Code of Conduct

1. Objective:
To establish procedures and guidelines for employees that define acceptable conduct and behavior within the organization.

2. Eligibility:
These policies apply to all the employees, both permanent and contractual.
Effective from 1st June 2024.
Management reserves the right to amend any part of the code, in full or partially, for the benefit of the team as a whole. Such changes will be implemented through an office memo
with approval from the Managing Director.

3. Office Work Timings:

Office Hours: 10:00 AM - 6:30 PM from Monday to Saturday, totaling 8.30 hours.
Flexible Start Time: 10:00 AM to 10:15 AM, allowed up to three times a month.
Late Entry: Arrival after 10:00 AM will be considered a half day.
Lunch Break: 2:00 PM - 2:30 PM
Weekly Off: Sunday

4. Holidays
The holiday/leave cycle runs from January to December each year.
The list of declared holidays includes 14 occasions:
1 Republic Day
2 Holi
3 Raksha Bandhan
4 Independence Day
5 Gandhi Jayanti
6 Vijaya Dashmi
7 Diwali
8 Govardhan Puja
9 Bhaiya Dooj
Additional holidays may be declared as per government instructions or unforeseen circumstances.

5. Casual Leaves - 6

All employees are entitled to 6 paid casual leaves per annum.

Casual leave must be approved at least 1 working day in advance.
Casual leaves can be carried forward to the next year's leave cycle but cannot be encashed.
No more than 6 casual leaves can be carried forward to the next leave cycle.
Casual leave requests must be communicated to HR one day in advance via email. Failure to do so will result in the leave being deducted from medical or earned leaves, whichever is available.
Same-day or retroactive leave approvals will not be accepted.
Once the casual leaves are exhausted, any additional leaves taken will be deducted as full or half days accordingly.

6. Medical/Emergency Leaves - 6

All employees are entitled to 6 paid medical/emergency leaves per annum.

Medical/emergency leave is for situations that cannot be planned for or approved in advance.
Medical/emergency leaves cannot be encashed but can be carried forward to the next leave cycle.
Once the medical leaves are exhausted, any additional leaves taken will be deducted at twice the rate (full and half days).

7. Earned/Privilege Leaves - 15

Employees are entitled to 15 paid earned leaves per annum.

Earned leaves are intended for longer vacations and can be used in a maximum of 2 parts per year.
Earned leaves must be applied for at least 1 week in advance.
Earned leaves can be encashed during Diwali but cannot be carried forward to the next year.

8. Compensatory Leave

Compensatory leave (half/full) is granted for extra working days (half/full) due to urgent work.
Compensatory leave will be added to your leave account.
Compensatory leave must be used within the same year.
It can be carried forward to the next year. IT must be consumed within the same year.

Short Leave - SL

Flexibility in the form of short leaves is available on days when no events or meetings are planned.
Short leaves are limited to 2.5 hours each.
Only 2 short leaves can be availed in a month; from the 3rd short leave, it will be marked as a half day.
Upon the 5th short leave, HR will require an explanation from the employee and their reporting manager.

Note:

Casual and short leaves must be communicated to HR in advance.

Casual, emergency, and earned leaves are calculated separately and cannot be interchanged.
Leaves beyond the paid casual and medical leaves will be unpaid and deducted as applicable.
Employees leaving the company will receive leaves on a prorated basis for the months worked.

9. Leave Applying Process

Team members can take casual, earned, or compensatory leave with permission from their reporting manager.
All leave applications must be submitted via email; verbal acceptance is not considered.
Leave approval is the responsibility of the employee requesting leave.
Employees going out for personal work during office hours must get prior permission from their reporting manager and inform HR in writing. This will be marked as short leave. (For full-day attendance, a total of 8.5 working hours is required).

Half Day

The minimum working hours for a half day are 4:30.

Approval should be obtained 1 day in advance.
Half days taken without prior approval will be counted as a full day of medical / emergency leave.
Missing day-in/day-out entries will be treated as a half day.

Absent - (Medical / Emergency Leave)

An absence ("A") will be recorded if the leave or half day is taken without approval via email.
In case of an absence, twice the number of days taken as leave will be deducted from the salary.

10. Marking Attendance

 All employees must mark their attendance (day in and day out) in the biometric attendance machine.

Employees not reporting to the office must provide their attendance by punching in an app or providing their location (if the app is not working) upon arriving at and leaving the first and last site or office of the day, respectively, with HR.
This policy also applies to non-execution team members going out for client meetings or other official work.
All employees must synchronize their watches with the office biometric attendance machine.

If the machine fails to record the entry, employees must send their live location to HR immediately.

