Whistleblower policy

As part of our commitment to transparency, accountability, and ethical conduct, we offer whistleblower protections for those who wish to express concerns about conduct or conditions connected to their employment at THEY. Through our secure and confidential mechanism for reporting concerns, employees and other stakeholders can come forward without fear of reprisal. All reports of misconduct are taken seriously and investigated thoroughly, and we are committed to addressing any wrongdoing promptly and effectively. Ultimately, we strive to maintain the highest standards of integrity and create a safe and ethical workplace for everyone.

Scope 

This policy applies to all employees, directors, officers, contractors, consultants, and other stakeholders associated with THEY. It covers a wide range of misconduct, including but not limited to:

• Financial irregularities (fraud, corruption, bribery, etc.)
• Violations of laws and regulations
• Health and safety hazards
• Discrimination, harassment, or bullying
• Conflicts of interest
• Misuse of company resources
• Any other unethical or improper conduct

Reporting process

• Designated Whistleblower Officer: Reports can be made directly to the designated Whistleblower Officer via email. 
• Information to be provided: Reports should include the nature of the misconduct, the individuals involved, the dates and location of the incidents, and any supporting evidence. 
• The identity of the whistleblower will be kept confidential to the greatest extent possible.
• Whistleblowers will be protected from any form of retaliation or victimisation.
• Any attempt to retaliate against a whistleblower will be subject to disciplinary action, up to and including termination of employment.  

Investigation and action

• All reports will be promptly investigated. 
• The whistleblower may be contacted for further information or clarification.
• Appropriate corrective and preventive action will be taken if the allegations are substantiated. 

Diversity, Equity and Inclusion Policy

Diversity, Equity, and Inclusion (DEI) are core to who we are, and we are committed to ensuring that everyone has equal opportunities to thrive regardless of their background, identity, or experience.

Where we practice DEI:

• Recruitment and hiring: We strive to attract a wide range of candidates and ensure our hiring process is fair and free of bias. To uphold this commitment, we anonymize sensitive details such as gender, photo, race, caste, and other identifiers from job applications before sharing them with senior management. This practice helps maintain objectivity and focus on candidates' skills, experience, and qualifications.
• Professional development: Everyone deserves the chance to grow. We provide equal access to training, mentorship, and opportunities for career advancement.
• Inclusive leadership: We support leaders who reflect the diversity of our team and who are committed to fostering an inclusive environment.
• Workplace culture: We are building a culture where everyone’s differences are celebrated and where collaboration and innovation thrive.

Training and awareness

‍We offer regular workshops designed to raise awareness, build understanding, and encourage behaviours that support an inclusive and equitable workplace. Continuous learning is key to ensuring that DEI values are embedded in everything we do. For now, we provide this workshop every year and it is mandatory for all employees to participate in these. 

Reporting concerns

‍Employees can send their concerns via email to the designated DEI Officer. We will investigate thoroughly and handle each situation with care and respect, ensuring our workplace remains a safe and welcoming space for everyone. 

Open to feedback

‍We welcome feedback from all employees and are open to suggestions on how we can enhance our DEI practices. Regular reviews of our current practices help us stay aligned with our DEI objectives and responsive to the needs of our team. 

Anti-Harassment and Anti-Discrimination Policy

‍We do not tolerate harassment or discrimination in any shape or form. We are committed to preventing and addressing these issues to ensure that all employees can perform their duties in a safe and supportive atmosphere.

Anti-Harassment

‍Harassment is any unwanted, inappropriate, or offensive behaviour that creates a hostile or intimidating environment. This includes, but is not limited to, derogatory comments, offensive jokes, unwelcome physical contact, or any behaviour that targets an individual or group based on protected characteristics such as race, gender, age, disability, sexual orientation, or religion.

Anti-Discrimination

Discrimination occurs when someone is treated unfairly or disadvantaged because of their protected characteristics. This includes unfair treatment in hiring, promotions, job assignments, or other employment practices. We are committed to ensuring that all employment decisions are made based on merit and qualifications and are free from discrimination.

