Employee Handbook

Welcome to CLV Technologies! This handbook is designed to provide you with a comprehensive understanding of our policies, culture, and the resources available to support you.

Introduction

Welcome to CLV Technologies. This handbook provides guidelines on expected behavior, company values, and policies that you are expected to follow during your employment.

This policy applies to all employment practices, including but not limited to recruitment, hiring, promotions, transfers, terminations, compensation, benefits, training, and professional development opportunities.

Company Culture and Core Values

At CLV Technologies, our culture is deeply rooted in our commitment to fostering a positive, productive, and ethical work environment. We believe our core values define who we are as an organization and guide our actions, decisions, and interactions.

Integrity: We conduct our business with the highest standards of honesty, transparency, and ethical behavior. Integrity is the foundation of our trustworthiness, and we expect all employees to uphold strong moral principles in every aspect of their professional conduct.

Collaboration: Teamwork and partnership are at the heart of our success. We encourage open communication, mutual support, and the sharing of ideas to achieve common goals. Collaboration fosters innovation and strengthens relationships within the organization and with our stakeholders.

Innovation: We are committed to embracing creativity and driving progress through new ideas, approaches, and solutions. We encourage our employees to think outside the box, challenge the status quo, and continuously seek opportunities for growth and improvement.

Excellence: We strive for the highest standards of quality and performance in everything we do. Whether delivering products, services, or internal processes, we are dedicated to achieving excellence and exceeding expectations.

Respect: We treat everyone (colleagues, clients, and partners) with fairness, dignity, and respect. A diverse and inclusive work environment is essential to our success, and we are committed to fostering a culture where every individual feels valued and empowered.

These values are integral to our identity and form the foundation of our workplace culture. We expect all employees to embody these principles and contribute to a positive and thriving organizational environment.

Equal Employment Opportunity Policy

At CLV Technologies, we are committed to fostering a diverse, inclusive, and equitable workplace where every individual is valued and given an equal opportunity to thrive. We ensure that employment decisions are based solely on merit, qualifications, and the needs of the business, without discrimination or bias.

We strictly prohibit discrimination against any employee or applicant based on:

• Race, color, or ethnicity
• Religion or belief
• Gender, gender identity
• National origin or citizenship
• Marital status
• Any other characteristic protected by applicable laws and regulations

Commitment to Inclusion

CLV Technologies recognizes the value that diversity brings to our organization. We are dedicated to maintaining an environment where individuals from all backgrounds feel respected, supported, and empowered to contribute to their fullest potential.

Reporting and Accountability

Employees who believe they have experienced or witnessed a violation of this policy are encouraged to report the incident promptly to their supervisor or Human Resources department. CLV Technologies will take appropriate action to investigate and address any reported concerns while ensuring confidentiality and protection from retaliation.

By adhering to this policy, we reaffirm our commitment to creating an inclusive work environment that reflects our values and promotes equal opportunities for all.

Code of Conduct

At CLV Technologies, we are committed to maintaining a workplace that reflects professionalism, respect, and integrity. Our Code of Conduct outlines the standards of behavior expected from all employees to foster a positive, inclusive, and compliant work environment. All employees are required to adhere to these principles to ensure the success of the organization and uphold its reputation.

Professionalism

Employees must conduct themselves in a manner that reflects positively on the organization. This includes:

• Demonstrating reliability, accountability, and commitment to job responsibilities.
• Maintaining a courteous and cooperative attitude in all interactions.
• Adhering to organizational policies and guidelines at all times.

Respect for Others

We are committed to cultivating a respectful workplace where everyone feels valued. Employees must:

• Treat colleagues, customers, vendors, and other stakeholders with dignity and fairness.
• Embrace diversity and promote inclusivity in all interactions.
• Avoid any form of harassment, discrimination, or bullying, whether verbal, physical, or written.

Appropriate Communication

Clear and professional communication is essential to a productive workplace. Employees are required to:

• Use language that is respectful, inclusive, and appropriate in all office settings and official communications.
• Refrain from using offensive, inappropriate, or abusive language under any circumstances.
• Compliance with Laws and Regulations: Employees are required to comply with all applicable laws, regulations, and organizational policies. This includes:
• Adhering to ethical business practices in all transactions and dealings.
• Reporting any illegal, unethical, or unsafe activities promptly.
• Cooperating fully with internal and external audits or investigations.

