10.0
   
Workplace Guidelines

Workplace Guidelines


10.1
Personal Appearance

As you know, PRPL is a very casual atmosphere. We work hard and play hard. However, your appearance matters when projecting a professional image. With customers and business associates visiting our office regularly, employees’ appearances are important and a reflection on Purple, Rock, Scissors.

If we believe, in our sole discretion, that your appearance inappropriate or offensive, we will ask you go home and change your attire. Repeated instances of this conduct may result in discipline up to and including termination.


10.2
Confidentiality

We are bound to our clients by very strict Non-Disclosure Agreements (NDAs). The policies and procedures of the Non-Disclosure Agreements we sign with our customers vary from client to client, but each policy must be upheld, by all of our employees, to the strictest level as described within each agreement. All of our staff are bound by the terms defined within each agreement, and some staff members may be required to sign additional Non-Disclosure Agreements directly with our clients, depending on the circumstances of each project and account. The tenants within this handbook serve as a guide – however – the policies within each client Non-Disclosure Agreement will control and override all rules and guidelines noted in this section. It is your responsibility to follow and protect the confidential information of our client and our company. If you have any questions regarding the confidentiality or terms of any particular Non-Disclosure Agreement, or questions regarding the confidentiality of any particular project, client, customer, or other sensitive information, you have the right – and responsibility – to ask the Leadership Team or Human Resources department, who will then provide further clarification. The covenants of our most common Non-Disclosure agreements can be found at the following URLs:

PRPL prohibits unauthorized disclosure of the Company’s confidential information or “business secrets.” Confidential information may include internal reports, policies, and procedures. Trade secrets may include information regarding the development of systems, processes, products, design, instrument, formulas and technology. In addition, always respect financial disclosure laws and third party intellectual property. It is the employee’s duty and responsibility to safeguard all confidential information. This includes the dissemination of information by any available means, including but not limited to telephone, fax and email. Misuse or unauthorized disclosure of confidential information not otherwise available to persons or firms outside of the Company is cause for disciplinary action up to an including termination. Do not disclose confidential financial data, or other non-proprietary Company information. Do not share confidential information regarding business partners, vendors, or customers. Building security problems should be reported to department managers.

When any inquiry is made regarding an employee or any former employee, the inquiry must be forwarded to the employee’s supervisor. When any inquiry is made regarding any client, the inquiry must be forwarded to management. Confidential information shall be disclosed and/or discussed only on a “need to know” basis.

This policy is intended to alert employees to the need for discretion at all times and is not intended to inhibit normal business communications. In addition, nothing in this policy is intended to infringe upon employee rights under Section Seven (7) of the National Labor Relations Act (NLRA).


10.3
Electronics Application Policy

This policy is intended to protect the security and integrity of PRPL’s data and technology infrastructure. Violations of this policy will subject an employee to immediate disciplinary action up to and including termination. If an employee is aware of any violations of this policy the employee must notify the Human Resources Manager in writing immediately.

Company Property: PRPL has many electronic devices and media in which employees may utilize in their daily work. These devices may include, but are not limited to computers, laptops, cellular phones, telephones, voicemails, printers, Internet connections, emails, televisions, video players, etc. These devices are the property of the Company; therefore, employees do not have any expectation of privacy when using these devices and applications. Aside from the portable equipment issued to you (including your laptop, charger, and related connectors), the removal of any company device from the premises without prior consent by management may be considered theft.

Telephone Monitoring: All the Company business telephones are capable of being monitored and thus employees should have no expectation of privacy when using a Company phone. Employees are asked to refrain from using the Company’s business phones for personal calls; however, if occasionally necessary, employees are asked to keep the calls short. Excessive use of the company business telephone for personal calls may result in disciplinary actions. Employees should understand they have no expectation of privacy. 

Company Email: PRPL has installed an email system for business purposes. Employees do not have any privacy expectation with regard to the material contained in any email transmission. The computer and email system are the Company’s property; all transmissions generated by the email system are also the Company’s property. The Company can – and will – monitor both the use of the email system and the content of the email transmissions.

Any materials sent through the email system should be written in a manner similar to any other business correspondence in which the employee engages. Confidential or privileged information must not be sent through the email system without appropriate safeguards to protect the information including an appropriate warning as to the confidential nature of the materials.

We may intercept, monitor, copy, review, and download any communications or files you create or maintain on these systems. When using the Internet do not send materials of a sensitive nature or that constitute our “confidential information” unless the information is properly encrypted to prevent interception by third parties. The Company strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, the Company prohibits the use of computers and the email system in violation of the Company’s harassment or discrimination policies.

