# Complaint Mechanism
Source: https://library.zemuria.com/POSH-ICC/Complaint-mechanism
COMPLAINT MECHANISM: EMPOWERING VOICES, ENSURING JUSTICE:
**Filing a Complaint:** The aggrieved individual must submit a written complaint to the ICC within three months of the incident. Complaints can also be sent via email to \[email protected].
**Confidentiality:** The Identity of the complainant, respondent, and witnesses shall be kept confidential.
**Assistance:** If the complainant cannot write the complaint, they can record audio about the incident, and they may seek assistance from a member of the ICC.
**Witness Protection and Anti-Retaliation Measures:** The organization is committed to protecting the rights, dignity, and safety of individuals involved in sexual harassment complaint processes. Witness protection and anti-retaliation measures are critical to ensuring a fair, transparent, and supportive investigation mechanism that encourages reporting without fear of professional or personal consequences.
**Comprehensive Witness Protection Protocols:**
* Confidentiality Safeguards
* Absolute protection of witness identities
* Restricted access to investigation documents
* Secure communication channels
* Prevention of information leakage
* Anonymity preservation throughout the investigation process
**Anti-Retaliation Measures:** Organizational Commitment: The company adopts a zero-tolerance approach towards retaliation against complainants, witnesses, or individuals supporting the investigation process. Retaliation is considered a serious misconduct that will result in immediate disciplinary action.
**Key Anti-Retaliation Provisions:**
* Prohibition of direct or indirect retaliatory actions
* Protection from professional disadvantages
* Preservation of career progression opportunities
* Immediate intervention against potential victimization
* Continuous monitoring of workplace interactions
# Confidentiality and Data Protection
Source: https://library.zemuria.com/POSH-ICC/Confidentiality-and-Data-Protection
All proceedings related to the case should be conducted with utmost confidentiality, and this report is shared with the employer in accordance with the POSH Act, 2013. The identities of the complainant, respondent, and witnesses should be kept confidential in line with Section 9 of the Act.
Complaints relating to Sexual Harassment shall be handled and investigations will be conducted under the principles of natural justice, based on the principles of fundamental fairness, impartially and confidentially to protect the identity of all, viz. the person filing the charge, potential witnesses, and the person accused of improper behaviour. Also, all efforts shall be made to ensure objectivity and thoroughness throughout the investigation.
The identity and address of the aggrieved person, respondent, and witnesses must not be published or disclosed to the public or media.
The overarching philosophy of our approach is to create a safe, respectful, and professional work environment that protects employee rights, maintains organizational integrity, and promotes a culture of mutual respect and dignity.
# Consequences of Violation
Source: https://library.zemuria.com/POSH-ICC/Consequences-of-violation
* For Offenders: Any proven sexual harassment case will result in strict disciplinary action, including but not limited to termination of employment.
* For Malicious Complaints: False or malicious complaints, if identified, will lead to corrective measures against the complainant, ensuring no discouragement for genuine grievances.
# Definitions
Source: https://library.zemuria.com/POSH-ICC/Definition
**1. Employee** – includes persons carrying out any work on behalf of Zemuria and may have been hired as permanent, temporary, contracted, trainee, either directly or indirectly through a vendor Organization.
**2. Sexual harassment** – harrasment of a female/male employee consisting of any unwelcome sexually determined behaviour, whether directly, indirectly, by any male/female in charge of the management or a male/female co-employee either individually or in association with other persons to exploit the sexuality of co-employee to harass him/her in a manner which prevents or impairs his/her full utilization of full benefits, facilities or opportunities or any other behavior which is generally considered to be derogatory.
Sexual harassment includes any unwelcome act or behavior (whether directly or by implication) of a sexual nature, including but not limited to:
* Physical conduct or advances
* Demands or requests for sexual favors
* Sexually colored remarks, jokes, or innuendo
* Display or sharing of sexually explicit material
* Unwelcome verbal, non-verbal, or digital communication
* Threats, coercion, or quid-pro-quo behavior
* Creation of a hostile, intimidating, or offensive work environment
Sexual harassment may occur regardless of gender of the aggrieved person or respondent.
At our company, we take pride in fostering an environment that ensures protection and equality for all employees, free from any form of harassment. While the POSH (Prevention of Sexual Harassment) Act in India predominantly addresses safeguarding women, we recognize that harassment can affect individuals of any gender.
Thus, our commitment extends beyond gender-specific boundaries, championing the safety and dignity of men, women, and transgender. By providing equal support and ensuring fairness, we strive to create a workplace where everyone feels respected and secure, regardless of gender.
**3. Aggrieved Individual** – in relation to workplace, a woman/man of any age whether employed or not, who alleges to have been subjected to any act of sexual harassment by the respondent.
**4. Respondent** – Employees against whom the complaint has been filed.
**5. Workplace** - Any location where work-related activities occur, including office premises, virtual platforms, conferences, Digital conferences, off-site meetings, and social events organized by the Company.
# Grievance Redressal Mechanism
Source: https://library.zemuria.com/POSH-ICC/Grievance-redressal-mechanism
**HARASSMENT GRIEVANCE REDRESSAL MECHANISM:**
A Complaint shall be submitted through email to \[email protected] or written complaint where proper details should be furnished and can be discussed during the meeting with any member of the internal complaint committee mentioned herein within 3 months of occurrence of an act of sexual harassment. If the respondent is the direct supervisor of the complainant or person influencing the career growth of the complainant, the reporting structure will be changed till the time the inquiry is completed.
If the aggrieved employee is unable to make a complaint on account of their physical or mental incapacity or otherwise, (a) legal heir or friend; or (b) coworker; or (c) an officer of the National Commission for Women or State Women’s Commission; or (d) any person who has knowledge of the incident, with a written consent of the aggrieved Individual; may make a complaint.
# Inquiry Process
Source: https://library.zemuria.com/POSH-ICC/Inquiry-Process
**1. Upon receiving a complaint, the ICC shall:** Provide a copy of the complaint to the respondent within seven working days.
Initiate an inquiry within ten working days of receiving the respondent’s reply.
**2. Inquiry Timeline:** In alignment with the Prevention of Sexual Harassment (POSH) Act guidelines, the entire investigation process is time-bound and follows a structured approach. The preliminary inquiry is completed within 90 days, with regular updates provided to all concerned parties while maintaining strict confidentiality.
During the enquiry process, the Complainant and the Respondent shall refrain from any threat, intimidation or influencing of Witnesses.
**3. Recommendations by ICC:** Upon completion of the investigation, a comprehensive report is prepared, detailing findings, evidence analysis, and recommended actions. The recommendations may range from counseling and warning measures to more severe disciplinary actions, including potential termination, depending on the severity and substantiation of the complaint. Submit the report within 10 days after completing the inquiry. Employer must act on recommendations within 60 days of receiving the report.
**4. Disciplinary Actions and Organizational Response:** Implementing disciplinary measures represents a critical juncture in addressing workplace harassment, reflecting the organization's commitment to maintaining a safe, respectful, and professional work environment.
The disciplinary framework is not merely a punitive mechanism, but a comprehensive approach to addressing misconduct, protecting employee rights, and reinforcing organizational values of dignity, respect, and professional conduct. These actions are carefully calibrated to ensure proportionality, fairness, and alignment with legal provisions, while simultaneously serving as a deterrent and an opportunity for organizational learning and cultural transformation.
If the allegation is proven, the ICC may recommend disciplinary action, including:
**Actions for Proven Allegations:**
* Written warning or reprimand.
* Suspension from duty without pay.
* Termination of employment.
* Deduction of salary or monetary penalties.
**Actions for Non-Cooperation:** Employees refusing to cooperate in the inquiry may face disciplinary measures, including suspension or dismissal.
**Repeated Offenses:**
* Additional penalties may be imposed for repeated or severe violations, such as:
* Reduction in rank or responsibilities.
* Ineligibility for promotions or bonuses.
* Termination of employment.
**Committee Meetings and Reporting Requirements Under the POSH Act:**
The Prevention of Sexual Harassment (POSH) Act mandates a structured approach to conducting ICC committee meetings and filing reports, ensuring comprehensive oversight and accountability in addressing sexual/workplace harassment.
**Quarterly Review Meetings:**
* Mandatory quarterly ICC committee meetings
* Comprehensive review of ongoing and resolved cases
* Assessment of organizational compliance
* Analysis of prevention strategies
* Documentation of systemic challenges
**Statutory Compliance Meetings:**
* Sensitization meetings must be conducted at least once every quarter with mandatory attendance for all employees to ensure awareness and compliance
* Review of existing harassment prevention policies
* Update of investigation protocols
* Skill enhancement for ICC members
* Legal and procedural compliance assessment
* Mandatory annual training
**Annual Reporting Requirements:**
* Annual report preparation by 31st December of each calendar year
* Detailed documentation of all complaints received
* Comprehensive analysis of investigation outcomes
* Recommendations for organizational improvement
* Submission to the local district officer and management
* Maintain confidentiality of individual identities
# Internal Complaints Committee
Source: https://library.zemuria.com/POSH-ICC/Internal-Complaints-Committee
Each complaint of sexual harassment shall be dealt with utmost confidentiality and urgency by an internal committee:
**Composition of ICC**
* Presiding Officer: The senior-most woman employee of the organization.
* Two or more employees: with experience in social work(Internal members).
* One external member(legal expert): from an NGO or similar body familiar with POSH laws.
* Provided that at least 50% of the committee members nominated should be women.
* The ICC shall have a tenure of three years and will be responsible for receiving and addressing sexual harassment complaints.
* The integrity and effectiveness of the Internal Complaints Committee (ICC) are paramount in ensuring a robust and fair workplace harassment prevention mechanism. Disqualification of ICC members is a critical aspect of maintaining the highest standards of professional conduct, legal compliance, and organizational credibility.
**Disqualification of ICC Members**
* The foundation of ICC member disqualification centers on the principle of absolute impartiality and professional integrity. Any identified irregularities that undermine the investigation's credibility become grounds for immediate removal. These irregularities may manifest in various forms, including but not limited to deliberate bias, violation of confidentiality protocols, failure to disclose potential conflicts of interest, or actions that compromise the fundamental principles of fair and objective investigation.
* Conflict of interest represents the primary ground for member disqualification. Any direct or indirect personal, professional, or financial connection between ICC members and the parties involved in a complaint immediately compromises the investigation's objectivity. This encompasses familial relationships, previous professional interactions, existing or past reporting hierarchies, personal friendships, or any financial dependencies that could influence the investigation's outcomes.
* Professional and ethical standards form the cornerstone of ICC member qualification. Members demonstrating inappropriate behavior, favoritism, or hostility during proceedings, lacking comprehensive training in sexual harassment investigations, or if a member is found guilty of a criminal offense, particularly one involving moral turpitude, or having faced disciplinary actions within the organization, are automatically considered unsuitable. The committee members must exemplify unparalleled professional integrity, emotional intelligence, and an unwavering commitment to maintaining strict confidentiality.
* Building upon the robust ICC member selection and disqualification framework, the organization recognizes that an effective complaint mechanism is the cornerstone of workplace harassment prevention. Addressing workplace harassment begins with creating a safe, accessible, and supportive environment that empowers aggrieved individuals to come forward without fear of retaliation or secondary victimization.
# Review and Amendment
Source: https://library.zemuria.com/POSH-ICC/Monitoring-and-Review
**This policy shall be:**
* Reviewed periodically
* Updated to reflect legal, organizational, or operational changes
* Communicated promptly to all employees
### Conclusion:
Zemuria’s approach to workplace dignity goes beyond minimum legal compliance.
**The Company is committed to:**
* Protecting every individual’s dignity
* Acting decisively against misconduct
* Creating a culture of respect, safety, and accountability
# Policy Guidelines
Source: https://library.zemuria.com/POSH-ICC/Policy-Guidelines
Sexual harassment shall include but not limited to:
**Physical Actions:**
* Unwelcome touching, patting, pinching, or brushing against the body.
* Staring, leering, or suggestive gestures.
* Physical advances or attempts at assault.
**Verbal Harassment:**
* Comments on physical appearance, clothing, or personal life.
* Sexual jokes, innuendos, or obscene remarks.
* Repeated unwelcome invitations or propositions for dates or sexual activity.
**Non-Verbal Harassment:**
* Sending sexually explicit messages or emails.
* Displaying offensive images, screensavers, or posters.
* Sharing suggestive or explicit social media content targeted at an individual.
**Quid Pro Quo Harassment:**
* Demanding sexual favors in exchange for promotions, benefits, or job security.
* Threatening demotion or dismissal for rejecting advances.
**Hostile Work Environment:**
* Creating an intimidating or offensive workplace by allowing harassment.
* Ridiculing or isolating individuals based on gender or sexuality.
**Cyber Harassment:**
* Sharing inappropriate images or texts through work-related digital platforms.
* Persistent unwelcome communication via email or messaging apps.
**Sexual Harassment Outside the Workplace:**
* Unwelcome behavior at client meetings, events, or social gatherings associated with work.
* Acts of harassment during business travel.
# Purpose and Commitment
Source: https://library.zemuria.com/POSH-ICC/Purpose
By Nikhil Varrshan, Zemuria
### Prevention of Sexual Harassment & Workplace dignity
Zemuria is committed to providing a safe, respectful, inclusive, and dignified workplace for all individuals, irrespective of gender, sexual orientation, gender identity, marital status, age, disability, caste, religion, or employment status.
The Company adopts a zero-tolerance approach toward sexual harassment, intimidation, coercion, abuse of authority, or any conduct that violates personal dignity or professional integrity.
**This policy:**
Complies with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 (“POSH Act”)
Establishes clear, accessible mechanisms for prevention, reporting, inquiry, and redressal
Extends equivalent internal protections to men and all other employees, beyond statutory minimums
# Scope and Applicability
Source: https://library.zemuria.com/POSH-ICC/Scope
**This policy applies to:**
* All full-time, part-time, probationary, and contractual employees
* Consultants, advisors, directors, and officers
* Interns, trainees, apprentices (with appropriate adaptations)
* Vendors, clients, visitors, and third parties interacting with the workplace
**It applies to conduct occurring:**
* At the workplace
* During work-related travel
* At offsite meetings, events, conferences, or social gatherings
* Through digital platforms, messaging apps, email, or social media
* Outside the physical workplace if there is a workplace nexus
# Inclusive Reporting For Men And All Other Employees
Source: https://library.zemuria.com/POSH-ICC/inclusive-reporting-for-men-and-others
(Beyond POSH – Company Commitment)
### Important Clarification:
While the POSH Act statutorily applies to women complainants, Zemuria recognizes that:
Sexual harassment can be experienced by anyone, irrespective of gender.
Accordingly, the Company provides parallel, equally serious internal mechanisms for:
1. Men
2. Non-binary individuals
3. Gender-diverse employees
4. Any person not covered under POSH statutory scope
Employees who are not covered under POSH may report sexual harassment or sexually inappropriate conduct through the following channels:
1. Human Resources (HR)
2. Designated Ethics / Grievance Officer
3. Reporting Manager or Skip-Level Manager
4. Confidential grievance email or portal
5. Any member of senior management
**Such complaints will:**
* Be treated with the same seriousness and confidentiality
* Follow fair, impartial, and documented inquiry processes
* Be protected against retaliation
* Result in disciplinary action where misconduct is established
The absence of POSH statutory coverage does not reduce the Company’s obligation to act.
### HANDLING OF NON-POSH SEXUAL HARASSMENT COMPLAINTS
**For complaints raised by men or others:**
An \*\*Internal Inquiry Committee \*\*(separate from ICC or overlapping where appropriate) may be constituted
The inquiry will follow:
* Natural justice
* Right to be heard
* Evidence-based findings
* Proportional disciplinary action
* Possible actions include:
* Counseling or warning
* Suspension
* Termination
* Role change or restriction
* Any corrective or preventive measure deemed appropriate
# Training, Awareness, and Prevention
Source: https://library.zemuria.com/POSH-ICC/training-awareness-prevention
### **The Company shall ensure:**
1. Mandatory POSH sensitization for all employees
2. Periodic awareness programs on workplace conduct and dignity
3. Training for ICC members and grievance handlers
4. Clear communication of rights, responsibilities, and reporting channels
# 8.3 Work from home & Remote Work
Source: https://library.zemuria.com/benefits-and-perks/Work-from-home
**1. General Position**
* The Company does not encourage remote or work-from-home arrangements.
* All forms of non-office work (WFH or remote) are treated under a single unified framework.
**2. Annual Limit**
* Employees may be permitted to work outside the office for a maximum of **14 days per calendar year.**
* This is a maximum permissible limit, not a guaranteed entitlement.
**3. Approval Requirements**
All WFH or remote requests require:
1. recommendation from the reporting manager, and
2. explicit approval from HR.
Approval is discretionary and may be denied without obligation to provide justification.
**4. Emergency Situations**
1. In genuine emergencies (e.g., unsafe travel conditions), employees must inform their manager and HR at the earliest possible time.
