Employee Terms and Conditions
Each employee is entitled to 15 government approved leaves which will be informed at the beginning of every financial year. He will be entitled to the following every month 2 additional medical leaves, 1 casual leave. The leaves will not have any form of carry forward but will be provided to him in a case specific basis. Loss of pay will be applied to all other leave where appropriate reasons-and-or-proof are furnished. Employees are required to provide at least 20 days of advance notice. Employees are required to work well in the bounds of the legal framework to ensure that leave are not misused in any manner. If found to be misusing the leave, the employee can be subject to consequences.
PerfectFit Systems will be hereby referred to as company as well, has established the following guidelines for employee use of the company's technology and communications networks, including the Internet and e-mail, in an appropriate, ethical and professional manner.
Confidentiality and Monitoring: All technology provided by Company, including computer systems, communication networks, company-related work records and other information stored electronically, is the property of Company and not the employee. In general, use of the company's technology systems and electronic communications should be job-related and not for personal convenience. Company reserves the right to examine, monitor and regulate e-mail and other electronic communications, directories, files and all other content, including Internet use, transmitted by or stored in its technology systems, whether onsite or offsite. Internal and external e-mail, voice mail, text messages and other electronic communications are considered business records and may be subject to discovery in the event of litigation. Employees must be aware of this possibility when communicating electronically within and outside the company.
Appropriate Use Company employees are expected to use technology responsibly and productively as necessary for their jobs. Internet access and e-mail use is for job-related activities; however, minimal personal use is acceptable. Employees may not use Company's Internet, e-mail or other electronic communications to transmit, retrieve or store any communications or other content of a defamatory, discriminatory, harassing or pornographic nature. No messages with derogatory or inflammatory remarks about an individual's race, age, disability, religion, national origin, physical attributes or sexual preference may be transmitted. Harassment of any kind is prohibited.
Disparaging, abusive, profane or offensive language and any illegal activities—including piracy, cracking, extortion, blackmail, copyright infringement and unauthorized access to any computers on the Internet or e-mail—are forbidden. Copyrighted materials belonging to entities other than Company may not be transmitted by employees on the company's network without permission of the copyright holder. Employees may not use Company's computer systems in a way that disrupts its use by others. This includes sending or receiving excessive numbers of large files and spamming (sending unsolicited e-mail to thousands of users). Employees are prohibited from downloading software or other program files or online services from the Internet without prior approval from the IT department. All files or software should be passed through virus-protection programs prior to use. Failure to detect viruses could result in corruption or damage to files or unauthorized entry into company systems and networks. Every employee of Company is responsible for the content of all text, audio, video or image files that he or she places or sends over the company's Internet and e-mail systems. No e-mail or other electronic communications may be sent that hide the identity of the sender or represent the sender as someone else. Company's corporate identity is attached to all outgoing e-mail communications, which should reflect corporate values and appropriate workplace language and conduct.
Our Employee Code of Conduct company policy outlines our expectations regarding employees’ behavior towards their colleagues, supervisors and overall organization.
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
Policy elements :
What are the components of an Employee Code of Conduct Policy?
Company employees are bound by their contract to follow our Employee Code of Conduct while performing their duties. We outline the components of our Code of Conduct below:
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. Vandalism of any sort will not be tolerated.
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. IP and work done during the work with the company will be the company’s property and the employee agrees not place any claim on the same. Employees should protect company facilities and other material property (e.g. company cars) from damage and vandalism, whenever possible.
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 when coming to and leaving from work.
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.
Policies : All employees should read and follow our company policies. If they have any questions, they should ask their managers or Human Resources (HR) department.
Disciplinary actions :Our company may have to take disciplinary action against employees who repeatedly or intentionally fail to follow our code of conduct. Disciplinary actions will vary depending on the violation.
Possible consequences include: Demotion. Reprimand. Suspension or termination for more serious offenses. Detraction of benefits for a definite or indefinite time. We may take legal action in cases of corruption, theft, embezzlement or other unlawful behavior.
The employee understands that PerfectFit systems will not be responsible for any damages or losses caused by the candidate’s direct or indirect conduct or actions either to any property, the employee himself, client or any other employees. The employee takes complete responsibility of their actions and understand that they will face complete legal consequences if that happens. The employee also agrees to maintain strict confidentiality and secrecy of clientele, project details, technical-know-how and information on personal involved with PerfectFit Systems or clientele and agrees not to disclose any of the information mentioned above without the written consent of PerfectFit Systems. The employee also agrees not to be involved in any capacity with clients/contractors/consultants/employees/competitor of PerfectFit systems without the written approval of PerfectFit Systems for a period of 3 years from the date of relieving from PerfectFit Systems. The employee also agrees not to be involved in any role which might create competition to PerfectFit Systems in any manner for a period of 3 years from the date of relieving from project/work at PerfectFit Systems.
Each employee agrees to safeguard the interests of the company and ensures not to use any or share any data, systems or technologies developed or being developed in any form to competitors, clients or partners without the prior approval of the CRO or CEO. Each employee also agrees to assign rights of any invention or discovery that has been created/done while working with the company to the company (PerfectFit Systems).
