______________________________________________________________________________

M/S SOLUCION

HUMAN RESOURCE (HR) POLICY AND CODE OF CONDUCT

_______________________________________________________________________________
 INTRODUCTION

A Guide to the M/s Solucion, Jaipur, Human Resource Policy and Code of Conduct (This Policy
should at all times be read and interpreted in consonance, along with the employment agreements
which the employees are required to execute with the Firm.)

This Human Resource (HR) Policy and Code of Conduct (“Policy”) of M/s Solucion (“Firm”)
contains details of the terms and conditions of your employment with the Firm, as well as information
on the Firm’s policies and guidelines. It has been prepared to introduce you to the Firm and provide
you with valuable information that applies to you and you are required to adhere to and uphold during
the term of your employment with the Firm and thereafter.

A well – disciplined work force is essential to the growth of our organization. We likewise believe
dealing fairly, firmly & consistently with all employees, create an environment conducive to the
evolution of professional norms of conduct. This policy sets expected standards of behavior and the
corresponding sanctions against violations of the code. The contents are subject to change from time
to time at its sole discretion and will be amended, supplemented, replaced, withdrawn or varied by the
Firm from time to time. You will be notified of any significant changes by way of a general notice
and all such changes shall take effect from the date of such notice, unless a specific date is stated in
the said notice.

In this Policy, “we”, “our” or “us”, and “Firm” shall all mean M/s Solucion. References to
"individuals" or “employees”, “you” and “your” are to employees of the Firm.

This Policy is binding on all employees of the Firm and failure to comply with it may be treated as a
very serious matter, which may lead to necessary disciplinary action to be taken, up to and including
dismissal.

All employees of the Firm are required to comply with this Policy in both spirit and letter. In the event
of any doubt as to the interpretation of this Policy or about your employment at Firm, the HR
Department (Proprietor and/or the HR manager) should be consulted. The policy is subject to
modifications and amendments from time to time.

In case you are unable to locate any information that you are looking for, you may please contact the
Proprietor and/or the HR manager.

Page 2 of 11
SECTION A‐ Pay, Benefits and other Employment Details

1. SALARY AND RELATED ISSUES

1.1 Your salary

Your monthly fixed salary covers the period from the first calendar day of the month, to the
last calendar day of the month. The Firm shall endeavour to release your fixed salary for each
month between 6th to 10th day of every month. The Firm will not be liable in the event of any
delay in the release of the salary.

The Firm will normally follow the policy of reviewing its employees’ salaries annually,
which come into effect from April, 2024. The process of salary review does not necessarily
result in an increment. The outcome of the review process would be communicated to the
employee by a formal written and/or verbal communication.

1.2 Working hours

The basic work schedule established for employees assigned to the normal day duty work 45
hours per week, 8 hours from Monday to Friday and 5 hours days on Saturday. The working
week starts on Monday and ends on Saturday. Morning attendance is between 10 AM to
10.30 AM on Monday to Friday and from 12 PM to 5 PM on Saturday. Reporting to work any
time after 10.30 AM during Monday to Friday and after 12.30 PM on Saturday is considered
late. Hours spent by an employee in travelling to & from the office shall not be included in
his/her hours of work. The Firm has the right to decide not to use the flexible time policy if it
contradicts with operational needs in certain areas and functions.

1.3 If you are late for work

If the employee reaches the office post 10.30 AM (12.30 PM in case of a Saturday) on any
given day during a month, it shall be considered late. The Firm acknowledges and accepts that
there may be certain scenarios and personal events which may result in coming late. Hence,
all the employees are permitted 2 days per month wherein the late coming will not result in
any action, if the employee reached before 11 AM (1 PM in case of a Saturday). If the
employee reached the office post 10.30 AM (12.30 PM in case of a Saturday) after 2 days of
exemption, or reaches after 11 AM (1 PM in case of a Saturday) on any given day (without
any exemption), such late coming shall result in deduction of a half day from the permitted
number of leaves given to an employee.

1.4 Time Sheet Policy and breaks permitted

The Timesheet is used to record hours worked each month on the projects worked, leaves
taken, and to calculate total working hours. All employees who are required to complete a
timesheet. Employees must submit an excel sheet on a weekly basis, on each Saturday (it is
advisable to maintain the same on a daily basis), which shall consist of the following heads:

1. Name of the Client.

2. Subject Matter
3. Hours spent on the task.

Page 3 of 11
 4. Brief description of the task.

Employees must ensure the information being submitting on the timesheet is accurate. Check
that the dates are correct, and that there’s no over lapping dates/hours.

