1. Introduction & Purpose
This Company Policy Manual defines the rules, responsibilities, and standards governing employment at Kiwisoft. All employees are expected to adhere to these policies to maintain professionalism, productivity, and ethical conduct. These guidelines foster a collaborative, inclusive environment where innovation thrives.
2. Employment Policy
Employment Types
- Full-time: Dedicated roles with comprehensive benefits.
- Part-time: Flexible schedules for balanced commitments.
- Contractual / Freelance: Project-based engagements.
- Internship / Trainee: Learning opportunities for growth.
Probation
All new employees will undergo a probation period of 3–6 months, during which performance and conduct are evaluated. Successful completion leads to confirmation and full benefits.
Equal Opportunity
Kiwisoft is committed to equal opportunity. We prohibit discrimination or harassment based on race, gender, age, religion, disability, or any protected characteristic. Report violations confidentially to HR.
3. Working Hours, Breaks & Weekly Off
Working Hours
- Standard working hours: 9 hours per day, including breaks.
- Office timing: 9:30 AM – 6:30 PM, with flexibility for core hours.
Tea & Snack Breaks
- Morning Tea Break: 15 minutes (around 11:00 AM).
- Evening Tea Break: 15 minutes (around 4:00 PM).
- Tea & snacks are provided by the company to support well-being.
Lunch Break
- Duration: 45 minutes.
- Flexible between 1:00 PM – 3:00 PM; coordinate with your team.
Weekly Off
- Saturday & Sunday are standard weekly offs for rest and recharge.
- If Saturday working is required:
- Additional compensation will be paid, or
- Compensatory off may be provided (at management discretion).
4. Dress Code Policy
Monday to Thursday – Formal
- Men: Formal shirt, trousers, formal shoes.
- Women: Formal wear / business attire.
Friday – Business Casual
- Smart casual attire permitted (e.g., chinos, blouses).
- Professional appearance must be maintained at all times.
Saturday (If Working)
- Casual attire permitted (e.g., jeans, t-shirts).
- Must remain neat and professional; no offensive graphics.
Employees attending client meetings or external events must adhere to formal dress code irrespective of the day to uphold our brand image.
5. Leave Policy
| Leave Type | Entitlement | Notes |
|---|---|---|
| Casual Leave | 12 Days / Year | For personal matters; non-cumulative. |
| Sick Leave | 12 Days / Year | Medical certificate required for >3 days. |
| Earned / Privilege Leave | 18 Days / Year | Cumulative up to 30 days; encashable. |
| Maternity Leave | As per statutory law | Up to 26 weeks; paid as applicable. |
| Paternity Leave | 5–10 Days | For new parents; within 6 months of birth. |
| Loss of Pay | As applicable | For unauthorized absences. |
Leave requests must be submitted via the HR portal at least 7 days in advance (except emergencies) and approved by the reporting manager. Unused leaves may carry over or be encashed per policy.
6. Remote / Work From Home Policy
WFH is encouraged for balance but subject to manager approval. Employees must ensure a secure, dedicated workspace with reliable internet (minimum 50 Mbps), data confidentiality, and full availability during core hours. Use company VPN for access. Hybrid models are supported with prior notice.
7. Code of Conduct
- Maintain professionalism, integrity, and ethical behavior in all interactions.
- No harassment, abuse, discrimination, or retaliation; foster an inclusive environment.
- Respect colleagues, clients, company property, and intellectual assets.
- Adhere to anti-bribery laws and disclose conflicts of interest promptly.
Violations may lead to disciplinary action. Training sessions are provided annually.
8. IT Usage & Confidentiality
All company data, source code, credentials, client information, and intellectual property are strictly confidential. Unauthorized access, sharing, misuse, or external storage is prohibited. Use multi-factor authentication, report breaches immediately, and complete annual security training. Personal use of company IT is limited and monitored.
9. Performance Management
Performance is reviewed semi-annually using OKRs and 360-feedback. These evaluations inform appraisals, promotions, development plans, and incentives. Employees are encouraged to set goals and seek continuous feedback for growth.
10. Payroll & Compensation
Salary is disbursed on the last working day of each month via direct deposit, with statutory deductions (e.g., PF, TDS). Bonuses, incentives, and variable pay are performance-based and announced quarterly. Salary revisions occur annually based on reviews and market benchmarks.
11. Grievance Redressal
We value open communication. Raise concerns via the anonymous HR portal, email, or direct discussion. Investigations are prompt, impartial, and confidential. Retaliation against complainants is strictly prohibited and subject to discipline. Escalation to senior management or external mediators is available if needed.
12. Disciplinary Policy
- Verbal Warning: For minor issues; documented informally.
- Written Warning: For repeated or moderate violations; performance improvement plan attached.
- Suspension: Without pay for serious breaches; up to 7 days.
- Termination: For gross misconduct; immediate or post-notice.
All actions follow due process with right to appeal.
13. Exit & Termination
Notice period: 30–90 days based on role and tenure. Mutual separation is encouraged. Exiting employees must complete a full handover, return all company assets (e.g., devices, documents), and participate in an exit interview. Non-compete and confidentiality obligations continue post-exit.
14. Acknowledgement
I acknowledge that I have read, understood, and agree to comply with all policies in this Company Policy Manual. I understand that policies may be updated, and it is my responsibility to stay informed.
Signature: ____________________________ Date: ________________