PRIVACY NOTICE
This privacy notice for Matrix Life Science Private Limited (hereinafter referred to as ‘we’ ‘our’ ‘us’ or ‘company’), states why and in which manner we may collect, use as well as store and/or share the information of users (‘you’) of the website when you visit https://matrixlifescience.com (hereinafter referred to as ‘our website’ or any of our websites that are linked to the privacy notice or engage with our website in any manner be it during events or during sales or marketing.
For any of your questions related to our website’s privacy notice, you can reach us at info@matrixlifescience.com
How We Process Your Information& Ensure Information Safety
We do not use or process any information we receive from any third party. We process, improve and administer your personal information for getting in touch with you with respect to any kind of prevention of fraud or to maintain security and/or comply with legal aspects. To keep your personal data safe, we take technical support.
Your Rights
Privacy law varies as per geographical areas for the right to personal data. You can exercise this right by either contacting us or by filling in the required data. As per that, we would consider the law and act accordingly.
Read on to know how Matrix Life Science Private Limited deals with the information collected:
Contents of the Privacy Notice
- What Personal Data Do We Gather From You
- Processing of The Information
- What Are Our Legal Basis
- Sharing of Personal Information As And When Required
- Our Use of Cookies and Varied Tracking Technologies
- How We Manage Social Log Ins
- Till When Do We Preserve the Information?
- How We Maintain Information Safety
- Your Privacy Rights
- Are There Any Specific Privacy Rights for California-based Residents
- Controls We Adopt for Do-No-Track Features
- About the Privacy Notice Updates
- Contact Information & Data Controllers
- How You Can Update, Delete or Review Your Information
What Personal Data Do We Gather From You
We collect only the personal data that you provide us and disclose. This includes your email addresses (During access context interaction) for the services you select.
Our information processing does not include any sensitive information.
During registration, we might provide an option for registration with social media accounts like Twitter, Facebook, Instagram, etc. If you opt for registration via social media account, we do collect information as stated in the section ‘How We Manage Social Log Ins’ below
You must give only accurate and authentic information and notify us if there is any kind of changes to it.
Processing of the Information
We collect personal information we collect from you for varied reasons as per your interaction with our services, which include:
- For responding to inquiries and for offering customer/user support and solving any potential issues you might face during the service requested
- For sending you administrative information or product and service-related details
- For sending the changes our terms and policies might have
- For accessing your valuable feedback
- For marketing purposes and for checking our marketing performance
- For delivering or developing user-targeted advertising
- For sharing personalized content
- For the safety and security of our data and for fraud monitoring
- For identifying user trends to improve as well as refine our services
- For creating tailor-made promotion and marketing campaigns to ensure the effectiveness
We may use your information for preventing your vital indispensability.
What Are Our Legal Basis
There are a lot of lawful bases, including legal obligation, contractual obligation, public interest, vital interest, legitimate interest and company consent. As such, your personal information would be processed when it is necessary.
About Companies Located in the UK and EU
The legal base information of all the companies located in the UK and EU would be relayed on GDPR for the trending legal bases for personal information.
Consent – With your consent and permission, your information can be used; similar way, withdrawal of consent would be considered at any time.
Performance of a Contract – Your personal information would be processed when and in case necessary for completing the contractual convention. This includes services given to you when required before getting into any legal agreement.
Legitimate Interests – Only our legalized business interest doubt surpasses your fundamental rights and freedom; only in case we deal, your personal information would be used.
For example, your information could be used for such purposes or reasons:
- Information about product offers and services
- Relevant adult content for use would be developed and displayed
- Fair feedback for up-gradation
- For enhancing marketing activities
- To monitor fraud and check for issues
- For improving users’ experience of our product
Legal Obligations – We might process your personal information where we consider it vital for compliance with our legal obligations. For example, for cooperating with a law enforcement body or regulatory agency, exercising or defending our legal rights, or disclosing your information as evidence in the legal process in which we are involved.
Vital Interest – With an intent to protect the vital interest and prevent the third party too, your information might be processed in any situation in which prevention is done to protect against threats and to keep any personal information safe.
What If You are a Customer Located in Canada?
Your information would be used with your authorization and the consent can be withdrawn at any time.
Legal authorization under particular law for using your information without your consent would be considered, which would be rare/happen in exceptional cases only, such as:
- No consent is needed if it is only for an individual interest
- To detect, investigate, and prevent any fraud
- In case any condition in the business transaction
- If there is any insurance claim
- To communicate with next to kin in case of an injured/ill person
- In case of financial abuse with reasons on the ground
- In case of any violation of any agreement, according to condition law or its province, your information would be used with consent and compromised accuracy or complete availability of the collected data
- Any legal compliance such as court order, subpoena, warrant, or rule of the court which is related in any way to records of production; disclosed for the same can be provided
- An individual consistently producing in their business, employment, or profession and collection for the same purpose
- The collection is to be used only for artistic, literary, or journalistic use
- Any information with definite regulation
Sharing of Personal Information As and When Required
We may have to share your information in particular situations as described here in this part of the notice. Information could be shared if needed in the business transfers, or during merger negotiations or in case of the sale of assets, financing negotiation, and/or during the acquisition of the business.
Our Use of Cookies and Varied Tracking Technologies
For collecting and storing information, cookies can be used.
We might use cookies or other kinds of tracking technologies (such as pixels and/or web beacons) for accessing or storing information. Particular information about how these technologies are used and how you can contact us in order to refuse specific cookies can be accessed by referring to the ‘Cookie Notice’ on our website.
How We Manage Social Log Ins
In Short: If you decide to log in or register for our services with the use of a social media account, we might have access to specific information about you.
With our services, you can register and log in with the use of your third-party social media account details (such as your Twitter or Facebook logins). If you do this, we would receive specific profile information about you from your social media provider.
Depending on the social media provider, the profile information that we receive might vary, but would often have your name, friends list, e-mail address, and profile picture, including other information that you had made public on such social media platforms.
Privacy notice would be described or would be made clear. Any third-party social media provider party using your information would not be in our control and our responsibility. You should set your preferences on the right and apps of the privacy setting. It is better to make mandatory reviews.
Till When Do We Preserve the Information?
We preserve your information until it is required to know the purposes that are outlined in this notice if otherwise is not required by law.
Any personal information would not be stored for more than a year unless there is a requirement or it is permitted legally.
If there is no legal requirement, your information would be made anonymous or removed. If the such deletion or maintaining anonymity is not possible in any situation, your information would be isolated until any future deletion.
How do We Maintain Information Safety?
We use systems that are highly secured and technically strong. We have exercised reasonable and appropriate organizational and technical security measures which are designed for protecting the security aspect of any kind of information that we need to process.
Nonetheless, even with our security safeguards and proper effort for securing your information, no information storage technology, or transmission in electronic form while using the Internet can be guaranteed as 100% secured. Therefore, we cannot assure about the prevention of cybercrime and hacks or other such activities from third parties. You are requested to access the services with security, your information would be protected from our end.
