01. Core Values, Scope & Legal Supremacy Policy

Pillars of Vebnox:

• Trust: Safeguarding the faith placed in us by team members, clients, and partners.
• Humility: Leading through service, problem-solving, and continuous learning, not ego.
• Honesty: Rooted in complete truth, accurate reporting, and transparency.
• Loyalty: Standing united to build and protect the organization.
• Service: Uplifting our community, industry, and nation.

Policy Applicability & Legal Hierarchy:

• This Policy applies to employees, interns, trainees, consultants, contractors, and other personnel to the extent applicable to their specific engagement.
• Each person’s individual appointment letter, employment agreement, internship agreement, or contractor scope shall specify the binding terms applicable to that individual.
• This Policy shall be read in harmony with applicable Indian Central and State laws (including the Code on Wages 2019/2025, the Occupational Safety, Health and Working Conditions Code, and Telangana Shops and Establishments regulations). Where any provision of this Policy conflicts with mandatory statutory requirements, applicable law shall prevail to the extent of the conflict without invalidating remaining provisions.

02. Code of Conduct & Professional Ethics

Expectations from all team members:

• Maintain utmost professionalism, mutual respect, and workplace discipline across all interactions.
• Zero tolerance for harassment, discrimination, bias, or toxic office politics.
• Protect company data, intellectual property, and client information at all times.
• Punctuality, honest communication, and ownership of assigned deliverables are mandatory.
• Personal enrichment from company projects, client contacts, or resources is strictly prohibited.
• Promptly report any unethical, illegal, or suspicious activities to leadership through designated reporting channels.

03. Data Privacy & Confidentiality Policy

• All company, technical, financial, and client data must remain strictly confidential.
• Sharing client details, codebases, APIs, or internal credentials outside official project channels is strictly prohibited.
• Employees must not store, transmit, or process sensitive company data on unauthorized personal devices or public cloud services.
• Breaches will trigger disciplinary action and legal recourse under the Information Technology Act, 2000 and Indian Contract Act, 1872.

04. Workplace, Attendance & Working Hours Policy

• Working Schedule: Vebnox’s standard schedule is communicated through the employee’s appointment letter, role-specific terms, or official HR notification. Employee-specific approved schedules prevail where operational or shift requirements differ. Standard operations run Monday to Saturday, with Sunday as the weekly rest day.
• Accurate Attendance Tracking: Attendance records are maintained through biometric devices, attendance portals, registers, or authorized digital tracking systems. Employees are responsible for accurately recording their check-ins and check-outs.
• Tardiness & Proportionate Absence Deductions: Consistent punctuality is required. Unworked periods due to late arrival, early departure, or unauthorized absence will be documented and subject to lawful proportionate payroll adjustment in accordance with statutory wage regulations.
• Approved Overtime: Working on weekly rest days or public holidays for urgent, management-approved deliverables qualifies for overtime compensation in accordance with applicable statutory standards and contractual terms. Voluntary unapproved stay does not constitute overtime.

05. Compensation, Payroll & Leave Policy

Vebnox administers payroll with full transparency and compliance under the Code on Wages.

• Compensation Structures: Personnel may be engaged under monthly salary, daily/hourly compensation, stipend, fixed plus performance incentive, or project-based fee as explicitly documented in their written appointment letter.
• Partial-Month Payroll Proration: When an employee joins, exits, or takes unpaid absence during a wage period, compensation is prorated consistently according to their documented appointment terms. Calculation formulas are applied prospectively without retroactive changes.
• Lawful Deductions: Deductions from wages are made strictly where authorized by law (e.g., proportionate deductions for absence from duty, statutory deductions, recovery of salary advances, or proven willful damage/loss). Every deduction is itemized on the monthly payslip.
• Annual Paid Leave Allowance: Full-time employees are eligible for a consolidated 12 paid leaves per calendar year (6 Casual Leaves and 6 Sick Leaves). Leave requests must be submitted in advance through official HR channels, with sick leaves supported by medical intimation.
• Make-Up Work Commitment: To prevent project bottlenecks, employees taking leave must complete their scheduled deliverables either in advance or promptly upon return.

