Company Policy DWS (P) COMPANY POLICY HANDBOOK Digital Group of Companies APPOINTMENT POLICY APPOINTMENT POLICY Appointment Letter Upon receiving your official Appointment Letter, it is essential to thoroughly review all terms and conditions outlined within. Should you have any questions or require clarification, please reach out to your HR Partner, who will be happy to assist you. Probation Period and Confirmation Upon commencement of employment with DWS or any of its affiliated entities, all employees are mandated to successfully complete a probationary period of 6 months. During this time, your performance and fit within the organization will be evaluated. Upon satisfactory completion of the probationary period, your employment status will be officially established as either confirmed or extended, subject to management's discretion. The specific terms and conditions regarding confirmation of employment are detailed in your Appointment Letter. It is crucial to read this section carefully to understand the expectations and requirements LEAVE POLICY LEAVE POLICY In the Probation Period 1. All-Purpose Leave (Privilege Leave) 2. Extra day compensation For Confirmed Employees: The following types of leave are available to employees whose employment has been formally confirmed: 1. Sick leaves 2. Privileged leaves 3. Maternity leaves 4. Marriage leaves 5. Paternity leaves For Freelance Associates and 1099 contractors: 1. While freelancers are not formal employees, we extend the following benefits to those who work full-time on our projects and dedicate their time exclusively to us: a. Sick leaves b. Privileged leaves For Trainees and Interns: Trainees and interns join us for a limited period, typically three months. They are required to mark their daily attendance on CollabX and are not entitled to any leave benefits during this period. Leave benefits become applicable only if they are offered and accept a full-time position with us upon successful completion of their internship or training. Paid Leave Policy 1. All-Purpose Leave (Privileged Leave) Eligibility: Every employee is entitled to one all-purpose leave per month. Employees who join the organization prior to the fifteenth day of the month will be eligible to receive this leave during that particular month. Conversely, employees who join the organization after the fifteenth day will not be entitled to the leave for that specific month. 2. Leave Accumulation and Usage: The all-purpose leaves may either be utilized individually upon accrual or carried forward to the next month for cumulative use. Employees may choose to use their accumulated leaves as needed. Sick Leave (SL) Policy 1. Sick Leave Accrual: Sick leave is accrued on a half-yearly basis at the rate of 3.5 days every six months, calculated on a pro-rata basis, depending on the employee's joining date. 2. Expiry of Unused Sick Leave: Any unutilized sick leave will automatically expire at the conclusion of the calendar year. Accumulation of sick leave into the subsequent year is not permissible. Sabbatical Leave Policy 1. Eligibility: Sabbatical leave is available to employees who have completed a minimum of 3 years of continuous service with the organization. This leave is intended to provide employees with an extended break for personal or professional development, health reasons, or other approved purposes. 2. Duration: The duration of sabbatical leave may range from 1 month to a maximum of 3 months, depending on the employee's length of service and the nature of the leave request. The approval of sabbatical leave is at the discretion of management. 3. Terms of Leave: ○ Sabbatical leave is unpaid. ○ Employees must submit a written application at least 4 weeks in advance. ○ During the leave period, employees will retain their employment status but will not receive any salary or benefits unless otherwise agreed upon. ○ In this scenario, the employee's performance evaluation process will be deferred to the subsequent appraisal cycle. 4. Return to Work: Employees are expected to return to their previous position or a similar role upon the completion of their sabbatical leave. Failure to return within the agreed time may be treated as a absconded. Maternity Leave Policy 1. Eligibility and Duration: Female employees are entitled to 90 calendar days of paid maternity leave to ensure the well-being of both mother and child during the pre- and post-natal period. 2. Submission of Documentation: Employees must submit the required medical certificates or relevant documentation to the HR department. Maternity leave will be granted upon submission and approval of these documents. 3. Leave Benefits: The employee will receive her salary after returning from maternity leave, following the successful submission of all required documents and approvals. Benefits applicable during this period will remain unchanged Floater Leave Policy 1. Eligibility and Purpose: Employees are entitled to two floater leaves per year, which can be used to observe regional or festive holidays. This leave policy is exclusively applicable to designated regional holidays. Only employees assigned to the Indian holiday calendar are eligible for this leave option. 