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Code of Conduct

General

Policy brief & purpose

We promote freedom of expression and open communication. But we expect all employees to follow our code of conduct. They should avoid offending, participating in serious disputes and disrupting our workplace. We also expect them to foster a well-organized, respectful and collaborative environment.

Scope

This policy applies to all our employees regardless of employment agreement or rank.

Company employees are bound by their contract to follow our Employee Code of Conduct while performing their duties.

Compliance with law

All employees must protect our company’s legality. They should comply with all environmental, safety and fair dealing laws. We expect employees to be ethical and responsible when dealing with our company’s finances, products, partnerships and public image.

Respect in the workplace

All employees should respect their colleagues. We won’t allow any kind of discriminatory behavior, harassment or victimization. Employees should conform with our equal opportunity policy in all aspects of their work, from recruitment and performance evaluation to interpersonal relations.

 

Protection of Company Property

All employees should treat our company’s property, whether material or intangible, with respect and care.

Employees:

  • Shouldn’t misuse company equipment or use it frivolously.

  • Should respect all kinds of incorporeal property. This includes trademarks, copyright and other property (information, reports etc.) Employees should use them only to complete their job duties.

 

Professionalism

All employees must show integrity and professionalism in the workplace:

 

Personal appearance

All employees must follow our dress code and personal appearance guidelines.

 

Corruption

We discourage employees from accepting gifts from clients or partners. We prohibit briberies for the benefit of any external or internal party.

 

Job duties and authority

All employees should fulfill their job duties with integrity and respect toward customers, stakeholders and the community. Supervisors and managers mustn’t abuse their authority. We expect them to delegate duties to their team members taking into account their competences and workload. Likewise, we expect team members to follow team leaders’ instructions and complete their duties with skill and in a timely manner.

We encourage mentoring throughout our company. 

Absenteeism and tardiness

Employees should follow their schedules. We can make exceptions for occasions that prevent employees from following standard working hours or days. But, generally, we expect employees to be punctual.

 

Conflict of interest

We expect employees to avoid any personal, financial or other interests that might hinder their capability or willingness to perform their job duties.

 

Collaboration

Employees should be friendly and collaborative. They should try not to disrupt the workplace or present obstacles to their colleagues’ work.

 

Communication

All employees must be open for communication with their colleagues, supervisors or team members.

Benefits

We expect employees to not abuse their employment benefits. This can refer to time off, insurance, facilities, subscriptions or other benefits our company offers.

 

Disciplinary actions

Our company may have to take disciplinary action against employees who repeatedly or intentionally fail to follow our code of conduct. We may take legal action in cases of corruption, theft, embezzlement or other unlawful behavior.

 

Harassment
Policy brief & purpose

Our anti-harassment policy expresses our commitment to maintain a workplace that’s free of harassment, so our employees can feel safe and happy. We will not tolerate anyone intimidating, humiliating or sabotaging others in our workplace.

 

Scope

This workplace harassment policy applies to all employees, contractors, public visitors, customers and anyone else whom employees come into contact with at work.

What is the definition of harassment in the workplace?

Harassment includes bullying, intimidation, direct insults, malicious gossip and victimization. Sexual harassment is illegal and we will seriously investigate relevant reports. If an employee is found guilty of sexual harassment, they will be terminated.

How to address harassment

If you’re being harassed, whether by a colleague, customer or vendor, you can choose to talk to any of these people:

  • Offenders. If you suspect that an offender doesn’t realize they are guilty of harassment, you could talk to them directly in an effort to resolve the issue. This tactic is appropriate for cases of minor harassment (e.g. inappropriate jokes between colleagues.) Avoid using this approach with customers or stakeholders.

  • Your manager. If customers, stakeholders or team members are involved in your claim, you may reach out to your manager. Your manager will assess your situation and may contact HR if appropriate.

  • HR. Feel free to reach out to HR in any case of harassment no matter how minor it may seem. For your safety, contact HR as soon as possible in cases of serious harassment (e.g. sexual advances) or if your manager is involved in your claim. Anything you disclose will remain confidential.

 

Disciplinary Consequences

Punishment for harassment depends on the severity of the offence and may include counseling, reprimands, suspensions or termination.

Equal Opportunity Policy
EEO Policy brief & purpose

Our equal opportunity employer policy reflects our commitment to ensure equality and promote diversity in the workplace.

This equal employment opportunity policy is the pillar of a healthy and productive workplace. Everyone should feel supported and valued to work productively so we are invested in treating everyone with respect and consideration.

 

Scope

Our equal opportunity employer policy applies to all employees, job candidates, contractors, stakeholders, partners and visitors.

Equal opportunity is for everyone, but it mainly concerns members of underrepresented groups – they’re the ones who are traditionally disadvantaged in the workplace. We don’t guarantee employment or promotions for people in those groups, but we will treat them fairly and avoid discriminating against them either via conscious or unconscious biases.

 

Policy elements

Being an equal opportunity employer means that we provide the same opportunities for hiring, advancement and benefits to everyone without discriminating due to protected characteristics like:

  • Age

  • Sex / Gender

  • Sexual orientation

  • Ethnicity/ Nationality

  • Religion

  • Disability

  • Medical history

Company management is responsible for assessing our company’s processes and ensuring they are bias-free. Whenever we find biases interfering, we will act immediately to refine our processes, train our people to combat their biases and protect possible victims of discrimination. We will give everyone the chance to work in an environment where their rights are respected.

