Policy Index and Acknowledgement

Policy Index

The policies listed below apply to every employee of Thakur Systems & Structures Private Limited (“TSS”), and to every trainee and intern. They are written to be read, not filed away, so we have kept the language plain.

Document

Document

TSS-00

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, including trainees during induction, and every intern, including interns under 18. Contractors where their contract says so.

Issued by

Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650

OVERVIEW

If anything is unclear, ask the HR team about people matters and the IT team about devices, systems and data.

HOW OUR POLICIES FIT TOGETHER

The law comes first. If a policy ever gives you less than the law does, the law applies and you get what it provides.

Your own terms come next. Your offer letter and your Employment Agreement, or for interns your internship letter, set out your personal terms: your dates, induction and trial period, pay and when it is paid, EPF, professional tax, the optional tax filing service, your benefits, and notice. Where a policy and your Employment Agreement differ, your Employment Agreement applies.

Policies fill in the rest. They explain how things work day to day and what we expect from each other.

Who they cover. Every policy applies to every employee, including trainees during induction, and to every intern, including interns under 18, unless the policy itself says otherwise. Interns under 18 also have extra protections, set out in the Internship Policy (TSS-HR-10). Contractors and consultants are covered where their contract says so.

Changes. We review every policy each March, before the new financial year starts, and whenever the law or the way we work changes. We will tell you about any change in writing before it takes effect. The latest version is always the one that applies.

The NDA is an agreement, not a policy. The Confidentiality and Non-Disclosure Agreement (TSS-IT-13) is an agreement between you and TSS, so it can only be changed in writing with the agreement of both of us.

Team leads. Where a policy mentions your team lead, tech lead or project lead and your team does not have one, it means the Director you report to.

Asking questions. Nobody will think less of you for asking. It is always better to ask than to guess.

HR POLICIES

POLICY	NO.	OWNER
Code of Conduct and Ethics	TSS-HR-01	Human Resource Team
Anti-Harassment and Non-Discrimination Policy	TSS-HR-02	Human Resource Team
Remote Work and Telecommuting Policy	TSS-HR-03	Human Resource Team, with the IT Team
Time Off and Leave Policy	TSS-HR-04	Human Resource Team
Performance Management and Discipline Policy	TSS-HR-05	Human Resource Team
Whistleblower Policy	TSS-HR-06	Board of Directors
Expense Reimbursement Policy	TSS-HR-07	Human Resource Team
Health and Safety Policy	TSS-HR-08	Human Resource Team
Employee Grievance Policy	TSS-HR-09	Human Resource Team
Internship Policy	TSS-HR-10	Human Resource Team
Resignation and Exit Policy	TSS-HR-11	Human Resource Team

IT AND SECURITY POLICIES

POLICY	NO.	OWNER
Acceptable Use Policy	TSS-IT-01	IT Team
Information Security Policy	TSS-IT-02	IT Team
Password and Authentication Policy	TSS-IT-03	IT Team

POLICY	NO.	OWNER
Data Privacy and Management Policy	TSS-IT-04	IT Team, with the Human Resource Team
Incident Response Policy	TSS-IT-05	IT Team
Bring Your Own Device (BYOD) Policy	TSS-IT-06	IT Team
Cloud and App Use Policy	TSS-IT-07	IT Team
Disaster Recovery and Business Continuity Policy	TSS-IT-08	IT Team
IT Asset Management Policy	TSS-IT-09	IT Team
Software Development and Change Management Policy	TSS-IT-10	IT Team
Access Control Policy	TSS-IT-11	IT Team
Social Media Policy	TSS-IT-12	Human Resource Team
Confidentiality and Non-Disclosure Agreement (accepted by every employee and intern)	TSS-IT-13	Human Resource Team
Employee Training and Awareness Policy	TSS-IT-14	Human Resource Team, with the IT Team

Remote working comes up on both the HR side and the IT side. To keep everything in one place, the Remote Work and Telecommuting Policy (TSS-HR-03) covers both: working hours and performance, and the security and conduct rules for working outside the office.

WHAT WE ASK OF YOU

Read every policy during your induction, and ask about anything you are unsure of.

Accept the Confidentiality and Non-Disclosure Agreement (TSS-IT-13) by replying to the email it was sent with.

Confirm by email that you have read these policies, as described in the Policy Acknowledgement at the end. If you are an intern under 18, a parent or guardian replies on the same thread too.

Come back to the policies whenever something comes up. They are there to help you.

Policy Acknowledgement

Once you have read these policies, please confirm it by email. There is nothing to print or sign.

HOW TO CONFIRM

Reply to the email these policies were sent with, on the same thread, so that everything stays in one place. Email only.

WHAT TO WRITE

I have received the TSS employee policies, version 1.0, effective from 1 September 2026. I have read and understood them, and I will follow them.

IF YOU ARE UNDER 18

A parent or guardian also replies on the same thread, so that we know they have read the policies with you. They can write:

I am the parent or guardian of [intern’s name]. I have read the TSS employee policies, version 1.0, effective from 1 September 2026, with them, and I agree to them.

WHAT IT MEANS

By confirming, you agree that:

you have received the policies listed in the Policy Index (TSS-00);

you have read them and you understand them;

you will follow them, and you can ask the HR team or the IT team about anything you are unsure of;

the policies may be updated from time to time, and you will be told about any change in writing before it takes effect.