2. Approval Process: Employees are required to submit a formal request for floater leave two business days in advance. Encashment of Privilege Leaves Policy 1. Eligibility for Encashment: Every employee is eligible for encashment of Privilege Leave (PL). All accrued PLs for the calendar year will be credited to the employee's fixed deposit. 2. Encashment Process: Upon the employee’s exit, 50% of the PL balance will be encashed on gross salary at the time of relieving and included in the Full and Final settlement (FNF). Special Leaves Policy 1. Paternity Leave (PL): ○ Eligibility: All confirmed male employees are entitled to 7 days of paid paternity leave upon the birth of their child. ○ Notification: While prior approval for the leave is not mandatory, employees are encouraged to inform the management of the expected date of the event. The leave request will be formally approved following the occurrence. 2. Marriage Leave (ML): ○ Eligibility: Upon confirmation of employment, individuals are granted 7 consecutive days of paid leave to celebrate their marriage ceremony. ○ Notification and Approval: Prior to taking a leave of absence, employees are required to notify management at least one month in advance and secure the necessary approvals. First Name Policy First Name Policy Fostering Equality and Collaboration at DWS We are committed to cultivating a strong and unified team where every individual feels valued and respected. In our ongoing efforts to reinforce a culture of inclusivity and equality, we are introducing a new practice: addressing one another by first names. This approach aims to enhance communication, foster collaboration, and create a more approachable work environment. By using first names, we encourage a sense of equality among all employees, irrespective of their position or tenure. Open Door Policy Open Door Policy Feedback and Ideas: Open Door Policy At DWS, we value the creativity and innovative thinking of our employees. We believe that everyone has the potential to contribute to the growth and success of our company. To foster a culture of open communication and collaboration, we have implemented an "Open Door Policy" that allows every employee to directly contact the CEO to share their ideas and suggestions. Share Ideas Feature in CRM We have a dedicated feature in our CRM system called "Share Ideas" that provides a convenient platform for employees to submit their ideas directly to the top management or even to the CEO. Click here to watch a quick explainer video. This feature allows employees to easily articulate their thoughts, provide supporting documentation, and suggest potential implementation strategies. Review Process The CEO will personally review all submitted ideas on a regular basis. The CEO will evaluate the ideas based on their potential to improve company operations, enhance employee engagement, or drive growth. Confidentiality and Recognition We understand that some ideas may be sensitive or confidential in nature. Employees can be assured that their ideas or the feedback will be treated with the utmost confidentiality. To recognize and appreciate the contributions of our employees, we will acknowledge and thank all employees who submit ideas, regardless of whether their ideas are implemented. Implementation and Follow-Up If an employee's idea is selected for implementation, the top management will work closely with the relevant teams to ensure its successful execution. The employee who submitted the idea will be actively involved in the implementation process and will be kept informed of the progress. Conclusion Our Open Door Policy for Employee Ideas is a testament to our commitment to fostering a culture of innovation and continuous improvement. We believe that by empowering every employee to share their thoughts and ideas, we can unlock the full potential of our workforce and drive the company's success. Explainer video: click here Travel Policy Travel Policy 1. The employees who work from home and visit the office for official reasons, travel reimbursements will not be reimbursed. 2. When employees or contractors go on official events, conferences with prior approval from HOD will be reimbursed by the company on actuals. Workplace Violence Policy Workplace Violence Policy Zero Tolerance for Workplace Violence at DWS DWS maintains a strict zero-tolerance policy regarding any form of workplace violence. This encompasses, but is not limited to, physical assaults, threats, intimidation, harassment, or any behavior that creates a hostile or unsafe work environment. If you are a victim of, or a witness to, any incidents of violence or harassment within the workplace, it is crucial to report the incident to management without delay. Prompt reporting allows for immediate investigation and appropriate action, ensuring the safety and well-being of all employees. We are committed to fostering a safe and respectful work environment, and your cooperation in reporting such incidents is essential to upholding this standard. Loyalty factor Loyalty Factor Company Policy on Employee Loyalty Maintain a positive attitude towards the company and your colleagues. Instead of encouraging employees to leave the company, encourage them to work through any discrepancies and help create a positive work environment. Confidentiality Employees must maintain the confidentiality of all company secrets, including trade secrets, financial