Organization Policy

Effective Date: 1st Oct, 2024 Review Date: 31st Oct.2024 Policy Number: V1.2

This Employee Handbook has been developed to provide you with an information source for common questions and concerns. The information in this handbook is important to all our employees. Make sure you read the manual thoroughly. You will want to refer to your handbook when you have questions about company policies and benefits.

While preparing this Employee Handbook, we have attempted to present a summary of some of the most important policies. No written statement, no matter how complete, can be a substitute for direct daily contact with your immediate supervisor. Throughout your Employee Handbook, you will be able to check the complete information on employee policies and benefits. This advice is continually repeated because its importance can’t be overemphasized. If you have questions or concerns about the policies outlined here, you should contact your manager or Human Resources.

Circumstances will obviously require that the policies, practices and benefits described in the Employee Handbook change from time to time. The company reserves the right to amend, modify, delete, supplement or add to the provisions of this handbook as it deems appropriate from time to time in its sole and absolute discretion. Company will attempt to provide you with notification of any other changes as they occur.

We are presenting this Employee Handbook because we feel that if you understand basically what is expected of you, and what you may expect of the company, we shall have an organization which better meets the needs of our customers.

The statements as set forth in this book have not been arbitrarily established. Each of them has a strong basis in the best practices prevalent in the industry and are also based on the experiences of this company. Employee suggestions have been incorporated over time and are further welcome that will aid in maintaining a constructive and harmonious relationship

Our single most common goal must be to work together to meet the needs of our customers to their complete satisfaction.

Contents

A. Code of Conduct

B. Joining Process

C. Attendance Management

D. Working Hours and Leave Policy

E. Performance Review System

F. Employee Separation – Notice Period

G. Information Technology Security

H. Intellectual Property Security

I. Loss or Damage to Company Property

J. Personal Phone Usage

K. Internal Communication

L. Sexual Harassment (POSH)

M. Zero Tolerance Policy

Happy to Help Process Flow

Code of Conduct

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd. (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

Our Employee Code of Conduct policy outlines our expectations in terms of employee behaviour towards their colleagues, supervisors, clients and overall organization. It is expected that all employees follow our particular code of conduct which is as follows:

2.1 No dual employment. An employee must be formally relieved of his / her services with the previous employer before taking up any employment opportunity with Nimbus

2.2 Conduct all dealings with our customers and suppliers with honesty and integrity.

2.3 Respect the rights of all employees to fair treatment and equal opportunity, free from discrimination or harassment of any type.

2.4 Know, understand, and comply with the laws, regulations, and codes of conduct governing the operation of our business-both domestic and foreign.

2.5 Ensure that all transactions are handled honestly and recorded accurately.

2.6 Protect information that belongs to the Company, our customers, suppliers, and fellow workers.

2.7 Avoid conflict of interest, both real and perceived.

2.8 Never use Company assets or information for personal gain.

2.9 Maintain high standards of personal cleanliness and to present a neat, professional appearance at all times. Company has adopted “Smart Casual” as its Dress Code. Employees irrespective of gender should ensure that they are attired in a decent wear to appear professional to internal as well as external customers.

2.10 All employees to conduct themselves in a professional, mature and responsible manner.

2.11 All employees will access company/client systems or data using their own login credentials and for the purpose for which the data is intended to be used. They may get in touch with their supervisors in case of any ambiguity or clarifications.

2.12 With regards to health concerns, Company has designated smoking areas. We seek your cooperation in refraining from smoking in offices and make use of smoking areas only.

2.13 The receipt of any inappropriate gifts or excessive entertainment from any company with which Nimbus has (or will have) business dealings are against the business principles and prohibited.

2.14 Avoid the following as conducting, similar to, but not limited to the following may result in disciplinary action, including termination:

2.14.1 Engaging in fraud, embezzlement, defalcations, or other dishonest practices

2.14.2 Violating Company policies and/or laws.

2.14.3 Threatening, intimidating or insubordinate behaviour or physical violence.

2.14.4 Removing or destroying company records or property, releasing confidential or proprietary information without appropriate approval.

2.14.5 Taking or sale of drugs / smoking marijuana (any harmful intoxicating substances) in the premises or coming in to work under the influence of these substances

2.14.6 Possessing weapons or firearms or gambling within Company premises.

2.14.7 Breaching Customer and/ or Company confidentiality.

2.14.8 Sexual Harassment

2.14.9 Dishonesty and Theft

2.14.10 Failure to meet performance goals

2.14.11 Excessive absenteeism

2.14.12 Unauthorized absence

2.14.13 Discrimination based on caste, creed, colour, religion, etc.

JOINING PROCESS AT NIMBUS

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

The Company is committed to establish a proper talent acquisition system whereby all the suitable candidates are selected and recruited as and when required, as per the business need against the manpower requirement of the Company.

2.1 This policy is designed to guide all the employees to understand the Talent Acquisition Process at Nimbus.

2.2 This policy applies to all employees of the Company across locations, pan India.

2.3 The Company has ensured that the established recruitment and selection practices are consistent with the applicable state employment laws.

2.4 The Company believes and will aim to optimally use the existing manpower, therefore encourages, and communicates IJP (Internal Job Opportunities).

2.5 Incase suitable manpower is not available internally, the organization identifies and selects the resources from external sources through various channels like database search, walk-ins, job portals, LinkedIn, referrals, vendors, NGO, advertisement, etc.

2.6 Interview panel is committed to make recruitment and selection decisions in a fair and objective manner, based on the merit, by assessing the applicant’s skill, knowledge, education qualifications, behaviour and attitude against the key selection criteria defined in the job description.

3. Process of Talent Acquisition:

3.1 External Hiring

3.1.1 Step-1: Candidate walk-ins for a suitable open position at the Company along with his updated CV & Aadhar card which are the mandatory documents for appearing in the interview at the Company.

3.1.2 Step-2: Candidate fills the basic details in the “Add Interviewee Page”

3.1.3 Step-3: The Talent Acquisition Team then conducts the first round of interview with the candidate. If the candidate clears the 1st round, he/she is sent for the 2nd round of interview which is either conducted by Operations Team or the Client as required, else he/she is rejected and not eligible for further hiring until 15 days. On successful completion of the 2nd round, the candidate appears for 3rd round which is Versant (Writing/Voice)/ PMAPS / MCAT /Typing /Grammar Assessment Test as required by client process.

3.1.4 Step-4: Post completion of above 3 rounds, the selected candidate gets a link for documentation and salary will be closed as per permissible salary capping available in the EMS (Employee Management System).

3.1.5 Step-5: Selected candidate will get

3.1.5.1 Letter of Intent (LOI) through a link on the registered mobile number (SMS) and e-mail address.

3.1.5.2 Documentation & profile information & supported documents. Candidate is expected to provide genuine documents / details at the time of joining as failure to do the same may lead to termination.

3.1.5.3 Biometric enrollment on the same day of selection.

3.1.6 Step-6: Post selection, the candidate must provide photocopy of all the documents before the date of joining mentioned in the LOI. Also, the selected candidate must bring the original documents to the office for physical verification by the Hiring Team on the date of joining.

3.1.7 Step-7: Post successful verification of all the documents by the Compliance Team, Employee ID is created by the Hiring Team at the respective locations.

3.1.8 Step-8: Training & Certification Process:

3.1.8.1 Post the Employee ID generation, the new joinee is aligned to a Client/Process/Sub Process as “Trainee” and mapped to Training Head for batch creation.

3.1.8.2 The Training Head further aligns the “Trainee” to the Trainer who leads training batch as per the defined Classroom / OJT days for the process.

3.1.8.3 Post training, the “Trainee” undergoes the Certification Process and after its successful completion, gets on floor and is handed over to Operations Team.

3.1.8.4 If the “Trainee” fails to clear the Certification Process, he/she may be referred to the HR for an exit.

3.1.8.5 Appointment Letter: Post successful completion of the Certification the “Trainee” gets the Appointment letter on the EMS, which can be sent to personal e-mail id for later reference.

3.1.8.6 Please refer to Annexure -1.

Annexure - 1

Employee Stages	Remarks
To Training Head alignment	Employee ID is created and trainee is mapped to training for batch

In Training Trainee is aligned to a batch during class room training

In OJT Trainee is aligned to a batch during OJT (Login as per date wise capped login hours)

On Floor Employee is certified and moved to floor for service delivery (8 hours Login for productivity)

To HR Employee is decertified at any stage and referred to HR for Exit

3.2 Internal Hiring (IJP):

3.2.1 Internal Job Policy at Nimbus outlines the instructions for posting and communicating vacancies internally before doing hiring externally. Company is committed in investing in its employees and helping them advance their careers within the organization.

3.2.2 This policy applies to all employees of the Company across locations.

3.2.3 Business Support Team and Hiring Managers are responsible for communicating internal job postings across locations.

3.2.4 Company believes in providing equal opportunity to all and does not support any favouritism or discrimination.

4. Employee Assistance on Joining

4.1 Employee Induction

4.1.1 Induction is a formal process that is designed to welcome the new employees to be informed about the policies & procedures of the Company. Employees are presented with all the required source and procedure needed to navigate within the workplace.

4.1.2 All account / process heads or the authorized person of the new joinee have to spare time as per the program and help the new joinee to understand the Company

4.2 Employee ID & Access Card

4.2.1 A multi-purpose photo ID card is issued to each new joinee by the HR.

4.2.2 The Employee ID Card helps in identifying the employee status, enables facility access and maintains the attendance.

4.2.3 All employees are required to display their Employee ID Cards within the company premises. For the ease of identification, the lanyard colours for Employee ID Card have been differentiated.

4.2.4 An employee using a card that does not belong to him/her may have that card confiscated and may be referred to HR for a disciplinary action.

5. Background Verification (BGV)

5.1 Company does 100% Back Ground Verification (BGV) for support level hiring and client specific BGV’s for CSA’s which includes Criminal / Education / Address / Employment checks.

5.2 Background verification is executed by an external agency.

5.3 In case of any negative outcome, an explanation is sought from the concerned employee. Consequence management is initiated, if required, leading to exit of the employee.

6. Rehiring

As a policy Nimbus encourages former employees to rejoin the organization. Former employees could have made career decisions due to some specific reasons or concerns & rehiring them may be considered as good business move, since they already know who’s who in the organization, are familiar with the internal policies, practices, corporate culture and they are well versed with the business of the organization. The cost & time of hiring, inducting & training is significantly reduced by recruiting former employees.

Attendance Management

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

Attendance Management has been established for the employees to understand the process of marking the daily attendance and working hours. This policy is applicable to all employees at Nimbus.

2.1 For attendance monitoring Company maintains a Biometric Attendance System. Employees should follow the working hours, guidelines and mark their attendance on Biometric daily, which is linked to their LMS (Leave Management System).

