Human Resources
Policy Manual

Introduction & Company Overview

This Human Resources Policy Manual ('Manual') sets forth the terms, conditions, and guidelines governing the employment relationship between the Company and its employees.

Employment Classification & Appointment

2.1 Types of Employment

• Permanent / Regular Employee: Employed on an ongoing basis with full benefits after successful completion of probation.
• Fixed-Term Employee: Employed for a specific project or duration. Benefits pro-rated as per the Code on Wages, 2019.
• Contractual / Third-Party: Engaged through a staffing agency or on a service contract. Governed by the respective contract.
• Trainee / Intern: Engaged for learning or project-based work; typically not covered under standard pay scales.

2.2 Offer Letter & Appointment Letter

Every employee shall receive a written Offer Letter followed by a formal Appointment Letter within 7 days of joining, containing:

• Designation, Department, and Reporting Manager
• Date of Joining and Location of Posting
• Gross Salary breakup (Basic, HRA, Special Allowance, etc.)
• Probation period and its terms
• Notice period obligations
• Applicable statutory deductions (PF, ESI, PT, TDS)
• Reference to this HR Policy Manual

2.3 Background Verification

The Company conducts pre-employment background verification including identity, address, educational qualifications, and previous employment. Offer letters are subject to successful verification. Any misrepresentation shall constitute grounds for immediate termination.

Probation Policy

3.1 Probation Period

All new employees (except those specifically exempted in writing) shall serve a probation period of three (3) months from the date of joining.

3.2 Performance During Probation

The employee's performance, conduct, attendance, and attitude shall be reviewed by the reporting manager and HR at the end of the 3rd month. Employees on probation are expected to maintain the same standards of conduct as confirmed employees.

3.3 Confirmation

On successful completion of probation, the employee shall receive a written confirmation letter. In the absence of an explicit confirmation letter, probation shall not be deemed automatically confirmed. The Company may extend the probation period by up to an additional 3 months if performance is unsatisfactory, with written communication to the employee.

Working Hours & Attendance

4.1 Standard Working Hours

4.2 Attendance & Biometric

• All employees must mark attendance through the official biometric system / HR software / Attendance Register at entry and exit.
• Late arrival beyond 10:15 AM on more than 3 occasions in a month will be treated as half-day absent.
• Habitual late-coming (more than 5 instances per month) may attract disciplinary action.
• Leaving before 6:30 PM without prior approval shall be treated as half-day absent.
• Employees must inform their reporting manager and HR by 10:30 AM if absent.

4.3 Work From Home (WFH)

WFH is not a standard entitlement and is granted only upon prior written approval by the reporting manager and HR. Employees on WFH must remain accessible during standard office hours and maintain productivity. WFH is not applicable during the first 3 months (probation period) unless specifically approved.

Leave Policy

The Company's leave policy complies with applicable State Shops & Establishments Acts and the new Labour Codes.

5.1 Leave Entitlements

Employees are entitled to a total of 12 days of leave per calendar year, subject to Company policy and approval procedures. A maximum of one leave may be availed per month.

Notice Period & Separation Policy

6.1 Notice Period – Standard

6.2 Notice Period Conditions

• Notice must be served in writing (email to HR and reporting manager is acceptable).
• Notice period runs from the date of written intimation, not verbal communication.
• The Company may, at its discretion, accept payment of Basic Salary in lieu of serving the notice period (Garden Leave).
• The employee must complete all knowledge transfer (KT), handover documentation, and return all company assets before relieving.
• Earned leave may be adjusted against the notice period only with prior written approval from HR.
• Notice period salary will be based on last drawn gross salary.
• Absconding without serving notice shall result in recovery of notice pay from pending dues and may result in adverse employment reference.

6.3 Full & Final Settlement

Full & Final Settlement (F&F) shall be processed within 45 days of the last working day, or as per applicable State law.

Code of Conduct & Discipline

7.1 General Conduct

• Employees shall conduct themselves with professionalism, integrity, and respect at all times.
• Employees shall not engage in any activity that creates a conflict of interest with the Company.
• Employees shall maintain the confidentiality of all proprietary, commercial, and personal data.
• Use of Company assets, systems, and resources for personal commercial activities is prohibited.
• Employees shall not accept gifts, commissions, or personal benefits from clients or vendors beyond ₹500 in value.
• Reporting to work under the influence of alcohol or controlled substances is strictly prohibited.
• Discrimination, harassment, bullying, or misconduct towards colleagues, clients, or vendors is a disciplinary offence.

7.2 Disciplinary Procedure

• 1Verbal Warning: For minor infractions. Documented by the reporting manager.
• 2Final Action: Suspension, demotion, withholding increment, or termination depending on severity.

Non-Disclosure Agreement (NDA) Policy

8.1 Scope of Confidentiality

Every employee, upon joining, shall execute a Non-Disclosure Agreement (NDA) as a condition of employment. The NDA covers all Confidential Information, including but not limited to:

• Business strategies, plans, financial data, pricing models, and forecasts
• Client lists, client contracts, client data, and client communication
• Proprietary software, source code, algorithms, and technical documentation
• Product designs, prototypes, and trade secrets
• Personnel data, salary structures, and HR information of other employees
• Any information designated as 'Confidential' or 'Proprietary' by the Company
• Any information learned through access to Company systems, premises, or client engagements

8.2 Obligations

• Employees shall not disclose Confidential Information to any third party, including family members, during or after employment.
• Employees shall use Confidential Information solely for performing their duties and not for personal benefit.
• Employees must report any inadvertent disclosure to HR and IT Security immediately.
• Sharing of company data via personal email, unauthorised cloud storage, USB drives, or messaging apps without approval is strictly prohibited.
• Employees must return or destroy all Confidential Information upon separation from the Company.

