Human Resources (HR) Policy Manual

2. Objectives

The objectives of this Policy are to:

• establish uniform Human Resource practices throughout the Company;
• promote fairness, transparency and accountability in employment decisions;
• define the responsibilities of employees, managers and Human Resources;
• ensure compliance with applicable labour and employment laws;
• create a respectful, safe and inclusive workplace;
• provide structured employment procedures;
• strengthen employee engagement and retention;
• maintain operational efficiency;
• encourage professional growth and continuous learning;
• safeguard employee dignity and organizational interests;
• maintain consistency in HR administration;
• support ethical business practices; and
• promote organizational excellence through effective people management.

3. Scope and Applicability

This Policy shall apply to every individual engaged by AIRVINCIBLE, including:

• Permanent Employees;
• Probationary Employees;
• Fixed-Term Employees;
• Contractual Employees;
• Temporary Employees;
• Interns;
• Apprentices;
• Trainees;
• Consultants (to the extent applicable);
• Agency Personnel;
• Remote Employees;
• Hybrid Employees; and
• Any other person engaged by the Company under an employment or service arrangement, where applicable.

Certain provisions may vary depending upon employment contracts, client requirements, statutory obligations or business necessity.

4. Human Resource Governance

The Human Resources Department shall act as the principal authority responsible for administering employment-related matters within the Company.

The Human Resources Department shall:

• implement HR policies;
• ensure statutory compliance;
• maintain employee records;
• coordinate recruitment and onboarding;
• administer payroll and employee benefits;
• facilitate training and development;
• monitor employee engagement;
• administer disciplinary processes;
• support grievance resolution;
• coordinate performance management;
• advise management on employment matters; and
• continuously improve HR practices.

The HR Department shall work in coordination with the Legal Department, Compliance Department, Finance Department and operational teams to ensure effective implementation of this Policy.

5. Human Resource Principles

The Company shall administer Human Resource functions based upon the following guiding principles:

• Merit-based employment;
• Equal opportunity;
• Professional integrity;
• Transparency;
• Confidentiality;
• Accountability;
• Respect for diversity;
• Employee development;
• Legal compliance;
• Operational excellence;
• Continuous improvement; and
• Fair treatment of every employee.

6. Equal Employment Opportunity

The Company is committed to providing equal employment opportunities without unlawful discrimination.

Employment-related decisions including recruitment, selection, promotion, transfer, training, compensation, disciplinary action and separation shall be based upon:

• qualifications;
• merit;
• competence;
• experience;
• performance;
• operational requirements; and
• legitimate business considerations.

The Company strictly prohibits discrimination, harassment and unfair treatment in accordance with applicable laws and Company policies.

7. Recruitment and Selection

Recruitment shall be conducted through a structured, transparent and merit-based process.

The Company may recruit employees through:

• direct applications;
• employee referrals;
• recruitment agencies;
• campus recruitment;
• job portals;
• social media platforms;
• walk-in interviews;
• internal job postings; or
• any other recruitment channel approved by the Company.

Selection may include one or more of the following stages:

• application screening;
• telephonic interview;
• HR interview;
• technical assessment;
• operations interview;
• client interview;
• aptitude test;
• communication assessment;
• background verification; and
• management approval.

The Company reserves the right to modify the recruitment process based on business requirements.

8. Pre-Employment Verification

Every offer of employment made by the Company shall be conditional upon the successful completion of pre-employment verification and due diligence. The Company reserves the right to verify the authenticity, accuracy and completeness of all information, declarations and documents submitted by the candidate before or after joining.

The Company may verify, including but not limited to:

(a) Identity Verification

• Aadhaar Card;
• PAN Card;
• Passport;
• Voter ID Card;
• Driving Licence; or
• Any other Government-issued photo identity document.

(b) Address Verification

• Aadhaar Card;
• Passport;
• Driving Licence;
• Electricity Bill;
• Water Bill;
• Gas Connection Bill;
• Bank Statement;
• Registered Rent Agreement; or
• Any other acceptable proof of current or permanent address.

(c) Educational Qualifications

• Class X Marksheet & Certificate;
• Class XII Marksheet & Certificate;
• Graduation Degree & Marksheets;
• Post-Graduation Degree & Marksheets;
• Diploma/Certificate Courses;
• Provisional Degree Certificates;
• University Transcripts; and
• Any other academic qualification claimed by the candidate.