information, employee data, and customer data. This includes not disclosing such information to unauthorized individuals, either inside or outside the company. Employees must also take reasonable steps to protect company secrets from unauthorized access, such as by using strong passwords and encryption. Non-Compete Agreements Employees who have access to sensitive company information may be required to sign non-compete agreements. These agreements prohibit employees from working for a competitor or starting their own business in the same industry for a specified period of time after leaving the company. Employee Engagement The company is committed to creating a work environment that encourages employee loyalty and engagement. This includes providing employees with opportunities for professional development, recognition for their contributions, and a sense of belonging to the company. Consequences of Breaching Loyalty Employees who breach their duty of loyalty to the company may be subject to disciplinary action, up to and including termination of employment. Specific Examples of Employee Loyalty ● Keeping company secrets confidential ● Not engaging in activities that could harm the company's reputation ● Being a positive ambassador for the company ● Encouraging other employees to be loyal to the company ● Talk positive about the company and company’s employees Conclusion Employee loyalty is essential for the success of any company. By following this policy, employees can help to protect the company's secrets and ensure its continued success. COMMUNICATION | COLLABORATION | PRODUCTIVITY COMMUNICATION | COLLABORATION | PRODUCTIVITY ● Your official email ID will be configured and provided to you with your password, and you are good to go!! ● All Google workspace collaboration tools will be available to you using the official ID and you can begin your journey of growth and collaboration at DWS!! ● We will set you up on Skype for a quick DM and other real time communication within the organization. We recommend you download Skype on your mobile for ease of use. ● CollabX is our inhouse ERP, we use it for the following purposes: ○ Task management ○ Performance management system. ○ Raising invoices to the clients ○ Helpdesk ● Zoom is our go to platform for video meetings. It is integrated with CollabX and has a recording setting on cloud that can easily be accessed for quality and training purposes. ● Keka is an important tool to navigate your life at DWS. A lot of things sit in Keka. We highly recommend you download it on your mobile device and use the mobile friendly features for easy navigation. ○ Leave & Attendance ○ Announcements, ○ Colleagues Birthdays and Anniversaries ● Google sheet, slide or doc access ○ Grant restricted access only to the individual who requires it for the shared sheet. Do not select the "Anyone with the link" option under any circumstances. ○ All PMs must create copies of sheets/docs and share them with the client. Do not add the client to the same document as the operations team. IT Assets Policy IT Assets Policy Purpose and Scope This policy outlines the guidelines for the issuance, usage, and return of IT assets provided to employees for the performance of their job duties. Policy Details 1. Issuance of IT Assets: ○ IT assets necessary for your role will be allocated to you by the IT team after the completion of the onboarding process. ○ To receive company assets, employees are required to sign an asset allocation letter. ○ If interns, trainees, or POP freelancers work from the office, the company will provide a laptop or desktop. Otherwise, they must use their own device. 2. Responsibility and Care: ○ Employees are responsible for the proper care and maintenance of all IT assets assigned to them. ○ It is imperative to use these assets in accordance with company policies and guidelines. ○ Please be aware that company-issued devices (laptops, desktops, phones, tablets, etc.) may have screen recording or snapshot software installed. By using these devices, you consent to the company using such software. 3. Prohibited External Devices & personal usage: ○ The use of unauthorized external devices, including but not limited to USB drives, external hard drives, and personal laptops, is strictly prohibited to ensure the security and integrity of company data. ○ Company laptops should be used solely for business purposes. Personal activities, including online banking and accessing confidential non-work documents, are prohibited. Remember, screen activity may be monitored. 4. Ownership and Return: ○ All IT assets issued to employees remain the property of the company. ○ Employees are required to return all issued assets upon termination of employment or when requested by management. 5. Security Measures: ○ Employees must adhere to all security protocols related to IT asset usage, including regular software updates, password protection, and reporting any loss or theft immediately to the IT department. 