Welcome aboard Indexnine Technologies! We are glad that you have joined us, and look forward to building a long standing, mutually beneficial and rewarding relationship.

This handbook will help you understand the policies that govern our business and answer any questions that you might have. It also intends to provide an overview of our Company ethos as well as act as a step by step guide to Employee conduct at Indexnine Technologies. Please read it carefully. Any amendments to the handbook will be communicated to all employees and will be deemed to be applicable to all.

Indexnine is a fast-growing specialist technology services firm known for its expertise in designing, building, and testing software products for some of the digital businesses which are situated in India and Overseas with a strong focus on innovation and quality. Indexnine continues to gain expertise in the digital product space.

Employees will have the opportunity to work on complex challenges in the digital product domain, gain proficiency in the latest technology tools, and receive mentorship from some of the industry's most experienced engineering professionals.

Indexnine provides the opportunity to the employees to showcase their skills and contribute across the organization. The company encourages engineers to develop into "3X engineers" by excelling in three key areas—technology, communication, and a strong product mindset. This holistic approach offers a valuable pathway for accelerated career growth and professional development.

1. Company's Vision and Mission

   1. Vision: To build the fastest-growing product development business that is a trusted partner for mid-market product-led firms in the US, UK, and India.
   2. Mission: Catalyzing success for the next generation of market leaders through dedicated, reliable and innovative product development services.

2. Company Values

   Indexnine's culture is driven by these four values:

   1. Product Quality: We commit to the highest standards of engineering excellence. Our approach integrates cutting-edge technology, meticulous quality control, and a relentless focus on pragmatic user-centered design to create exceptional products that stand out in the marketplace
   2. Velocity: We prioritize speed without sacrificing quality. Our agile methodologies and safe adoption of AI and rules-based automation tools enable us to deliver product outcomes swiftly, ensuring our Customers can capitalize on market opportunities and gain a competitive edge.
   3. Transparency: We believe that openness, clear communication balanced with care builds trust. We ensure our Customers and employees are fully informed and engaged at every stage of product development.
   4. Founder's Mindset: We approach each engagement with entrepreneurial zeal, resourcefulness, a focus on impact, and a complete sense of ownership.

All full-time employees of Indexnine including the Consultants and Interns will undergo the onboarding and company induction. The purpose of employee onboarding at Indexnine is to effectively integrate new hires into the organization and familiarize them with the company's culture, values, policies, and procedures.

1. Office Hours

   Our standard workweek is at least 40 hours. For regular full-time employees, Indexnine's standard workday is at least 8 hours from 9:00 am to 6:00 pm, Monday to Friday, and includes an hour for lunch each day. However, we recognize the need for flexibility of these hours depending on various project commitments/ requirements.

   Hence, for most employees, the working hours are flexible and subject to approval from the manager. However, flexibility in work schedule is conditional to the requirement that you do not cause inconvenience to your customer / colleagues and can complete your work on a timely basis.

2. Attendance

   Your regular attendance on the job is important to Indexnine. To meet the expectations and needs of our customers, you are required to be available and in the office as scheduled and when required.

   If you are either sick or not available for work for any reason, it is important that you notify your manager or the team as soon as possible. If you are unable to reach your manager directly, please notify the HR of your absence and the reasons for the same by email or phone call.

3. Pay Periods and salaries

   We pay on a monthly basis. Salaries are distributed on the last day of the month and cover all regular pay for the pay period, less mandatory and voluntary deductions. If the last day of the month happens to be a holiday, you will be paid on the previous day. The salary will be directly deposited into your salary account.

4. Employment Records

   Indexnine maintains Employee records including Address proof and ID proof and other educational and employment documents. All information is considered to be confidential and will not be released except when necessary to conduct our business or as required by law. For credit verification purposes, Indexnine will release job titles and dates of employment only.

5. Onboarding

   1. On the first day at Indexnine, an employee’s day begins around 10:30 AM with ample time to read the documentation provided and to fill in the mandatory forms. The HR team is the primary point of contact for policies and people operations.The HR and the IT team will run the key onboarding formalities, including setting up the Indexnine email ID and Slack account, Company induction and introduction to buddy and Reporting Manager. The IT team will assist in enabling the two-factor authentication for official mail ID for added security.
   2. To support the onboarding process at Indexnine, each new joiner is assigned a buddy from the team for their first month. The buddy serves as a primary point of contact, providing guidance and assistance to help the new team member adapt to the work environment. New joiners are encouraged to reach out to their buddy for any queries or support needed. Over time, they will have the opportunity to take on the role of a buddy and extend the same support to future team members.
   3. We understand that adapting to a new workplace takes time and we encourage the new hires to ask questions, engage with buddies, manager and teammates, HR and seek clarity whenever needed.

   The company onboarding and orientation will include the following:

   1. Company Induction by HR: Overview of company policies, values, and expectations.
   2. IT Induction: Assistance with system access, tools, and security protocols.
   3. Profiles Creation: Setting up internal and external profiles for seamless collaboration.
   4. Finance Induction: Understanding payroll, reimbursements, and financial policies.
   5. Learning and Development Induction: Introduction to training programs and mandatory training.
   6. Project or Studio Onboarding: Getting acquainted with the specific project or studio.
   7. Culture Orientation: Insights into Indexnine’s work culture and core values.
   8. Regular Connects with HR: 30-60–90 day connects to ensure a smooth transition.

