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Employment Policy

1. Objective

The objective of this Employment Policy is to define the general terms and conditions of employment with the company. This policy provides clarity regarding employment categories, joining formalities, probation, confirmation, roles and responsibilities, working expectations, employee conduct, and separation from employment.

2. Applicability

This policy applies to all employees of the company, including full-time employees, part-time employees, interns, consultants, trainees, contractual employees, and any other person engaged by the company, wherever applicable.

3. Employment Categories

The company may engage employees under the following categories:

Full-Time Employee

An employee who works for the company on a regular full-time basis as per the working hours defined by the company.

Part-Time Employee

An employee who works for the company for limited working hours as agreed in writing.

Probationary Employee

An employee who has recently joined the company and is serving the probation period before confirmation.

Confirmed Employee

An employee who has successfully completed the probation period and has been confirmed in writing by the company.

Intern / Trainee

A person engaged for training, internship, or learning purposes for a fixed period.

Consultant / Contractual Employee

A person engaged for a specific role, project, period, or scope of work as per written agreement.

4. Appointment and Joining

Employment with the company shall begin only after the employee accepts the offer letter or appointment letter issued by the company.

At the time of joining, the employee is required to submit all documents requested by the HR department, including identity proof, address proof, educational documents, previous employment records, photographs, bank details, PAN card, Aadhaar card, and any other documents required by the company.

The company may conduct background verification, reference checks, or document verification at any stage. If any information provided by the employee is found to be false, misleading, incomplete, or suppressed, the company may take appropriate action, including termination of employment.

5. Probation Period

All new employees shall be on probation for the period mentioned in their appointment letter. During probation, the employee’s performance, conduct, attendance, discipline, and suitability for the role will be reviewed.

The company may confirm, extend, or terminate employment during or at the end of the probation period based on performance and business requirements.

Completion of the probation period does not automatically mean confirmation. Confirmation shall be valid only when communicated in writing by the company.

6. Confirmation

An employee may be confirmed after successful completion of the probation period, subject to satisfactory performance, conduct, attendance, and approval from management.

Once confirmed, the employee shall continue to follow all company policies, rules, and instructions issued from time to time.

7. Roles and Responsibilities

Employees are expected to perform the duties assigned to them by the company, reporting manager, team lead, or management.

The company may revise, modify, add, or change the employee’s role, responsibilities, reporting structure, project, department, work location, or job title based on business requirements.

Employees are expected to cooperate with such changes and perform their duties professionally and responsibly.

8. Place of Work

The employee’s primary place of work shall be the location mentioned in the appointment letter or as communicated by the company.

The company may require the employee to work from office, client location, project site, another branch, or any other location based on business needs.

Work from home or remote work shall be allowed only with prior written approval from the company. Unauthorized work from home may be treated as absence from duty or leave without pay.

9. Working Hours

Employees are required to follow the working hours, weekly offs, holidays, and attendance process defined by the company.

Employees may be required to work beyond normal working hours when business, project, client, or delivery requirements demand it. Employees are expected to cooperate with reasonable work requirements.

10. Attendance and Punctuality

Employees must mark attendance as per the company’s attendance system.

Regular attendance and punctuality are mandatory. Late coming, early leaving, absence without approval, or failure to mark attendance may lead to salary deduction, leave adjustment, disciplinary action, or leave without pay.

11. Leave and Holidays

Employees shall be entitled to leave and holidays as per the company’s Leave Policy and applicable law.

All leaves must be applied for and approved in advance, except in emergency situations. Absence without approval may be treated as unauthorized absence or leave without pay.

12. Salary and Benefits

Salary, allowances, benefits, deductions, and payment cycle shall be as mentioned in the appointment letter, salary structure, and company payroll policy.

Statutory deductions such as TDS, PF, ESI, professional tax, or any other applicable deductions may be made as per law.

Salary revision, increment, bonus, incentive, or promotion shall depend on performance, company financial condition, business requirements, management decision, and applicable company policy.

13. Code of Conduct

Employees are expected to maintain professional behavior, honesty, discipline, integrity, and respect towards colleagues, management, clients, vendors, and company property.

Employees must not engage in misconduct, harassment, abusive language, insubordination, unauthorized absence, conflict of interest, fraud, data theft, or any activity that may harm the company’s interest or reputation.

14. Confidentiality

Employees must maintain confidentiality of company information, client information, source code, business plans, financial information, pricing, employee records, technical data, login credentials, and any other confidential information.

This obligation shall continue even after separation from the company.

15. Company Property and Assets

Any laptop, mobile phone, access card, software, documents, tools, data, or other company property issued to the employee shall remain the property of the company.

Employees must use company assets responsibly and return them immediately upon request, transfer, resignation, termination, or separation from employment.

Loss, damage, misuse, or non-return of company property may result in recovery from salary, full and final settlement, or legal action.