 

Actions

To promote equal opportunity, we first ensure we follow the regulations and laws that apply to each of our company’s subsidiaries. We will also promote fairness and diversity as part of our equal employment opportunity policy.

 

Grievance Procedure

All supervisors and managers are responsible to use equal opportunity practices and make decisions based on objective, non-discriminatory criteria. Everyone should comply with our policy at all times.

If you see or suspect that our EEO policies are being violated, feel free to inform the company management immediately. If you suspect that someone is behaving in a wrong way but doesn’t realize it, you could also talk to them directly.

 

Disciplinary Consequences

When someone discriminates, they will be subject to disciplinary action depending on the severity of their actions. For example, unintentionally offending a coworker might warrant a reprimand, but harassing someone systematically might result in demotion or termination.

 

Dress Code
Policy brief & purpose

Our dress code company policy outlines how we expect our employees to dress when interacting with customers. Employees should note that their appearance matters when representing our company in front of clients, visitors or other parties. An employee’s appearance can create a positive or negative impression that reflects on our company and culture.

 

Scope

This policy applies to all our employees.

 

Policy elements

These dress code rules always apply:

  • All employees must be clean and well-groomed. Grooming styles dictated by religion and ethnicity aren’t restricted.

  • All clothes must be work-appropriate. Clothes that are typical in workouts and outdoor activities aren’t allowed.

  • All clothes must project professionalism. Clothes that are too revealing or inappropriate aren’t allowed.

  • All clothes must be clean and in good shape. Discernible rips, tears or holes aren’t allowed.

  • Employees must avoid clothes with stamps that are offensive or inappropriate.

 

What is Business Dress Code?

Our company’s official dress code is smart casual.

We may change our dress code in special cases. For example, we may require employees to wear semi-formal attire for an event. Then, both male and female employees should wear suits, ties, white shirts and appropriate shoes. 

 

Disciplinary Consequences

When an employee disregards our dress code, their supervisor should reprimand them. The employee should start respecting our dress code immediately. In some cases, supervisors may ask employees to returning home to change.

Employees may face more severe consequences up to and including termination, if:

  • Their appearance causes irreparable damage, like loss of a major client.

  • They repeatedly violate our dress code.

 

Standard Working Hours
Policy brief & purpose

Our employee attendance policy outlines our expectations about our employees’ coming to work. Being punctual when coming to work helps maintain efficiency in our workplace.

 

Scope

This company attendance policy applies to all nonexempt employees regardless of position or type of employment.

 

Policy elements

To make this collaboration easier, we expect you to be punctual and follow the schedule you and your manager have agreed on. If you are absent or late on occasion, you should have a good reason.

Being consistently tardy or absent can cause problems to your colleagues who may have to shoulder your work. This behavior may bring about a “bad attendance” record and you may need to go through progressive discipline.

Unforeseen absences

If you can’t come in to work one day, notify your manager as soon as possible. Unexcused or unreported absence for more than three days will be considered job abandonment. If you need to leave work early one day, inform your manager. 

 

Disciplinary action

If your manager suspects you abuse your sick leave, you may need to submit doctor’s notes to avoid our progressive discipline process. If you’re being tardy unintentionally, corrective counseling will be our first attempt at a solution. We may take disciplinary action that goes up to and including termination if:

  • Corrective counseling doesn’t work.

  • We find that you are wilfully tardy.

  • Your tardiness or absenteeism impacts your work.

Unexcused and unreported absences don’t count as hours worked, so we won’t compensate them.

 

Termination
Policy brief & purpose

Our Termination/Separation of Employment policy refers to the event that an employee ceases to be part of the company’s workforce. It is beneficial for all parties that the employment separation process is as clear as possible so misunderstandings and distrust between the employee and the company can be avoided. The company is bound to handle any cases of termination of employment as dictated by law with discretion, professionalism and official documentation.

 

Scope

This termination/separation of employment policy applies to all prospective or current employees of the company in regards to possible separation of employment.

 

Policy elements

The company will observe all legal dictations referring to termination/separation of employment and will avoid “implied contracts” and unnecessary terminations.

 

Procedure

In cases of resignation, the employee must submit an official written resignation letter to the immediate supervisor. A notice is expected by the employee consistent with the minimum notice requirement, so the company can arrange alternatives for handling the remaining workload of the position. The resignation letter must be copied and submitted to the Human Resources department.

In cases of involuntary dismissal, the supervisor must submit an employee termination document to the human resources department at the date of separation or before that. Discharge for cause justifies immediate suspension until the necessary documentation for termination has been gathered. In some instances, a termination meeting with the employee, supervisor and a human resources officer may be scheduled.

In cases of discharge without cause, the employer must officially notify the employee of the termination a specified amount of time in advance. When severance pay is appropriate it will be officially stated in writing.

At all times, proper employee records will be kept containing all relevant documentation. A lawyer will be consulted prior to termination so the company can ensure the legality of its actions.