Usage of Social Media

Employees are encouraged to use social media responsibly and professionally. While personal use of social media is allowed, employees must refrain from posting any content that may harm the reputation or defame CLV Technologies. Employees are expected to represent the organization positively and professionally both online and offline. Negative or inappropriate comments related to the company, its staff, or its operations could lead to disciplinary action.

Furthermore, even after the termination of employment, former employees remain legally, ethically, and morally bound to refrain from defaming or making any negative or inappropriate comments about CLV Technologies, its personnel, or its operations. Any violation of this obligation may result in legal action.

Disciplinary Actions

Failure to adhere to the Code of Conduct may result in disciplinary action, up to and including termination of employment and appropriate legal proceedings.

Work Hours, Attendance, and Late Policy

Work Hours

Standard working hours are from 10:00 AM to 7:00 PM from Monday to Friday.

Attendance

In order to ensure that everyone's hard work & dedication is easily visible to managers, it's imperative that you check-in/check-out on the installed device.

Please Note:

Check-in is mandatory for everyone, as any missed punch-in will be considered an absence for that day by default in the system. If someone’s check-in is missed, they must email HR within two (2) days of the missed check-in, keeping their line manager in CC, so that it can be manually added after the line manager’s approval. If someone neither checks in nor sends the email within this timeframe, it will be considered as their leave, and it will not be approved later under any circumstances.

Late Policy

Punctuality is critical to maintaining a productive and professional work environment. CLV Technologies has established the following guidelines to ensure consistency and fairness in addressing late arrivals:

Grace Period

Employees arriving before 10:15 AM will not be considered late.

Arrivals at 10:16 AM or later will be marked as late.

Late Arrivals Policy

If an employee is late more than three(3) times in a single calendar month, one(1) holiday will be deducted from their leave balance. If leaves are not available in their leave balance their salary for the month will be adjusted to account for the accrued leaves.

If an employee arrives after 1:00 PM, it will be considered as one full day's leave, regardless of prior lateness records.

Unadjusted Late Instances

If an employee has fewer than three(3) late arrivals in a month (e.g., one or two late arrivals), these instances will not roll over or be adjusted in subsequent months. The count will reset at the start of each new month.

Remote Work Policy

Management discourages a resource to Work from Home as collaboration, interaction and teamwork is the key to success; which is best supported in the office environment.

Work From Home is only allowed in emergency situations with the prior approval of the Development Manager and HR. A resource should email HR and Development Manager while requesting for WFH.

"Work From Home" can be availed no more than two(2) times a month. However, special permissions can be granted depending upon the gravity of situations and the nature of project.

Freelancing Policy

CLV Technologies recognizes the importance of professional development and skill-building for our employees.

However, the company does not permit employees to engage in any form of freelancing or side projects during their employment with CLV Technologies. This policy is designed to ensure that all employees remain fully committed to their roles and responsibilities within the company, and to prevent any potential conflicts of interest or distraction from their primary job duties.

Freelancing During Employment

Employees are prohibited from engaging in any freelancing work during their regular working hours at CLV Technologies. Additionally, employees are not permitted to use any company resources, including but not limited to equipment, facilities, software, or intellectual property, for freelance work.

Any employee found engaging in freelancing during company time, or using company resources for such activities, will be subject to strict disciplinary action, including immediate termination without notice.

Compensation and Benefits

At CLV Technologies, we are dedicated to providing competitive compensation and a comprehensive benefits package that supports the well-being and financial security of our employees.

Our approach to compensation and benefits reflects our commitment to fairness, market competitiveness, and compliance with applicable laws and regulations.

Salary

Salaries at CLV Technologies are determined based on an employee's qualifications, experience, job responsibilities, and prevailing market standards. The organization conducts periodic reviews to ensure compensation remains competitive and aligned with industry benchmarks.

Benefits

CLV Technologies is committed to enhancing the well-being and financial security of our employees.

We are currently working on introducing a comprehensive range of benefits, including medical allowances, travel allowances, and bonuses. While these benefits are under review at this stage, we aim to implement them in the near future as part of our commitment to employee support and satisfaction.

