Employee Code of Conduct Policy - Template, Sample Form Pro · IN-law
✓ Valid in India · drafted to comply with local law
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EMPLOYEE CODE OF CONDUCT
(Adopted pursuant to the Industrial Employment (Standing Orders) Act, 1946 and applicable labour legislation)
A. This Employee Code of Conduct ("Code") is effective from ________ ("Effective Date") and applies to ________, a company incorporated under the Companies Act, 2013 having Corporate Identity Number ________ and its registered office at ________, together with its subsidiaries and joint ventures over which the Company exercises management control ("We", "Us", "Our", "Company"). The Code applies to all Employees engaged to provide services to the Company, whether permanent, probationary, fixed-term, or contractual.
B. This Code has been framed to support the Employees of the Company in maintaining high standards of ethical behaviour and compliance with the applicable laws and regulations of India, both being essential to protecting and ensuring the long-term success of the business.
C. The Company operates with the objective of serving its customers and earning their trust. All communications and interactions with customers must enhance such trust.
D. This Code shall be read in conjunction with the Employee's letter of appointment, the Company's certified Standing Orders (where applicable), the Service Rules, and all other policies of the Company as amended from time to time.
1. COMPLIANCE WITH LAWS
1.1. All Employees are expected to comply with all of the Company's policies, procedures, and regulations.
1.2. Employees are expected to know and understand their legal obligations and to act within the bounds of applicable laws, rules, and regulations of every jurisdiction in which the Company conducts business.
1.4. Each Employee must comply with the anti-corruption laws of every jurisdiction in which the Company does business, including the Prevention of Corruption Act, 1988, as amended by the Prevention of Corruption (Amendment) Act, 2018.
1.5. Where any provision of this Code conflicts with or is inconsistent with any applicable law, the provisions of such law shall be complied with and shall override this Code to the extent of such inconsistency.
1.6. Violation of applicable laws, rules, and regulations may subject the Employee to individual criminal or civil liability, and may also expose the Company to civil or criminal liability and loss of reputation or business. Any such violation may attract disciplinary action by the Company in accordance with §16.
2. CONFLICTS OF INTEREST
2.1. Employees are expected to exercise their best judgment and act in the best interests of the Company while on duty, and must endeavour to avoid any actual or apparent conflict between their personal interests and the interests of the Company.
2.2. The following are examples of conflict-of-interest situations:
2.2.1. influencing an approval process resulting in the hiring of a relative or the entering into of a business relationship. For the purposes of this clause, "relative" shall bear the meaning assigned to it under Section 2(77) of the Companies Act, 2013 and the rules framed thereunder, and shall include a spouse, parent, grandparent, child, grandchild, sibling, uncle, aunt, nephew, or niece;
2.2.2. an Employee engaging in private employment or rendering services for any person or organisation that has, or may have, business dealings with the Company.
2.3. Upon becoming aware of any such conflict, the Employee shall disclose the same in writing to their supervisor/manager and shall refrain from entering into such transaction without the guidance of the supervisor/manager. The appropriate authority of the Company shall determine whether the conflict is substantial enough to exclude the Employee from any further involvement in such activity or decision-making process.
3. EQUAL OPPORTUNITY EMPLOYMENT
3.1. The Company's employment policy is based upon individual merit and qualifications related to professional competence. The Company shall make all reasonable accommodations to meet its obligations under the laws protecting the rights of persons with disabilities.
3.2. The Company promotes a diverse, inclusive, and equal workplace. Every Employee is expected to treat all persons with whom they have contact with dignity, courtesy, and respect.
3.3. The Company shall not discriminate against any person on grounds of gender, caste, religion, age, place of birth, descent, race, nationality, sexual orientation, disability, or any other characteristic protected by law, in respect of any term of employment such as hiring, promotion, transfer, compensation, or benefits, consistent with Articles 14, 15, and 16 of the Constitution of India. Managers and supervisors shall make all employment-related decisions solely on the basis of merit.
3.4. In accordance with the Rights of Persons with Disabilities Act, 2016 and the rules framed thereunder, the Company strives to ensure a work environment free from discrimination against persons with disabilities, and expects the same conduct from all Employees.