The Candidate understands that PerfectFit Systems will not be responsible for any damages or losses caused by the candidate’s direct or indirect conduct or actions either to any property, the candidate himself, client or any other employees. The Candidate takes complete responsibility of their actions and understand that they will face complete legal consequences if that happens. The Candidate also agrees to maintain strict confidentiality and secrecy of clientele, project details, technical-know-how and information on personal involved with PerfectFit Systems or clientele and agrees not to disclose any of the information mentioned above without the written consent of PerfectFit Systems. The Candidate also agrees not to be involved in any capacity with clients/contractors/consultants/employees/competitor of PerfectFit systems without the written approval of PerfectFit Systems for a period of 3 years from the date of relieving from PerfectFit Systems. The Candidate also agrees not to be involved in any role which might create competition to PerfectFit Systems in any manner for a period of 3 years from the date of relieving from project/work at PerfectFit Systems.
PerfectFit Systems strives to create and maintain a work environment in which people are treated with dignity, decency and respect. The environment of the company should be characterized by mutual trust and the absence of intimidation, oppression and exploitation. PerfectFit Systems will not tolerate unlawful discrimination or harassment of any kind. Through enforcement of this policy and by education of employees, PerfectFit Systems will seek to prevent, correct and discipline behavior that violates this policy.
All employees, regardless of their positions, are covered by and are expected to comply with this policy and to take appropriate measures to ensure that prohibited conduct does not occur. Appropriate disciplinary action will be taken against any employee who violates this policy. Based on the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension, or termination of employment.
Managers and supervisors who knowingly allow or tolerate discrimination, harassment or retaliation, including the failure to immediately report such misconduct to human resources (HR), are in violation of this policy and subject to discipline.
Prohibited Conduct Under This Policy
PerfectFit Systems, in compliance with all applicable federal, state and local anti-discrimination and harassment laws and regulations, enforces this policy in accordance with the following definitions and guidelines:
It is a violation of PerfectFit System's policy to discriminate in the provision of employment opportunities, benefits or privileges; to create discriminatory work conditions; or to use discriminatory evaluative standards in employment if the basis of that discriminatory treatment is, in whole or in part, the person's race, color, national origin, age, religion, disability status, sex, sexual orientation, gender identity or expression, genetic information or marital status.
This policy is intended to comply with the prohibitions stated in government anti-discrimination laws. Discrimination in violation of this policy will be subject to disciplinary measures.
PerfectFit Systems prohibits harassment of any kind, including sexual harassment, and will take appropriate and immediate action in response to complaints or knowledge of violations of this policy. For purposes of this policy, harassment is any verbal or physical conduct designed to threaten, intimidate or coerce an employee, co-worker, or any person working for or on behalf of PerfectFit Systems.
The following examples of harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy:
Verbal harassment includes comments that are offensive or unwelcome regarding a person's national origin, race, color, religion, age, sex, sexual orientation, pregnancy, appearance, disability, gender identity or expression, marital status.
Nonverbal harassment includes distribution, display or discussion of any written or graphic material that ridicules, denigrates, insults, belittles or shows hostility, aversion or disrespect toward an individual or group because of national origin, race, color, religion, age, gender, sexual orientation, pregnancy, appearance, disability, sexual identity.
Sexual harassment is a form of unlawful employment discrimination under government laws and is prohibited under PerfectFit System's anti-harassment policy. According to the Equal Employment Opportunity Commission (EEOC), sexual harassment is defined as "unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature ... when ... submission to or rejection of such conduct is used as the basis for employment decisions ... or such conduct has the purpose or effect of ... creating an intimidating, hostile or offensive working environment."
Sexual harassment occurs when unsolicited and unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature:
Is used as a basis for an employment decision.
Unreasonably interferes with an employee's work performance or creates an intimidating, hostile or otherwise offensive environment.
Sexual harassment may take different forms. The following examples of sexual harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy:
Verbal sexual harassment includes innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions, lewd remarks and threats; requests for any type of sexual favor (this includes repeated, unwelcome requests for dates); and verbal abuse or "kidding" that is oriented toward a prohibitive form of harassment, including that which is sexual in nature and unwelcome.
Nonverbal sexual harassment includes the distribution, display or discussion of any written or graphic material, including calendars, posters and cartoons that are sexually suggestive or show hostility toward an individual or group because of sex; suggestive or insulting sounds; leering; staring; whistling; obscene gestures; content in letters, notes, facsimiles, e-mails, photos, text messages, tweets and Internet postings; or other forms of communication that are sexual in nature and offensive.
Physical sexual harassment includes unwelcome, unwanted physical contact, including touching, tickling, pinching, patting, brushing up against, hugging, cornering, kissing, fondling, and forced sexual intercourse or assault.
Courteous, mutually respectful, pleasant, noncoercive interactions between employees that are appropriate in the workplace and acceptable to and welcomed by both parties are not considered to be harassment, including sexual harassment.