2.2 Attendance shall be tracked on LMS (Leave Management System) Portal. Please refer to Annexure-1 & 2.

2.3 Misappropriation of the attendance shall be considered as violation of Code of Conduct, leading to appropriate corrective actions.

2.4 Based on business requirement in case any employee is required to work on a weekly-off or a company declared holiday, he/she shall be eligible for a Compensatory Off, subjected to approval by Reporting Manager (Refer to the Leave Policy).

2.5 In case the employee faces any of the below issues-

2.5.1 Forgot to Punch IN / Out

2.5.2 Punched IN / OUT but not showing on EMS / Biometric error

In all the above cases, employee needs to regularize/ correct his/her attendance within the next 24 hours by raising a ticket on EMS under – “Biometric Issue” which will be approved/ rejected by his/her supervisor.

2.6 For all requests related to roster / shift change employee must raise request on EMS within 24 hours of the need and get it approved by the immediate Manager.

Annexure -1

Payable Days – Salary shall be paid for such days

Abbreviation	Full Form	Day Count	Condition
P	Present	1	-
L	Leave	1	Approved & Leave Balance Available
H	Half-Day	1	Approved & Leave Balance Available
HWP	P Half-Day Without Pay	0.5	Approved/Not Approved & Leave Balance Not Available
WO	Week-Off	1	-
HO	Holiday	1	-
CO	Compensator y Off	1	Generated if worked on Week Off
P (Biometric)	Present (Biometric)	1	Biometric punch in & out not reflecting
P (Short Login)	Present (Short Login)	1	Late login exception 3 times a month (within 15 minutes of shift timing)
P (Short Leave)	Present (Short Leave)	1	(For Support Staff only) 2h 30min exception once in a month

Annexure -2

Non - Payable Days – Salary shall not be paid for such days

Abbreviation	Full Form	Condition
A	Absent	Uninformed Leave
LWP	Leave Without Pay	Approved & Leave Balance not Available
WONA	Week-off Not Applicable	4 payable days not complete
LANA	Leave applied not approved	-

Working Hours and Leave Policy

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

The purpose of the Working Hours Policy is to define the normal service hours of the various departments that are staffed by employees in the Company.

The organization also recognizes the need for employees to take leaves & that they may require absenting themselves from normal or usual work hours/day to meet their personal exigency. In consideration to the same, employees shall be granted leaves as well as be eligible for national holidays/festivals. This Leave Policy is applicable to all employees at Nimbus.

WORKING HOURS POLICY

2.1 For an employee, the business normal working hours must be 9 hours as per the biometric and 8:00 hours as per the APR (Agent Performance Report) within the roster. The 9 hours include 1 hour of lunch break.

2.2 For an employee, 5 hours as per biometric and 4:30 hours as per APR (Agent Performance Report) for a half day present is required.

2.3 For Support staff, the business normal working hours must be 9:00 hours as per the biometric. The 9:00 hours include 1 hour of lunch break.

2.4 For Support staff, 5 hours as per biometric is required for a half day present.

2.5 Rotational Shifts

2.5.1 Depending on project requirements employees may be required to work in shifts and on timings different from the normal business hours.

2.5.2 Any shift which involves a date change will be considered as a Night Shift.

LEAVE POLICY

2.6 Availing of Leaves

2.6.1 The organization encourages employees to manage their leaves judiciously to ensure minimal disruption to work continuity. Employees are expected to provide advance notice when applying for planned leaves. In the case of unforeseen circumstances such as emergencies, employees must immediately notify their Reporting Manager by phone or email.

2.6.2 The employee must provide advance information for availing leaves, except for unforeseen circumstances. In case of any emergency, employee must call/send an e-mail to inform the Reporting Manager about the reason of taking leave.

2.6.3 For approved medical leaves, relevant medical documentation must be submitted to the HR Department within 7 days of the start of the leave period.

2.6.4 Leave approval is based on business needs and priorities, and leave cannot be taken as a matter of entitlement.

2.6.5 Leave without sanction will be treated as misconduct, for which strict disciplinary action may be initiated, which may also include termination of services.

2.7 Applicability of Leaves

2.7.1 An employee is eligible for paid leaves basis joining date. The leave year is based on the calendar year, i.e., from January to December.

2.7.2 The basis of computation of leaves will be calendar year (January to December)

2.7.3 Leaves are credited in employees’ LMS account every month after completing 15 working days. If anyone fails to complete 15 working days in a month, he/she will not be eligible for a leave for that month.

2.8 Categories of Leaves

2.8.1 Paid Leaves /Casual Leave

2.8.1.1 All employees are entitled for 1.25 paid leave per month and 1 casual leave per month

2.8.1.2 Casual Leaves-

i. Employees are entitled to 10 Casual Leave per year, which starts after completion of 60 Days.

ii. Casual Leaves cannot be carried forward to the next year. Any unused Casual Leave will lapse at the end of the calendar year.

iii. Casual Leave and Earned/Paid Leave cannot be clubbed or used in conjunction.

iv. Casual Leave is intended for short-term, unplanned leave, and should be applied for with as much notice as possible. In cases of emergency, immediate notification is required.

2.8.1.3 Earned/Paid Leave (EL/PL)

i. After completing six months of continuous service, employees are entitled to 1.25 Earned/Paid Leave per month i.e 15 Earned/Paid leave per year.

ii. Employees must take a minimum of 3 Earned/Paid Leaves at a time. Leaves shorter than this period will not be sanctioned as Earned/Paid Leave.

iii. Earned/Paid Leave must be applied for in advance and approved by the Reporting Manager before the leave is availed.

iv. Earned/Paid Leaves can be carried forward to the next financial year, up to a maximum of 10 leaves.

v. Any Earned/Paid Leaves beyond the 10 carried forward will lapse unless applied for within the current financial year.

2.8.2 Compensatory Off

2.8.2.1- If an employee is required to work on a weekly off or company-declared holiday, they will be compensated with Compensatory Off.

2.8.2.2 Compensatory Off must be availed within 90 days of being credited. After this period, it will automatically lapse if unused.

2.8.2.3 Employees are encouraged to schedule their compensatory off at a time that aligns with business needs and with prior approval from their manager.

2.8.3 Maternity Leaves

2.8.3.1 As per the Maternity Benefits Act, women employees are entitled to 180 days of paid maternity leave, provided they have worked for at least 80 working days in the preceding 12 months but after regularization of employment.

2.8.3.2 Maternity leave includes all intervening holidays and weekends.

2.8.3.3 Maternity leave must be applied for 28 days in advance and supported by relevant medical documents.

2.8.3.4 Maternity leave is non-accumulable and non- encashable.

2.8.3.5 Any leave beyond the sanctioned maternity leave will be treated as Leave Without Pay (LWP) unless otherwise provided for by law.

2.8.3.6 In case of any maternity-related illness or complications, additional leave may be granted as per the Maternity Benefits Act.

2.8.3.7 Any approved leave beyond eligibility/accumulation will be treated as Leave without Pay (LWP).

2.8.3.8 In case of any sickness arising out of & connected to maternity / pregnancy, company will follow the provisions of Maternity Benefits Act as in force from time to time.

2.8.3.9 All the other terms & conditions will be as per Maternity Benefits Act.

2.8.4 Paternity Leaves

2.8.4.1 All regular and confirmed male employees who are married can avail 7 days of paternity leave at the time of childbirth. This leave shall be available only on completion of 3 months post regularization of service.

2.8.5 Exceptions

2.8.5.1 Any leave availed by an employee without approval /consent / on rejection by the Reporting Manager will be considered as unauthorized leave and will be marked as “LWP-Leave Without Pay”.

2.8.5.2 If an employee remains absent without approved leave or overstays without approval from the sanctioning authority for a period of three (3) consecutive days or more will be considered as NCNS (No Call No Show) and disciplinary action may be initiated against the employee.

2.9 Process of Applying Leaves

2.9.1 Employees are required to apply leaves through LMS only.

2.9.2 Unapplied leaves shall be treated as absent.

2.10 Leave Encashment

2.10.1There is no policy of encashment of accumulated leave balance either at the time of an employee leaving the organization or anytime during the course of employment.

Annexure -1

Categories of Leaves

>Leave Type	No. of Days	Snapshot
Paid Leave (L)	1.2 per month	These leaves may be availed to attend personal work, time off, etc. These leaves cannot be encased.
Compensatory Off (CO)	NA	For working on non-working days (weekly off/company declared holidays)
Maternity Leave (ML)	180 days	For only those married female employees who have completed not less than 80 days (excluding weekly off, holidays and other leaves) in the 12 months immediately preceding the date of her expected delivery
Paternity Leave (PTL)	7 Days	For those married male employees who have been confirmed.
Holidays (H)	9	Annual calendar released to the employees by HR Department region wise.
LWP (Leave Without Pay)	NA	In case the employee has no leaves in his kitty the same will be marked as “LWP-Leave Without Pay”, subjected to approval from the Manager. If not approved the same will be marked as “Absent (A)”. Such cases will be treated as “LWP”, and salary will be deducted accordingly
HWP (Half Day Without Pay)	NA	In case the employee has no leaves in his kitty and is absent for 0.5 days the same will be marked as “HWP-Half Day Without Pay”, subjected to approval from the Manager. If not approved the same will be marked as “Absent (A)”. Such cases will be treated as “HWP”, and salary will be deducted accordingly

Holidays (H)

i. Employees are entitled to 9 holidays in a year including 3 national Holidays and 6 optional holiday. Employee may choose any 6 optional Holidays from the total yearly holiday Calander published/specified by the company or its HR Department.

ii. A region-specific holiday calendar will be released annually by HR, indicating the holidays available to employees in each location.

PERFORMANCE REVIEW SYSTEM

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

The strength of an organization is its people. It is important to recognize the employee talent, develop their capabilities, and utilize them appropriately, so that they will contribute to the longterm excellence of the organization.

The Objective of Performance Appraisal Review System at Nimbus is to assess the performance and potential of the employees, to develop them and to determine their career path. The Performance Appraisal Review System has the following features:

2.1 Focus on the development and utilization of an employee.

2.2 Transparency and openness in the system.

2.3 Emphasis on the potential assessment and career plan of an employee.

2.4 Identification of training and development needs.

2.5 Review job expectations.

2.6 Recognize individuals.

3. Eligibility

3.1 The employee will be eligible for appraisal only after completion of 1 year of services with the Company.

3.2 Appraisal is applicable for Support Function only i.e., Executive / Assistant Team Leader and Above (all departments).

3.3 If the joining date of any employee is between 1st to 15th of a given month, than the appraisal will be in the same month as the joining month after completion of 1 year with the company.

3.4 If the joining date of any employee is between 16th to 30/31st of a given month, than the appraisal will be in the next month to the joining month, after completion of 1 year with the company.