2. Emergency accommodation does not waive policy limits or expectations.
**5. Conditions While Working Outside the Office**
* Standard working hours and productivity expectations continue to apply.
* Employees must remain reachable and comply with all security and device-use policies.
* WFH/remote arrangements may be revoked at any time based on performance, misuse, or operational needs.
# 8.6 Company issued equipment
Source: https://library.zemuria.com/benefits-and-perks/company-issued-equipment
### **1. Company-Issued Equipment**
**1.1 Ownership**
All company-issued devices, equipment, and furniture remain the property of the Company unless otherwise stated in writing.
**1.2 Usage & Care**
Employees are responsible for reasonable care and proper use.
Equipment must not be sold, transferred, or lent to others.
**1.3 Repairs & Damage**
Accidental damage must be reported immediately.
Damage caused by negligence, misuse, or violation of policy may result in recovery of repair costs.
**1.4 Data & Access**
Employees should avoid storing sensitive personal data on Company devices.
The Company may access or retrieve devices or data for security, compliance, investigation, or exit purposes, in accordance with law.
### 2. Theft or Loss of Company Equipment
Any loss or theft must be reported immediately.
* A police complaint must be filed where required and a copy submitted to HR.
* Liability will be assessed based on circumstances, including negligence or policy violations.
* No automatic financial liability will be imposed without review.
### 3. Security of Company Issued Devices
**Employees must:**
* keep devices password-protected,
* install security updates promptly,
* use secure networks,
* comply with encryption and malware-protection requirements.
Failure to comply may result in disciplinary action.
# 8.5 Parking
Source: https://library.zemuria.com/benefits-and-perks/parking
Parking facilities, where available, are subject to building administration rules. Employees must follow all parking instructions and maintain discipline.
The Company is not responsible for theft, loss, or damage to personal vehicles, to the extent permitted by law.
# 8.1 Purpose And General Principles
Source: https://library.zemuria.com/benefits-and-perks/purpose-and-principles
### **1. Purpose**
This policy defines the Company’s approach to working arrangements, attendance expectations, facilities, equipment, and related benefits.
It is designed to ensure productivity, fairness, accountability, and operational consistency while supporting employees in performing their roles effectively.
This policy applies uniformly to all employees unless explicitly stated otherwise.
### **2. General Principles**
The Company follows an office-first working model.
Benefits and arrangements described herein are not automatic entitlements unless mandated by law. All benefits are subject to business needs, role requirements, and compliance with Company policies. Abuse, misuse, or misrepresentation may result in disciplinary action.
# 8.4 Staff Expenses
Source: https://library.zemuria.com/benefits-and-perks/staff-expenses
### **1. Work-Related Travel**
Employees may be required to travel domestically or internationally for work purposes with reasonable notice. All travel must be approved in advance.
**1.1 Expense Reimbursement**
* Only pre-authorized expenses will be reimbursed.
* Original bills and records must be submitted as per Company procedure.
* Expense limits may vary based on destination, duration, and role.
**1.2 Advances and Emergency Support**
* The Company may, at its discretion, provide interest-free advances or loans for work-related or emergency needs.
* Such amounts must be documented and recovered in accordance with applicable law and Company process.
**1.3 Exit Adjustments**
Any outstanding dues may be settled during final settlement in compliance with applicable laws and employee acknowledgements.
# 8.2 Staff Health & Well-Being
Source: https://library.zemuria.com/benefits-and-perks/staff-health
Staff health is important to us. We don’t discriminate against people with disabilities or health conditions but want to do everything possible to help our staff stay healthy. At a minimum, we provide group health insurance to all eligible staff. For more information about our insurance package, contact HR or Manager.
We have also established non-smoking and substance abuse policies to protect staff health. We will create a workplace with minimal noise and good lighting and offer a canteen service and wellness programs.
Zemuria is committed to supporting the health, safety, and well-being of its employees. As part of this commitment, eligible full-time employees based in India are covered under a comprehensive group health insurance program.
This program is designed to go beyond statutory requirements and to provide meaningful, practical medical coverage that supports employees and their families during periods of illness, emergency, or planned medical care.
### **1. Eligibility:**
This benefit is available only to full-time employees of Zemuria employed in India.
Contractors, interns, trainees, apprentices, consultants, and temporary staff are not eligible for employee health insurance benefits unless explicitly stated in their individual engagement contracts.
Health insurance coverage remains active only for the duration of active, full-time employment with the company.
### **2. Scope of Coverage (High-Level Overview)**
The group health insurance program generally includes coverage for the following categories, subject to the insurer’s policy terms:
* In-patient hospitalization and related medical expenses
* Pre- and post-hospitalization expenses within defined time windows
* Day-care and short-duration medical procedures
* Mental health and psychiatric hospitalization
* Maternity-related hospitalization and childbirth care
* Emergency transportation, including air ambulance in critical cases
* Organ donor medical expenses, where applicable
* Treatment under recognized alternative medicine systems (AYUSH)
* Coverage for certain modern and advanced medical treatments, as permitted under the policy
The program is structured to minimize restrictive sub-limits and exclusions where feasible, with the intent of providing broad and usable coverage rather than nominal benefits.
### **3. Policy Administration & Claims**
The health insurance program is administered through a third-party insurance provider.
All coverage details, inclusions, exclusions, claim procedures, service standards, and limitations are governed by the insurer’s official policy document.
The insurer’s policy terms shall prevail in the event of any discrepancy between this handbook and the insurance policy.
The Human Resources (HR) team serves as the primary point of contact for employees seeking guidance on enrollment, claims, documentation, or insurer coordination.
### **4. Employment Status & Coverage Termination**
Health insurance coverage is directly linked to active employment status.
Coverage typically ceases upon termination of employment, resignation, or completion of the employment term, in accordance with the insurer’s policy rules.
In exceptional circumstances, and at the company’s sole discretion, Zemuria may consider temporary continuation or support related to health coverage during a severance or transition period. Any such consideration is:
* evaluated on a case-by-case basis,
* time-bound,
* non-precedent-setting,
* and does not constitute a contractual entitlement or ongoing obligation.
# 8.7 Working hours & Attendance
Source: https://library.zemuria.com/benefits-and-perks/working-hours
### **1. Standard Working Hours**
The Company operates Monday to Friday, between 09:00 and 19:30 IST, excluding Company-declared holidays. Employees are expected to report to the office by 09:00 IST unless otherwise approved.
### **2. Workweek Requirement**
The standard workweek consists of 48 hours of productive work. These hours represent actual, meaningful work contribution, not mere physical presence or system login time. Lunch breaks and non-work activities are excluded from productive hours.
### **3. Attendance & Punctuality**
Consistent punctuality is mandatory. Repeated late arrivals, unexplained absences, or failure to meet work expectations may be treated as misconduct. Employees are expected to plan their commute and schedules responsibly.
### **4. Completion of Daily Work Requirements / After-Hours Work**
The Company measures work based on productive output, not mere physical presence or system login time.
Employees are expected to complete approximately 9.5 hours of productive work per working day, forming part of the standard 48-hour workweek.
If an employee does not complete the required productive work during standard working hours due to inefficiency, distraction, late arrival, or misuse of time, the reporting manager may require the employee to continue working beyond standard office hours on the same day or during the same workweek in order to complete assigned responsibilities.
Such additional time spent does not constitute overtime, provided it is used solely to fulfill the employee’s standard workweek obligations and does not result in work exceeding 48 hours of actual productive work.
Overtime compensation will apply only where productive work performed exceeds the standard 48-hour workweek, and only where such excess work is:
* expressly required by the Company, and
* applicable under law or employment contract.
Employees are responsible for managing their time efficiently within standard hours. Managers are responsible for ensuring that after-hours work is used strictly to complete required deliverables and not as a substitute for proper workload planning.
### 5. Compliance
Misuse of benefits, falsification of information, or circumvention of approvals constitutes misconduct. Violations may result in disciplinary action up to and including termination, subject to applicable law.
The Company reserves the right to amend this policy as required by business needs or changes in law.
# 4.2 Conflict of Interest Policy
Source: https://library.zemuria.com/code-of-conduct/Conflict-of-Interest
### **1. Purpose**
Zemuria expects all individuals associated with the company to act in the best interests of the organization at all times. A conflict of interest arises when personal, financial, professional, or relational interests interfere - or appear to interfere - with an individual’s ability to perform their duties objectively, fairly, and in the best interests of Zemuria.
This policy exists to protect the company, its people, its ventures, and its reputation from compromised decision-making, undue influence, and ethical risk.
### **2. Scope**
This policy applies to all individuals engaged with Zemuria, including:
* Full-time employees
* Contractors and consultants
* Interns, trainees, and apprentices
* Managers, executives, and officers
This policy applies regardless of role, seniority, or location.
### **3. General Principle**
All work-related decisions must be made solely on the basis of Zemuria’s interests, without influence from personal gain, external obligations, or competing loyalties.
Even the appearance of a conflict of interest can be harmful and must be avoided.
### **3.1 Examples of Conflicts of Interest**
Conflicts of interest include, but are not limited to, the following situations:
**A. Financial Conflicts**
* Accepting bribes, kickbacks, commissions, or improper payments.
* Holding a financial interest in a competitor, vendor, client, or partner that could influence decision-making.
* Using insider knowledge for personal investment or financial benefit.
**B. Personal Relationships**
* Managing, evaluating, hiring, promoting, or influencing compensation or performance decisions involving a close family member, romantic partner, or close personal associate.
* Participating in decisions where personal relationships could bias judgment.
**C. Outside Engagements**
* Serving as a director, advisor, consultant, or employee of another organization that competes with, supplies to, partners with, or does business with Zemuria.
* Participating in external activities that interfere with work responsibilities or create divided loyalties.
> Note: Moonlighting and external work are governed separately under Zemuria’s Moonlighting, Conflict of Interest, and IP Protection Policy. This policy applies even where moonlighting is otherwise permitted.
**D. Use of Company Resources**
* Using Zemuria’s time, systems, data, confidential information, or assets for personal benefit or external interests.
* Leveraging company position, influence, or access for non-company purposes.
**E. Gifts, Hospitality, and Favors**
* Accepting gifts, favors, services, or hospitality from vendors, customers, founders, investors, or partners that could influence - or appear to influence - business decisions.
* Offering such benefits to others to gain preferential treatment.
### **4. Disclosure Obligation**
All actual, potential, or perceived conflicts of interest must be disclosed promptly.
If you are unsure whether a situation constitutes a conflict, you are required to disclose it anyway.
Disclosures should be made to:
1. HR
2. Your Manager
Failure to disclose a conflict of interest is itself considered a serious violation of this policy.
**Management of Conflicts**
Upon disclosure, Zemuria may take one or more of the following actions, at its discretion:
* Require recusal from specific decisions or activities
* Modify reporting lines or responsibilities
* Impose conditions or restrictions on certain activities
* Require termination of the conflicting relationship or interest
* Terminate the engagement or employment, where necessary
The company’s determination on how a conflict is managed is final.
**Prohibited Conduct**
The following actions are strictly prohibited:
* Knowingly placing personal interests above the interests of Zemuria
* Concealing or misrepresenting conflicts of interest
* Retaliating against anyone who raises a conflict or ethical concern
* Attempting to influence others to act against the company’s interests
**Consequences of Violation**
Violations of this policy may result in:
* Disciplinary action, up to and including termination of employment or contract
* Recovery of financial losses or benefits obtained improperly
* Legal action where applicable
Zemuria reserves the right to take immediate action where a conflict poses material risk to the company.
### **5. Ethical Guidance and Support**
Zemuria recognizes that ethical dilemmas can arise in complex environments. Employees are encouraged to seek guidance early rather than attempt to resolve conflicts independently.
Raising a concern in good faith will not result in retaliation.
Integrity, trust, and sound judgment are foundational to Zemuria’s culture. Each individual is responsible for protecting these values through transparency, accountability, and ethical conduct.
# 4.1 Workplace Neutrality, Dress Code & Identity Standards
Source: https://library.zemuria.com/code-of-conduct/dress-code
### 1. Purpose
Zemuria operates as a strictly professional, secular, and identity-neutral workplace.
Our objective is to ensure that all employees, clients, founders, partners, and visitors experience an environment defined solely by work, merit, professionalism, and mutual respect - free from religious, political, caste-based, tribal, or ideological influence.
This policy applies uniformly to all employees, contractors, interns, trainees, apprentices, visitors, and representatives of Zemuria.
### **2. Workplace Neutrality Principle**
Zemuria is a secular workplace.
This means:
* The company does not endorse, practice, promote, display, or facilitate any religion, belief system, political ideology, caste, tribe, or identity group.
* The workplace is not a venue for personal belief expression beyond private thought.
* No belief system - majority or minority - is given visibility, preference, or accommodation within company premises or official spaces.
This neutrality is foundational to ensuring equality, inclusion, and freedom from social pressure or symbolic dominance.
### **3. Dress Code (Professional & Neutral)**
**General Standard**
Zemuria follows a Business / Business Casual / Smart Casual dress code depending on role and context.
**All attire must be:**
* Clean
* Professional
* Non-distracting
* Neutral in appearance
* Appropriate for a shared professional environment
### **4. Explicit Prohibitions**
The following are not permitted inside company premises, during work hours, or in any official Zemuria context (including virtual meetings):
* Religious attire, symbols, markings, or accessories (including but not limited to visible religious threads, beads, markings, headgear, insignia, or ceremonial clothing)
* Caste, tribal, or community-identifying symbols or attire
* Political symbols, slogans, attire, badges, or colors
* Attire or accessories associated with ideological movements, sects, or groups
* Any visual representation that signals religious, caste, tribal, or political identity to others
This applies regardless of personal belief, tradition, or cultural background.
### **5. Client-Facing & External Representation (Strict Standard)**
When engaging with:
* Clients
* Investors
* Founders
* Vendors
* External partners
* Public events representing Zemuria
The dress code is strictly professional. No religious, political, caste, or ideological identifiers - of any form - are permitted. Employees are expected to represent only Zemuria.
### **6. Religious Practices & Activities**
Inside the workplace Zemuria does not conduct, host, organize, or permit:
* Religious ceremonies
* Prayers
* Rituals
* Pujas
* Chanting
* Worship activities
* Religious observances of any kind
No dedicated or informal spaces for prayer, worship, or religious practice are provided or permitted. No religious gatherings - formal or informal - may occur within company premises.
**6.1 Personal Beliefs**
Personal beliefs are respected as private matters.
* Employees may observe their beliefs outside work hours and outside company premises.
* Employees may take leave for religious observance as per the Leave & Holiday Policy.
* Religion remains personal and private, not organizational.
### **7. Symbols, Installations & Visual Displays**
The following are strictly prohibited in all company spaces, including desks, walls, meeting rooms, digital workspaces, and internal chat platforms:
* Religious images, idols, photos, posters, icons, or texts
* Political symbols or portraits
* Caste or tribal symbols
* Ideological or belief-based imagery
**This includes:**
* Physical spaces
* Virtual backgrounds
* Profile photos used in official tools
* Shared digital workspaces
* Internal communication channels
Zemuria spaces must remain symbol-neutral.
### **8. Company Celebrations & Events**
**Company events are:**
* Cultural
* Social
* Non-religious
* Non-divisive
**Examples include:**
* Team meals
* Social gatherings
* Cultural festivities without religious rituals
* Non-religious symbolic activities (e.g., food, decor, games)
**Zemuria does not perform or include:**
* Religious rituals
* Worship activities
* Ceremonial prayers
* Religious symbolism
### **9. Prohibited Conduct**
**The following behaviors are strictly prohibited:**
* Proselytizing or attempting to influence others’ beliefs
* Religious, political, caste-based, or ideological campaigning
* Coercive or persuasive discussions related to belief systems
* Displaying symbols that may create discomfort, exclusion, or perceived dominance
* Introducing tribalism, group identity signaling, or ideological alignment into the workplace
### **10. Enforcement & Consequences**
**Violations of this policy will be treated as Code of Conduct breaches and may result in:**
* Formal warnings
* Disciplinary action
* Removal of prohibited materials
* Suspension
* Termination of employment or contract
Repeated or deliberate violations will result in stricter consequences.
### **11. Interpretation & Authority**
This policy is intentionally comprehensive and blanket.
* No exceptions, accommodations, or carve-outs are implied unless explicitly stated in writing by the company.
* Interpretation and enforcement authority rests with HR.
In case of ambiguity, the interpretation that best preserves workplace neutrality will prevail. This policy is not anti-religion. It is pro-professionalism, pro-equality, and pro-neutrality.
Zemuria is a workplace - not a religious, political, or ideological space
# 4.3 Moonlighting
Source: https://library.zemuria.com/code-of-conduct/moonlighting
> **Applicable to:** All employees, consultants, interns, and contractors of Zemuria
## 1. Context: Why This Policy Exists
Zemuria operates as a **venture studio**. Employees may be exposed to:
* Stealth startup ideas
* Founder pitches and internal memos
* Unannounced investments and incubations
* Proprietary research, code, product strategy, and market insights
Because of this environment, even well-intentioned side work can create serious conflicts of interest or IP leakage risks. This policy is designed to set clear, enforceable boundaries.