(d) Employment History

• Appointment Letters;
• Experience Letters;
• Relieving Letters;
• Salary Slips;
• Promotion Letters;
• Employment Contracts;
• Employee ID Cards;
• Form 16 (where applicable);
• Provident Fund (EPF/UAN) details;
• ESIC details (where applicable); and
• Any other employment-related documents.

(e) Professional References

• References from previous employers;
• Reporting Managers;
• HR Representatives;
• Clients (where applicable); or
• Other professional referees.

(f) Right to Work Documentation

• Aadhaar Card;
• PAN Card;
• Passport;
• Visa;
• Work Permit;
• Overseas Citizen documentation (where applicable); or
• Any document establishing lawful eligibility to work.

(g) Criminal Background Verification (where legally permissible)

• Police Verification Certificate;
• Court Record Verification;
• Self-Declaration regarding criminal proceedings; and
• Any other legally permissible background verification.

(h) Professional Licences and Certifications

• Professional Membership Certificates;
• Regulatory Registrations;
• Trade Licences;
• Industry Certifications;
• Technical Certifications;
• Bar Council Enrolment Certificate (for Advocates);
• ICAI/ICSI/ICMA Registration (where applicable);
• Medical Council Registration (where applicable); or
• Any other licence or certification relevant to the position.

(i) Compensation Verification (where appropriate and legally permissible)

• Previous Salary Slips;
• Salary Revision Letters;
• Cost to Company (CTC) Structure;
• Form 16;
• Bank Statements reflecting salary credits; and
• Income Tax documents, where required.

(j) Additional Documents

The Company may also require any other document or information reasonably necessary for employment, including but not limited to:

• Recent Passport Size Photographs;
• Updated Resume/Curriculum Vitae (CV);
• Signed Employment Application Form;
• Medical Fitness Certificate (where applicable);
• Character Certificate;
• Non-Disclosure Agreement (NDA);
• Conflict of Interest Declaration;
• Code of Conduct Acknowledgement;
• Bank Account Details for salary processing;
• Cancelled Cheque or Bank Passbook;
• Nomination Forms;
• Emergency Contact Details;
• Signed Consent for Background Verification; and
• Any other document required under applicable law or Company policy.

9. Employment Categories

Employees may be engaged under one or more of the following categories:

• Permanent Employment;
• Probationary Employment;
• Fixed-Term Employment;
• Contractual Employment;
• Temporary Employment;
• Internship;
• Apprenticeship;
• Traineeship; or

The terms and conditions applicable to each category shall be governed by the employment agreement, Company policies and applicable law.

10. Offer of Employment

Selection of a candidate shall not create an employment relationship unless the Company issues a formal written Offer Letter or Appointment Letter.

The Offer Letter may specify:

• designation;
• reporting structure;
• compensation;
• probation period;
• joining date;
• place of posting;
• employment category;
• confidentiality obligations;
• notice period;
• applicable policies; and
• any special employment conditions.

The employment relationship shall commence only upon acceptance of the offer and fulfillment of the joining requirements prescribed by the Company.

11. Joining Formalities

Every employee shall complete the joining process before commencing work.

Joining formalities may include:

• execution of employment documents;
• submission of identity and address proof;
• educational certificates;
• experience certificates;
• PAN, Aadhaar and other statutory documents, where applicable;
• bank account details;
• emergency contact information;
• execution of confidentiality and non-disclosure agreements;
• policy acknowledgements;
• biometric registration;
• IT system allocation;
• identity card issuance; and
• any additional requirement prescribed by the Company.

Failure to complete mandatory joining formalities may result in postponement or cancellation of employment.

12. Induction and Onboarding

Every newly appointed employee shall undergo a structured onboarding programme designed to facilitate successful integration into the organization.

The onboarding process may include:

• Company introduction;
• organizational structure;
• HR orientation;
• policy familiarization;
• Code of Conduct briefing;
• POSH awareness;
• Information Security training;
• client process training;
• quality standards orientation;
• departmental induction;
• workstation allocation;
• system access;
• compliance training; and
• any additional programme considered necessary.

Completion of mandatory induction programmes shall be a condition for continued employment where required by the Company.