1. Code of Conduct

   We recognize that a Company’s reputation is a direct function of its employees’ conduct. The actions of employees can affect a Company’s business relations with customers, associates and business partners. Indexnine expects that the employees will always conduct themselves in a manner consistent with the highest standards of honesty, integrity and fairness when carrying out their responsibilities. In order to achieve this, we have formulated a Code of Conduct which would serve as a guideline. This ‘Code of Conduct’ is placed in the subsequent paragraphs.

   1. Ethical Conduct

   In fulfilling their duties to the Company, all employees shall, to the best of their ability:

   1. Carry out the assigned duties/tasks at Indexnine sincerely, responsibly, expeditiously and to the overall satisfaction of the Company and customers
   2. Conduct themselves honestly and ethically, including the ethical handling of actual or apparent conflicts of interest between personal and professional relationships. .
   3. Maintain confidentiality with respect to information learned during the course of employment.
   4. Act responsibly when using the Company's assets or other resources; and hold themselves accountable for adherence to this Code.

   2. Compliance with Laws and Procedures

   The employees shall comply with all applicable national, state and local laws, rules, regulations and Company procedures at all times. The employee is responsible for knowing the laws, rules, regulations and procedures that apply to his/her particular position with the Company. Any questions or concerns regarding this matter are to be discussed with an appropriate member of the Company's Management/ leadership.

   3. Intellectual Property

   1. Patents, trademarks and copyrights prohibit the unlicensed use of a protected invention, identifier (such as a name or logo) or work (such as a photograph, printed materials, or software). Violating such rights, even inadvertently, can result in severe consequences. Indexnine’s policy is to respect patents, trademarks or copyrights owned by others and to strictly adhere to all relevant laws and regulations regarding the use and copying of protected material in the countries in which we operate. Therefore, steps should be taken to avoid infringement of patents and/or trademarks, and employees should never knowingly make use of technology patented by another Company without permission.
   2. Employees must not make copies of any part of a software program or printed materials from an outside source unless the copy is an authorized back-up or limited fair-use copy or a license specifically permits the copy to be made.
   3. Employees have to sign the hard copy of “Invention and Confidentiality Agreement” and hand it over to the HR for company records as part of joining formalities. Employees must not use Company Logo, stationery, etc. for unofficial/personal purposes. When in doubt, all are encouraged to consult the HR or the leadership team.

   4. Conflicts of Interest

   A conflict of interest will arise in the following circumstances:

   1. When a person's private and/or personal interests interfere with the interests of the Company.
   2. An employee must not take any action that directly benefits him/her or a third party if the action is inconsistent with the interests of the Company.
   3. If you have difficulty performing your duties to the Company due to your personal interests
   4. A conflict of interest also arises if the person's and Company's interests appear to conflict, even if they do not actually conflict.
   5. When faced with a potential conflict of interest, you must report any transaction that could reasonably result in a conflict of interest to your Manager and must obtain written approval from the Company Management before taking part in the transaction. Examples of situations that may create a conflict of interest include:
      1. Making a personal, monetary investment that might affect your ability to make objective business judgments,
      2. Accepting employment or a directorship position with another Company
      3. Causing the Company to conduct business with another Company with which you have an interest or from which you may derive a benefit.
   6. An employee should, at all times, avoid relationships that interfere with (or may interfere with) his/her ability to act independently, objectively and in the best interests of the Company.

   5. Use of Company Equipment

      1. Telephones (including mobile phones), computers, the electronic mail system (e-mail), the Internet and other equipment provided by the Company are property of the Company which should be used mainly for business purposes. No licensed/unlicensed software is to be installed on any of the Company/Customer owned computers without the express consent of Indexnine Systems Administrator.
      2. The employees are also expected to use the Company resources responsibly and avoid unnecessary expenses and wastage.
      3. The Company may monitor your use of Company equipment, including e-mail and the Internet. The Company may take action accordingly, up to and including termination of employment, if you abuse the privilege of using Company equipment.

   6. Use of E-Mail and the Internet

      1. Indexnine provides access to e-mail and the Internet. When you use them, you are representing the Company.
      2. Company’s official mail Id and the other company communication channels should be used for official communication only.
      3. Please note that anything that is on your hard disk or is transmitted via Company e-mail will be monitored. Also, your hard drive may be erased if your computer is replaced or upgraded.
      4. E-mail should not be used to send messages that can be interpreted as having sexual content or connotation. Further, it should not be used to solicit other commercial ventures, religious or political causes, or outside organizations.
      5. Misuse of company equipment for playing and/or downloading games during official hours is not acceptable.
      6. Accessing or sending pornographic, inflammatory, or provocative material at any time may result in disciplinary action, up to and including termination of employment.

   7. Confidentiality

      1. From time to time, you are likely to become familiar with confidential information of Indexnine and its customers. We expect you to keep any information you acquire regarding our business or that of our customers in strict confidence. Failure to do so will result in disciplinary action up to and including termination. Employees are expected to obtain consent from all participants before recording conference calls, using AI tools, or capturing any conversations.
      2. All information related to your compensation at Indexnine is considered strictly confidential. You are expected to guard your own privacy and not discuss your compensation details with any colleague. This will be considered as a breach of confidentiality.
      3. All compensation-related discussions and decisions at Indexnine shall take place only with the Company Management. It is considered a gross violation of this code to refer to other colleagues' compensation while discussing your compensation with the Company Management.