Breaks are specified as 40 min for Lunch time & 2 breaks of 10 min each. Total 60 min
of Break time on a working day.

If all information required is not complete or accurate the timesheet will be either returned to
the employee’s supervisor or returned to the employee for completion. If the appropriate
timesheet is not returned by the payroll deadline date, the employee risks not getting paid till
the following pay date.

It is to be noted that in case the employees do not submit the timesheet by Saturday
EOD for each week, then after 1 verbal warning, the Firm is entitled to hold back the
week’s remuneration which shall then be released with the salary of the subsequent
month. For clarity, if the employee fails to submit timesheet for 2 nd week of April, the
salary of May will not include pay for the 2 nd week of April, and the same shall be
payable in June, upon submission of the timesheet. If the employees do not submit the
timesheet repeatedly, then disciplinary actions may be taken by the Firm against such
an employee.

The employee will note, for example, sick or personal day, full day or half day and A.M. or
P.M. The employee must submit for the requested day off in accordance with the Leave
procedures (also if weekly offs are swapped as per the project demands).

It is hereby stated that the employees are urged to complete the deliverables in a deadline-
oriented manner, and shall at all times adhere to the timeline provided to them for any given
task. Negligence of such timelines may result in disciplinary actions.

1.5 Probationary Period

All new hires and all re-hires must serve a probation period of 3 (three) months which can be
extended up to another 3 (three) months only. Employee can resign or employment can be
terminated by the Firm during a Probationary Period without notice within the 3 (three)
months’ timeframe. Termination by the Firm must be done in a formal review meeting and
the employee must be notified in writing at the time of the end of probation review meeting.
In exceptional cases, an employee serving a Probationary Period can request a maximum of 3
(three) unpaid Leave working days. If approved by Proprietor and/or the HR manager, those
days will extend the duration of the Probationary period by the same number of days.

1.6 Secondment and Delegation

The employees may be transferred or seconded to other workstations, clients’

offices/locations, subsidiary companies, joint venture or consortium organizations and/or
associates, as and when required. Potentially seconded employees should be made aware of
what role they will be playing in the host organization. However, if an employee is mandated
to be seconded, it is a contractual obligation that the employee accepts it.

1.7 Remote working

Page 4 of 11
 Remote Working allows employees to work from an approved location and/or on the road
during business travel. It is not an entitlement nor a firmwide benefit and does not change the
terms and conditions of employment with the Firm. All remote locations must be pre-
approved by the HR Manager and/or the Proprietor.

Temporary remote work arrangements may be approved for circumstances such as inclement
weather, special projects or business travel. These arrangements are approved by the HR
Manager and/or the Proprietor on an as-needed basis and with no expectation of ongoing
continuance. Other informal, short-term arrangements may be made for employees on family
or medical leave to the extent practical for the employee and the Firm. Employees must
adhere to all the sections of this policy when granted work from home.

No employee shall be permitted a work from home unless the permission is granted by
the HR Manager and/or the Proprietor. Any work from home day shall be considered as
a leave unless prior permission is obtained and the same shall be deducted from the
permitted number of entitled leaves to an employee.

2. ANNUAL LEAVE

2.1 Holiday Entitlement

The Employees are entitled to 14 paid holidays which shall include the sick leaves. The
Firm’s holiday year runs from April to March. If employee has any questions in relation to
his/her leave entitlement, please contact the Proprietor and/or the HR manager.

2.2 Leaving the Firm- Annual leave entitlements

The Annual Leave calendar year for the purpose of calculations of leave will run from April
to March. The employees of the Firm are entitled to 14 calendar days annual leave every year.
Annual leave cannot be taken before the successful completion of the probationary period.

2.3 Public Holidays

The employees of the Firm are entitled to all national or religious holidays declared by the
Indian Government. The actual days on which the official holidays fall are subject to
confirmation from the Indian Government. Confirmation of the dates will be sent out to the
employees by Proprietor and/or the HR manager once they are confirmed.

3. TERMINATION OF EMPLOYMENT

3.1 Return of the Firm Property

Every employee shall, when requested by the Firm, and in any event immediately upon
termination/dismissal of employee’s employment with the Firm, return all Confidential
Information and all documentation, including copies, which employee must have prepared or
which have come into his/her possession during the course of his/her employment with the
Firm along with any other property belonging to the Firm. If the services rendered by the
employee as ‘work for hire’ is rendered invalid or unenforceable and all the copyrights in the
work is ‘assigned’ to the Firm, then the salary/consideration shall be deemed to be advance

Page 5 of 11
 payment of royalty accruable to the employee and the employee agrees that such advance
payment of royalty and is sufficient consideration for assignment of the work to the Firm.
However, the employee may retain documentation relating to the terms of his/her
employment with the Firm.