4. PREVENTION OF HARASSMENT AND DISCRIMINATION
4.1. The Company prohibits discrimination or harassment in any form, whether verbal, physical, or visual, and maintains a zero-tolerance policy against any form of harassment in a work-related situation based on sex, race, colour, caste, religion, ethnicity, nationality, age, physical or mental disability, or any other category protected under applicable State and Central laws.
4.2. In accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 and the rules framed thereunder, the Company has constituted an Internal Committee to receive and redress complaints of sexual harassment. The details of the Internal Committee, including the name and contact details of the Presiding Officer, are as follows: ________.
4.3. If any Employee believes that he/she/they has been bullied, harassed, or discriminated against, such Employee shall promptly report the incident to their supervisor or to the HR team. Supervisors and managers who become aware of any such incident shall report it to the HR team. The HR team shall take prompt and confidential action on such complaints. Any Employee may report harassment or discrimination through the following channel, with full confidentiality and protection against retaliation:
________
5. USE OF COMPANY PROPERTY
5.1. The Company may entrust the Employee with a wide range of valuable assets to enable the Employee to work on the Company's behalf.
5.2. Each Employee is responsible for the acquisition, use, maintenance, and disposal of Company assets entrusted to them, including materials, equipment, tools, tangible property, information, data, and intellectual property.
5.3. Employees are expected to treat such assets with care and to use them solely in the interests of the business and in accordance with the Company's latest security policies. Where any property is damaged or lost due to the negligence or wilful default of the Employee, the Employee shall be liable to replace it or to reimburse the amount determined by the Company, subject to and in accordance with the Payment of Wages Act, 1936 in respect of any deduction from wages.
5.4. The Employee shall never use the Company's property for personal gain or for any purpose other than as envisaged under the Company's policies.
6. CONFIDENTIAL INFORMATION AND PRIVACY
6.1. During the course of employment, the Employee will have access to information (whether or not recorded in writing or in digital form) which the Company treats as confidential or which has the necessary quality of confidence.
6.2. The Employee acknowledges that the Company from time to time holds information claimed by others to be proprietary and which the Company has agreed to keep confidential.
6.3. Access to proprietary information shall be limited to those persons who need to know. The Employee shall maintain the confidentiality of Company information both during and after the cessation of their employment, and this obligation shall survive termination of employment.
6.4. Clients and other stakeholders rely on the Company to maintain accurate and complete records and accounts. The Employee shall handle all information with integrity and responsibility and shall comply with all applicable record retention policies and procedures, including the manner in which data is shared, stored, retrieved, and disposed of.
6.5. The Employee shall process personal data only in accordance with the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000 and the rules framed thereunder, and the Company's data protection policies.
7. INSIDER TRADING AND UNPUBLISHED PRICE SENSITIVE INFORMATION
7.1. The Employee acknowledges that by reason of their position with the Company and their relationships with the Company, its owners, executives, and clients, the Employee may acquire "unpublished price sensitive information" within the meaning of the Securities and Exchange Board of India (Prohibition of Insider Trading) Regulations, 2015 and the SEBI Act, 1992.
7.2. The Employee shall not disclose any such unpublished price sensitive information to any person, nor use it to trade in securities or to attempt in any manner to derive profit therefrom, whether directly or indirectly.
7.3. Where required, the Employee shall execute such specific agreements or documents as the Company may request in this connection. The Employee may be subject to criminal and civil liability for engaging in transactions involving such information, and such conduct may subject the Company to substantial penalties. The Company considers any violation of its insider trading policy to be a ground for immediate termination of employment.
8. INTERNET USAGE AND CYBERSECURITY
8.1. The Company's electronic communication system must be used exclusively to facilitate the business of the Company. Employees are cautioned against using the internet for personal gain or entertainment.
8.2. Logging into any of the Company's accounts from personal devices such as mobile phones, tablets, or laptops may place the Company's data at risk. The Company does not recommend accessing any Company data from personal devices. Where such access is unavoidable, Employees are obliged to keep their devices secure with adequate security protection.