11. Compensation Leave Process

Half-day compensation leave is granted for team members working a minimum of 4.5 hours on a holiday.
Full-day compensation leave is granted for team members working 8.5 hours or more on a holiday.
Compensation is only for urgent and justified work that must be completed on a weekend or holiday, not for pending work. Approval from the reporting manager and advance notification to HR are required.

12. Reimbursement:

Staff will be compensated for telephone, internet, and conveyance charges in a lump sum: ₹4000 for two-wheelers within Delhi, ₹5000 for Gurgaon/Noida, and ₹12,000 for four-wheelers.
For other team members traveling for work purposes to sites, compensation rates are:
Car: ₹7.50 per kilometer
Two-wheelers: ₹2.50 per kilometer
The distance will be the shortest road distance shown on Google Maps.
Public transport: Actual costs will be reimbursed to employees not using their own conveyance.
Staff traveling outside Delhi/Gurgaon/Noida will be compensated at the applicable rates for other staff if using their own conveyance.
For travel outside NCR using public transport, reimbursement will be as per actual costs or a fixed amount finalized by management for the project.
Travel information must be given to HR in advance through the reporting manager.

13. Salary Policy

Salaries will be paid on the first working day after the 9th of the month.
Salary will be paid after deducting leaves, advances, and loan EMIs.
Leave deduction amount = Salary / 30 * Number of deductible leaves.
A maximum of 2 leaves can be taken in a week to avail Sunday as a holiday.

14. Loan/Advance Policy

Maximum Loan Eligibility Criteria:

Job Duration Loan Amount Criterion

Till 1st Year No advance/loan
1 to 3 Years Up to 1 month's salary
3 to 5 Years Up to 2 months' salary
5 years & above Up to 3 months' salary

Loan:

Loans must be fully repaid within 6 months of disbursement.

No new loan can be availed until the previous loan is fully paid.
Employees need to repay the loan in full before leaving the organisation else same will be adjusted from the FNF.
EMI will be deducted from the employee's salary each month to recover the loan within 6 months of disbursement.
Loans can be taken only once a year.

Advance:

No salary advance will be allowed until the loan is fully paid.

Salary advances can be given only twice in a calendar year.

Recovery:

1. Recovery up to 6 consecutive EMIs (Equated Monthly Instalments) will incur no interest.

2. Recovery from the 7th EMI will be charged at 12% compound interest.

Loan Security:

1. A guarantor must be provided from within the office staff.

2. Post-dated cheques for EMIs will be taken from the employee as loan security, to be returned upon loan completion.

Loan Approval Process:

Applications must be made in writing on the loan application form, signed, and sent to the HR department.
Employees are responsible for providing proof/supporting documentation to substantiate the loan application.
Payment will not be made until the loan agreement is signed and returned to the HR department.
Loans will be granted at management's discretion and may be denied without explanation.

First Saturday

The first Saturday of the month is a holiday for the corporate office in Udyog Vihar.
Saturday off does not apply to site employees, project-related employees, and project heads.
Accounts can take Saturday off if there is no official bank work to address.
Code of Honour

Do's:

1. Plan and declare your goals and support required for the day.
2. Provide a plan date for all accountabilities.
3. Fulfill all time commitments.
4. Report whatever you do.

Don'ts:

1. No fighting or abusive behavior.

2. No cheating or causing loss to the company or deliberately providing wrong information or data.
3. No drinking or use of drugs or being drunk in the office and bringing it to office.
4. No misuse of company property or data for personal benefit.
5. No poaching of clients.
6. No blaming, complaining, or justifying.

Disciplined Team:

1. Lead by example
2. Set clear accountability.
3. Conduct weekly reviews.
4. Issue monthly warnings and provide mentoring.
5. Acknowledge performance quarterly and guide for improvement, If no improvement then terminate with due process.

Disciplined Thoughts:

1. Develop a culture charter.

2. Hold discussion forums.
Disciplined Actions:

1. Ensure clarity of what, who, when, and how.

2. Engage in planning.
3. Make commitments.
4. Report progress.
5. Follow up on tasks.
Values

Compassion: Cultivating a culture of warmth and belonging.

Learning: Continuously acquiring new knowledge, behaviors, and skills.
Consistency: Always striving to learn and grow.
Integrity: Being honest, open, ethical, and fair.
Accountability: Taking responsibility and holding oneself accountable.
Communication: Sharing information openly and transparently in everything we do.
Leadership: Guiding and facilitating others to make a positive difference in their lives and contribute to the greater good.
Computer/Laptop/Tablet/Mobile Use Policy

Introduction Access to modern information technology is crucial for MDD to deliver high-quality customer service. Achieving this mission requires that employees have the
privilege to use computing systems, software, internal and external data networks, and the World Wide Web. To maintain this privilege, all authorized users must comply with
institutional and external standards for appropriate use. MDD establishes the following policy to assist and ensure compliance.