Your Privacy Rights
In some regions, like the United Kingdom (UK), European Economic Area (EEA), and Canada, you have rights with which you can access your personal information better and have more control over it. Editing your personal information is possible any time you intend to do it.
Rights in UK, EEA, and Canada which are applicable to protect data:
- To ask for a copy of personal information.
- To ask for correction, in case there is any.
- Regulation of personal information.
- In particular circumstances, one would have a right to the processing of personal information. You can contact us for it if data portability is applicable.
Any request would be considered according to the data protection law. If you are located in UK or EEA, you can oppose us and go against us to your local data protection spuriously authority. They are given below - https://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.html.
For those who are based in Switzerland location, the details to contact data protection authorities can be accessed here - https://www.edoeb.admin.ch/edoeb/en/home.html
Withdrawal of Your Consent: You enjoy the authority for withdrawing your consent at any point in time. In case you rely on your consent for your personal information, for the details and related questions of the withdrawal process, contact: info@matrixlifescience.com
However, it is important to know that this would not impact the lawfulness of processing the information prior to the withdrawal of consent nor when the applicable law permits it, would it impact how we process your information based on the lawful ground of information processing apart from the consent?
How You Can Opt Out of Promotional and Marketing Communication?
You have the authority to unsubscribe to our promotional and marketing communications at any juncture. To unsubscribe, click on the unsubscribe link present in our emails, or you can contact us by using the details present under ‘Contact Information’. Another way to unsubscribe is to reply ‘unsubscribe’ or ‘stop’ to the SMS we send.
Based on this, we would remove you from the list of marketing email contacts. But, we might still communicate some service-related messages and emails with you. We might contact you also for communications that are vital to administer and use your account for non-marketing-related purposes or for responding to your service requests.
Cookies and Other Such Technologies: Most web browsers have a default setting of accepting cookies. As per your preference, usually, you can choose to have your browser settings remove cookies and/or reject them.
If you opt for cookie rejection or removal, it might have an effect on some aspects of our website’s service. For opting out of interest-based advertising click http://www.aboutads.info/choices/
Are There Any Specific Privacy Rights for California-based Residents?
Yes, there are some specific rights for California residents. If you are one of them, you have a certain specific types of rights regarding accessing your information.
California Civil Code Section 1798.83, which is also called the 'Shine The Light' law, allows our California resident users to gain access to information from us about the categories of personal information (if any) once in a year’s time and with no charges for the access i.e. if we disclose it to any of the third parties for purpose of direct marketing. This access includes the addresses as well the names of all such third parties with whom any of your personal information is shared by us in the prior calendar year. For this, you need to give us a written request.
For those of you who have registered account owners with ages less than 18 years as residents of California, you can request to remove any kind of unwanted information or data that you post publicly on the ‘Services’. For requesting the removal of such data, you can access the ‘contact information’ section to contact us. While doing so, do mention the email id related to your account along with the statement indicating your California resident status. We would ensure the public display of such data but this might not result in the comprehensive data removal from our entire system (For example- from backups etc.).
How Do We Share and Use Your Personal Information?
Detailed information related to data calls and privacy notices can be found at https://matrixlifescience.com/privacy.htmlYou can contact us at info@matrixlifescience.com or refer to the contract’s bottom document.
Would We Share Your Information with Anyone Else?
Your information would be shared and provided and US Reach Provided is a reparative entity that processes personal information. All your personal information technology, demonstration, and quality purpose would not be considered as “selling” of information.
Right to request to Delete – Request of deletion of data
Your request related to the delectation of your personal information would be considered only in a few cases wherein any legal circumstances develop that should be kept aside for further legal obligations if any.
Right to Get Information — Request to Know:
It is your right to know the following:
- Do we store and use your personal information?
- Does the US categorise the personal information which is collected?
- Do we have a purpose for collecting data?
- Do we edit your personal information?
- Do we use your personal information for business purposes?
- Do we categorise third parties with whom the information is disclosed?
- Do we have commercial or business purposes to collect or sell any information?
Verification Process
After receiving your request, firstly your existence would be identified in our system will be identified. The purpose of verification is to check if the existing information matches the given information or not. According to the requirement and information provided, any required or additional information which does not exist can be asked for. Information can be received via any type of communication method. According to the situation, the requirement should be fulfilled. Additional information may be required to prevent any type of fraud. All such information would be erased in the future when the work is completed.
Other Privacy Rights
- Your objection to information processing would be considered
- If personal data is requested, required shall be corrected and edited
- Not valid
- It is allowed to sell to third parties within 15 days after submission of the request
Controls We Adopt for Do-No-Track Features
You can choose Do-Not-Track (DNT) as your feature for privacy preference. This feature is available for mobile applications and makes up the gradation process system.
About the Privacy Notice Updates
We do update the privacy notice from time to time as per the need. We request you refer to the last date of the update.
Contact Information & Data Controllers
For any questions or for sharing your comments on this Privacy Notice or for any complaint related to our privacy laws compliance, you can write to us at info@matrixlifescience.comor reach us at Matrix Life Science Private Limited 12, Shilp Nagar, Station Road, Aurangabad, Maharashtra, 431005, India.
How You Can Update, Delete or Review Your Information
As per your country’s law, you might possess the right of asking for access, change or delete the personal data we collect. For reviewing, deleting or updating your information, click here for request form submission.
HR Policy Manual
Service Rules & Code of Conduct
- Purpose: This procedure or service rules establishes the rules of conduct within an organization, outlining the responsibilities of both employees and employers. Company policies and procedures are in place to protect the rights of workers as well as the business interests of employers. Depending on the needs of the organization, various policies and procedures establish rules regarding employee conduct, attendance, dress code (uniform and other areas related to the terms and conditions of employment.
- Scope: This Service Rules are applicable to employees of Matrix Life Sciences Pvt. Ltd. and its Group Companies.
- Responsibility: The responsibilities & rules are clearly mentioned in below Service Rules.
- Service Rules
4.1 Preliminary Provisions
The responsibilities & rules are clearly mentioned in below Service Rules.
- The Service Rules defines the rights and obligations of the employer and the employees connected with this organization
- 2The provisions of the Service Rules relate to all the employees irrespective of the type of performed work and occupied position.
- Every employee immediately on joining and before starting work with the Employer becomes familiar with the Service Rules, in witness whereof the employee submits a written declaration with his or her signature and date, which shall be enclosed to personal file of respective employee.
- The Employer/organization means Matrix Fine Sciences Pvt. Ltd. located at D-8, Paithan MIDC, Aurangabad 431005
- Obligations of the employee Within the framework, the Primary Professional Obligations for an employee will include the following:
- 5.2.1 Behavioral Obligation: Within the framework, the Primary Professional Obligations for an employee will include the following:
- Always consider Team before self
- Seek ongoing feedback from colleagues/ seniors for improvement
- Never misrepresent information or speak only the truth
- Never misrepresent information or speak only the truth
- Care for the betterment of the working place and its property, do not act to the detriment of the working place.
