Health and Safety Policy

Health and Safety Policy

We want everyone to go home in the same shape they arrived, whether they work from the office, from home or at a client site. This policy covers office safety, emergencies, ergonomics, travel, working hours and mental health.

Document

Policy number

TSS-HR-08

Version

1.0

Effective from

1 September 2026

Next review

March 2027

Owner

Human Resource Team

Approved by

Board of Directors

Applies to

Every employee, trainee and intern, including interns under 18, whether in the office, at home or at a client site, and visitors to our office.

Issued by

Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650

Related policies

Remote Work and Telecommuting Policy (TSS-HR-03), Time Off and Leave Policy (TSS-HR-04), Expense Reimbursement Policy (TSS-HR-07), Employee Training and Awareness Policy (TSS-IT-14)

1. WHO IS RESPONSIBLE

TSS provides a safe office and safe equipment, first aid, fire safety, information and training, and acts quickly on hazards that are reported.

The HR team coordinates safety: keeping the first aid kit stocked, running fire drills, recording incidents and following them up.

Everyone follows this policy, takes reasonable care of their own health and safety and that of others, and reports hazards and incidents straight away.

These duties reflect the Occupational Safety, Health and Working Conditions Code, 2020.

2. IN THE OFFICE

Fire safety. Know where the fire exits, fire extinguishers and assembly point are. You will be shown during induction. Keep exits and corridors clear. We hold a fire drill at least once a year.

If there is a fire. Raise the alarm, leave by the nearest safe exit, do not use the lift, do not go back for your belongings, go to the assembly point, and wait there until everyone is accounted for.

Electrical safety. Do not overload sockets or plug extension boards into each other. Stop using damaged cables, plugs or chargers, and report them. Switch equipment off at the end of the day.

Slips and trips. Keep cables tidy and floors clear. Clean up spills, or report them.

First aid. A first aid kit is kept in the office, and you will be shown where during induction. We will arrange first aid training for at least one person in the team.

Visitors. Visitors sign in and are accompanied while they are in the office.

Food. Food and drinks at the office are provided by TSS. If you have allergies or dietary needs you want us to know about, tell the HR team so that we can plan for them.

3. EMERGENCY NUMBERS

4. ERGONOMICS

Most of our work happens at a screen, so posture and breaks matter. This applies at home and in the office.

Screen. The top of the screen should be at or slightly below eye level, about an arm’s length away. If you use a laptop for long periods, use a stand with a separate keyboard and mouse. Ask the HR team if you need them.

Chair. Feet flat on the floor or on a footrest, knees at about hip height, and your lower back supported.

Hands and wrists. Keep your wrists straight while typing, and do not rest them on a sharp desk edge.

Light. Avoid glare on your screen from windows or lights. Placing the screen side-on to a window helps.

Eyes. Follow the 20-20-20 rule: every 20 minutes, look at something about 20 feet away for 20 seconds.

Moving. Stand up and move around for a few minutes at least once an hour, and take your lunch break away from your desk.

Pain. If you get pain in your back, neck, wrists or eyes that does not go away, tell the HR team early. It is much easier to fix early, and you can use sick or medical leave to see a doctor.

5. TRAVEL AND CLIENT SITES

Follow the client’s safety rules and any site induction they give you.

Use safe, licensed transport. Wear a helmet on a two-wheeler and a seatbelt in a car.

Do not take calls or read messages while driving.

On the rare days you are asked to work up to ten hours, take a cab home and claim it under the Expense Reimbursement Policy. Share your trip details with a colleague or family member if you feel unsafe.

Interns under 18 do not travel outside Pune or stay away overnight for work (Internship Policy).

6. WORKING HOURS AND REST

Long hours are a safety risk, which is one reason for our working hours rules: eight-hour days, never more than ten hours in a day, and no work outside working hours. If you are being pushed beyond these limits, tell the HR team.

Interns under 18 have shorter hours set by law: never more than three hours without a break of at least an hour, a working day spread over no more than six hours, and no work between 7 pm and 8 am (Internship Policy).

7. MENTAL HEALTH AND WELL-BEING

Talk to us. If you are struggling with stress, anxiety, low mood or anything else, you can talk to your team lead or the HR team. It will be kept confidential, and it will not count against you.

Leave. Mental health is health. You can use sick leave and medical leave for it, like any other illness.

Workload. If your workload is not manageable, say so. Fixing it is our job as much as yours.

Free, confidential support. Tele MANAS is the Government of India’s mental health helpline. It is free, open 24 hours a day, every day, and available in several Indian languages. Call 14416 or 1-800-891-4416.

In a crisis. Call 112, or go to the nearest hospital emergency department.

Looking out for each other. If you are worried about a colleague, check in with them kindly, and let the HR team know if you think they need support.

8. REPORTING ACCIDENTS AND HAZARDS

Report any accident, injury, near miss or hazard to the HR team on the same day, even if nobody was hurt. The HR team records it, finds the cause and fixes it. Serious accidents are also reported to the authorities where the law requires it.

9. PREGNANCY AND HEALTH CONDITIONS

If you are pregnant, or have a health condition that affects how you can work safely, tell the HR team. We will look at adjustments together and keep it confidential. You do not have to tell anyone else.