4. Promotion Guidelines

4.1 Employee should perform well consistently and continuously, should have the requisite experience, qualification, potential, and ability to perform for higher level job. ‘Right person for Right Job‛ – This is the mantra for promotions.

4.2 Promotion is purely discretion of the management.

5. Performance Review Process

5.1 Post completion of 1 year with the Company the eligible employee fills a “Self-Appraisal Form” and submits for review to the Evaluator/ Approver/Supervisor.

5.2 Evaluator can be Location Head / Account Head / Process Head / HR Head.

5.3 Once submitted by the employee, the “Self -Appraisal Form” will be sent to the immediate manager who will submit his rating against the employee’s rating and put comments on promotion recommendation and appraisal %.

5.4 Post submission of the duly filled form by both employee and manager, the form will be reviewed by Business Support – Head along with the Location Heads / Account Head / Process Head / HR Head in presence of Senior Vice President-Operations for salary increment, promotion or any other such decisions.

5.5 Some exceptions:

5.5.1 In such cases where there is delay from evaluator/ approver side, then increment amount will be paid as an arear from due months.

5.5.2 In such cases where an employee has got warning in last 3 months or has been in PIP (Performance Improvement Plan), the appraisal cycle will be pushed for further 3 months.

5.5.3 Evaluator/ Approver can hold appraisal of a given employee for multiple times, if he/she feels that the performance of the employee is not meeting the required expectations and criteria.

5.5.4 For IJP Promoted Support Staff, increment / salary revision would be done as per the eligible appraisal cycle only.

6. Performance Improvement Plan

Based upon the performance review and actual ratings of an employee, the Low Performer will be counselled for improvement and good performer will be considering for recognitions

The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between the low performer and his /her supervisor to clarify the work performance to be improved. The process involves:

6.1 Meet the employee and discuss performance gaps.

6.2 Discuss /counsel the employee to fill the performance gaps.

6.3 Draft a PIP (written), with defined targets and timeline to perform.

6.4 Review at designated intervals and ensure regular follow-up.

6.5 If the employee’s performance improves to the satisfaction level, continue with performance improvement / monitoring, else proceed for consequence management.

Employee Separation & Notice Period Policy

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

2.1 Resignation

2.1.1 An employee will have to submit a resignation and serve the 30 days’ notice period, if they wish to leave the Company,

2.1.2 The resignation letter must be submitted to the respective Reporting Manager and/or Account Head. Written resignation is mandatory to submit, and Account Head approval is mandatory.

2.1.3 Resignation date will be the date on which it is uploaded in LMS. Reporting Manager and/or Account Head will define notice start date (max day -3) and notice end date will auto populated from 30 days of notice start date.

2.1.4 Leaves are generally not allowed during notice period.

2.1.5 Prior to separation from the Company, the employee must return all property, equipment, materials, records & documents, borrowed from the company and obtain clearance of all outstanding dues (NDC) from the Company.

2.2 Acceptance of Resignation

2.2.1 Reporting Manager and/or Account Head can grant acceptance of the resignation. This is to be done after the Reporting Manager and/or Account Head has had a meeting with the employee who wishes to resign.

2.2.2 Resignations are accepted taking into consideration the replacement plans for the position and planned for an effective handover.

2.2.3 Once the Account Head accepts the resignation it is transferred to the HR Head. HR Head can edit resignation within 3 days of notification else it will be auto accepted. HR Head has the rights to Revoke Resignation or Accept depending upon the discussion with employee.

2.2.4 Employee has an option to revoke resignation up to 15 days of declaration date.

2.2.5 If employee opts to revoke resign that request will go to Account Head and then HR Head for Approval. In case of approval, resignation will be considered as cancelled and employee will continue services & in case of rejection last working day will remain same.

2.3 Waiving Of Notice Period

2.3.1 In certain cases, the notice period agreement term can be considered on case to case basis.

2.4 Clearance Procedure

2.4.1 A resignation acceptance / acknowledgement letter is made available to the employee along with the necessary No Dues Certificate for obtaining clearance from relevant Departments. Any employee who is absconding from services or is serving notice will not be entitled for any incentives paid by client /organization .

2.5 Full & Final Settlements of Individual Accounts

2.5.1 The full and final settlements will be done within 45 working days of the employee leaving the organization.

2.5.2 In full and final settlements any dues payable by the employee to the employer by way of advances taken, notice period compensation amount, leaves adjustment, non-serving of notice period, etc. will be deducted and if any amount payable / receivable to / from employee has to be settled and only then the F&F amount will be credited.

2.6 Cessation of services

Under certain circumstances not limited to process ramp down initiated by the client, change in business model, etc., the company might not need the services of a set of resources engaged in the delivery of the said process. In such scenarios, the company strives to redeploy such redundant resources elsewhere which may include a change in the locations both inter and intra city. Where such options are not available, the company may choose to relieve such resources from their services after giving due notice of 30 days/ compensation in lieu thereof. This is done in the best practices prevalent in the industry, however in certain cases where the employee/s may reject these redeployment options, the company reserves the right to relieve them with immediate effect without any additional compensation.

2.7 Termination of services

2.7.1 Under exceptional circumstances, if it comes to the notice of the Company that an employee is indulging in unacceptable professional behavior not limited to, not following the systems and procedures defined for executing his / her duties, responsibilities and work and if such actions are likely to cause harm to the business of the Company or cause loss of revenue or loss of client or adversely affect the Company’s reputation or revenue or business in any way, then the Company can terminate the services of the employee without any notice and with immediate effect and without any liability towards the Company. These decisions are taken basis due acceptance in writing from the impacted employee for such unacceptable behavior.

2.8 Retirement

The normal retirement age shall be 58 years. An extension of appointment beyond this age requires approval from the Board and prevailing government rules at the time of the decision.

Information Technology Security Policy

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

It is the policy of Company as to prohibit the unauthorized use of the network itself and those computing resources connected to the network along with the below actions:

2.1 Availability - ensure that systems, networks, applications, utilities, and data are on-line and accessible when authorized users need them.

2.2 Integrity - protect user information, data or software from improper modification or access (i.e., virus or unauthorized access/modifications.

2.3 Confidentiality - assure that sensitive data is read only by authorized individuals and is not disclosed to unauthorized individuals or to the public.

2.4 Propriety - ensure that technology at Company is used only for its intended purposes and not for any prohibited activities and uses.

3. Conditions and Procedures for Use

Company shall adhere to the conditions and procedures set forth in this policy. Violation of this policy will result in the loss of network privileges and may result in criminal or civil prosecution and/or disciplinary action for employees up to and including discharge. All employees of Company shall abide by the following conditions and procedures:

3.1 Employees shall not make unauthorized copies of data or software; however, the user is responsible for ensuring that data under their purview is adequately and routinely backed up.

3.2 Employees are to choose passwords wisely and to keep them confidential.

3.3 Users shall not allow access or use of their account to any other individual or group. These accounts include Windows account, E-mail accounts, Phone accounts or any other accounts that are introduced by.

3.4 Users shall not leave their computer logged in to networked services and unattended. Users shall use password protected screen savers and/or log out of applications before leaving the computer.

3.5 Users shall not give system, accounts or any site related information to an unauthorized person either in person in any manner, by telephone, e-mail, written material, etc.

3.6 Users shall not type a command or a password for an unauthorized person.

3.7 Users shall not send security related information (i.e., a password) over E- mail.

3.8 The networked servers are not for personal use and the organization will not be held liable for safeguarding any personal data or programs placed on the servers.

3.9 Users are not to install or execute any programs or processes which are designed to gather information about the Company network, the servers, or other machines on the Internet, both inside and outside of Company.

3.10 Users are not to purposefully access any servers or computers in a manner which disguises the user’s identity, computer name, address, location, or other identification of the electronic source.

3.11 Systems Department reserves the right to remove user accounts and/or revoke network access privileges for cause.

3.12 For purposes of this policy, "cause" is defined as the user's failure to adhere to the conditions or procedures set forth in this policy or engaging in any other inappropriate conduct with respect to the Company.

3.13 Security violations or unusual activity should be reported immediately to IT Department of the Company.

4. Prohibited Activities and Uses

4.1 The network shall not be used to transmit any communication where the meaning of the message, the content of the file, or the operation of the application, including its transmission or distribution, would violate any applicable law or regulation or would likely be offensive to the recipient or recipients thereof.

4.2 For example, the use of foul, obscene, discriminatory language or images when sending or displaying messages on e-mail is prohibited.

4.3 Also, it is unacceptable to use the Internet to send, display, download or print offensive messages or pornographic materials or sexually explicit pictures, derogatory religious or racial or defamatory material.

5. Monitoring

The Company does intend, as a matter of policy, to randomly monitor the use of technology (including e-mail) and will consider the individual user's limited interest in privacy to the extent feasible and consistent with Company’s interests and goals set forth herein.

6. Virus Control and other Security Compromises

6.1 Users must ensure that any media (i.e., disks, CDs or any computer equipment) brought into the Company from outside is free of viruses, worms, or other compromises before used in a PC or connected to the network. If a user is uncertain how to check a disk or computer, he or she should contact the helpdesk.

6.2 If a virus, worm, or compromise is detected or suspected, the user should contact the helpdesk immediately.

6.3 Users should use EXTREME CAUTION when opening e-mail attachments. E-mail has become the most likely way viruses are spread. If a user does not know the recipient or is not expecting the attachment, then the attachment should NOT be opened.

6.4 Another frequently used "social virus" is in the form of an e-mail that urges the recipient to send everyone he or she knows a copy of the e-mail. Often it proposes to protect against a new virus or serious incident.

6.5 Users should NOT forward copies of such an e-mail, which often is a hoax. Users can, however, forward one copy to the helpdesk to verify the claim.

Intellectual Property & Security

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

2.1 During their employment with Company all intellectual property developed by the employees, discoveries or inventions made by them in the performance of duties related in any way to the business of Company or any related entities will be the intellectual property of the Company or its related entities.

2.2 Employees will be required to do everything necessary to ensure Company or its related entities have ownership of such intellectual property.

2.3 Failure to properly look after company information or property will result in disciplinary proceedings including dismissal.

2.4 Wise and limited use of Company’s Logos, Trademarks & Stationery. We seek employee cooperation in protecting the company’s interest by ensuring that Company logos are used only with the formal consent of the company. The company’s letterheads, business cards and other stationery are to be used only by Company staff and only for officially sanctioned business correspondence.

Loss of Damage to Company Property

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2.Scope of the Policy

2.1 Employee (s) may be issued certain tools or equipment in order to perform their jobs like computers, laptops, cell phones, data storage drives, etc. These items belong to the Company but are placed in employees’ care and custody.