## 2. Definition of Moonlighting
**Moonlighting** includes any paid or unpaid professional activity outside one’s employment with Zemuria, including but not limited to:
* Freelance or contract work
* Consulting or advisory roles
* Board or angel positions
* Side businesses or startups
* Content monetization (courses, YouTube, paid communities)
* Any recurring professional engagement
This applies regardless of whether the activity occurs outside working hours.
## 3. Core Principles
Outside work is permitted only if all of the following are true:
* It does not compete with Zemuria or any portfolio company
* It does not overlap with problem spaces, markets, or ideas Zemuria is exploring or funding
* It does not use Zemuria time, devices, systems, tools, or confidential information
* It does not impair performance, availability, or focus
* Zemuria always takes priority in case of conflict
## 4. Mandatory Disclosure & Approval (Critical)
### Disclosure Channel
* All moonlighting or external professional activities must be disclosed in advance
* Disclosure must be made directly to HR
* Managers may be consulted, but manager approval alone is insufficient
### Approval Requirement
* Written approval from HR is mandatory before starting any such activity
* Approval may be:
* Granted
* Granted with conditions
* Denied
Failure to disclose itself constitutes a policy violation, even if the activity would otherwise be acceptable.
## 5. Generally Acceptable Activities (With Prior HR Approval)
Subject to disclosure and written approval:
* Occasional freelance or pro-bono work for friends or non-commercial causes
* Limited speaking engagements (without recurring travel during workdays)
* Advisory or board roles outside Zemuria’s investment or incubation domains, with minimal time commitment
* Educational or creative content unrelated to Zemuria or its portfolio
Approval may include limits on time, scope, or public representation.
## 6. Prohibited Activities (Strictly Not Allowed)
The following will not be approved under any circumstances:
* Working for, advising, or building:
* A competitor
* A company in a related or adjacent problem space
* Any business that could benefit from Zemuria or portfolio insights
* Founding or materially contributing to a startup while employed at Zemuria
* Consulting in areas Zemuria is actively incubating, investing in, or evaluating
* Using knowledge gained from founder discussions, stealth projects, or internal evaluations
* Any activity that meaningfully distracts from assigned responsibilities
## 7. Intellectual Property, Inventions & Startups Created During Employment
* Any invention, idea, product, code, business concept, or startup:
* Created using Zemuria devices, systems, tools, data, prompts, models, or information, or
* Created using confidential knowledge gained through employment, or
* Created during the term of employment and related to Zemuria’s business or portfolio domains
shall be deemed to be the exclusive intellectual property of Zemuria, to the maximum extent permitted by law.
### Assignment Obligation
Employees hereby agree to:
* Fully assign all such intellectual property to Zemuria
* Execute any documents required to perfect such assignment
### Startups Created Using Zemuria Resources
If an employee creates or contributes to a startup or business that:
* Uses Zemuria resources, or
* Leverages Zemuria confidential information, or
* Falls within Zemuria’s current or reasonably anticipated business scope
Then Zemuria shall have, at its discretion:
* Full ownership rights, or
* Right of first refusal (ROFR) to acquire the business, or
* Right to acquire the business at nominal or zero consideration, where legally permissible
The exact mechanism will be determined by Zemuria based on applicable law and facts.
> This clause exists to prevent misuse of insider access, not to discourage innovation.
## 8. Portfolio & Stealth Protection
Employees may not:
* Reuse, adapt, or externalize ideas from founders or portfolio companies
* Build “parallel” startups inspired by internal exposure
* Share non-public information in any form
These obligations survive termination of employment.
## 9. Use of Company Resources
Employees must not use:
* Company laptops or devices
* Internal tools, software, prompts, or models
* Company time or communication channels
for any outside professional activity.
## 10. Enforcement & Consequences
Violations of this policy may result in:
* Withdrawal of approval
* Disciplinary action
* Termination for cause
* Legal action, including IP recovery, where applicable
## 11. When in Doubt
Moonlighting decisions are contextual.
If uncertain:
> Disclose to HR first. Do not assume approval.
Zemuria encourages transparency but will act firmly to protect its founders, portfolio companies, and intellectual property.
# 7.1 Payroll
Source: https://library.zemuria.com/compensation-and-development/payroll
We will pay your agreed-upon compensation by checks, bank transfers, or cash by the first week of the following month. You should be diligent in clocking in and out and using our timesheet software so we can accurately calculate your pay.
To be eligible for payroll, you must have been present for at least 15 calendar days during that calculated month.
All staff on contract in India and the U.S. need to submit invoices before the payroll date to be eligible to be considered for payroll.
All contract staff in India must ensure their PAN number is correct to ensure all TDS (Tax Deducted at Source) compliance. The HR team will help you with important forms associated with your tax returns or any other necessary compliance, etc.
## Time of payment
The wages for every person employed shall be paid before the expiry of the fifth day after the last day of the wage period of the month in respect of which the wages are payable.
All wage payments shall be made on a working day over bank transfer.
## Deductions of wages
The deductions that can happen from your wages in India (equivalent in other countries) and your Full and Final Settlement (FnF) are as follows:
* Fines
* Deductions for being Absent.
> *If ten or more employed persons acting in concert absent themselves without due notice (that is to say, without giving the notice which is required under the terms of their contract of employment) and without reasonable cause, such deduction from any such person may include such amount not exceeding his wages for eight days as may by such terms be due to the employer in lieu of due notice.*
>
> *Explanation. – For the purposes of this section, an employed person shall be deemed to be absent from the place where he is required to work if, although present in such place, he refuses, in pursuance of a stay-in-strike or for other cause which is not reasonable in the circumstances to carry out his work. - Puducherry Shops and Establishment Act.*
* Deductions for damage to, damage to, or loss of, goods expressly entrusted to the employed person for custody or for loss of money for which he is required to account where such damage or loss is directly attributable to his neglect or default;
* Deductions for house accommodation supplied by the employer;
* Deductions for such amenities and services supplied by the employer as the Government may, by general or special order, authorize;
* Deductions for recovery of advances or for adjustment of over payment of wages;
* Deductions of income-tax payable by the employed person;
* Deductions required to be made by order of a Court or other authority competent to make such order;
* Deductions for subscriptions to and for repayment of advances from any provident fund to which Provident Funds Act, 1952 applies or any recognized provident fund under section 2 (38) of the Indian Income Tax Act, 1961;
* Deductions for payments to cooperative societies approved in this behalf by the Government or to a scheme of insurance maintained by the Indian Post Office or by any insurance company approved on this behalf by the Government;
* Deductions made with the written authorization of the employed person in furtherance of any savings scheme approved by the Government for the purchase of securities of the Central or State Government.
# 7.2 Performance Appraisal
Source: https://library.zemuria.com/compensation-and-development/performance-appraisal
> **Applicable to:** All full-time salaried employees and full-time contract staff
## 1. Philosophy
Zemuria’s performance management framework is designed to reward sustained contribution and impact, while ensuring consistency and financial discipline as the organization scales. Performance reviews and compensation decisions are not entitlements and are not triggered automatically by tenure or employment anniversaries.
## 2. Standardized Annual Appraisal Cycle
Zemuria follows a single, standardized annual appraisal cycle, aligned with the Indian financial year.
* Performance period: 1 April to 31 March
* Appraisal and review window: March
* Salary revisions (if any): Effective from April payroll
Salary revisions are not linked to individual employment anniversaries. Completion of one year of service does not automatically trigger an appraisal or salary increase.
## 3. Eligibility for Performance Appraisal
To be eligible for an annual performance appraisal in a given performance year, an employee must have completed a minimum of 200 active working days during that performance year.
### Definition of Active Working Days
Active working days exclude periods of extended absence, including but not limited to:
* Maternity leave
* Extended medical leave
* Sabbaticals
* Loss of Pay (LOP)
* Any other prolonged absence from active duty
This eligibility requirement applies uniformly to all employees, regardless of the reason for absence.
Employees who do not meet the minimum active working-day requirement will be considered for appraisal in the next applicable annual cycle after eligibility is met.
## 4. Bonus, Variable Pay & Incentives
### Nature of Bonus and Incentives
* Bonuses, incentives, commissions, and variable pay are discretionary and performance-linked
* They do not form part of fixed compensation and are not guaranteed
### Eligibility Criteria
Eligibility for any bonus or variable pay requires:
* Meeting the minimum active working days threshold
* Demonstrated contribution during the performance period
* Satisfactory performance assessment
Extended leave periods may result in ineligibility, proration, or deferral of bonuses, as determined under the applicable incentive plan.
## 5. Promotions & Role Changes
* Promotions and role changes are based on sustained performance, skill readiness, and business need
* Employees on extended leave may have promotions deferred until sufficient post-return contribution is demonstrated
## 6. ESOPs & Long-Term Incentives
* ESOP and long-term incentive vesting schedules may be paused during periods of extended leave
* Vesting resumes upon return to active service, subject to the governing plan documents
## 7. Transition from Anniversary-Based Appraisals
Zemuria previously followed anniversary-based appraisals for certain roles. As part of organizational standardization:
* Anniversary-based appraisals are discontinued
* All employees are governed by the standardized annual appraisal cycle
### Transition Handling
In exceptional cases involving key talent hired under legacy expectations, leadership may approve one-time transition adjustments or retention measures. Such decisions are discretionary, documented, and do not establish precedent.
## 8. Notice Period & Resignation
This policy does not restrict an employee’s right to resign. Standard notice period and exit policies apply uniformly.
## 9. Governance & Discretion
* Performance evaluations are subject to managerial assessment, leadership calibration, and business conditions
* HR is responsible for ensuring consistency, fairness, and policy compliance
* All appraisal and compensation decisions are final and not subject to appeal
# 11.8 Confidentiality And Non Retaliation
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/confidentiality-and-non-retaliation
All participants must maintain confidentiality:
* complainants,
* respondents,
* witnesses,
* managers and leaders involved.
Breach of confidentiality that harms the process or retaliates against any party may result in disciplinary action.
**Non-Retaliation (Strict)**
Retaliation is strictly prohibited. Any employee who believes they are facing retaliation should report it immediately to HR.
Retaliation is treated as serious misconduct and may lead to disciplinary action up to and including termination.
# 11.2 Definition And Guiding Principles
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/definition-and-principles
**3. Definitions**
For the purpose of this policy:
1. Complaint: A report of conduct or events that may violate Company policies, laws, or workplace standards.
2. Grievance: A workplace-related concern raised by an employee relating to treatment, decisions, conditions, or conduct affecting them.
3. Complainant: The person raising a complaint or grievance.
4. Respondent: The person against whom the complaint is made (if applicable).
5. Good Faith Complaint: A complaint made honestly, with a reasonable belief that the concern is genuine, even if later not substantiated.
6. Retaliation: Any adverse action taken because an individual raised a complaint, participated in an inquiry, or supported a complainant/witness.
Examples of retaliation include:
* demotion, termination, threats, intimidation,
* unwarranted negative reviews,
* exclusion from key work, projects, or meetings,
* hostile behavior or harassment.
**4. Guiding Principles**
All complaints and grievances are handled using the following principles:
1. Fairness: All parties will be treated respectfully and given an opportunity to be heard.
2. Confidentiality: Information will be shared strictly on a need-to-know basis.
3. Non-Retaliation: Retaliation is prohibited and treated as serious misconduct.
4. Timeliness: Concerns will be addressed promptly, within reasonable timeframes.
5. Documentation: Key steps and outcomes will be recorded by HR.
6. Proportionality: Outcomes will be proportionate to the conduct and risk involved.
7. Compliance: The Company will act in accordance with applicable law and internal procedures.
# 11.10 Escalation And Appeal
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/escalation-and-appeal
**If an employee believes:**
* the complaint was not handled fairly,
* or there is a material procedural lapse,
they may request a review by HR through the designated escalation channel.
HR may, at its discretion, appoint an alternate reviewer or panel for sensitive matters.
# 11.9 False Or Malicious Complaints
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/false-or-malicious-complaints
Complaints made in good faith will never result in disciplinary action solely because they are not substantiated.
However, knowingly false, fabricated, or malicious complaints may result in disciplinary action.
# 11.5 How To Submit A Complaint Or Grievance
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/how-to-submit-a-complaint-or-grievance
**1. Where to Submit**
Complaints must be submitted to HR via the official channel designated by the Company (e.g., official HR email address or HR portal).
If the complaint concerns HR personnel, employees may submit the complaint to the designated alternate authority communicated by the Company.
**2. What to Include**
To help review the matter efficiently, include:
* a description of the incident(s),
* dates/times (as best as possible),
* names of involved persons,
* any evidence (messages, emails, screenshots, documents),
* names of witnesses (if any),
* the impact on work or workplace environment,
* desired resolution (if any).
**3. Anonymous Complaints**
Anonymous complaints may be reviewed at the Company’s discretion. The Company may be limited in its ability to act without sufficient detail or ability to verify.
# 11.6 Intake, Review, And Resolution Process
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/intake-review-and-resolution-process
### **Step 1 - Acknowledgement**
HR will acknowledge receipt of the complaint within a reasonable timeframe.
### **Step 2 - Triage and Classification**
HR will classify the complaint as:
* grievance,
* misconduct allegation,
* compliance concern,
* POSH (redirect),
* safety issue,
* or mixed category.
HR may take immediate interim steps if there is a risk of harm, retaliation, or evidence destruction.
### **Step 3 - Preliminary Review**
HR may conduct a preliminary review to determine:
* whether sufficient information exists,
* whether immediate action is required,
* whether a formal inquiry is warranted.
### **Step 4 - Inquiry (if required)**
Where needed, HR may:
* interview parties and witnesses,
* review documentation and digital evidence,
* coordinate with IT/security for logs (where relevant),
* seek written statements.
The inquiry process will be handled with confidentiality and professionalism.
### **Step 5 - Outcome and Corrective Action**
Potential outcomes include:
* no action (not substantiated),
* counselling or mediation (where appropriate),
* written warnings or disciplinary action,
* workflow/reporting adjustments,
* training or process changes,
* access restrictions or security changes,
* termination (in serious cases), subject to Company procedure and law.
HR will communicate the decision to relevant parties to the extent appropriate, maintaining confidentiality.
# 11.7 Interim Measures
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/interim-measures
To protect individuals and ensure fairness during review, HR may implement interim measures such as:
* separation of reporting relationships,
* changes to work allocation,
* temporary access restrictions,
* temporary relocation of seating/work location,
* instructions to avoid contact, where appropriate.
Interim measures are not disciplinary findings and do not imply guilt.
# 11.1 Purpose And Scope
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/purpose-and-scope
### **1. Purpose**
The Company is committed to maintaining a workplace that is fair, professional, respectful, and compliant with applicable law. This policy provides a structured mechanism for raising and resolving workplace complaints and grievances, and sets out key statutory disclosures and compliance principles relevant to employment.
This policy is intended to:
* enable employees to raise concerns without fear of retaliation,
* ensure concerns are handled promptly, confidentially, and fairly,
* ensure consistent handling of complaints across teams and levels,
* clarify the scope of matters handled under this policy versus other policies (e.g., POSH).
### **2. Scope and Applicability**
**2.1 Covered Persons**
This policy applies to:
* all full-time employees of the Company.
**2.2 Non-Full-Time Staff (Interns/Contractors/Consultants)**
Interns, contractors, consultants, and other non-full-time personnel are generally governed by their respective agreements and project terms. However:
* they may raise concerns related to workplace safety, unlawful conduct, harassment, or confidentiality breaches,
* the Company may, at its discretion, review and address such concerns through an appropriate process.
**2.3 Exclusions**
This policy does not replace:
* the Company’s POSH Policy (sexual harassment complaints and POSH procedures),
* disciplinary processes initiated independently by HR based on policy violations.
Where a complaint overlaps multiple areas, HR will determine the correct process and may run coordinated processes where necessary.
# 11.12 Record keeping And Policy Administration
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/recordkeeping-and-updates
**1. Record keeping**
HR will maintain records of complaints and outcomes securely and confidentially, with access limited to authorized personnel.
**2. Policy Administration and Updates**
HR is responsible for administering this policy and may update it periodically to reflect changes in law, Company structure, or operational requirements.
# 11.11 Statutory Disclosures
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/statutory-disclosures
The Company complies with applicable labour and employment laws in India. Statutory benefits and protections are provided as applicable, based on:
* the employee’s role and classification,
* applicable wage thresholds,
* statutory eligibility criteria,
* employment agreements.
**Statutory provisions may include (where applicable):**
* provident fund (PF),
* employee state insurance (ESI),
* gratuity,
* maternity benefit,
* minimum wage and wage payment regulations,
* Shops and Establishments Act compliance,
* other applicable central and state laws.
Where there is a conflict between this policy and applicable law, the law prevails.
# 11.4 What Must Be Routed Elsewhere ( Special handling )
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/what-must-be-routed-elsewhere
**1. Sexual Harassment (POSH)**
Any complaint involving sexual harassment must be raised and handled under the POSH Policy through the Internal Committee (IC). If a complaint is incorrectly filed under this policy, HR will redirect it to the POSH process.
