Hanz Aidvan Brainn Lagahit Saladaga

POLICY CODE OF CONDUCT NHPC-HRDVO-POL-005 REVISION DETAILS Page No. Revision No. Description of previous and current revision Effective Date All 00 Initial Issue Feb. 4, 2020 Document Approval Role Name Position Prepared by Isaiah B. Bangkong HR Manager Signature Date Feb. 4, 2020 Endorsed by Isaiah B. Bangkong HR Manager Feb. 4, 2020 Approved by Jialin Zhang CEO Feb. 4, 2020 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION P a g e 1 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 2 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. CONTENT: 1. 2. 3. 4. 5. OBJECTIVE SCOPE OWNERSHIP DEFINITION OF TERMS POLICY 5.4 Behavior at Work 5.4.1 Acts Detrimental to the Company’s Operations 5.4.2 Work Avoidance 5.4.3 Sleeping While on Duty 5.4.4 Suspected Sleeping 5.4.5 Foul, Vulgar or Obscene Language 5.4.6 Speaking in Vernacular While on a Call 5.4.7 Rudeness to Customers / Clients 5.4.8 Intentionally Dropping / Disconnecting Calls 5.4.9 Unintentional Disconnection 5.4.10 Suspected Dropping / Disconnecting Calls 5.4.11 Inappropriate Conversation 5.4.12 Inappropriate Content 5.4.13 Sexually Explicit Content 5.4.14 Religious Content 5.4.15 Racial Undertone 5.5 Unprofessional Behavior- Employees are expected to conduct themselves professionally Insubordination / Willful Disobedience Disrespect Towards a Superior, Fellow Employee & External Parties Giving False Information About the Company or of its Employees Rumor Mongering / Oral Defamation Discriminatory Behavior P a g e 2 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 3 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.7 Attending to Personal Matters During Your Shift 5.5.8 Leaving Early Without Permission 5.5.9 Carelessness/Negligence in the Performance of Duties 5.5.10 Conflict of Interest 5.5.11 Loss of Trust 5.5.12 Violation of Confidentiality 5.5.13 Workplace Violence 5.5.14 Acts Against Morals and Decency 5.5.15 Reporting for Work or Staying on Company Premises Under the Influence of Alcohol 5.5.16 Gambling 5.5.17 Loitering 5.5.18 Pattern of Behavior 5.5.19 Acts of Dishonesty 5.5.20 Job Performance 5.5.21 Neglect of Duty 5.5.22 Disorderly Conduct 5.5.23 Serious Misconduct and Misbehavior 5.5.24 Gross Misconduct and Misbehavior 5.6 General Office Rules 5.6.1 Dress Code 5.6.2 Workplace Security, Cleanliness, Health and Safety- The NO ID, NO ENTRY Policy is strictly enforced. Littering Comfort Rooms Smoke-Free Workplace Food and Drinks Workplace Safety 5.6.3 Use of Company Facility 5.6.3.1 General Company Property and Equipment P a g e 3 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 4 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - Headsets Desktops / Laptops External Computer Hardware Telephones / Mobile Phones Lockers Personal Mail Personal Belongings Personal Information 5.6.4 Operations Floor Policies 5.6.4.1 Prohibited on the Operations Floor 5.6.5 Technology Policy 6. 7. 8. 9. DEVIATION CLAUSE REFERENCES TABLES / FIGURES FORMS P a g e 4 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 5 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 1. OBJECTIVES 1.1 1.2 1.3 To define the obligation of Management and employees to comply with the Code of Conduct of N. H. Philippines Corporation and contribute to the achievement of a professional and productive work culture, characterized by the absence of any form of unlawful or inappropriate behaviour. To define the Company Rules and Regulations promulgated for the guidance and accomplice by all employees of the company. To define clearly the exact authority and responsibility for each procedure in the disciplinary process. 2. SCOPE 2.1 2.2 2.3 The Company Code of Conduct shall apply to all employees, regardless of status or position, unless otherwise specified in the Code. It is the Company’s philosophy that all policies and procedures outlined in this manual will be applied to each and every employee in a fair and consistent manner. Incidents of unacceptable attendance/performance as well as violations of Company policy will be thoroughly investigated prior to disciplinary action. As there can be no exhaustive enumeration of all types of violations, the violations included herein are not exclusive. The Company, in the exercise of its prerogative to ensure that its business interest is protected and in order to maintain a harmonious working environment, will impose appropriate corrective actions for violations not specifically mentioned in the Employee Manual. 3. OWNERSHIP- The CEO is accountable for establishing governance to this policy. The HR Manager is accountable for establishing controls to this policy. The Team Leaders (TL) are responsible for ensuring compliance to this policy. All employees shall be responsible for complying with the company’s Code of Conduct and Behavior policy. P a g e 5 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 6 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 4. DEFINITION OF TERMS 4.1 4.2 4.3 4.4 4.5 Code of Conduct refers to the expectations and defined acceptable behaviors whether inside or outside the company premises specially when conducting official company business. Company refers to N. H. Philippines Corporation situated at Amalgated Building, 3rd Floor, Unit 310, corner Inigo St., J. P. Laurel Ave., Bajada, Davao City, 8000, Philippines. Employee refers to all persons, including probationary, under the employ and in the active payroll of N. H. Philippines Corporation. BDO – Business Developer Officer GRS – Global Recruitment Specialist 5. POLICY 5.1 5.2 5.3 5.4 N. H. Philippines Corporation has established the following General Rules of Conduct applicable to all Employees. Other more specific rules may be enacted by the Company from time to time concerning more specific issues and areas of operation. The Company requires that each Employees faithfully abide by the following Rules and Regulations. Violation of any of these regulations may result to disqualification from the Training Program. The Company Code of Conduct and Behavior policy shall apply to all officers and employees at all times when performing official duties including when representing the company at conferences, training, on business trips, and attending work related social events. Behavior at Work 5.4.1 Acts Detrimental to the Company’s Operations 5.4.1.1 The following actions are deemed grave and will result in serious damage to the Company. It will be subject to serious sanctions, up to and including termination. P a g e 6 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 7 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.4.2 Work Avoidance 5.4.2.1 Employees have been assigned specific work schedules and tasks. It is expected that they will be in their respective work stations within the specified work schedules performing their tasks. Everyone is expected to strictly adhere to such, including break periods. Not being in their work stations or lingering around the Company's premises with no valid reason and without prior approval from their Superiors, constitute work avoidance. Class 2 – Written Warning 5.4.3 Sleeping While on Duty 5.4.3.1 5.4.3.2 All employees are expected to be “ready to work” while in the workplace. Sleeping during duty hours can greatly affect the company’s services to its clients. This can lead to complaints or loss of business. Class 3 – Light Suspension Sleeping at the workstation during unpaid breaks, before or after the shift is considered unprofessional behavior and is a Class 3 – Light Suspension 5.4.4 Suspected Sleeping 5.4.4.1 Making an appearance of sleeping or having been observed thru remote monitoring of behavior associated with dozing off at work is a Class 2 – Written Warning. 5.4.5 Foul, Vulgar or Obscene Language 5.4.5.1 Foul, Vulgar or Obscene languages during a call, in between calls or while on the floor are strictly prohibited. The Company ensures that the quality of customer service we provide is monitored in a timely manner. Incident reports, monitoring results and the like, which show the use of foul, vulgar or obscene language shall constitute a violation and will be dealt with accordingly. Class 5 – Separation P a g e 7 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 8 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.4.6 Speaking in Vernacular While on a Call 5.4.6.1 5.4.6.2 The confidence of the client / customer on the BDO and GRS erodes whenever the caller is revealed to be outside the market being serviced. This can have a direct effect on the Company's volume of business. Therefore, speaking or conversing in the vernacular during a call or in between calls or if someone is making a call are strictly prohibited. Violation of this rule shall be considered as an “act detrimental to the Company’s operation” Class 5 – Separation 5.4.7 Rudeness to Customers / Clients 5.4.7.1 Rudeness can come in different forms such as raising the tone of voice, rudely / sarcastically answering or interrupting the client, not paying attention to the client’s request, giving false information to client, laughing on a call, deliberately ignoring the client and other similar behavior that do not conform to the Company’s standard behavior on call handling. All of these acts are considered detrimental to the business operations. Class 5 – Separation 5.4.8 Intentionally Dropping / Disconnecting Calls 5.4.8.1 Incident reports, or silent monitoring results that show intentional dropping or disconnecting of calls for whatever reason is considered a grave offense. As a service-oriented Company, we are expected to deliver the excellent service regardless of the circumstances. Dropping or disconnecting calls shall not be accepted for any reason and shall be dealt with accordingly. Class 5 – Separation 5.4.9 Unintentional Disconnection 5.4.9.1 BDO / GRS accidentally disconnects a call as a result of pressing the wrong button, due to technical issues or similar situations that clearly show that the disconnection was unintentional or is due to circumstances beyond the BDO / GRS’s control. P a g e 8 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 9 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.4.9.2 Reports of unintentional disconnected calls will be reviewed by the management. If proven that it is unintentional then the 1st 3 occurrences shall be classified as Class 1 – Reprimand. The 4th occurrence shall be escalated to a Class 2 – Written Warning then progressive discipline shall apply. 