TrustRax HR & Work From Home Employment Policy

Effective Date: [Insert Date]
Applicable To: All Work From Home / Remote Employees, Trainees, Probationers and New Joiners

1. Purpose

TrustRax is committed to maintaining a professional, productive, accountable and transparent work environment for all employees working remotely.

This policy establishes the rules relating to recruitment, onboarding, verification, working hours, attendance, performance, confidentiality, multiple employment, salary processing, probation, leave, resignation and exit procedures.

All employees are required to read, understand and comply with this policy before joining.

2. Recruitment & Selection

All candidates selected for employment with TrustRax may be required to complete:

• Application and screening

• Interview process

• Skill/technical assessment, where applicable

• Identity and qualification verification

• Employment declaration

• Reference/background verification, where applicable

• Work-from-home readiness verification

• Joining documentation

Providing false, incomplete or misleading information may result in cancellation of selection or termination of employment.

3. Joining Verification & Initial Commitment Arrangement

TrustRax may apply an initial commitment arrangement to ensure that selected candidates are genuinely available for the offered role and are able to fulfil their employment responsibilities.

IMPORTANT — ONE OPTION ONLY

Only ONE of the following three options will be applicable to a particular employee.

Option 1, Option 2 and Option 3 will NOT be applied simultaneously.

The applicable option will be communicated to the candidate before joining and, where required, recorded in the employee’s joining/appointment documentation.

OPTION 1 — Original Educational Document Arrangement

Where permitted by applicable law and agreed in writing, the employee may be requested to submit an original educational document/marksheet for a defined initial period of up to 3 months for verification/commitment purposes.

The company shall maintain an acknowledgement of any document received and follow an appropriate return procedure.

The document shall not be treated as a transfer of ownership and shall remain the employee’s property.

Where applicable law does not permit retention of an original educational document, this option shall not be used.

OPTION 2 — ₹2,500 Refundable Security / Commitment Amount

If the employee does not submit an original document under Option 1, TrustRax may, where legally permissible and agreed in writing, use a ₹2,500 refundable security/commitment arrangement.

The amount shall be documented separately and the applicable refund conditions shall be communicated to the employee before joining.

Subject to the agreed terms and applicable law, the refundable amount may be returned along with the employee’s eligible salary/payment after completion of the specified initial commitment period.

The security arrangement shall not be treated as an automatic forfeiture of earned wages.

OPTION 3 — Structured First-Month Payment Arrangement

Where Option 1 and Option 2 are not used, TrustRax may use a structured first-month payment arrangement, only where legally permissible and documented in the employment terms.

Under this arrangement:

• The employee may receive 1/3 of the applicable first-month amount initially.

• The remaining amount shall be processed according to the written payment schedule and applicable law.

• The payment arrangement shall be communicated to the employee before joining.

• No employee’s statutory wage rights shall be waived through this arrangement.

4. Employment Declaration

Before joining, every employee may be required to provide a written declaration confirming their availability and employment status.

The employee shall confirm:

“I confirm that I am not currently employed by, engaged with, or working for another organization in a role that conflicts with the working hours or responsibilities of this position.”

If the employee has any existing freelance, consulting, part-time, contractual or other professional engagement that may create a conflict with TrustRax’s working hours, responsibilities, confidentiality or performance requirements, the employee must disclose it before joining.

5. Multiple Employment & Conflict of Interest

TrustRax does not permit employees to secretly work for another organization during TrustRax working hours or in a manner that affects their duties, performance or confidentiality obligations.

Employees must not:

• Attend another company’s work during TrustRax working hours.

• Use TrustRax working hours for another employer/client.

• Work simultaneously for another organization where such work conflicts with TrustRax responsibilities.

• Use TrustRax equipment, accounts, data or resources for outside employment.

• Share TrustRax confidential information with another organization.

• Misrepresent their availability or employment status.

Any existing or proposed outside engagement that may create a conflict must be disclosed to TrustRax.

6. Work From Home Working Hours

WFH employees are expected to remain available during their assigned working hours.

The employee must:

• Login on time.

• Remain available during working hours.

• Respond to official communication within a reasonable time.

• Attend scheduled meetings.

• Complete assigned tasks within deadlines.

• Maintain a professional working environment.

Working from home does not mean flexible attendance unless specifically approved by the company.

7. Fixed Login & Attendance

Each employee will receive a designated working schedule.

