HUMAN

RESOURCE
MANUAL

APRIL 14, 2020

ANZEN INSURANCE BROKING

PRIVATE LIMITED

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I. Probation and
Confirmation Policy
1. Objective

1.1. The purpose of this policy is to lay down the guidelines pertaining to probation
and confirmation of newly hired staff members (hereinafter referred to as ‘New
Employees’) at Anzen Insurance Broking Private Limited.

1.2. Need for Probation

1.2.1. Probation period helps the new employees to become more proficient at their
job with guidance and support of the Company.

1.2.2. From the Employer’s perspective, probation period provides opportunity to

gauge areas of strengths and development of new employees and plan
developmental activities accordingly.

1.2.3. Probationary period provides the employer and the new employees, an
opportunity to assess whether the employment relationship is to be continued
in the future.

1.2.4. It allows the employer to train and evaluate the new employees on various
competencies and ensure that, at the time of confirmation, all new employees
are aware of the expectations from them.

2. Applicability

2.1. Probation and Confirmation Policy is applicable to the newly hired employees
only.

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3. Guidelines

3.1. Probation Period

3.1.1. All new employees shall be on a probation for a period of 6 months from the
date of joining. However, in case a new employee demonstrates positive
exceptional performance, s/he may be confirmed before the conclusion of
probationary period, subject to assessment of performance and approval by the
Management.

3.1.2. Reporting Manager should discuss the performance expectations and KRAs with
the new employee, within 30 days of his / her joining, and the same should be
documented by the employer. These goals and KRAs would form the basis of
performance review process during the Probation period.

3.1.3. The Reporting Manager/ Directors may interact with the new employees on
regular intervals to understand if the new employees have adapted to the
culture and environment and address any issues which they might have.

3.2. Performance Review

3.2.1. All new employees are confirmed only on successful completion of probation
other than specifically exempted by the Management as provided in Clause
3.1.1., which is ascertained through on-going monitoring, periodic performance
reviews and confirmation process.

4. Extension of Probation Period and Confirmation

4.1.1. In case the performance of the new employee is satisfactory, s/he shall be
confirmed as a Permanent Employee and a Probation Confirmation Letter
confirming within 15 days from the date of confirmation, be issued to the
concerned employee and the employee shall be put on normal course of
performance.

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4.1.2. In case the performance of the new employee is not satisfactory during the
probation period and a need for further evaluation / coaching is felt, the
probation period of the concerned employee shall be extended by 3 months.

4.1.3. The reasons for extending probation should be clearly indicated in the Probation
Extension Letter.

4.1.4. If the new employee is found to have improved and performance is found to be
satisfactory, Probation Confirmation Letter will be issued to her/him within 15
days from the date of confirmation and the employee shall be put on normal
course of performance.

5. Leaves during Probation

5.1. During the Probation Period, the new employees are not entitled to any casual
leaves and any leave taken during the said period will be termed as
absenteeism.

6. Confidentiality

6.1. The employer may, to prevent the new employee from using any confidential
information, trade secrets or sensitive information of clients for his own benefit
execute a Non-Disclosure Agreement at any point during the probation.

7. Transfer in the course of Probation

7.1. The Employer has the power of transferring or placing the new employees to
other branch offices of the Company or Companies under the same
management where they are likely to be more effective or where they are to get
more job satisfaction. In transfers, there is no change in the responsibility,
designation, status or salary. The Employer shall provide a notice of 15 (fifteen)
days before transferring or placing the new employee as aforementioned.

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8. Termination and Separation

8.1. Termination with Notice

8.1.1. The Employer has the right to terminate the new employee under probation
with or without giving extensions on probation, if performance of the employee
is found to be unsatisfactory, by giving a written notice of 1 (one) week whether
by hand delivery or by email.

8.1.2. If the new employee wishes to resign during the probation period, a written
notice of 1 (one) week whether by hand delivery or by email has to be given to
the Employer, along with the reason(s) for separation.

8.2. Termination without Notice

8.2.1. In the event of fraud, dishonesty or other acts detrimental to the interests of
the Company/ Management/ Companies under the same management, the new
employee is terminated with immediate effect.