13. Probation

Every newly appointed employee may be placed on probation for the period specified in the Appointment Letter.

During probation, the Company shall evaluate:

• performance;
• attendance;
• punctuality;
• behavioural standards;
• learning ability;
• adaptability;
• communication skills;
• policy compliance;
• productivity; and
• overall suitability for continued employment.

The Company may extend, reduce or waive the probation period where considered appropriate and permissible under applicable law.

Completion of probation shall not automatically result in confirmation.

14. Confirmation of Employment

Confirmation of employment shall be based upon satisfactory completion of probation and assessment by the Company.

The Company may consider:

• work quality;
• productivity;
• attendance;
• punctuality;
• conduct;
• discipline;
• policy compliance;
• customer feedback;
• operational requirements; and
• overall performance.

Confirmation shall become effective only upon issuance of a written confirmation by the Company.

15. Transfer, Deployment and Job Rotation

The Company reserves the right to transfer, deploy, assign or rotate employees between:

• departments;
• teams;
• business units;
• projects;
• clients;
• work locations;
• shifts; and
• operational functions,

based upon business requirements, client obligations, workforce planning, employee capability, organizational restructuring or any other legitimate business reason.

Employees are expected to cooperate with such transfers or deployments, subject to the terms of their employment and applicable law.

16. Promotion, Designation & Internal Career Growth

The Company is committed to providing equal opportunities for career advancement, professional development and internal mobility. Promotions shall be based on merit, demonstrated capability, business requirements and the availability of suitable positions. Promotion is not a matter of right and shall not be automatic based solely on seniority or length of service.

The Company may promote Employees through various levels of responsibility, including but not limited to:

• Trainee / Intern
• Associate / Executive
• Senior Executive
• Team Leader
• Assistant Manager
• Deputy Manager
• Manager
• Senior Manager
• Head of Department (HOD)
• General Manager
• Assistant Vice President (AVP)
• Vice President (VP)
• Senior Vice President (SVP)
• Director
• Chief Executive Officer (CEO) / Managing Director (MD)

The above hierarchy is indicative only and may vary depending upon the Company's organizational structure, department, business requirements and future restructuring.

16.1 Eligibility for Promotion

An Employee may be considered for promotion after satisfactory completion of the applicable probation period and upon meeting the Company's prescribed eligibility criteria. The minimum period of service in a designation shall not automatically entitle an Employee to promotion.

16.2 Factors Considered for Promotion

Promotion decisions may be based on one or more of the following factors:

• sustained work performance and achievement of Key Performance Indicators (KPIs);
• competency, technical knowledge and professional expertise;
• leadership ability, decision-making capability and people management skills;
• attendance record, punctuality and discipline;
• integrity, ethics and adherence to the Company's Code of Conduct;
• completion of mandatory training, certifications and skill development programmes;
• quality of work, productivity, innovation and problem-solving ability;
• teamwork, collaboration and communication skills;
• customer/client satisfaction, where applicable;
• business requirements and operational needs;
• availability of suitable vacancies or higher-level positions;
• succession planning and organizational restructuring;
• compliance with Company policies, SOPs and statutory requirements;
• recommendations of the Reporting Manager and Department Head;
• review by the Human Resources Department; and
• final approval by the Competent Management Authority.

16.3 Promotion to Manager and Head of Department (HOD)

Appointment to the position of Manager, Senior Manager, Head of Department (HOD) or any higher managerial position shall be based upon demonstrated leadership, strategic thinking, business contribution, team management capabilities, compliance record and the confidence reposed by the Management.

Such promotions may require the Employee to:

• supervise and evaluate subordinate Employees;
• allocate work and manage departmental operations;
• ensure statutory and policy compliance;
• participate in budgeting, planning and decision-making;
• maintain departmental performance standards; and
• perform additional managerial responsibilities as assigned by the Company.

16.4 Promotion Process

The promotion process may include one or more of the following:

• Annual or Mid-Year Performance Appraisal;
• Performance Improvement Review;
• Competency Assessment;
• Technical Evaluation;
• Behavioural Assessment;
• Leadership Assessment;
• Internal Interview;
• Management Review Committee Evaluation;
• HR Review; and
• Final Management Approval.

The Company reserves the right to modify or waive any stage of the promotion process where deemed appropriate.