Leave Policies

At CLV Technologies, we value our employees' time and recognize the importance of a healthy work-life balance. To ensure that our operations run smoothly while allowing our employees to take necessary time off, we have implemented the following policies:

General Points

There are no paid leaves during probation/internship. You can take two(2) leaves in case of an emergency. More than two(2) leaves will result in a deduction of the salary.

You can take a half day four(4 hours) leave. Two half-day leaves will accumulate to one full day of the leave. Each half day leave must be accomapanied by an email to immediate line manager and HR - these short leaves are subject to approval.

If you take more leaves than the allocated number of leaves (including full and half-day leaves), CLV Technologies will deduct the salary for those additional days from your monthly salary.

Please Note: The leaves cycle is from 1st July to June 31st.

Annual Leaves

The purpose of annual is to give employees a chance to take a break from their regular work routine for rest, recreation, or personal matters that require time off.

A permanent employee is eligible for ten(10) working days of annual leave after completing one full year of service with the company.

Please Note:

Annual leave cannot be taken during the notice period. If an employee resigns while already on annual leave, the leave is considered cancelled.

Casual/Sick Leave

Casual and sick leave are provided to employees on a pro-rata basis, starting from the date of confirmation.

Employees are entitled to five(5) casual leave days and five(5) sick leave days per year.

Please Note:

Unused casual or sick leave will not be carried forward to the next year's balance.

Maternity Leaves Policy

The company provides eight(8) weeks of paid maternity leave to female employees for childbirth.

Employees wishing to take maternity leave must submit a formal request to the HR department via email. The request should include the expected date of confinement and an official medical certificate signed by a doctor as supporting documentation.

Please Note:

Female employees who avail of maternity leave will be eligible for maternity leave again after a minimum period of three years from the end of their previous maternity leave.

Paternity Leave Policy

The company offers three (3) days of paternity leave to any of its permanent male employees whose wives are expecting a child.

Employees wishing to take paternity leave must apply via email to the HR department at least one week prior to the start date of the leave along with an approved medical certificate signed by a doctor as documentary proof.

Pleae Note:

Paternity leave is provided only once during the employee’s entire service with the company.

Compensatory Leave

CLV Technologies discourages working on weekends or public holidays, but occasionally, based on client requirements, work may be necessary during these times.

Employees working on weekends or public holidays will be entitled to compensatory leave in lieu, which will be added to their annual leave balance.

Compensatory leave will only be recorded in the HR records if the employee works on a holiday/weekend with prior manager approval.

Please Note:

Working less than five(5) hours will be considered a half-day, and the corresponding leave will be adjusted against the employee’s annual leave balance.

Hajj Leaves

The company understands the religious inclinations of its employees and offers a paid hajj leave of fifteen(15) days to any of its permanent employees who want to perform this religious duty,

Employees must apply for this leave by emailing HRD at least two(2) months before their planned leave.

Formal approval from the employee’s team lead is required before the leave can be confirmed.

Employees are required to provide a copy of their flight tickets or other documentary proof of their pilgrimage to get the leave approved.

Bereavement Leaves

In case of the death of close family member (parents, siblings, spouse, or children), the employee is entitled to three(3) days of paid bereavement leave.

These three days of bereavement leave will be provided without any deduction from the employee's regular leave balance or other leave policies.

If the employee requires additional time off beyond the three days for mourning or other related matters, they may use their annual leave entitlement to cover the additional time away from work.

The employee is expected to inform their manager and HR as soon as possible to facilitate leave approval and ensure proper documentation is in place.

Marriage Leave

To support employees during significant life events the company offers five(5) days of marriage leave to all permanent employees. This leave is intended to allow employees the time they need to celebrate their wedding without impacting their annual leave balance.

Employees must submit a formal leave application to HRD via email.

Prior to submitting the application, employees must first obtain approval from their team lead.

The leave application should be submitted to HR at least one month before the requested leave date to allow for adequate planning and approval.

Sandwiched/Attachment leaves policy

To ensure clarity and consistency in leave management, the company has established the following guidelines regarding leave taken around weekends and public holidays. These guidelines are designed to avoid any confusion and ensure that leave requests are properly accounted for.

Sandwiched Leave

If an employee takes leave on Friday and Monday, it will be considered a 4-day leave (Friday, Saturday, Sunday, and Monday).

Attachment Leaves

If an employee takes leave before or after a public holiday, the public holiday will be considered part of the leave.