5.4.10 Suspected Dropping / Disconnecting Calls 5.4.10.1 Occurrences documented in any monitoring session, which show at least one (1), suspected dropping or disconnecting of a call for whatever reason shall lead to progressive disciplinary action. Class 2 – Written Warning 5.4.10.2 Should occurrences be more than one in a monitoring session, the progressive discipline shall apply but penalty shall be higher. Class 3 – Light Suspension 5.4.11 Inappropriate Conversation 5.4.11.1 All employees are expected to converse with customers /client in a professional manner. Conversations such as divulging personal information, with sexual innuendos, and side conversations with a fellow employee during a call, in between calls or while on the floor are strictly prohibited. Class 4 – Grave Suspension 5.4.12 Inappropriate Content 5.4.12.1 As we process customer / client requests and enquiries thru call or Email, we are expected to maintain the same level of professionalism that we provide with that of our customers / clients over the phone or E-mail. We should not express any unprofessional written or verbal communication that may cause offence to a person or a group in the conduct of servicing our customers / clients. If the management monitor observes unprofessional communication such as but not limited to use expletive words, sexually explicit content, religious content, and racial P a g e 9 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 10 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. undertone, where its deemed inappropriate, will result to an Incident Report. Class 5 – Separation 5.4.13 Sexually Explicit Content 5.4.13.1 Many questions asked are sexually explicit in their nature and should be answered in such a way so as not to cause offence and / or damage the reputation of the brand and the Company. Any questions that contain words that are universally profane, sexual acts or graphic depiction are generally easy to spot. 5.4.13.2 If a dictionary definition can be given for any requests to do with sex, genitalia etc… then these can be given, providing it does not contradict any of the above. If unsure of whether to process the request or not, always ask for assistance first. Class 4 – Grave Suspension 5.4.14 Religious Content 5.4.14.1 References to God, and other religious figures should be avoided as a means to justify an answer. This is to ensure that offence is not caused to our customers / clients, as we do not know their individual faiths and beliefs. Class 4 – Grave Suspension 5.4.15 Racial Undertone 5.4.15.1 Any word or message that may cause offence to groups due to their racial undertones should be avoided. Class 4 – Grave Suspension 5.5 Unprofessional Behavior 5.5.1 Employees are expected to conduct themselves professionally at all times and observe proper decorum while at work. Display of any of the following behavior is deemed unacceptable and subject to corrective action up to termination of employment. P a g e 10 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 11 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.2 Insubordination / Willful Disobedience 5.5.2.1 N. H. Philippines Corporation has set defined rules and regulations necessary for the proper management of the business. Employees must comply with all lawful orders, directives or instructions given by Management. Acts that disregard and undermine the authority of Management and refusal to obey legitimate or reasonable orders are considered unprofessional behavior. Class 5 – Separation 5.5.3 Disrespect Towards a Superior, Fellow Employee & External Parties 5.5.3.1 This shall constitute actions or statements in an embarrassing, discrediting manner to a superior, fellow employee and other external parties the Company has dealings with through bearing, gestures, language or other actions that are offensive and unacceptable within Company premises. Credibility of the Company and the employee should be protected at all times through proper conduct and work behavior. Class 5 – Separation 5.5.4 Giving False Information About the Company or of its Employees 5.5.4.1 Any misinformation or release of false information about the company and any of its employees to anyone is strictly prohibited. This shall include, but is not limited to, any act that may compromise the image and reputation of the Company and its employees. Class 5 – Separation 5.5.5 Rumor Mongering / Oral Defamation 5.5.5.1 The Company recognizes the right of employees to free speech and self-expression but draws the line between creating intrigues and spreading false information about the Company, its products and services, clients and customers and employees. Any act of giving out comments or stories that pertain to any of the ones mentioned, that P a g e 11 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 12 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. may affect their reputation and can bring ridicule or contempt shall be considered a violation. Class 3 – Light Suspension. 5.5.6 Discriminatory Behavior 5.5.6.1 The company promotes Equal Employment Opportunities within the Company. Thus, any form of discrimination, intentional or unintentional acts that adversely affect employment opportunities because of age, race, color, religion, sex, handicap, marital status, or national origin is strictly prohibited. In the same manner, discriminatory behavior against others for whatever purpose or reason other than employment is strictly not allowed. Class 3 – Light Suspension 5.5.7 Attending to Personal Matters During Your Shift 5.5.7.1 Attending to personal matters during duty hours such as prolonged telephone conversations, unauthorized selling or collection, receiving private visitors, reading non-business related materials, etc. shall not be allowed. All employees should transact their personal business outside their duty hours to ensure that these activities do not interfere with their work during their shift. Class 3 – Light Suspension. 5.5.8 Leaving Early Without Permission 5.5.8.1 Employees who leave the work area and / or company premises during duty hours without prior approval from their immediate superior shall be dealt with accordingly. Leave Early is allowed as explained in the Tardiness / Leave Early Policy but requires prior approval from one’s immediate superior. Leaving the Company premises during one’s duty hours without permission shall be covered by this policy with a graver penalty as compared to a Leave Early occurrence with prior permission. Class 4 – Grave Suspension P a g e 12 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 13 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.9 Carelessness / Negligence in the Performance of Duties 5.5.9.1 N. H. Philippines Corporation is a performance-oriented Company and all movements, promotions and separations will rely greatly on performance. As employees, we all have our duties and responsibilities as stated and discussed through our employment contracts, job descriptions, company procedures, immediate supervisor, etc. Therefore, as an employee, any deviation from our set duties and responsibilities shall constitute as carelessness or negligence in the performance of our official duties as employees. Class 5 – Separation 5.5.10 Conflict of Interest 5.5.10.1 The following are potentially compromising situations that must be avoided. Any exceptions must be reported to the President and written approval for the continuation must be obtained. Class 5 – Separation 5.5.10.1.1 5.5.10.1.2 - 5.5.10.1.5 Revealing confidential information to outsiders or misusing confidential information. Unauthorized divulging of information is a violation of this policy whether or not for personal gain and whether or not harm to the Company is intended. Divulging confidential information about your employment, including your salary, to co-employees and outsiders is strictly prohibited. Accepting or offering substantial gifts, excessive entertainment, favors or payments to or from third parties which may be deemed to constitute undue influence or otherwise be improper or embarrassing to the Company. Participating in civic or professional organizations that might involve divulging confidential information of the Company. Initiating or approving personnel actions affecting reward or punishment of employees or applicants where there is a family relationship or there appears to be a personal or social involvement. Initiating or approving any form of personal, sexual, or social harassment of employees. P a g e 13 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 14 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.10.1.6 - Investing or holding outside directorship in suppliers, customers, or competing companies, including financial speculations, where such investment or directorship might influence in any manner a decision or course of action of the Company. Borrowing from or lending to employees, customers or suppliers. Acquiring real estate of interest to the Company. Improperly using or disclosing to the Company any proprietary information or trade secrets of any former or concurrent employer or other person or entity with whom obligations of confidentiality exist. 