   8. Harassment

      1. We wish to ensure that all employees are able to work with dignity, free of harassment in any form. Accordingly, all harassment, whether sexual or based on other factors such as caste, race, religion, marital status, or physical or mental disability is prohibited. No employee shall abuse the dignity of another employee, a customer, or anyone else with whom they have a work relationship through insulting or degrading remarks or gestures. Both harassment and retaliation against employees for complaining of and/or reporting harassment are grounds for disciplinary action which may result in termination of employment.
      2. Any conduct that interferes unreasonably with an individual's work performance or creates intimidating, hostile, or offensive working environment will be considered harassment and includes:
         1. Putting offensive materials/objects in someone’s work area
         2. Hiding someone’s work materials
         3. Degrading or offensive remarks
         4. Insulting gestures
         5. Jokes that ridicule or demean others
         6. Sexual harassment also includes behaviors such as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
            1. Submission to such conduct is made a term or condition of an individual's employment either explicitly or implicitly.
            2. Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individuals.
      3. Employees who feel they have been subjected to harassment or have witnessed harassment should immediately contact their Manager if they are comfortable doing so. Any employee who does not feel comfortable discussing the matter with their Manager should go directly to the HR team or the Leadership. Any person to whom alleged harassment has been reported must notify the Company Management immediately.
         1. All allegations of harassment will be held in strict confidence and will be investigated promptly.
         2. Actions, if any, when taken will be informed to the concerned individual(s). The Company will also ensure that no retaliatory action is taken against an employee reporting such occurrence.

   9. Prevention of Sexual Harassment (POSH)

      1. Understanding POSH
         1. The Supreme Court had laid down guidelines for dealing with sexual harassment at workplace. Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 modelled on Vishaka guidelines requires every employer of a workplace to constitute a Committee and abide by this act. In accordance with this act, Indexnine has adopted the POSH policy.
         2. The purpose is to create and maintain safe work environment, free from sexual harassment & discrimination for all its employees. Mutual respect, along with cooperation and understanding, should be the basis of interaction between employees. Behavior that undermines the dignity or self-esteem of an individual, or creates an intimidating, hostile or offensive environment will not be pardoned or condoned.
         3. This will be applicable to all Indexnine employees. All employees must follow the guidelines provided and shall extend support for effective implementation of this policy.

         Sexual Harassment will include the following but will not be limited to it:

         1. Physical contact or advances;
         2. A demand or request for sexual favours;
         3. Making sexually coloured remarks;
         4. Showing pornography;
         5. Any other unwelcome physical, verbal or non-verbal conduct of a sexual nature
      2. Complaints Committee

         Each complaint of Sexual Harassment shall be dealt with utmost confidentiality and urgency by an Internal Complain Committee [ICC].

      3. Grievance Mechanism
         1. Employees who feel they have been subjected to harassment or have witnessed harassment can write to the alias vishaka@indexnine.com to briefly describe the incident and lodge a complaint.
         2. The complaint should be made within 3 months of the last incident.
         3. A written complaint has to be provided by the complainant which should be addressed to the Chairperson of the Committee. If a complaint is made to any of the Committee members individually, they will forward it to the rest of the members.
         4. Committee ascertains that there was occurrence of Sexual harassment and sends notice to respondent within 7 days of receiving the complaint.
         5. The respondent must respond within 10 days after receiving a copy of the complaint.
         6. The committee will provide a fair hearing of both the parties.
         7. In case the complaint does not fall under the purview of sexual harassment it will be forwarded to HR department by the committee after recording the findings for further discussions
         8. The designated committee member will respond in writing to the complainant informing him/her about the initial steps taken to prevent any further occurrence of the act or incident
         9. The respondent will be sent a written or an e-mail notice with details of the complaint.
         10. Employees are duty bound to assist in investigative steps. Employees’ participation in the investigation will be mandatory in this regard.
         11. The complaint will be closed within 90 days from receipt of original complaint by conveying the decisions of the internal committee, accordingly informing the complainant and the Respondent of the same.
         12. The decision of the Internal Complaint Committee will be final and binding on both the concerned parties.
         13. The committee will submit the report within 10 days of completing the inquiry to the management with recommendations for the further actions.
      4. Disciplinary Actions
         1. The disciplinary action will be taken within 60 days and will be dependent on the nature of the complaint and the severity of offense. Following disciplinary action may be taken against the respondent or the accused.
            1. Warning by the committee
            2. Written apology from offender
            3. Suspension
            4. Dismissal
         2. Where sexual harassment occurs as a result of an act or omission by any third party or outsider, the Internal Complaints Committee will take all steps necessary to assist the affected person in terms of support and preventive action.

   10. Work environment

       The Company also wishes to actively encourage a diverse work environment. Therefore, all activities which are contrary to this spirit such as use of local/vernacular language are discouraged in the Company premises. The employee is also expected to abide by the common codes of decency and hygiene. Therefore, please conduct yourself in a manner which is not offensive to others in the vicinity.

   11. Visitors

       Personal visitors should not be allowed within the office premises. Common areas like reception or cafeteria should be used for meeting external visitors.

   12. Professional Appearance

       Indexnine employees should follow a formal or semi-formal dress code. At Indexnine, we maintain a smart casual dress code that reflects professionalism while allowing comfort and individuality. Theme days or events may have specific dress guidelines, which will be shared in advance.

       1. Wear clothing suitable for a workplace environment, especially during meetings or interactions with customers.
       2. Ensure your attire is respectful to colleagues and aligns with the diverse cultural environment at the workplace.
       3. Business formal attire is required during Customer visits or formal events
       4. For all official and customer calls, having your video on is mandatory to ensure active participation and engagement. Employees are expected to dress professionally, avoiding casual t-shirts, ripped clothing, beachwear, gym attire, tight athletic wear, or any clothing with offensive language or graphics. Grooming should be neat and professional, with well-maintained hair.
       5. While working remotely, maintaining professional attire during video calls, especially with Customers, is essential to uphold the company’s standards.