Employees must:

1. Login before the scheduled start time.

2. Mark/check-in through the designated attendance system.

3. Attend required Google Meet/WhatsApp check-ins.

4. Remain available during working hours.

5. Inform the reporting manager before taking any planned absence.

6. Complete the required end-of-day check-out/report.

Repeated late login, unexplained absence or unavailability may affect performance evaluation and employment status, subject to applicable law and employment terms.

8. Daily Google Meet / WhatsApp Check-In

Depending on the department, employees may be required to participate in:

• Morning check-in

• Team Google Meet

• WhatsApp attendance confirmation

• Task allocation meeting

• End-of-day reporting

Failure to attend without prior approval may be recorded as an attendance or performance issue.

9. Daily Work Report

Every WFH employee may be required to submit an End-of-Day Work Report containing:

• Tasks assigned

• Tasks completed

• Pending tasks

• Reason for pending work, if applicable

• Client/customer work completed

• Problems encountered

• Next-day priorities

False or misleading work reports may be treated as a serious performance or conduct issue.

10. Task Management System

TrustRax may use a task-management platform, spreadsheet, project board, CRM or other system for assigning and monitoring work.

Employees are responsible for keeping their assigned tasks updated.

Task status may include:

• Pending

• In Progress

• Completed

• Under Review

• Blocked

• Cancelled

The employee must immediately communicate any genuine blocker that prevents completion of a task.

11. First 7 Days — Initial Evaluation Period

The first 7 days may be treated as an initial verification and performance evaluation period.

During this period TrustRax may evaluate:

• Attendance

• Communication

• Technical capability

• Work discipline

• Learning ability

• Task completion

• Response time

• Professional behaviour

• Availability

• Accuracy of information provided during recruitment

The company may decide whether the employee should continue to the probationary stage based on the employee’s overall suitability and applicable employment terms.

12. 30-Day Probation Period

After successful completion of the initial evaluation, the employee may enter a 30-day probation period.

During probation, TrustRax may review:

• Quality of work

• Productivity

• Attendance

• Reliability

• Communication

• Team coordination

• Customer/client handling

• Ability to follow instructions

• Confidentiality and security compliance

Confirmation of employment shall be based on satisfactory performance and compliance with company policies.

13. Weekly Performance Review

WFH employees may be reviewed weekly based on measurable parameters.

Performance may include:

14. Leave & Absence

Employees must request planned leave in advance through the designated communication channel.

In case of emergency, the employee must inform the reporting manager as soon as reasonably possible.

Absence without information may be treated as unauthorised absence.

15. Unauthorised Absence

Repeated or unexplained absence may result in:

• Warning

• Performance review

• Attendance adjustment where legally permissible

• Probation extension

• Disciplinary action

• Termination, subject to applicable law and employment terms

16. Salary & Payment Policy

Salary/payment shall be processed according to the employee’s appointment letter, applicable wage laws and the company’s payroll cycle.

The company will maintain appropriate salary/payment records.

Any deductions from wages shall only be made where legally permissible and properly authorised.

17. Initial Commitment Arrangement & Salary

The employee will be informed before joining whether Option 1, Option 2 or Option 3 applies.

Only one option applies.

No employee shall be required to simultaneously:

• Submit an original marksheet,

• Pay ₹2,500 security, and

• Accept the 1/3 first-month payment arrangement.

These are separate alternatives.

The applicable arrangement shall be documented in the employee’s joining/appointment records.

18. Company Property

Company property may include:

• Laptop/computer

• Mobile/device

• SIM

• Documents

• Software accounts

• Email accounts

• Login credentials

• CRM access

• Customer data

• Digital files

• Marketing materials

• Intellectual property

All company property must be returned or access must be surrendered when requested or upon exit.

19. Confidentiality

Employees must protect all confidential information belonging to TrustRax, its clients, customers and business partners.

Confidential information may include:

• Customer information

• Business plans

• Pricing

• Leads

• Passwords

• Software credentials

• Internal documents

• Employee information

• Financial information

• Marketing strategies

• Source code

• Designs

• Databases

• Internal communication

Employees must not disclose confidential information to unauthorised third parties.

20. Data & Account Security

Employees must:

• Keep passwords confidential.

• Use strong passwords.

• Enable security measures where required.

• Not share company accounts.

• Not download confidential data to unauthorised devices.

• Not forward company documents to personal accounts without permission.

• Immediately report suspected security incidents.

21. Use of Company Resources

Company resources must be used primarily for authorised business purposes.