8.2.2. In case the new employee is terminated for reasons mentioned in clause 5.2.1,
the Company has the power to withhold the salary, demand recovery of the
amount involved in fraud and compensate the employer for the losses incurred
due to fraud.

8.2.3. The employer may if necessary, considering the magnitude of fraud, initiate
investigation and proceedings against the new employee involved.

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II. Permanent Employment
Policy
9. Objective

9.1. The purpose of this policy is to lay down the guidelines pertaining to conduct
of the confirmed employees after probation (hereinafter referred to as
‘Employees’) at Anzen Insurance Broking Private Limited.

10. Applicability

10.1. The Permanent Employment Policy is applicable to the confirmed employees.

11. Confidentiality

11.1. The employer may, to prevent the employee from using any confidential
information, trade secrets or sensitive information of clients for his own
benefit execute a Non-Disclosure Agreement at any point during the course of
employment.

12. Transfer in the course of Employment

12.1. The Employer has the power of transferring or placing the employees to other
branch offices of the Company or Companies under the same management
where they are likely to be more effective or where they are to get more job
satisfaction. In transfers, there is no change in the responsibility, designation,
status or salary. The Employer shall provide a notice of 1 (one) month before
transferring or placing the employee as aforementioned.

13. Leaves

13.1. Employees are entitled 20 days leave in a calendar year as provided below -

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 Type of Leave No. of Days Cashable
(Yes/No)
Sick Leave 10 Days No
Paid Leave 5 Days Yes
Casual Leave 5 Days No

In addition to the above, a Holiday List is provided at the beginning of the

calendar year.

14. Termination of Employment

14.1. Termination with Notice

14.1.1. The Employer has the right to terminate the employment of the employee if
performance of the employee is found to be unsatisfactory, by giving a
written notice of 1 (one) month whether by hand delivery or by email along
with reasons for termination.

14.1.2. If the employee wishes to resign, a written notice of 1 (one) month whether
by hand delivery or by email has to be given to the Employer, along with the
reason(s) for separation.

14.1.3. In case, the employer requires the employee to resign without serving
notice of 1 (one) month as required, the employee shall be paid additional
salary for one month as compensation.

14.2. Termination without Notice

14.2.1. In the event of fraud, dishonesty or other acts detrimental to the interests of
the Company/ Management/ Companies under the same management, the
employee is terminated with immediate effect.

14.2.2. In case the employee is terminated for reasons mentioned in clause 14.2.1,
the Company has the power to withhold the salary, demand recovery of the

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 amount involved in fraud and compensate the employer for the losses
incurred due to fraud.

14.2.3. The employer may if necessary, considering the magnitude of fraud, initiate
investigation and proceedings against the employee involved.

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III. Non- Discrimination and
Anti-Harassment Policy
15. Objective

15.1. To provide a work environment in which all individuals are treated with
respect and dignity. Each individual has the right to work in a professional
atmosphere that promotes equal employment opportunities and prohibits
unlawful discriminatory practices, including harassment. Therefore, we, at
Anzen Insurance Broking expect that all relationships among persons in the
office will be business-like and free of bias, prejudice and harassment.

16. Applicability

16.1. This policy is applicable to all the members of the Company including
employer and employees employed on contract basis and apprentice.

17. Equal employment opportunity and prohibition of harassment

17.1. This policy shall enable the Company to ensure equal employment opportunity
without discrimination on the basis of race, color, religion, sex, sexual
orientation, gender identity or expression, age, disability, marital status,
citizenship, national origin, genetic information, or any other characteristic
protected by law. The Company prohibits any such discrimination.

17.2. Under this policy, harassment including but not limited to sexual harassment
whether verbal, written or physical conduct that criticize or shows hostility or
aversion toward an individual because of his or her race, color, religion, sex,
sexual orientation, gender identity or expression, national origin, age,
disability, marital status, citizenship, genetic information, or any other
characteristic protected by law, or that of his or her relatives, friends or

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 associates, and that:
a) has the purpose or effect of creating an intimidating, hostile or offensive
work environment
b) has the purpose or effect of unreasonably interfering with an individual’s
work performance, or
c) otherwise adversely affects an individual’s employment opportunities,
is strictly prohibited.

18. Complaint Procedure

18.1. Individuals who believe they have been the victims of conduct prohibited by
his policy or believe they have witnessed such conduct should discuss their
concerns with their immediate supervisor, human resources, any member of
the senior management.