   13. Drug and Alcohol Abuse

       1. Employees are expected to perform their official duties without any influence of alcohol or drug abuse. This can result in immediate termination of employment.
       2. As per the company’s code of conduct, any illegal use, sale, or possession of any drug or consumption, sale, or possession of alcohol or drugs while on the job or on Company premises, other than alcohol served by the Company at social events and meetings, is grounds for immediate termination of employment.

   14. Solicitation of Co-Workers

       1. All employees are expected to maintain a cordial but formal relationship amongst each other during working hours.
       2. Employees should not solicit or distribute literature or other materials to colleagues or customers for any reason during working hours or in working areas.
       3. The use of customer mailing lists for any purpose other than official Company business is strictly prohibited.

   15. Unacceptable Offenses Leading to Termination of Employment

       Generally speaking, we expect all employees to act in a responsible and mature way at all times. It is not possible to list all forms of behavior that are considered unacceptable in the workplace. Any unacceptable behavior may result in disciplinary action, up to and including termination of employment. To avoid any potential confusion, some of the more obvious unacceptable behaviors and activities that lead to immediate termination of employment without warning and potential legal consequences are noted below:

       1. Theft, unauthorized removal, or mishandling of company, customer, or coworker property, including deliberate damage or misuse of company equipment, mail systems, or other resources. Falsification of any company documents, including employment applications, time records, expense reports, or misrepresentation regarding sick leave and personal time off.
       2. Breach of confidentiality, including unauthorized disclosure of customer data, employee compensation information, business secrets, proprietary information, or any other confidential company information to unauthorized parties, whether internal or external. Transferring any confidential company information to personal devices or accounts without appropriate authorization.
       3. Substance abuse violations, including working under the influence, possession, distribution, sale, or use of alcohol or illegal drugs while on duty, on company premises, or while operating company vehicles.
       4. Violence or threats of violence, including fighting, sabotage, or possession of dangerous materials such as firearms in the workplace.
       5. Harassment of any kind, including sexual harassment or other unlawful/unwelcome behavior creating a hostile work environment.
       6. Excessive absenteeism, failure to provide notice of absence, or refusal to perform assigned duties.
       7. Unauthorized business activities, including unapproved secondary employment, freelance work, solicitation, or fund collection on company premises.
       8. Violation of health and safety protocols, including smoking in prohibited areas.
       9. Unprofessional conduct that seriously impacts company operations or employee well-being, as determined by management.

   16. Reporting and Investigation

       Any potential violation of this Code of Conduct should be reported to the Company Management. All complaints will be kept confidential to the maximum extent possible and will be promptly and thoroughly investigated based on the ‘Problem Resolution Procedure’.

   17. Use of Social Media

       At Indexnine, we believe social media helps us build meaningful connections and share our professional journey with the world. As an employee, your voice matters – we encourage you to share your achievements, insights, and experiences while being mindful of our shared values. Our goal is to maintain a positive, respectful, and professional online presence that reflects our company values and culture, and we trust you to navigate it thoughtfully.

       Social media platforms and online interactions are dynamic and constantly evolving. To help employees navigate this space responsibly, we have outlined a few key guidelines:

       1. Protect sensitive information: While we celebrate our successes, it's important to respect confidentiality by not sharing proprietary information about Indexnine, our customers, or projects. Discussions about business performance, internal strategies, or future plans should remain within the company.
       2. Be authentic: If you're discussing work-related topics, we encourage you to use your real name and openly identify yourself as an Indexnine employee. Your contributions should be professional, respectful, and aligned with our core values.
       3. Professional and Respectful: We trust our employees to engage thoughtfully and avoid sharing or linking to content that could be considered offensive, discriminatory, or defamatory.
       4. Use of Indexnine’s logos and trademarks: These are valuable assets and should be used appropriately with proper authorization to maintain consistency and integrity.
       5. Respect privacy and diversity: We encourage open discussions while respecting personal boundaries. Avoid engaging in topics that could lead to misunderstandings and unnecessary conflicts, such as politics, gender, or religion.
       6. Think before you post: Social media is a powerful tool, and we recommend taking a moment to review your content before sharing to ensure it aligns with Indexnine's professional standards.

       If you notice any content posted on social media about us (whether complimentary or critical), please report it to hr@indexnine.com .

2. Non-Compete

   During the term of employment with the Company and for a period of two (2) years thereafter, the Employee shall not directly or indirectly carry on, assist, engage in, be concerned with, or participate in any business or conduct activity (whether directly or indirectly, as a partner, shareholder, principal, agent, employee, director, affiliate, retainer, consultant, or in any other capacity or manner whatsoever) that conflicts with the Employee’s obligations to the Company. The Employee shall not be associated in any manner, including but not limited to in the capacity of employee, consultant, or contractor, with any of the existing customers (as on the date of termination of service from the Company) for a period of two (2) years from the date of termination of employment with the Company. During employment with the Company, the Employee agrees to perform such duties as the Company may designate from time to time and will devote full time and best efforts to the business of the Company. The Employee will not, without the prior written approval of the Board of Directors:

   1. Engage in any other professional activities, employment, or consulting with any third parties.
   2. Directly or indirectly participate in or assist any business that is a current or potential supplier, customer, or competitor of the Company.

   The Employee agrees that the restrictions contained in this clause are reasonable and necessary for the protection of the confidential information and business of the Company and shall survive the termination of employment. In the event of breach or threatened breach of this clause, the Company will suffer irreparable harm and will be entitled to an injunction restraining the Employee from committing such breach and/or claim for damages.