06. Work from Home (WFH) & Hybrid Policy

• Remote work is a discretionary arrangement granted based on role eligibility and operational feasibility.
• Remote employees remain subject to standard working hours, daily check-ins, responsive communication, and security protocols.
• Daily work summaries and task logs must be submitted at the end of each remote working day.

07. Training, Internship & Learning Programmes Policy

Internships and training programs at Vebnox focus on skill acceleration, real-world project experience, and structured milestone delivery.

• Clear Engagement Classification: Every intern and trainee receives written confirmation specifying the program type, start date, duration, learning objectives, deliverables, whether paid or unpaid, and applicable stipend terms before commencement.
• Unpaid Training Terms: Where an engagement is an unpaid learning/training arrangement, this status is disclosed and agreed in writing prior to onboarding. Vebnox does not retroactively convert completed paid work into unpaid training.
• Stipend Contingency for Paid Internships: For stipend-bearing internships, payout is contingent upon satisfactory and timely completion of allocated project tasks and milestone deliverables.
• Direct Termination for Misconduct or Repeated Failure: If an intern engages in misconduct, policy violations, unapproved absence, or continuous task failure, Vebnox reserves the right to terminate the internship immediately with zero notice period.
• Certification & IP: Certificates and Letters of Recommendation require a minimum 80% attendance and successful capstone project delivery. All code, designs, and work product developed remain the sole intellectual property of Vebnox.

08. Performance Management & Output Accountability Policy

Vebnox promotes high performance, individual accountability, and measurable output across all roles.

• Performance = Accountability + Evaluation + Growth: Base salaries are administered based on agreed contractual terms and attendance/work periods. Performance evaluation governs appraisals, variable bonuses, incentives, probation confirmation, and career elevation.
• Key Performance Metrics: Performance is evaluated against quality of code/design, timeliness of sprint delivery, technical accuracy, client satisfaction, communication, and task ownership.
• Active Working Hours: Employees are expected to remain actively engaged in productive work during working hours. Prolonged idle time, unapproved personal browsing, or neglect of duties will lead to corrective counseling and performance reviews.
• Transparent Task Sheets: Employees must maintain accurate daily task logs on project management boards to reflect completed work and milestone progression.

09. Employee Growth, PIP & Mutual Care Policy

At Vebnox, loyalty and genuine dedication are celebrated. We believe that when our people take care of the company, the company will wholeheartedly take care of our people.

• Mutual Care & Growth Commitment: If an employee genuinely loves the company, takes full ownership of their work, and dedicates their energy to growing Vebnox, the company pledges to stand firmly behind them, nurture their career, and ensure they grow exponentially in stature, compensation, and leadership alongside Vebnox.
• Shared Prosperity & Recognition: As Vebnox scales, the fruits of growth belong first to those who built the foundation. High-performing, loyal contributors who demonstrate consistent output and dedication will be rewarded with prioritized appraisals, bonuses, leadership roles, and long-term wealth-building opportunities.
• Performance Improvement Plan (PIP): For ordinary performance deficiencies, Vebnox provides a structured PIP process with written feedback, clear KPI expectations, and a reasonable improvement timeline before considering role reassignment or separation.
• Standing Together in Times of Need: Vebnox treats loyal, honest team members like family. In times of personal crisis or emergencies, the company will extend compassionate support, guidance, and assistance to protect its own.

10. Social Responsibility Policy

Minimum 10% of company resources and time dedicated to:

• Free student technical training and mentorship programs.
• Digital empowerment initiatives for small enterprises and artisans.
• Rural educational outreach and youth skill development.

11. Anti-Corruption & Anti-Bribery Policy

• Strict zero-tolerance policy against bribes, kickbacks, unauthorized commissions, or secret profits.
• Gifts from clients or vendors exceeding ₹500 must be disclosed to HR for recorded approval.

12. IT & Cybersecurity Policy

• All official workstations, servers, and software accounts must utilize multi-factor authentication (MFA) and strong passwords.
• Installation of unauthorized, pirated, or malicious software on company assets is strictly prohibited.
• Employees must promptly notify the IT team of any suspected security vulnerability, data anomaly, or phishing attempt.