For example:

If the public holiday falls on Thursday and the employee takes leave on Friday,
it will be considered a 4-day leave (Thursday, Friday, Saturday, and Sunday).

If the public holiday is on Friday and the employee takes leave on Thursday,
it will be considered a 4-day leave (Thursday, Friday, Saturday, and Sunday).

Similarly, if the public holiday is on Monday and the employee takes leave on Friday,
it will also be considered a 4-day leave (Friday, Saturday, Sunday, and Monday).

Leave approval process

To streamline the leave approval process and maintain accurate records, the following procedure should be followed for all leave requests:

All leave requests must be approved by the respective line manager before being forwarded
to HR for record-keeping purposes.

For annual leave, employees are required to obtain approval
from their immediate manager at least 2 weeks prior to the intended leave date.

If an employee wishes to take leave, they must submit a formal leave 
request via email to their line manager and HRD. The email should be
addressed to HR with the line manager in cc.

Once the line manager approves the leave,
they must notify HRD, ensuring the request is recorded properly.

Performance and Development

Career Growth and Advancement

At CLV Technologies, your growth is our priority! Opportunities for career advancement are designed to recognize your exceptional performance, continuous skill development, and alignment with the evolving needs of the organization.

We are committed to helping you build a fulfilling and dynamic career journey with us.

Reward and Recognition

Your hard work deserves to shine! High performance and outstanding achievements will not only be acknowledged but celebrated. A comprehensive mechanism is being developed to ensure every effort and milestone is recognized through meaningful rewards, creating an inspiring and motivating workplace culture where excellence thrives.

Continuous Improvement

We believe in evolving together! This policy will be reviewed regularly to ensure it remains impactful in fostering your personal growth while contributing to our collective organizational success. At CLV Technologies, we are committed to creating an environment where your ambitions and our vision align seamlessly.

Privacy and Confidentiality:

At CLV Technologies, we are committed to maintaining the highest standards of privacy and confidentiality to protect the sensitive information of the company, its clients, and employees.

All employees are expected to uphold the confidentiality of proprietary and sensitive data at all times, both during their employment and after the termination of their employment with the company.

Confidentiality Agreement

As a condition of employment, all employees are required to sign a confidentiality agreement upon joining CLV Technologies. This agreement outlines the expectations and legal obligations regarding the protection of proprietary information and the non-disclosure of confidential data. Employees must strictly adhere to the terms outlined in this agreement throughout their tenure with the company.

Data Protection

Employees must comply with the company’s data protection policies, which are designed to ensure the security and confidentiality of both company and client data.

This includes, but is not limited to, proper handling, storage, and disposal of sensitive information, as well as the appropriate use of electronic systems and devices.

All employees are expected to use company resources, including email and digital systems, in accordance with established security protocols to prevent unauthorized access or data breaches.

Protection of Client and Employee Info

Employees must treat all client-related and employee-related information with the utmost discretion. This includes respecting client confidentiality, safeguarding personal employee data, and refraining from sharing any sensitive information unless authorized to do so by company management.

Unauthorized disclosure of confidential information can lead to severe consequences, including disciplinary action and legal ramifications.

Post-Employment Obligations

The obligation to protect confidential information extends beyond the duration of employment. Employees must continue to respect confidentiality and refrain from using or disclosing proprietary information after leaving the company.

Breaches of confidentiality after termination will be subject to legal action, as outlined in the confidentiality agreement.

By maintaining the highest standards of privacy and confidentiality, CLV Technologies ensures the trust of its clients, employees, and business partners, safeguarding its competitive advantage and reputation.

Harassment and Discrimination Policy

CLV Technologies is an equal opportunity employer, and prohibits discrimination on the basis of religion or belief. This prohibition on religious discrimination applies to all aspects of employment including, without limitation, recruitment, interviewing, hiring, training, job assignments, promotions, demotions, compensation, benefits, transfers, terminations, layoffs, firing, recalls, tuition assistance, and social and recreational programs.

It is the responsibility of every employee to strictly comply with this policy. This policy prohibits unlawful harassment of any kind, including jokes, slurs, offensive gestures, and bullying on the basis of religion or sincerely held beliefs. Furthermore, supervisors should allow religious expression among employees to the same extent that they allow other types of personal expression that are not harassing or disruptive.