Employees must not use company resources for:

• Unauthorised freelance work

• Outside employment

• Personal commercial activities

• Illegal activities

• Sharing confidential information

• Unauthorised software or services

22. Professional Conduct

All employees are expected to maintain professional behaviour with:

• Management

• Team members

• Customers

• Clients

• Vendors

• Business partners

Abusive, threatening, discriminatory, fraudulent or intentionally disruptive behaviour may result in disciplinary action.

23. Misrepresentation & False Information

If an employee provides false information regarding:

• Employment status

• Qualifications

• Experience

• Identity

• Availability

• Work history

• Documents

• Multiple employment

• Professional commitments

TrustRax may investigate the matter and take appropriate action under the employment terms and applicable law.

24. Notice & Resignation

Employees intending to resign must submit a written resignation through the designated official communication channel.

The applicable notice period shall be mentioned in the appointment letter or employment agreement.

Employees are expected to complete:

• Handover

• Pending tasks

• Documentation

• Return of company property

• Account/access handover

• Client/customer handover where applicable

25. Employee Exit Process

Before final exit, the employee may be required to complete:

Step 1

Submit resignation/exit request.

Step 2

Complete notice requirements, where applicable.

Step 3

Complete task and client handover.

Step 4

Return company property.

Step 5

Transfer files and work product.

Step 6

Complete account/access handover.

Step 7

Company completes applicable final payroll/settlement process.

26. Abandonment of Employment

If an employee stops attending work, stops responding to official communication and fails to provide an explanation, TrustRax may initiate an abandonment/absence process.

The company may attempt to contact the employee through the available official communication channels before taking further action, subject to applicable law and employment terms.

27. Conflict of Interest

Employees must immediately disclose any situation that may create a conflict between their personal/professional activities and TrustRax’s interests.

This includes:

• Working for a competitor

• Using TrustRax information for outside work

• Serving TrustRax customers independently

• Using TrustRax leads for personal business

• Performing another job during TrustRax working hours

28. Work Product & Company Information

Work created by an employee in the course of employment for TrustRax, including documents, designs, content, code, databases, marketing materials and other business materials, shall be handled according to the employee’s appointment letter and applicable intellectual-property laws.

Employees must not independently sell, transfer or distribute company work or confidential business material without authorisation.

29. Monitoring & Compliance

For legitimate business and security purposes, TrustRax may monitor:

• Attendance

• Login records

• Task completion

• Work reports

• Company communication channels

• Company account usage

• Project activity

• Assigned work status

Monitoring shall be carried out in accordance with applicable law and company policy.

30. Violation of Policy

Depending on the seriousness of the violation, TrustRax may take appropriate action, including:

• Verbal/written warning

• Performance improvement requirements

• Additional review

• Probation extension

• Suspension of access

• Disciplinary action

• Termination of employment

Any action shall be subject to applicable law and the employee’s contractual terms.

31. Employee Responsibility

Every employee is responsible for:

• Maintaining punctuality

• Maintaining attendance

• Completing assigned tasks

• Providing accurate information

• Protecting company information

• Maintaining confidentiality

• Following WFH rules

• Communicating professionally

• Reporting problems promptly

• Following company instructions

• Completing exit formalities

32. Policy Acknowledgement

By joining TrustRax, the employee acknowledges that they have received/read the applicable employment policies and agree to comply with the terms applicable to their role.

The employee may be required to sign or electronically accept the relevant:

• Appointment Letter

• Employment Declaration

• WFH Policy

• Confidentiality Agreement

• Initial Commitment Arrangement

• Other applicable company documents

33. Policy Amendment

TrustRax reserves the right to modify, update or amend this policy from time to time based on business requirements, operational requirements or changes in applicable law.

Employees will be informed of material changes through the company’s official communication channels.

34. Final Employment Framework

The TrustRax WFH employment framework may follow the following structure:

Application → Interview → Selection → Verification → Employment Declaration → ONE Initial Commitment Option → Joining → 7-Day Evaluation → 30-Day Probation → Performance Review → Confirmation

The objective of this framework is to create a transparent, accountable and professional remote-working environment while protecting both the company and its employees.

IMPORTANT LEGAL COMPLIANCE NOTICE

Nothing in this policy is intended to override any applicable central or state labour law, wage requirement, employment regulation, court order or statutory right.

Where any provision of this policy conflicts with applicable law, the applicable law shall prevail.

Salary/payment arrangements, deductions, security arrangements and document-handling procedures shall be implemented only to the extent legally permissible.