13  Health, Safety & Well‐Being (Remote)

13.0.1 Physical Wellbeing

  • Maintain an ergonomic setup; take regular movement breaks.

  • The Company may offer tele‑health/mental‑well‑being resources; contact HR for availability.

13.0.1.1 Additional Pointers:

  1. Ergonomics: chair supports, screen at eye level, wrists neutral.

  2. Follow the 20‑20‑20 rule to reduce eye strain (every 20 minutes, 20 seconds, 20 feet).

  3. Take short movement breaks every hour; hydrate.

  4. Feet flat, hips/knees ~90°, monitor at eye level an arm’s length away, wrists neutral.

  5. Use the 20‑5 rule (every 20 minutes, 5‑second distant focus) plus a 3–5 minute movement break each hour.

  6. Reach out to HR about available well‑being resources or EAP equivalents (where offered).

13.0.2 Equality, Dignity & Respect at Work

We are committed to a workplace free from discrimination, harassment, and bullying. This applies to all employees, contractors, clients, and third parties we work with.

  • Protected Grounds: We do not discriminate based on gender, race, ethnicity, age, disability, religion, sexual orientation, civil status, family status, or membership in the Traveller community.

  • Harassment & Bullying: Unwanted conduct related to any protected ground, or general bullying (intimidation, threats, exclusion, sabotage), is prohibited. This includes conduct online (email, Slack, video calls) and offline.

  • Zero Tolerance: Any report of harassment or bullying is taken seriously. Retaliation against someone who reports a complaint is also prohibited.

13.0.2.1 Reporting & Support

  1. Informal Route: If you experience or witness harassment/bullying, report it to your manager or People Ops. We will listen, assess, and work toward resolution.

  2. Formal Route: Submit a formal complaint in writing to hr @pythonaisolutions.com with details (dates, people, incidents). An investigation will begin within 5 business days.

  3. Confidentiality: We maintain confidentiality to the extent possible. All parties involved in an investigation are bound by confidentiality.

  4. No Retaliation: Anyone who makes a complaint in good faith is protected from retaliation. If you experience retaliation, report it immediately.

  5. Support: Affected individuals may access counseling, extended leave, or role adjustments as appropriate during and after resolution.

13.0.3 Grievance & Disciplinary Procedures

Disputes or misconduct are handled fairly, consistently, and in line with natural justice principles: right to be heard, representation, appeal.

13.0.3.1 Informal Resolution

  • Many issues resolve through conversation. Your manager or People Ops can facilitate early discussions to understand concerns and find mutual solutions.

13.0.3.2 Formal Grievance Process

  1. Submission: Submit a written grievance to hr @pythonaisolutions.com within 7 days of the incident. Include: date, people involved, what happened, how it affected you, and what resolution you seek.

  2. Acknowledgment: HR will acknowledge receipt within 3 business days and confirm next steps.

  3. Investigation: HR or a neutral investigator will interview involved parties and witnesses, review evidence, and document findings (typically within 7 business days).

  4. Hearing: You will have a formal hearing with a manager/investigator. You may bring a companion (colleague, union rep, lawyer). Present your case and ask questions.

  5. Decision: Written decision and reasoning within 5 business days of hearing. You will be informed of outcome and any actions taken.

  6. Appeal: If you disagree with the decision, submit a written appeal within 7 business days to hr @pythonaisolutions.com. An appeal hearing will be held with a different manager/investigator.

13.0.3.3 Disciplinary Procedure (for Company Misconduct)

  1. Initial Conversation: Manager discusses concern(s) and gathers facts.

  2. Warning: If substantiated, manager issues a written warning outlining the issue, expected behavior, and improvement period (typically 2-4 weeks). Repeated issues escalate.

  3. Formal Hearing: For serious misconduct, a formal disciplinary hearing is held. You have the right to representation and appeal.

  4. Actions: Possible outcomes: performance improvement plan, suspension, or termination. Termination is always preceded by a hearing unless immediate safety risk.

  5. Appeal: Appeal decisions to People Ops within 7 days of notification.

13.0.3.4 Additional Pointers:

  1. Timeframes may be extended if parties are unavailable or investigations require more time (notice will be given).

  2. All grievance and disciplinary records are maintained confidentially in your HR file.

  3. These procedures do not override statutory rights (Employment Rights Acts, Unfair Dismissals Acts, Equality Acts where applicable).