**2. Pure Performance Management (Non-Misconduct)**
Concerns that are purely about role expectations or performance planning may be handled through performance management processes. However:
if the employee alleges unfairness, bias, or retaliation, HR may treat it as a grievance.
# 11.3 What You Can Raise Under This Policy ?
Source: https://library.zemuria.com/complaints-grievance-redressal-and-statutory-disclosures/what-you-can-raise-under-this-policy
Employees may raise concerns including, but not limited to:
**1. Workplace Conduct & Behavior**
* bullying, intimidation, threats,
* abusive language or humiliation,
* persistent unprofessional conduct,
* sabotage of work, deliberate obstruction,
* inappropriate jokes/comments not covered under POSH (HR will route if needed).
**2. Fair Treatment & Workplace Decisions**
* perceived unfair treatment,
* biased allocation of work, opportunities, or resources,
* unfair performance evaluation concerns,
* retaliation for raising concerns,
* conflicts arising from favoritism (including relationship-based conflicts).
**3. Policy Violations and Misuse of Resources**
* misuse of Company assets or funds,
* expense policy abuse,
* timesheet falsification (employee or manager),
* security and confidentiality violations,
* conflict of interest violations.
**4. Compliance and Integrity Concerns**
* suspected fraud or theft,
* bribery, kickbacks, or improper influence,
* data leakage or unauthorized sharing,
* violations of legal obligations impacting the Company.
**5. Safety & Workplace Environment**
* unsafe workplace conditions,
* repeated disregard for safety procedures,
* any behavior that creates physical risk.
# Conclusion
Source: https://library.zemuria.com/culture-at-zemuria/Conclusion
If this resonates, Good. You’ll likely thrive here. If it doesn’t - that’s also good. Not every game is meant to be played by everyone.
Zemuria succeeds by clarity of expectations, not by pretending one culture fits all.
### **There is no conclusion**
This document will evolve as we learn. Culture is not static. It is tested by reality. For now, this is enough to build. Enough to move. Enough to accelerate.
**Accelerate, or Die.**
# Presence, Focus and Output
Source: https://library.zemuria.com/culture-at-zemuria/development
### 1. On Work Location and flexibility
The office is a default, not a prison.
Presence matters when:
* collaboration matters
* decisions are being made
* problems are being solved together
Flexibility exists when:
* focus matters
* output is clear
* communication remains intact
No separate permissions are needed - only responsibility.
### **2. On time, hours, and autonomy**
We do not worship clocks.
We care about:
* outcomes
* momentum
* reliability
Some people will solve in fewer hours what others take longer to do. We respect that. Autonomy increases with trust. Trust increases with results.
### **3. On accountability**
This culture comes with zero babysitting. If you need constant supervision, this is not for you. If you need rigid rules to function, this is not for you. Ownership is assumed. Excuses are not.
###
# The Five Laws of Z
Source: https://library.zemuria.com/culture-at-zemuria/quickstart
Everything that follows collapses into five principles.
They are not rules. They are lenses.
### Law 1: Speed > Everything Else
Urgency is not panic. Urgency is clarity. We move fast because:
• markets move fast
• customers don’t wait
• reality compounds
If something feels slow, break it down. If something feels blocked, remove friction. If something feels heavy, question it. Speed does not mean recklessness. It means short feedback loops and relentless momentum.
### Law 2: Physics > Process
Reality always wins. Budgets, titles, opinions, and meetings do not bend physics. We respect:
• constraints
• energy
• effort
• causality
Processes are tools - not laws. If a process slows reality, it is optional. If reality demands change, we adapt.
### Law 3: Work Done = Force × Displacement
Time spent is not work done. Sitting longer is not progress. Being visible is not impact. Work only counts when something moves:
• a product
• a decision
• a customer
• a system
If nothing moved, work did not happen - regardless of hours logged.
### Law 4: Be Close to the Problem
Distance creates delay. Delay kills velocity. We stay close to:
• customers
• users
• failures
• production
If something is unclear, talk to the source. If something is complex, reduce distance. This is why proximity - physical or contextual - matters.
### Law 5: Engineering First
Zemuria is an engineering-first company. That doesn’t mean everyone writes code. It means everyone thinks in systems. We value:
• clarity over politics
• solutions over sentiment
• effectiveness over popularity
You are not here to be liked. You are here to make things work.
# Accelerate, or Die.
Source: https://library.zemuria.com/culture-at-zemuria/welcome-welcome
A Cultural Manifesto for Builders at Zemuria , By Jason Samuel
![Hero Light]()
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**A very important preface (read this once)**
This document is not:
• an employment contract
• an employee handbook
• a company policy
• a statutory or regulatory document
• a substitute for HR policies, POSH, ICC, grievance mechanisms, or labour law
• a performance evaluation framework
• a disciplinary code
Zemuria’s official policies, employee handbook, statutory obligations, and grievance mechanisms exist independently and always apply, without exception. Those systems exist precisely so culture does not become coercion. This book exists alongside, not above, them.
This document does not override, modify, dilute, or replace any of them.
### **So what is this?**
This is a cultural manifesto.
It is written for:
• founders-in-residence
• venture builders
• senior engineers
• operators who voluntarily choose to work at extreme velocity
• people who want disproportionate outcomes and are willing to accept disproportionate responsibility
This book is opt-in by mindset, not enforced by role. If this document resonates with you - good. If it doesn’t - that’s fine too. Zemuria has room for many ways of working.
### **Why this exists**
Most companies hide their real culture behind polite language. We don’t.
This book exists to describe how a small group of people at Zemuria choose to operate when the goal is not comfort, balance, or predictability - but impact, speed, and creation. You are not required to live by this book. But if you do, the expectations are high - because the outcomes are high.
### **Eligibility (and non-eligibility)**
This culture is not granted. It is earned and maintained. Participation in this way of working:
• is explicit, not assumed
• may be time-bound
• may be revoked
• does not create special employment rights or exemptions
No one is entitled to this culture. No one is punished for opting out of it.
# 5.3 Mobile phones and Personal Devices
Source: https://library.zemuria.com/cybersecurity-and-digitaldevices/cell-phone
Zemuria permits the use of mobile phones and personal devices at work, subject to professional conduct and security expectations.
### **Device Model**
Zemuria operates under a mixed device model:
* Some roles are issued company-owned devices
* Some roles operate under Bring Your Own Device (BYOD) arrangements
Device assignment is determined by role, risk profile, and operational needs
### **Usage Expectations**
You must:
* Use devices in a manner that supports work and does not disrupt others
* Keep personal calls brief and take them in appropriate areas
* Avoid excessive non-work usage during working hours
* Never record, photograph, or capture confidential information without authorization
* Never use a device while driving any vehicle for work purposes
All devices used for work - company-issued or personal - must comply with Zemuria’s security requirements, including password protection, encryption where required, and cooperation with security controls.
# 5.4 Corporate Email
Source: https://library.zemuria.com/cybersecurity-and-digitaldevices/corporate-email
Company email is an official communication channel and must be used responsibly.
### **Permitted Use**
* Unlimited work-related use
* Limited personal use, provided it is lawful, secure, and does not expose the company to risk
### **Prohibited Use**
You must not:
* Register company email on illegal, suspicious, or untrusted platforms
* Send unauthorized marketing, spam, or bulk emails
* Communicate confidential information without authorization
* Use company email to harass, discriminate, threaten, or insult others
* Register for competitor services without approval
Employees should exercise caution against phishing, malware, and social engineering attempts. The company reserves the right to audit email systems for security, compliance, and legal purposes.
# 5.2 Internet Usage
Source: https://library.zemuria.com/cybersecurity-and-digitaldevices/internet-usage
Zemuria’s internet connectivity and network infrastructure are provided primarily for business purposes. Limited personal use is permitted so long as it does not interfere with work responsibilities, productivity, security, or network performance.
### **Acceptable Use**
You may:
* Access work-related tools, platforms, and services
* Make limited personal use that is lawful, non-disruptive, and reasonable
* Be asked to pause bandwidth-heavy personal activity during work-critical periods
### **Prohibited Use**
You must not use Zemuria’s internet or network to:
* Access, download, upload, or distribute illegal, obscene, offensive, or defamatory material
* Transmit confidential or proprietary information to unauthorized parties
* Engage in hacking, fraud, circumvention of security controls, or illegal activity
* Download pirated software, media, or copyrighted material
* Access malicious, unsafe, or high-risk websites
* Attempt to monitor, intercept, or invade the privacy of others
Network activity may be monitored for security, compliance, and operational integrity. Use of company networks implies consent to such monitoring.
# 5.1 Introduction
Source: https://library.zemuria.com/cybersecurity-and-digitaldevices/introduction
This section outlines acceptable use, security expectations, and responsibilities related to digital devices, communication systems, and online platforms used in connection with Zemuria’s work.
These policies apply to all employees, contractors, interns, trainees, and apprentices, regardless of location or device ownership
**Device Allocation**
Zemuria operates on a role-based device policy. Depending on role, risk profile, and operational needs, employees may be provided with company-owned devices or may be approved to use personal devices (BYOD). All devices used to access company systems - whether company-owned or personal - are subject to applicable security, confidentiality, and usage policies.
# 5.5 Social Media
Source: https://library.zemuria.com/cybersecurity-and-digitaldevices/social-media
Zemuria recognizes the importance of social media but expects responsible use.
### **A. Personal Social Media Use**
You may access personal social media accounts at work provided that:
* It does not affect productivity or performance
* Your views are clearly personal and not represented as company positions
* No confidential, proprietary, or internal information is shared
* No content is posted that is defamatory, discriminatory, or harassing toward colleagues, clients, founders, or partners
* Disclaimers such as “opinions are my own” do not override confidentiality obligations.
### **B. Representing Zemuria Online**
Only authorized individuals may speak on behalf of Zemuria or manage official accounts.
When representing the company:
* Be professional, accurate, and respectful
* Stay within your domain of authority and expertise
* Coordinate major announcements with Marketing/PR
* Comply with IP, copyright, and confidentiality laws
* Correct errors promptly and avoid unnecessary deletions
Misrepresentation or reputational harm caused through social media may result in disciplinary action.
**Enforcement**
Violations of these policies may result in disciplinary action, including termination, legal action, and recovery of damages where applicable
# 3.3 Dealing with Addiction
Source: https://library.zemuria.com/drug-and-smoking-policies/dealing-with-addiction
Dealing with Addiction and Support
Zemuria acknowledges substance addiction as a health concern and encourages individuals to seek help before it impacts work or safety.
Employees may access support through Employee Assistance Programs (EAP) or other approved mechanisms.
Seeking help proactively will not result in punitive action, provided performance and conduct standards are maintained.
**However:**
* Substance abuse that results in violent, unsafe, offensive, or inappropriate behavior will not be tolerated.
* Continued impairment that cannot be rectified within a reasonable period will result in termination for cause.
### Disciplinary Action
Violations of this policy may result in:
* Immediate suspension
* Termination of employment or contract
* Removal from company premises
* Legal action, where applicable
Severity of action will depend on the nature, frequency, and impact of the violation.
Sobriety, sound judgment, and personal responsibility are essential to thriving at Zemuria. We expect every individual to uphold these standards in the interest of personal well-being, team safety, and organizational integrity.
# 3.1 Drug & Smoking Policy
Source: https://library.zemuria.com/drug-and-smoking-policies/drug-free-workplace
Purpose and Scope
Zemuria is committed to maintaining a safe, healthy, productive, and professional work environment. Substance abuse, impairment, or misuse of drugs or alcohol can compromise individual performance, team safety, and the integrity of our workplace.
This policy applies to all employees, contractors, interns, trainees, apprentices, visitors, vendors, and any individual present on company premises or representing Zemuria.
### **1. Drug-Free Workplace**
Zemuria is a drug-free workplace.
The following are strictly prohibited on company premises, during working hours, or while representing the company:
* Possession, use, distribution, sale, or manufacture of illegal drugs
* Being under the influence of drugs or intoxicating substances
* Possession of prohibited substances during work-related travel, events, or offsites
Violation of this policy will result in disciplinary action up to and including immediate termination.
### **Prohibited Substances**
Prohibited substances include, but are not limited to:
* All illegal drugs under applicable local or national law
* Psychedelic substances of any kind
* Marijuana / cannabis in any form (including edibles, oils, or derivatives), regardless of local legalization status
* Alcohol of any kind
* Cigarettes, cigars, vaping devices, e-cigarettes, or any nicotine-delivery products
This prohibition applies inside company offices, facilities, and any premises where company work is conducted.
### **2. Alcohol and Smoking**
Alcohol consumption is not permitted during working hours, on company premises, or at company-sponsored events unless explicitly approved in writing by senior management for a specific occasion.
Smoking and vaping are not permitted inside company premises or designated work areas.
# 3.4 Drug Testing
Source: https://library.zemuria.com/drug-and-smoking-policies/drug-testing
Zemuria reserves the right to conduct drug or substance testing at any time, including:
* Pre-employment screening
* Random testing
* For-cause testing (reasonable suspicion)
* Post-incident testing
By engaging with Zemuria, individuals consent to such testing as permitted by law.
Refusal to undergo testing, without valid medical justification, will be treated as a policy violation.
Test results are handled confidentially and used solely for compliance and safety purposes.
# 3.2 Prescription Drugs
Source: https://library.zemuria.com/drug-and-smoking-policies/prescription-drugs
### **1. Prescription Drugs and Medical Treatment**
Zemuria recognizes that employees and contractors may be prescribed medication for legitimate medical reasons.
If a prescription medication may impair judgment, coordination, alertness, or performance, the individual must proactively inform HR and immediate Manager.
Individuals may be required to submit documentation to confirm lawful prescription use.
The company may request a medical assessment to determine whether the medication impacts the individual’s ability to work safely and effectively.
### **Temporary Impact**
If the impact is temporary and reversible, the company may, at its discretion, provide a temporary leave or loss-of-pay (LOP) period.
This does not affect employment status but must comply with company leave policies.
### **Permanent Impact**
If a medication or medical condition results in a non-reversible impairment that prevents effective performance of job responsibilities, employment may be terminated in a fair and respectful manner, subject to applicable laws.
# 1.3 Employment Policies
Source: https://library.zemuria.com/employee-handbook/Employment-Policies
Employment Policies, Contracts, and Engagement Types
### **1. Purpose and Scope**
This document defines the different types of working relationships at Zemuria and outlines the general expectations, rights, and limitations associated with each engagement type.
Specific benefits, leave entitlements, incentives, protections, and obligations are governed by their respective policies and agreements and may vary by role, jurisdiction, and engagement classification.
Nothing in this document should be interpreted as creating an employment relationship where one does not exist.
### **2. Contract and Employment Types**
Zemuria engages individuals under multiple working arrangements based on role requirements, business needs, and jurisdictional compliance.
**2.1 Full-Time Employees (FTEs)**
Full-time employees are individuals engaged directly by Zemuria as salaried employees under applicable local employment laws.
**Working Expectations**
* Standard working expectation is up to 48 hours per week, subject to role requirements, jurisdictional limits, and operational needs.
**Eligibility and Benefits**
Full-time employees may be eligible for employee-specific benefits, including but not limited to:
* statutory and company-defined leave benefits,
* performance appraisal and performance-linked incentives,
* maternal, parental, and emergency leave policies,
* employee-only programs, benefits, and internal initiatives,
as defined in the applicable policy documents and employment agreement.
**Governance**
* Employment terms are governed by a formal employment agreement.
* Applicable labor and employment laws apply.
* Continued employment is subject to performance, conduct, and business requirements.
**2.2 Full-Time Contractors**
Full-time contractors are individuals engaged on a contractual basis to work with Zemuria on a sustained, full-time commitment, without being classified as employees.
**Working Expectations**
Typical engagement expectation is up to 48 hours per week, or an equivalent monthly commitment, as defined in the service agreement.
**Status and Limitations**
Full-time contractors are not employees of Zemuria.
Contractors are not eligible for employee-specific benefits, perks, statutory entitlements, or internal employee programs unless explicitly stated in their contract.
**Governance**
* Contractors are governed strictly by the terms of their service agreement.
* Applicable commercial and contract laws apply.
* Contractors are responsible for their own statutory, tax, and social security obligations unless otherwise specified.
**2.3 Part-Time Contractors**
Part-time contractors are individuals engaged for limited hours, specific deliverables, or defined scopes of work.
**Working Expectations**
Engagement is less than full-time hours and is defined explicitly in the contract or statement of work.
**Status and Limitations**
Part-time contractors are not employees of Zemuria.
They are not eligible for employee benefits, leave policies, incentives, or employee-only programs unless explicitly stated in writing.
**Governance**
* Engagement is governed solely by contractual terms and applicable commercial laws.
**2.4 Interns, Trainees, and Apprentices**
Interns, trainees, and apprentices at Zemuria are engaged under contractor-style arrangements, unless explicitly classified otherwise by law or agreement.
**Classification**
Interns, trainees, and apprentices are treated as contractors, not employees.