16. Intellectual Property

All work created by the employee during employment, including software code, designs, documents, processes, ideas, inventions, reports, databases, product concepts, and project materials, shall be the property of the company, unless otherwise agreed in writing.

Employees shall not copy, transfer, sell, misuse, or disclose company intellectual property without written approval.

17. Outside Employment and Conflict of Interest

Employees shall not engage in any other employment, freelancing, consulting, business activity, or work for a competitor, client, vendor, or third party without prior written approval from the company.

Any activity that creates a conflict of interest or affects the employee’s duties towards the company may lead to disciplinary action.

18. Client Communication

Employees must communicate with clients only as per their role and authorization.

Unauthorized communication with clients, sharing internal matters with clients, making commitments on behalf of the company without approval, or acting against company interest may be treated as serious misconduct.

19. Transfer and Change of Role

The company may transfer an employee to another department, project, location, branch, role, or reporting manager based on business needs.

Employees are expected to accept such changes and perform the assigned responsibilities.

20. Training and Development

The company may provide training, mentoring, or skill development opportunities based on business needs and employee role.

Employees are expected to participate in training programs when nominated by the company.

21. Employee Records

Employees must keep their personal information updated with HR, including address, phone number, emergency contact, bank details, identity documents, and nominee details.

The employee shall be responsible for any issue arising due to incorrect or outdated information.

22. Disciplinary Action

Violation of company policies, misconduct, poor performance, unauthorized absence, breach of confidentiality, misuse of company property, or any act against company interest may result in disciplinary action.

Disciplinary action may include verbal warning, written warning, show-cause notice, suspension if applicable, salary deduction where legally permissible, termination, recovery of loss, or legal action depending on the seriousness of the matter.

23. Resignation

Employees may resign by submitting a written resignation to the company as per the notice period mentioned in the appointment letter or applicable policy.

The employee must complete proper handover, return company assets, clear pending work, and cooperate in the exit process.

The company may accept, reject, or decide the relieving date based on business requirements and applicable employment terms.

24. Notice Period

The notice period shall be as mentioned in the appointment letter or employment agreement.

The company may allow notice period buyout, waive notice period, recover salary in lieu of notice, or require the employee to serve the full notice period based on company policy and management decision.

25. Termination of Employment

The company may terminate employment due to poor performance, misconduct, breach of policy, unauthorized absence, business restructuring, redundancy, loss of trust, false documents, breach of confidentiality, or any other valid reason as per company policy and applicable law.

In cases of serious misconduct, employment may be terminated without notice, subject to applicable law and company procedure.

26. Absconding / Unauthorized Absence

If an employee remains absent without approval and fails to respond to official communication, the company may treat the employee as absconding or having abandoned employment.

The company may issue communication asking the employee to report to duty. Failure to respond may lead to disciplinary action, termination, and recovery of company assets or dues.

27. Full and Final Settlement

Full and final settlement shall be processed after completion of exit formalities, return of company assets, clearance from departments, handover of work, and adjustment of pending dues, deductions, or recoveries.

28. Policy Amendment

The company reserves the right to amend, modify, withdraw, or replace this policy at any time based on business requirements, legal requirements, or management decision.

Any changes shall be communicated through official company channels.

29. Employee Acknowledgment

By accepting employment with the company, the employee agrees to follow this Employment Policy and all other company policies, instructions, rules, and procedures issued from time to time.

 

 

Code of Conduct & Discipline Policy

1. Objective

The objective of this policy is to define the expected standards of professional behavior, discipline, ethics, communication, and workplace conduct for all employees of the company. This policy helps maintain a respectful, productive, secure, and professional work environment.

2. Applicability

This policy applies to all employees, consultants, interns, trainees, contractual staff, and any other person working with or on behalf of the company, whether working from office, home, client location, or any other approved work location.

3. General Conduct

All employees are expected to:

  • Maintain honesty, integrity, discipline, and professionalism at all times.
  • Follow company policies, processes, instructions, and official communication.
  • Perform assigned duties responsibly and sincerely.
  • Maintain respectful behavior with colleagues, seniors, juniors, clients, vendors, and management.
  • Avoid any action that may harm the company’s reputation, business interest, client relationship, or work environment.
  • Use company time, assets, systems, and information only for official purposes.

4. Workplace Behavior

Employees must maintain a positive and respectful workplace environment. The following behavior is expected:

  • Respectful communication with all team members.
  • Cooperation with reporting managers, team leads, HR, and management.
  • Professional handling of disagreements or conflicts.
  • No abusive, threatening, insulting, discriminatory, or offensive language.
  • No bullying, harassment, intimidation, shouting, or disrespectful behavior.
  • No spreading of rumors, false information, or personal allegations against employees or the company.

5. Attendance and Discipline

Employees must follow the company’s attendance, working hours, leave, and work-from-home policies.