18.2. The Company encourages the prompt reporting of complaints or concerns so

that rapid and constructive action can be taken before relationships become
irreparably strained. Therefore, while no fixed reporting period has been
established, early reporting and intervention have proven to be the most
effective method of resolving actual or perceived incidents of harassment.

18.3. Any reported allegations of harassment, discrimination or retaliation will be

investigated promptly. The investigation may include individual interviews
with the parties involved and, where necessary, with individuals who may
have observed the alleged conduct or may have other relevant knowledge.

18.4. The Company will maintain confidentiality throughout the investigatory

process to the extent consistent with adequate investigation and appropriate
corrective action.

18.5. Retaliation against an individual for reporting harassment or discrimination or

for participating in an investigation of a claim of harassment or discrimination
is a serious violation of this policy and, like harassment or discrimination itself,
will be subject to disciplinary action. Acts of retaliation should be reported
immediately and will be promptly investigated and addressed.

18.6. Misconduct constituting harassment, discrimination or retaliation will be dealt

with appropriately. Responsive action may include, for example, training,

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 referral to counseling or disciplinary action such as a warning, reprimand,
withholding of a promotion or pay increase, reassignment, temporary
suspension without pay, or termination, as the believes appropriate under the
circumstances.

18.7. False and malicious complaints of harassment, discrimination or retaliation (as

opposed to complaints that, even if erroneous, are made in good faith) may be
the subject of appropriate disciplinary action.

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IV. Workplace Ethics
19. Objective

19.1. To give a broad view on what types of behavior are acceptable and
encouraged at a business or organization.

20. Applicability

20.1. This policy is applicable to all the members of the Company including
employer and employees employed on contract basis and apprentice.

21. Code of Ethics and Business Conduct

21.1. Healthy Work Environment

21.1.1. Employees should act with integrity, comply with laws, maintain a
professional work environment and comply with company policies. They
should treat customers, colleagues, and partners respectfully at all times.

21.1.2. The Company does not tolerate any type of workplace violence committed by
or against employees. Employees are prohibited from making threats or
engaging in violent activities

21.2. Maintaining Confidentiality

21.2.1. Employees should avoid discussing information that is con Confidential

information is information that is generally NOT known to the public and, if
improperly disclosed may be harmful to the Company or its customers or
suppliers, or helpful to its competitors. The Company possesses valuable
confidential information that has been developed at considerable expense.
This information includes but not limited to proprietary information and trade
secrets, financial, customer lists, marketing plans, technical plans, techniques,
processes, policies, procedures, programs and codes.

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21.2.2. Employees handling or possessing confidential information should prevent
breach of confidentiality and protect the Company’s information as should
routinely take precautions to keep the information from being disclosed.
Information is only protected if it is confidential and is not publicly available
or if the public would have difficulty in acquiring the information except by
unlawful means.

21.3. Protecting Company Assets

21.3.1. Employees should always act to protect company assets, including physical,
intellectual, and electronic or digital properties.

21.4. Attendance and Punctuality

21.4.1. Employees are expected to be regular and punctual in attendance. This

means being in the office, ready to work, at starting time each day.
Absenteeism and tardiness burden other employees and the company.

21.5. Absence without Notice.

21.5.1. Employees who are unable to work due to illness or an accident should notify
their supervisor. This allows the company to arrange for coverage of their
duties and helps others continue to work in their absence.

21.5.2. If an employee does a report for work and the company is not notified of an
employee's status for 3 days, it is typically considered a job absconding and
the suitable action will be taken against the employee.

21.6. Dress Code

21.6.1. Employees should be well groomed and dressed appropriately for the
Business and for their position.

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21.7. Substance abuse

21.7.1. Being under the influence of illegal drugs, alcohol, or substances of abuse on
company property is prohibited. Working while under the influence of
prescription drugs that impair performance is prohibited.

21.7.2. The use of tobacco products on company property, outside of permitted

areas, is specifically prohibited.

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  Anzen Insurance Broking Private Limited
Hubtown Viva, 1st Floor
W. E. Highway, Jogeshwari East,
Mumbai – 400060
Website: www.anzen.global
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