2.2 In certain cases, company hardware has been made available to some employees. This is not an entitlement and is dependent on the nature of the job assigned by the management. In case of loss of hardware, you are expected to register FIR with the police; complete the necessary insurance formalities and follow-up on the same. A copy of the FIR should be handed over to the HR Department. In such case, where the cost of the hardware is more than the cost of the insurance receivable, the difference amount will be deducted from the employee’s salary. If the allotted hardware is damaged and the circumstances/sequence of events displays malafide intentions, the cost of the damage/replacement may be recovered from the employee’s salary.

2.3 The employee is expected to return the hardware in good condition on cessation of your service. The company reserves the right to make deductions from their salary for any damages based on the evaluation rate determined by the Finance Department.

2.4 Employees will be required to sign for these items

, which include an authorization to deduct their replacement value from your paycheck, if they fail to return them to the Company.

2.5 Any loss, damage or misuse of company equipment like change in the original condition, download or upload of unauthorized material / software(s), sharing with unauthorized person(s) shall result in disciplinary proceedings including dismissal.

Personal Phone Usage Policy

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

The use of personal cell phones while at work presents a disturbance & distraction to the user and their colleagues. This policy is to ensure that cell phone use while at work is limited and does not disrupt the work environment. Any employee at the Company needs to ensure the below:

2.1 While at work, employees are expected to exercise discretion in using personal cellphones. Excessive personal calls during the workday can interfere with employee productivity and be distracting to others. Employees are encouraged to make any personal calls during non-work time when possible and to ensure that friends and family members are aware of Company policy.

2.2 For Agents, NO cell phones are allowed on the operations floor. Agents will be provided with lockers to store their phones during working hours.

2.3 Personnel permitted use of their cell phones on the operations floor are expected to always keep their devices on vibration or silent mode. Avoid ringtones during office hours.

2.4 Cellphones are discouraged during team or client meetings.

2.5 This policy is applicable to all (except the various department heads).

2.6 Team leaders and Managers are requested to give instructions to their team members to follow the same and report those who violate the policy to the HR.

2.7 Improper use of cell phones may result in disciplinary action.

2.8 Continued use of cell phones at inappropriate times or in ways that distract from work may lead to having cell phone privileges revoked.

2.9 Cell phone usage for illegal or dangerous activity, for purposes of harassment, or in ways that violate the company confidentiality policy may result in employee termination.

2.10 Due to the sensitive nature of this work, the company reserves the right to audit cellphones/ laptops/ tablets or any other digital equipment of the employee (with due cooperation from the employ where a data breach has been reported or suspected. In such circumstances, the employee from whom this hardware is recovered and subjected to scrutiny, will be kept abreast of all procedural actions and reasons thereof. The purpose of these investigations is to close such reported breaches adequately through internal checks and to avoid involvement of local authorities.

Internal Communication Policy

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

2.1 Company believes in, and encourages an environment where all employees feel free to talk openly. This means that people would be accessible easily and would encourage communication in an open manner.

2.2 The Company shares the information related to various areas like organizational plans, latest developments in various projects, policies, etc. on a continuous basis with the employees through the LMS (Leave Management System).

2.3 Employee suggestions, ideas and feedback are welcome and appreciated.

2.4 All employees are encouraged to discuss their concerns and suggestions with their Immediate Manager/Supervisor, Team Lead/ HR or any other concerned person.

2.5 The Company has created an easy to access platform called “Happy to Help”, for all employees to raise their concerns related to attendance, policies, technical or administrative issues.

2.6 The Company firmly believes in an Open-Door Policy and recognizes that in any employee group, problems, difficulties, and misunderstandings may arise. The objective is to provide free and transparent communication within the organisation. Similarly, all lady employees have access on the intranet, of the contact numbers of the Internal complaints committee mandated under the POSH policy, to address their grievances which fall under this category. It is the desire of the company to see that every problem is handled promptly and effectively. To this end, the company will endeavour:

2.6.1 To invite employees to talk frankly with their supervisor or to anyone else in authority, when they have a problem of any kind, with the assurance that it will not be held against them by their supervisor or anyone else in authority.

2.6.2 To provide an open door at all times for employees to discuss with upper management any decision they feel to be unfair.

2.6.3 The company is most sincere in encouraging any employee who feels he or she has not been treated properly, or who has a problem of any kind, to make it known to management through the “open door policy”.

The Prevention of Sexual Harassment Policy for Women at the Workplace

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

Every employee deserves and has the right to be protected against sexual harassment. In accordance with the law as well as the ethics of this organization there shall be zero tolerance of sexual harassment of women at the workplace. No person shall indulge or cause to be indulged in sexual harassment of women at the workplace.

2. Scope of the Policy

Sexual Harassment means and includes any one or more of the following unwelcome actions:

2.1 Physical contact and/or advances; For e.g., unwelcome grabbing or deliberate touching or brushing against any part of the body of another person and the like, staring intently, whistling, winking, stroking private parts.

2.2 Soliciting sexual favours; For e.g., forcing a subordinate to provide sexual favours by promising promotion, pay increases or an easier work life, or threatening demotion unless, i.e. implied/ explicit threat of present or future employment status.

2.3 Making sexually colored remarks; For e.g., making enquiries about anyone’s sex life, making sexual inferences or gender-based sexist remarks or jokes which are sexually colored, lewd statements about one’s appearance/ body/ clothing.

2.4 Showing or dissemination of pornography.

2.5 Any other unwelcome physical, verbal or non-verbal conduct of sexual nature; For e.g., forcing a woman to drink or dance or hug against her wishes at a corporate event, sharing or emailing/ SMSing/ MMS- ing/ Whatsapp-ing sexist jokes or making sexist remarks, pursuing a woman Employee with “romantic” intentions and forcing reciprocation, clicking pictures of a woman Employee without their consent.

2.6 Humiliating treatment based on sexual remarks likely to affect health and safety.

2.7 Interfering with work, creating a hostile or offensive work environment directly or indirectly based on sexual remarks or sexual advances.

Workplace includes the Company premises, or any other place visited by the Employee during the course of employment. This includes Company offsite, office meetings held outside the office premises whether in a hotel, restaurant or at an Employee’s residence or any other place. A restaurant where an Employee stops by for a meal during the course of visiting or returning from a business meeting outside the office would be deemed to be a Workplace.

Internal Complaints Committee

In keeping with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and

Redressal) Act, 2013 (“Act”) and the Rules under the Act, the Company has constituted an Internal Complaints Committee to receive and enquire into any complaints made by female Employees of this Company and follow due procedure as laid down by the law.

Should a female Employee wish to report any incident that is in violation of this policy, she may approach any member of the Internal Complaints Committee listed below. All complaints and proceedings before the Internal Complaints Committee shall be completely confidential.

Internal Complaints Committee:

Name	Designation	Contact Details
Ms. Shikha	8229803538
PRESIDING OFFICER	Head of Posch	Shikha.choudhary1@nimbusbpo.com
Ms. Rekha Jaiswal	8527748166
MEMBER OF COMMITTEE	Manager HR	rekha@nimbusbpo.com
Ms Priyanka Singh
MEMBER OF COMMITTEE	External Member

The Internal Committee, may, before initiating an enquiry, at the request of the aggrieved employee take steps to settle the matter between them and the Respondent through conciliation provided that no monetary settlement shall be made as a basis of conciliation.

Upon the receipt of complaint and completion of an enquiry, if the Internal Complaints Committee establishes that the allegation against the Respondent has been proved, they shall recommend to the Employer to take any of the following, one or combined actions including:

1. Written apology,

2. Warning, reprimand, or censure

3. Withholding of promotion

4. Withholding of pay rise or increments

5. Terminating the Respondent from service

6. Undergoing a counseling session or carrying out community service

The law also provides that where the Internal Complaints Committee arrives at the conclusion that the allegation against the Respondent is malicious or the complainant has made the complaint knowing it to be false or if the complainant has produced any forged or misleading document, it may recommend to the employer to take appropriate action.

ZTP - Zero Tolerance Policy

1. Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

2. Scope of the Policy

Zero Tolerance Policy (ZTP) is implemented by the Company to proactively prevent and manage employee behavior that is illegal, inappropriate, or against your organization’s Code of Conduct. This policy:

2.1 Provides clarity to employees on topics such as workplace behavior and disciplinary processes.

2.2 Improves workplace culture and employee performance by making employees feel more psychologically and physically safe at work.

2.3 Minimizes organizational risk by reducing unwanted workplace behavior and providing leaders with a method to quickly and effectively resolve conflicts.

2.4 The policy applies to any individual who engages in the following behavior (s), not limited to:

2.4.1 Integrity - Making derogatory remarks about the Company or its client’s product/ processes or Company’s products/ process; intentionally sharing wrong information or misleading the client about the products/ processes, asking for personal information from the client which may not be required for the business.

2.4.2 Unfair Practices - Examples of unfair practices include, but are not limited to:

i. Call disconnection

ii. Dialing of personal number or unethical use of dialer

iii. Holding the call without any reason

iv. Interfering in any fashion with the system

v. Using mobile phone on floor

vi. Being rude or use of foul language or sarcastic/rude tone on the call

vii. Giving waivers or any concession to customers without process approval

2.4.3 Harassment - Harassment is any one-time or repeated unwanted physical, verbal, or nonverbal conduct that violates a person’s dignity or creates an intimidating, hostile, degrading, uncomfortable, or toxic environment. Examples of harassment include, but are not limited to:

i. Making threatening remarks

ii. Sexual assault

iii. Gender-based insults or jokes causing embarrassment or humiliation

iv. Repeated unwanted social or sexual invitations

v. Inappropriate or unwelcome comments on a person’s physical attributes or appearance

2.4.4 Bullying – Bullying is any physical, verbal, and non-verbal conduct that is malicious or insulting. Bullying can make a person feel vulnerable, excluded, humiliated, undermined, fearful, or threatened. Bullying can take the form of physical, verbal, and non-verbal conduct. Examples of bullying include, but are not limited to:

i. Physical threats

ii. Psychological threats

iii. Overbearing or intimidating levels of supervision

iv. Shouting at colleagues in public or private

v. Spreading malicious rumours

2.4.5 Discriminatory Behavior – Discrimination refers to behavior that treats people differently or adversely because of one or more of the facets of their identity, including race, color, ethnic origin, gender expression, religion, age, sex, sexual orientation, marital status, family status, physical or mental disability, or genetic characteristics. Examples of discrimination include, but are not limited to:

i. Making insensitive jokes

ii. Factoring an individual’s identity into a hiring decision

iii. Purposefully excluding a colleague on the basis of their gender

iv. Using a racial insult

2.4.6 Micro-aggressions – Micro-aggressions refers to obvious or subtle, direct or indirect behaviors and comments which reference an individual’s personal identity, such as their race, gender, ethnic origin, religion, or age. Over time, micro-aggressions can have lasting emotional and mental effects on the individual or individuals targeted and can contribute to a toxic and noninclusive workplace. Examples of micro-aggressions in the workplace can include, but are not limited to:

i. Calling a woman “bossy”

ii. Repeatedly calling a racialized employee by the name of a different person of the same race

iii. Commenting on a person’s physical appearance in reference to racial characteristics such as skin tone

3. Disciplinary Action

3.1 Employees who are found to be in violation of the Zero Tolerance Policy may face a variety of disciplinary actions, up to and including immediate termination.