5.5.11 Loss of Trust 5.5.11.1 As evidenced by the following actions:- - - Theft or attempted theft of Company property or of another employee’s property within Company premises. Falsification of Company records or documents or knowingly using falsified records or documents (e.g. employment applications, time cards, client controlled documents, shipping documentation or other documents related to N. H. Philippines Corporation, its customers or others). Misappropriation or attempted misappropriation of Company funds. Grave dishonesty (e.g. tampering of attendance records, etc). Abuse of position in the Company to gain profit personally or to take advantage of the employees under his/her supervision. Timing in/out for co-employees or asking or allowing coemployees to time in/out for you or asking or allowing others to time in/out for other employees. Allowing other employees or non-employees to use your security badge / ID to enter / leave the Company premises. Furnishing false information upon application or during investigation. All of the above is considered as Class 5 – Separation. P a g e 14 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 15 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.12 Violation of Confidentiality 5.5.12.1 In the course of our business, all of us obtain information that is confidential. Due to the nature of our business, it is critical to keep our business practices confidential. This pertains not only to our developments in technology, but also with respect to Company documents and policies as well as financial and human resource information such as salaries and agreements:- Don’t discuss confidential matters in elevators, restaurants or other public places. Limit the distribution of confidential information to only those who must know. Keep all confidential material in your personal workspace, folders or file cabinets. Be sure confidential materials are not visible, particularly when visitors are in your work area. Send all confidential materials directly to the addressed party. 5.5.12.2 Corporations have lost many clients because of their lack of confidentiality. Remember that if it’s confidential, treat it that way. If you are unsure, treat the information as though it is confidential. Managers are responsible for the confidentiality of information in their departments and will be held responsible for the actions of direct reports. Releasing important confidential information that may result in serious damage to or the general order of the Company will result in termination. Class 5 – Separation 5.5.13 Workplace Violence 5.5.13.1 N. H. Philippines Corporation cares about the health and safety of all employees. Therefore, violence, physical or verbal intimidation and threatening behavior are expressly prohibited. The following types of behavior are meant as examples of forbidden behaviors. N. H. P a g e 15 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 16 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. Philippines Corporation reserves the right to expand the definition of workplace violence at its sole discretion. Class 5 – Separation 5.5.13.1.1 5.5.13.1.2 - 5.5.13.1.5 Threatening, intimidating, coercive, abusive, harassing or violent verbal, written or physical behavior. Suggesting or implying such behavior toward others while at work is expressly forbidden and includes coworkers, customers, vendors and other persons present on Company premises or who conduct business with the company. Possessing firearms, explosives or other weapons within company premises including company vehicles or private vehicles or during Company events and while conducting company business. Willfully destroying company property or the property of others Fighting on Company premises or fighting over work or nonwork issues within company premises or while conducting company business or during Company events. Assaulting a co-employee. 5.5.13.2 Reporting Violent Behavior 5.5.13.2.1 - 5.5.13.2.4 As a condition of employment, all employees have a duty to report any of the above occurrences to their immediate superior. Reports of physical violence, uncontrolled outbursts, threats or intimidation, implied or otherwise are taken seriously. Committing these acts will result in consequences, up to and including immediate termination. When reporting an incident be specific, include what happened, when it happened, where it happened, who was involved and any previous incidents. Failure of an employee to report an incident he/she has witnessed will result to a disciplinary action. Class 3 – Light Suspension P a g e 16 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 17 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.14 Acts Against Morals and Decency 5.5.14.1.1 Management will not tolerate employee indecency, immorality or lasciviousness while on duty or within office premises. Employees are expected to display proper decorum and avoid scandalous acts that may affect others. Class 5 – Separation 5.5.15 Reporting for Work or Staying on Company Premises Under the Influence of Alcohol 5.5.15.1 Reporting to work under the influence of alcohol, being around company premises or using company facilities (e.g. pantry, shuttle bus, etc.) while under the influence of alcohol and drinking alcohol on Company property are strictly prohibited and shall result to termination. Under the influence of alcohol is defined as any level of alcohol content. Class 5 – Separation 5.5.15.2 No officer or employee shall be compelled to obey / submit / adhere to instructions or requests from anybody who is under the influence of alcohol. 5.5.16 Gambling 5.5.16.1 Gambling is the betting of money or something of value on an event, scheme or game with an uncertain outcome with the primary intent of winning additional money, material goods, articles, any object or representative of value. 5.5.16.2 Gambling in any form for personal profit or gain is strictly prohibited within company premises or on company sponsored events. This is classified as a Class 5 – Separation 5.5.17 Loitering 5.5.17.1 All employees are expected to strictly adhere to their work schedules at all times. Going or lingering around an area where the employee has P a g e 17 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 18 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. no legitimate business and without prior approval from Superior while on duty shall constitute loitering. Class 2 – Written Warning 5.5.18 Pattern of Behavior 5.5.18.1 N. H. Philippines Corporation does not tolerate behavior that is generally against the Company’s Code of Discipline. An undesirable behavior that an employee relapses to over a specified period of time that has considerable impact on the business operations shall be defined as a pattern of behavior that can lead to progressive corrective action. Class 5 – Separation 5.5.19 Acts of Dishonesty 5.5.19.1 Accepting bribes, rebates or kickbacks, personal favors, or anything of value from suppliers, creditors, or fellow employees in exchange for preference or better considerations. Class 5 – Separation 5.5.19.2 Stealing against the company, its employees, customer, and/or visitors regardless of the amount or value involved. Class 5 – Separation 5.5.19.3 Obtaining supplies or materials on fraudulent orders with any other person/employee conniving or in collusion with employee doing it. Class 5 – Separation 5.5.19.4 Substituting Company owned materials, tools or equipment. Class 5 – Separation 5.5.19.5 Falsification of Company records, forms or any document in which the Company has an interest. Class 5 – Separation 5.5.19.6 Fraud or willful breach by employee the trust reposed by the employer or representative. Class 5 – Separation 5.5.19.7 Falsely representing oneself as an agent or representative of the company or any of its department