- Every employee shall maintain absolute integrity, a high sense of devotion to duty and standard of conduct.
- Treat with respect co-workers, colleagues, seniors, customers, contractors, contract workers, vendors and all other professional acquaintances, on day to day activity and in daily communication.
- Observe special circumstance rules and discipline as informed
- Company will give appointment, confirmation, increment letters. It is the responsibility of the employee to maintain same properly with them
- Employees are required to keep the cupboards and drawers clean, traceable and only with items permitted by and of the company
- Employees are not permitted to keep food items in the production / QC / RND/ Maintenance/ Utility / Stores areas.
- Employees are required not to gossip or discuss an event or happening or mishap by talking or assumptions and imaginations
- Employees are required to stay away from
- Unruly behavior, within company premises and outside
- Representation in any political or social activity,
- Act in any way which will blemish the company brand image.
- The employees are expected to maintain inter-departmental cooperation
- The company is under camera surveillance, which should be respected by all employees
- Employees are advised not to use company phone and computer for personal use for security reasons like malaware / virus attack and also miuse of official property
- The employees are requested to be careful and advise family also to avoid holding up company phones with unnecessary and long phone calls
- It is mandatory for all employees to wear / display their I-Cards as a regular compulsory protocol
- All employees are required to read notices and act accordingly
- All employees are required to follow formal handover procedures as defined on policy while taking new roles or leaving the company
- Employees are expected to come daily with a professional grooming style and as mandated by the food grade plant and jewellery policy in place
- The Section in charges are required to accompany the service providers, visitors and take due care as per company norms.
- Employees are expected to route their grievances as indicated in Grievance Policy.
- The company appreciates and expects that the employee is conscious of his / her personal safety all the time including to and fro from the company. It is the personal obligation of all employees
- For those employees who use helmet while driving two wheeler are provided with parking facility wherein the employee may park his or her vehicle at his or her own risk.
- The employee is expected to be sensitised to gender appropriate needs and also for those with need for inclusivity
- Employees are required to be properly groomed. Some of the major points that need to be adhered to are as follows
- Wear clean clothes
- Wear shoes
- Nails are properly trimmed
- Men be clean shaven. In case there are any religious reasons, beard need to be properly trimmed and maintained.
- Hair to be cut small in case of men and tied up in case of women
- There would be checks at the security gate intermittently. Managers are expected to ensure adherence to grooming by their team members.
- Matrix promotes professional working culture. Employees need to be treated professionally and no slangs in any language or abusive words and behaviours would be tolerated. It is the responsibility of every employee to treat the other employee with respect.
- 5.2.2 Disciplinary Obligation: Within the framework, the Primary Professional Obligations for an employee will include the following:
- Observe the hours of the working time
- Care for cleanliness around one’s working place
- After finishing the work properly secure the tools, machinery and rooms at the workplace as the case may be.
- Damage to company equipment and property, done deliberately with an intention to harm, or instigate any such action through a third person or party.
- Not to abscond from the employment and complete the normal separation formalities of leaving the employment
- Observe the internal rules, orders, instructions and other internal acts which the employee is bound by at the workplace
- Comply with the provisions of Code of Ethics of Matrix Fine Sciences Pvt Ltd
- The Employee shall immediately inform the Employer in writing about a possible conflict of interests.
- Production, Maintenance, Stores, EHS, Projects, QC, R&D departments & positions are required to stay in Paithan
- Travel facility from Aurangabad city to Paithan is offered only to non-production area employees and depending on sole discretion of management.
- While on job, the employees are required to be alert and understand that sleeping on duty will not be tolerated. If. Unwell, the employee can take due permission for rest.
- No employee will be allowed to leave company premises on night duty, except under proven emergency.
- The company is in a growth phase which may require plants to remain operational during holidays. Employees are required to come in for shifts when asked for or as per company required events.
- The company respects and is tolerant towards all religions. Hence festival specific leave will be granted and adjusted as per mutual discussion with HR
- All leaves have to be pre-informed and pre-approved except in emergency, which will be a rare case
- Employees are required to plan change in shift payroll software under information and approval of their superiors.
- Employees are required to remain present when called for meetings or trainings
- The employees are expected to participate in the medical check-up held by the company. In case of absence due to unavoidable circumstance, the employee will be required to go personally at the suggested Medical Centre and submit the medical report in 8 days
- The employees are not permitted to bring personal mobile beyond the entry gate
- An employee is forbidden to enter and stay in premises of the company after drinking alcohol, taking intoxicants, drugs or psychotropic substances. Bringing/taking alcohol intoxicants, drugs or psychotropic substances in the factory is strictly prohibited. There is an absolute smoking ban within the premises.
- Using attendance and payroll software is compulsory for all kinds of attendance and leave regularisation, IT projection and downloading required documents like payslip, Form 16 etc. Attendance will be locked on 2nd date of every month. Employee need to regularise his or her attendance for the previous month before 11 am of 2nd date of the month.
- Employee cannot download and edit any document from HR software’s, which is manipulating original data. If any employee found guilty, HR & management will take appropriate action against them.
- The employees are required to follow the locker use rules as mentioned by HR
- The company is under camera surveillance, which should be respected by all employees
- Employees are required to observe the discipline norms laid down for parking and canteen usage by the HR
- Any company material like diary or written/ printed notes have to be kept in the company premises only by all employees, except those given special permissions
- Employee cannot take any other employment or project while in service
- It is the responsibility of each employee to participate in one's training upgradation plan with responsibility.
- All leaves have to be approved in advance by the reporting manager of the employee.
- oFor leaves more than 3 days, employees are required to sort approval at least 10 days in advance, failing which the same may be construed as absent and salary for the days deducted.
- oFor leaves less than 3 days, the same need to be applied at least one day in advance.
- oIncase of any emergency, employees are required to give at least two hours of prior intimation to his or her manager.
- oExceptional cases may be dealt on case to case basis and would be at the discretion of the management. Exceptional case would mean own or direct family’s medical emergency, death in the family.
- The following described acts and circumstances will be considered serious misconduct and may result into appropriate disciplinary action
- Misbehavior with co-workers, colleagues, seniors, customers, contractors, contract workers and vendors.
- Representation in any political or social activity, which will blemish the company brand image.
- Damage to company equipment and property, done deliberately with an intention to harm, or instigate any such action by a third person or party.
- Disclose or share confidential information of organization, co-workers, colleagues, seniors, customers, contractors, contract workers, vendors and any such persons working in the organization or the organization is associated with.
- Violation of professional limits with co-workers, colleagues, seniors, customers, contractors, contract workers, vendors or any such persons within the organization or the organization is associated with.
- Found indulging in bullying, threatening, misbehaving or any such kind of acts with co-workers, colleagues, seniors, customers, contractors, contract workers, vendors or any such kind of people organization or the organization is associated with.