Computer Use: To assist employees in performing their jobs, the Company gives employees access to computers, computer files, email and software. The equipment, services, software and technology that employees use are the property of the Company. The Company reserves the right to inspect and monitor computer, email and internet usage by its employees at any time. Therefore, employees should not have an expectation of privacy as it relates to use of these systems.

Issues related to adware, spyware and viruses create a substantial risk to the integrity of the Company’s information systems. Employees shall not download, load or otherwise install any software on their computer without the written consent of the Company. If an employee violates Company policy or law in the use of the Company’s computer and information systems, the employee will be subject to disciplinary action. 

The Company buys computer software for business purposes and does not own the copyright to this software or documentation. Employees may only use software on local area networks or multiple machines according to the software license agreements. Thus, no unauthorized use or copying of the Company software or its documentation is permitted. Installing an employee’s own personal copy of any software is not permitted unless prior authorization was given by PRPL’s IT department. 

Use of a Company computer to transfer illegal media will result in disciplinary action up to and including termination of the offending employee, and may lead to criminal or civil action. Illegal media includes, but is not limited to, unregistered software, pornographic material, and Company trade secrets such as customer lists or repair procedures. Any media that is transferred to or from any computer owned by the Company is the property of the Company and may be monitored or intercepted at any time. All information contained on the Company website and computer systems are considered proprietary and the property of the Company.

The Company information systems are intended for business purposes only. The employee may not use an unassigned password, access a file, password protect a file, or retrieve any stored communication or document without appropriate authorization and for a legitimate business purpose associated with the employee’s employment at the Company.

Internet Usage Policy: An employee may not use the Company’s computers to access the Internet to display, download or email offensive, sexually explicit or inappropriate images, messages, jokes or cartoons in violation of the Company’s harassment and discrimination policy. All Internet data that is written, sent or received through the computer and information systems is part of the Company’s business records. In appropriate circumstances the Company may be legally required to show that information to law enforcement or other officials.

Personal Device Policy: PRPL recognizes the increased popularity and ease of use that smart phones and other portable devices provide to consumers. PRPL also recognizes that these devices allow for the user to connect their personal devices to Company-owned property, including the Company email system. As business necessity requires, an employee may be given access to Company-owned property externally or remotely through their own personal cell phone or mobile device. Employees must treat their own devices with as much care, safeguards, and integrity as he or she would using a Company-issued device. Failure to do so may result in disciplinary action.

Personal Device Privacy: PRPL very much respects your right to privacy – however – should you use your own personal device for business purposes, we reserve the right to reasonably audit or inspect your personal device at any time to ensure safe and proper usage and transmission of the Company’s digital property and information. Failure to provide authorization for this inspection may result in disciplinary action. Should you need assistance managing your personal device for business purposes, please contact PRPL’s IT department for assistance.

Device protocols

Personal devices should be turned off or set to silent or vibrate mode during meetings and conferences and in other locations where incoming calls may disrupt normal workflow. 

Restrictions on authorized use

While at work, employees are expected to exercise the same discretion in using their personal devices as is expected for the use of company devices. Company policies pertaining to harassment, discrimination, retaliation, trade secrets, confidential information and ethics apply to employee use of personal devices for work-related activities.

Excessive personal calls, e-mails, or text messaging during the workday, regardless of the device used, can interfere with employee productivity and be distracting to others. Employees must handle personal matters on non-work time and ensure that friends and family members are aware of the policy. Exceptions may be made for emergency situations and as approved in advance by management.

Non-exempt employees may not use their personal devices for work purposes outside of their normal work schedule without authorization in advance from management. This includes reviewing, sending and responding to e-mails or text messages, responding to phone calls, or making phone calls. 

Due to the confidential nature of our business information, family and friends should not use personal devices that are used for company purposes.

Privacy / company access

No employee using his or her personal device should expect any privacy in that device, except that which is governed by law. PRPL has the right, at any time, to monitor and preserve any communications that use the Company’s networks in any way, including data, voice mail, telephone logs, Internet use and network traffic, to determine proper use.

Management reserves the right to review or retain personal and company-related data on personal devices or to release the data to government agencies or third parties during an investigation or litigation. Management may review the activity and analyze use patterns and may choose to publicize these data to ensure that the Company’s resources in these areas are being use according to this policy. Furthermore, no employee may knowingly disable any network software or system identified as a monitoring tool.

Safety

Employees are expected to follow applicable local, state and federal laws and regulations regarding the use of electronic devices at all times. 