3.2 Disciplinary action may be recommended by an independent investigator and will be determined by senior leadership. The severity of the disciplinary action depends on the type of misconduct, which is based on the following framework:

3.2.1 Unintentional instances of bullying, micro-aggressions and discriminatory behaviour like unintentionally making an offensive comment about a colleague’s appearance. Discipline of such actions includes but is not limited to - mandatory warning and mandatory training programs.

3.2.2 Intentional but minor instances of harassment, bullying, or discrimination, such as making sexist, racist or homophobic jokes or propositioning a colleague. Discipline for a such includes but is not limited to: temporary leave with pay, temporary leave without pay, and permanent dismissal.

3.2.3 Intentional & major instances of harassment, bullying, or discrimination, such as making threatening remarks, engaging in unwanted physical contact, or using racial slurs. Discipline for such misconduct includes, but is not limited to: immediate dismissal and legal recourse.

Code of Conduct

Employee Code of Conduct Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd. (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).
Scope of the Policy

Our Employee Code of Conduct policy outlines our expectations in terms of employee behaviour towards their colleagues, supervisors, clients and overall organization. It is expected that all employees follow our particular code of conduct which is as follows:
1. No dual employment. An employee must be formally relieved of his / her services with the previous employer before taking up any employment opportunity with Nimbus.
2. Conduct all dealings with our customers and suppliers with honesty and integrity.
3. Respect the rights of all employees to fair treatment and equal opportunity, free from discrimination or harassment of any type.
4. Know, understand, and comply with the laws, regulations, and codes of conduct governing the operation of our business - both domestic and foreign.
5. Ensure that all transactions are handled honestly and recorded accurately.
6. Protect information that belongs to the Company, our customers, suppliers, and fellow workers.
7. Avoid conflict of interest, both real and perceived.
8. Never use Company assets or information for personal gain.
9. Maintain high standards of personal cleanliness and to present a neat, professional appearance at all times. Company has adopted “Smart Casual” as its Dress Code. Employees irrespective of gender should ensure that they are attired in decent wear to appear professional to internal as well as external customers.
10. All employees to conduct themselves in a professional, mature and responsible manner.
11. All employees will access company/client systems or data using their own login credentials and for the purpose for which the data is intended to be used. They may get in touch with their supervisors in case of any ambiguity or clarifications.
12. With regards to health concerns, Company has designated smoking areas. We seek your cooperation in refraining from smoking in offices and make use of smoking areas only.
13. The receipt of any inappropriate gifts or excessive entertainment from any company with which Nimbus has (or will have) business dealings are against the business principles and prohibited.
14. Avoid the following as conducting, similar to, but not limited to the following may result in disciplinary action, including termination:
  1. Engaging in fraud, embezzlement, defalcations, or other dishonest practices.
  2. Violating Company policies and/or laws.
  3. Threatening, intimidating or insubordinate behaviour or physical violence.
  4. Removing or destroying company records or property, releasing confidential or proprietary information without appropriate approval.
  5. Taking or sale of drugs/smoking marijuana (any harmful intoxicating substances) in the premises or coming in to work under the influence of these substances.
  6. Possessing weapons or firearms or gambling within Company premises.
  7. Breaching Customer and/or Company confidentiality.
  8. Sexual Harassment.
  9. Dishonesty and Theft.
  10. Failure to meet performance goals.
  11. Excessive absenteeism.
  12. Unauthorized absence.
  13. Discrimination based on caste, creed, colour, religion, etc.

JOINING PROCESS AT NIMBUS

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).
Scope of the Policy

The Company is committed to establish a proper talent acquisition system whereby all the suitable candidates are selected and recruited as and when required, as per the business need against the manpower requirement of the Company.
1. This policy is designed to guide all the employees to understand the Talent Acquisition Process at Nimbus.
2. This policy applies to all employees of the Company across locations, pan India.
3. The Company has ensured that the established recruitment and selection practices are consistent with the applicable state employment laws.
4. The Company believes and will aim to optimally use the existing manpower, therefore encourages, and communicates IJP (Internal Job Opportunities).
5. In case suitable manpower is not available internally, the organization identifies and selects the resources from external sources through various channels like database search, walk-ins, job portals, LinkedIn, referrals, vendors, NGO, advertisement, etc.
6. Interview panel is committed to make recruitment and selection decisions in a fair and objective manner, based on the merit, by assessing the applicant’s skill, knowledge, education qualifications, behaviour and attitude against the key selection criteria defined in the job description.
Process of Talent Acquisition
1. External Hiring
  1. Step-1: Candidate walk-ins for a suitable open position at the Company along with his updated CV & Aadhar card which are the mandatory documents for appearing in the interview at the Company.
  2. Step-2: Candidate fills the basic details in the “Add Interviewee Page”.
  3. Step-3: The Talent Acquisition Team then conducts the first round of interview with the candidate. If the candidate clears the 1st round, he/she is sent for the 2nd round of interview which is either conducted by Operations Team or the Client as required, else he/she is rejected and not eligible for further hiring until 15 days. On successful completion of the 2nd round, the candidate appears for 3rd round which is Versant (Writing/Voice)/ PMAPS / MCAT /Typing /Grammar Assessment Test as required by client process.
  4. Step-4: Post completion of above 3 rounds, the selected candidate gets a link for documentation and salary will be closed as per permissible salary capping available in the EMS (Employee Management System).
  5. Step-5: Selected candidate will get
    1. Letter of Intent (LOI) through a link on the registered mobile number (SMS) and e-mail address.
    2. Documentation & profile information & supported documents. Candidate is expected to provide genuine documents/details at the time of joining as failure to do the same may lead to termination.
    3. Biometric enrollment on the same day of selection.
  6. Step-6: Post selection, the candidate must provide photocopy of all the documents before the date of joining mentioned in the LOI. Also, the selected candidate must bring the original documents to the office for physical verification by the Hiring Team on the date of joining.
  7. Step-7: Post successful verification of all the documents by the Compliance Team, Employee ID is created by the Hiring Team at the respective locations.
  8. Step-8: Training & Certification Process:
    1. Post the Employee ID generation, the new joinee is aligned to a Client/Process/Sub Process as “Trainee” and mapped to Training Head for batch creation.
    2. The Training Head further aligns the “Trainee” to the Trainer who leads training batch as per the defined Classroom / OJT days for the process.
    3. Post training, the “Trainee” undergoes the Certification Process and after its successful completion, gets on floor and is handed over to Operations Team.
    4. If the “Trainee” fails to clear the Certification Process, he/she may be referred to the HR for an exit.
    5. Appointment Letter: Post successful completion of the Certification the “Trainee” gets the Appointment letter on the EMS, which can be sent to personal e-mail id for later reference.
    6. Please refer to Annexure -1.
2. Internal Hiring (IJP):
  1. Internal Job Policy at Nimbus outlines the instructions for posting and communicating vacancies internally before doing hiring externally. Company is committed in investing in its employees and helping them advance their careers within the organization.
  2. This policy applies to all employees of the Company across locations.
  3. Business Support Team and Hiring Managers are responsible for communicating internal job postings across locations.
  4. Company believes in providing equal opportunity to all and does not support any favouritism or discrimination.
Employee Assistance on Joining
1. Employee Induction
  1. Induction is a formal process that is designed to welcome the new employees to be informed about the policies & procedures of the Company. Employees are presented with all the required source and procedure needed to navigate within the workplace.
  2. All account/process heads or the authorized person of the new joinee have to spare time as per the program and help the new joinee to understand the Company.
2. Employee ID & Access Card
  1. A multi-purpose photo ID card is issued to each new joinee by the HR.
  2. The Employee ID Card helps in identifying the employee status, enables facility access and maintains the attendance.
  3. All employees are required to display their Employee ID Cards within the company premises. For the ease of identification, the lanyard colours for Employee ID Card have been differentiated.
  4. An employee using a card that does not belong to him/her may have that card confiscated and may be referred to HR for a disciplinary action.
Background Verification (BGV)
1. Company does 100% Background Verification (BGV) for support level hiring and client specific BGV’s for CSA’s which includes Criminal / Education / Address / Employment checks.
2. Background verification is executed by an external agency.
3. In case of any negative outcome, an explanation is sought from the concerned employee. Consequence management is initiated, if required, leading to exit of the employee.
Rehiring

As a policy Nimbus encourages former employees to rejoin the organization. Former employees could have made career decisions due to some specific reasons or concerns & rehiring them may be considered as good business move, since they already know who’s who in the organization, are familiar with the internal policies, practices, corporate culture and they are well versed with the business of the organization. The cost & time of hiring, inducting & training is significantly reduced by recruiting former employees.

Attendance Management Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

Scope of the Policy

Attendance Management has been established for the employees to understand the process of marking the daily attendance and working hours. This policy is applicable to all employees at Nimbus.

Attendance Monitoring

The Company maintains a Biometric Attendance System. Employees should follow the working hours, guidelines, and mark their attendance on Biometric daily, which is linked to their LMS (Leave Management System).
Attendance Tracking

Attendance shall be tracked on the LMS (Leave Management System) Portal. Please refer to Annexure-1 & 2.
Misappropriation of Attendance

Misappropriation of the attendance shall be considered as a violation of the Code of Conduct, leading to appropriate corrective actions.
Compensatory Off

Based on business requirements, if any employee is required to work on a weekly-off or a company-declared holiday, he/she shall be eligible for a Compensatory Off, subject to approval by the Reporting Manager (Refer to the Leave Policy).
Attendance Issues

In case the employee faces any of the below issues:
1. Forgot to Punch IN / Out
2. Punched IN / OUT but not showing on EMS / Biometric error
In all the above cases, the employee needs to regularize/correct his/her attendance within the next 24 hours by raising a ticket on EMS under “Biometric Issue,” which will be approved/rejected by his/her supervisor.
Roster / Shift Change Requests

For all requests related to roster/shift change, employees must raise a request on EMS within 24 hours of the need and get it approved by the immediate Manager.

