Our Sustainability Journey
Employee Handbook
Chapter 1
THEY welcome you
Chapter 2
THEY have values
Chapter 3
THEY have a history
Chapter 4
What do THEY do
Chapter 5
How THEY conduct themselves
Chapter 6
How THEY work internally
Chapter 7
THEY have benefits and perks
Chapter 8
Sustainability at THEY
Chapter 9
Social and environmental initiatives
Chapter 10
THEY have a future
Chapter 11
THEY have policies
Chapter 12
Appendix

THEY have benefits and perks

A.  Health insurance

Medical emergencies can strike anyone, at anytime. That is why we offer a robust health insurance plan through the 'ReAssure 2.0 Health Insurance' policy by Niva Bupa, providing a coverage of up to INR 5 lakhs. This coverage also extends to the spouse (or partner) and children, if applicable. Eligibility starts from day one of the employment. Our HR Representative will take care of the entire enrolment process. 

B. Provident fund

Planning for the future is a big responsibility, and we are happy to play our part in it. The company provides provident fund (PF) contribution to all full-time employees. We match 100% of our employees’ contribution, up to a specified percentage of their salary (mentioned in the contract), helping them build a stable financial foundation for their future. Again, eligibility starts from the first day of the employment. 

C. Leave benefits

We value work-life balance and understand the importance of rest and rejuvenation. We offer a variety of leaves including annual paid time off and other leave programs. 

  1. Paid time off (PTO) or Personal leaves:  We offer a generous annual leave policy, providing employees with 18 days of paid time off (PTO) per calendar year, accruing at a rate of 1.5 per month. This PTO can be used for vacation, personal time, or any other purpose the employee deems necessary. We encourage our employees to utilise their full leave entitlement each year. 

Note:

  • Employees may use the accrued leaves in full or in multiple increments. The option to request a half-day leave is also available to all employees. 
  • If an employee needs more leaves than they have accrued at any given point in time, they are still allowed to take it. However, in this case, the leave balance would be reflected in negative. 
  • If an employee resigns when they have a negative leave balance, it will be adjusted against their final settlement. For example, if an employee has a negative balance of 2 days at the time of their departure, we will deduct 2 days salary from their final settlement. 
  • A maximum of 5 days leaves can be carried forward to the next calendar year. 
  • For employees joining during the course of a calendar year, the initial PTO accrual will be prorated based on their start date. For example, an employee starting in July would be eligible for 9 days of PTO for the remainder of that calendar year.
  • To ensure operational efficiency, a minimum of 2 weeks notice is required for all planned personal leaves. 
  • Leave applications must be submitted to the HR Representative via email, using the provided form. 
  • All leave requests will be responded to within 3 working days of their submission.
  1. Sick leave

Each employee of our India operations is eligible for 12 days of sick leave every calendar year to address any illness, health issues, or mental health needs.

Note:

  • New employees’ sick leave entitlement will be prorated based on their joining date. For example, an employee starting in July would be eligible for 6 days of sick leave for the remainder of that calendar year. 
  • To apply for a sick leave, please send an email to the HR Representative using the provided form. 
  • When taking a sick leave, employees are supposed to share the necessary project files and information with the relevant team members so the work can continue without any disruptions.
  • Unlike paid time off (or personal leave), sick leave is not carried forward to the next calendar year.
  1. Maternity and paternity leave

We offer generous leave options for both primary and secondary caregivers, so employees can bond with their newborn and support each other during this precious early stage. 

Further, if any specific job tasks or working conditions pose a risk to the health or safety of an employee during pregnancy or within six months postpartum, the company will make reasonable adjustments to the employee's role or environment. This may include modifying work hours or providing ergonomic equipment. 

Note: 

  • Employees must inform the HR Representative at least three weeks before the start of their maternity leave. Early notification is encouraged to facilitate smoother transition arrangements. 
  • Primary caregivers are entitled to 4 weeks of fully paid maternity leave prior to the expected delivery date. Following childbirth, they receive an additional 8 weeks of leave, with the first 4 weeks at 50% of their salary and the remaining 4 weeks at 25%. Additionally, caregivers have the option to extend their leave by up to 8 more weeks (2 months) as unpaid leave. 
  • Secondary caregivers receive 2 weeks of paid paternity leave, to be taken within the first 4 weeks following birth. Following the initial paid leave period, an additional 2 weeks of leave are available, as unpaid leave.  
  1. Bereavement leave

To support our employees after the loss of a loved one, we offer bereavement leave to allow time for grieving, attending funeral services, and managing personal affairs. 

