HR Policy Acknowledgement

ACCEPTABLE USE POLICY ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

AUP Version:

[Version]

Date:

[Date]

This acknowledgement covers all IT resources of [Company Name], including computers, laptops, mobile devices, networks, email, cloud applications and any personal device used to access company data.

Monitoring

I understand that company systems and accounts may be monitored and logged for security, compliance and investigation purposes, and that I should not expect privacy for content created or stored on company systems.

Personal Devices

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Handbook Version:

[Version]

Date Received:

[Date]

Declaration

I, [Employee Name], acknowledge that I have received a copy of (or online access to) the [Company Name] Employee Handbook, version [Version], dated [Date].

1. I have read the handbook and understood its contents.
2. I had the opportunity to ask HR about anything that was unclear.
3. I agree to follow the policies and procedures described in it.
4. I understand that the handbook summarises company policies and that my appointment letter and applicable law prevail where they differ.
5. I understand that the company may revise the handbook, and I will follow revised versions once they are communicated to me.

I also understand that detailed policies referred to in the handbook are available at [Policy Portal / HR Office], and that I should consult them or HR when in doubt.

CODE OF CONDUCT ACKNOWLEDGEMENT AND DECLARATION

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Code Version:

[Version]

Date:

[Date]

I have received and read the [Company Name] Code of Conduct, version [Version]. I understand it applies to me in all my work for the company, inside and outside the workplace.

My Commitments

1. I will act honestly and with integrity in all dealings.
2. I will not offer, give or accept bribes or improper payments.
3. I will follow the gifts and hospitality rules and declare gifts as required.
4. I will avoid situations where my personal interests conflict with the company’s interests, and disclose any that arise.
5. I will treat colleagues, customers and vendors with respect and will not harass or discriminate against anyone.
6. I will protect company assets and confidential information.
7. I will report any breach I become aware of through the channels provided, and I understand the company does not permit retaliation for good-faith reports.

Conflict of Interest Disclosure

CONFIDENTIALITY ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Date:

[Date]

During my employment with [Company Name], I will have access to information that is not public. I acknowledge that this includes, for example:

• Business plans, pricing, costs and financial information
• Customer, vendor and partner lists and their data
• Product designs, processes, software and know-how
• Employee salary and personal information
• Any information marked or reasonably understood as confidential

I Confirm That

1. I will use confidential information only to do my job.
2. I will not disclose it to anyone outside the company, or to colleagues who do not need it.
3. I will not copy, email to personal accounts, photograph or remove confidential material without authorisation.
4. I will report any accidental disclosure to my manager immediately.
5. On leaving the company, I will return all documents and data, and I will continue to keep the information confidential.

I understand that breach of confidentiality may result in disciplinary action and that the company may take other remedies available under law.

NON-DISCLOSURE AGREEMENT (NDA) ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

NDA Reference:

[Reference Number]

NDA Signed On:

[Date]

Part A: Company NDA

I, [Employee Name], confirm that on [Date] I signed the Non-Disclosure Agreement with [Company Name], reference [Reference Number]. I confirm that:

1. I was given time to read the NDA and to seek clarification or independent advice.
2. I understand the definition of confidential information and my obligations under it.
3. I have received a signed copy for my records.
4. I understand the obligations continue after my employment ends for the period stated in the NDA.

Part B: Client / Project NDAs

IT SECURITY ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Briefing Date:

[Date]

Briefed By:

[IT Executive Name]

I have attended the IT security briefing and agree to follow these rules on all company devices, accounts and networks:

Access and Passwords

• I will keep my password private and will not share my account with anyone.
• I will use multi-factor authentication wherever enabled.
• I will lock my screen whenever I leave my device.

Devices and Software

• I will not install software that is not approved by IT.
• I will not use unapproved USB drives or external storage.
• I will not disable antivirus, encryption or update settings.
• I will connect to company systems remotely only through approved VPN or tools.

DATA PRIVACY ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Date:

[Date]

Part A: How We Use Your Personal Data

[Company Name] collects your personal data, such as your name, contact details, PAN, bank details, Aadhaar (last 4 digits / masked copy), educational and employment history, emergency contacts and attendance records, to manage your employment, payroll, statutory contributions, insurance and compliance.

• Your data is shared only with those who need it, such as payroll processors, EPFO/ESIC, insurers, auditors and authorities where required by law.
• Your data is kept securely and for as long as needed for employment and legal purposes.
• You may ask to see or correct your data, or raise a concern, with [Privacy Contact Name, Email].

Part B: Your Duty to Protect Personal Data

1. I will access personal data of customers and colleagues only when my job requires it.
2. I will not share, copy or download personal data except as authorised.
3. I will not use personal data for any purpose other than the one it was collected for.
4. I will store and send personal data only through approved systems.
5. I will report any loss or unauthorised disclosure of personal data immediately to [Privacy Contact].

EMAIL USAGE ACKNOWLEDGEMENT

Employee Name:

[Employee Name]

Employee ID:

[Employee ID]

Designation:

[Designation]

Department:

[Department]

Official Email ID:

[Email ID]

Date Issued:

[Date]

I acknowledge that the official email account [Email ID] has been issued to me for company business, and that the account and all messages in it belong to [Company Name].

I Agree To

• Use official email for business communication, in a professional and courteous tone.
• Use the standard company email signature.
• Check recipients carefully, especially before sending attachments to external addresses.
• Use BCC for large external distribution lists to protect addresses.
• Share large or confidential files through [Approved File-Sharing Tool] rather than as attachments.
• Report suspicious emails to [IT Helpdesk Email] without clicking links.

I Will Not

• Forward or auto-forward company email to a personal email account.
• Use official email to register for personal websites or services.
• Send chain mails, offensive content or unsolicited bulk mail.
• Make commitments to clients or vendors beyond my authority by email.
• Delete emails in breach of the retention policy.