6. Non-Disclosure Agreement (NDA) and Non-Competition Agreement (NCA) ○ In order to safeguard the security and compliance of company data, it is mandatory for all employees to execute a Non-Disclosure Agreement (NDA) and Non-Competition Agreement (NCA) Compliance Failure to comply with this policy may result in disciplinary action, including but not limited to, the loss of access to IT resources. Tool & Subscription Policy Tool & Subscription Policy Policy Name: Tool & Subscription Policy Applicable To: Digital Web Solutions Group (DWSG) and all its Business Units (BUs) Effective Date: 24th October 2025 Approved By: Tarun Gogia, Director – People Operations & Quality ________________________________________ 1. Purpose The purpose of this policy is to ensure that all tools and software subscriptions procured and utilized across Digital Web Solutions Group (DWSG) and its business units are managed efficiently, cost-effectively, and in alignment with business objectives. This policy aims to prevent duplication of purchases, promote optimal license usage, and maintain transparency in financial and operational accountability. ________________________________________ 2. Scope This policy applies to all departments, employees, and business units under the Digital Web Solutions Group. It governs the procurement, renewal, usage, and optimization of all tools and software subscriptions used for business operations. ________________________________________ 3. Policy Statement 1. All tools and software subscriptions must be purchased or renewed only through the designated process managed by the authorized SPOC, Tool Manager, and Finance Team. 2. Any tool or subscription purchased must have a clear business justification and prior approval from the Head of Business Unit (HOBU) or senior management. 3. The Tool Manager is responsible for maintaining a central repository of all tools and subscriptions, including details of users, costs, renewal dates, and business unit allocations. 4. The Finance Team will oversee payments, maintain financial records, and perform regular reconciliations and audits to ensure compliance. 5. All tools and subscriptions will be periodically reviewed to assess their usage, relevance, and cost-effectiveness. Unused or redundant tools will be discontinued in coordination with respective departments. 6. Employees must not purchase or subscribe to any tools or services independently using personal or company funds without prior authorization. 7. Employees are strictly prohibited from using any company-purchased tools or services for personal purposes under any circumstances. 8. Any tool or subscription no longer required must be promptly discontinued to avoid unnecessary expenses. 9. Failure to comply with this policy may result in disciplinary action and financial liability for unauthorized purchases or losses incurred due to negligence. ________________________________________ 4. Roles & Responsibilities Role Responsibility Head of Business Unit (HOBU) Approves all tool or subscription requests within their business unit and ensures alignment with business needs. SPOC / Senior Manager Initiates tool requests, ensures justification and compliance with policy, and maintains usage discipline within the team. Tool Manager Maintains repository, evaluates existing licenses, prevents duplication, tracks renewals, and ensures timely optimization reviews. Finance Team Manages financial approvals, payments, reconciliations, and periodic audits related to tools and subscriptions. ________________________________________ 5. Review & Optimization ● The Tool Manager will conduct monthly reviews of all active tools and subscriptions in coordination with business unit SPOCs. ● A consolidated report highlighting active, new, and discontinued tools will be submitted to the respective Business Unit Heads for oversight and approval. ● Tools or subscriptions showing low or no utilization for consecutive months may be flagged for discontinuation. ________________________________________ 6. Communication & Compliance ● All communication related to tool or subscription purchases must be routed through official company channels. ● Direct or unauthorized purchases are strictly prohibited. ● The Finance and Accounts team reserves the right to withhold or reverse payments for any unapproved or non-compliant purchases. ________________________________________ 7. Policy Governance ● This policy will be reviewed annually or as required by business or operational changes. ● The company reserves the right to modify, amend, or withdraw this policy at any time, in full or in part, based on business requirements or in the best interest of the organization. ________________________________________ 8. Expected Outcomes ● Transparent and accountable tool management ● Optimized cost utilization ● Prevention of duplicate or redundant subscriptions ● Clear financial and operational ownership Marking Daily Attendance Marking Daily Attendance All employees are required to mark their daily attendance using the collabx attendance module. Click here to access a quick explainer video: ● English:https://www.tella.tv/video/punch-in-and-punch-out-with-collab-x-0kqd ● Hindi:https://share.vidyard.com/watch/atrWPFRCB1D4UnmeNM568L 1. If you are inactive on collabx for two consecutive hours, the system will automatically log you off and put you on a break. 2. Employees who work outside of collabx can submit a regularization request to their manager. Once approved, the request will be counted towards the employee's attendance. (please note, you cannot regularize your attendance beyond 8 hours on any given day). 