8.3. All Employees are required to follow the following practices:
8.3.1. keep all electronic devices password-secured and protected with the latest security features;
8.3.2. log in to the Company's accounts only using safe and secure networks;
8.3.3. update antivirus software regularly on their devices; and
8.3.4. not leave any device unprotected or exposed.
8.4. Emails may carry scams and malware. If an Employee is unsure whether an email or data is safe, the Employee may contact the Company's IT specialist for advice.
8.5. To protect the Company's data, all Employees shall:
8.5.1. refrain from opening or clicking any link or attachment that is not from within the Company or a reliable source;
8.5.2. always verify that emails originate from valid email addresses within the organisation or from a reliable source; and
8.5.3. exercise caution regarding inconsistencies and clickbait titles such as offers, prizes, or surprises.
8.6. Employees shall use passwords containing upper case and lower case letters, numerals, and symbols, and shall not exchange credentials unless requested or approved by their supervisor.
8.7. The Employee shall not transfer any personal data, including confidential customer and employee data, except in accordance with the Digital Personal Data Protection Act, 2023 and all other applicable data protection laws.
8.8. These cybersecurity guidelines and procedures must be strictly followed even while working remotely. In case of intentional or repeated breaches that are harmful to the Company, the Company shall take serious action, including termination of employment.
9. WORKPLACE HEALTH AND SAFETY
9.1. The Company is committed to providing and maintaining a safe and healthy working environment for all its Employees, in accordance with the Occupational Safety, Health and Working Conditions Code, 2020 and other applicable legislation, and expects every Employee to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions at work.
9.2. Every Employee shall comply with all applicable health and safety laws, regulations, and the Company's policies and procedures, including the use of any safety equipment provided, and shall immediately report any unsafe condition, accident, injury, or hazard to their supervisor/manager.
9.3. The Company shall take all reasonable measures to ensure that the workplace is free from recognised hazards. Any Employee who violates the health and safety rules or engages in conduct that endangers themselves or others shall be subject to disciplinary action, up to and including termination of employment.
10. PERSONAL APPEARANCE
10.1. Every Employee must maintain an appropriate standard of dress and personal appearance at work and conduct themselves professionally at all times, both within the workplace and when representing the Company.
10.2. The appearance of Employees while working for the Company contributes to its reputation and the development of its business. All Employees are required to be neat, clean, tidy, and smart in appearance, consistent with their professional status, whether working on the Company's premises or elsewhere. Employees required to wear a uniform must do so during working hours unless otherwise advised by their supervisor/manager. Uniforms must always be clean, ironed, and worn in a presentable manner. The cost of the uniform shall be borne by the Company. Upon cessation of employment, the Employee shall return the uniform issued to them. Uniforms must not be altered in any way without the Company's permission.
10.3. The Employee shall follow the dress code set out below while on duty:
________
10.4. An Employee occupying a role requiring protective or safety clothing or footwear is obliged to wear the same while carrying out their duties, as required by law or by the Company's rules.
10.5. Any Employee who disregards these rules shall be subject to disciplinary action, though minor breaches will ordinarily be dealt with informally. In serious cases, where an Employee's appearance, in the Company's view, transgresses acceptable limits, the Employee shall be asked to change attire, and in such circumstances the Employee shall not be paid for the duration of any consequent absence from work.
11. ATTENDANCE AND PUNCTUALITY
11.1. To ensure adequate staffing, positive employee morale, and the expected productivity standards across the organisation, each Employee shall be held accountable for adhering to their workplace schedule. Where the Employee is unable to meet the schedule, they must obtain prior written consent from their supervisor/manager for any schedule change.
11.2. An Employee shall be deemed absent when they are unavailable for work as assigned/scheduled and such time off was not scheduled or approved in advance by the concerned supervisor/manager.
11.3. An Employee who fails to report to work as scheduled, without prior intimation, for 3 (three) consecutive scheduled workdays shall be deemed to have abandoned their position, and employment may be terminated at the discretion of the Company, subject to compliance with the applicable Standing Orders and principles of natural justice.