Upon termination or expiry of his/her employment with the Firm, each employee is required
to deliver or return to the Firm all assets including laptops, hand phone or Intellectual
Property belonging to the Firm as well as copies of all the documents and all information,
records, books, files, data or any other form of document in the possession of the employee
that relates to the Firm and/or its activities, whether these have been provided by the Firm or
prepared by the employee in connection with his/her employment duties, upon termination of
his/her employment/duties with the Firm, regardless of the reasons of such termination. The
employee will not retain any copies, including digital ones, of any document related to the
Firm at the end of his/her employment with the Firm.

4. SICKNESS ABSENCE

4.1 The employee must inform Proprietor and/or the HR manager at the earliest in case he / she is
unable to attend to work on any specific day. In all such situations, the employee should
inform Proprietor and/or the HR manager of the ailment and the period he / she is likely to be
absent from the work. The sick leave must be regularized at the earliest.

4.2 If the sick leave is of 2 (two) days or more, the employee should submit a registered medical
practitioner’s certificate or the prescription, along with the sick leave application. If the nature
of illness is prolonged necessitating sick leave over and above the entitlement, the employee
can use his Earned Leave entitlement for the shortfall. If there is still a shortfall, the Firm may
at its discretion allow the employee “sick leave” with pay.

4.3 The Firm may at its discretion and depending on the circumstances may ask any of the
employees on sick leave to get a medical check up done by a Firm specified Doctor, before
approving the Sick Leave.

5. DISMISSAL, DISCIPLINARY AND APPEALS PROCEDURE

Where performance or behaviour has fallen below the required standards as determined by the
Firm, the following steps will be taken:

Step 1: Verbal Warnings

A maximum of 2 (two) verbal warnings will be given. Employee’s immediate supervisor will
counsel you.

Step 2: Final Written Warning Notice

One copy will be handed to the individual concerned and one copy will be placed on their
personnel file. Any further incidents will result in termination of the employment contract.
The
Proprietor and/or the HR manager will also counsel you, providing a clear outline of expected
changes and a timeframe for those changes.

Step 3: Dismissal
If employee is dismissed, it will be conveyed to him/her personally by the Proprietor and/or

Page 6 of 11
 the HR manager with written confirmation in the form of a Dismissal Notification Letter.

Certain actions on the part of the employee can result in instant dismissal without notice or
settlement of final benefits. These include reporting for work drunk/intoxicated, stealing
public or Firm’s property and Confidential Information to unauthorized individuals.

Employee should be informed in writing of any disciplinary action taken against him,
including the reasons for such action. Employee receipt signature is required on the
disciplinary action letter before the Proprietor and/or the HR manager can insert in the
employee file. If employee refuses to sign the receipt, Proprietor and/or the HR manager can
still file the disciplinary action noting that employee has refused to sign the disciplinary
action receipt letter. Any disciplinary action or court order should be recorded in the
employee’s file.
Disciplinary actions may consist of:

 Verbal Warnings (Should be documented in the employee’s file)

 Final Written Warning
 Termination of Service

(a) If the employee has committed a violation but the violation is discovered or the
complaint is received by the Firm at any time after the incident; then, Firm may apply
the disciplinary action as per this Policy after discovering the incident.

(b) No disciplinary action can be taken against an employee before giving the employee
the chance of a fair hearing and to listen to his statement and defence (if the employee
refuses/ does not show up to attend the hearing and defence, the Proprietor and/or the
HR manager can proceed with the investigation even if the employee refuse/does not
show up to attend the investigation after notifying him twice).

(c) The Proprietor and/or the HR manager is responsible for maintaining the
confidentiality of all proceedings, witness statements, and records; however, there
may be circumstances in which disclosure is needed for certain information, or there
is need to transfer information to authorities.

6. GRIEVANCE PROCEDURE

(a) The employees may raise grievances with regard to any aspect of their employment
including the application of terms and conditions of employment, working
arrangements, their working environment, working relationships or with regards to
any disciplinary action taken against them. Employee may also raise grievances with
regards to their annual performance appraisal.

(b) Employee shall follow the steps below:

 First submit written grievance to Proprietor and/or the HR manager.

 Proprietor and/or the HR manager should take the necessary action with regards
to the complaint or the grievance within 30 (thirty) working days of receiving the

Page 7 of 11
 grievance by written reply. In all cases, the decision on the grievance should be
final and irrevocable.