Employees whose job responsibilities include regular or occasional driving are expected to refrain from using their personal devices while driving. Regardless of the circumstances, including slow or stopped traffic, employees are required to pull off to the side of the road and safely stop the vehicle before placing or accepting a call or texting. Special care should be taken in situations involving traffic, inclement weather or unfamiliar areas.

Lost, stolen, hacked, or damaged equipment

Employees are expected to protect company and personal devices used for work-related purposes from loss, damage or theft.

Termination of employment

Upon resignation or termination of employment, or at any time on request, the employee may be asked to produce the personal device for inspection. All company data on personal devices will be removed by IT upon termination of employment.  

Violations of policy

Employees who have not received authorization in writing from PRPL management and who have not provided written consent will not be permitted to use personal devices for work purposes. Failure to follow the Company’s policies and procedures may result in disciplinary action, up to and including termination of employment.

Social Media: The Company understands that social media can be a fun and rewarding way to share your life and opinions with family, friends, and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media. This policy applies to all employees who work for the Company.


10.4
Business Gifts

To avoid the appearance of impropriety in the acceptance of gifts from business contacts or clients, the Company has established the following policy. It is the policy of the Company that employees are prohibited from, either directly or indirectly, asking, demanding, exacting, soliciting, or seeking, anything of value from the Company’s business associates including vendors, customers, clients, etc., for themselves or for any other person or entity.

If an employee is promised, offered, or given anything of value from the Company’s business associates including vendors, customers, clients, etc., or in connection with any transaction or business of the Company, the employee must advise their supervisor immediately regardless of the gift’s value.


10.5
Personal Property

The Company is not liable for lost, misplaced, or stolen property. Employees should take all precautions necessary to safeguard their personal possessions. Employees should refrain from having their personal mail sent to the Company because mail may be automatically opened.

Employee’s work area and any other Company property are subject to inspection/search at any time, with or without notice. Desks and office areas are to be kept as neat and organized as possible; employees do not have a reasonable expectation to privacy while on the premises.


10.6
Fraternization

To promote good morale and efficiency of Company’s operations and to avoid misunderstandings, complaints of favoritism, other problems of supervisions, security, morale, and possible claims of harassment, managers and supervisors are discouraged to cohabit, date, or pursue romantic or sexual relationships with employees whom they supervise, directly or indirectly. 

Managers and Supervisors: Self-reporting the existence of cohabitation or a romantic or sexual relationship will result in Company management and Employee Relations making reasonable efforts to retain both employees consistent with this policy, including reassignment of one – or both – of the employees or otherwise changing the reporting relationship. If Company determines that reassignment or otherwise changing the reporting relationship is not an appropriate solution for either Company or for the affected employees, Company may – in its sole discretion – terminate one – or both – of the employees. Employees who violate this provision will be subject to disciplinary action up to and including termination of employment.

Staff Persons: Staff personnel who, in Company’s determination, are perceived or regarded by other employees as having significant influence in determining other employees’ advancement, compensation or terms and conditions of employment, are likewise forbidden to cohabit, date, or pursue romantic or sexual relationships with any other employee of Company. Any staff person designated by Company to be so perceived or regarded by other employees will be notified of such designation by Company.

If reassignment will not solve the “perceived or regarded” perception when such a designated staff person cohabits, dates, or pursues romantic or sexual relationships with any employee of Company, the designated staff person will be notified by Company management and will be given a reasonable period (not to exceed 45 days) to terminate the relationship with the other Company employee (without the other employee leaving his or her employment at Company). If the relationship is not terminated within the period set forth, then only the designated staff employee will be subject to discharge for cause. 


10.7
Office Decorations Policy

The Company recognizes the benefits from workspace personalization and welcomes employees to customize their individual workspaces to the extent it is feasible and appropriate with respect to the guidelines set forth in this Handbook for their department as approved by their Supervisor. Any decorations, either temporary or permanent, must comply with the Company’s established policies, not limited to the anti-harassment / anti-discrimination policy. Any decorations viewed as offensive by reasonable standards may be removed. Decorations should be used in moderation with respect to others, not distract from workplace operations, and must meet professional standards. Any personal decorations, including those that are seasonal, must be appropriate and not infringe on the rights of others.

The Company reserves the right to install and remove decorations from public, common, or individual workspaces. Employees who bring personal items into the workplace do so at their own risk, and the Company is not responsible for any personal items damaged, lost, or stolen.

Employees do not have a reasonable expectation to privacy as all items on the Company’s property are subject to inspection. Any violations of this policy will result in immediate removal of the personal item(s) and may result in disciplinary action up to and including termination.

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