UPS units, the destination of the replaced batteries is agreed upon with the customer and a record of their delivery is kept.

4.4 Sustainable purchasing

Purchasing decisions, for internal use and in recommendations to customers, take into account the equipment's performance throughout its entire life cycle and not only its initial price.

4.5 Useful life extension and refurbishment

• Repair first: when a failure occurs, it is diagnosed and repaired when technically and economically reasonable, before proposing a replacement.
• Upgrade: adding memory or switching to solid-state drives can extend the useful life of a piece of equipment by several years; this is assessed before recommending a new one.
• Preventive maintenance: cleaning, checking ventilation and caring for batteries reduce failures and consumption.
• Refurbish and reuse: retired equipment that still works may be reassigned to less demanding uses or donated, always after prior secure erasure and with a record. Components in good condition are used as spare parts.
• Balance with security: equipment that no longer receives security updates must not be used to process confidential information or sensitive data; in that case, it is reassigned to risk-free uses or retired responsibly.

4.6 Paperless operations and electronic signatures

• Quotes, contracts, delivery records, reports and logs are managed in digital format, with traceability in the ticketing system and in the document repositories.
• Electronic signature mechanisms, recognized in Colombia by Law 527 of 1999 and regulated by Decree 2364 of 2012 (compiled in Decree 1074 of 2015), are used for approvals and for documents that allow it, with the level of security appropriate to each case.
• Printing is done only when essential, double-sided and in grayscale by default; paper used on one side is reused for drafts, and discarded paper is separated for recovery.

4.7 Mobility and air quality in the Aburrá Valley

The Aburrá Valley is a basin surrounded by mountains in which, during certain periods of the year associated with the transition between dry and rainy seasons, air pollution tends to concentrate. The Aburrá Valley Metropolitan Area (Área Metropolitana del Valle de Aburrá) adopted the Comprehensive Air Quality Management Plan (PIGECA 2017–2030) through Metropolitan Agreement 16 of 2017, and it activates the Operational Plan to Address Air Pollution Episodes (POECA) when it declares critical episodes. According to the region's emissions inventories, vehicles (mobile sources) are the main source of fine particulate matter (PM2.5), so our travel decisions matter.

• Remote support first: tickets are handled remotely whenever the nature of the case and security allow it; on-site visits are reserved for what cannot be resolved remotely.
• Grouping visits by area: non-urgent visits are scheduled by municipality or sector of the Aburrá Valley, in order to handle several cases on the same trip.
• Route and schedule planning: efficient routes and times outside peak congestion hours are preferred, when the customer allows it.
• Lower-impact transportation: when the equipment load allows it, the use of mass public transportation, shared travel or non-motorized means is promoted.
• Vehicles in good condition: vehicles used for work must keep their technical-mechanical and emissions inspection up to date.
• Critical episodes: during pollution episodes declared by the authorities, remote service is reinforced, non-urgent visits are rescheduled, the mobility restrictions in force are observed and health recommendations for personnel are followed, in coordination with the Occupational Health and Safety Policy.

4.8 Footprint of the cloud, hosting and streaming

• Data and backups are kept for the defined retention period and securely deleted when it expires, which reduces storage, energy consumption and exposure to risk.
• The websites we develop and host are optimized (image compression, caching, efficient code) to reduce data transfer and improve their speed.
• In streaming, resolution and bitrate are adjusted to the purpose and audience of the event, and recordings are kept as agreed with the customer.
• When selecting cloud and data center providers, the information they publish on energy efficiency and energy sources is included among the criteria, together with security, continuity and cost criteria.

4.9 Packaging and ordinary waste

• Waste is separated at the source according to the national color code established by Resolution 2184 of 2019: a white bag or container for recoverable waste (cardboard, paper, plastic, glass, metals), black for non-recoverable waste and green for recoverable organic waste.
• Cardboard and plastic packaging from purchases is flattened, kept clean and dry and delivered for recovery; when the supplier offers to remove it, that option is preferred.
• In cabling and network projects, materials are calculated to minimize leftovers; upon completion, the job's waste is collected and the customer's areas are left clean.

5. Awareness and training

• Every employee learns about this policy during onboarding, including the correct way to handle WEEE, batteries and waste.
• Awareness activities on energy efficiency, responsible consumption, sustainable mobility and waste management are carried out at least once a year.
• Technicians receive specific guidance on the safe handling of batteries and WEEE, and on how to inform customers of post-consumer return options.
• We share practical recommendations with our customers to extend the useful life of their equipment and manage their WEEE.

6. Roles and responsibilities

7. Objectives, indicators and targets

To set realistic targets, we first need to measure. Therefore, during the first cycle of implementation of this policy, the data that will serve as a baseline will be collected. Numerical targets will be defined and approved in the management review once that baseline exists, except for those that correspond to obligations or practices requiring full compliance.

8. Legal compliance

The Environmental and OHS Management Lead maintains a legal requirements matrix that is updated at least once a year. The main applicable regulations include:

9. Communication and participation

This policy is published on our website and communicated to employees, customers and suppliers. We invite customers, partners and employees to send environmental suggestions or concerns to contactenos@pronetsys.com.co. Customers who wish to receive guidance on returning their WEEE may request it through the support portal (https://soporte.pronetsys.com.co) or by phone at +57 350 395 0538.

10. Annual review

General Management reviews this policy, the aspects and impacts matrix, the indicators and legal compliance at least once a year, and also whenever our activities, services or legal requirements change significantly. The conclusions and new targets are recorded in the management review described in the Process Map.