Annexure -1: Payable Days

Abbreviation	Full Form	Day Count	Condition
P	Present	1	-
L	Leave	1	Approved & Leave Balance Available
H	Half-Day	1	Approved & Leave Balance Available
HWP	Half-Day Without Pay	0.5	Approved/Not Approved & Leave Balance Not Available
WO	Week-Off	1	-
HO	Holiday	1	-
CO	Compensatory Off	1	Generated if worked on Week Off
P (Biometric)	Present (Biometric)	1	Biometric punch in & out not reflecting
P (Short Login)	Present (Short Login)	1	Late login exception 3 times a month (within 15 minutes of shift timing)
P (Short Leave)	Present (Short Leave)	1	(For Support Staff only) 2h 30min exception once in a month

Annexure -2: Non-Payable Days

Abbreviation	Full Form	Condition
A	Absent	Uninformed Leave
LWP	Leave Without Pay	Approved & Leave Balance not Available
WONA	Week-off Not Applicable	4 payable days not complete
LANA	Leave Applied Not Approved	-

Working Hours and Leave Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes co-workers, a contract worker, probationer, trainee, apprentice, intern or any other person called by any other such name (“Employee”).

Scope of the Policy

The purpose of the Working Hours Policy is to define the normal service hours of the various departments that are staffed by employees in the Company.

The organization also recognizes the need for employees to take leaves and that they may require absenting themselves from normal or usual work hours/day to meet their personal exigency. In consideration of the same, employees shall be granted leaves as well as be eligible for national holidays/festivals. This Leave Policy is applicable to all employees at Nimbus.

WORKING HOURS POLICY

Normal Working Hours

For an employee, the business normal working hours must be 9 hours as per the biometric and 8:00 hours as per the APR (Agent Performance Report) within the roster. The 9 hours include 1 hour of lunch break.
Half-Day Present

For an employee, 5 hours as per biometric and 4:30 hours as per APR (Agent Performance Report) for a half day present is required.
Support Staff Working Hours

For Support staff, the business normal working hours must be 9:00 hours as per the biometric. The 9:00 hours include 1 hour of lunch break.
Support Staff Half-Day Present

For Support staff, 5 hours as per biometric is required for a half day present.
Rotational Shifts
1. Depending on project requirements, employees may be required to work in shifts and on timings different from the normal business hours.
2. Any shift which involves a date change will be considered a Night Shift.

LEAVE POLICY

Availing of Leaves
1. The organization encourages employees to manage their leaves judiciously to ensure minimal disruption to work continuity. Employees are expected to provide advance notice when applying for planned leaves. In the case of unforeseen circumstances such as emergencies, employees must immediately notify their Reporting Manager by phone or email.
2. The employee must provide advance information for availing leaves, except for unforeseen circumstances.
3. For approved medical leaves, relevant medical documentation must be submitted to the HR Department within 7 days of the start of the leave period.
4. Leave approval is based on business needs and priorities, and leave cannot be taken as a matter of entitlement.
5. Leave without sanction will be treated as misconduct, for which strict disciplinary action may be initiated, which may also include termination of services.
Applicability of Leaves
1. An employee is eligible for paid leaves based on their joining date. The leave year is based on the calendar year, i.e., from January to December.
2. The basis of computation of leaves will be the calendar year (January to December).
3. Leaves are credited in employees’ LMS account every month after completing 15 working days. If anyone fails to complete 15 working days in a month, he/she will not be eligible for leave for that month.
Categories of Leaves
1. Paid Leaves / Casual Leave
  1. All employees are entitled to 1.25 paid leave per month and 1 casual leave per month.
  2. Casual Leaves:
    1. Employees are entitled to 10 Casual Leaves per year, which starts after completion of 60 Days.
    2. Casual Leaves cannot be carried forward to the next year. Any unused Casual Leave will lapse at the end of the calendar year.
    3. Casual Leave and Earned/Paid Leave cannot be clubbed or used in conjunction.
    4. Casual Leave is intended for short-term, unplanned leave, and should be applied for with as much notice as possible. In cases of emergency, immediate notification is required.
  3. Earned/Paid Leave (EL/PL):
    1. After completing six months of continuous service, employees are entitled to 1.25 Earned/Paid Leave per month, i.e., 15 Earned/Paid leave per year.
    2. Employees must take a minimum of 3 Earned/Paid Leaves at a time. Leaves shorter than this period will not be sanctioned as Earned/Paid Leave.
    3. Earned/Paid Leave must be applied for in advance and approved by the Reporting Manager before the leave is availed.
    4. Earned/Paid Leaves can be carried forward to the next financial year, up to a maximum of 10 leaves.
    5. Any Earned/Paid Leaves beyond the 10 carried forward will lapse unless applied for within the current financial year.
2. Compensatory Off
  1. If an employee is required to work on a weekly off or company-declared holiday, they will be compensated with Compensatory Off.
  2. Compensatory Off must be availed within 90 days of being credited. After this period, it will automatically lapse if unused.
  3. Employees are encouraged to schedule their compensatory off at a time that aligns with business needs and with prior approval from their manager.
3. Maternity Leaves
  1. As per the Maternity Benefits Act, women employees are entitled to 180 days of paid maternity leave, provided they have worked for at least 80 working days in the preceding 12 months but after regularization of employment.
  2. Maternity leave includes all intervening holidays and weekends.
  3. Maternity leave must be applied for 28 days in advance and supported by relevant medical documents.
  4. Maternity leave is non-accumulable and non-encashable.
  5. Any leave beyond the sanctioned maternity leave will be treated as Leave Without Pay (LWP) unless otherwise provided for by law.
  6. In case of any maternity-related illness or complications, additional leave may be granted as per the Maternity Benefits Act.
  7. Any approved leave beyond eligibility/accumulation will be treated as Leave Without Pay (LWP).
  8. In case of any sickness arising out of & connected to maternity/pregnancy, the company will follow the provisions of the Maternity Benefits Act as in force from time to time.
  9. All other terms & conditions will be as per the Maternity Benefits Act.
4. Paternity Leaves
  1. All regular and confirmed male employees who are married can avail 7 days of paternity leave at the time of childbirth. This leave shall be available only on completion of 3 months post regularization of service.
5. Exceptions
  1. Any leave availed by an employee without approval/consent/on rejection by the Reporting Manager will be considered unauthorized leave and will be marked as “LWP-Leave Without Pay”.
  2. If an employee remains absent without approved leave or overstays without approval from the sanctioning authority for a period of three (3) consecutive days or more, it will be considered NCNS (No Call No Show) and disciplinary action may be initiated against the employee.
Process of Applying Leaves
1. Employees are required to apply leaves through LMS only.
2. Unapplied leaves shall be treated as absent.
Leave Encashment
1. There is no policy of encashment of accumulated leave balance either at the time of an employee leaving the organization or anytime during the course of employment.

Annexure -1: Categories of Leaves

Leave Type	No. of Days	Snapshot
Paid Leave (L)	1.2 per month	These leaves may be availed to attend personal work, time off, etc. These leaves cannot be encashed.
Compensatory Off (CO)	NA	For working on non-working days (weekly off/company-declared holidays).
Maternity Leave (ML)	180 days	For only those married female employees who have completed not less than 80 days (excluding weekly off, holidays, and other leaves) in the 12 months immediately preceding the date of her expected delivery.
Paternity Leave (PTL)	7 Days	For those married male employees who have been confirmed.
Holidays (H)	9	Annual calendar released to the employees by HR Department region-wise.
LWP (Leave Without Pay)	NA	In case the employee has no leaves in their kitty, the same will be marked as “LWP-Leave Without Pay”, subject to approval from the Manager. If not approved, the same will be marked as “Absent (A)”. Such cases will be treated as “LWP”, and salary will be deducted accordingly.
HWP (Half Day Without Pay)	NA	In case the employee has no leaves in their kitty and is absent for 0.5 days, the same will be marked as “HWP-Half Day Without Pay”, subject to approval from the Manager. If not approved, the same will be marked as “Absent (A)”. Such cases will be treated as “HWP”, and salary will be deducted accordingly.

Holidays (H)

Employees are entitled to 9 holidays in a year including 3 national holidays and 6 optional holidays. Employees may choose any 6 optional holidays from the total yearly holiday calendar published/specified by the company or its HR Department.

A region-specific holiday calendar will be released annually by HR, indicating the holidays available to employees in each location.

Performance Review System

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages and includes: Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy

The strength of an organization is its people. It is important to recognize employee talent, develop their capabilities, and utilize them appropriately for long-term excellence.

The Objective of the Performance Appraisal Review System at Nimbus is to Assess the performance and potential of the employees, Develop employees and determine their career path

The Performance Appraisal Review System features:
1. Focus on the development and utilization of an employee
2. Transparency and openness in the system
3. Emphasis on potential assessment and career plan of an employee
4. Identification of training and development needs
5. Review job expectations
6. Recognize individuals
Eligibility
1. The employee will be eligible for appraisal only after completion of 1 year of service with the Company.
2. Appraisal is applicable for Support Function only, i.e., Executive / Assistant Team Leader and above (all departments).
3. If the joining date is between 1st to 15th of a given month, the appraisal will be in the same month after completion of 1 year.
4. If the joining date is between 16th to 30/31st of a given month, the appraisal will be in the next month after completion of 1 year.
Promotion Guidelines
1. Employee should perform well consistently and continuously, with the requisite experience, qualification, potential, and ability for higher-level jobs.
2. Promotion is purely at the discretion of management.
Performance Review Process
1. Post completion of 1 year, the eligible employee fills a “Self-Appraisal Form” and submits it for review.
2. Evaluator can be the Location Head, Account Head, Process Head, or HR Head.
3. Once submitted by the employee, the “Self -Appraisal Form” will be sent to the immediate manager who will submit his rating against the employee’s rating and put comments on promotion recommendation and appraisal %.
4. Post submission of the duly filled form by both employee and manager, the form will be reviewed by Business Support – Head along with the Location Heads / Account Head / Process Head / HR Head in presence of Senior Vice President-Operations for salary increment, promotion or any other such decisions.
5. Some Exceptions:
  1. If there is a delay from the evaluator/approver, the increment amount will be paid as an arrear from due months.
  2. If an employee has received a warning in the last 3 months or has been in a PIP, the appraisal cycle will be pushed for 3 months.
  3. Evaluators can hold appraisals if the employee's performance does not meet expectations.
  4. For IJP promoted support staff, increment/salary revision will follow the eligible appraisal cycle only.
Performance Improvement Plan

Based on the performance review, low performers will be counseled for improvement, while good performers will be considered for recognition.

The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between the low performer and his /her supervisor to clarify the work performance to be improved. The process involves:
1. Meet the employee to discuss performance gaps.
2. Discuss and counsel the employee to fill the performance gaps.
3. Draft a written PIP with defined targets and timeline.
4. Review at designated intervals and ensure regular follow-up.
5. If performance improves, continue monitoring; otherwise, proceed with consequence management.