General Principles

1. Authorized use of MDD-owned or operated computing and network resources must align with MDD’s mission and this policy.
2. Authorized users include those permitted by management.
3. This policy applies to all MDD computing and network resources, including host computer systems, sponsored computers and workstations, software, data sets, and
communications networks managed or accessed by MDD, its employees, or students.

4. MDD reserves the right to access all aspects of its computing systems and networks, including individual login sessions, if there is reasonable suspicion of policy violation.

User Responsibilities

Privacy: Users must not view, copy, alter, or destroy another’s personal electronic files without permission.
Copyright: Written permission from the copyright holder is required to duplicate any copyrighted material, including audiotapes, videotapes, photographs, illustrations,
computer software, and all other information.
Harassment, Libel, and Slander: Users must not use MDD computers or networks to libel, slander, or harass any person.
Access to Computing Resources:
Sharing of Access: Computer accounts, passwords, and other authorizations are assigned to individual users and should not be shared. Account holders are responsible for any
misuse of their account. Passwords should be changed if compromised.
Permitting Unauthorized Access: Users must not configure software or hardware to allow access by unauthorized users.
Termination of Access: Access authorizations must be reviewed when employment status or job responsibilities change. Unauthorized use of facilities, accounts, access codes,
or privileges is prohibited.

Circumventing Security: Users are prohibited from attempting to bypass any system’s security measures or using programs or devices to intercept or decode passwords.

Breaching Security: Deliberate attempts to degrade system performance, deprive resources, or propagate viruses are prohibited.
Abuse of Computer Resources: Misuse of MDD’s computing resources includes, but is not limited to:
Game Playing & Pornography: Recreational game playing or viewing pornographic material is prohibited.
Chain Letters: The propagation of chain letters is prohibited.
Unauthorized Monitoring: Users must not monitor electronic communications without authorization.
Flooding: Posting messages to multiple servers or groups to reach as many users as possible is prohibited.
Private Commercial Purposes: MDD resources must not be used for personal or commercial financial gain.
Political Advertising or Campaigning: Using MDD’s resources for political purposes is prohibited.

Limitations on Users' Rights

1. Issuance of a password or access means confidentiality of MDD files but does not guarantee privacy for improper use.
2. MDD provides reasonable security and archiving facilities but is not responsible for unauthorized access or data loss due to unforeseen events. No warranties are made
regarding Internet services or information content.
3. Users should be aware that MDD systems may be subject to unauthorized access or tampering. Computer records, including e-mails, may be accessible to the public under
the law.

Confidentiality Knowledge is vital to MDD. Significant investment has been made in acquiring specialized knowledge, developing systems, procedures, and business contacts.
This investment must be protected. Employees are required to maintain strict confidentiality.

This policy safeguards the company’s interests by protecting valuable information. If unsure about obligations under this policy, employees should consult their reporting
manager. Non-compliance may result in disciplinary action, including termination.
Complaint Redressal

If any staff member has any complaints or suggestions regarding:

1. Service unavailability
2. Non-delivery against commitments
3. Excessive delays
4. Injustice concerns (such as over race, caste, sex, color, creed etc.)
5. Staff misbehavior
6. Malpractice

In case of any issue or complaint, the staff member must write an email to HR within 1 month. HR will notify in 7 days.
 List of Holidays (Year) 2024

S.No. Occasion Day Date

1 Republic Day 26 th Jan Friday
2 Holi 25 th Mar Monday
3 Raksha Bandhan 19 th Aug Monday
4 Independence Day 15 th Aug Thrusday
5 Gandhi Jayanti 2 nd Oct Wednesday
6 Vijaya Dhashmi 12 th Oct Saturday
7 Diwali 31 th Oct Thrusday
8 Govardhan Puja 1 th Nov Friday
9 Bhaiya Dooj 2 th Nov Saturday
 Celebrations 2024
Big Celebrations
S# Celebration Time Date Day Benchmark
1 New Year 1:30 PM Onwards 2-Jan
2 Holi 1:30 PM Onwards choti Holi
3 Diwali 1:30 PM Onwards choti diwali
4 Bhandara

Monthly Celebrations
S# Celebration Time Date Day Benchmark
1 Feb 4:00 PM -6:00 PM 24-February Saturday Last saturday
2 Apr 4:00 PM -6:00 PM 27-April Saturday Last saturday
3 May 4:00 PM -6:00 PM 25-May Saturday Last saturday
4 Jul 4:00 PM -6:00 PM *27 July Saturday Last saturday
5 August 4:00 PM -6:00 PM Sunday Last saturday
6 Sep 4:00 PM -6:00 PM 28-Sep Saturday Last saturday
7 Oct / Nov 4:00 PM -6:00 PM - Saturday Last saturday
8 Dec 4:00 PM -6:00 PM 30-Nov Saturday Last saturday
Lunch
Lunch colorfull
Lunch Ethnic Wear

Snacks Town hall meeting can be planned

Snacks
Snacks
Snacks
Snacks
Snacks
Snacks Depending on diwali either Oct/Nov
Snacks
Exit Policy

Introduction

The Exit Policy is designed to ensure a smooth and transparent process for both the employee and the employer when an employee's tenure with
the company ends which was initiated by employee or organisation. It outlines the necessary steps, obligations, and rights of both parties during the
exit process.