16.5 Promotion Benefits

Upon promotion, the Company may revise, at its sole discretion:

• designation;
• reporting structure;
• salary and compensation;
• incentives and bonus eligibility;
• authority levels;
• job responsibilities;
• benefits and allowances; and
• other employment terms.

Any revision shall become effective only upon issuance of a formal written promotion letter.

16.6 Company's Discretion

All promotion decisions shall be made solely at the discretion of the Company. No Employee shall have any vested right to promotion, change in designation or salary increment merely by reason of seniority, length of service or eligibility. The Company's decision regarding promotion shall be final and binding and shall be communicated only through an official written order or promotion letter issued by the Human Resources Department or the Competent Authority.

17. Internal Job Posting (IJP)

Where operationally feasible, the Company may fill vacancies through an Internal Job Posting (IJP) process before considering external recruitment.

Employees applying through the IJP process shall satisfy the eligibility criteria prescribed for the position, including minimum tenure, performance standards, attendance record, disciplinary status and any client-specific requirements.

Selection through the IJP process shall be based on merit, business requirements and organizational suitability and shall not create any automatic right to transfer or promotion.

18. Working Hours

AIRVINCIBLE operates in a dynamic business environment and may provide services on a 24×7×365 basis, depending upon client requirements, operational demands and business continuity obligations.

Employees shall work during the hours assigned by the Company and shall comply with all shift schedules, rosters and departmental operating procedures.

Working hours shall be communicated through appointment letters, shift schedules, HR notifications or departmental communications and may be revised from time to time.

Employees shall:

• report to duty at the prescribed reporting time;
• remain available throughout assigned working hours;
• adhere to scheduled break timings;
• comply with operational and client-specific schedules;
• obtain prior approval before leaving the workplace during working hours; and
• complete assigned responsibilities before ending their shift.

The Company reserves the right to revise working hours, shift timings and weekly off schedules whenever required for operational efficiency.

19. Shift Management

Considering the nature of BPO and customer support operations, employees may be assigned:

• General Shift;
• Morning Shift;
• Evening Shift;
• Night Shift;
• Rotational Shift;
• Split Shift;
• Client-Specific Shift;
• Weekend Shift; or
• Emergency Shift.

Shift allocation shall depend upon:

• client requirements;
• business continuity;
• manpower planning;
• operational workload;
• employee skill matrix; and
• organizational requirements.

Employees shall not exchange shifts without prior written approval.

The Company may modify shift allocations at any time after providing reasonable operational notice, wherever practicable.

20. Attendance Management

Regular attendance is an essential condition of employment.

Employees shall:

• accurately record attendance through authorized attendance systems;
• report to duty punctually;
• remain available throughout working hours;
• immediately notify the Reporting Manager regarding unavoidable absence;
• comply with attendance correction procedures; and
• cooperate during attendance audits.

Employees shall not:

• manipulate attendance records;
• engage in buddy punching;
• misuse biometric systems;
• remain absent without authorization;
• repeatedly report late; or
• leave the workplace without approval.

Attendance records maintained by the Company shall ordinarily be treated as final unless corrected through the prescribed procedure.

21. Leave Management

The Company recognizes the importance of employee well-being while ensuring uninterrupted business operations.

Leave shall ordinarily be granted subject to:

• business requirements;
• staffing availability;
• client commitments;
• prior approval; and
• applicable Company policy.

The Company may provide leave categories including:

• Casual Leave;
• Sick Leave;
• Earned or Privilege Leave;
• Maternity Leave;
• Paternity Leave, where applicable;
• Bereavement Leave;
• Compensatory Off;
• Marriage Leave, where approved;
• Leave Without Pay; and
• any other leave notified by the Company.

Submission of false medical certificates or misuse of leave benefits shall constitute misconduct.

Unauthorized absence may result in disciplinary action.

22. Work From Home (WFH) and Hybrid Working

The Company may permit employees to work remotely or under hybrid arrangements where operationally feasible.

Work From Home shall remain a discretionary facility and shall not create any permanent right or entitlement.

Employees working remotely shall:

• maintain uninterrupted internet connectivity;
• ensure availability during assigned working hours;
• maintain confidentiality of Company and client information;
• prevent unauthorized access to official systems;
• use only Company-approved devices or systems;
• maintain professional conduct during virtual meetings;
• comply with productivity expectations; and
• immediately report technical or security incidents.