3. Employees must mark their breaks on collabx. Failure to do so violates company attendance policy and may result in disciplinary action. 4. To prevent delays, please submit your attendance regularization requests to your manager daily. Weekly regularization and leaves will be locked every Monday at 10:00pm for the last week, after which you will be unable to submit requests for the previous week. 5. The IT team conducts random screen audits to ensure that all employees are following attendance protocols. If you fail the audit, serious action will be taken. 6. To claim a full working day, you must work for 9 hours. This includes a 1-hour break ie. 8 working bench hours. 7. To claim a half working day, you must work for 5 hours. This includes a 30 mins break ie. 4 hours 30 mins bench hours. 8. On a given day if you work for less than 4 hours 30 mins, it will be counted as a leave. 9. Short attendance: If you work between 6 hours to 7 hours 30 mins bench hours, it will be counted as a short leave day. You are allowed to have two such short leave days in a month post which every short leave day will have a deduction of one fourth of the salary of the day (unless you accrue additional working hours). 10. If you accumulate additional working hours, they may be used to offset deductions for short leave days. For example, working 11 hours for three consecutive days results in 9 extra hours, which can be used to balance out short leave days. Here’s how it works: ● Every employee is allowed 2 short leaves per month without any deduction. ● The next 2 short leaves (if taken) can be adjusted only if you have sufficient accrued extra hours. ● If there are no accrued extra hours, deductions will be applied to your pay for the additional short leaves. 11. If an employee works on a holiday, an additional leave day will be added to their leave pool, which can be availed at a later time. This will be applicable only upon the Manager’s approval. Leave Application Process 1. All employees should use collabx leave management module to apply for their leaves. Click here to access a quick explainer video: Unauthorized Absence: ● Our employees are expected to take full ownership of their work and keep their managers informed at all times. Any unauthorized absence from work is strictly discouraged. It also results in consequences for the employees. ● It is imperative that you submit a leave request in the Keka system at least two days prior to the commencement of your intended leave. Failure to submit a leave request in Keka before taking a planned leave will result in the leave not being retrospectively approved. ● In the event that your leave request is not formally approved within Keka by your manager, and you proceed to take said leave, it could constitute a breach of company policy and may result in a two-day deduction of pay. Sandwich Policy Unpaid leave exceeding 5 days in a month due to insufficient leave balance will result in: a) one weekend is counted as leave (weekend just above the last leave taken) b) if the number of leaves are many (10 or more), then per 5 leaves a weekend gets counted in leaves. Absconding 1. Your service will be automatically terminated if you are absent for more than four consecutive working days without permission. 2. If you resign and leave immediately, or refuse to serve the agreed notice period, you will be considered as having absconded from the company. PAYROLL PAYROLL ● Employees are paid once in a month [before 10th of the subsequent month]. ● Upon the successful transfer of your salary payslips are automatically and promptly forwarded to your designated email address. In the event that you encounter any discrepancies or concerns regarding your payslip, you are kindly requested to submit a ticket for review through the Collabx platform. ● Review your pay statements regularly to ensure accuracy and communicate immediately if any errors are noticed ● Formally declare tax savings in a timely manner as stipulated by the Finance department. Variable Payout Policy Purpose The Variable Payout Policy outlines the framework under which employees or freelancers may receive additional compensation in the form of variable payouts, incentives, or commissions. These payouts are designed to recognize and reward exceptional performance, contribution to business growth, and achievement of defined objectives. Policy Statement 1. The company may, from time to time, announce variable payouts, incentives, commissions, or other performance-based rewards to motivate and encourage employees towards achieving organizational goals. 2. Such payouts are discretionary in nature and may vary based on individual performance, team performance, business results, or other factors determined by the management. 3. All variable payouts will be announced by the Head of Department (HOD) or Senior Management of the respective business unit, as deemed appropriate. 4. Payout timelines, calculation methods, and qualifying criteria (if any) will be communicated at the time of announcement and may differ across departments or roles. 5. The Company reserves the right to modify, amend, suspend, or withdraw this Variable Payout Policy, in whole or in part, at any time based on business requirements or in the best interest of the organization. 