   Nothing contained herein shall be construed as prohibiting the Company from pursuing any other remedies available for such breach or threatened breach.

3. Non-Solicitation

   During the term of employment with the Company, and for two (2) years thereafter, the Employee shall not directly or indirectly, without the prior written consent of the Company, solicit to hire, recruit, influence, encourage, or induce any employees, directors, consultants, contractors, or subcontractors of the Company to cease doing business with the Company for any reason.

   The Employee shall not, either on his/her own behalf or on behalf of any other person or entity, attempt to purchase the Company’s products and/or services for personal benefit or for any person, firm, corporation, institution, or other entity in competition with the business of the Company. The Employee shall not hire (directly or indirectly) or call upon any employee of the Company or any of its group companies with the intent of soliciting such employee away from or out of employment with the Company or any of its group companies. The Employee shall not employ or offer employment to any individual who was or is employed by the Company or any of its group companies unless such individual shall have ceased to be employed by the Company or any of its group companies for a period of at least twelve (12) months prior thereto.

4. Termination Process

   1. Notice Period and Resignation

      An Employee is required to serve a notice period of ninety (90) days upon resignation. The Company reserves the right to:

      1. Relieve the Employee earlier than the Notice Period.
      2. Direct the Employee to not perform any duties and remain away from Company premises and/or not contact Customers or other employees for all or part of the Notice Period.
      3. Determine whether the Notice Period shall run concurrently with any granted leave period.
      4. Recover any Notice Period shortfall by claiming payment equivalent to the gross salary for the remaining period.

      Resignations must be submitted before closing hours on a working day. Any resignation submitted after working hours will be considered received on the next working day. The Company does not accept retrospective or backdated resignations; the notice period shall commence from the date of acceptance.

   2. Termination Policy

      1. Termination by Company

         The Company reserves the right to terminate an Employee's services by providing thirty (30) days written notice or payment of gross salary in lieu thereof. At the Company's discretion, one month's pay may be given in lieu of notice. Such termination does not constitute 'Retrenchment' under any law and does not entitle the Employee to severance pay.

      2. Termination for Cause

         The Company may terminate employment without notice or salary in lieu thereof if an Employee:

         1. Commits any serious or persistent breach of employment terms and conditions.
         2. Acts against Company interests.
         3. Demonstrates misconduct or neglect of duties.
         4. Fails to comply with Company regulations and directions.
         5. Provides incorrect information or suppresses material information.
         6. Is accused or convicted of any criminal offense.
         7. Becomes permanently incapacitated.
         8. Remains absent or overstays sanctioned leave for more than 7 consecutive days without notice, which shall be considered as absconding and result in automatic termination.

      3. Return of Company Property

         All Company property must be returned on or before the last day of employment.

      4. Insurance Coverage on Termination

         Employees are requested to note that all insurance coverage ends on the day the employment terminates. No new health or other insurance claims can be initiated during the notice period.

      5. Exit Checklist

         Upon commencement of the termination procedure, the concerned employee will be given an exit checklist. The employee should fill in the checklist and complete all items mentioned in the checklist and submit it to HR. The termination procedure is deemed complete only when all items in the checklist are addressed to the Company's satisfaction.

      6. Final Accounts Settlement

         In case of a planned exit from the company, all attempts will be made to process the final settlement of accounts for the employee within 60 days of their last working day.

      7. Gratuity

         Gratuity is governed by the Government of India’s Payment of Gratuity Act, 1972. It is the amount paid to an employee in return for services offered to the company. Employees who have been employed for five years or more are eligible for gratuity. The employee can receive gratuity before five years if disabled in an accident or due to a disease. Gratuity depends on the employee's last drawn salary and the years of service rendered to the Company.

      8. Eligibility Criteria for Payment of Gratuity

         To receive gratuity, the employee must meet the following criteria:

         1. Resigned after continuous employment of five (5) years or more with the company.
         2. Retired from service.
         3. On disability due to a disease or accident.
         4. In case of death while in service, the gratuity is paid to the nominee.

      9. Gratuity Calculation and Taxation

         The gratuity amount calculation and taxation will be based on the government statutory norms at the time of payment of gratuity.

Indexnine observes eight holidays during each calendar year. The list of holidays for each year is published by the end of the previous year.

1. Leaves of Absence

   In conducting Indexnine’s business, planning for annual vacation is important from the viewpoint of the Company Management being able to adjust for this across all employees while ensuring that normal work schedules are not disrupted. This imposes responsibility on each of us to plan our annual vacation at least 30 days in advance, and get the same approved by your manager.

   Employees proceeding on vacation or leaves for more than 3 days should provide at least 15 days of notice for avoiding work disruptions. In case the leaves are resulting in work disruption the employee should be open in accepting some adjustment of the leave dates. In any event, the manager’s discretion on leave will be final.

2. Privilege Leave

   Indexnine recognizes that all employees have different leave needs that reflect their personal situations and believes that employees should be allowed to manage their Privilege Leave to best meet those needs. Regular full-time employees are eligible to avail privilege leave based on their available leave balance.

   For each full-time employee, privilege leave will accumulate at the rate of 1.83 at the end of each month. In a year, the employee is entitled to Privilege Leaves amounting to 22 working days effective 1st of April. The entitled leaves will follow the financial year from April to March. The leaves will be prorated based on the employee’s month of joining.

   If the joining date is in the first half of the month, employees will be entitled to 1.83 leaves for that month. After the 15th of the month, employees will receive one leave credit.