The Company may withdraw Work From Home approval at any time based upon operational requirements.

23. Payroll Administration

Salary shall ordinarily be processed through the Company's approved payroll system.

Payroll administration shall include:

• salary computation;
• statutory deductions;
• reimbursement processing;
• incentive calculations;
• overtime payments, where applicable;
• tax deductions;
• authorized recoveries;
• Full and Final Settlement; and
• payroll reporting.

Employees shall promptly report payroll discrepancies to the Human Resources Department.

The Company reserves the right to recover any excess payment made due to clerical, technical or administrative error in accordance with applicable law.

24. Compensation and Benefits

Employee compensation shall be determined on the basis of:

• designation;
• qualifications;
• experience;
• skills;
• performance;
• internal parity;
• market benchmarks; and
• business requirements.

Compensation may include:

• Basic Salary;
• House Rent Allowance;
• Special Allowance;
• Performance Incentives;
• Shift Allowance;
• Overtime, where applicable;
• Bonus, where applicable;
• Statutory Benefits;
• Insurance Benefits, where applicable; and
• any additional benefits approved by the Company.

Compensation structures may be revised periodically based upon business requirements and organizational policies.

25. Statutory Compliance

The Company shall comply with all applicable labour and employment laws governing its operations.

Where applicable, statutory benefits may include:

• Employees' Provident Fund (EPF);
• Employees' State Insurance (ESI);
• Payment of Gratuity;
• Payment of Bonus;
• Maternity Benefits;
• Professional Tax;
• Labour Welfare Fund; and
• any other statutory benefit applicable under law.

Employees shall provide all necessary documentation required for availing statutory benefits.

26. Performance Management System

The Company adopts a structured Performance Management System designed to encourage continuous improvement and recognize employee contributions.

Performance evaluation may consider:

• productivity;
• quality scores;
• attendance;
• punctuality;
• client satisfaction;
• Key Performance Indicators (KPIs);
• Key Result Areas (KRAs);
• behavioural competencies;
• compliance standards;
• teamwork;
• communication skills; and
• leadership potential.

Performance reviews may be conducted monthly, quarterly, half-yearly or annually depending upon business requirements.

Performance outcomes may influence:

• confirmation;
• promotion;
• incentives;
• salary revision;
• training;
• transfer;
• succession planning; and
• career development opportunities.

27. Performance Improvement Plan (PIP)

Employees whose performance consistently falls below expected standards may be placed under a Performance Improvement Plan.

The PIP may include:

• defined performance objectives;
• coaching sessions;
• regular performance reviews;
• additional training;
• mentoring;
• timelines for improvement; and
• documented progress evaluations.

Failure to demonstrate satisfactory improvement during the PIP period may result in appropriate administrative or disciplinary action, including reassignment or separation, subject to applicable law.

28. Employee Welfare

The Company is committed to promoting employee well-being and creating a healthy workplace.

Employee welfare initiatives may include:

• health awareness programmes;
• employee engagement activities;
• wellness initiatives;
• counselling support, where available;
• transportation facilities, where applicable;
• cafeteria facilities;
• recreation programmes;
• recognition programmes;
• festival celebrations; and
• other welfare measures introduced by the Company.

The availability of welfare benefits shall depend upon operational feasibility and Company policy.

29. Health, Safety and Workplace Security

The Company is committed to maintaining a safe and secure workplace.

Employees shall:

• comply with safety procedures;
• report unsafe conditions immediately;
• cooperate during emergency drills;
• use safety equipment where required;
• avoid reckless behaviour;
• immediately report workplace accidents; and
• comply with emergency evacuation procedures.

Acts endangering workplace safety may constitute serious misconduct.

30. Information Security

Employees shall comply with all Information Security requirements prescribed by the Company and applicable law.

Employees shall:

• protect passwords;
• safeguard Company devices;
• prevent unauthorized system access;
• comply with cybersecurity requirements;
• immediately report information security incidents;
• protect customer information; and
• comply with client information security standards.

Any unauthorized disclosure, copying or misuse of Company or client information shall constitute serious misconduct.

31. Confidentiality and Data Privacy

Employees owe a continuing duty of confidentiality to the Company.