Consensual Romantic or Sexual Relationships
PerfectFit Systems strongly discourages romantic or sexual relationships between a manager or other supervisory employee and an employee who reports directly or indirectly to that person, because such relationships tend to create compromising conflicts of interest or the appearance of such conflicts. In addition, such a relationship may give rise to the perception by others that there is favoritism or bias in employment decisions affecting the staff employee. Moreover, given the uneven balance of power within such relationships, consent by the staff member is suspect and may be viewed by others, or at a later date by the staff member, as having been given as the result of coercion or intimidation. The atmosphere created by such appearances of bias, favoritism, intimidation, coercion or exploitation undermines the spirit of trust and mutual respect that is essential to a healthy work environment. If there is such a relationship, the parties need to be aware that one or both may be moved to a different department or other actions may be taken.
If any employee of PerfectFit Systems enters into a consensual relationship that is romantic or sexual in nature with an employee who reports directly or indirectly to that employee, or if one of the parties is in a supervisory capacity in the same department in which the other party works, the parties must notify the HR director or other appropriate corporate officer. Because of potential issues regarding quid pro quo harassment, PerfectFit Systems has made reporting mandatory. This requirement does not apply to employees who do not work in the same department or to parties where neither one supervises or otherwise manages responsibilities over the other.
Once the relationship is made known to PerfectFit Systems, the company will review the situation with human resources in light of all the facts (reporting relationship between the parties, effect on co-workers, job titles of the parties, etc.) and will determine whether one or both parties need to be moved to another job or department. If it is determined that one party must be moved, and there are jobs in other departments available for both, the parties may decide who will be the one to apply for a new position. If the parties cannot amicably come to a decision, or the party is not chosen for the position to which he or she applied, the HR director and senior management will decide which party will be moved. That decision will be based on which move will be least disruptive to the organization as a whole. If no other jobs are available for either party, the parties will be given the option of terminating their relationship or resigning.
No hardship, loss, benefit or penalty may be imposed on an employee in response to:
Filing or responding to a bona fide complaint of discrimination or harassment.
Appearing as a witness in the investigation of a complaint.
Serving as an investigator of a complaint.
Lodging a bona fide complaint will in no way be used against the employee or have an adverse impact on the individual's employment status. However, filing groundless or malicious complaints is an abuse of this policy and will be treated as a violation.
Any person who is found to have violated this aspect of the policy will be subject to disciplinary action.
All complaints and investigations are treated confidentially to the extent possible, and information is disclosed strictly on a need-to-know basis. The identity of the complainant is usually revealed to the parties involved during the investigation, and the HR director/CEO will take adequate steps to ensure that the complainant is protected from retaliation during and after the investigation. All information pertaining to a complaint or investigation under this policy will be maintained in secure files within the HR department.
PerfectFit Systems has established the following procedure for lodging a complaint of harassment, discrimination or retaliation. The company will treat all aspects of the procedure confidentially to the extent reasonably possible.
Complaints should be submitted as soon as possible after an incident has occurred, preferably in writing. The HR director/CEO may assist the complainant in completing a written statement or, in the event an employee refuses to provide information in writing, the HR director/CEO will dictate the verbal complaint.
Upon receiving a complaint or being advised by a supervisor or manager that violation of this policy may be occurring, the HR director/CEO will notify senior management and review the complaint with the company's legal counsel.
The HR director/CEO will initiate an investigation to determine whether there is a reasonable basis for believing that the alleged violation of this policy occurred.
If necessary, the complainant and the respondent will be separated during the course of the investigation, either through internal transfer or administrative leave.
During the investigation, the HR director/CEO, together with legal counsel or other management employees, will interview the complainant, the respondent and any witnesses to determine whether the alleged conduct occurred.
Upon conclusion of an investigation, the HR director/CEO or other person conducting the investigation will submit a written report of his or her findings to the company. If it is determined that a violation of this policy has occurred, the HR director will recommend appropriate disciplinary action. The appropriate action will depend on the following factors:
- a) the severity, frequency and pervasiveness of the conduct;
- b) prior complaints made by the complainant;
- c) prior complaints made against the respondent; and
- d) the quality of the evidence (e.g., firsthand knowledge, credible corroboration).
If the investigation is inconclusive or if it is determined that there has been no violation of policy but potentially problematic conduct may have occurred, the HR director may recommend appropriate preventive action.
Senior management will review the investigative report and any statements submitted by the complainant or respondent, discuss results of the investigation with the HR director/CEO and other management staff as appropriate, and decide what action, if any, will be taken.
Once a final decision is made by senior management, the HR director/CEO will meet with the complainant and the respondent separately and notify them of the findings of the investigation. If disciplinary action is to be taken, the respondent will be informed of the nature of the discipline and how it will be executed.
Alternative legal remedies
Nothing in this policy may prevent the complainant or the respondent from pursuing formal legal remedies or resolution through local, state or federal agencies or the courts.