or agency. Class 5 – Separation 5.5.19.8 Engaged in another job or other business activities in conflict with the Company’s interest. Class 5 – Separation 5.5.19.9 Any misrepresentation of false information in the original application or in any subsequently requested sheet submitted by any worker / employee to the management. Class 5 – Separation P a g e 18 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 19 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.19.10 Disclosure or divulging company’s information to outsiders / unauthorized parties. Leakage of vital information by any means such as processes, formula trade secrets vendor’s competitive bids, or other confidential matters. Including stealing or unauthorized removal of company confidential information. Class 5 – Separation 5.5.19.11 All other acts of dishonesty which cause or tend to cause prejudice to the Company. Class 5 – Separation 5.5.19.12 Evading responsibility, giving false testimony or introduction of falsified evidence in any Company investigation or inquiry conducted. Class 4 – Grave Suspension 5.5.19.13 Unauthorized withdrawal or intentional misplacement of Company records or documents or gross negligence resulting in the loss of the same in which the Company has interest. Class 4 – Grave Suspension 5.5.19.14 Direct or indirect participation or involvement in any unauthorized transaction involving any person or any form where such participation is improper or undesirable to the interest of the Company. Class 4 – Grave Suspension 5.5.19.15 Spreading malicious rumors that affect employee’s morale such as layoffs, bankruptcy, etc. Class 4 – Grave Suspension 5.5.19.16 Using company time, materials or equipment to do unauthorized work. Class 3 – Light Suspension 5.5.19.17 Making false comments (verbal or written) detrimental to the Company’s business or reputation. Class 4 – Grave Suspension 5.5.19.18 Unauthorized possession, use, or lending of tools, office or operations’ equipment, and other company properties. Class 3 – Light Suspension. 5.5.19.19 Concealing serious and/ or contagious disease which may endanger himself or other employees. Class 4 – Grave Suspension 5.5.20 Job Performance 5.5.20.1 Failure of Team leaders, Supervisors, and Managers to disseminate vital information (i.e. work directives, new policies and procedures, etc.) P a g e 19 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 20 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. to employees over whom one exercises direct supervision. Class 3 – Light Suspension. 5.5.21 Neglect of Duty 5.5.21.1 Negligence or carelessness committed during working time or on Company premises resulting to personal injury or damage to the Company or to third parties, or causing expenses to be incurred by the Company. Class 5 – Separation 5.5.21.2 Deliberate slow-down and/or restricting output or inducing or encouraging others to do the same. Class 4 – Grave Suspension 5.5.21.3 Failure to comply with official orders, company policy, procedures, directives, and / or perform regular assigned duties or specific instructions related to ones duties. Class 2 – Written Warning 5.5.21.4 Engaging in lengthy discussions not related to job which hampers one's and/or other's work performance during working hours. Class 2 – Written Warning 5.5.21.5 Quitting work before specified time or failure to begin work at starting time without justifiable reason. Class 2 – Written Warning 5.5.22 Disorderly Conduct 5.5.22.1 Soliciting money, contributions, collecting signatures or introducing unauthorized solicitors for any purpose or whatsoever without permission from the management. Class 3 – Light Suspension. 5.5.22.2 Unauthorized holding meetings or caucuses or forming associations or organizations on Company time or within Company premises. Class 3 – Light Suspension. 5.5.22.3 Posting of unauthorized notices, signs or printed matter, circulating memorandum, or removing, erasing, changing, smearing or tampering of any poster or notice posted by the Company. Class 3 – Light Suspension. 5.5.22.4 Engaging in any form of money lending activity inside the Company premises for profit. Class 3 – Light Suspension. P a g e 20 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 21 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.22.5 Disregarding company memorandum, circular, order or refusal to receive and sign copies of the same when required by the Company. Class 2 – Written Warning 5.5.22.6 Failure to submit required forms, reports and/ or other documents on time or lost of the same documents. Class 2 – Written Warning 5.5.22.7 Failure to submit complete pre-employment requirements and other documents. Class 2 – Written Warning 5.5.22.8 Vending or peddling any type of goods during working hours or within Company premises without prior permission from the Management. Class 2 – Written Warning 5.5.22.9 Divulging or comparing one’s salary with others. Class 3 – Light Suspension. 5.5.23 Serious Misconduct and Misbehavior 5.5.23.1 Sexual Harassment per RA 7877. Class 5 – Separation 5.5.23.2 Intentionally doing something either legally or morally wrong which one has no right to do. Class 5 – Separation 5.5.23.3 Commission of any crimes or offense that involves threat to life by the employee against a person to his/her employer’s family or representative. Class 5 – Separation 5.5.23.4 Acts of lasciviousness during working hours or within the Company premises. Class 5 – Separation 5.5.23.5 Vandalism or deliberate defacing of Company property. Class 4 – Grave Suspension 5.5.23.6 Commission of wrong doing or error by mistake, negligence or inadvertence but not by intentional wrong doing. Class 3 – Light Suspension. 5.5.23.7 Exhibition or distribution of pornographic materials or committing immoral conduct. Class 3 – Light Suspension. 5.5.23.8 Sale, possession, or bringing in the Company premises any alcoholic beverage. Class 3 – Light Suspension. 5.5.23.9 Intriguing against another employee which tends to cast dishonor, discredit or contempt upon the latter. Class 3 – Light Suspension. P a g e 21 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 22 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.23.10 Evading responsibility or misleading an investigation. Class 3 – Light Suspension. 5.5.23.11 Promoting and taking part in any lottery and other illegal game of chance during working hours or within Company premises. Class 3 – Light Suspension. 5.5.23.12 Stubborn behaviour, discourteous and uncooperative attitude towards superior. Class 3 – Light Suspension. 5.5.23.13 Challenging one’s superior or any member of Management to a fight. Class 3 – Light Suspension. 5.5.23.14 Instigating a fight or attempting to inflict harm upon another employee for any reason within company premises or during company sponsored activity. Class 3 – Light Suspension. 5.5.23.15 Using profane or obscene language in addressing a superior or uttering vile, provocative or abusive language against co-employee or member of management. Class 3 – Light Suspension. 5.5.23.16 Indecent conduct or immorality. Class 3 – Light Suspension. 5.5.23.17 Making or spreading false, vicious, malicious statements concerning any employee, superior, the company or its services / products. Class 3 – Light Suspension. 5.5.23.18 Distribution of obscene literature on Company premises. Class 3 – Light Suspension. 5.5.24 Gross Misconduct and Misbehavior 5.5.24.1 Use of or bringing in prohibited drugs in the Company premises. Class 5 – Separation 5.5.24.2 Deliberately damaging Company, co-employees or Company’s visitor’s property which may result to serious losses or expenses to be incurred by the company. Class 5 – Separation 5.5.24.3 Intentionally attempting to cause / causing injury to another person on working time or within company premises. Class 5 – Separation 5.5.24.4 Drinking alcoholic beverages during working hours or within Company premises. Class 4 – Grave Suspension P a g e 22 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 23 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.5.24.5 Planting evidence against another person for purpose of unduly imputing crime or the commission of an offense. Class 4 – Grave Suspension 5.5.24.6 Actual fighting or creating a serious scandalous situation within Company premises. Class 5 – Separation 5.5.24.7 Improper use and care of Company facilities, tool and other properties resulting to injuries and/or damage to Company property. Class 4 – Grave Suspension 5.5.24.8 Malingering or feigning illness to avoid doing of assigned work. Class 4 – Grave Suspension 5.5.24.9 Reporting for work while under the influence or liquor and / or intoxicating drinks. Class 4 – Grave Suspension 5.5.24.10 Reporting for work while under the influence prohibited drugs. Class 5 – Separation 5.5.24.11 Failure to report to the Company immediately or intentionally concealing the occurrences of loss, spillage, wastage, defect or damage to Company properties which directly results in prejudice to the Company. Class 3 – Light Suspension. 