   The final authority to grant leave rests with the manager. Managers will ensure that employee, customer, and Company interests are considered while granting leave. All employees are requested to spread their leave uniformly throughout the year.

   Employees can carry forward unlimited leaves at the end of the financial year. No leaves will lapse at the end of the financial year.

   Employees should apply for leave only when there is no risk perceived to the planned releases. If the employee must go on leave, he/she should make all possible efforts to minimize the risk to the releases. Employees who handle critical Company operations should ensure that each such operation is handed over during the leave period to other appropriate employees.

   1. Remind the team about their upcoming leaves at least 3 days in advance.
   2. Set out-of-office in the calendar and apply leaves in the company’s portal before proceeding on leave.
   3. In case of a project allocation, employees should update the new team lead of their leave plans as soon as they get allocated to the project.

3. Leave Usage Guidelines

   Employees may accumulate leaves without a maximum limit. The company reserves the right to manage leave utilization. Leave approval is subject to business requirements and team capacity. The company encourages prior planning for leave requests and recommends regular utilization of leaves, keeping in mind the project deliverables and dependencies for work-life balance.

   1. Approval Requirements

   1. Leave up to 5 consecutive days: Manager/Team Lead approval required.
   2. Leave of 6-10 consecutive days: Special Manager approval required.
   3. Leave exceeding 10 days: Senior Leadership Team approval required.

   2. Leave Usage

   1. Leaves exceeding 5 days will require 30 days advance notice.
   2. Maximum 10 consecutive days of leave are permitted twice per financial year.
   3. Minimum 30-day gap required between two blocks of 5 or more days of leave. This will be permitted twice in a financial year.

4. Half Days

   If an employee is likely to be absent from the office for a duration longer than four hours in a day, they are required to apply for a half day leave. The authority to grant this leave rests with the Manager.

5. Maternity/Paternity Leave

   Full time permanent female employees of Indexnine who have worked for a period not less than 80 days in the 12 months immediately preceding the expected date of delivery, will be entitled to 26 weeks of paid leave for pregnancy/ birth of a child. Out of 26 weeks, 8 weeks is pre-natal leave including the date of delivery and 18 weeks are leaves to be taken after the delivery. Female employees should mail their maternity leave plan to their Team lead and Manager after the first trimester of their pregnancy.

   The employee availing maternity leaves must produce/mail her doctor’s recommendation regarding her ability to return to work after child birth and mail the tentative date for rejoining work to hr@indexnine.com. Female employees availingMaternity leave are entitled to get full compensation.

   Permanent full time male employees are entitled for one calendar week (five working days) of paid leave for the birth of a child. This leave can be taken any time between one month before and one month after the delivery and cannot be taken in more than two parts.

6. Prolonged Sick Leave for Self and Family

   Full-time permanent employees may be eligible for unpaid Family and Medical Leave up to three months in a 12-month period. The leave applies to an employee's serious health condition or care of an immediate family member (child, spouse, or parent) with a serious health condition.

   1. Requirements

   1. One month advance written notice with reason and duration.
   2. Medical certification from a qualified physician.
   3. Physician's clearance before returning to work.

   2. Return to Work

   1. The company will attempt to reinstate the employee to the previous position.
   2. If reinstatement isn't possible, employment may end with one month's salary.
   3. Employment terminates if no suitable positions exist or if an employee fails to return on schedule.

   If the employee does not return to work on the scheduled agreed date, their employment will be automatically terminated.

1. Performance Management Process

   It is our belief that performance management and constant feedback are important to help employees track and improve their professional growth and align it with organizational growth. It is a collaborative, two-way process between an employee and their manager. Performance reviews and goal setting are done in the Employee Performance module.

   The purpose of the employee performance review process is given below:

   1. Provide a formal means by which achievements can be assessed and recognized.
   2. Review and document how the employee is performing from the Employee's self-assessment and from their manager’s point of view.
   3. Seek a common ground for ways to improve employee performance where needed.
   4. Identify training needs and discuss other forms of support or skill set enhancement preferences.
   5. Reach agreement on any specific goals to be pursued in the period following the assessment.

   1. Review Process

   1. Self Assessment
   2. Manager’s Review
   3. Face-to-face 1-1 discussions

   2. Goals

   1. Goal setting would be a part of the review process.
   2. Goals for new joinees should be set within 1 month of their joining.
   3. Managers should connect with employees to establish operational, learning, and leadership goals.
   4. Goals should be measurable, and managers should review the employee’s goals periodically.

2. Levels (1-7)

   At Indexnine, employees have clear growth paths based on the vertical they belong to and their role within the organization. We are committed to supporting each employee’s growth and development.

   An employee’s journey at Indexnine is shaped by the impact they create and the skills, attributes, and expertise they build over time. As they take on new challenges and contribute more, their role and rewards will grow with them.

   Employees take on responsibilities at different levels, starting as campus hires at Level 1 and progressing up to Level 7, which includes leadership roles.

   This approach provides employees with opportunities to grow in their careers while contributing to the organization’s success.

3. Promotion Process

   We have a carefully designed promotion policy based on consistency of performance. Each promotion requires increased performance levels on the metrics at the earlier level. This is achieved through frequent and realistic goal setting, clear communication of expectations to the employee, and formal performance reviews.

   The manager recommends deserving candidates from their team to the Review Committee. The Review Committee ensures that all promotions are made through a rigorous and detailed process based on set criteria for eligibility and selection.

   It is the responsibility of each individual to understand the criteria for their progress through the Company’s Performance Evaluation Process.