Reporting and procedure

• If an employee experiences or witness harassment or discrimination, either with them or someone else in the team, they should report it as soon as possible directly to the HR Representative. 
• We treat all reports very seriously and will investigate them promptly and confidentially. 
• Retaliation against anyone who reports harassment or discrimination is strictly prohibited. 

We expect that all employees will support and adhere to these principles and contribute to a positive and respectful workplace culture. 

Disciplinary Policy

This Disciplinary Policy outlines the procedures for addressing performance issues and behavioural misconduct.

Disciplinary process

1. Informal discussion: For minor infractions or performance issues, an informal discussion with the employee will be scheduled to address the concern. This discussion is intended to provide feedback and identify any necessary improvements.
2. Formal warning: If the issue persists or is more serious, a formal written warning will be issued. The warning will state the nature of the issue, the required corrective actions, and the consequences of failing to improve. A copy of the warning will be placed in the employee’s file.
3. Performance Improvement Plan (PIP): In cases where a formal warning has been issued and the issue remains unresolved, a Performance Improvement Plan (PIP) may be implemented. The PIP will specify the expectations for improvement, a timeline for achieving these goals, and the support provided (such as a company-sponsored online course and/or guidance from a senior member) to help the employee meet these expectations. 
4. Further action: If there is no improvement after a PIP, or if the issue is severe, further disciplinary actions may be taken. This could include additional warnings, suspension, or, in extreme cases, termination of employment.

Reporting and appeals

‍Employees have the right to respond to disciplinary actions and to appeal decisions. If an employee disagrees with a disciplinary action, they should submit a written appeal to the HR Representative within 3 working days of receiving the disciplinary notice. The appeal will be reviewed, and a final decision will be communicated to the employee. 

Commitment to fairness

‍All disciplinary actions will be conducted fairly and impartially. Employees will have the opportunity to present their side of the issue and will be treated with respect throughout the process.

Conflict of interest and solicitation

• Employees are strictly prohibited from engaging in any business activities with clients or potential clients of the company for personal gain outside of their official duties and without explicit company authorisation.
• Any attempt to solicit business from company clients for personal ventures will be considered a serious breach of trust and will result in immediate termination of employment without the opportunity for appeal.

Confidentiality Policy

This policy outlines our commitment to maintaining the confidentiality of sensitive data and ensuring that all employees understand their responsibilities in safeguarding such information. 

Scope

This policy applies to all employees, contractors, consultants, and other stakeholders associated with THEY. It covers all types of confidential information, including but not limited to:

• Client information: Any information related to our clients, their projects, or their business operations.
• Financial information: Financial data, including budgets, forecasts, and proprietary financial models. 
• Employee information: Personal and sensitive employee data, including salaries, performance reviews, and medical records.
• Trade secrets: Proprietary information that gives the company a competitive advantage such as formulas, processes, and client lists.
• Any other information designated as confidential by THEY.

Employee responsibilities

All employees are responsible for:

• Protecting confidential information: Taking reasonable steps to safeguard confidential information from unauthorised access, use, or disclosure.
• Limiting access: Confidential information should only be shared with team members who need it to fulfill their responsibilities. 
• Proper handling: Storing, transmitting, and disposing of confidential information in a secure manner. Only use official THEY channels, to store and transmit all information (both confidential and non-confidential). Personal emails must not be used for any official communication.  
• Reporting breaches: Promptly reporting any suspected or actual breaches of confidentiality to the HR Representative via email. 

Consequences of non-compliance:

• Any violation of this policy may result in disciplinary action, up to and including termination of employment.
• In addition, THEY may pursue legal action against individuals who intentionally disclose confidential information. 

Ownership of Work Product

All work created, developed, or produced by employees during their employment with THEY, including but not limited to designs, software, documents, and other intellectual property, is the sole and exclusive property of THEY.

Employees agree that they will not use, disclose, or reproduce any work product for personal gain, commercial purposes, or any other purpose without the express written consent of Jolene and/or Tjaco, the directors of THEY.  

This policy applies to all work product created during the employee's employment, regardless of whether or not it was created during work hours, on company premises, or using company resources. Further, all employees are required to sign an NDA at the time of their joining. 

Any questions regarding this policy should be directed to the HR Representative.