Their engagement is typically for learning, training, or fixed-term developmental purposes.
**Benefits and Limitations**
They are not eligible for employee-specific benefits, leave entitlements, incentives, or employee-only programs unless explicitly stated in their engagement agreement.
Any stipend, honorarium, or compensation is defined solely by contract.
**Governance**
* Engagement terms, duration, scope, and expectations are governed by a written agreement.
* Applicable commercial, training, or apprenticeship regulations may apply based on jurisdiction.
**3. Benefits and Policy Applicability**
Benefits, leave entitlements, incentives, protections, and internal programs differ materially between full-time employees and contractors.
Contractors (including interns, trainees, and apprentices) are not covered under employee leave, appraisal, incentive, or benefit policies unless explicitly stated.
Each policy within the handbook clearly specifies its scope of applicability:
* employees only,
* contractors only,
* or both.
**4. Jurisdictional Compliance**
Depending on country-specific legal requirements, Zemuria may engage individuals as employees or contractors for compliance reasons.
**Such classification:**
* does not imply equivalence of benefits, protections, or entitlements across engagement types,
* does not override contractual terms,
* and does not create an implied employment relationship.
**5. Supremacy of Agreements**
In the event of any inconsistency between this document and an individual’s employment agreement or service contract, the signed agreement shall prevail, subject to applicable law.
# 1.6 Background Verification Policy
Source: https://library.zemuria.com/employee-handbook/background-checks
Zemuria conducts mandatory background verification for all hires, including employees, contractors, interns, trainees, and apprentices, prior to or shortly after commencement of engagement.
Background checks are carried out to the extent permitted by applicable laws and may include, but are not limited to:
* identity verification
* employment history verification
* education verification
* criminal record checks (where legally permitted)
* role-specific or compliance-driven checks
Background verification is a condition of engagement. Employment or contractual engagement is not considered final until background checks are completed and cleared.
Any material misrepresentation, omission, or adverse finding may result in:
* withdrawal of offer,
* termination of employment or contract, or
* immediate disengagement, even after onboarding.
All background verification results are treated as confidential and used solely for employment and compliance purposes. Individuals may be given an opportunity to clarify or dispute findings where legally required.
All background check policies are applied consistently without discrimination, ensuring fairness and equal treatment for all employees.
# 1.4 Equal Opportunity Employment
Source: https://library.zemuria.com/employee-handbook/equal-opportunity-employment
Zemuria is an equal opportunity employer. We are committed to providing a workplace free from discrimination, harassment, or unfair treatment based on protected characteristics, including but not limited to gender, age, sexual orientation, race, nationality, ethnicity, religion, disability, or veteran status.
This policy applies to all individuals engaged with Zemuria, including full-time employees, contractors, interns, trainees, apprentices, executives, and members of HR.
### **Our Commitment**
In practice, this means that we:
* Make hiring, promotion, compensation, and assignment decisions based on skills, experience, performance, and potential.
* Strive to reduce bias in recruitment and evaluation processes, including through structured interviews and objective assessment criteria.
* Provide reasonable accommodations to individuals with disabilities to enable safe access to our premises, tools, and work systems, where applicable.
* Use inclusive and respectful language across official communications, documentation, and job postings.
* Promote awareness through appropriate training on professional conduct, sensitivity, and communication.
### **Conduct and Accountability**
Discriminatory, offensive, or inappropriate behavior is not tolerated. Any violation of this policy will result in disciplinary action, up to and including termination of engagement, in accordance with applicable workplace conduct and disciplinary policies.
### **Reporting and Non-Retaliation**
Any individual who experiences or witnesses discrimination is encouraged to report the concern through the designated internal reporting channels, including HR, the Internal Complaints Committee (where applicable), or other authorized management representatives.
Zemuria strictly prohibits retaliation against any individual who raises a concern or participates in an investigation in good faith. Retaliation itself constitutes a serious policy violation and will result in disciplinary action
# 1.2 Getting to Know our Company
Source: https://library.zemuria.com/employee-handbook/getting-to-know-our-company
Zemuria is an American Venture Studio that builds and scales product-driven businesses. We create ventures in-house and partner with founders through structured programs, including our Founders-in-Residence track, to take ideas from early validation to real execution.
We began with e-commerce and learned firsthand what it takes to win in competitive markets: clear positioning, tight execution, and uncompromising standards. That experience shaped how we operate today - fast cycles, honest feedback, and decisions grounded in real-world signals.
Zemuria works with a global network of founders and operators. Many of our product owners and portfolio CEOs come from major innovation hubs including the San Francisco Bay Area and New York City, bringing experience, ambition, and market proximity. Our operational headquarters is based in Pondichéry (Puducherry), India, where our core execution teams run day-to-day operations across product, engineering, and support functions.
As a venture studio, we allocate time and capital with discipline. We back initiatives that demonstrate traction and clarity, and we are equally willing to pause, reshape, or stop efforts that do not align with market reality. This protects focus, raises the bar, and ensures we build things that can endure.
A defining characteristic of Zemuria is how closely we work with founders and internal teams. We treat iteration as normal: course corrections are expected, pivots happen, and learning is continuous - so long as decisions are made responsibly and performance stays accountable.
### What this means for you
Working at Zemuria is not “just a job.” You will be trusted with meaningful responsibility early. Priorities may evolve as ventures evolve. We value people who are adaptable, execution-oriented, and comfortable working in an environment that rewards ownership and high standards.
You’ll work on real priorities from Day 01. You’ll be expected to take ownership, communicate clearly, and adapt as ventures change. If you like fast execution, direct feedback, and high accountability, you’ll fit in here.
# 1.5 Recruitment and Hiring Policy
Source: https://library.zemuria.com/employee-handbook/recruitment-and-selection-process
Recruitment and Hiring
Zemuria hires selectively and intentionally to meet clearly identified business and operational needs.
Hiring decisions are initiated when a team, manager, or venture identifies a sustained requirement for additional capacity or expertise. Such requests are reviewed by leadership and HR to assess scope, timing, budget, and role definition before any hiring activity begins.
All hiring decisions are made by designated hiring managers and leadership, in accordance with company priorities and compliance requirements. Employees may provide input, recommendations, or referrals, but hiring authority remains centralized to ensure consistency, quality, and accountability.
Zemuria may hire for full-time employment, contractual roles, or time-bound engagements depending on the nature of the work, jurisdictional requirements, and business needs.
The company reserves the right to modify, pause, or cancel hiring at any stage.
# 1.7 Referral Policy
Source: https://library.zemuria.com/employee-handbook/referrals
Referrals
Zemuria encourages referrals that help identify high-quality talent aligned with the company’s standards and culture.
All employees may submit referrals for open roles through the designated internal channels, along with relevant supporting information such as a brief profile, portfolio, or résumé.
Referrals are evaluated using the same criteria as all other candidates. A referral does not guarantee an interview, selection, or employment.
Referral incentives, where applicable, are governed by separate internal guidelines and may be subject to conditions such as tenure, performance, or retention of the referred candidate.
Zemuria does not accept referrals that attempt to exert external influence, pressure, or preferential treatment. Any referral linked to political office, public authority, or improper influence may be rejected outright.
The company reserves the right to reject, defer, or disqualify referrals at its discretion.
# 1.1 Hello and Welcome!
Source: https://library.zemuria.com/employee-handbook/welcome-intro
![Flag Wallpaper Jpe]()
## **Welcome to Zemuria**
Thank you for joining Zemuria. We are excited to see what you will achieve with us. This handbook defines who we are and how we work together. It outlines our expectations, commitments, and responsibilities, and serves as a guide to help you understand how we operate as an organization.
This handbook is not a contract or a guarantee of employment. It is a living document and may be updated from time to time at the company’s discretion. It applies to all staff, including executives, employees, contractors, interns, trainees, apprentices, and volunteers, unless explicitly stated otherwise.
Our company year runs from January to December of the same calendar year. Our financial year runs from April of the current year to March of the following year.
For all purposes, “Zemuria” refers to Zemuria Inc., USA, and Mercemur Technologies Private Limited, India.
### **Your First Week**
You will begin working on meaningful, real work from Day 01.
As Zemuria operates with small, focused teams, your manager is directly responsible for your onboarding. Your manager will set expectations, review your responsibilities, and help you understand how your role fits into the broader organization. If you have questions, your first point of contact should always be your manager.
During your first few days, you will spend time getting to know:
* Your manager
* Your immediate team
* The CEO
We operate with a lean, low-friction hierarchy. You will often see the CEO working alongside teams - asking questions, contributing to discussions, and participating in problem-solving sessions. This level of engagement is intentional and reflects how we work. All professional conduct, reporting lines, and performance evaluation processes continue to apply regardless of role or title.
If this style of working feels overwhelming or uncomfortable, Zemuria may not be the right environment for you.
If your role is not designated as BYOD (Bring Your Own Device), the company will provide a device appropriate to your role. Depending on requirements, you may also be provided or approved for peripherals such as a display, keyboard, or mouse, subject to HR and Operations approval.
Before signing your employment terms, you will be asked to review this handbook and the Culture Handbook.
As you gain confidence and demonstrate ownership, you may be entrusted with additional responsibilities aligned with your growth and performance.
### **Call Signs**
Every full-time employee at Zemuria is assigned a unique call sign, which also serves as their official company email identity.
**Purpose**
Call signs were introduced to:
* Reduce external spam and unsolicited contact
* Protect employee privacy
* Enable internal-first identity and communication
* Call signs are used internally and externally for company communication and email correspondence.
**Structure**
Call signs follow a department-based prefix combined with a sequential identifier:
* DEV Alpha, DEV Beta, DEV Gamma (Development)
* DES Alpha, DES Beta, DES Gamma (Design)
Similar patterns apply to other departments such as Marketing, Operations, etc.
The call sign reflects when and where an employee joined, not their current department.
**Assignment & Permanence**
Call signs are assigned at the time of joining.
Call signs cannot be changed, even if an employee later transfers to another department.
The call sign remains with the employee for the duration of their employment.
Call signs are reassigned to another individual only after the original holder exits and the call sign pool is exhausted.
### **Eligibility**
Call signs are issued only to full-time employees.
Contractors, interns, and temporary staff do not receive call signs and will use alternative company-approved email formats.
Call signs do not replace legal names in official employment records and are used solely as an identity and communication mechanism within Zemuria’s systems.
# 12.6 Attribution, Credit & Portfolio Representation
Source: https://library.zemuria.com/intellectual-property-policy/attribution-credit-portfolio-representation
**Prohibited Claims**
Employees must not, during or after employment:
* represent themselves as founders or builders of portfolio companies,
* claim ownership or authorship of Company or portfolio products,
* imply personal control or responsibility over portfolio ventures,
* present Company or portfolio work as personal projects.
This includes resumes, LinkedIn profiles, websites, pitches, talks, and interviews.
**Permitted Descriptions**
Employees may describe their role factually and accurately, such as:
* “worked as part of a team supporting a portfolio company,”
* “contributed to engineering efforts under Company leadership.”
All descriptions must avoid exaggeration, misrepresentation, or implied ownership.
# 12.4 Confidentiality And Use Restrictions
Source: https://library.zemuria.com/intellectual-property-policy/confidentiality-and-use-restrictions
Employees must not, during or after employment:
* disclose non-public or proprietary information,
* share internal methodologies, architectures, or strategies,
* reuse Company or portfolio IP for personal or third-party benefit,
* assist competitors or third parties using Company-derived knowledge.
These obligations apply regardless of whether the information is explicitly marked as confidential.
# 12.2 Definitions
Source: https://library.zemuria.com/intellectual-property-policy/definitions
For the purposes of this policy:
### **1. Intellectual Property (IP)**
“Intellectual Property” includes, but is not limited to:
* software code, source code, scripts, libraries, APIs,
* system architecture, frameworks, workflows, pipelines,
* algorithms, models, prompts, datasets, training methods,
* technical documentation, internal playbooks, SOPs,
* product designs, prototypes, wireframes, UX flows,
* business plans, pricing strategies, financial models,
* research, analyses, reports, presentations,
* inventions, discoveries, improvements, ideas, concepts,
* trade secrets, confidential know-how,
* derivative works and modifications of the above.
### **2. Work Product**
“Work Product” means any output, deliverable, or contribution created, authored, designed, developed, or contributed to by an employee, whether individually or jointly with others.
### **3. Portfolio Companies**
“Portfolio Companies” include any startup, venture, or entity in which the Company has invested, incubated, advised, built, or otherwise supported.
# 12.9 Enforcement, Administration, and Review
Source: https://library.zemuria.com/intellectual-property-policy/enforcement-and-administration
### **1. Violation of this policy may result in:**
* disciplinary action, up to and including termination,
* withdrawal of access or privileges,
* legal action to enforce rights or seek damages,
* injunctive relief where necessary.
The Company reserves all rights and remedies available under law.
### **2. Policy Administration and Review**
Human Resources is responsible for administering this policy in coordination with legal counsel where required.
The Company may amend this policy to reflect changes in law, business structure, or operational requirements.
# 12.7 Open Source Contributions
Source: https://library.zemuria.com/intellectual-property-policy/open-source-contributions
**Employees must not:**
* contribute Company-derived code or concepts to open-source projects,
* release internal tools, libraries, or frameworks,
* license Company IP under open-source terms,
without prior written approval.
**Any approved open-source contribution must:**
* comply with Company licensing decisions,
* not expose confidential or proprietary elements.
# 12.3 Ownership Of IP And Invention Disclosure
Source: https://library.zemuria.com/intellectual-property-policy/ownership-of-ip-and-invention
### **1. Company Ownership (Default Rule)**
Unless expressly agreed otherwise in writing:
All intellectual property and work product that is:
* created during working hours, or
* created using Company resources, or
* created as part of Company duties, or
* related to the Company’s business, products, services, or portfolio companies,
shall be the exclusive property of the Company.
**Work Created Outside Working Hours**
Work created outside working hours, on personal time, or using personal equipment shall still be deemed Company property if it:
* relates to Company or portfolio business,
* arises from knowledge, access, or exposure gained through employment,
* builds upon or derives from Company or portfolio work,
could reasonably be anticipated as part of the Company’s business or roadmap.
**Waiver of Rights**
To the extent permitted by law, employees:
* irrevocably assign all rights, title, and interest in such IP to the Company,
* waive any moral rights or claims of authorship or ownership,
* agree to execute documents necessary to perfect or enforce Company ownership.
### **2. Inventions and Disclosure Obligation**
Mandatory Disclosure
Employees must promptly disclose to HR:
* any invention, improvement, idea, framework, or concept
* conceived, developed, or reduced to practice during employment
that relates to Company or portfolio activities.
**Disclosure Format**
Disclosure must be made in writing and include:
* description of the invention or work,
* date of creation,
* collaborators (if any),
* relationship to Company or portfolio work.
Failure to disclose may be treated as misconduct.
# 12.8 Post Employment Obligations
Source: https://library.zemuria.com/intellectual-property-policy/post-employment-obligations
**After separation, former employees remain bound by:**
* confidentiality obligations,
* IP ownership and assignment,
* non-misrepresentation requirements,
* restrictions on disclosure and attribution.
Former employees may not retrospectively claim authorship, ownership, or founding status over Company or portfolio work.
# 12.5 Publications, Blogs, and Technical Content
Source: https://library.zemuria.com/intellectual-property-policy/publications-blogs-technical-content
### **1. General Restriction**
Employees must not, without prior written approval from the Company:
* publish blogs, articles, or posts based on Company or portfolio work,
* publish technical deep dives derived from internal systems or processes,
* disclose architectural, strategic, or operational insights,
* publish case studies or retrospectives of Company or portfolio projects.
This includes:
* personal blogs,
* Medium, Substack, Dev to, GitHub write-ups,
* conference slides,
* whitepapers or tutorials,
* open-source releases based on internal work.
### **2. Generic Content Exception (Limited)**
Generic content may be permitted only if it:
* does not reference Company or portfolio specifics,
* does not reveal proprietary methods or workflows,
* could reasonably be created without access to Company work,
* is reviewed and approved where required.
Approval is discretionary and may be refused without obligation to justify.
# 12.1 Purpose And Scope
Source: https://library.zemuria.com/intellectual-property-policy/purpose-and-scope
### **1. Purpose**
This policy defines the ownership, protection, use, disclosure, and enforcement of intellectual property (“IP”), inventions, and proprietary work product created or accessed by employees during their association with the Company.
Given the Company’s venture studio model and its involvement with multiple portfolio companies, strict control and clarity over intellectual property is essential to:
* protect Company and portfolio interests,
* prevent misuse or misattribution,
* avoid disputes regarding ownership or authorship,
ensure continuity and enforceability of rights after employment.
### **2. Scope and Applicability**
**2.1 Covered Persons**
This policy applies to:
* all full-time employees of the Company.
**2.2 Extended Applicability**
Where applicable, this policy may also apply to:
* interns, trainees, consultants, and contractors,
* to the extent provided in their respective agreements.
**2.3 Duration**
The obligations under this policy apply:
* during employment, and
* continue after separation, resignation, or termination.