5.6 General Office Rules 5.6.1 Dress Code 5.6.1.1 5.6.1.2 - Employees shall maintain a presentable appearance at all times and shall wear clothing appropriate to their duties. Attention to good grooming and neatness is mandatory. Any violation in the Dress Code policy is a Class 2 – Written Warning All employees are expected to maintain a professional appearance. The attire should be consistent with the kind of work being performed as well as appropriate to the position being held. Clothing must be neat and clean. Good personal grooming and hygiene are also essential. Management and Operations personnel and those who are in direct contact with clients / customers are directed to dress up in acceptable casual attire. P a g e 23 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 24 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.1.4.1 The Following are not allowed: 5.6.1.4.1.1 5.6.1.4.1.2 Select street fashion such as overly baggy pants with boxers and undergarments showing, bandanas, slashed pants, or any look that will not constitute to a “casual” ensemble or constitutes to a “homeless raggedy” ensemble. Jogging pants, leggings, sweat pants, gym clothes, shorts, sando, undershirts, see through shirts/tops, sleeveless shirt (for men). - The following footwear are not allowed: - - Footwear for Male: Flip flops, slippers, Teva / Mojo sandals, beach sandals, thong leather sandals, sandals such as Crocs, sports leather, rubber sandals, Birkenstocks Footwear for Female: Flip flops, slippers, flat thong / V-strapped sandals, beach sandals, wooden sandals, any rubber sandals, sandals such as Crocs, platform rubber sandals, sports leather, Birkenstocks. NOTE: IF IN DOUBT WHETHER AN ITEM IS APPROPRIATE OR NOT, DON’T WEAR IT! 5.6.2 Workplace Security, Cleanliness, Health and Safety 5.6.2.1 The NO ID, NO ENTRY Policy is strictly enforced. 5.6.2.1.1 Upon the first day of employment, you will be issued a Company owned ID. This ID is your responsibility and is not to be shared with any employee. Each employee is responsible for maintaining his/her assigned Company ID. Allowing another P a g e 24 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 25 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.2.1.2 5.6.2.1.3 person to use your ID is a serious security breach. Violation of this policy is a Class 5 – Separation. All employees must use their ID when entering the building and while inside the premises. In case that the Company ID is left at home, a valid ID (e.g. Driver’s License, SSS Digitized ID, etc.) must be presented to Security for employee to gain access. A valid ID should be deposited to HR for a temporary ID to be issued. At the end of the shift, the temporary ID should be returned to HR. HRD shall keep track of employees who forget their ID and concerned TLs and Managers shall be informed. Forgetting the ID for the second time is a Class 1 – Reprimand Employee access to the Company premises is limited to the following times: - 5.6.2.1.6 5.6.2.1.7 Scheduled shifts Scheduled training sessions Called to work during emergency situations Prior Management authorization Unauthorized presence in the company’s premises is classified as a Class 2 – Written Warning. You are not permitted to bring visitors / children inside Company premises without prior Management approval. This is a breach of security which is classified as a Class 3 – Light Suspension. If ID is lost or stolen, the employee must immediately secure an Affidavit of Loss or Police Report and submit it to HR within 24 hours after the incident. A replacement will be issued but damage / losses attributed to the employee’s fault shall be charged P400.00 for each item, which will be paid through payroll deduction. Upon separation from the Company, ID must be surrendered to your Immediate Team Leader or to the HR Department. The Operation’s floor shall be restricted during non-operating hours, specifically an hour before and half-hour after the P a g e 25 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 26 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.2.1.8 5.6.2.2 Littering - 5.6.2.3 The comfort rooms should be kept clean and sanitary at all times. Spills or defective facilities should immediately be reported to maintenance personnel. Class 1 – Reprimand Smoke-Free Workplace 5.6.2.4.1 5.6.2.5 Littering within the premises is strictly prohibited. Class 1 – Reprimand Security and Maintenance personnel shall report incidents of violations in writing to HR. Comfort Rooms 5.6.2.3.1 5.6.2.4 operations of the center. Entry during non-operating hours requires prior approval from the Operations Manager, Team Leader and HR Manager or the CEO / President. Only security and maintenance personnel will be granted access or entry during non-operating hours for purposes of monitoring and cleaning. N. H. Philippines Corporation is a smoke-free workplace. You are not allowed to smoke inside Company premises including break rooms, rest rooms, the reception area and lobby. Class 2 – Written Warning Food and Drinks 5.6.2.5.1 Employees who bring large amount of food, equipment, or any item in bulk inside the office will need to use the service elevator. In most cases, a gate pass must be secured from the guard on duty to allow ingress and egress of the items. For more information, contact the HR Department. P a g e 26 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 27 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.2.5.2 5.6.2.5.3 5.6.2.6 You are refrained from eating full meals in your work areas. Small sandwiches, biscuits, candies and chips are allowed, except for those working in the Operations floor. Depending on the discretion of the department head / Team Leader, exceptions may be allowed as seen necessary for continuous department operations. Using a spill-proof mug is necessary and required at all times. You are responsible for keeping your work area clean at all times as well. Class 1 – Reprimand Workplace Safety 5.6.2.6.1 - 5.6.2.6.4 5.6.2.6.5 It is part of your job to prevent workplace injuries. Always follow safe work practices. If using machinery, follow posted instructions and operating manuals. If you become aware of any unsafe working conditions, report them immediately to your Team Leader. When situations warrant, put up a sign indicating “DANGER”, “WATCH YOUR STEP”, etc. and inform the management for proper action. Do not leave tools and equipment where people may trip or fall. Close file drawers completely when not in use. Be aware of your safety and others at all times. Failure to comply is a Class 2 – Written Warning. However, negligence or carelessness resulting in damages to Company or personal property, or personal injury, is a Class 4 – Grave Suspension. An employee, who is injured or in need of emergency care, will be sent for treatment to the nearest medical facility. All injuries, no matter how slight, must be reported to the management immediately. Appropriate action will be taken to ensure proper treatment. All employees brought to the nearest medical facility by ambulance or sent home for any medical reason must secure a Medical Certificate from a HMO accredited facility stating that they are “Fit to Work.” P a g e 27 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 28 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.2.6.6 5.6.2.6.7 Prior to reporting for work, employee must proceed to HRD to present the “Fit to Work” certificate and for proper documentation. Employees without proper Medical Certificates upon return will not be allowed to report for work and shall be marked absent. Failure to comply (continued to report for work even without the “Fit to Work” certificate) shall result to “Insubordination” which is a Class 3 – Light Suspension. 5.6.3 Use of Company Facility 5.6.3.1 General Company Property and Equipment 5.6.3.1.1 5.6.3.1.2 5.6.3.2 All Company equipment (copy machines, fax machines, computer lines, telephones, telephone lines, etc.) are for workrelated use only. Utilization of company equipment for personal use is strictly prohibited. Class 2 – Written Warning. Wilful damage, improper use, theft of Company equipment including items on Company property (vending machines, employees’ cars and other personal items), including removal of key caps, are Class 5 – Separation Headsets 5.6.3.2.1 5.6.3.2.2 The Company provides work-related equipment to assist you in carrying out your job effectively. An essential equipment you use on a daily basis is your headset. To ensure security and proper handling of equipment, the headset cannot be taken out of the company premises. Lockers have been provided so you can properly stow your headsets while on break. Headsets should never be taken home nor brought outside the Company premises. All headsets are the property of the company. Employees will be held responsible for loss or damage. Should a headset be damaged, the concerned employee will be required to pay the P a g e 28 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 29 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.3.2.3 5.6.3.3 established cost of damage or replacement cost through salary deduction. Upon separation from the Company, the headset must be returned to the employee’s Team Manager / Team Leader or IT Department. Desktops / Laptops 5.6.3.3.1 Any