Employees shall not disclose confidential information relating to:

• customers;
• clients;
• employees;
• financial records;
• business strategies;
• operational processes;
• software;
• intellectual property;
• trade secrets; or
• any proprietary information.

Confidentiality obligations shall continue even after cessation of employment.

32. Learning, Training and Development

The Company encourages continuous professional development.

Employees may be required to attend:

• induction programmes;
• technical training;
• process training;
• compliance training;
• POSH awareness programmes;
• information security awareness;
• customer service programmes;
• behavioural training;
• leadership development initiatives;
• quality improvement workshops; and
• any additional programme considered necessary by the Company.

Completion of mandatory training shall form part of the employee's official responsibilities.

33. HR Records and Document Management

The Human Resources Department shall maintain employment records including:

• personal information;
• employment agreements;
• attendance records;
• leave records;
• payroll records;
• performance evaluations;
• disciplinary records;
• training records;
• statutory compliance documents; and
• separation records.

Employees shall promptly notify the Human Resources Department regarding any change in personal information.

The Company shall take reasonable measures to maintain the confidentiality and security of HR records.

34. Code of Conduct Compliance

Every employee shall comply with the Company's Code of Conduct throughout the course of employment.

Employees are expected to conduct themselves with honesty, integrity, professionalism and respect while interacting with:

• fellow employees;
• customers;
• clients;
• vendors;
• consultants;
• contractors;
• government authorities; and
• any person representing the Company.

Any violation of the Code of Conduct may result in disciplinary action in accordance with this Policy and other applicable Company policies.

35. Employee Grievance Redressal

The Company is committed to maintaining a fair, transparent and responsive grievance resolution mechanism.

Employees may raise grievances relating to:

• employment conditions;
• workplace behaviour;
• discrimination;
• harassment;
• unfair treatment;
• compensation-related concerns;
• leave matters;
• reporting relationships;
• workplace safety;
• policy implementation; or
• any other employment-related issue.

Grievances shall ordinarily be addressed in accordance with the Company's Employee Grievance Redressal Policy, which provides a structured three-tier mechanism, defined timelines and an appeal process.

No employee shall be subjected to retaliation for raising a genuine grievance in good faith.

36. Prevention of Sexual Harassment (POSH)

The Company maintains a zero-tolerance approach towards sexual harassment at the workplace.

Every employee shall comply with the Company's Prevention of Sexual Harassment (POSH) Policy and the applicable provisions of the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013.

The Company shall maintain an Internal Committee (IC) to receive, inquire into and recommend action on complaints of sexual harassment in accordance with applicable law.

Employees shall cooperate with the Internal Committee during any inquiry.

Confidentiality shall be maintained throughout the complaint process.

37. Anti-Retaliation Protection

The Company encourages employees to report misconduct, unethical behaviour, fraud, policy violations and other workplace concerns in good faith.

No employee shall be subjected to retaliation merely because such employee:

• reports misconduct;
• participates in an investigation;
• provides truthful evidence;
• refuses to participate in unlawful conduct;
• assists an inquiry; or
• exercises any lawful right available under applicable law or Company policy.

Acts of retaliation, intimidation, victimization or adverse treatment against reporting employees shall constitute serious misconduct.

This protection shall not extend to complaints found to be knowingly false, malicious or fabricated.

38. Disciplinary Framework

The Company expects every employee to comply with applicable laws, employment terms and Company policies.

Where an employee commits misconduct, the Company may initiate disciplinary proceedings in accordance with the principles of natural justice and applicable law.

The disciplinary process shall be proportionate to the nature and seriousness of the misconduct and may include one or more of the following:

• verbal counselling;
• written warning;
• adverse performance advisory;
• mandatory training;
• suspension pending inquiry;
• withholding of incentives or benefits, where legally permissible;
• transfer or reassignment;
• recovery of losses, where legally permissible;
• demotion, where applicable;
• termination of employment; and
• civil or criminal proceedings, wherever warranted.

The Company reserves the right to determine the appropriate disciplinary measure after considering all relevant facts and circumstances.

39. Misconduct Classification

For administrative purposes, misconduct may broadly be classified as Minor Misconduct or Major Misconduct.