# 9.2 Bereavement leaves
Source: https://library.zemuria.com/leave-attendance-policy/bereavement-leaves
> **Applicable to:** Full-time salaried employees and full-time contract staff of Zemuria (India)
>
> **Purpose:** To provide compassionate, clear, and fair support to employees experiencing personal loss, while maintaining consistency and operational clarity.
## 1. Philosophy
Loss of a loved one is deeply personal, often sudden, and emotionally disruptive. Zemuria recognizes that bereavement cannot be planned, scheduled, or treated as ordinary leave. This policy exists to ensure employees are given time, dignity, and space to grieve, attend rituals, and manage personal obligations during such periods.
Bereavement Leave is treated as a Special Emergency Leave and operates independently of standard leave categories.
## 2. Eligibility
* Applicable to full-time salaried employees and full-time contract staff
* Interns and apprentices may take time off for bereavement; however, such leave will be unpaid (Loss of Pay)
## 3. Leave Entitlement
* Employees are entitled to up to 5 working days of paid Bereavement Leave per incident
* Bereavement Leave is separate from PTO, Sick Leave, and Earned Leave
* Availing Bereavement Leave does not reduce any other leave balances
## 4. Eligible Relationships
### 4.1 Automatically Eligible (No Special Approval Required)
Bereavement Leave may be availed upon the passing of:
* Spouse (legally married)
* Parents, children, siblings
* Grandparents
* Parents-in-law
* Any dependent family member residing with the employee
### 4.2 Discretionary Eligibility (HR Approval Required)
Zemuria recognizes that family structures and relationships vary. Bereavement Leave may also be granted, subject to HR approval, for the passing of:
* Long-term domestic partners
* Unmarried partners or fiancés
* Non-blood, non-marital relationships of significant emotional dependency
Requests under this category will be reviewed compassionately and confidentially, without requiring intrusive justification.
## 5. Usage Flexibility
Bereavement Leave may be taken:
* Consecutively or non-consecutively
* Immediately or spread across a short period
Leave may be used for:
* Arranging or attending funerals or memorial services
* Performing last rites or religious obligations
* Traveling long distances
* Resolving inheritance, legal, or administrative matters
* Mourning and emotional recovery
## 6. Notice & Approval
* No advance notice is required
* Employees should inform their manager and HR as soon as reasonably possible
* Bereavement Leave is treated as an emergency leave
## 7. Interaction with Other Leave Rules
The following rules do not apply to Bereavement Leave:
* Advance notice requirements
* Sandwich / weekend bridging rules
Additional clarifications:
* National and state-notified holidays remain holidays and are not counted as Bereavement Leave
* If additional time beyond 5 working days is required:
* PTO, Earned Leave, or Loss of Pay may be used with HR approval
## 8. Documentation & Misuse
* Zemuria may request reasonable confirmation where required
* Any leave found to be falsely claimed may result in:
* Reversal of the leave
* Salary deduction
* Disciplinary action, regardless of when the leave was taken
## 9. Compassion
Zemuria acknowledges that grief timelines vary across individuals and cultures. In exceptional circumstances, HR and leadership may approve:
* Extended unpaid leave
* Temporary flexible working arrangements
Such decisions will be made on a case-by-case basis, with empathy and confidentiality.
# 9.3 Maternity and Parental Leave Policy
Source: https://library.zemuria.com/leave-attendance-policy/maternity-and-parental-leave-policy
## 1. Scope & Applicability
This policy applies exclusively to women employees on Zemuria’s payroll where an employer–employee relationship exists. Independent consultants, freelancers, and third-party staffing resources are excluded unless mandated by law.
This policy is statutory in nature and overrides any conflicting internal policy.
## 2. Eligibility Criteria
To be eligible for maternity benefits, an employee must have:
* Worked at least 80 working days in the 12 months immediately preceding the expected date of delivery
## 3. Maternity Leave – Biological Mothers (India)
### 3.1 Duration
* Eligible employees may avail up to 26 weeks (182 days) of paid maternity leave
* Leave may be taken pre-natal and post-natal in any proportion, at the employee’s discretion
* There is no restriction based on the number of children
### 3.2 Pay During Maternity Leave
* Maternity benefit shall be paid at 100% of average wages
* Average wages are calculated based on the average of the last 3 months’ payroll immediately preceding maternity leave
* Includes:
* Basic Pay
* Dearness Allowance (if applicable)
* Fixed monthly allowances
* Excludes:
* Variable pay
* Incentives
* Bonuses
* One-time payments
Any salary revision already effective prior to maternity leave will be included in the calculation. Revisions not yet effective may be applied upon return to active service.
## 4. Adoption & Commissioning Mothers
* Adoption mothers (child below 3 months) and commissioning mothers are eligible for 12 weeks of paid leave
* Payment shall be at 100% of average wages, as defined above
## 5. Miscarriage / Medical Termination
* In the event of miscarriage or medical termination, employees are eligible for 6 weeks of paid leave
* Medical certification is mandatory
> Any extension beyond statutory entitlement, if granted, is a company-provided benefit and not a statutory right.
## 6. Statutory Benefits During Maternity Leave
During maternity leave:
* Employee remains in continuous service
* PF / EPF contributions (both employer and employee) shall continue
* Gratuity and service tenure shall continue uninterrupted
* Employment cannot be terminated except for gross misconduct unrelated to pregnancy
## 7. Post-Maternity Return to Work
* Employees are entitled to return to the same or equivalent role
* Flexible arrangements may be considered by HR on a case-by-case basis
* No employee may be compelled to resign, serve a bond, or refund maternity benefits
## 8. Abuse & Misrepresentation
Any false representation or misuse of maternity benefits may attract disciplinary action as per company policy.
# 9.1 Holidays
Source: https://library.zemuria.com/leave-attendance-policy/working-on-holiday
## 1. Working Days & Weekend Bridging Rule
* Zemuria follows a 5‑day work week (Monday to Friday).
* Saturday and Sunday are weekly offs.
### 1.1 Sandwich / Bridging Leave Rule
To discourage misuse of weekends for extended breaks without adequate leave balance:
* If an employee applies leave on both Friday and the following Monday, the leave will be counted as 4 days:
* Friday
* Saturday
* Sunday
* Monday
#### Clarifications
* Leave only on Friday → counts as 1 day
* Leave only on Monday → counts as 1 day
* Leave on Friday + Monday → counts as 4 days
This rule applies across all leave types (PTO, Sick Leave, Earned Leave).
## 2. Leave Categories
Zemuria recognizes the following leave types:
1. Paid Time Off (PTO / Casual Leave)
2. Sick Leave (SL)
3. Earned Leave (EL) – applicable after completion of 1 year
## 3. Leave Entitlement – Freshers (0–12 months)
### 3.1 Annual Allocation
For employees in their first year of employment:
* PTO / Casual Leave: 12 days per year
* Sick Leave: 12 days per year
**Total:** 24 days per year
### 3.2 Monthly Accrual (Prorated)
* PTO: **1 day per month**
* Sick Leave: **1 day per month**
> Example:
>
> * January balance: 2 leaves (1 PTO + 1 SL)
> * February balance (unused Jan): 4 leaves
Unused leaves carry forward within the same year only.
### 3.3 Exceeding Accrued Leaves
* If an employee takes more leave than accrued for that month/year:
* Excess days will be treated as **Loss of Pay (LOP)**
## 4. Leave Entitlement – Employees After 1 Year (Confirmed Employees)
Upon completing 12 months of continuous service, employees become eligible for Earned Leave.
### 4.1 Annual Allocation
* PTO / Casual Leave: 12 days per year
* Sick Leave: 12 days per year
* Earned Leave: 12 days per year
**Total:** 36 days per year
### 4.2 Monthly Accrual
* PTO: 1 day/month
* Sick Leave: 1 day/month
* Earned Leave: 1 day/month
Total monthly accrual: **3 days**
## 5. Planned Leave Rules
### 5.1 Short Planned Leave (1–2 continuous days)
* Must be applied at least 7 calendar days in advance
* Subject to manager approval
### 5.2 Medium Planned Leave (3–15 continuous days)
* Must be applied at least 30 days in advance
* Employee may combine PTO, Sick Leave, and Earned Leave
* Approval subject to project timelines and team capacity
### 5.3 Long Planned Leave (More than 15 continuous days)
Given Zemuria’s venture studio operating model and dependency on key personnel:
* Any planned leave exceeding 15 continuous calendar days requires:
* Minimum 90 days (3 months) prior written notice
* Detailed handover plan
* Explicit managerial and leadership approval
Failure to provide sufficient notice may result in:
* Partial approval
* Rescheduling of leave
* Conversion of excess days to Loss of Pay (LOP) at management discretion
### 5.4 Sandwich Rule Applicability for Long Leaves
For extended leave periods:
* All intervening weekends (Saturday & Sunday) are counted as leave days
* Any Friday–Monday combination within the leave window will trigger the sandwich rule
> Example: Leave from Thursday to following Wednesday:
>
> * Thursday, Friday, Saturday, Sunday, Monday, Tuesday, Wednesday
> * All 7 days are counted as leave
## 6. Sick Leave & Emergency Leave Policy
### 6.1 Immediate Sick Leave
* Sick Leave can be availed on the same day without prior approval
* Applicable for genuine illness or medical emergencies
### 6.2 Multiple-Day Sick Leave (Documentation Requirements)
To balance employee trust with workplace health and safety, documentation requirements are tiered as follows:
* Up to 2 continuous working days:
* No mandatory medical documentation required.
* Employee may self-declare illness.
* More than 1 working day (i.e., 2nd day onward):
* Employee must submit doctor’s prescription or medical diagnosis indicating the nature of illness.
* More than 2 continuous working days:
* Mandatory submission of:
1. Doctor’s prescription / diagnosis
2. Medical Fitness Certificate clearly stating that the employee is *fit to return to work*
The fitness-to-return requirement is to ensure employee recovery and to prevent health risks to teammates.
There is no prior notice requirement for sick leave.
## 7. Holiday Treatment During Leave Periods
### 7.1 National & State-Notified Holidays
* National holidays (e.g., Republic Day, Independence Day, Gandhi Jayanti) and state-notified public/festival holidays are statutory holidays.
* These holidays will NOT be counted as leave days, even if they fall within a continuous or long leave period.
* Such days are treated as paid holidays by default and do not reduce any leave balance.
### 7.2 Company-Declared Optional / Floating Holidays
Zemuria may declare certain **optional or floating holidays** (for example, religious or cultural observances applicable to specific groups).
Rules for optional/floating holidays:
* If an employee **opts to observe** an optional/floating holiday as a standalone day, it is treated as a **company holiday**.
* If an optional/floating holiday falls **within a continuous leave window** (planned or long leave):
* It **WILL be counted as a leave day**, irrespective of the employee’s religion or personal affiliation.
This ensures consistency and prevents selective exclusion during extended absences.
### 7.3 Weekends
* All intervening **Saturdays and Sundays** falling within a continuous leave window are **counted as leave days**, as per the sandwich and long-leave rules.
## 8. Leave Accumulation & Carry Forward
### 8.1 PTO & Sick Leave
* Cannot be carried forward to the next calendar year
* Unused leave balance is paid out in the January payroll of the following calendar year
### 8.2 Earned Leave
* Earned Leave accrues at **1 day per month** after completion of 12 months of service
* Earned Leave may be carried forward subject to a **maximum balance of 24 days**
* Once the balance reaches **24 days**, no further Earned Leave will accrue until the balance reduces
> Earned Leave is designed for long‑term life events such as marriage, extended vacations, or personal sabbaticals.
## 9. Year‑End Leave Encashment
At the end of each calendar year:
* Unused PTO will be **encashed** based on the employee’s pay grade
* Unused Sick Leave will also be **encashed** as a wellness incentive
* Encashment will be paid along with January payroll of the following calendar year
> PTO and Sick Leave **cannot be rolled over**, only encashed.
### **9.1 On Exit / Separation**
Upon resignation, termination, or separation:
* Earned Leave (EL):
* Only EL is encashed on exit
* Encashable EL is capped at a maximum of 24 days
* Any Earned Leave beyond the cap shall lapse without encashment
* PTO / Casual Leave: Not encashed on exit; unused balance lapses
* Sick Leave: Not encashed on exit; unused balance lapses
* Compensatory Off (if any): Not encashed on exit; unused balance lapses
Encashment on exit shall be calculated on Basic Pay only, excluding allowances, bonuses, incentives, or variable pay, and shall be settled as part of the final full-and-final settlement.
## 10. Loss of Pay (LOP)
* Leave taken beyond available balance will be treated as **LOP**
* LOP directly impacts monthly salary
## 11. Governance & Final Authority
* All leave approvals are subject to manager discretion
* Zemuria reserves the right to revise this policy to align with:
* Indian labour laws
* Business requirements
* Operational realities
# Exit Formalities And Final Settlement
Source: https://library.zemuria.com/leaving-our-company/exit-formalities-and-final-settlement
Upon separation, employees must:
* return all Company property,
* complete clearance formalities,
* settle any outstanding obligations to the Company.
Full-and-final settlements will be processed in accordance with applicable law, contractual terms, and Company procedures.
# 10.4 Forced Resignation
Source: https://library.zemuria.com/leaving-our-company/forced-resignation
Forced Resignation is a Prohibited Conduct. The Company strictly prohibits forced or coerced resignations (constructive dismissal).
**Prohibited conduct includes, but is not limited to:**
* creating a hostile or intolerable work environment,
* pressuring or coercing an employee to resign,
* retaliation against an employee,
* imposing unofficial adverse actions (e.g., unjustified demotions or unreasonable workload) to compel resignation.
Any such conduct must be reported immediately to HR and will be treated as serious misconduct.
# 10.6 Notice Period Buyout
Source: https://library.zemuria.com/leaving-our-company/notice-period-buyout
Notice period buyout is not an entitlement. Approval of a buyout request is entirely at the discretion of the Company, exercised by HR.
**The Company may, at its discretion:**
* approve or refuse a buyout request,
* require partial service of the notice period,
* require monetary compensation in lieu of notice.
The Company is not obligated to approve a buyout request or provide reasons for refusal.
# 10.2 Progressive Discipline
Source: https://library.zemuria.com/leaving-our-company/progressive-discipline
### **1. Objective**
The Company follows a corrective approach to employee conduct and performance wherever appropriate. Progressive discipline is intended to provide employees with an opportunity to understand concerns and improve their conduct or performance.
**Disciplinary Measures**
Depending on the nature and severity of the issue, disciplinary action may include one or more of the following:
* Verbal warning
* Informal counselling or discussion
* Written warning or formal reprimand
* Formal disciplinary meeting
* Penalties, suspension, or termination of employment
These steps are indicative and do not constitute a mandatory sequence. Not all situations warrant the same approach.
**Serious Misconduct**
In cases involving serious misconduct (including but not limited to harassment, fraud, violence, gross insubordination, confidentiality breaches, or illegal activity), HR may bypass intermediate steps and proceed directly to termination, subject to applicable law and due process requirements.
**Fair Process**
Employees will be informed when a disciplinary process is initiated. Disciplinary actions will be documented.
HR will ensure actions are proportionate, consistent, and legally compliant.
# 10.1 Purpose & Administration
Source: https://library.zemuria.com/leaving-our-company/purpose-administration
**1. Purpose**
This policy sets out the Company’s framework for employee exits, including disciplinary action, resignation, termination, and references. The objective of this policy is to ensure that all exits are handled in a manner that is lawful, consistent, fair, and respectful, while protecting the Company’s operational, legal, and reputational interests.
This policy applies to all employees unless superseded by applicable law or specific provisions contained in an individual employment agreement.
**2. Authority and Administration**
Human Resources (HR) is responsible for the administration, interpretation, and enforcement of this policy.
HR has sole authority to:
* initiate and manage disciplinary processes,
* accept and process resignations,
* approve or reject notice period buyouts,
* determine and execute termination decisions,
ensure compliance with applicable law and Company procedures.
Managers may identify issues, document facts, and make recommendations; however, managers do not have authority to independently discipline, terminate employment, compel resignations, or determine notice period outcomes.
# 10.5 References and Employment Verification
Source: https://library.zemuria.com/leaving-our-company/references
HR will issue official employment verification and experience letters. References may be provided only to employees who leave the Company in good standing. Managers may provide personal references at their discretion, provided they are factual and non-misleading.
The Company is not obligated to provide references.
### **Continuing Obligations**
Post-employment obligations relating to confidentiality, intellectual property, data protection, and non-solicitation continue to apply as set out in the employee’s agreements with the Company.
The Company reserves the right to amend this policy to reflect changes in law, organizational structure, or business requirements.
# 10.3 Resignation
Source: https://library.zemuria.com/leaving-our-company/resignation
### **1. Voluntary Resignation**
An employee may resign by submitting a written resignation to HR or their reporting manager.
An employee who fails to report to work for five (5) consecutive working days without notice or communication may be treated as having abandoned employment, subject to review by HR.
