Policy Handbook
1. Purpose
This page outlines the rules, standards, and procedures governing the relationship between GeekWick Techmedia Services Pvt Ltd ("Company") and all employees, contractors, and interns. The aim is to ensure professionalism, timely delivery, and legal compliance while protecting Company interests.
2. Applicability
Applies to permanent & probationary employees (full/part-time), contract staff, interns/trainees, and management staff.
3. Employment Terms
Probation: 3–6 months (terminable for unsatisfactory performance). Work hours: 9 hrs/day, 5 days/week, 1‑hr break. Attendance: ≥90% monthly unless on approved leave. Confirmation on satisfactory completion.
4. Code of Conduct
Professional behavior; no unethical/illegal acts; declare conflicts; no moonlighting without written consent; respect confidentiality. Actions: warnings → proportional deductions for proven damages → termination with cause → legal action.
5. Work Performance & Deadlines
Complete tasks within deadlines; request extensions in writing ≥24h in advance. Unjustified misses: verbal warning → written warning & 30‑day PIP → proportional salary deduction (up to 10% for delayed project period) → termination for repeats.
6. Leave Policy
Annual: 12 days/year. Sick: 6 days/year (medical proof if >2 consecutive days). Casual: 6 days/year. Unpaid by prior approval. Unauthorized absence >3 consecutive working days may lead to termination.
7. Remote Work Policy
Remote work by written approval. Must be reachable during work hours; deliverables and quality equal to on‑site. Misuse → privilege withdrawn + disciplinary action.
8. Performance Evaluation
Quarterly reviews across deadlines, quality, teamwork, initiative, and compliance. Underperformance may trigger PIP; failure may lead to termination.
9. Confidentiality & IP
NDA mandatory. All work created during employment belongs to the Company. Unauthorized sharing of company/client data → immediate termination & possible legal action.
10. Non‑Compete & Non‑Solicitation
No direct competition or solicitation of Company clients, partners, or employees for 12 months post‑employment (subject to applicable law).
11. Disciplinary Actions
Depending on severity: verbal warning → written warning → salary deduction for proven damages/delays → demotion/reassignment → suspension without pay → termination with cause → legal recovery of losses.
12. Termination Policy
With cause: immediate termination for misconduct, fraud, breach of confidentiality, or repeated non‑performance. Without cause: 30 days’ notice or pay in lieu. Resignation needs 30 days’ written notice; notice pay may be adjusted in F&F.
13. Grievance Handling
Raise issues in writing to HR/Management. Anonymous complaints must include sufficient details. Retaliation against good‑faith complaints is prohibited.
14. Governing Law & Jurisdiction
Governed by the laws of India. Disputes subject to exclusive jurisdiction of the courts in Mysuru, Karnataka.
15. Salary Payment & Financial Contingency
Regular cycle: 1st–10th next month. In case of hardship, client payment delays, or operational losses affecting cash flow, salary may be delayed up to 45 days with written notice and a revised schedule. Partial payments may be made; unpaid salary remains a valid Company debt to be cleared when feasible. Employees acknowledge startup cash‑flow risk; statutory dues are not waived.
16. Work Accountability & Payment Conditions
Salary is linked to satisfactory performance and documented compliance with instructions; attendance alone doesn’t create entitlement. Daily Work Reports (or end‑of‑day emails) are mandatory. Failure ≥3 days/month without valid reason may lead to proportional salary deduction. Ignoring instructions (e.g., HRM entries, client mails) is non‑performance. Idle/unresponsive time is uncompensated. Partial/non‑completion allows proportional deduction, PIP, and/or termination. Early exit/absenteeism without approval attracts Loss of Pay (LOP). No salary claims for periods with no measurable output unless documented proof exists.
17. Attendance, HRM & Systems Use
All staff must be onboarded in HRM and use it for attendance, leave, and task logs. Missing clock‑in/out or logs can be treated as unrecorded presence and may affect payroll. Managers must enforce team compliance.
18. Official Communication & Record‑Keeping
Manager instructions must be in official channels (Company email/HRM/tickets). Employees must acknowledge and comply. For disputes, documented records (emails, HRM logs, tickets) prevail.
19. IT/InfoSec & Device Policy
Use Company‑approved devices/accounts only. No unauthorized software or data transfers. Report incidents immediately. Non‑compliance may lead to access revocation, discipline, and legal consequences.
20. Anti‑Harassment & POSH
Zero tolerance for harassment/discrimination. An Internal Committee (POSH Act) will be constituted and due process followed for complaints by women at the workplace.
Acknowledgment
Employees must sign an acknowledgment confirming they have read, understood, and agree to comply with these policies. Non‑compliance may lead to disciplinary action, including termination.