Disciplinary Policy
1. Objective

The objective of this policy is to ensure the Employee Code of Conduct and Discipline Policy outlines core values and expectations regarding employees’ behaviour towards their colleagues, supervisors, and overall organization.

Icanio Technology Labs Private Limited (Icanio) shall promote freedom of expression and open communication. At the same time, we expect all employees to follow our code of conduct. Employees should avoid offending, participating in serious disputes, and disrupting our workplace. We also expect them to foster a well-organized, respectful, and collaborative environment.

2. Scope
This policy manual applies to:
  1. All staff members working for Icanio who have access to the organization’s and/or client’s information.
  2. All staff members, vendors, and third-party employees who have access to Icanio’s information processing systems and the data contained in them. This includes the data accessed by licensed third parties, which is, in turn, deployed to and used by their clients.
  3. All stakeholders and interested parties who are relevant to the operations of Icanio.
  4. All digital and non-digital assets that play a role in the creation, storage, transmission, and disposal of information come under the purview of this policy.
3. Policy Statements

Icanio employees are bound by their contract to follow the Employee Code of Conduct while performing their duties.

3.1 Compliance with the law

All employees must protect the company’s legality. They should comply with all environmental, safety, and fair dealing laws. Icanio expects employees to be ethical and responsible when dealing with the company’s finances, products, partnerships, information, and public image.

3.2 Respect in the workplace

All employees should act respectfully at all times. Icanio will not allow any kind of discriminatory behaviour, harassment, or victimization. Employees should confirm with our equal opportunity policy in all aspects of their work, from recruitment and performance evaluation to interpersonal relations. The equal employment opportunity and the zero tolerance policy towards harassment is outlined in the Icanio Employee Handbook.

3.3 Protection of Icanio Property

All employees should treat the company’s property, whether material or intangible, with respect and care. 
Employees:

  1. Should not misuse Icanio equipment or use it frivolously.
  2. Should respect all kinds of incorporeal property. This includes trademarks, copyright, and other property (information, reports, etc.) Employees should use them only to complete their job duties.
  3. Employees should protect Icanio facilities and other material property (e.g., company laptops) from damage and vandalism, whenever possible.
3.4 Professionalism

All employees must show integrity and professionalism in the workplace.

3.5 Personal appearance

All employees must follow a decent dress code, which is mentioned in the Icanio Employee Handbook. 

3.6 Corruption

We discourage employees from accepting gifts from clients or partners. We prohibit briberies for the benefit of any external or internal party.

3.7 Job duties and authority

All employees should fulfil their job duties with integrity and respect toward customers, stakeholders, and the community. Supervisors and managers must not abuse their authority. We expect them to delegate duties to their team members considering their competencies and workload. Likewise, we expect team members to follow team leaders’ instructions and complete their duties with skill and in a timely manner. We encourage mentoring throughout the company.

3.8 Absenteeism and tardiness:

Employees should follow their schedules. Exceptions may be granted upon approval by the HR manager or reporting manager for occasions that prevent employees from following standard working hours or days. But generally, we expect employees to be punctual when coming to and leaving from work.

3.9 Conflict of interest

We expect employees to avoid any personal, financial, or other interests that might hinder their capability or willingness to perform their job duties.

3.10 Collaboration

Employees should be friendly and collaborative. They should try not to disrupt the workplace or present obstacles to their colleagues’ work.

3.11 Communication

All employees must be open to communication with their colleagues, supervisors, or team members.

3.12 Benefits

We expect employees to not abuse their employment benefits. This can refer to time off, insurance, facilities, subscriptions, or other benefits Icanio offers.

3.13 Policies

All employees should read and follow our Icanio policies including the information security policy. If they have any questions, they should ask their reporting managers or Human Resources (HR) department.

3.14 Confidentiality and Information Security

All employees shall not use to the detriment or prejudice of Icanio, except in the course of his or her duties, divulge to any person, any trade secret or other confidential information concerning the business or affairs of Icanio, which may have come to his or her knowledge during the course of his or her employment under this agreement. Disciplinary actions will be initiated if any information security incident is identified and proved that incident is due to the negligence of the employee.

4. Disciplinary Actions Procedures

Employees are required to report information security incidents to info.security@icanio.com.  Disciplinary measures and all disciplinary warnings are put across to employees through:

a) Oral warning

The oral warning shall be given in the presence of the reporting manager. The reason for such warning shall be specified and a record that such warning has been issued will be placed in the employee’s personal file. Reporting Manager is notified of such a warning being made.

b) Written warning

Icanio shall form a detailed report on such warning & disciplinary action & signature of the employee and the same is filed in the employee’s personal file. The employee is bound to answer an explanation of such misconduct to the Information Security Steering Committee (ISSC).

c) Final written warning

On reiterating such an offense for the second time, a final written warning is issued to the employee.
Disciplinary actions will vary depending on the violation. Possible consequences include:

  1. Demotion.
  2. Reprimand.
  3. Suspension or termination for more serious offenses.
  4. Exclusion from the Bonus Pool.

Note:

  1. Disciplinary action is purely an organization’s management call and is  not limited to the series of steps mentioned above. It is the Management’s discretion to take any action assessing the impact of breaching the code of conduct of Icanio.
  2. Icanio may take legal action in cases of corruption, theft, data breaches, embezzlement, or other unlawful behaviour.
  3. An employee should be informed of the following:
    1. A description of the incident(s), including evidence or the results of any investigation and the date of the incident(s).
    2. An explanation of why the behaviour is problematic.
    3. Any previous discipline for the same or related conduct.
    4. The expectations for performance and conduct.
    5. Any support available to assist the employee to correct the behaviour; and,
    6. The consequences of failing to correct the undesired behaviour.
5. Enforcement of Policy

All employees of Icanio, contractors, vendors, and other third-party users who require access to information and associated assets are responsible for ensuring that this policy is adhered to. Management is responsible for ensuring that the users are aware of and adhere to, this policy.

Violation of information security policies should result in corrective action by the management. Disciplinary action should be taken in accordance with the severity of the violation, as determined by an investigation, and may include, but not limited to:

  1. Revocation of access privileges to information assets.
  2. Termination of employment/contract.
  3. Other actions as deemed appropriate by the Icanio’s management as per law.

When a grievance is filed, Icanio shall conduct the investigation and follow the redressal mechanism as defined in the Icanio Employee Handbook. 

6. Maintenance of Policy

Compliance with this policy should be audited on a yearly basis; exceptions identified during the audit should be immediately and appropriately addressed. The policy should be reviewed annually unless there is a major change in the organization or the environment affecting the organization, in which case it should be done on a need basis. The policy should be reviewed and revised whenever a major security risk or an incident is identified.

7. References

ISO 27001:2022

A.6.4 - Disciplinary process
Version
Date
Revision Author
Summary of Changes
Approved By
Position
0.1
01.08.2024
Green IT Ventures
Draft

 1.0

01.10.2024

Green IT Ventures

Initial release

Jebastin Prabhaharan

CEO

DECLARATION:
 
This is to confirm that I have read and understood the above mentioned policy.

Click here to fill the acknowledgement form.