39.1 Minor Misconduct

Minor misconduct may include, without limitation:

• occasional late reporting;
• minor negligence;
• minor dress code violations;
• isolated attendance irregularities;
• failure to follow routine instructions;
• discourteous behaviour without serious consequences;
• minor policy violations; or
• any similar act not resulting in significant harm to the Company.

Repeated instances of minor misconduct may be treated as major misconduct.

39.2 Major Misconduct

Major misconduct may include, without limitation:

• fraud;
• theft;
• misappropriation;
• bribery;
• corruption;
• workplace violence;
• sexual harassment;
• discrimination;
• bullying;
• confidentiality breach;
• unauthorized disclosure of client information;
• cybersecurity violations;
• falsification of Company records;
• forged documents;
• serious insubordination;
• intoxication at the workplace;
• data theft;
• misuse of Company systems;
• deliberate financial loss to the Company;
• conflict of interest without disclosure;
• unauthorized media communication;
• criminal conduct affecting employment;
• repeated violations of Company policies; or
• any other act which, in the opinion of the Company, seriously affects its business, employees, clients or reputation.

40. Suspension Pending Inquiry

Where the nature of allegations so warrants, the Company may place an employee under suspension pending completion of an internal investigation or disciplinary proceedings.

Suspension shall not amount to a finding of guilt.

The terms governing suspension, including payment of subsistence allowance, if applicable, shall be governed by the employee's contract and applicable law.

41. Domestic Inquiry

Where required, disciplinary proceedings may be preceded by a domestic inquiry conducted in accordance with the principles of natural justice.

The employee shall ordinarily be given:

• notice of allegations;
• reasonable opportunity to respond;
• opportunity to present evidence;
• opportunity to produce witnesses, where appropriate; and
• a fair hearing before an impartial inquiry authority.

Nothing in this clause shall restrict the Company's right to take immediate interim measures where necessary to protect employees, customers, assets or business operations.

42. Separation from Employment

Employment may come to an end through:

• resignation;
• retirement;
• completion of fixed-term employment;
• mutual separation;
• termination by the Company;
• redundancy or restructuring;
• abandonment of employment;
• death of the employee; or
• any other lawful mode of separation.

Employees shall comply with all exit requirements prescribed by the Company.

43. Resignation and Notice Period

An Employee intending to resign from the services of the Company shall submit a written resignation through the prescribed reporting channel or the Company's designated HRMS/official email system. A resignation shall not be deemed accepted merely upon submission and shall become effective only upon written acceptance by the Company.

43.1 Notice Period

Unless otherwise specifically provided in the Appointment Letter, Employment Agreement or any subsequent written amendment, the following minimum notice periods shall apply:

The applicable notice period shall commence from the date on which the resignation is accepted by the Company or such other date as determined by the Company.

43.2 Company's Rights

The Company may, at its sole discretion and subject to applicable law:

• require the Employee to serve the full notice period;
• waive the notice period wholly or partially;
• reduce or extend the notice period where business exigencies so require;
• accept payment in lieu of notice where contractually permissible;
• recover salary in lieu of any unserved notice period in accordance with the Appointment Letter or applicable law;
• relieve the Employee before completion of the notice period in the interest of business;
• require the Employee to proceed on Garden Leave during the notice period while continuing to remain bound by all contractual obligations; or
• withdraw access to Company systems, databases, email, applications and premises at any time during the notice period.

43.3 Duties During Notice Period

During the notice period, the Employee shall:

• continue to discharge duties diligently;
• maintain prescribed L1 Login Hours and L2 Biometric Attendance;
• complete all assigned work and pending deliverables;
• assist in knowledge transfer and handover;
• return all Company property, documents, confidential information and access credentials;
• cooperate with exit interviews, clearance procedures and settlement formalities; and
• comply with all Company policies until the last working day.

43.4 Final Relieving

Acceptance of resignation, issuance of the Relieving Letter, Experience Certificate and Full & Final Settlement shall remain subject to:

• completion of the applicable notice period or approved waiver;
• successful completion of exit formalities;
• return of all Company property and confidential information;
• departmental and HR clearance;
• settlement of all outstanding dues and liabilities; and
• approval by the Competent Authority.