Employee Separation – Notice Period Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages, including Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy
1. Resignation
  1. An employee must submit a resignation and serve a 30 days’ notice period to leave the Company.
  2. The resignation letter must be submitted to the respective Reporting Manager and/or Account Head. Written resignation is mandatory, and Account Head approval is required.
  3. Resignation date will be the date it is uploaded in LMS. The Reporting Manager and/or Account Head will define the notice start date (max day -3), and the notice end date will auto-populate 30 days from the notice start date.
  4. Leaves are generally not allowed during the notice period.
  5. Prior to separation, the employee must return all property, equipment, materials, records, and documents borrowed from the Company and obtain clearance of all outstanding dues (NDC).
2. Acceptance of Resignation
  1. The Reporting Manager and/or Account Head can grant acceptance of the resignation after a meeting with the employee.
  2. Resignations are accepted considering replacement plans for the position and effective handover.
  3. Once accepted by the Account Head, it is transferred to the HR Head, who can edit the resignation within 3 days, else it will be auto-accepted. The HR Head has the right to revoke or accept the resignation based on discussions with the employee.
  4. The employee can revoke resignation up to 15 days from the declaration date.
  5. If an employee opts to revoke, the request will go to the Account Head and then HR Head for approval. If approved, the resignation is canceled; if rejected, the last working day remains the same.
3. Waiving Of Notice Period
  1. In certain cases, the notice period agreement can be waived on a case-by-case basis.
4. Clearance Procedure
  1. A resignation acceptance/acknowledgement letter will be provided to the employee along with the necessary No Dues Certificate for clearance from relevant departments. Employees who are absconding or serving notice will not be entitled to any client or organizational incentives.
5. Full & Final Settlements of Individual Accounts
  1. The full and final settlements will be completed within 45 working days of the employee leaving the organization.
  2. 2.5.2 In full and final settlements any dues payable by the employee to the employer by way of advances taken, notice period compensation amount, leaves adjustment, non-serving of notice period, etc. will be deducted and if any amount payable / receivable to / from employee has to be settled and only then the F&F amount will be credited.
6. Cessation of Services
  
  Under certain circumstances not limited to process ramp down initiated by the client, change in business model, etc., the company might not need the services of a set of resources engaged in the delivery of the said process. In such scenarios, the company strives to redeploy such redundant resources elsewhere which may include a change in the locations both inter and intra city. Where such options are not available, the company may choose to relieve such resources from their services after giving due notice of 30 days/ compensation in lieu thereof. This is done in the best practices prevalent in the industry, however in certain cases where the employee/s may reject these redeployment options, the company reserves the right to relieve them with immediate effect without any additional compensation.
7. Termination of Services
  1. Under exceptional circumstances, if it comes to the notice of the Company that an employee is indulging in unacceptable professional behavior not limited to, not following the systems and procedures defined for executing his / her duties, responsibilities and work and if such actions are likely to cause harm to the business of the Company or cause loss of revenue or loss of client or adversely affect the Company’s reputation or revenue or business in any way, then the Company can terminate the services of the employee without any notice and with immediate effect and without any liability towards the Company. These decisions are taken basis due acceptance in writing from the impacted employee for such unacceptable behavior.
8. Retirement
  
  The normal retirement age shall be 58 years. An extension of appointment beyond this age requires approval from the Board and prevailing government rules at the time of the decision.

Information Technology Security Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc or daily wages, including Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy

It is the policy of the Company to prohibit unauthorized use of the network and computing resources, including the following actions:
1. Availability: Ensure that systems, networks, applications, utilities, and data are online and accessible to authorized users when needed.
2. Integrity: Protect user information, data, or software from improper modification or access (e.g., viruses or unauthorized modifications).
3. Confidentiality: Ensure that sensitive data is read only by authorized individuals and is not disclosed to unauthorized individuals or the public.
4. Propriety: Ensure that technology at the Company is used only for its intended purposes and not for prohibited activities.
Conditions and Procedures for Use

All employees of the Company shall abide by the following conditions and procedures:
1. Employees shall not make unauthorized copies of data or software; however, they are responsible for ensuring that data under their purview is adequately and routinely backed up.
2. Employees must choose passwords wisely and keep them confidential.
3. Users shall not allow access or use of their account to any other individual or group, including Windows accounts, email accounts, and phone accounts.
4. Users shall not leave their computer logged in to networked services and unattended. Password-protected screen savers should be used, and users should log out before leaving.
5. Users shall not provide system, account, or site-related information to unauthorized persons in any manner (in person, telephone, email, etc.).
6. Users shall not type a command or password for an unauthorized person.
7. Users shall not send security-related information (e.g., passwords) over email.
8. Networked servers are not for personal use; the organization will not safeguard personal data or programs placed on the servers.
9. Users are not to install or execute any programs designed to gather information about the Company network or servers.
10. Users shall not access servers or computers in a manner that disguises their identity or other identification of the electronic source.
11. The Systems Department reserves the right to remove user accounts or revoke network access privileges for cause.
12. "Cause" is defined as failure to adhere to the conditions or procedures in this policy or engaging in inappropriate conduct.
13. Security violations or unusual activity should be reported immediately to the IT Department.
Prohibited Activities and Uses
1. The network shall not be used to transmit communications that violate applicable laws or regulations or are likely to be offensive to recipients.
2. The use of foul, obscene, or discriminatory language or images in emails is prohibited.
3. Sending, displaying, downloading, or printing offensive messages or pornographic materials is unacceptable.
4. Sending derogatory religious, racial, or defamatory material is also prohibited.
Monitoring

The Company intends to randomly monitor the use of technology (including email) while considering individual user privacy interests to the extent feasible and consistent with the Company’s goals.
Virus Control and Other Security Compromises
1. Users must ensure that any media (i.e., disks, CDs or any computer equipment) brought into the Company from outside is free of viruses, worms, or other compromises before used in a PC or connected to the network. If a user is uncertain how to check a disk or computer, he or she should contact the helpdesk.
2. If a virus, worm, or compromise is detected or suspected, the user should contact the helpdesk immediately.
3. Users should use EXTREME CAUTION when opening e-mail attachments. E-mail has become the most likely way viruses are spread. If a user does not know the recipient or is not expecting the attachment, then the attachment should NOT be opened.
4. Another frequently used "social virus" is in the form of an e-mail that urges the recipient to send everyone he or she knows a copy of the e-mail. Often it proposes to protect against a new virus or serious incident.
5. Users should NOT forward copies of such an e-mail, which often is a hoax. Users can, however, forward one copy to the helpdesk to verify the claim.

Intellectual Property & Security Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc, or daily wages, including Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy
1. During their employment, all intellectual property developed by employees, discoveries, or inventions made in the performance of duties related to the business of the Company will be the intellectual property of the Company or its related entities.
2. Employees will be required to do everything necessary to ensure that the Company or its related entities have ownership of such intellectual property.
3. Failure to properly look after company information or property will result in disciplinary proceedings, including dismissal.
4. Wise and limited use of the Company’s logos, trademarks, and stationery is required. Employees must ensure that Company logos are used only with formal consent. The Company’s letterheads, business cards, and other stationery are to be used only by Company staff and only for officially sanctioned business correspondence.

Loss of Damage to Company Property Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc, or daily wages, including Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy
1. Employees may be issued certain tools or equipment to perform their jobs, such as computers, laptops, cell phones, and data storage drives. These items belong to the Company but are placed in the employees’ care and custody.
2. In certain cases, company hardware may be made available to employees. This is not an entitlement and depends on the job assigned by management. In case of loss, the employee must register an FIR with the police, complete necessary insurance formalities, and provide a copy of the FIR to the HR Department. If the cost of the hardware exceeds the insurance receivable, the difference will be deducted from the employee’s salary. If hardware is damaged and malafide intentions are suspected, the cost of damage/replacement may also be recovered from the employee’s salary.
3. Employees are expected to return the hardware in good condition upon cessation of service. The Company reserves the right to deduct from their salary for any damages based on the evaluation rate determined by the Finance Department.
4. Employees will be required to sign for these items, including an authorization to deduct their replacement value from their paycheck if they fail to return them to the Company.
5. Any loss, damage, or misuse of Company equipment, such as changes to the original condition, unauthorized downloads/uploads, or sharing with unauthorized persons, will result in disciplinary proceedings, including dismissal.

Personal Phone Usage Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc, or daily wages, including Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy

The use of personal cell phones while at work presents a disturbance and distraction to the user and their colleagues. This policy is to ensure that cell phone use while at work is limited and does not disrupt the work environment. Employees need to ensure the following:
1. While at work, employees are expected to exercise discretion in using personal cellphones. Excessive personal calls during the workday can interfere with employee productivity and be distracting to others. Employees are encouraged to make personal calls during non-work time when possible and to ensure that friends and family members are aware of Company policy.
2. For Agents, NO cell phones are allowed on the operations floor. Agents will be provided with lockers to store their phones during working hours.
3. Personnel permitted to use their cell phones on the operations floor are expected to keep their devices on vibration or silent mode. Ringtones should be avoided during office hours.
4. Cellphones are discouraged during team or client meetings.
5. This policy is applicable to all employees (except the various department heads).
6. Team leaders and Managers are requested to instruct their team members to follow the same and report violations to HR.
7. Improper use of cell phones may result in disciplinary action.
8. Continued use of cell phones at inappropriate times or in ways that distract from work may lead to having cell phone privileges revoked.
9. Cell phone usage for illegal or dangerous activities, harassment, or in ways that violate the company confidentiality policy may result in termination.
10. Due to the sensitive nature of the work, the company reserves the right to audit employees' cellphones, laptops, tablets, or any other digital equipment with due cooperation from the employee, especially where a data breach has been reported or suspected. The employee will be kept informed of all procedural actions and reasons for the scrutiny. The purpose is to adequately close reported breaches through internal checks and avoid involvement of local authorities.

Internal Communication Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc, or daily wages, including Co-workers, Contract worker, Probationers, Trainees, Apprentices, Interns, Any other person called by any other such name (“Employee”)
Scope of the Policy

The Company believes in and encourages an environment where all employees feel free to talk openly. This includes:
1. The Company shares information related to various areas such as organizational plans, latest developments in various projects, policies, etc., on a continuous basis with employees through the LMS (Leave Management System).
2. Employee suggestions, ideas, and feedback are welcome and appreciated.
3. All employees are encouraged to discuss their concerns and suggestions with their Immediate Manager/Supervisor, Team Lead, HR, or any other concerned person.
4. The Company has created an easy-to-access platform called “Happy to Help” for employees to raise concerns related to attendance, policies, technical, or administrative issues.
5. The Company firmly believes in an Open-Door Policy, recognizing that problems, difficulties, and misunderstandings may arise. The objective is to provide free and transparent communication within the organization.
6. All lady employees have access to the contact numbers of the Internal Complaints Committee mandated under the POSH policy on the intranet to address their grievances. The Company aims to handle every problem promptly and effectively.
  1. To invite employees to talk frankly with their supervisor or anyone in authority about any problem, with assurance that it will not be held against them.
  2. To provide an open door at all times for employees to discuss any decisions they feel are unfair with upper management.
  3. To sincerely encourage any employee who feels improperly treated or who has a problem to make it known to management through the “open door policy.”