6. All decisions regarding variable payouts shall be final and binding on employees and shall not be subject to dispute or review. Holiday Calendar Holiday Calendar As per your process needs, one of the following calendar will be assigned to you: ○ New Zealand Calendar ○ The US Calendar [DWS Team] ○ The US Calendar [Wytlabs Team] ○ Onsite US Calendar ○ Indian Calendar For further information, kindly reach out to your reporting manager or the Human Resources (HR) department. APPRAISAL APPRAISAL We have yearly appraisal cycles, depending on the joining date. 1. Who joins till June will get the appraisal in April next year. 2. Those who join post-June will be eligible for the appraisal in the September cycle next year. Appraisal Criteria Associate's Performance, Behavior, Attitude, Dedication, Commitment, Professionalism, Complaints, and Feedback received by TL/Manager/Management will be considered from time to time while assessing the appraisal. DOJ before June 30 - April Appraisal Cycle DOJ after June 30 - September Appraisal Cycle HEALTH INSURANCE HEALTH INSURANCE DWS has a comprehensive Group Mediclaim Policy. Please check with your HR Partner about your cover eligibility if you wish to opt for it. How it works: ● DWS allows you the flexibility to opt for a Health Insurance Policy for yourself and your loved ones. To establish positive interest in opting for the policy a token amount of 150/- per person per month is payable by the employee. ● What does this mean: If you would like to insure yourself you pay an amount of 150/- pm for this benefit, if you would like to insure yourself and your spouse you pay an amount of 300/- towards this. And if you would like to add your kids to this benefit it means an additional per person amount. Parents, in-laws, siblings, live-in partners and other relatives cannot be included at this time. RESIGNATION POLICY RESIGNATION POLICY This policy outlines the process for employees who wish to resign from their position to ensure a smooth transition for both the employee and the organization. This policy applies to all employees. 1. Resignation Notice Period Employees are required to provide written notice of resignation as follows: · 30 days for trainee and executive level employees · 60 days for team leaders, managers and senior managers · 90 days for AVP, VP, HOD’s and Directors 2. Notification Process ● Written Notice: Employees must submit a written (on Email) resignation letter to their supervisor and HR. ● Exit Interview: Employees are encouraged to participate in an exit interview to provide feedback about their experience at the company. ● If any employee resign, then their 1-month salary will be on hold ● If any employee resigns immediately without any prior notice, then he/she will be considered as absconded. And will be liable for any documents (no relieving letter, no full and final, no experience letter) 3. Final Pay and Benefits Upon resignation, employees will receive their final No dues, including any unused vacation or paid time off. Benefits will cease as outlined in the employee handbook. 4. Return of Company Property Employees must return all company property, including devices (Laptop, mobile,etc), documents, and any other materials, before their last working day. Employees working from home in a different location are responsible for the cost of returning company assets to the office. 5. Confidentiality Employees must continue to adhere to confidentiality agreements regarding company information even after resignation. 6. Consequences of Non-Compliance Failure to follow the resignation policy may result in forfeiture of certain benefits or a negative reference for future employment. 7. Policy Review This policy will be reviewed annually and updated as necessary. 8. Contact Information For questions regarding this policy, employees should contact the HR department at [HR contact information]. NOTICE PERIOD NOTICE PERIOD Tier Notice Period T1 Entry-Level DEOs, Data collection 30 days T2 Entry-Level fresher (Graduate), Trainee 30 days T3 Associates, Executive [less than 6m experience] 30 days T4 Experienced Senior Executive [Experienced Employees] 60 days T5 Team Leader, Manager 60 days T6 Sr Manager, HOD, AVP, VP 90 days T7 Director 90 days HELPDESK AND KEY SUPPORT HELPDESK AND KEY SUPPORT Any work related issue will be addressed by your manager, keep the communication channels open, feel free to reach out Your HR Partner Shalu Sharma [Noida Office] Email: shalu.sharma@digitalwebsolutions.in Phone: 9599663485 Isha Singh [Gurugram Office] Email: isha.singh@digitalwebsolutions.com Phone: 7007102205 Your Finance Partner Mudassir [Gurgaon & Noida Office] Email: mudassir.md@digitalwebsolutions.in Phone: 9013322019 Your Admin Partner Dilip [Noida Office] Email: dilip.singh@digitalwebsolutions.in, Phone: 9759822394 Ashwani [Gurugram Office] Email: ashwani.kumar@digitalwebsolutions.in Phone: 9555607228 Your IT Partner Pradeep Kumar Roy [Noida Office] Email: pradeep.roy@digitalwebsolutions.in Phone: 7042757347 Sagar Gupta [Gurugram Office] Email: sagar.g@digitalwebsolutions.in Phone: 7529998056 Employee Code of Conduct Employee Code of Conduct An Employee Code of Conduct is a critical component of a company’s policy, setting out the standards and expectations for employees' behaviour and interactions within the workplace. It typically addresses various areas to ensure a professional, respectful, and productive work environment. Here’s a general outline of what such a code might include: 1. Introduction ● Purpose: To outline the expectations for employee behaviour and to foster a positive work environment. ● Scope: Applies to all employees, including full-time, part-time, temporary, and contractors. 