### **2. Notice Period**
Notice period obligations are governed exclusively by the employee’s employment agreement, offer letter, or subsequent contractual amendments.
This policy does not define, modify, or override contractual notice periods.
Employees are responsible for understanding and complying with their contractual notice obligations.
### **3. Transition and Handover**
Employees serving notice are required to:
* continue to perform assigned duties,
* complete knowledge transfer and documentation,
* return Company property,
* cooperate with transition requirements.
Failure to fulfil these obligations may impact final settlement and relieving date.
# 10.5 Termination
Source: https://library.zemuria.com/leaving-our-company/termination
### **1. Termination of Employment**
**A. General Principles**
Termination of employment is a serious matter and will be handled exclusively by HR, in accordance with:
* applicable law,
* the employee’s employment agreement,
* internal due process requirements.
Managers may recommend termination but may not communicate or execute termination decisions.
**B. Termination for Cause**
Termination for cause may occur where an employee:
* breaches contractual obligations,
* engages in misconduct or illegal activity,
* violates Company policies,
* consistently fails to meet performance standards despite corrective action,
* causes reputational, financial, or operational harm.
Where required, HR will conduct an internal inquiry and provide the employee with an opportunity to respond before reaching a decision.
**C. Termination Without Cause**
* Termination without cause may occur due to business or operational reasons, including redundancy, restructuring, or role elimination.
* Where applicable, notice or pay in lieu of notice will be provided in accordance with contractual terms and applicable law.
Any transition assistance or support is provided at the discretion of the Company.
**D. Probation, Interns, and Contract Staff**
* Probationary employment terms are governed by individual employment agreements and applicable law.
* Interns, trainees, and contract staff are governed by the terms of their respective agreements.
This policy does not override statutory protections where applicable.
# 15.2 Definitions
Source: https://library.zemuria.com/minimum-operational-quorum/definitions
**1. High-Impact Operational Days**
High-impact operational days include:
• Working days immediately before or after weekends
• Working days immediately before or after statutory holidays
• Any other days formally notified as critical delivery or operational windows
**2. Minimum Operational Quorum**
Minimum Operational Quorum refers to the minimum number of team members and critical roles that must be available on a working day to ensure safe and effective operations.
# 15.3 General Rule
Source: https://library.zemuria.com/minimum-operational-quorum/general-rule
Working days immediately before or after statutory holidays and weekends are classified as high impact operational holidays and may have restricted leave approvals.
Leave requests on such days are subject to minimum operational quorum and roll coverage requirements in maybe restricted to ensure business continuity.
Leave approvals are evaluated based on impact not intent.
# 15.1 Purpose And Scope
Source: https://library.zemuria.com/minimum-operational-quorum/purpose-and-scope
**1. Purpose**
Zemuria operates as a venture studio with small, cross-functional teams responsible for continuous product development, client delivery, and operational oversight.
This policy exists to ensure business continuity, delivery reliability, and decision availability, especially during periods of predictable staffing pressure.
This policy does not restrict an employee’s right to apply for leave. It defines the conditions under which leave may be approved based on operational capacity.
**2. Scope**
This policy applies to:
• All full-time and contractual employees
• All functional teams and sub-teams
• All leave types except legally protected statutory leave (e.g., maternity leave)
# 15.4 Quorum Structure by Function
Source: https://library.zemuria.com/minimum-operational-quorum/quorum-structure
## 1. Quorum is defined per team or sub-team, not at a company-wide level.
**A. Engineering Function (All Sub-Teams)**
Engineering teams are divided into the following operational sub-units:
• App Engineering (Mobile / Desktop)
• AI / ML Engineering
• Backend Engineering
• Frontend Web Engineering
• Platform / Infrastructure (if applicable)
Each sub-team is evaluated independently for quorum.\
\
**B.** **App Engineering Teams (Mobile / Desktop)**
1. Minimum quorum
• ≥ 60% of the sub-team present
2. Mandatory role coverage
• At least one engineer capable of build/release
• At least one engineer capable of bug triage or hotfix
**C. AI / ML Engineering Teams**
1. Minimum quorum
• ≥ 60% of the sub-team present
2. Mandatory role coverage
• At least one model owner or system maintainer
• At least one engineer capable of deployment / inference monitoring
**D. Backend Engineering Teams**
1. Minimum quorum
• ≥ 60% of the sub-team present
2. Mandatory role coverage
• At least one engineer familiar with core services
• At least one engineer authorized for production access or on-call escalation
**E. Frontend Web Engineering Teams**
1. Minimum quorum
• ≥ 50% of the sub-team present
2. Mandatory role coverage
• At least one senior or decision-making frontend engineer
• At least one engineer capable of production UI fixes
**F. Design Function (UI / UX / Motion / Brand)**
1. Minimum quorum
• ≥ 50% of the design team present
2. Mandatory role coverage
• At least one senior or lead designer available for approvals and handoffs
Design work is subject to quorum on high-impact days due to dependency with engineering and delivery timelines.
**G. Product, Studio Operations & Program Management**
1. Minimum quorum
• ≥ 70% of the team present
2. Mandatory role coverage
• At least one owner per active project
• At least one delivery or coordination lead available\
\
H. **Marketing, Growth & Content Teams**
3. Minimum quorum
• ≥ 50–60% of the team present
4. Mandatory role coverage
• At least one campaign owner or channel owner available
**I. Leadership, Finance & Administrative Roles**
1. Minimum quorum
• At least one accountable decision-maker available
Availability may be remote unless otherwise required.
## **2. Leave Approval Mechanics**
**1. Identification**
* If a leave request falls on a high-impact operational day, this policy applies.
**2. Quorum Check**
* Managers verify whether approving the leave would breach quorum thresholds.
**3. Role Coverage Check**
* Managers ensure critical roles remain covered.
**4. Approval Logic**
* Leave approvals are generally processed on a first-come basis, subject to quorum.
* No team may fall below its defined quorum.
**5. Transparency**
* Decisions are documented without attributing intent or misconduct.
### **Exclusions & Exceptions**
This policy does not override:
• Statutory or legally protected leave
• Medical or emergency leave, subject to documentation
• Pre-approved long leave applied well in advance, where coverage is planned
Exceptions, where granted, must be recorded.\
\
**Policy Intent Clarification**
This policy:
• Does not prohibit extending weekends or holidays
• Does not classify adjacency to holidays as misconduct
• Exists solely to ensure minimum operational continuity
Leave is an entitlement. Simultaneous absence that disrupts operations is not permitted in Zemuria. \
\
**Review & Amendments**
This policy may be reviewed periodically based on:
• Team size changes
• Operational complexity
• Delivery commitments
# 13.11 Approval Process
Source: https://library.zemuria.com/social-media-external-communication/approval-process
**Where approval is required:**
* requests must be submitted in advance to HR or the designated authority,
* sufficient detail must be provided regarding topic, platform, and audience,
* approval may be granted, conditioned, or refused at the Company’s discretion.
The Company is not obligated to provide reasons for refusal.
# 13.3 Authorization To Speak on Behalf of the Company
Source: https://library.zemuria.com/social-media-external-communication/authorization-to-speak
### 1. Only individuals expressly authorized by the Company may:
* issue official Company statements,
* represent Company positions or views,
* engage with press or media as Company representatives,
* announce Company or portfolio strategies, results, or plans.
Unauthorized representation is prohibited.
Media inquiries received by employees must be redirected to HR or the designated Company representative.
# 13.5 Blogs, Articles, and Written Publications
Source: https://library.zemuria.com/social-media-external-communication/blogs-articles-publications
### **1. Restricted Content**
Employees must not publish, without prior written approval:
* technical blogs derived from Company or portfolio systems,
* internal methodologies, architectures, or frameworks,
* non-public operational, strategic, or financial information,
* retrospectives or “how we built this” content relating to Company or portfolio work.
This applies regardless of platform or whether the blog is personal or monetized.
**1.1 Generic Content (Limited Allowance)**
Generic, non-confidential content may be permitted only where it:
* does not reference Company or portfolio specifics,
* does not rely on proprietary know-how,
* could reasonably be created without access to Company work,
* does not imply Company endorsement.
The Company reserves discretion to review or restrict such content.
# 13.2 General Principles
Source: https://library.zemuria.com/social-media-external-communication/general-principles
### 1. Employees must ensure that external communications:
* are accurate and factual,
* do not disclose confidential or non-public information,
* do not misrepresent the employee’s role or authority,
* do not create confusion regarding Company or portfolio ownership,
* do not harm the Company’s reputation or relationships.
Unless expressly authorized, employees do not speak on behalf of the Company or its portfolio companies.
# 13.7 Judging, Mentoring & Advisory Roles
Source: https://library.zemuria.com/social-media-external-communication/judging-mentoring
### **1. Permitted Activities**
**Employees may participate as:**
* judges at hackathons,
* mentors at accelerators,
* panel reviewers or advisors,
**provided that:**
* there is no conflict of interest,
* Company or portfolio confidential information is not disclosed,
* the role does not imply Company sponsorship or endorsement without approval.
**1.1 Conflict & Attribution Restrictions**
**Employees must not:**
* disclose internal evaluation criteria or decision-making processes,
* use Company or portfolio insights to influence external outcomes improperly,
* represent themselves as acting on behalf of the Company unless authorized.
# 13.4 Personal Social Media Use
Source: https://library.zemuria.com/social-media-external-communication/personal-social-media-use
### 1. Employees may maintain personal social media accounts, provided that:
* personal views are clearly expressed as personal,
* Company or portfolio endorsement is not implied,
* confidential or non-public information is not disclosed,
* the employee’s conduct does not bring disrepute to the Company.
**Employees must not:**
* comment publicly on internal disputes, investigations, or policies,
* speculate about Company or portfolio decisions,
* respond to public criticism or controversy involving the Company or portfolio companies.
# 13.10 Political Legal Regulatory Commentary
Source: https://library.zemuria.com/social-media-external-communication/political-legal-regulatory
**Employees must not:**
* make public statements suggesting Company positions on political, legal, or regulatory matters,
* use Company affiliation to advance personal political views,
* represent personal opinions as Company-endorsed.
# 13.8 Portfolio Companies & Attribution
Source: https://library.zemuria.com/social-media-external-communication/portfolio-companies-attribution
### **1. Prohibited Claims**
**Employees must not:**
* claim to have built, founded, or owned portfolio companies,
* represent portfolio products or outcomes as personal work,
* disclose portfolio strategies, roadmaps, or internal discussions,
* imply personal authority over portfolio ventures.
**This applies across:**
* resumes and CVs,
* LinkedIn profiles,
* websites and portfolios,
* interviews, talks, and social media.
### 1.1 Permitted Descriptions
**Employees may describe involvement factually, such as:**
* “contributed as part of a venture studio team supporting portfolio companies,”
* “worked on engineering tasks under Company direction.”
* Descriptions must not exaggerate responsibility or imply ownership.
# 13.9 Press, Media & Public Commentary
Source: https://library.zemuria.com/social-media-external-communication/press-media-public-commentary
**Employees must not:**
* engage with journalists or media regarding Company or portfolio matters,
* provide quotes, comments, or background briefingses,
* respond to press inquiries directly,
* unless expressly authorized.
Any media inquiry must be escalated to HR or the designated communications authority.
# 13.1 Purpose And Scope Availability
Source: https://library.zemuria.com/social-media-external-communication/purpose-and-scope-availability
### **1. Purpose**
This policy governs employee participation in social media, public forums, speaking engagements, publications, and other external communications to protect the Company’s:
* confidential information,
* intellectual property,
* reputation,
* portfolio company relationships,
* legal and commercial interests.
As a venture studio operating across multiple portfolio companies, the Company requires strict clarity on who may speak, what may be shared, and how Company and portfolio work may be represented.
### **2. Scope and Applicability**
**2.1 Covered Persons**
This policy applies to:
* all full-time employees of the Company.
**2.2 Covered Channels**
This policy applies to all external and public or semi-public platforms, including but not limited to:
* social media platforms (LinkedIn, Twitter/X, Instagram, GitHub, Reddit, etc.),
* personal blogs, newsletters, Medium/Substack posts,
* podcasts, interviews, and webinars,
* conferences, meetups, hackathons, panels, and demo days,
* judging, mentoring, or advisory roles,
* press interactions and media statements.
# 13.6 Speaking Engagements, Panels, Podcasts & Events
Source: https://library.zemuria.com/social-media-external-communication/speaking-engagements
### **1. Permitted Participation (With Conditions)**
Employees may participate in external events such as:
* conferences,
* meetups,
* podcasts,
* webinars,
* panels,
**only if:**
* content is limited to general, non-confidential topics,
* Company or portfolio work is not disclosed or implied,
* prior approval is obtained where required.
**1.1 Topics That Require Approval**
Prior written approval is required before speaking on:
* Company technologies, processes, or strategies,
* portfolio company experiences or lessons,
* venture studio methodologies,
* internal tooling, playbooks, or frameworks,
* case studies derived from Company or portfolio work.
**1.2 Prohibited Representations**
Employees must not:
* present themselves as founders or decision-makers of portfolio companies,
* imply ownership or leadership authority over Company ventures,
* speak as an official Company spokesperson unless authorized.
# 13.12 Violations & Review
Source: https://library.zemuria.com/social-media-external-communication/violations-policy-review
**Violation of this policy may result in:**
* disciplinary action up to and including termination,
* withdrawal of speaking or participation privileges,
legal action where appropriate.
**Policy Review:**
The Company reserves the right to amend this policy to reflect changes in law, business needs, or organizational structure.
# 6.3 Fraternization
Source: https://library.zemuria.com/staff-relationships/Fraternization
Fraternization, which includes dating or being friends with your colleagues, is a natural part of workplace dynamics. In this policy, we define “dating” as consensual romantic relationships and sexual relations.
We explicitly prohibit non-consensual relationships, which constitute sexual violence, to ensure a fair and respectful workplace for all.
All relationships, including one-time sexual relationships, must be disclosed to the management within 48 hours of officialization. Additionally, if two people have had prior relations, they must disclose them to management.
# 6.4 Relationship between Colleagues
Source: https://library.zemuria.com/staff-relationships/dating-colleagues
**Dating Colleagues**
Personal relationships between colleagues are not prohibited.
However, employees must disclose a relationship only when it creates or may reasonably be perceived to create a workplace risk, including but not limited to:
* a reporting or evaluative relationship,
* influence over hiring, compensation, promotion, or discipline,
* access to sensitive or confidential information,
* disruption to team functioning or professionalism,
* complaints of favoritism, harassment, or retaliation.
**Employees Must:**
* maintain professional conduct at work,
* avoid public displays of affection on Company premises,
* keep personal disputes outside the workplace,
* avoid inappropriate communication during work hours.
Failure to maintain professionalism may result in disciplinary action.
# 6.5 Relationships involving Manager's or Authority
Source: https://library.zemuria.com/staff-relationships/dating-managers
Relationships involving a manager and someone over whom they have direct or indirect authority present heightened risk.
**Accordingly:**
* Any such relationship must be disclosed promptly to HR.
* A manager must not have authority over their partner’s hiring, appraisal, compensation, promotion, work allocation, or discipline.
* Structural mitigation (e.g., change in reporting line, recusal from decisions) will be mandatory where feasible.
If adequate separation is not possible, the Company may take appropriate action to mitigate risk, in accordance with applicable law.
Managers acting as hiring authorities must not interview, evaluate, or influence the hiring of their partner.
# 6.2 Definition and General Principles
Source: https://library.zemuria.com/staff-relationships/definition-general-principles
### **1. Definition:**
For the purpose of this policy:
**Romantic Relationship:** An ongoing consensual romantic or sexual relationship.
**Close Personal Relationship:** A relationship involving emotional closeness or personal loyalty that could influence professional judgment (including but not limited to romantic partners, live-in partners, close friends, or relatives).
**Reporting Relationship:** Any direct or indirect authority over another person’s hiring, evaluation, compensation, promotion, discipline, work allocation, or termination.
**Conflict of Interest:** Any situation where personal interests (actual, potential, or perceived) interfere with professional responsibilities.
**Confidential Information:** All non-public information relating to the Company, its portfolio companies, clients, vendors, business strategies, financials, intellectual property, or operations.
**External Parties**: Individuals from other organizations, including competitors, portfolio companies, vendors, clients, service providers, or other tenants in shared premises.
### **2. General Principles:**
All staff are expected to:
* act professionally and respectfully at all times,
* avoid favoritism, bias, or preferential treatment,
* maintain confidentiality of Company information,
* avoid conduct that disrupts work or creates discomfort,
* comply with applicable laws, including POSH requirements,
* disclose conflicts promptly and in good faith.
There will be no retaliation against anyone who makes a disclosure or raises concerns under this policy.
# 6.8 Employment of relatives
Source: https://library.zemuria.com/staff-relationships/employment-of-relatives
The Company follows a merit-based approach and does not prohibit employment of relatives.
**However:**
1. No employee may supervise or report to a relative.
2. Employees must not participate in hiring, evaluation, promotion, compensation, discipline, or termination decisions involving a relative.