13. Intellectual Property & Work Product Policy

• All source code, software architectures, UI/UX designs, algorithms, databases, content, and trade secrets developed during employment belong 100% exclusively to Vebnox as works made for hire.
• Employees and contractors assign all moral and intellectual property rights in work created during their tenure to Vebnox.
• Parallel freelance work or direct commercial activities in competing domains require prior written management approval.

14. Non-Disclosure Agreement (NDA) & Confidentiality

Confidentiality is a non-negotiable operational standard to protect client trust and proprietary systems.

• Comprehensive Protection: Technical architectures, client lists, pricing schedules, credentials, and business strategies must be held in absolute confidentiality.
• Survival Term: Confidentiality obligations survive for a period of five (5) years following the termination or exit of employment/contract.

15. Separation, Resignation & Disciplinary Termination Policy

Separation Categories:

• Planned Resignation: Regular full-time employees must submit a written resignation with a standard 30-day notice period. Interns must serve a 7-day notice period for exits in good standing. Notice buy-out or waiver is subject to management approval.
• Disciplinary Termination for Serious Misconduct: Disciplinary action up to immediate termination may be initiated for proven critical misconduct, including fraud, theft, data sabotage, unauthorized code disclosure, workplace violence, sexual harassment, or criminal activity.
• Full & Final Settlement (FFS): FFS calculations are processed within statutory timeframes following completion of handover formalities, asset return, and documentation. Earned wages are not unlawfully forfeited; lawful notice recoveries or verified damage adjustments are documented transparently on the settlement statement.

16. Grievance Redressal, POSH & Ethics Hotline

• POSH Compliance: Vebnox enforces strict compliance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013. Harassment of any nature is strictly prohibited.
• Internal Ethics Channel: Personnel may submit confidential grievances regarding harassment, workplace conflict, or payroll discrepancies to ethics@vebnox.com or the designated Grievance Committee.
• Fair Investigation: All complaints are investigated impartially, with formal findings and resolution communicated within seven (7) working days. Retaliation against complainants is strictly prohibited.

17. Sustainability & Green Operations Policy

• 100% paperless digital work environment. All documentation, agreements, and invoices are executed electronically.
• Preference for optimized, energy-efficient cloud architectures and sustainable infrastructure solutions.

18. Equal Opportunity & Non-Discrimination Policy

• Hiring, compensation, promotion, and professional development are determined strictly by skills, verifiable output, character, and loyalty.
• Zero discrimination on the basis of gender, caste, religion, disability, marital status, or region in compliance with Indian constitutional principles and the Code on Wages.

19. Client Engagement & Partner Policy

• Maintain honest, transparent, and documented communications with clients at all stages.
• Deliver realistic project commitments. Never over-promise and under-deliver.
• Safeguard all client APIs, server credentials, and proprietary databases under strict access-control protocols.

20. Project Scope & Change Request Policy

Governs all software, web design, and digital service proposals executed by Vebnox to prevent scope creep and secure business terms.

• Scope Defined: Features, screens, databases, integrations, and configurations are explicitly defined in the approved client Proposal.
• Scope Exclusions: Premium assets, third-party plugins, stock images, domain registration, external APIs (Stripe, Twilio), and cloud hosting budgets are strictly excluded unless explicitly listed in the proposal.
• Change Request: Any modifications, additions, logic alterations, or out-of-scope requests require a formal Change Request and separate billing.

21. Commercial Payment Schedules Policy

Standardized payment splits protect company cash flow and define delivery obligations under the Master Client Service Agreement (CSA).

• Projects Above ₹2,00,000 (2 Lakhs): Split is 50% Advance (to initiate work), 30% Milestone (after major demo), and 20% Final (due before final deployment/handover).
• Projects Under ₹2,00,000 (2 Lakhs): Split is 60% Advance (to initiate work), and 40% Final (due upon staging demo and before handover).
• Timeline Commencement: Estimated delivery timelines begin only after receipt of both the advance payment and all required client assets (logos, content, copy).
• Vebnox Delivery Commitment: If Vebnox fails to deliver the project on the agreed timeline, and such delay is solely Vebnox’s fault, Vebnox will provide one (1) month of complimentary care maintenance support.