2. Objectives ● Brand Consistency: Maintain a consistent brand voice and message across all digital channels. ● Compliance: Adhere to legal requirements and industry standards. ● Ethical Practices: Promote transparency and honesty in all digital marketing activities. ● Data Protection: Ensure the privacy and security of customer information. 3. Professional Behaviour ● Respect and Integrity: Treat all colleagues, clients, and stakeholders with respect and fairness. Avoid discriminatory behaviour or harassment of any kind. ● Confidentiality: Protect sensitive company information and respect the privacy of others. ● Conflict of Interest: Avoid situations where personal interests conflict with the company’s interests. Disclose any potential conflicts to management. 4. Compliance with Laws and Policies ● Legal Compliance: Adhere to all applicable laws, regulations, and company policies. ● Company Policies: Follow all internal policies and procedures, including those related to health and safety, IT usage, and reporting misconduct. 5. Anti-Discrimination and Harassment Policy: Policy Against Discrimination and Harassment ● Digital Web Solutions maintains a strict policy against discrimination and harassment based on race, religion, gender, sexual orientation, age, disability, or any other protected characteristic. We are committed to providing a respectful and inclusive workplace for all employees, clients, and partners. ● Discrimination or harassment in any form, including verbal, physical, or visual, will not be tolerated and may result in disciplinary action, up to and including termination of employment. 6. Workplace Conduct ● Attendance and Punctuality: Be punctual and adhere to your work schedule. Notify your supervisor in advance if you will be absent or late. ● Dress Code: Dress appropriately for your role and in accordance with the company’s dress code policy. ● Behaviour: Maintain a professional demeanour at all times. Avoid disruptive behaviour, inappropriate language, or actions that could damage the company’s reputation. 7. Social Media and Electronic Communications Policy: Purpose This policy outlines guidelines for employees' use of social media and electronic communications, both personally and professionally, to ensure responsible and ethical conduct that protects the company's reputation and fosters a positive online presence. Scope This policy applies to all employees of Digital Web Solutions Pvt Ltd and covers the use of social media platforms, email, instant messaging, and other forms of electronic communication. Policy 1. Professional Use of Social Media ○ Employees representing the company on social media must maintain a professional and respectful tone. ○ Confidential or proprietary company information must not be shared on social media without authorization. ○ Employees should be mindful of their personal social media presence, as it may reflect on the company's image. 2. Personal Use of Social Media ○ Employees are encouraged to use social media responsibly and ethically. ○ Avoid posting content that could be considered offensive, discriminatory, or harmful to the company's reputation. ○ Respect copyright and intellectual property laws when sharing content on social media. 3. Email and Instant Messaging ○ Use professional and courteous language in all email and instant messaging communications. ○ Confidential or sensitive information should be handled with care and only shared with authorized individuals. ○ Company policy does not permit the use of company email or instant messaging accounts for personal or non-business-related purposes. 4. Cybersecurity ○ Be aware of phishing scams and other online threats. ○ Do not click on suspicious links or download attachments from unknown sources. ○ Report any security breaches or concerns to the IT department immediately. 5. Enforcement Violations of this policy may result in disciplinary action, up to and including termination of employment. 6. Disclaimer This policy is subject to change and may be updated periodically. Employees are responsible for staying informed of any changes. 8. Health and Safety ● Safe Practices: Follow all health and safety guidelines to ensure a safe working environment. Report any unsafe conditions or incidents immediately. ● Substance Abuse: Do not engage in the use or possession of illegal substances or come to work under the influence of alcohol or drugs. 9. Reporting and Accountability ● Reporting Misconduct: Report any observed violations of the code of conduct or other company policies to your supervisor or through the designated reporting channels. ● Disciplinary Actions: Understand that violations of the code may result in disciplinary action, up to and including termination of employment. 