- Violate safety norms at work place. Any act which will endanger safety of the premise, self and other co-workers.
- Is charge sheeted with any criminal offence.
- Found to be involved in conspiracy or related activities against the company.
- Ask for any financial subscription in the company premises to co-workers, colleagues, seniors, customers, contractors, contract workers, vendors.
- Any act that would cause disruption to company.
- 5.2.3 Performance Obligation:
- Diligently and effectively perform his or her work in and/or with co-operation of other team members,
- Conduct themselves in professional manner to observe the provisions and rules of work safety and health and fire safety provisions.
- Observe confidentiality with respect to technology, production, organisation of the working place, investment plans, the overall structure of sales relations (with the suppliers and recipients) and finance matters as well the details of salary and other benefits. Upgrade professional qualifications and improve work skills.
- In case of development of employee in different area to increase their skill, the Employer will arrange different types of trainings. These trainings include in house training as well external trainings at the plant or outside.
- The Employee shall immediately notify the Employer about anything that may negatively directly or indirectly interfere the activity of the Employer.
- The employees are forbidden to:
- Operate the machinery and equipment connected with performing the assigned obligations and actions in a manner inconsistent with the operating instructions.
- Removal of protections and safety elements of machinery and equipment, cleaning and repairing the machinery and devices set in motion or under voltage unless manuals and procedures provide otherwise,
- Operating the machinery and equipment not directly connected with performing the assigned obligations and actions unless employee was trained to do so and received respective instruction to do so.
- The Section in charge are bound to:
- Attend meetings on time with recording of minutes of meeting
- Present goals and MIS on time with proper monitoring
- Give reports: interdepartmental / visits by external service providers
- Maintain professional distance with contractors and treat their time and invoice checking with respect
- Inform team about company declarations like notices, deputation for trainings, preparedness for audits etc.
- Follow a detailed charge handover procedure each shift so as not cause harm to process, time and safety
- Ensure fair treatment to all including ensuring people are not singled out for praise / OT duties/asked to wait unnecessarily
- Give shift schedules on time to HR and maintain balance in shift arrangement of the teams
- Ensure employees do not have to work for two consecutive shifts often
- Motivate teams for safe and high performance work
- In connection with the termination or expiry of an employment relationship an employee is obliged to make the settlements with the Employer.
- 5.3 Joining Formalities
- The new recruit has to submit the following documents at the time of joining to the HR department. The HR shall cross verify with original at the same time.
- No individual shall be allowed to join their role without completing the joining formalities.
- Every employee, during joining, shall produce documentary evidences as below.
- Copy of resignation letter duly accepted by previous employer
- Copy of relieving letter from previous employer with last salary slip
- Copy of mark-sheets and educational qualification certificates duly attested
- Photo ID proof – copy of attested Aadhar Card is compulsory
- Attested copy of any one ID proof Pan Card / Voter ID Card / Driving License
- Copy of Form 16 from previous employer
- Joining Report duly signed by employee
- Three passport size photographs
- Pre-joining Medical fitness certificate from a registered medical practitioner
- When joining service, the employee shall furnish the HR with his/her full address where all communications meant for him/her shall be sent. Any change of address shall be immediately communicated to the HR department.
- All new joinees shall require to declare and intimate the permanent mobile number on which they will be always available to HR.
- Employees shall view and update present and permanent address and other details in HRIS as per requirements.
- 5.4 Dress Code:
To develop discipline and culture into the organization via the Company’s Dress Code Policy for shop floor and office staff.
- For Employees
- The Company believes in equality at work and hence the uniform is similar for both men and women at work.
- Two t-shirts as per decided colour by Company, with the Company logo are provided by the company. These are to be worn with self-selected and self-bought trousers
- The Company also provides free of cost one pair of Safety Shoes and other PPEs
- Additionally, the employees of Maintenance and QC teams are given two aprons of appropriate color with Company logo embossed on same. The employees of Boiler and GMP section teams are given two appropriate full suites to be worn during the operations.
- The frequency of issuance of uniform and shoes is once in a year, from the date of joining of the employee. Any employee if requires extra pair of t-shirt or shoes before the end of the year shall do so with a requisition to HR. The purchase price of same will be deducted from employee’s salary.
- For Operators & Drivers
- The Company provides two pair of full sleeves shirt and trousers for contract employees once in a year
- The Company provides two pair of full sleeves shirt and trousers for contract employees once in a year
- General Rules
- It is compulsory to wear Company uniform from Monday to Friday
- It is compulsory to wear Company uniform during external customer or agency visits or exhibition visits and audits regardless of the
- Formal dressing other than Company uniform is allowed on Saturday / Sunday or holiday
- Safety shoes are compulsory on all days
- 5.5 Working Timings
- For Employees
- The work time is the time, when an employee remains at the Employer’s disposal at the working place or at a different place assigned for the performance of work. The work time should be fully used by each employee (White Collar/Blue Collar/H
- The work time should be fully used by each employee (White Collar/Blue Collar/Helpers) to perform his/her obligations of his employment.
The company shall follow a 6-day work week. The weekly off may fall on any day as the company works 24X365 days. The standard daily shift timings are -
- General Shift 8.30 am to 05.00 pm
- First Shift 07.00 am to 03.00 pm
- Second Shift 03.00 am to 11.00 pm
- Third Shift 11.00 pm to 07.00 am
The weekly off for the admin office is scheduled for Sunday, while same is offered in rotation as per the shift timings in the production and related activities of the company.
- VII. Holiday leaves and leaves from work
- There will be 9 company declared national/state holidays during a calendar year.
- There will be 12 Privilege leaves (PL) in a calendar year. An employee is entitled to avail privilege leave only when such leaves are credit in his/her account.
- An employee can start his / her privilege leave only after submitting leave application by applying on payroll tool duly approved by Section in charge with notification to HR Department.
- VIII. Health, Safety & Environment Protection at Work
The Employer and the employees are obliged to strictly observe the provisions related to health, safety, environment & fire protection.
The Employer is obliged to:
- Protect health and life of employees by ensuring safe and healthy working conditions
- Make employees familiar with the provisions and rules of work safety and health, fire safety provisions and the risk connected with performed work
- Conduct periodical training of employees relating to work safety and health
- Organize work in a manner ensuring safe and healthy working conditions
- Provide employees with uniform & Safety Shoes
- Provide employees with personal protective equipment (PPE) and inform them about the way of using these PPE’s.
The Employee is obliged to
- All employees before being allowed to start work have to undergo preliminary training relating to work safety and health and fire protection and they are obliged to participate in the periodical training conducted in this respect.
- During the training specified in item 1 an employee is notified about the risk connected with performed work. An employee confirms with his or her signature that he or she has been informed about the provisions and rules of work safety and health and the risk connected with performed work.