form of tampering / altering of computer configuration on personal volition is strictly prohibited. Only authorized personnel may be permitted to do so. Class 2 – Written Warning 5.6.3.3.1.1 Provision - - - - All laptops and desktops are assessed for their suitability to the job role for which they are intended. Selected desktop and laptops (PH only) have been found to meet the requirements of both the general laptop user and those requiring additional portability. All equipment purchased, irrespective of source, is procured with the appropriate software licenses as meets the requirements of N. H. Philippines Corporation corporate standards. Final approval for all laptop and desktop purchases or re-deployments must be approved by the IT Manager, and CEO (as appropriate). Please also note that only company issued desktops or laptops are allowed inside company premises. This is to help ensure that direct access to the network is limited only to computers which are periodically checked and maintained by the company. In IT Department, this includes access to the company’s Wi-Fi services. P a g e 29 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 30 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.3.3.1.2 Usage - 5.6.3.3.1.3 N. H. Philippines Corporation provides laptop computers to those employees required to work outside of their normal working environment. It recognizes that there are increased security risks to both the physical equipment and company confidential data when outside of the confines of company’s network. This policy has been devised to ensure that employees are aware of the security risks in working outside of the office and to provide guidance as to how to secure the mobile computing facilities. Access to Data While Mobile - While in the office, N. H. Philippines Corporation employees’ data is stored by default on the network drives or in the approved cloud storage. The reasons for this are that the network drive offers a more secure environment for storing information, as login rights restrict access to “private” areas of the drive, and the information on network drives are regularly backed up ensuring that rollback of information is available in the event of loss or damage to files. - When the business applications are loaded locally (on the laptop) , and the data is stored locally, the documents/files that the employee may require must be flagged as synchronized prior to logging out of N. H. Philippines Corporation’s network. In doing this, the employee will be able to work in a mobile environment on their required documents and when re-connected to the network the files will automatically synchronize between the laptop and network drive. P a g e 30 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 31 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - 5.6.3.3.1.4 At login, if the laptop does not detect N. H. Philippines Corporation’s network, it will automatically load a local profile that will enable you access to your business applications. Access to Files and Email via Direct Internet Connection - Virtual Private Network (VPN) is only granted to those employees that work extensively outside of working hours, outside of their main office environment, or are part of an On Call technology support team. Users may be asked to prove their maintained use of VPN access and whereby access falls below a threshold, access may be revoked and users will be provided with Dial-In or Webmail access only. - The security risk of VPN access is that an open connection to the Internet is required to gain access. 5.6.3.3.1.5 Security Considerations - All reasonable care should be taken to ensure that the laptop is physically protected against theft especially when left, for example, in cars and other forms of transport, hotel rooms, conference centers and meeting places. All users are given an appropriate lock (password) that should be used to secure the laptop where possible. Do not leave equipment where it may be damaged, lost or stolen. If you are assigned equipment that can easily be moved, exercise great care during transportation. When traveling by car, keep your equipment hidden from outside view. When traveling by air, your equipment must be kept with you at all times and never checked into baggage claim unless required to do so by the security authorities. P a g e 31 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 32 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - It is important that when mobile computing is used in public places, care is taken to avoid the risk of overlooking by unauthorized persons. N. H. Philippines Corporation provides each laptop with anti-virus software to limit the risk of attack by malicious software. As mail is accessed via a web interface to N. H. Philippines Corporation’s e-mail system, the risk is minimal as anti-virus software continually monitors incoming and outgoing mail. All laptop users are provided with firewall software that should be turned on before connecting to an external Internet source. - Should you suspect that the security of your data has been compromised or loss or damage occurs to your laptop, please report to your TL immediately and inform IT Department for assessment. 5.6.3.3.1.6 Reporting Loss or Theft - - Should you lose your laptop, or had it stolen, please report immediately to IT Department. Provide a detailed written statement and Police Report of what occurred, and when. Should a replacement be required, this should be requested, IT and CEO / President’s approval is required. All laptops acquired for or on behalf of the Company shall be deemed Company property. Each employee issued with a laptop is responsible for the security of that laptop, regardless of whether the laptop is used in the office, at the employee’s place of residence, or in any other location such as a hotel, conference room, car or airport. P a g e 32 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 33 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - 5.6.3.3.1.7 Surrender - 5.6.3.4 Your laptop is to be surrendered at termination of employment or where there is a change to your job role (or specification within your job role) so as to determine that a laptop is no longer necessary. The laptop is to be handed into the IT department and its return will be logged. External Computer Hardware 5.6.3.4.1 5.6.3.5 Employees will be held responsible for loss or damage due to negligence. Hence, the concerned employee will be required to pay the established cost of damage or replacement cost through salary deduction. Any form of tampering / altering of external computer hardware configuration on personal volition is strictly prohibited. Only authorized personnel may be permitted to make necessary alternations in the original settings of computers and other external hardware devices. Class 2 – Written Warning Telephones / Mobile Phones - 5.6.3.5.3 Company phones are intended for business purposes. Personal calls can be made during break periods only. HR has one land line phone that may be used (local calls only) by employees. Please limit your call time in consideration of other employees who wish to use the phone. Improper or unauthorized use of company phones is a Class 1 – Reprimand Where job or business needs demand the immediate access to an employee, the Company may issue a business cell phone to an employee for work-related communication. All Companyissued cell phones must be used strictly for business purposes. P a g e 33 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 34 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.3.5.4 5.6.3.5.5 Employees in possession of Company-provided cell phones are expected to protect the equipment from loss, damage or theft. Should such an event occur, the concerned employee will be required to pay the established cost of damage or replacement cost of the unit. Those with Company-provided cellular phones are allowed to use their phones while on the Operations floor, provided that it is used for business purposes. Non-Compliance 5.6.3.5.5.1 5.6.3.5.6 Surrender 5.6.3.5.6.1 5.6.3.5.7 Non-compliance to the terms of this policy in relation to mobile phones may result in the withdrawal of privilege and disciplinary action. Class 2 – Written Warning. Your mobile phone and all Company-purchased accessories are to be surrendered at termination of employment or where there is a change to your job role (or specification within your job role) and it is determined a mobile phone is no longer necessary. The mobile phone is to be handed into the Human Resources department and its return will be logged. Security Considerations 5.6.3.5.7.1 A mobile phone is a business tool provided to you in support of your job role, as such it should be seen as a privilege to receive one and it should be secured in a manner that protects it from loss, damage or theft. A failure to reasonably protect the mobile phone may result in withdrawal of privilege and / or disciplinary action, up to and including termination. The security of your Company mobile phone is seen as solely your responsibility. P a g e 34 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 34 