3. Relatives include immediate and extended family members, domestic or live-in partners, and equivalent close relationships.
4. Any change in relationship status after employment must be disclosed promptly.
# 6.6 Friendships at Work
Source: https://library.zemuria.com/staff-relationships/friendships-at-work
Friendships among colleagues are a natural part of the workplace and are permitted.
**Employees must ensure that friendships do not result in:**
* favoritism or exclusion,
* sharing of confidential information,
* gossip or inappropriate discussions,
* interference with professional judgment or productivity.
Any disputes arising from friendships that affect the workplace may be addressed under the Company’s disciplinary procedures.
# 6.1 Purpose And Scope
Source: https://library.zemuria.com/staff-relationships/purpose-and-scope
### **1. Purpose**
The purpose of this policy is to ensure a professional, respectful, safe, and conflict-free work environment.
While personal relationships may naturally arise in or around the workplace, the Company’s primary responsibility is to prevent conflicts of interest, protect confidentiality, ensure fairness, and comply with applicable laws.
This policy does not seek to regulate employees’ private lives. It applies only where personal relationships create, or may reasonably be perceived to create, a workplace risk.
### **2. Scope**
This policy applies to:
* All employees (permanent, probationary, fixed-term)
* Interns, trainees, consultants, and contractors
* Managers, senior leadership, and hiring authorities
It applies to conduct:
* within Company premises,
* in shared buildings or common areas,
* during work-related travel or events,
* in work-related communications (including digital platforms),
* where external relationships may impact Company interests.
# 6.10 Solicitation and Distribution
Source: https://library.zemuria.com/staff-relationships/solicitation-and-distribution
Solicitation or distribution unrelated to Company business is restricted to avoid disruption.
**Employees may engage in permitted activities only:**
* during non-working time,
* in non-work areas,
* without coercion or pressure.
Nothing in this policy restricts legally protected rights under applicable labor laws.
# 6.7 Relationships with External Parties
Source: https://library.zemuria.com/staff-relationships/staff-relationship-with-other-organizations
Employees may have personal relationships with individuals from other organizations. Disclosure is required when such relationships create a conflict of interest or confidentiality risk, including when the external party is:
* a competitor (direct or indirect),
* a portfolio company or its employees,
* a vendor, client, consultant, or partner,
* another tenant or service provider within shared premises.
**Employees must:**
* not share or discuss confidential or non-public information,
* avoid work-related discussions in common or public areas,
* ensure screens, calls, and documents are not visible or audible to outsiders,
* recuse themselves from decisions involving the external party where required.
The Company may implement mitigation measures such as access restrictions, reassignment, or recusal to protect its interests.
# 6.9 Workplace Visitors
Source: https://library.zemuria.com/staff-relationships/workplace-visitors
**Employees hosting visitors are responsible for ensuring that:**
* prior approval is obtained where required,
* visitors sign in, present identification, and wear visitor badges,
* visitors are escorted at all times in work areas,
* visitors do not access confidential information,
* photography, recording, or device access is restricted unless authorized.
* Special care must be taken when visitors are minors.
# 14.7 Audits And Monitoring
Source: https://library.zemuria.com/timesheet-work-certification/audits-and-monitoring
### **1. HR Audit Authority**
Human Resources may conduct:
* random audits,
* pattern-based reviews,
* targeted audits following complaints or anomalies.
Audits may involve:
* review of timesheets,
* comparison with project management tools (e.g., Jira, Linear),
* code repositories, deployment logs,
* meeting records and deliverables.
### **2. Audit Triggers**
Reviews may be initiated where patterns indicate:
* identical hours logged daily over long periods,
* consistently full timesheets with low output,
* repeated late or backdated entries,
* abnormal WFH/remote usage patterns,
* consistent approval without variation by the same manager.
# 14.10 Complaints and Disputes, Record retention, Administration and review
Source: https://library.zemuria.com/timesheet-work-certification/complaints-disputes-record-review
### 1. Employees who believe:
* their timesheets were unfairly rejected,
* they were pressured to falsify entries,
* approvals were improperly denied,
may raise a complaint under the Complaints & Grievance Redressal Policy.
### **Record Retention**
Timesheet records will be:
* maintained securely by the Company,
* accessed only by authorized personnel,
* retained for audit, compliance, and dispute-resolution purposes.
### **2. Policy Administration and Review**
Human Resources is responsible for administering, enforcing, and periodically reviewing this policy.
The Company reserves the right to amend this policy to reflect changes in law, operational needs, or governance requirements.
# 14.3 Contractors, Consultants & External Service Providers
Source: https://library.zemuria.com/timesheet-work-certification/contractors-consultants-external-service-providers
### 1. Applicability:
This section applies to:
1. independent contractors,
2. consultants,
3. external service providers,
4. freelancers engaged under contractual arrangements.
Interns, trainees, and apprentices are excluded from this section and are governed by separate training or engagement frameworks.
### **2. Nature of Engagement**
Contractors and consultants are not employees of the Company.
Accordingly:
* they are not subject to employee working-hour requirements,
* they are not required to meet the Company’s 48-hour workweek standard,
* they are not governed by employee attendance or disciplinary frameworks.
* Their engagement is governed by the terms of their contract, including scope, deliverables, timelines, and compensation structure.
* Contractors are not tagged to the company holiday calendar
**A. Work Logging & Certification Requirements:**
All contractors and consultants must maintain work records aligned to their engagement terms, which may include:
* task-based logs,
* milestone completion records,
* time-based work logs (where billing is hourly or daily),
* deliverable summaries or progress reports.
**The format and frequency of such records will be determined by:**
* the engagement contract, or
* instructions issued by the responsible manager.
**B. Manager Responsibility & Certification**
All contractor work records and invoices must be reviewed and certified by the designated Company manager before approval for payment.
Manager certification confirms that:
* the work claimed was actually performed,
* deliverables meet agreed quality and scope,
* billed hours (if applicable) reasonably correspond to work delivered,
* the work aligns with contractual terms.
Managers must exercise due diligence and must not approve contractor records or invoices without verification.
**C. Billing, Invoicing & Payment Controls**
Payment to contractors is subject to successful certification of work performed.
The Company reserves the right to:
* reject or partially approve invoices,
* request clarification or supporting evidence,
* withhold payment for unsupported or disputed claims.
* False, inflated, or misleading billing may constitute a material breach of contract.
**D. Audits & Verification**
The Company may, at its discretion:
* audit contractor work records,
* review deliverables against billing claims,
* compare records with project management tools, repositories, or outputs.
Contractors are expected to cooperate with reasonable verification requests as part of their engagement.
**E. Misrepresentation & Consequences**
Any of the following may result in corrective action, including contract termination:
* submission of false or misleading work records,
* billing for work not performed,
* collusion with Company personnel to approve inaccurate records,
* repeated failure to meet deliverable expectations.
Such actions may also result in recovery of overpayments or other remedies available under the contract or law.
**F. No Employment Relationship**
Nothing in this policy:
* creates an employment relationship,
* grants employee benefits,
* alters the independent contractor status of such individuals.
Contractors and consultants remain responsible for their own statutory, tax, and regulatory obligations, as defined in their engagement agreements.
**G. Integration With Other Policies**
Contractors and consultants remain subject to:
* confidentiality obligations,
* intellectual property and inventions policy,
* information security requirements,
* social media and external communications restrictions,
as applicable under their contracts and Company policies.
# 14.9 Impact On Performance, Discipline, and Exit
Source: https://library.zemuria.com/timesheet-work-certification/impact-on-performance-discipline-exit
### 1. Repeated failure to meet productivity expectations may impact:
* performance evaluations,
* eligibility for benefits or flexibility,
* continued employment.
### 2. Timesheet violations may be grounds for:
* disciplinary action,
* termination for cause,
* adjustment during final settlement, subject to law.
# 14.5 Manager Accountability (Critical)
Source: https://library.zemuria.com/timesheet-work-certification/manager-accountability
### **1. Due Diligence Requirement**
Managers approving timesheets are required to:
* review task descriptions,
* assess outputs and progress,
* correlate hours with deliverables (e.g., code commits, tickets, documentation).
Approval must never be automatic or symbolic.
**1.1 Misconduct by Managers**
Approving inaccurate, inflated, or misleading timesheets - whether knowingly or through negligence - constitutes misconduct.
Managers may be subject to:
* disciplinary action,
* loss of managerial authority,
* performance consequences,
* termination in severe or repeated cases.
# 14.8 Overtime Clarification
Source: https://library.zemuria.com/timesheet-work-certification/overtime-clarification
Time spent completing unfinished work to meet standard productivity expectations does not constitute overtime, provided total productive work does not exceed 48 hours per week.
Overtime compensation applies only where:
* productive work exceeds 48 hours in a workweek, and
* such excess work is expressly required or approved in accordance with law or contract.
# 14.2 Core Principle: Productive Work Certification
Source: https://library.zemuria.com/timesheet-work-certification/productive-work-certification
### 1. The Company measures work based on productive contribution, not:
* time spent at a desk,
* system login duration,
* passive availability,
* attendance alone.
### **2. Productive work includes:**
* assigned tasks and deliverables,
* coding, testing, reviews, deployments,
* documentation and design work,
* meetings with clear business purpose,
* approved training directly related to role responsibilities.
Idle time, excessive breaks, personal activities, or unrelated work do not qualify as productive hours.
# 14.6 Prohibited Practices
Source: https://library.zemuria.com/timesheet-work-certification/prohibited-practices
### The following are strictly prohibited:
* self-approval of timesheets,
* mutual or reciprocal approvals (“rubber-stamping”),
* blanket approvals without review,
* inflating hours to meet weekly targets,
* approving timesheets to “help” an employee without work performed,
* falsifying or manipulating records.
# 14.1 Purpose & Scope
Source: https://library.zemuria.com/timesheet-work-certification/purpose-scope
### **1. Purpose**
This policy establishes a structured framework for recording, reviewing, certifying, and auditing employee work hours based on actual productive work, not mere physical presence or system login time.
The objectives of this policy are to:
* ensure employees are compensated for genuine work performed,
* ensure productivity expectations are met,
* prevent misuse of working hours and benefits,
* establish clear accountability for employees and managers,
* provide auditable records for compliance, discipline, and exit processes.
### **2. Scope and Applicability**
**2.1 Covered Persons**
This policy applies to:
* full-time employees (time + work certification)
* contractors and consultants (work certification + billing validation)
**2.2 Relationship to Other Policies**
This policy operates in conjunction with:
1. Benefits & Working Arrangements Policy,
2. Progressive Discipline and Exit Policy,
3. Complaints & Grievance Redressal Policy,
4. Information Security and IP Policies.
Violations under this policy may trigger action under those policies.
# 14.4 Standard Work Expectations
Source: https://library.zemuria.com/timesheet-work-certification/standard-work-expectations
## **Work-Week Requirement**
The standard workweek consists of 48 hours of productive work, typically spread across Monday to Friday.
This translates to approximately 9.5 hours of productive work per working day, excluding meal breaks.
## **1. Daily Expectations**
Employees are expected to:
* plan their workday to meet daily productivity requirements,
* manage time efficiently,
* complete assigned tasks within standard working hours wherever reasonably possible.
Failure to meet daily expectations may require completion of work beyond standard hours, as outlined in Company policy, without constituting overtime unless the 48-hour threshold is exceeded.
## **2. Timesheet Submission Requirements**
**A. Daily Recording**
Employees must record their work in the designated timesheet system daily.
Timesheets must reflect:
* tasks worked on,
* approximate productive hours spent,
* brief description of work performed.
6.2 Accuracy Obligation
Employees must ensure that:
* entries are truthful and accurate,
* hours claimed reasonably correspond to actual work performed,
* entries are not inflated, backfilled, or fabricated.
* Submitting inaccurate or misleading timesheets constitutes misconduct.
## **3. Timesheet Approval Hierarchy**
**A. Individual Contributors**
Who submits: Employee
Who approves: Direct Reporting Manager
Approval signifies that the manager has exercised due diligence and confirms that:
* the work claimed was actually performed,
* the hours reported reasonably reflect productive effort.
**B. Managers / Team Leads**
Who submits: Manager / Team Lead
Who approves: Functional Head or CEO (as applicable)
Managers may not approve their own timesheets under any circumstances.
**C. Senior Leadership**
Senior leaders submit timesheets only where required by Company governance.
Approval rests with the CEO or designated authority.
# 2.1 Confidentiality and data protection
Source: https://library.zemuria.com/workplace-policies/Confidentiality-and-data-protection
Zemuria operates across ventures, products, clients, and jurisdictions. Protecting confidential information, intellectual property, and personal data is fundamental to our business.
All staff are entrusted with sensitive information and are expected to handle it with care, judgment, and integrity at all times - during and after their association with Zemuria.
## **What Constitutes Confidential Information**
Confidential information includes, but is not limited to:
* Employee, contractor, and personnel records
* Unpublished financial data, forecasts, pricing, and investor materials
* Customer, partner, vendor, and prospect data
* Product roadmaps, technical designs, source code, models, prompts, datasets, and internal documentation
* Internal communications, strategy documents, and non-public initiatives
* Any information marked or reasonably understood to be confidential
This obligation applies regardless of the format - digital, physical, verbal, or visual.
**Access and Safeguards (Company Responsibility)**
Zemuria commits to reasonable and proportionate safeguards, including:
* Role-based access to systems and data
* Monitoring and auditing of access to sensitive information
* Secure infrastructure, encryption, backups, and access controls
* Privacy and security training as required
* Compliance with applicable data protection laws
**Your Responsibilities**
All staff must:
* Access confidential information only when required for authorized work
* Use company-approved systems and secure networks where mandated
* Protect credentials and never share passwords, tokens, or access keys
* Lock, encrypt, or otherwise secure devices and documents containing confidential data
* Dispose of confidential materials securely when no longer required
* Immediately report suspected data loss, breaches, or unauthorized access
* Unauthorized possession or retention of confidential information may result in immediate disciplinary action.
**BYOD (Bring Your Own Device) and Remote Work**
Zemuria supports BYOD and remote work where approved. However, BYOD does not reduce confidentiality obligations.
If you use personal devices for Zemuria work, you agree to:
* Secure your device with passwords, biometrics, and encryption
* Keep operating systems and security updates current
* Avoid storing confidential data on unsecured or shared devices
* Allow company-directed security actions (such as access revocation or data wipe) in case of loss, theft, or exit
* Ensure no unauthorized person accesses company information through your device
Zemuria reserves the right to restrict or revoke BYOD access if security standards are not met.
**Prohibited Conduct**
You must not:
* Use confidential information for personal benefit or outside work
* Disclose confidential information to unauthorized parties
* Copy, export, or replicate confidential materials without approval
* Store company data on insecure platforms or devices
* Retain company data after termination of engagement
Any intentional misuse will result in immediate termination and may lead to legal action.
# 2.5 Enforcement And Accountability
Source: https://library.zemuria.com/workplace-policies/enforcement-and-accountability
These policies exist to protect individuals and the organization. Violations will be addressed proportionately based on severity, intent, and recurrence.
Repeated negligence, even if unintentional, may result in disciplinary action.
Zemuria’s foundation is mutual respect, trust, and responsibility. We expect everyone working with us to uphold these principles consistently.
# 2.4 Supporting Victims
Source: https://library.zemuria.com/workplace-policies/supporting-victims
Zemuria is committed to supporting individuals affected by harassment or violence.
Support may include, based on circumstances:
* Coverage of relevant medical expenses
* Access to mental health or counseling support
* Legal assistance or guidance where appropriate
* Adjustments to work arrangements during recovery
All discussions and support measures will be handled with discretion and confidentiality.
Early reporting is encouraged to prevent escalation and ensure timely intervention.
# 2.2 Workplace Harassment
Source: https://library.zemuria.com/workplace-policies/workplace-harassment
Zemuria is committed to a workplace built on dignity, respect, and professionalism. Harassment in any form is unacceptable.
Harassment includes behavior that creates an intimidating, hostile, or offensive environment, including but not limited to:
* Verbal, physical, or psychological abuse
* Sexual harassment or unwelcome advances
* Discriminatory remarks related to identity or beliefs
* Bullying, ridicule, intimidation, or deliberate exclusion
* Spreading rumors or sabotaging someone’s work
Sexual harassment is illegal and will be handled with zero tolerance.
**Reporting Harassment**
If you experience or witness harassment, you may report it to:
1. Your Manager
2. HR
3. POSH-ICC (Where Applicable)
Reports will be handled confidentially and without retaliation. Retaliation against any reporting individual is itself a serious violation.
# 2.3 Workplace Violence
Source: https://library.zemuria.com/workplace-policies/workplace-violence
**Workplace Violence**
Violence or threats of violence are considered severe misconduct.
This includes:
* Physical assault
* Sexual violence
* Threats or intimidation
* Destruction of property
* Severe verbal abuse
**If you witness or suspect violence:**
1. Report immediately to HR / Manager
2. Contact building security or emergency services if required
3. Prioritize your safety - do not intervene physically
4. Confirmed acts of violence will result in immediate termination and may involve law enforcement.