- Employees are given free of charge uniform and safety shoes and personal protection equipment’s to protect themselves from dangerous and harmful for health agents present in the working environment
- Section in charge/Safety in charge shall not allow any employee to work without personal protective equipment intended to be used on a given working position.
- IX. Misconduct
Any Act or Omission On the part of an employee which is the breach of any duty, Obligation or Assignment arising under or flowing from any law or Contract of employment or Service rules or Standing orders, Settlement or Awards, or Improper conduct or Wrongful Behaviour is Misconduct.
The following acts and commissions on the part of workmen amounts to misconducts under the Model Standing Orders:
Type of Misconduct
The following acts and commissions on the part of a workman shall amount to misconduct:-
- a)willful insubordination or disobedience, whether or not in combination with another, or any lawful and reasonable order of a superior;
- b)going on an illegal strike or abetting, inciting, instigating or acting in furtherance thereof;
- c)willful slowing down in performance of work, or abetment or instigation thereof;
- d)theft, fraud or dishonesty in connection with the employers’ business or property or the theft or properly of another workman within the premises of the establishment;
- e)Taking or giving bribes or any illegal gratification;
- f)Habitual absence without leave, or absence without leave for more than ten consecutive days or overstaying the sanctioned leave without sufficient grounds or proper or satisfactory explanation;
- g)Late attendance on not less than four occasions within a month;
- h)Habitual breach of any Standing Order or any law applicable to the establishment or any rules made thereunder;
- i)Collection without the permission of the Manager of any money within the premises of the establishment except as sanctioned by any law for the time being in force;
- j)Engaging in trade within the premises of the establishment;
- k)drunkenness, riotous, disorderly or indecent behavior on the premises of the establishment.
- l)commission of any act subversive of discipline or good behavior on the premises of the establishment;
- m)habitual neglect of work, or gross or habitual negligence;
- n)Habitual breach of any rules or instruction for the maintenance and running of any department, or the maintenance of the cleanliness of any portion of the establishment;
- o)Habitual commission of any act or omission for which a fine may be imposed under the Payment of Wages Act, 1936;
- p)Canvassing for union membership, or the collection of union dues within the premises of the establishment except in accordance with any law or with the permission of the Manager;
- q)Willful damage to work in process or to any property of the establishment;
- r)Holding meeting inside the premises of the establishment without the previous permission of the Manager or except in accordance with the provisions of any law for the time being in force;
- s)Disclosing to any unauthorized person any information in regard to the processes of the establishment which may come into the possession of the workman in the course of his work;
- t)Gambling within the premises of the establishment;
- u)Smoking or spitting on the premises of the establishment where it is prohibited by the employer;
- v)Failure to observe safety instructions notified by the employer or interference with any safety device or equipment installed within the establishment;
- w)distributing or exhibiting within the premises of the establishment hand-bills, pamphlets, posters, and such other things or causing to be displayed by means of signs or writing or other visible representation on any matter without previous sanction of the Manager’
- x)Refusal to accept a charge-sheet, order or other communication served in accordance with these Standing Order;
- y)Unauthorised possession of any lethal weapon in the establishment;
- z)Sexual harassment which includes unwelcome sexual determined behaviour (whether directly or by implication) such as:-
- Physical contact and advances; or
- a demand or request for sexual favors; or
- Sexually coloured remarks; or
- Showing pornography; or
- Any other unwelcome physical, verbal or non-verbal conduct of sexual nature
Explanation:- No act of misconduct which is committed on less than three occasions within a space of one year shall be treated as “habitual”
- X. Rules of paying remuneration and other benefits:
- Remuneration of employees is settled and paid on a monthly basis.
- Employer shall follow the rules and regulations pertaining towards contribution to employee’s provident fund account of eligible employees under the employees’ provident fund and miscellaneous provisions Act, 1952.
- The employer shall follow the provisions of Employees State Insurance Act 1948 and accordingly will take coverage of the eligible employees under the insurance scheme of the said act or any modification therein for the time being in force.
- All the employees shall be paid Gratuity at the time of leaving the company as per the provisions of The Payment of Gratuity Act, 1972 . refer detailed policy.
- All Employees will be covered under the Term Plan Policy to the extent of INR 10 lacs.
- Employee’s will be eligible for overtime compensation as per the OT guidelines
- If company declared paid holiday falls on any weekly off, no compensatory off will be given.
- Monthly Remuneration shall be paid to the employee not later than 7th day of the next calendar month. If 7th day of the next calendar month is a day free from work, the remuneration shall be paid on the preceding day.
- All the Employees shall open Salary account in the bank specified by Employer and Employer pays remuneration and other financial benefits due to the employee for his/her work by bank transfer
- Employees starting work for the first time can be accepted for a probationary period of 6 months. After successful evaluation of his / her performance, he/she can be placed in an employee grade as appropriate.
- Bonus shall be paid to the employees as per the rules under the Payment of Bonus Act 1965
- XI. The Employee’s Creations during employment
- The property copyrights to the works created by the Employee as a result of fulfilment of duties on the basis of his/her employment and Non-Disclosure Agreement with the Company shall be the property of Employer.
- The property copyrights to the works created by the Employee as a result of fulfilment of duties on the basis of his/her employment and Non-Disclosure Agreement with the Company shall be the property of Employer.
Disciplinary
Purpose
- To enable employees to understand the potential consequences of their actions, implications of misconduct and the likely severity of the same
- To ensure consistency and fairness in the way violations and misconduct are addressed.
- To ensure effective coordination and clarity in roles among functions involved in the disciplinary process.
- To provide a uniform understanding of disciplinary definitions and process to be able to deal with disciplinary issues in all fairness and consistency.
Scope
- This policy applies to all employees of Matrix Life Science Pvt. Ltd. and its Group Companies.
- The scope of this policy is limited to the following:
- Allegations of misconduct or violation of:
- Policy or Procedure
- Code of Conduct
- Requires disclosure to outside agency or body
- Significant risk to company reputation
- This policy does not cover issues related to the following unless further investigation leads to suspicion of misconduct:
- Performance management
- Interpersonal issues
- HR misc. (Career development, Benefits, Compensation)
- Facilities, counterfeit products, intellectual property – compliance related matters that are tracked elsewhere Litigations (product, etc.)
- EHS – compliance related matters that are tracked elsewhere
- Quality, Compliance related matters that are tracked elsewhere
- Audit Findings – compliance related matters that are tracked elsewhere
- Privacy – compliance related matters that are tracked elsewhere
- Government investigation, unless an internal investigation is requested by legal
- Redundancy of skills due to organizational change/ mergers etc. and terminations due to retrenchment.
Policy Details
- Discipline will be managed in a way that will facilitate the Company’s business operations and enable it to achieve its objectives in a lawful and effective manner. As discipline is managed, the Company will seek to maintain an environment that is conducive to good working relationships.
- Principles of natural justice and procedural fairness will be applied to the management of discipline; both, the process followed, and the actions taken, will aim to be fair and reasonable, taking into account the specific circumstances of each situation.