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.3.5.8 Reporting Loss or Theft 5.6.3.5.8.1 Should you lose your mobile phone or it is stolen please immediately: - 5.6.3.5.9 - 5.6.3.5.12 5.6.3.5.13 Notify your immediate superior. Notify HR via email immediately so service can be discontinued (if post-paid plan) Provide a detailed written statement and Police Report of what occurred, and when, to your immediate TL and HRD. Personal cellular phones are not allowed to be visible on the Operations floor. Cellular phones must be turned off to avoid electronic noise of interference to the workstation and placed inside the employee’s bag or pocket. Class 1 – Reprimand Actual use of personal cellular phones (calls, text messaging, and gaming) on the floor is a Class 2 – Written Warning Your mobile phone and all Company-purchased accessories are to be surrendered at termination of employment or where there is a change to your job role (or specification within your job role) and it is determined a mobile phone is no longer necessary. The mobile phone is to be handed into the Human Resources department and its return will be logged. Human resources should notify the management immediately upon separation and forward the equipment to the IT Department ASAP. Please inform your relatives that emergency calls can be made through the Company’s main number. A company representative will take the message and give it to your Team Manager or Team Leader. P a g e 35 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 36 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.3.6 Lockers 5.6.3.6.1 5.6.3.6.2 You are provided lockers to store your personal belongings while in the Operations Floor. Headsets should also be stored in the lockers when not taking calls since you are not allowed to take them out of Company premises. You are expected to take care of your locker, provide a sturdy lock, and keep it locked at all times. All lockers are company property. You are prohibited from: - - - 5.6.3.6.9 Occupying a locker not officially issued to you. Occupying more than one locker Sharing lockers Forcibly opening any locker for whatever reason. You may request your own locker to be forcibly opened by HRD whenever keys are forgotten, upon certification of your Team Leader or Manager that the locker belongs to you. Leaving food inside the locker for more than 24 hours. Keeping illegal or dangerous substances, materials and weapons inside the locker. Vandalizing or tampering with the lockers, including your own. This shall include unauthorized: markings of any kind, stickers and posters. Periodic audits of the lockers will be conducted to ensure compliance. Class 1 – Reprimand An employee who damages a locker will reimburse the company for the repair and/or replacement of the unit. The Company will not be held liable for any loss of personal items. Employees must ensure that their respective lockers are kept locked at all times and must avoid leaving cash or other valuable items in their lockers. Upon resignation or termination from the company, the lockers must be immediately emptied and the lock removed. The company has the right to forcibly open a locker and the contents P a g e 36 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 37 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. confiscated if the locker has not been emptied five days after resignation or termination. 5.6.3.7 Personal Mail 5.6.3.7.1 5.6.3.8 Personal Belongings 5.6.3.8.1 5.6.3.8.2 5.6.3.8.3 5.6.3.9 In using the Company's address, only business correspondence will be allowed. We understand the length of time it will take a personal mail to get to your home address; however, the company address should be used for business purposes only. Only work-related mail will be accepted in the Reception area. For personal transactions, you are not allowed to use the company address as delivery address. Class 1 – Reprimand You are expected to refrain from bringing personal belongings, including cellular phones, to your workstation on the Operations Floor. Prior approval from your Team Leader is needed if you wish to do so. Items brought must always be kept under the work station/desk at all times. Class 1 – Reprimand The Company will not be held liable for any loss of personal items within Company premises. However, all losses should be reported immediately to the Human Resources Department on the same day it happens. A form or complaint letter should be accomplished to document the incident. Upon evaluation, Human Resources and the Security Office may conduct an investigation to help the employee recover the lost item. All items found by any employee should be surrendered to the Human Resources Department. Claiming of said items will require proper identification to be presented to HR. Personal Information 5.6.3.9.1 Upon hiring, employees are required to provide the Company with their updated personal information such as contact P a g e 37 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 38 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.3.9.2 information, emergency contacts, statutory information, home address, education, etc. Should there be any changes to the above information, it is your responsibility to inform Human Resources within one (1) week from the effective date of the change. Failure to comply is a Class 1 – Reprimand 5.6.4 Operations Floor Policies 5.6.4.1 The following are prohibited on the Operations Floor at all times and are Class 1 – Reprimand - - Eating and bringing food on the workstation. This includes food, candy, gum, chips, anything edible. Bringing of any electronic device such as but not limited to portable media player and game consoles (Class 1 – Reprimand). Actual usage of said electronic devices on the Operations floor is a Class 2 – Written Warning Having makeup items out at the workstation. Having reading materials (or any non-work related paraphernalia) at the station. Using non-spill proof drinking containers. Not wearing the ID. Not having your own headset (borrowing) or leaving headset and personal property to save a seat. Leaving items at the workstation. Taking off shoes at the workstation. Disturbing another TMs who is taking calls. Placing one’s feet on top of the workstation. Sitting improperly (sitting on top of the workstation, arm of the chair, slouching) Cutting nails at the workstation Littering Banging the table, telephone or the keyboard/monitor. P a g e 38 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 39 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 5.6.5 Technology Policy 5.6.5.1 Internet and E-mail 5.6.5.1.1 5.6.5.1.2 The Company is aware of how important access to and use of the Internet and e-mail are for its employees. As a result, policies and procedures for Internet and e-mail usage have been established. This policy applies to all employees who have access to Internet and e-mail technology. The purpose of these policies is to ensure that an employee’s use of the Internet is consistent with all applicable laws, N. H. Philippines Corporation’s business image and each employee’s job responsibilities. The Company encourages effective and efficient use of all its tools, including the use of our confidential database, Internet and e-mail. 5.6.5.1.2.1 Acceptable Use - 5.6.5.1.2.2 An essential component of using the Internet and email is understanding acceptable and unacceptable uses by employees. Foremost, Internet access and use of e-mail are for Company business use. N. H. Philippines Corporation does recognize that limited personal use during breaks or before / after work hours is sometimes useful as a way to become more proficient in using the Internet as a research and communication tool. Any authorized personal use is subject to review and monitoring. Unacceptable Use - N. H. Philippines Corporation reserves the right to restrict the types of sites and services that may be P a g e 39 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 40 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. accessed or the type of e-mail sent. The following are prohibited uses of the Internet- Copyright violations – any use of the Internet that violates copyright laws- Aliases – the use of aliases while using the Internet is prohibited. Anonymous messages are not to be sent. In addition, the misrepresentation of an employee’s job title, job description, or position is prohibited- Misinformation/Confidential Information – the release of untrue, distorted or confidential information regarding the company business- Harassment – the use of the Internet to harass employees, vendors, customers and others- Political – the use of the Internet for political purpose- Discrimination / Racist comments. 