Document Code: POL-COMPANY-HR
 Title: Company HR, Conduct & Working Conditions Policy
 Version: v1.0
 Date: 2025-11-30
 Owner: HR Department
 Approved By: CEO
 Status: Draft
 Classification: Internal

1. Purpose

This policy defines the company’s core Human Resources principles, employee conduct expectations, working conditions, and remote work rules.
 Its purpose is to ensure fairness, clarity, and consistency across all employment-related practices.

2. Scope

This policy applies to:

  • All employees (full-time, part-time, contractors, interns)
  • All locations (remote, hybrid, on-site)
  • All business units and subsidiaries

It governs the general rules of behaviour, workplace standards, communication expectations, and conduct requirements.

3. Definitions

  • Employee: Any person working under a contract or agreement with the company.
  • Manager: Person responsible for supervising employees and enforcing this policy.
  • Workplace: Any physical or virtual environment in which company work is performed.
  • Company Assets: Devices, accounts, data, tools, or property owned or managed by the company.

4. Core HR Principles

  1. Equal Opportunity
     The company does not discriminate based on gender, age, ethnicity, religion, nationality, disability, or any protected status.

     

  2. Fair Hiring Practices
     All recruitment activities follow the official Recruitment Procedure (PROC-RECRUITMENT).

     

  3. Transparency
     Job expectations, working conditions, compensation structures, and performance criteria are communicated clearly.

     

  4. Confidentiality
     Employees must protect all company, customer, and partner information in line with POL-INFORMATION-SECURITY.

     

Professionalism
 Employees must maintain respectful and responsible behaviour in all interactions.

5. Working Conditions

5.1 Working Hours

  • Standard working hours are defined by the company; flexibility may be granted by the manager.
  • Employees must remain reachable during core hours agreed with their teams.
  • Time-zone differences must be coordinated with the team lead.

5.2 Communication Expectations

  • Only company-approved tools must be used for all work communication.
  • Employees must respond within reasonable timeframes unless on leave or unavailable with notice.
  • Unprofessional or aggressive communication is strictly prohibited.

5.3 Workplace Conduct

Employees must:

  • Behave respectfully towards colleagues, clients, and partners
  • Avoid discrimination, harassment, threats, or abusive behaviour
  • Follow instructions from managers and respect team workflows
  • Use company resources responsibly
  • Maintain a clean and safe physical or digital workspace

5.4 Dress Code

  • No strict dress code is imposed for remote work, but professionalism may be required for client-facing meetings.
  • On-site meetings may require business-casual attire.

6. Remote Work Rules

Remote employees must:

  1. Ensure stable internet connectivity
  2. Use company-approved devices or follow security requirements for personal devices
  3. Avoid working from public or insecure environments when handling sensitive data
  4. Follow all requirements of POL-INFORMATION-SECURITY and PROC-ACCESS-CONTROL
  5. Inform their manager if working location or time zone changes
  6. Keep all accounts, passwords, and equipment secure

7. Equipment & Asset Usage

Employees must:

  • Use company devices only for work-related activities unless explicitly permitted
  • Protect devices from loss, theft, or damage
  • Report incidents immediately to HR/IT
  • Return all assets during offboarding (PROC-OFFBOARDING)
  • Not install unauthorized software on company equipment

Misuse of assets may lead to disciplinary action.

8. Leave & Absence Rules

  • Leave requests must follow the standard approval flow defined in PROC-PERFORMANCE-&-LEAVE.
  • Unplanned absence (illness, emergencies) must be reported to the manager as soon as possible.
  • Long-term or repeated unnotified absences may result in disciplinary action.

9. Disciplinary Principles

Violations of this policy may result in:

  1. Verbal warning
  2. Written warning
  3. Suspension (if applicable)
  4. Termination of employment

Examples of violations:

  • Harassment, discrimination, aggressive behaviour
  • Repeated unnotified absence
  • Security breaches or mishandling of confidential information
  • Misuse of company devices or accounts

  • Unethical conduct or fraud

All disciplinary actions must be documented by HR.

10. Related Documents

  • PROC-RECRUITMENT-v1.0

  • PROC-ONBOARDING-v1.0

  • PROC-OFFBOARDING-v1.0

  • PROC-ACCESS-CONTROL-v1.0

  • PROC-PERFORMANCE-&-LEAVE-v1.0

  • POL-INFORMATION-SECURITY-v1.0

  • POL-DATA-CLASSIFICATION-v1.0

11. Revision History

Version

Date

Description

v1.0

2025-11-30

Initial draft