Sexual Harassment Policy for Women at the Workplace

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc, or daily wages. This includes Co-workers, Contract workers, Probationers,Trainees, Apprentices, Interns, Any other person referred to as “Employee”

Every employee deserves and has the right to be protected against sexual harassment. In accordance with the law as well as the ethics of this organization there shall be zero tolerance of sexual harassment of women at the workplace. No person shall indulge or cause to be indulged in sexual harassment of women at the workplace.
Scope of the Policy

Sexual Harassment includes the following unwelcome actions:
1. Physical contact and/or advances; For e.g., unwelcome grabbing or deliberate touching or brushing against any part of the body of another person and the like, staring intently, whistling, winking, stroking private parts.
2. Soliciting sexual favours; For e.g., forcing a subordinate to provide sexual favours by promising promotion, pay increases or an easier work life, or threatening demotion unless, i.e. implied/ explicit threat of present or future employment status.
3. Making sexually colored remarks; For e.g., making enquiries about anyone’s sex life, making sexual inferences or gender-based sexist remarks or jokes which are sexually colored, lewd statements about one’s appearance/ body/ clothing.
4. Showing or dissemination of pornography.
5. Any other unwelcome physical, verbal or non-verbal conduct of sexual nature; For e.g., forcing a woman to drink or dance or hug against her wishes at a corporate event, sharing or emailing/ SMSing/ MMS-ing/ Whatsapp-ing sexist jokes or making sexist remarks, pursuing a woman Employee with “romantic” intentions and forcing reciprocation, clicking pictures of a woman Employee without their consent.
6. Humiliating treatment based on sexual remarks likely to affect health and safety.
7. Interfering with work, creating a hostile or offensive work environment directly or indirectly based on sexual remarks or sexual advances

Workplace includes the Company premises, or any other place visited by the Employee during the course of employment. This includes Company offsite, office meetings held outside the office premises whether in a hotel, restaurant or at an Employee’s residence or any other place. A restaurant where an Employee stops by for a meal during the course of visiting or returning from a business meeting outside the office would be deemed to be a Workplace.

Internal Complaints Committee

In keeping with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 (“Act”) and the Rules under the Act, the Company has constituted an Internal Complaints Committee to receive and enquire into any complaints made by female Employees of this Company and follow due procedure as laid down by the law.

Should a female Employee wish to report any incident that is in violation of this policy, she may approach any member of the Internal Complaints Committee listed below. All complaints and proceedings before the Internal Complaints Committee shall be completely confidential.

Name	Designation	Contact Details
Ms. Shikha	PRESIDING OFFICER, Head of POSH	8229803538 Shikha.choudhary1@nimbusbpo.com
Ms. Rekha Jaiswal	MEMBER OF COMMITTEE, Manager HR	8527748166 rekha@nimbusbpo.com
Ms. Priyanka Singh	MEMBER OF COMMITTEE, External Member

The Internal Committee, may, before initiating an enquiry, at the request of the aggrieved employee take steps to settle the matter between them and the Respondent through conciliation provided that no monetary settlement shall be made as a basis of conciliation.

Upon the receipt of complaint and completion of an enquiry, if the Internal Complaints Committee establishes that the allegation against the Respondent has been proved, they shall recommend to the Employer to take any of the following, one or combined actions including:

Written apology
Warning, reprimand, or censure
Withholding of promotion
Withholding of pay rise or increments
Terminating the Respondent from service
Undergoing a counseling session or carrying out community service

The law also provides that where the Internal Complaints Committee arrives at the conclusion that the allegation against the Respondent is malicious or the complainant has made the complaint knowing it to be false or if the complainant has produced any forged or misleading document, it may recommend to the employer to take appropriate action.

Zero Tolerance Policy

Applicability of the Policy

This Policy applies to all persons employed at Nimbus BPO Ltd (hereinafter referred to as the “Company”) for any work on regular, temporary, ad hoc, or daily wages. This includes Co-workers, Contract workers, Probationers, Trainees, Apprentices, Interns, Any other person referred to as “Employee”
Scope of the Policy

The Zero Tolerance Policy (ZTP) is implemented to proactively prevent and manage employee behavior that is illegal, inappropriate, or against the organization’s Code of Conduct. This policy:
1. Provides clarity to employees on topics such as workplace behavior and disciplinary processes.
2. Improves workplace culture and employee performance by making employees feel more psychologically and physically safe at work.
3. Minimizes organizational risk by reducing unwanted workplace behavior and providing leaders with a method to quickly and effectively resolve conflicts.
4. The policy applies to any individual who engages in the following behavior (s), not limited to:
  1. Integrity - Making derogatory remarks about the Company or its client’s product/ processes or Company’s products/ process; intentionally sharing wrong information or misleading the client about the products/ processes, asking for personal information from the client which may not be required for the business.
  2. Unfair Practices - Examples of unfair practices include, but are not limited to
    1. Call disconnection
    2. Dialing of personal number or unethical use of dialer
    3. Holding the call without any reason
    4. Interfering in any fashion with the system
    5. Using mobile phone on floor
    6. Being rude or use of foul language or sarcastic/rude tone on the call
    7. Giving waivers or any concession to customers without process approval
  3. Harassment - Harassment is any one-time or repeated unwanted physical, verbal, or nonverbal conduct that violates a person’s dignity or creates an intimidating, hostile, degrading, uncomfortable, or toxic environment. Examples of harassment include, but are not limited to
    1. Making threatening remarks
    2. Sexual assault
    3. Gender-based insults or jokes causing embarrassment or humiliation
    4. Repeated unwanted social or sexual invitations
    5. Inappropriate or unwelcome comments on a person’s physical attributes or appearance
  4. Bullying – Bullying is any physical, verbal, and non-verbal conduct that is malicious or insulting. Bullying can make a person feel vulnerable, excluded, humiliated, undermined, fearful, or threatened. Bullying can take the form of physical, verbal, and non-verbal conduct. Examples of bullying include, but are not limited to:
    1. Physical threats
    2. Psychological threats
    3. Overbearing or intimidating levels of supervision
    4. Shouting at colleagues in public or private
    5. Spreading malicious rumours
  5. Discriminatory Behavior – Discrimination refers to behavior that treats people differently or adversely because of one or more of the facets of their identity, including race, color, ethnic origin, gender expression, religion, age, sex, sexual orientation, marital status, family status, physical or mental disability, or genetic characteristics. Examples of discrimination include, but are not limited to:
    1. Making insensitive jokes
    2. Factoring an individual’s identity into a hiring decision
    3. Purposefully excluding a colleague on the basis of their gender
    4. Using a racial insult
  6. Micro-aggressions – Micro-aggressions refers to obvious or subtle, direct or indirect behaviors and comments which reference an individual’s personal identity, such as their race, gender, ethnic origin, religion, or age. Over time, micro-aggressions can have lasting emotional and mental effects on the individual or individuals targeted and can contribute to a toxic and noninclusive workplace. Examples of micro-aggressions in the workplace can include, but are not limited to
    1. Calling a woman “bossy”
    2. Repeatedly calling a racialized employee by the name of a different person of the same race
    3. Commenting on a person’s physical appearance in reference to racial characteristics such as skin tone
Disciplinary Action
1. Employees who are found to be in violation of the Zero Tolerance Policy may face a variety of disciplinary actions, up to and including immediate termination
2. Disciplinary action may be recommended by an independent investigator and will be determined by senior leadership. The severity of the disciplinary action depends on the type of misconduct, which is based on the following framework:
  1. Unintentional instances of bullying, micro-aggressions and discriminatory behaviour like unintentionally making an offensive comment about a colleague’s appearance. Discipline of such actions includes but is not limited to - mandatory warning and mandatory training programs.
  2. Intentional but minor instances of harassment, bullying, or discrimination, such as making sexist, racist or homophobic jokes or propositioning a colleague. Discipline for a such includes but is not limited to: temporary leave with pay, temporary leave without pay, and permanent dismissal.
  3. Intentional & major instances of harassment, bullying, or discrimination, such as making threatening remarks, engaging in unwanted physical contact, or using racial slurs. Discipline for such misconduct includes, but is not limited to: immediate dismissal and legal recourse.

I agree to all the terms and conditions

Leave Type	No. of Days	Snapshot
Paid Leave (L)	1 per month	These leaves may be availed to attend personal work, time off, etc. These leaves cannot be encased.
Compensatory Off (CO)	NA	For working on non-working days (weekly off/company declared holidays)
Maternity Leave (ML)	180 days	For only those married female employees who have completed not less than 80 days (excluding weekly off, holidays and other leaves) in the 12 months immediately preceding the date of her expected delivery
Paternity Leave (PTL)	7 Days	For those married male employees who have been confirmed.
Holidays (H)	7	Annual calendar released to the employees by HR Department region wise.
LWP (Leave Without Pay)	NA	In case the employee has no leaves in his kitty the same will be marked as “LWP-Leave Without Pay”, subjected to approval from the Manager. If not approved the same will be marked as “Absent

Organization Policy

Effective Date: 1st Oct, 2024 Review Date: 31st Oct.2024 Policy Number: V1.2

Code of Conduct

JOINING PROCESS AT NIMBUS

Attendance Management

Working Hours and Leave Policy

LEAVE POLICY

PERFORMANCE REVIEW SYSTEM

4. Promotion Guidelines

5. Performance Review Process

6. Performance Improvement Plan

Employee Separation & Notice Period Policy

Information Technology Security Policy

Intellectual Property & Security

Loss of Damage to Company Property

Personal Phone Usage Policy

Internal Communication Policy

The Prevention of Sexual Harassment Policy for Women at the Workplace

ZTP - Zero Tolerance Policy

Code of Conduct

JOINING PROCESS AT NIMBUS

Attendance Management Policy

Annexure -1: Payable Days

Annexure -2: Non-Payable Days

Working Hours and Leave Policy

Annexure -1: Categories of Leaves

Holidays (H)

Performance Review System

Employee Separation – Notice Period Policy

Information Technology Security Policy

Intellectual Property & Security Policy

Loss of Damage to Company Property Policy

Personal Phone Usage Policy

Internal Communication Policy

Sexual Harassment Policy for Women at the Workplace

Internal Complaints Committee

Zero Tolerance Policy

Effective Date: 1st Sep, 2024 Review Date: 30th Sep.2024 Policy Number: V1.1