Scope

This policy applies to all employees of the company, regardless of their role or duration of employment (temporary and permanent)

Types of Exit

Voluntary Resignation: When an employee chooses to leave the company.

Involuntary Termination: When the company decides to terminate the employment.
Retirement: When an employee leaves upon reaching retirement age.
Absconding: When an employee leaves without notice or authorization.

Other cases include:

Business Conduct Guidelines violations or other misconduct cases
Poor performance
Business Ramp down/ Project Handover
Disciplinary Issues
Working in or outside office hours in conflict with the interests of the organization
Nuisance or indiscipline in office, or speaking negatively about colleagues, the organization, or its system behind their backs and not on appropriate
platforms
Fighting with any team member, visitor, or client
Use of alcohol/intoxicants in the office or during office hours outside the office
Being part of any illegal activities/legal case aginst the employee by state or law enforcement
All kind of harassment against any employee by other employee.
Notice Period after Probation

Resignation: 3 months, if proper handover inc. of assests and duties to the reporting manager in writing and submitted to the HR along with
clearance from all the departments.
Termination: Management reserves the right to relieve employee at any time without any salary in lieu of notice period or any other terms.
During Probation: Both parties must provide a notice period of one month.

Employee Resignation:

1. Notice Period: The employee must serve a three-month notice period.

2. Payment in Lieu: If the employee cannot serve the notice period, they must compensate the company with an amount equivalent to three months'
salary.
3. Absconding: Failure to adhere to the notice period or payment in lieu will be considered absconding, resulting in legal action as per company
policy.

Employer Termination:

1. Notice Period: The employer must provide a one-month notice period.

2. Severance Pay: If applicable, as per the discretion the management.

Exit Procedure

Leaves: CL, ML, EL, SL will be calculated on a pro-rata basis. Other leaves will be deducted from the final settlement.

Resignation Process:

1. The employee must submit a written resignation letter to their immediate supervisor and HR.
2. An exit interview will be scheduled to gather feedback and insights from the departing employee.

Termination Process:

1. The employer will issue a written notice of termination, specifying the reasons and effective date.
2. HR will conduct a termination meeting to discuss the process and next steps.

Final Settlement

Management may waive off the notice period partially or completely at its discretion. The decision to waive off the notice period will require the
approval of the Director.
Clearance: Employees must clear all dues, return company property, and complete any required clearance forms.

Handover & Documentation: Proper handover of necessary documentation, including resignation letter, exit interview form, and clearance certificate,
must be completed. The employee must complete the handover of work and materials entrusted to their care to their manager. The employee will be
required to obtain clearances from various departments and will be charged for items that are due or will be obliged to replace them.

Final Payment: The final settlement, including salary, benefits, and any outstanding dues, will be processed and disbursed as per company policy.

Legal Considerations

Absconding: Legal action for absconding will include recovery of dues, litigation costs, and any other expenses incurred by the company.
Dispute Resolution: Any disputes will be resolved through mediation. If mediation fails, disputes will be settled in the jurisdiction where the company
is headquartered.

Confidentiality and Non-Disclosure

Employees are required to adhere to confidentiality and non-disclosure agreements even after their employment ends. Any breach will result in legal
action.

Responsibilities

Employee: Must follow the exit procedures, properly hand over to the reporting manager/Project head, serve the notice period, and ensure all
company property is returned.
Employer: Must provide necessary support during the transition, process the final settlement promptly, and maintain confidentiality.

Review and Updates

This Exit Policy is subject to periodic review and updates to ensure it remains relevant and compliant with legal requirements. Employees will be
notified of any changes to the policy.

This Exit Policy aims to provide a clear and fair process for both parties involved, ensuring a respectful and efficient transition.

This policy supercedes all the the prior communications related to employment (including appointment letters/ Offer letter etc)

Process Flow:

Employee Resignation/Termination
Immediate Information Reporting Manager, HR / IT
Exit Interview needs to be conducted by HR
Notice Period Serving
Employee needs to get their No Dues Signed & Submit to HO
F & F Processing & Payment Advice