5.6.5.1.2.3 To further expand the policy on Internet use, management has agreed the following is deemed unacceptable and will be subject to disciplinary action: - - Visiting websites that contain obscene, hateful, pornographic or otherwise illegal material. This includes viewing, or downloading of articles, images, sound files, text files, video files and other related materials that are explicit in nature. Class 5 – Separation Unauthorized downloading, copying or pirating software, electronic files, downloading illegal software and copyrighted information. This includes downloading of movies, music files, or other multimedia files and commercial software. Class 2 – Written Warning P a g e 40 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 41 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - - - - - - - If such downloading and copying of electronic files introduced malicious software such as but not limited to malware, spyware, and viruses onto the company network and/or jeopardized the security of the company’s electronic communication systems. Class 5 – Separation Attempting to break into the computer system of another organization, person or company employee. This includes hacking into unauthorized websites. Class 5 – Separation Accessing and/or playing of any online games. This includes any genre or game category such as but not limited to action, action-adventure, role-playing, simulation, sports, or strategy game. Class 2 – Written Warning. Sometimes, computer operating systems come with pre-installed games. Although these games are not accessed through the internet, playing these games during company time and / or while in the conduct of doing business with our customers and clients poses potential risks and therefore is also prohibited. Class 1 – Reprimand Accessing and / or playing in any sort of online gambling websites. This includes any types of internet gambling such as but not limited to poker, casinos, sports betting, and bingo. Class 5 – Separation Accessing and / or participating in online auctions or shopping websites. This includes posting, buying or selling goods and services online. Class 2 – Written Warning Accessing websites or applications (Android / IOS) that are for private, recreational or other non-business related activity while in the conduct of doing business with our clients. This includes any types of social media and video / music streaming such as but not P a g e 41 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 42 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. limited to Facebook & FB messenger, Instagram, Twitter, Tinder, Pinterest, YouTube, Sina Weibo, Spotify, Netflix, and other sites / apps analogous to the foregoing. Class 2 – Written Warning 5.6.5.1.2.4 Monitoring and Enforcement - - - 5.6.5.1.2.5 N. H. Philippines Corporation retains the right to monitor Internet and e-mail use. An employee’s rights while accessing the Internet by use of the company property do not include the right to privacy. N. H. Philippines Corporation reserves the express right to monitor, in any way, the activities of the employee while accessing the Internet and / or e-mail. Refusal to be monitored is consider as not following lawful order or Insubordination. This is a Class 5 – Separation. Failure of N. H. Philippines Corporation employees to adhere to this policy may result in restriction or revocation of access or disciplinary action. With concurrence of the Team Leader and President, employees who are found in violation may be subject to the following: (1) Internet and e-mail access may be revoked, (2) Access times may be restricted and (3) Termination. Substantial or repeated abuse of the provisions outlined in this policy may be deemed sufficient justification for immediate discharge. Internet and Propriety Security Issues - Security, including protection from viruses as well as security of proprietary information, is a concern with both Internet and e-mail use. Access to e-mail and the Internet is restricted to authorized persons. P a g e 42 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 43 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - - 5.6.5.1.2.6 Employees are responsible for the security of their own passwords which protect against unauthorized access. Regularly changing e-mail and Internet passwords is recommended. Network users may be held responsible for all actions taken using their personal network access permissions. Due to the changing world of technology, policy regarding security is evolutionary. It is your responsibility to be aware of changes in policy and follow them as documented. These polices include downloading and uploading of files. Policies may require special permission to perform certain tasks. Virus detection software should be installed on individual workstations and the network. Employees are responsible for virus checking of downloaded files. E-mail: Employee Accountability - Employees are accountable for their use of electronic communications just as they are for other conduct and communications in the workplace. Use of the electronic mail system is restricted as follows: - - The e-mail system is not to be used to create, send or copy any offensive, harassing or disruptive messages. N. H. Philippines Corporation will view the appropriateness of any communication based on how it would have been perceived and dealt with had it been conducted by telephone, in person or on paper. The e-mail system is not to be used to send, receive, or download copyrighted materials, trade secrets, proprietary financial information or similar materials without prior authorization. P a g e 43 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 44 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - - - - 5.6.5.1.2.7 Confidential and sensitive information such as performance reviews, disciplinary and / or corrective actions, attorney-client privileged information, personnel information and health or medical information should not be communicated via e-mail. Communications that would be inappropriate under other N. H. Philippines Corporation policies are equally unacceptable if delivered via electronic communication. These communications may include, but are not limited to, harassing or discriminatory comments, breaches of confidentially and insubordinate statements. The electronic mail system may not be used to solicit or proselytize for commercial ventures, religious or political causes, outside organizations or other non-job related solicitations. Failure to comply on any of the above is a Class 2 – Written Warning E-mail Etiquette - - Just as an employee’s manners over the telephone, in person, or in writing reflect upon the Company’s image, so does his/her manner in e-mail. E-mail etiquette includes signing e-mail messages with appropriate identification, avoiding the use of ALL CAPS, and refraining from flaming or confrontational messages. Employees are generally prohibited from sending messages with inappropriate content that are discriminatory, harassing or offensive. Furthermore, the use of foul, vulgar or obscene language is highly prohibited. It is our policy to carry out a spirit of camaraderie and teamwork in the workplace. Take a minute before you P a g e 44 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 45 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. - 5.6.5.1.2.8 enter an e-mail message, choosing carefully the words you use and the tone of the message. Messages can be printed or forwarded. Do not say things you will regret later. Watch your intent. Re-read your messages several times. Correct spelling and grammar errors. Please remember, you are not only representing yourself, you are also representing N. H. Philippines Corporation. Be professional at all times. Class 1 – Reprimand Internet Postings - Taking pictures and videos within company premises is strictly prohibited. The company name – N. H. Philippines Corporation and its affiliates, are not to be used as part of any printed and or video clips without the written consent and permission of authorized Company personnel. Moreover, the company name and its affiliates are not to be used in uploading materials in any websites, including blogs, forums, and the like. Those who will violate these policies will be subject to investigation which may lead to suspension or termination. Class 3 – Light Suspension LIST OF VIOLATIONS As there can be no exhaustive enumeration of all types of violations, included herein are not exclusive. The Company, in the exercise of its ensure that its business interest is protected and in order to maintain working environment, will impose appropriate corrective actions for specifically mentioned in the Code of Conduct. the violations prerogative to a harmonious violations not P a g e 45 | 46 N. H. PHILIPPINES CORPORATION DOCUMENT CODE: REVISION NO. : NHPC-HRDVOPOL-005 0 CODE OF CONDUCT EFFECTIVE DATE: Feb. 4, 2020 PAGE NO. : 46 of 46 THIS IS A COMPANY PROPERTY. NO PART OF THIS DOCUMENT MAY BE COPIED, PRINTED OR DISTRIBUTED WITHOUT WRITTEN APPROVAL FROM N.H. PHILIPPINES CORPORATION. 6. DEVIATION CLAUSE 6.1 Any proposed deviation or exemption from any provisions of this company policy and guideline shall be endorsed by HR Manager, recommended by the Managers or equivalent, and subject to formal approval of the President – CEO 7. REFERENCES 7.1 7.2 7.3 Labor Code of the Philippines (PD 442) Appendix - Corrective Actions for Violations of Company Rules and Regulations. NHPC-HRDVO-POL-006 CODE OF DISCIPLINE 8. TABLES / FIGURES 8.1 Not Applicable 9. FORMS 9.1 9.2 Notice To Explain (NTE) Incident Report (IR) P a g e 46 | 46