- The disciplinary process will respect the confidentiality of the employees and the actions under investigation. Throughout the process, employees will be treated with dignity and respect.
- Disciplinary process will be used as a means of ascertaining employee misconduct. It will not be used as a means of evaluating poor performance, which will be managed through ongoing Performance Management Program.
- Employee discipline should be managed by people managers, advised at all times by Human Resources.
- It is the role of Human Resources to advise managers on all aspects of employee discipline, ensuring that the process is carried out in a fair and reasonable manner, consistent with local laws and Company policy.
Procedure
- In order to ensure consistency and fairness in the way we address violations and misconduct, a procedure has been laid down.
- On completion of initial fact finding / investigation, if the employee is found to be guilty of misconduct, the Case Manager and / or member of investigation team along with next level Manager may discuss the matter with the employee.
- In certain circumstances, where the matter is serious, or where it would not be appropriate to discuss the issue informally with the employee first, a Show-Cause notice may be issued to the employee providing details of violations/ allegations into the misconduct and seeking an explanation into the same as the first step. On receiving a response thereof, the Company may decide it to be appropriate to hold a formal Enquiry or directly take remediation steps.
- An indication of the likely severity of various misconducts has been detailed in the
Annexure – I
- Remediation / Disciplinary Action
- If the Company is satisfied with the explanation provided by the employee (or other people involved in any fact-finding discussions), they may close the matter without invoking any remediation/ disciplinary action.
- The Remediation Team considers all the available facts and takes a decision on whether any disciplinary action is required to be taken and, if so, what the disciplinary action should be.
- The disciplinary action decision will remain on the employee’s personal file.
Annexure – II
SEVERITY OF MISCONDUCT
An indication of the likely severity of misconduct has been given below under the category of 'Misconduct', 'Serious Misconduct' and 'Gross Misconduct'. Any other acts of omission or commission not listed below, which are construed as subversive of discipline or good behavior, shall be treated as misconduct and dealt with accordingly.
- 1) Misconduct
- Failure to attend work at agreed times (arriving late to work, leaving early from work)
- Negligence or neglect of work
- Failure to take reasonable care of company property or equipment
- Sleeping at work or similar failure to carry out the duties of the position
- Failure to follow Standard Operating Procedure or Company policy which has little impact on company’s reputation, employee safety etc.
- Not adhering to the company work norms including the required numbers of customer calls
- Non-submission or delayed submission of daily reports
- Non-adherence to tour program
- Absence from or non-participation in any business related meetings including but not limited to business review meetings, training sessions, counseling sessions, any other official meetings.
- Smoking on company premises
- Unauthorized use of company property/equipment
- Failure to complete mandatory Compliance Training Programs
- Non-escalation of any perceived non-compliance event and/ or unethical behavior
- Refusal to accept charge sheet, order or other communication served in accordance with the disciplinary process.
- Unauthorized use of alcohol / drugs on Company premises
- Habitual unauthorized absence without leave for more than two days
- Unauthorized absence or overstaying the sanctioned leave without sufficient grounds or satisfactory explanation for five days or more.
- 2) Serious Misconduct
- Riotous or disorderly behavior or any act subversive to discipline during working hours at the establishment of the Company or meeting venue or the establishment of any stake holder like the customers, dealers etc.
- Breach of any law applicable to the establishment or failure to comply with Company policies and standard operating procedures.
- Willful insubordination or disobedience, whether alone or in combination with others, to any lawful and reasonable order of a superior.
- Habitual occurrence of any incidence defined under ‘Misconduct’.
- Failure to report promptly any health and safety hazards or incidents to the appropriate officers of the Company.
- Damage to or loss of Company property either willfully / intentionally or through negligence.
- Unauthorized removal of documents or other Company property from Company premises.
- Failure to declare a conflict of interest with the Company.
- Negligence or malpractice which causes injury to others.
- Failure to take reasonable steps in protecting the health and safety of self and others.
- Failure to follow Standard Operating Procedure or Company policy which has reasonable or serious impact on Company’s reputation, employee safety etc.
- Failure to follow Standard Operating Procedure or Company policy which has reasonable or serious impact on Company’s reputation, employee safety etc.
- Falsification or provision of incorrect information or withholding of any relevant details for personal gain or otherwise.
- Unauthorized disclosure of the Company's and /or its affiliates’ Confidential Information, either to outsiders including Temporary Workers or to co- employees who do not have a legitimate need to know of it.
- Making unauthorized statements about the Company to external agencies, including media organizations.
- Striking work or inciting others to strike work in contravention of the provisions of any law or rule having the force of law.
- Offensive, insulting, impolite or aggressive behavior to another employee, customer or other stakeholder of the Company or Impolite behavior towards a customer or other external stakeholder.
- r)Participation in any activities, either directly or indirectly, which are detrimental to company’s interest and/ or considered coercive in nature including but not limited to agitations, gheraos, slogan shouting, articles in media, publishing official information on social media etc. that bring the company to disrepute.
- 3) Gross Misconduct
- Acts that are deemed illegal under local laws and regulations
- Sexual, racial or other forms of workplace harassment.
- Bringing dangerous weapons onto Company premises
- Dishonesty/fraud (including falsification or forgery of Company records/documents; lying or knowingly providing false information)
- Deliberately giving false information during a Company investigation
- Any form of unethical business practice
- Misappropriating Company money
- Habitual occurrence of any incidence defined under ‘Serious Misconduct’.
- Any false reporting of calls, false claims in expense reports, dishonesty, fraud or theft in the course of or while carrying out duties, indulgence in acts of omission or commission, accepting or giving bribes or any illegal gratification or inappropriately influencing the activities of others by accepting / offering gifts or favors.
- Deviation
Notwithstanding anything contained herein to the contrary, HR / Administration shall have the absolute discretion to modify / deviate from the existing rules, subject to the recording of the reasons necessitating such modifications /deviations.
- Assurance and Enforcement
Compliance with this policy will be monitored by HR & Administration department. The purpose of this policy is the presentation of guidelines and suggested course of action which will contribute to the uniform, fair, and consistent treatment of all company employees. These guidelines are not intended to serve as a contract of employment and are not intended to form an inflexible set of rules. Management reserves the right to deviate, change, amend or terminate any part or whole of this policy at any time for any reason at its discretion.
It is the responsibility of all employees to adhere to corporate policies that are relevant to their activities. Their direct managers and senior leadership are accountable to ensure that all employees have the knowledge and the tools in order to assure compliance.
Recruitment Policy
Purpose
To streamline the process and recruit the suitable talented applicants to meet the requirement.
Applicability
Applicable to recruitment related to Matrix Life Science Pvt Ltd and its Group Companies.
Procedure
Grading
Employees hired would be graded into one of the following levels, based on the HC planning done in the budgeting process and business requirement
Onboarding
- Offer letter issued to selected candidates will be accompanied by the list of documents to be submitted while joining, along with consent note for carrying out background checks.