11.4. The specific rules of the Company in respect of attendance are as follows:
________
12. COMMUNICATION AND COLLABORATION
12.1. Each Employee must show maximum respect to every other person within the organisation and to external contacts in a business context. Employees shall strive to maintain a civil work atmosphere at all times and shall refrain from shouting, yelling, using vulgarities, or swearing at co-workers or customers.
12.2. If an Employee is contacted and requested to discuss Company business with any member of the press, any investor, market analyst, or other outside party, the Employee shall refrain from doing so and shall refer the request to the designated spokesperson of the Company. For any clarification, the Employee may contact the HR department.
12.3. Meetings are a formal means of communication occurring across all departments. Employees handling functions at multiple locations and those who work independently are required to meet regularly, and there shall be regular meetings between supervisors/managers and the Company's management.
13. GIFTS AND HOSPITALITY
13.1. Employees are prohibited from accepting gifts of any kind offered by vendors, suppliers, customers, prospective employees, prospective vendors or suppliers, or any other individual or organisation, at any time, whether on or off the work premises, except as specifically permitted under this policy or in writing by ________.
13.2. If an Employee receives a gift in violation of this policy, the Employee shall report the incident to ________.
14. ANTI-BRIBERY AND ANTI-CORRUPTION
15. DRUGS AND ALCOHOL
15.1. The Company strives to protect the health and safety of every person at the workplace. The use of drugs and alcohol can affect a person's ability to work safely, creating risk to other workers and harming the work atmosphere.
15.2. Whenever Employees are working, operating any Company asset, present on the Company's premises, or conducting Company-related work offsite, they are prohibited from:
15.2.1. using, possessing, buying, selling, manufacturing, or dispensing any illegal drug or narcotic substance in contravention of the Narcotic Drugs and Psychotropic Substances Act, 1985;
15.2.2. being under the influence of alcohol or an illegal drug; or
15.2.3. possessing or consuming alcohol.
15.3. An Employee taking a prescription drug shall, where it may affect performance or safety, present a statement from the prescribing physician confirming that the drug will not impair the Employee's work performance or safety.
15.4. An Employee who tests positive or otherwise violates this policy shall be subject to disciplinary action, including immediate termination of employment.
16. DISCIPLINARY ACTION
16.1. Where the disciplinary consequence of a violation of this Code is not specified in the preceding clauses, the Company may follow the progressive disciplinary procedure set out below, in accordance with the applicable Standing Orders and the principles of natural justice:
16.1.1. Verbal warning: the manager/supervisor reprimands the Employee for unacceptable performance or conduct and warns the Employee to refrain from such conduct;
16.1.2. Written warning: a written warning letter is issued to the Employee describing in specific detail the performance problems or violations and explaining the consequences of failure to rectify the same within the specified time or of any repetition;
16.1.3. Suspension: a period during which the Employee is not permitted to work and for which no compensation is payable, where it has been determined that the Employee's performance or conduct is unsatisfactory; and
16.1.4. Termination: where the Employee is found to be in gross violation of this Code, the Employee may be dismissed from employment, after due enquiry where required by law.
16.2. No action of dismissal or punishment shall be taken except after affording the Employee a reasonable opportunity of being heard, in accordance with the certified Standing Orders (where applicable) and the principles of natural justice.
17. AMENDMENT AND GOVERNING LAW
17.1. The Company reserves the right to amend, modify, or supplement this Code at any time, and any such amendment shall be communicated to the Employees and shall be binding upon them from the date of such communication.
17.2. This Code shall be governed by and construed in accordance with the laws of India, and the courts at ________ shall have exclusive jurisdiction in respect of any matter arising out of or in connection with this Code.
18. ACKNOWLEDGEMENT
By signing this Code:
18.1. I acknowledge that I have reviewed the above policies and guidelines of the Company and understand my responsibilities;
18.2. I agree to report any actual or potential situation or incident that may be contrary to the above policies as soon as I become aware of it; and
18.3. I agree to abide by the aforementioned policies, and I understand that my failure to comply may result in disciplinary action, up to and including dismissal.
Employee Name: ________
Employee Identification / Personnel No.: ________
Designation: ________
Date: ________
Place: ________
_________________________
Signature of Employee
For and on behalf of ________
Name: ________
Designation: ________
_________________________
Signature of Authorised Signatory
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