Note::

  • Employees are eligible for up to 5 days of paid bereavement leave per calendar year. 
  • Employees should inform the HR Representative as soon as possible regarding the need for a bereavement leave. 
  • When taking a bereavement leave, employees are supposed to share the necessary project files and information with the relevant team members so the work can continue without any disruptions. 
  • Additional leave may be granted at the discretion of the company. 
  1. Community-building leave 

We recognise the importance of giving back to the community. We are proud to offer our community-building leave program, which provides dedicated time for our employees to volunteer and participate in activities that support the causes they care about and contribute to the greater good. We encourage our team members to embrace this opportunity to make a meaningful impact, connect with like-minded individuals, and broaden their horizons. 

Note: 

  • Employees are entitled to 1 day of community service leave every 2 calendar months, totalling 6 days per year for volunteering activities. 
  • Employees must submit their community leave requests via email using the provided form at least 2 weeks before the planned leave. 
  • The company reserves the right to review and adjust the timing of community service leave based on current workload and business commitments. While we strongly support volunteering, approval may be deferred or rescheduled to ensure that operational needs are met.
  • Employees are encouraged to share photos and/or videos of their community-building efforts, along with an acknowledgment from the NGO where they volunteered.
  1. National holidays

THEY offers the following paid public holidays: 

  • Diwali 
  • Holi 
  • Republic Day (26 January)
  • Independence Day (15 August)
  • Gandhi Jayanti (2 October)
  • Christmas Day (25 December) 
  • New Year’s Day (1 January)

If there are other important days that our employees think merit observation, they can discuss it with the HR Representative. 

D. Financial reimbursements and benefits 

Our financial reimbursement and compensation policy is designed to ensure that employees are fairly compensated for work-related expenses and contributions. Here are some key components: 

Support for laptops and accessories 

THEY is committed to providing laptops and other related accessories to all full-time employees who need it at the time of their joining. All employees are supposed to work with a Mac computer for all their work with THEY. 

  • If an employee already owns a Mac laptop at the time of joining and wishes to continue using it, they may do so. 
  • If an employee does not own a Mac laptop at the time of joining, the company will provide one, along with related accessories. The laptop may be new or refurbished, at the company’s discretion.  
  • Accessories provided include a charger, charging cable, and an external hard drive. In cases where an employee are using their own Mac laptop, the company will only provide an external hard drive.  
  • The company will cover the costs of all necessary repairs, excluding any damage resulting from accidents such as drops, spills, or other misuse. 

Monthly travel allowance 

While our company embraces a remote-work-first model, some in-person collaboration will be expected every week (refer to Chapter 6 for details). To support this, we offer a fixed monthly travel allowance as part of the compensation package (included in the salary slip). This allowance is intended to offset the expenses incurred for work-related travel, including visits to clients and our New Delhi office.

Professional development costs 

THEY is committed to ongoing learning and development of all its employees. We offer external online courses (on Edex, Udemy, Coursera, etc.) with the aim to empower our employees in expanding their skill sets and knowledge. The company allocates a dedicated budget each year to support these professional development opportunities. This includes both the courses that we recommend and the courses that our employees want to take to further grow in their roles. 

Note:

  • Each employee can take up to 2 courses in a calendar year with a maximum cap of INR 5K per course. 
  • To apply for a course, employees are required to email the relevant details to the HR Representative along with an explanation of how it will benefit their professional growth. 
  • All course requests will be reviewed within 5 working days. Approvals are subject to budget availability and the company’s current needs, and some requests may be deferred or not immediately approved. 
  • After the approval from the company, the employees should pay for courses upfront and submit a reimbursement request later upon the completion of the course. 
  • To submit a reimbursement request, employees should fill the reimbursement form and send it to the HR Representative. All reimbursements will be processed within 4 weeks. 

Software subscription 

We will cover the costs of any software subscriptions required for fulfilling company duties. This includes, but is not limited to:

  • iCloud subscriptions
  • Adobe creative subscription (Photoshop, InDesign, Illustrator, etc.)
  • Microsoft Office package (Excel, PPT, Word, etc.)

Note: 

  • Whether the employees have their own laptop or it is provided to them by the company, they are eligible for these subscriptions regardless. 
  • All employees are required to send a formal email to the HR Representative with a list of the software they need to fulfil their job responsibilities. This could include the ones listed above and any other software. 
  • The company will review and respond to all requests within 5 working days. Upon formal approval from the company, the employees can proceed to paying for their software licenses.  
  • The employees should send their reimbursement requests to the HR Representative and we will process them within 4 weeks. 

Home office setup  

To help our employees create a productive and comfortable remote work environment, THEY provides a one time financial grant of up to INR 15K for setting up a home office in India. This benefit is available to all employees. 

Note:

  • Employees are required to pay for their home office setup upfront. 
  • Employees should submit their reimbursement requests using the provided form.
  • We will process the reimbursements within 4 weeks. 
  • The company will reimburse INR 15K or the actuals, whichever is lower. 