(c) All grievances shall be treated with top confidentiality, which must not be discussed
with any third party other than the persons involved in making or handling the
grievance.

7. CONFIDENTIALITY

Confidential & privileged information obtained in the course of his/her training &
employment must not be disclosed to persons outside the company or colleagues within. Nor
should any information be used to one’s gains or benefits of others. All employees agree to
keep confidential and not to use for any other purpose other than those indicated in their offer
letters (or other supporting documentation) any knowledge, data, information obtained in
connection with the performance of their duties. All employees also agree to ensure that no
breach of confidentiality occurs & that information is not released to the newspapers or other
media without the express permission of the Firm. Any and all paper work including
documentation, contact details, reports or lists generated during his/her tenure with the Firm
will remain the property of the Firm at all times. Paperwork and documents should be kept at
the office and details should not be discussed with any person unless they are employed by
the Firm & directly involved in the project. Information received from other establishments
must be respected & not divulged to other members within the Firm or outside the Firm
without their express permission. Any information provided on a confidential basis should be
treated as such, until it becomes public knowledge or is publicly announced. All payroll
information & employee records are locked and secured and accessible only to restricted
number of people.

8. SECURITY OF INFORMATION

All Employee data is considered confidential and will be treated as such at Firm. Personnel
data include, but are not limited to, all data submitted at the time of joining Firm, such as
Name, Nationality, date of birth, marital status, details about dependents, educational
qualification(s) and work experience, previous employers and photograph(s). It also includes
all records of employment, such as salary information and initial job offer, performance
appraisals, increment notifications, disciplinary action notices or warnings, leave tracker,
training log and results of any assessments. Employee names and information in the system
should be exactly as per official passport/documents submitted by the employee (Nick names
in the system are not allowed).

The Proprietor and/or the HR manager is responsible for ensuring the safe and secure storage
of all employee data and limiting access to that information to authorized personnel only.
These personnel are relevant members of the Proprietor and/or the HR manager.

9. INTELLECTUAL PROPERTY

“Applying Thought” is more than just a byline. Firm’s employees shall adhere to it by
constantly innovating on processes, products, systems etc. All employees have an utmost
obligation to themselves to identify and protect the intellectual properties, trade secrets and
other confidential information owned by the Firm and its customers or associates because it is
critical to our success.

Page 8 of 11
 By Intellectual Property Rights (“IPR”) it means generally patented or potentially patentable
inventions, trademarks, service marks, trade names, copyrightable subject matter, and trade
secrets. All employees must be aware of and comply with Firm’s procedures necessary to
safeguard these assets, including complying with any agreement relating to intellectual
property and confidentiality signed upon the commencement of or during employment.

All employees are responsible for complying with the requirements of software copyright
licenses related to software packages used in fulfilling job requirements.

In addition to protecting Firm’s own Intellectual Property Rights, Firm respects the valid
intellectual property rights of others. Employees must use proprietary material of others only
under valid license and only in accordance with the terms of such a license.

Unauthorized receipt or use of the intellectual property of others may expose Firm to civil law
suits and damages. Employees are advised to follow all Firm’s procedures, including those
governing the appropriate handling of unsolicited intellectual property.

Employees shall not use copyrighted materials without appropriate permission. Always
consult the legal department whenever an IPR issue is involved and employees are not clear
on the course of action to be taken. As regards licensed software or any “freeware” or “free-
trial” third-party software to be downloaded from the internet, employees are strictly advised
to follow the controls and procedures laid by Firm.

Employees must ensure that third party intellectual property could be used only in accordance
with the license agreement. Information/data available in the public domain can be relied on
but mere duplication of the same in any presentation must not be done.

SECTION B- PROFESSIONAL STANDARDS AND CONDUCT

1. ALCOHOL AND SUBSTANCE ABUSE

Any employee, who is found to be under the influence of or using, or possessing illegal drugs
on Firm or customer premises or while conducting Firm’s business, is subject to disciplinary
action, including possible termination. While conducting Firm’s business, employees are
advised not to be under the influence of alcohol or other similar substances or improperly use
medication in any way that could diminish or raise questions concerning ability to perform
their job or result in their doing things that might be harmful to Firm. The Firm believes in
maintaining a safe, healthy and efficient working environment for its employees and aims to
establish a drug and tobacco free workplace. Smoking and consumption of alcohol is
prohibited in the office premises (including corridors and toilets), office, vehicles or any other
place where an employee is representing the Firm. The Firm prohibits unlawful distribution,
possession, or use of illegal drugs, intoxicants, tobacco or other controlled substances at the
premises, vehicles, and in each site where work is performed on behalf of the Firm.