   Promotions are awarded based on exceptional, consistent past performance and on the ability and potential for taking up additional responsibilities in the future.

   1. Eligibility Criteria

   1. Minimum one year in the current role.
   2. Consistent excellence in performance.
   3. Demonstrated alignment with company values.
   4. Proven potential for additional responsibilities.

   2. Review Process

   The Review Committee, comprising the Senior Leadership Team, HR representatives, and Stakeholders, evaluates promotion recommendations based on company values and the potential to grow and contribute.

   1. Product Quality: Consistent delivery of high-quality work with attention to detail.
   2. Transparency: Open communication and proactive information sharing.
   3. Velocity: Timely delivery and obstacle resolution.
   4. Founder's Mindset: Personal ownership and an entrepreneurial approach.

   3. Procedure

   1. Managers recommend eligible team members to the Review Committee.
   2. The Committee conducts an evaluation based on recommendations and set criteria.
   3. Final decisions are communicated to employees and their managers.

   Each promotion level requires demonstrated excellence in previous role metrics, achieved through regular goal setting and performance reviews. Employees are responsible for understanding their evaluation criteria through the Company's Performance Evaluation Process.

4. Academy: Trainings and Development

   At Indexnine, learning and growth are a key part of who we are. Through the Indexnine Academy, employees have access to various learning programs aimed at developing technical expertise, building leadership skills, and fostering a product-centric mindset. The Academy offers:

   1. Technical School

      Focused on improving technical skills with programs covering advanced technologies, hands-on practice, and industry-recognized certifications.

   2. Product School

      Designed to develop a deep understanding of product development and innovation, with an emphasis on nurturing a product mindset and enhancing AI proficiency.

   3. Leadership School

      Aimed at building strong leadership capabilities through mentorship, communication skill development, and scenario-based learning.

   These programs are tailored to help employees stay updated with industry changes and encourage continuous learning. Through professional certifications, customized learning paths, and practical, real-world training, employees can strengthen their skills and grow in their roles.

   At Indexnine, we believe in collaborative learning and mentorship. Our focus on applying knowledge in real work situations ensures employees can actively contribute to business success and explore new possibilities using AI and cutting-edge technologies.

5. Rewards & Recognitions

   At Indexnine we provide the opportunity to employees to be recognised through various recognitions channels as listed below:

   1. Superniner Program

   2. Value based awards

   3. Annual awards

   4. Pat on the Back

   More details regarding these awards are available in attached Appendix-I.

1. Salary Structure

   The salary structure is intended to reward employees fairly for their performance and to provide competitive salaries relative to comparable organizations. The Company Management reviews the pay structure periodically to determine whether it needs to be adjusted to appropriately reflect current market conditions.

   An employee's starting rate of compensation in any job will be based on the qualification requirements of the job, job responsibilities and accountabilities, and the relevant experience of the employee. Salary revisions will be based on prior performance.

2. Salary Revisions

   Salary revisions for all employees will occur either at the end of the financial year or on their work anniversaries. All information regarding salary, including the revision, is strictly confidential.

3. Expense Reimbursement

   Employees who have incurred business expenses on Indexnine’s behalf should submit the relevant expense bills to the finance department over mail, copying the manager. The expenses must be approved by the manager for the finance team to process the reimbursement.

   The receipts must be submitted in the same month the expenses were incurred. The payment will be processed in the next month’s reimbursement cycle.

4. Referral Bonus

   Indexnine values referrals from its employees who understand the company culture and can identify qualified candidates from their professional network. The company offers referral bonuses to reward successful joiners, payable after the candidate completes three months of employment.

   Employees should share the resume and details of the referred candidate at referrals@indexnine.com . The talent acquisition team will review and contact the candidate to assess fitment and coordinate interviews.

   At Indexnine, we value potential and growth just as much as experience. While we've outlined specific roles in our job descriptions, we're excited to meet talented individuals who share our collaborative spirit and drive for excellence.

   Referral Bonus for Referring Candidates:

   1. Level 1: Rs. 20,000
   2. Level 2: Rs. 30,000
   3. Level 3: Rs. 40,000
   4. Level 4 and above: Rs. 50,000

1. Work From Office

   The purpose of the Work from Office guidelines is to establish guidelines and expectations for employees regarding their presence in the office. These objectives aim to leverage the benefits of in-person work for each category while considering their specific roles and needs.

   1. Shapers

      1. Senior Leadership Team & Extended Leadership Team: Drive organizational culture, strategic planning, decision-making, and cross-functional collaboration in person.
      2. Finance Team: Ensure data security and conduct in-person financial planning, analysis, reviews, and audits.
      3. Sales & Marketing: Build Customer relationships, conduct strategy sessions, and improve team synergy through face-to-face interactions.
      4. Studio Members: Enhance creative collaboration and facilitate hands-on work on physical projects or prototypes.
      5. People Supply Chain: Strengthen supplier and partner relationships and conduct on-site assessments and audits.
      6. HR: Provide in-person support, conduct interviews and onboarding, and facilitate team-building activities.

   2. Learners

      1. People not allocated to projects: Participate in in-person training, skill development, and mentorship sessions while exploring project opportunities.
      2. Campus Hires and Freshers (up to 1 year): Accelerate onboarding, participate in face-to-face training, and build professional networks with hands-on mentoring.
      3. Interns: Gain hands-on experience, participate in team projects, receive direct supervision and feedback, and build professional networks.

   3. Creators

      Project Team Members: Enhance collaboration, communication, and project coordination through face-to-face brainstorming and problem-solving sessions, while facilitating knowledge sharing and cross-training.