Income tax returns filing 

We offer support for tax preparation and ITR filing, ensuring our employees can meet their tax obligations with ease and confidence. This service reflects our commitment to reducing administrative burdens and supporting our team in every aspect of their professional journey.

E. Employee health and wellness

  1. Menopause support

As women now constitute a significant portion of the workforce and continue working into their later years, supporting them through menopause is essential for fostering an inclusive and productive work environment. 

We offer educational resources and workshops on managing menopause symptoms. This includes email newsletters, online workshops, external blogs, and if needed, a paid consultation with a menopause expert. Online workshops are offered once a year, but we can also do more depending on the structure and needs of our teams. Recognising that individual needs vary, we also provide flexible work arrangements (like reduced working hours) to help our employees better navigate their physical and emotional challenges. 

In the event when an employee isn’t able to complete their work commitments due to menopause challenges, they should talk to the HR Representative to get the support they need. Our HR team will work with each employee individually to develop personalised plans that address their specific situation. 

Employees can also take menopause leaves which will be adjusted against their sick leave. The process and rules of applying for a menopause leave will remain the same as outlined in the ‘Sick leave’ section earlier in this handbook . 

For more details around what menopause is and how we intend to support our employees through this transition, employees can read the detailed document here. 

  1. Physical and mental well-being

A healthy body and mind are essential to a happy, productive workforce. We are committed to creating a supportive environment where employees feel empowered to prioritise their physical and mental health.

Our approach includes: 

Open communication
We encourage open and honest communication about physical and mental health. Employees can approach the management or the HR Representative with health-related concerns without fear of retaliation or stigma or judgment. 

Access to resources
We provide access to a variety of resources, including:

  • Employee Assistance Program (EAP): External counselling and support services (via phone or in-person) available for all employees. Employees can avail this facility once a year by submitting a request to the HR Representative. All costs will be paid by the company.
  • Mental health workshops and seminars: Educational sessions on stress management, resilience, and other mental health topics. These will be conducted once a year in group sessions. At our discretion, we can also bring in an external expert for this activity, sponsored by the company.
  • Wellness initiatives: Programs and activities that promote overall wellbeing such as mindfulness sessions or yoga classes. We conduct this at least once a year as group sessions. This will take place offline at the designated venue. All costs will be paid by the company. 

We are in this together: If any of our employees are struggling with their mental health or have any physical health concerns, please reach out to the HR Representative immediately, so we can provide the necessary support and guidance. 

  1. Occupational health and safety

The health and safety of our team members are of utmost importance. We are committed to providing a safe and healthy environment that supports the well-being of everyone on our team. 

  • Working remotely: While working remotely, we encourage all team members to create a comfortable and ergonomic workspace. This includes having a proper desk setup, taking regular breaks to reduce strain, and maintaining a healthy work-life balance. We also promote mental well-being by encouraging open communication, regular check-ins, and providing resources to manage stress. 
  • Working at the office (only for New Delhi): At our New Delhi office, we have basic safety measures in place including a first aid kit and a fire extinguisher. Additionally, we conduct regular checks to ensure that all safety equipment is in working order. All team members are expected to keep their work areas free from clutter and immediately report any potential hazards, such as exposed wiring or spills, to the Office Administrator.

  • Health and safety awareness: We provide our team with the necessary information and resources to ensure that everyone understands how to maintain a safe work environment in the office. The New Delhi office has a printed brochure that highlights the best practices and offers practical tips to maintain safe working conditions for everyone. This brochure is also available in a digital version and is shared with all employees. From time to time, we also send reminders to follow these practices both at home and the office. 
  • Reporting and feedback: If any team member encounters a health or safety issue, in our office, they are encouraged to report it immediately to the Office Administrator. We take all reports seriously and will address any concerns promptly. We are also open to feedback and suggestions on how we can improve our health and safety practices. 
  1. Support for children

We recognise the challenges faced by working parents and are committed to providing a supportive and family-friendly workplace. To assist our employees in balancing their work and family responsibilities, we are pleased to offer the following: 

  • During regular working days, we kindly ask that employees travel to the office without their children. 
  • However, there may be occasions, such as family-friendly events or company celebrations, where employees can bring their children.
  • In such cases, we are happy to provide age-appropriate learning materials and recreational activities to keep children engaged.  
  • Additionally, if needed, we can arrange a nanny or babysitter upon request. To ensure we have adequate time to make these arrangements, we ask that our employees submit a written request to the HR Representative at least 1 week in advance. 
  • We will also provide a designated private and comfortable lactation room for breastfeeding employees to express milk during work hours. 

If employees have any other specific needs or requirements related to onsite childcare, they can always discuss this with HR Representative or the Office Administrator.