- Pre-employment medical needs to be done at the hospital identified by the company. Incase of candidates outside location of the company, he or she may get the medical examination done at their location of choice. After joining he or she may get a maximum of INR 500 reimbursed, against bill.
- The medical report, if done at his or her own location, need to be submitted at the time of joining.
- New joiners have a choice to wait until receipt of background check or join as per their availability and the same would be mentioned while making the offer.
- HR colleague should be attached interview assessment form with joining documents.
- For the purpose of convenience of all HODs/departmental representatives to conduct induction to new joiners, joining would be done in groups on specific dates during a month. This process may be deviated, in case if an employee is required to join on immediate basis.
- Joining induction schedule is prepared by HR colleague and calendars blocked of team members from respective departments.
- Post induction, employees are handed over to their respective department heads, who further puts them on on-the-job training.
Roles and Responsibilities
- Hiring Manager: To provide timely approval against the requisition and provide shortlisting of the candidates to proceed further
- HR Colleague: To provide relevant profiles on time and co-ordinate the entire process of recruitment.
- Candidate: Submission of all required documents at the time of joining.(Documents list as Annexure-A)
Deviation
Notwithstanding anything contained herein to the contrary, HR / Administration shall have the absolute discretion to modify / deviate from the existing rules, subject to the recording of the reasons necessitating such modifications /deviations.
Assurance and Enforcement
Compliance with this policy will be monitored by HR & Admin. Department.
The purpose of this policy is the presentation of guidelines and suggested course of action which will contribute to the uniform, fair, and consistent treatment of all company employees. These guidelines are not intended to serve as a contract of employment and are not intended to form an inflexible set of rules. Management reserves the right to deviate, change, amend or terminate any part or whole of this policy at any time for any reason at its discretion.
It is the responsibility of all employees to adhere to corporate policies that are relevant to their activities. Their direct managers and senior leadership are accountable to ensure that all employees have the knowledge and the tools in order to assure compliance. Compliance with this policy will be monitored by HR through reviews, assessments and internal or external audits, as appropriate.
Annexure - A
| Sr. No. |
Nature of Documents |
| 1 |
Employment Joining form |
| 2 |
EPF Nomination declaration Form |
| 3 |
ESIC - Nomination declaration and family detail Form |
| 4 |
Gratuity - Nomination form |
| 5 |
Offer letter accepted sign copy |
| 6 |
Employee health check- up certificate |
| 7 |
SSC Pass certificate |
| 8 |
HSC Pass certificate |
| 9 |
Graduation Pass Certificate |
| 10 |
Post-Graduation Pass Certificate |
| 11 |
Other Education Pass Certificate |
| 12 |
Bank Account Details |
| 13 |
2 Postcard Size Photographs |
| 14 |
Aadhar Card |
| 15 |
Pan Card |
| 16 |
Last company accepted resignation letter / relieving letter |
Purpose
The purpose of this policy is to provide a guideline for prevention and redressal of sexual harassment at the work place and to promote an atmosphere of professionalism fostering the spirit of cordial relations amongst employees.
Applicability
- This policy applies to –
- All employees of Matrix Life Science Pvt. Ltd., its Group Companies and any other persons who are employees/ associates of external parties and are working out of the premises of the company or otherwise.
- The place of work may be any place visited by the employee during the course of employment including working in office premises, joint field work, meetings outside office, travel for business purpose etc.
Policy
- Sexual harassment has been defined as any unwelcome sexually determined behavior (whether directly or by implication). It could include any of the following behaviors:
Process
- Any employee who feels he/ she has been subjected to sexual harassment should immediately bring it to the attention of his/ her Manager/ Functional Head/ Head HR or the Internal Complaints Committee (ICC). If the incident involves his/ her Manager/ Functional Head /Head HR/ICC member, it should be reported to the Managing Director.
- The aggrieved person should give a written complaint at the earliest and in any case within 3 months from the date of occurrence of the alleged incident.
- The complaint should contain all the material and relevant details concerning the alleged harassment including the name of the contravener.
- The Internal Complaints Committee will enquire in to the matter and would be entitled to elicit all forms of evidence in this regard and the concerned parties are expected to extend full cooperation.
- Both parties will be given an opportunity to present their views to the Committee. After examination of the complaint and evidences of both the parties, the Committee shall submit a report to the Managing Director within 90 days from date of submission of written complaint. The Committee may also at its discretion hold proceedings in camera. The Management shall take remediation action based on the report, within 60 days of receipt of the report.
- If the employee is found guilty, then the Management shall decide on the appropriate course of action in consultation with HR shall initiate the disciplinary action, including verbal or written warning, suspension, termination of employment or fine.
- Any employee who wishes to raise his or her concern may do so on email id posh@matrixlifescience.com.
Assurance and Enforcement
Compliance with this policy will be monitored by HR & Administration department. The purpose of this policy is the presentation of guidelines and suggested course of action which will contribute to the uniform, fair, and consistent treatment of all company employees. These guidelines are not intended to serve as a contract of employment and are not intended to form an inflexible set of rules. Management reserves the right to deviate, change, amend or terminate any part or whole of this policy at any time for any reason at its discretion.
It is the responsibility of all employees to adhere to corporate policies that are relevant to their activities. Their direct managers and senior leadership are accountable to ensure that all employees have the knowledge and the tools in order to assure compliance
Whistle Blower Policy
OBJECTIVE:
This Whistle Blower Policy has been formulated to enable all employees to raise concern against any malpractices such as immoral, unethical conduct, fraud, corruption, potential infractions of the Code of Conduct of the Company.
SCOPE:
The Whistle Blower’s role is that of a reporting party with reliable information. They are not required or expected to act as investigators or finders of facts, nor would they determine the appropriate corrective or remedial action that may be warranted in a given case.
Whistle Blower should not act on their own for conducting any investigative activities, nor do they have a right to participate in any investigative activities other than as requested by the Whistle Blower Committee.
.
Protected Disclosure will be appropriately dealt with by the Whistle Blower Committee.
ELIGIBILITY:
All Employees of Matrix Life Science Pvt. Ltd and its group companies are eligible to make Protected Disclosures under the Policy. The Protected Disclosures may be in relation to matters concerning the Company.
PREFACE:
The Company believes in the conduct of the affairs of its employees in a fair and transparent manner by adopting highest standards of professionalism, honesty, integrity and ethical behavior. Any actual or potential violation in conduct, howsoever insignificant or perceived as such, would be a matter of serious concern for the Company. The role of the employees in pointing out such violations cannot be undermined. If no evidences in support of allegation are found, then the case may not be maintainable.
DEFINITIONS:
The definitions of the key terms used in this policy are given below. Capitalized terms not defined herein shall have the meaning assigned to them under the policy.
- “Whistle Blower Committee” means the Whistle Blower Committee constituted by the Board of Directors of the Company
- “Employee” means every employee of the Company (whether working in India or abroad), including the Directors in the employment of the Company.