8.3 Duration of NDA

Confidentiality obligations shall survive termination and remain in force for 2 years post-separation for general confidential information, and indefinitely for trade secrets and client data, as permissible under the Indian Contract Act, 1872.

8.4 NDA and Client Information

Employees engaged in client-facing roles must be aware that client information — including business plans, data, operations, and trade secrets — is covered under the same NDA obligations. Separate Client Confidentiality Clauses may be appended per engagement.

8.5 Breach & Consequences

Digital Personal Data Protection (DPDP) Policy

9.1 Legal Basis

This policy is enacted in compliance with the Digital Personal Data Protection Act, 2023. The Company is a 'Data Fiduciary' and processes personal data of employees ('Data Principals') lawfully, fairly, and transparently.

9.2 Categories of Employee Data Collected

• Identity: Name, photograph, Aadhaar, PAN, passport, driving licence
• Contact: Address, phone number, personal email
• Financial: Bank account, salary details, tax information
• Employment: Designation, department, performance records, attendance
• Health: Medical records, insurance data (collected only where necessary)
• Background Verification: Education, prior employment, criminal records (if applicable)

9.3 Purpose of Processing

• HR administration and payroll processing
• Statutory compliance (PF, ESI, TDS, Gratuity filings)
• Identity and background verification
• Performance management and training
• Communication and emergency contact
• Legal, regulatory, and audit requirements

9.4 Employee Rights Under DPDP Act, 2023

9.5 Employee Obligations Under DPDP

• Handle personal data of clients, colleagues, or third parties strictly within the scope of your job role.
• Do not access, copy, transfer, or process personal data beyond authorised scope.
• Any data breach or suspected breach must be reported to IT Security and the DPO within 6 hours of discovery.
• Complete mandatory DPDP awareness training as scheduled by HR/IT.
• Store personal data only on authorised, encrypted Company systems.
• Upon exit, return or delete all personal data held on personal devices.

9.6 Data Retention

Employee data shall be retained for a minimum of 8 years post-separation for compliance purposes, and thereafter securely deleted unless a longer period is required by law. Data of unsuccessful recruitment candidates shall be deleted within 6 months unless consent is obtained.

9.7 Data Protection Officer (DPO)

The Company's designated Data Protection Officer can be reached at vikaljain@gmail.com for any data-related requests, complaints, or enquiries.

Compensation & Benefits

10.1 Salary Structure

Compensation and benefits shall be mutually agreed upon between the Company and the Employee at the time of appointment.

Client Visit & Business Travel Policy

11.1 Client Visit – General

Employees may be required to visit client premises, project sites, or business locations as part of their job role. Client visits are an integral part of business operations and employees are expected to represent the Company professionally at all times.

• For local client visits, only conveyance expenses shall be reimbursed. Food and other incidental expenses will not be covered.
• All expense claims must be submitted by the end of each month for reimbursement processing.

Prevention of Sexual Harassment (POSH)

Grievance Redressal Policy

The Company is committed to maintaining a fair and transparent work environment. Employees may raise any workplace-related grievances with their reporting manager or the HR department. All concerns will be addressed promptly and confidentially.

Health, Safety & Welfare

The Company is committed to ensuring the health, safety, and welfare of all employees at the workplace. Employees are required to comply with all safety guidelines and procedures prescribed by the Company.

Intellectual Property Rights (IPR)

All intellectual property — including inventions, software, designs, processes, methods, reports, and creative works developed by an employee during the course of employment, whether during or outside office hours, on Company or personal equipment — shall be the exclusive property of the Company.

Employees shall sign an IP Assignment Agreement as part of their Appointment documentation. Employees shall not claim any royalty, authorship right, or financial benefit from such IP beyond their contracted compensation.

Social Media & Communication Policy

• Employees must not post, share, or publish any information about clients, projects, or internal company matters on personal or public social media platforms without written approval.
• Negative or defamatory remarks about the Company, management, colleagues, or clients on social media shall constitute misconduct.
• Employees must not represent themselves as official Company spokespeople on personal social media profiles.
• Official Company communications are to be made only by authorised personnel (PR / Marketing / Management).
• Sharing screenshots of internal systems, communications, or data externally is strictly prohibited.

Termination & Exit Policy

17.1 Voluntary Resignation

Employees wishing to resign must submit a written resignation letter with the required notice period as specified in Section 6. The last working day shall be mutually agreed upon subject to notice period completion and knowledge transfer.

17.2 Termination by Company

• Performance-Based Termination: Following documented PIP (Performance Improvement Plan) failure with a minimum 30-day improvement period.
• Disciplinary Termination: For gross misconduct, after due enquiry. May be without notice.
• Redundancy / Retrenchment: As per Industrial Relations Code, 2020. 1 month notice or pay in lieu; statutory retrenchment compensation applicable for eligible workers.
• Termination During Probation: 15 days' notice or pay in lieu, without assignment of reasons.

17.3 Exit Formalities

• Submit all Company assets (laptop, access cards, SIM, equipment)
• Return all confidential documents and data
• Complete KT documentation and handover to replacement/team
• Settle all financial dues with accounts
• Complete exit interview with HR
• Obtain relieving letter and experience certificate upon completion of all formalities

Employee Acknowledgement & Declaration