Any employee who feels that he or she has been treated contrary to this policy, including any harassment by company personnel or work-related harassment by any other person, should contact his or her supervisor, any member of the human resources department .

Any employee who is found to have violated this policy shall be subject to disciplinary action up to and including termination of employment.

Please Note:

CLV Technologies will not retaliate against any employee for filing a complaint and will not tolerate retaliation by management, employees, or co-workers.

IT Policy

Asset Allocation Policy

The purpose of this policy is to provide a framework for usage of IT/Admin Assets at CLV Technology.

Allocation/requisition of IT/Admin equipment

All IT asset requests should be routed to the IT department through the request form. You can obtain the request form from Admin/HR. This form can be used to request items such as headphones, RAM upgrades, new batteries, stationery, and more.

For laptop users, at the time of laptop issuance, employee will be offered a Laptop bag.

Care of Assets

IT assets should only be used for company work including productivity, learning, research, and communication.

In case of any problem/malfunction with any of IT Assets, employee must immediately inform IT through email.

The laptop will be configured with a standard suite of programs that are appropriate for the type of laptop you received based upon CLV software standards. Other applications may be provided to you based upon your professional needs and/or requirements.

Employees are expected to protect IT Assets from damage and theft .

Employees are monetarily responsible for any hardware or software damage or loss inflicted to the laptop due to negligence on his/her part.

The laptop along with all its accessories must be returned in full working order upon an employee's exit from CLV Technologies.

Please Note:

In case of theft a copy of FIR is mandatory from employee’s side to be submitted to the Management within three(3) days after the event.

Life and Replacement

Battery of a laptop will be replaced not before 12 months and only if battery life is below 15 minutes or as necessary.

Laptops will be assessed for replacement only if the user requirements are not matched with laptop specification or in case of serious malfunction.

Separation Policy

At CLV Technologies, we are committed to maintaining a professional and respectful work environment. To ensure a smooth transition during an employee’s separation from the company, we have established the following separation policy, which outlines the process for ending employment with CLV Technologies.

Separation from employment can occur through various means, including, but not limited to:

• Resignation by the employee
• Termination by CLV Technologies
• Mutual agreement between the employee and CLV Technologies
• Termination of Employment Due to Service No Longer Required.

All employees must adhere to the guidelines and procedures set forth in this policy during the separation process.

Resignation Notice

Employees who wish to resign from CLV Technologies must submit a written notice to their immediate supervisor and the Human Resources Department (HR) at least one(1) month prior to their intended last working day.

This one-month notice period ensures that the company has adequate time to manage the transition and make necessary arrangements.

In exceptional circumstances, such as serious illness or injury, CLV Technologies may consider waiving this notice period at its discretion.

Termination or Mutual Separation

In cases of termination or a mutual separation agreement, CLV Technologies will provide the employee with written notice that specifies the effective date of separation and the reason for the termination or mutual agreement.

CLV Technologies reserves the right to terminate an employee's employment with immediate effect without notice, benefits, or any additional compensation, in the event of a violation of company policies.

Service No Longer Required

CLV Technologies reserves the right to terminate employment immediately when the company determines that the services of an employee are no longer required. In such cases, the company will ensure that all legal and contractual obligations are met, and the employee will be provided with necessary documentation and support during the process.

Notice Period

Permanent employees are required to serve a one-month notice period at the company premises. However, the company reserves the right to waive this requirement and place the employee on garden leave immediately if deemed necessary.

Employees on probation are required to serve only a one-day notice period.

If an employee fails to serve the full notice period required by the company, CLV Technologies reserves the right to take the following actions:

• Withhold the experience letter
• Deduct pay for the days not worked during the notice period

Return of Company Property

Upon separation, whether through resignation, termination, or mutual agreement, employees are required to return all company property, including but not limited to: - Keys - Access cards - Equipment - Software - Documents (both physical and electronic) - Failure to return company property may result in deductions from the final settlement.

Please Note:

CLV reserves the right to revise this policy as necessary to align with evolving organizational needs and demands. Any changes will be communicated to employees in a timely manner.

If an employee fails to adhere to any part of this policy or acts in violation of its terms, CLV Technologies reserves the right to terminate the employee’s employment immediately, without notice, depending on the severity and nature of the violation.