2. BEHAVIOR AND APPEARANCE

Employees are expected to maintain decorum and office like environment at all times. Inter-
personal communication must be made in a manner that does not hamper the concentration of

Page 9 of 11
 fellow workers. In order to maintain peaceful office environment, all individuals are required
to keep their cellphones on silent or vibration mode, during the office hours. Unnecessary
personal conversation during productive working hours is generally discouraged. However, in
case of any emergency, such use is permitted upon approval from Proprietor and/or the HR
manager. The Firm endeavours to demonstrate its concern and respect for you, both as a
professional and as an individual, and expects that his/her behaviour will earn that respect by
being responsible, constructive and mindful of others. In particular:

 Employee should comply with reasonable instructions or requests. Wherever the

compliance is not possible due to any unavoidable reason, the same should be shared with
the Proprietor and/or the HR manager and necessary exemptions be sought in writing.

 Employee should maintain good relations with those for whom and with whom you work
and avoid obstructive behaviour or actions that threaten a conducive working
environment, health or safety of others.
Failure to comply with any of the above procedures and guidelines could result in necessary
disciplinary action being taken against the defaulter, up to and including dismissal.
3. DRESSCODE AND APPEARANCE

We feel it is very important for all employees to dress in a way that reflects the Firm's
professionalism, culture and values. In doing so, we hope to convey to our clients, current and
future members, vendors and external business contacts and to the outside world at large, the
high quality standards we set for ourselves as a Firm and take pride in. The attire one wears to
office has an important bearing on the Firm’s image and hence it is important that the dresses
and individual stance create a professional environment.

Individuals are expected to present a neat and well-groomed appearance, depicting a

professional attitude to work and reflecting well on the organisation in the presence of clients
and visitors.

4. DATA PROTECTION

The purpose of this is to set forth and convey Firm's business and legal requirements in
managing records, including all recorded information regardless of medium or characteristics.
Records include paper documents, CDs, computer hard disks, email, floppy disks, microfiche,
microfilm or all other media. Firm is required by the central, local, state, federal, foreign and
other applicable laws, rules and regulations, to retain certain records and to follow specific
guidelines in managing its records. Civil and criminal penalties for failure to comply with
such guidelines can be severe for employees, agents, contractors and Firm, and failure to
comply with such guidelines may subject the employee, agent or contractor to disciplinary
action, up to and including termination of employment or business relationship at Firm's sole
discretion.

5. EQUAL OPPORTUNITIES

Firm endeavors to offer equality of opportunity to all employees and not to engage in or
support discrimination in hiring, compensation, access to training, promotion, termination or
retirement based on ethnic and national origin, race, caste, religion, disability, age, gender or

Page 10 of 11
 sexual or political orientation. Only exception to this rule is where we are required under the
law to have localization obligations or to adopt affirmative action in a particular geography.

All employees shall ensure that the concepts of equal employment opportunity and non-
discrimination are well understood, abided by and carried out by everyone. Any employee
with questions or concerns about any type of discrimination in the workplace is encouraged to
bring the issue to the attention of his / her immediate supervisor or the head of the concerned
business unit.

6. DISCRIMINATION AND HARASSMENT

Harassment and discrimination includes, but not limited to, any unwanted, unreasonable and
offensive behavior that makes people feels uncomfortable, humiliated, and frightened or
threatened. For example, harassment could be:

 Making racist, ethnically biased, religious, cultural or political unacceptable comments.

 Offensive jokes, remarks or notes, or any matter that could be deemed pornography.
 Offensive emails, pictures or gestures.
 Unwelcome physical contact or sexual overtures
 Isolating others or not cooperating with employees.
 Spreading negative rumors purposely about employee(s) or the organization.
 Misuse of power or bullying on employees

If any Firm employee witnesses any incident of harassment or discrimination, they are
required to inform the Proprietor and/or the HR manager immediately.

7. INTERNET AND E-MAIL

Accessing personal email or chat sites are not permitted during official working hours. Illegal,
pornographic, banned or violent images, emails, websites etc. should not be downloaded or
forwarded by staff of the Firm. If employee receive emails such as this, it is expected that
he/she delete them from his/her files. Employee should not forward them to others, either
inside or outside of the Firm. Employee found infringing this guideline will face serious
disciplinary action. Note ‐ the Firm has the ability to monitor & track the use of email &
internet by employees and will do so as necessary.

Page 11 of 11