- “Investigators” means those persons authorized, appointed, consulted or approached by the Whistle Blower Committee.
- “Protected Disclosure” means any communication made in good faith that discloses or demonstrates information that may evidence unethical or improper activity.
- “Subject” means a person against or in relation to whom a Protected Disclosure has been made or evidence gathered during the course of an investigation.
- “Whistle Blower” means an Employee making a Protected Disclosure under this Policy.
DISQUALIFICATIONS:
While it will be ensured that genuine Whistle Blowers are accorded complete protection from any kind of unfair treatment, any abuse of its protection will warrant disciplinary action.
Protection under this Policy would not mean protection from disciplinary action arising out of false allegations made by a Whistle Blower knowing it to be false or with a mala fide intention.
Whistle Blowers, who make any Protected Disclosers, which have been subsequently found to be mala fide or malicious or Whistle Blowers who make 3 or more Protected Disclosures, which have been subsequently found to be frivolous, baseless or report to otherwise than in good faith, will be disqualified from reporting further Protected Disclosers under this Policy.
PROCEDURES:
- All protected disclosure concerning financial / accounting, any departmental issues which relates to financial, qualitative, quantitative or any other impact, gender specific issues, behavioural concerns, managerial concerns, ethics related concerns, etc. should be addressed to the Whistle Blower Committee of the Company for Investigations.
- Appropriate care must be taken to keep the identity of the Whistle Blower confidential.
- Protected Disclosures should preferably be reported in writing so as to ensure a clear understanding of the issues raised and should either be typed or written in a legible handwriting in English, Hindi or Marathi. The same may be shared on an email matrixvoice@matrixlifescience.com. Alternatively Protected Disclosures can also be reported orally on the following mobile no 9765486789. Whistle Blower is advised to submit related evidences/proof in view of protected disclosure.
- Protected Disclosure should be factual and not speculative or in the nature of conclusion, and should contain as much specific information as possible to allow for proper assessment of the nature and extent of the concern.
- For the purpose of providing protection, the Whistle Blower should disclose his / her identity to the Whistle Blower Committee while making such a disclosure.
- As a measure of safeguarding against the victimisation of the Whistle-blower, such person shall have direct access to the Whistle Blower Committee, in case of appropriate or exceptional cases.
INVESTIGATION:
- All Protected Disclosures reported under this Policy will be thoroughly investigated by the Whistle Blower Committee of the Company. The whistle blower committee may at its discretion, consider involving any Investigators for the purpose of investigation.
- The investigation taken up by the Whistle Blower Committee is to be treated as a neutral fact-finding process. The outcome of the investigation may or may not support the conclusion of the Whistle Blower that an improper or unethical act was committed.
- The identity of a Subject (the person against whom the issue has been raised) and the Whistle Blower will be kept confidential.
- Subjects will normally be informed of the allegations at the outset of a formal investigation and have opportunities for providing their inputs during the investigation.
- Subjects have a responsibility not to interfere with the investigation. Evidence shall not be with-held, destroyed or tempered with, and witnesses shall not be influenced, coached, threatened or intimidated by the Subjects.
- Unless there are compelling reasons not to do so, Subjects will be given the opportunity to respond to material findings contained in an investigation report. No allegation of wrong doing against a Subject shall be considered as maintainable unless there is good evidence in support of allegation.
- Subjects shall need to co-operate with the Whistle Blower Committee or any of the Investigators during investigation. Subjects have a right to consult with a person or persons of their choice and / or members of the Whistle Blower Committee and / or the Whistle Blower. Subjects have a right to be informed of the outcome of the investigation.
- The investigation shall be completed normally within 45 days of the receipt of the Protected Disclosure.
PROTECTION:
No unfair treatment will be meted out to a Whistle Blower by virtue of his / her having reported a Protected Disclosure under this Policy. The Company, as a policy, condemns any kind of discrimination, harassment, victimization or any other unfair employment practice being adopted against Whistle Blower. Complete protection will therefore be given to Whistle Blowers against any unfair practice like retaliation, threat or intimidation of termination / suspension of service, disciplinary action, transfer, demotion, refusal of promotion, or the like including any direct or indirect use of authority to obstruct the Whistle Blower’s right to continue to perform his duties / functions including making further protected Disclosure.
As a measure of safeguarding against the victimisation of the Whistle-blower, such person shall have direct access to the Whistle Blower Committee, in case of appropriate or exceptional cases.
The identity of the Whistle Blower shall be kept confidential. Any other Employee assisting in the said investigation shall also be protected to the same extent as the Whistle Blower.
INVESTIGATORS:
Investigators are required to conduct a process towards fact-finding and analysis. Investigators shall drive their authority and access rights from the Whistle Blower Committee when acting within the course and scope of their investigation.
Technical and other resources may be drawn upon as necessary to augment the investigation. All Investigators shall be independent and unbiased both in fact and as perceived. Investigators have a duty of fairness, objectivity, thoroughness, ethical behavior, and observance of legal and professional standards.
Investigations will be launched only after a preliminary review by the Whistle Blower Committee which establishes that-
The alleged act constitutes an improper or unethical activity or conduct, and the allegation is supported by information specific enough to be investigated. In cases where the allegation is not supported by specific information, the concerned matter is worthy of management review provided that such investigation should not be undertaken as an investigation of an improper or unethical activity or conduct.
DECISION:
If an investigation leads the Whistle Blower Committee to conclude that an improper or unethical act has been committed, it may take such disciplinary or corrective action as the Whistle Blower Committee may deem fit. It is clarified that any disciplinary or corrective action initiated against the Subject as a result of findings of an investigation pursuant to this Policy shall be adhered to.
REPORTING:
The Whistle Blower Committee shall maintain a documented report with the result or investigation on a regular basis about all Protected Disclosures referred to the Committee from time to time.
RETENTION OF DOCUMENTS:
All Protected Disclosures in writing or documented along with the results of investigation relating thereto shall be retained by the Whistle Blower Committee up to five year
AMMENDMENTS:
The Management at its sole discretion, with HR may amend and modify the policy from time to time and may withdraw the policy anytime without any notice.
Deviation
Notwithstanding anything contained herein to the contrary, BOD shall have the absolute discretion to modify / deviate from the existing rules, subject to the recording of the reasons necessitating such modifications /deviations.
Assurance and Enforcement
Compliance with this policy will be monitored by HR & Administration department.
The purpose of this policy is the presentation of guidelines and suggested course of action which will contribute to the uniform, fair, and consistent treatment of all company employees. These guidelines are not intended to serve as a contract of employment and are not intended to form an inflexible set of rules. BOD reserves the right to deviate, change, amend or terminate any part or whole of this policy at any time for any reason at its discretion.
It is the responsibility of all employees to adhere to corporate policies that are relevant to their activities. Their direct managers and senior leadership are accountable to ensure that all employees have the knowledge and the tools in order to assure compliance.