10. Contact Information · For questions or further clarification regarding this policy, please contact Manager of People Operations, Shalu Sharma at hr@digitalwebsolutions.in 8. Acknowledgment ● Acknowledgment: All employees must acknowledge that they have read, understood, and agree to adhere to the Employee Code of Conduct. Conclusion · The Employee Code of Conduct helps ensure that everyone in the company understands and adheres to the standards of behavior expected in the workplace. It is designed to promote a respectful, safe, and productive environment for all employees. Regular reviews and updates of the code help maintain its relevance and effectiveness. Company Protocols Company Protocols 1. In the event that an employee intends to take sick leave, they are required to submit medical documentation supporting their claim. Acknowledgement: I hereby confirm that I have read and understood the company policy and Here are some important company policies that are often included in company policy handbooks but are missing from the provided document: ● Code of Conduct: While the document mentions an Employee Code of Conduct, it doesn't detail what constitutes ethical behavior, conflicts of interest, or expected standards of professionalism. A well-defined code of conduct is crucial for maintaining a positive and ethical workplace culture. With the pervasive use of social media and electronic communication, a policy outlining acceptable use of company and personal devices for communication, as well as potential consequences for misuse, is important. ● Data Privacy and Security Policy: Given the importance of data protection, a comprehensive policy detailing how employee and customer data is collected, stored, used, and protected is essential. ● Intellectual Property Policy: If employees are involved in creating intellectual property, a policy outlining ownership and rights to inventions, copyrights, and other intellectual property is necessary. ● Whistleblower Policy: A policy that encourages employees to report unethical or illegal behavior without fear of retaliation is crucial for maintaining ethical standards. ● Environmental Policy: With growing awareness of environmental issues, many companies have policies outlining their commitment to sustainability and environmental responsibility. ● Remote Work Policy: As remote work becomes more common, a policy outlining expectations for remote workers, including communication, availability, and performance, can be beneficial. ● Health and Wellness Policy: Some companies have policies promoting employee health and wellness, including programs for stress management, physical fitness, and mental health. ● Substance Abuse Policy: While the document briefly mentions substance abuse, a more detailed policy outlining expectations for employee conduct regarding drug and alcohol use, as well as potential consequences for violations, may be necessary. Disclaimer: This response is based on general HR practices and may not encompass all necessary policies for every business. It is recommended that the company consult with a legal professional or HR specialist to ensure compliance with local laws and regulations. Management Protocols Policy: Leadership Responsibilities – 1-on-1 Meetings & KRAs/KPIs Scope: This policy applies to all employees who have one or more people reporting directly to them — including senior management, department heads, team leads, project managers, and any other role with direct reportees — across all brands under the Digital Web Solutions Group of Companies. All employees with direct reportees, including senior management and department heads, must adhere to the following requirements: 1. Weekly One-on-One Meetings – Conduct weekly one-on-one meetings with each team member. These meetings must be scheduled, documented, and tracked using the 1-on-1 module in the CollabX portal. 2. Monthly KRAs & KPIs Review – Define Key Responsibility Areas (KRAs) and Key Performance Indicators (KPIs) for each team member and enter them into the portal through HR. Managers must review and score team members on their KPIs once every month. The company will use the 12 monthly submissions to derive each individual’s annual performance score, which will directly influence increment percentages. Note: ● If you have more than seven (7) direct reportees, you must work efficiently to create a better reporting structure. Until this is resolved, you may conduct one-on-one meetings on a fortnightly basis. ● Fortnightly meetings may also be conducted with interns and trainees in special cases. Compliance with this policy is mandatory and will be monitored by the People Operations team. Support teams Your Support Teams & How to Contact Them 🧑‍💼 HR Team 📧 hr@digitalwebsolutions.in For any queries related to attendance, leaves, payroll, or policies. ________________________________________ 💰 Accounts Team 📧 accounts@digitalwebsolutions.in For queries regarding invoices, reimbursements, or payments. ________________________________________ 🏢 Admin Team 📧 admin@digitalwebsolutions.in For office facilities, stationery, logistics, or travel-related assistance. ________________________________________ 💻 IT Team 📧 it@digitalwebsolutions.in For technical issues, system access, or equipment support. ________________________________________ ⚙️ Escalations If your concern remains unresolved, please escalate to: Tarun Gogia Group Director of People Operations 📧 tarun.gogia@digitalwebsolutions.in 📞 +91 98182 43004