Unauthorized absence, repeated late coming, early leaving, failure to mark attendance, working from home without approval, or refusal to report to office when instructed may be treated as misconduct.

If an employee is unable to attend office or work, they must inform their reporting manager or HR as per company process and obtain approval wherever required.

6. Work Responsibility

Employees are expected to complete assigned work within timelines and maintain proper communication regarding work status.

Employees must not intentionally delay work, ignore official emails or messages, avoid responsibilities, refuse reasonable work instructions, or act in a manner that affects team productivity, client delivery, or business operations.

7. Official Communication

Employees must use official communication channels professionally and responsibly.

Employees are expected to respond to official emails, messages, calls, and work-related communication within a reasonable time.

Employees must not use abusive, threatening, misleading, disrespectful, or unprofessional language in official communication.

8. Client Communication

Employees must communicate with clients only as per their assigned role and authorization.

Employees must not contact clients directly for personal reasons, share internal company issues with clients, make commitments without approval, disclose confidential information, or act against the interest of the company.

Unauthorized client communication may be treated as serious misconduct.

9. Confidentiality and Data Protection

Employees must protect company information, client data, source code, project documents, business plans, pricing, financial information, employee records, passwords, access credentials, and any other confidential information.

Employees must not copy, share, transfer, download, misuse, or disclose company or client information without written approval.

This obligation continues even after leaving the company.

10. Use of Company Assets

Company assets such as laptops, chargers, mobile phones, software, email accounts, access cards, documents, data, and tools must be used carefully and only for official purposes.

Employees are responsible for the safe use and return of company assets. Any damage, loss, misuse, unauthorized transfer, or non-return of company assets may lead to recovery, disciplinary action, or legal action.

11. Conflict of Interest

Employees must avoid any activity that creates a conflict with the company’s interest.

Employees must not work for competitors, clients, vendors, or third parties; engage in freelancing or outside employment; misuse company resources; or accept personal benefits from clients or vendors without prior written approval from the company.

12. Misconduct

The following actions may be treated as misconduct:

  • Unauthorized absence or job abandonment.
  • Repeated late coming or early leaving.
  • Refusal to follow lawful and reasonable instructions.
  • Poor discipline or insubordination.
  • Abusive, threatening, disrespectful, or offensive behavior.
  • Harassment, bullying, discrimination, or intimidation.
  • Misuse of company assets, systems, data, or confidential information.
  • Unauthorized communication with clients, vendors, or third parties.
  • Sharing company internal matters outside the company.
  • Data theft, source code theft, copying files without approval, or unauthorized access.
  • Fraud, false claims, fake bills, false attendance, or false documents.
  • Working for another employer, client, competitor, or third party without approval.
  • Damaging company property or reputation.
  • Violation of company policies or applicable law.

This list is not exhaustive, and management may treat any other inappropriate act as misconduct based on the seriousness of the matter.

13. Disciplinary Action

If an employee violates this policy or any other company policy, the company may take disciplinary action depending on the nature and seriousness of the issue.

Disciplinary action may include:

  • Verbal warning.
  • Written warning.
  • Show-cause notice.
  • Show-up notice.
  • Performance improvement plan.
  • Suspension if applicable.
  • Salary deduction or recovery where legally permissible.
  • Removal of access or assets.
  • Termination of employment.
  • Legal action, if required.

The company may decide the appropriate action based on the facts, evidence, seriousness, employee record, and business impact.

14. Show-Cause and Explanation

In case of misconduct or policy violation, the company may ask the employee to provide a written explanation within a specified time.

Failure to provide a satisfactory explanation or failure to respond may lead to further disciplinary action.

15. Serious Misconduct

In cases involving serious misconduct such as data theft, fraud, harassment, violence, breach of confidentiality, unauthorized client communication, source code misuse, false documents, or actions causing serious harm to the company, the company may take immediate action as per applicable law and company procedure.

16. Investigation

The company may conduct an internal investigation whenever required. Employees are expected to cooperate fully and provide correct information during the investigation.

Providing false information, hiding facts, influencing witnesses, or obstructing an investigation may be treated as misconduct.

17. Non-Retaliation

Employees who raise genuine concerns in good faith shall not be punished or retaliated against. However, false complaints, malicious allegations, or misuse of the complaint process may lead to disciplinary action.

18. Policy Violation

Any violation of this policy may affect the employee’s performance review, appraisal, promotion, continuation of employment, and final settlement, subject to applicable law and company process.

19. Policy Amendment

The company reserves the right to modify, update, withdraw, or replace this policy at any time based on business requirements, legal requirements, or management decision.

20. Employee Acknowledgment

By continuing employment with the company, the employee confirms that they have read, understood, and agreed to follow this Code of Conduct & Discipline Policy and all other company policies issued from time to time.