The Company reserves the right to withhold the Relieving Letter, Experience Certificate and Full & Final Settlement to the extent permitted under applicable law until all exit obligations have been duly completed. No Employee shall have an automatic right to early relieving or waiver of the notice period, and the Company's decision in this regard shall be final and binding.

44. Abandonment of Employment

An employee who remains absent from duty without authorization for a continuous period specified under the Appointment Letter, applicable policy or law, and fails to provide a satisfactory explanation despite reasonable communication by the Company, may be treated as having abandoned employment.

Before taking any decision, the Company may issue notices seeking explanation and provide a reasonable opportunity to respond.

The Company reserves the right to take appropriate action in accordance with applicable law and the terms of employment.

45. Full and Final Settlement (F&F)

Upon separation, the Company shall process the employee's Full and Final Settlement after completion of all prescribed exit formalities.

Subject to submission of all required documents, return of Company property, clearance from concerned departments and resolution of outstanding dues, the Company shall endeavour to complete the Full and Final Settlement within forty-five (45) days from the employee's last working day or from the completion of all mandatory exit requirements, whichever is later, unless a different timeline is prescribed under applicable law.

The Full and Final Settlement may include:

• unpaid salary;
• leave encashment, where applicable;
• statutory dues;
• approved reimbursements;
• incentive payments, if payable;
• authorized deductions;
• recovery of Company dues, where applicable; and
• any other lawful adjustment.

46. Exit Clearance

Before separation, every employee shall complete the Company's exit clearance process.

The exit clearance may include:

• return of identity card;
• return of laptop, headset and other assets;
• surrender of access cards;
• return of confidential documents;
• settlement of advances;
• IT clearance;
• administration clearance;
• finance clearance;
• HR clearance; and
• client-specific clearance, where applicable.

Failure to complete exit clearance may delay issuance of separation documents and settlement, to the extent permitted by law.

47. Experience Letter and Relieving Letter

Upon satisfactory completion of exit formalities and subject to clearance of all Company dues and obligations, the Company may issue:

• Experience Letter;
• Relieving Letter; and
• any other separation document considered appropriate.

The Company reserves the right to withhold or defer issuance of documents where legally permissible due to pending disciplinary proceedings, unresolved liabilities or non-completion of mandatory exit requirements.

48. Record Retention

The Human Resources Department shall maintain employment records, disciplinary records, payroll records, statutory records, training records and separation records for such period as may be required under applicable law, contractual obligations or Company policy.

Access to HR records shall be restricted to authorized personnel.

49. HR Compliance and Audit

The Human Resources Department may periodically conduct internal reviews, audits and compliance assessments to ensure effective implementation of HR policies.

Employees shall cooperate with HR audits, inspections, compliance reviews and verification exercises.

Non-compliance identified during such reviews may result in corrective or disciplinary action.

50. Policy Review and Amendment

This Policy shall be reviewed periodically and may be amended, modified, replaced or withdrawn by the Company to reflect changes in:

• applicable laws;
• judicial decisions;
• regulatory requirements;
• client obligations;
• technological developments;
• organizational restructuring; or
• business requirements.

Any amendment shall become effective from the date notified by the Company unless otherwise specified.

51. Saving Clause

Nothing contained in this Policy shall:

• restrict the Company's right to manage its workforce, operations or business affairs in accordance with applicable law;
• limit the statutory rights or obligations of employees or the Company;
• prevent the Company from initiating disciplinary, civil or criminal proceedings where warranted;
• create any contractual right beyond those expressly provided in the employee's Employment Agreement; or
• prejudice any action necessary to protect the Company's business interests, employees, customers, clients, confidential information or assets.

In the event of any inconsistency between this Policy and applicable law, the provisions of the applicable law shall prevail to the extent of such inconsistency, while the remaining provisions shall continue to remain valid and enforceable.

52. Employee Acknowledgement

Every employee shall be deemed to have acknowledged, understood and accepted this Human Resources Policy upon its communication by the Company, publication on the Company's intranet or employee portal, circulation through official electronic means, inclusion in the Employee Handbook or execution of a written acknowledgement.

Employees are responsible for familiarizing themselves with the provisions of this Policy and complying with all amendments issued by the Company from time to time.

Failure to comply with this Policy may result in disciplinary action, including termination of employment, recovery of losses where legally permissible and initiation of appropriate civil or criminal proceedings, depending upon the nature of the violation.