2. Work From Home

   With the changing needs and work environment, Indexnine has adapted hybrid working as an alternative. Employees should request Work from Home only in emergency situations. Managers are advised to approve it sparingly and for genuine requests. The request to work from home has to be pre-approved by the Manager.

   The employee is required to send an end-of-day status report to the Manager by email on days they are working from home.

   Granting permission for working from home is purely at the discretion of the direct reporting manager. Managers will be required to justify their approvals based on the frequency of such grants. They may discuss the use of discretion with their senior colleagues.

   Guidelines for Working from Home

   1. Identify a comfortable, private, and quiet workspace.
   2. Ensure proper infrastructure, including a work table and chair, for comfort during long work hours.
   3. Maintain power backup for long outages, especially during summer and monsoon months.
   4. Ensure stable and reliable Wi-Fi connectivity with sufficient bandwidth and a backup option to avoid work disruptions.
   5. Keep the video on during official calls and use a virtual or blurred background.
   6. Take official calls from a quiet place to minimize background noise.
   7. Handle office equipment with care, and avoid downloading or installing unlicensed software on office laptops.
   8. Use only Indexnine's office equipment and official email ID for organizational and customer communication.
   9. Regularly check all official communication channels to stay updated and collaborate effectively with teams to complete project tasks and meet scheduled deliveries.
   10. Participate in internal meetings and customer calls during Work from Home days.
   11. In case of any infrastructure-related challenges, employees are expected to work from the office.
   12. Technical issues will be resolved by IT support in person only. Employees must raise a request over mail for any technical assistance.
   13. Be available on emails and phone calls during office hours, and inform the team and manager in advance if unavailable.

3. Work from Remote Locations

   Indexnine may ask some employees to work from a location outside the Company's premises, at Company subsidiaries' locations, at Customers' locations, or at partners' locations anywhere in the world for durations as determined in consultation with the employee from time to time.

1. Insurance Scheme - Employee and Family Mediclaim Policy

   This policy is designed to ensure that the employee is able to have medical care for Self, Spouse, and 2 dependent Children (Age below 20 years) and for their parents. It covers the medical/hospitalization expenses incurred on account of illness/diseases or injury following an accident during the period of insurance, subject to certain exclusions.

   1. The sum insured for the family unit is INR 300,000 per annum on a floater basis for Level 1 and Level 2 employees and INR 600,000 annual cover for Level 3 and above. The employee or any of the members of the family unit can claim the full insurance cover.
   2. The policy provides insurance cover for hospitalization and for a few Day procedures, which will be published by the HR team from time to time. The policy covers expenses incurred for 24-hour hospitalization. In certain medical contingencies like Dialysis, Chemotherapy, Radiotherapy, Cataract, Laparoscopic operation for Kidney Stone removal & Gall Bladder operation, 24-hour hospitalization is not required.
   3. The policy includes pre-existing diseases and provides pre and post-treatment cover for 30 days and 60 days, respectively. There is no waiting period in the current Group Mediclaim policy.
   4. Under the policy, there will be Ambulance service provided, capped to a maximum of INR 2500 in case of any shifting required from home to hospital.
   5. The room rent is capped at 1% of the sum insured, and the ICU charges are capped at 2% of the sum insured.
   6. Maternity cover is included in the policy and is capped at INR 30,000 for normal birth and INR 50,000 for C-Section.

2. Accidental Insurance Cover

   Employees are insured under General Personal Accident cover for a sum of INR 10,00,000. The premium for GPA will be paid by Indexnine.

If, at any point in time during your employment at Indexnine, you believe that a condition of employment or a decision affecting you is unjust or inequitable, you are encouraged to take the following steps. You may request to discontinue the procedure at any step.

1. Report the complaint to your manager who will be responsible for notifying the Company Management of the issue. If your manager is unavailable or if you believe that it would be inappropriate to contact them, please report the complaint directly to the Company Management.
2. If the report has been made by a third party regarding the alleged abuse, the person at whom the abuse was directed will be informed of the complaint. The complaint will not be processed further without the specific consent of the person alleged to have been aggrieved.
3. Indexnine will endeavor to investigate the complaint thoroughly and expeditiously. This may involve interviewing others who may be reasonably expected to have knowledge of the situation.
4. Appropriate action will be taken, and you will be informed of the disposition of the complaint.
5. Indexnine will make every attempt to keep the information regarding the complaint and the investigation process confidential.
6. Retaliation against employees for making a complaint or assisting the Company will not be permitted. Retaliation can include, but is not limited to, such acts as: refusing to recommend an employee for a benefit for which they are qualified, spreading rumors about the employee, encouraging hostility from co-workers, and escalating any harassment.
7. If, after investigating any complaint, Indexnine learns that the complaint is not bona fide or that an employee has provided false information regarding the complaint, disciplinary action may be taken against the individual who provided the false information.

At Indexnine, Employee Experience and Development is at the heart of how we build an engaged, and growth-driven workplace. We focus on:

1. Employee Development: Superniner Programs and Individual Development Plans
2. Digitization: OPTRA is the vehicle for everything from onboarding, goals to leave management, helping you navigate through your tasks.
3. Two-Way Communication: We value open conversations — feedback loops, and forums to ensure that your voice is heard.
4. Tribe-Based Engagement: Our community and sense of belongingness comes through active engagement via the cross-functional tribes, encouraging creativity, and peer connection beyond formal roles.

Employee Experience at Indexnine is co-created — shaped by how we support you and how you engage with the culture. More details about each of these initiatives is available in the attached Appendix-I.