22. Website Terms & Conditions (Public Platform Rules)

Governs the public usage of our website https://vebnox.com and its platforms, in compliance with Rule 3(1) of the Information Technology (Intermediaries guidelines) Rules, 2011.

• Electronic Record: This document is a computer-generated record under the IT Act 2000 and requires no physical signatures.
• User Requirements: Users agree to provide accurate information and must not misuse our services or copy our assets without written authorization.

23. Refund & Project Cancellation Policy

Establishes refund disclaimers and cancellation terms for digital solutions, software, retainers, and educational programs.

• Advance Payments are Non-Refundable: Advance fees (50% or 60%) immediately secure resource slots and infrastructure allocations, and are strictly non-refundable once work commences.
• Client Cancellation: If cancelled by the client, all funds paid are forfeited. If completed work exceeds payments made, Vebnox reserves the right to bill the client for the excess work completed. No source code or credentials will be transferred.
• Vebnox Cancellation Rights: Vebnox may cancel projects due to Client non-payment after the grace period, Client inactivity/silence for thirty (30) consecutive days, or unprofessional behavior/scope abuse. In these cases, Vebnox retains all funds and IP.
• Exceptional Refunds: If Vebnox fails to begin a project within 30 days of receiving all advance fees and necessary assets, a refund will be processed via Razorpay within 7-10 business days.

24. Invoices & Billing Terms

• Official Channels Only: Payments must be processed strictly through the official Vebnox Razorpay portal or company bank account. Transfers to personal UPI IDs or cash are not accepted.
• Grace Period: All invoices must be cleared by the due date. A strict grace period of five (5) calendar days is provided.
• Non-Payment Action: If payment is outstanding after the grace period, all active development, ad campaigns, and support plans will be paused immediately.
• Handover Prerequisite: Live server deployment, repository handovers, domain pointing, and credential transfers occur ONLY after 100% of outstanding invoices are cleared.

25. Estimates & Proposals Terms

• Estimates Non-Binding: Price estimates are for budgeting and discussion only, and do not constitute a binding legal contract. Final numbers may vary upon complete requirement analysis.
• Validity: All proposals and estimates are valid for thirty (30) days from the date of issue.

26. Web Design & Development Specifics

• UI Revisions: Standard proposals include one (1) free round of UI/UX revisions. Further revisions are billed separately.
• Google Maps Exclusion: Google Maps integration covers embedding an existing map via iframe or API only. It strictly excludes Google My Business (GMB) creation, optimization, verification, or local SEO setup.

27. Software & Application Development Specifics

• Beta Staging: Major software builds will be deployed on a Vebnox staging environment for client testing and beta demo reviews before final server transfer.
• Exclusions: Cost of servers, AWS/GCP resources, Twilio/SMS credits, payment gateway integrations, and developer accounts (Apple, Google Play) are the client’s sole financial responsibility.

28. Digital Marketing & SEO Services Specifics

• Ad Spend Strictly Excluded: All marketing agency retainer fees cover labor and management only. The client must add their own card and fund advertising budgets directly.
• Contract Term: A minimum initial term of three (3) months is required to build ad data and optimize search positioning. Afterward, the retainer rolls month-to-month.
• No Guarantees & Liability: Vebnox employs standard white-hat practices but does not guarantee specific ranking numbers, conversion rates, lead volumes, or ad account suspension liabilities on external platforms.
• Termination Notice: Termination requires a fifteen (15) day written notice prior to the start of the next monthly billing cycle.

29. Google My Business (GMB) Setup & Verification

• Verification Cooperation: GMB verification is managed strictly by Google. The client must cooperate with receiving postcards, phone calls, or completing video verifications as requested.
• Suspension Exclusions: Vebnox is not liable if Google suspends the GMB profile due to keyword stuffing by the client, fake addresses, or Google algorithm policy updates.
• Billing & Transfer: GMB setup is billed 100% in advance. Ownership will be transferred to the client’s Google account upon successful verification.

30. SaaS Products End User License Agreement (EULA)

• License: Non-exclusive, non-transferable, revocable license to access and use Vebnox SaaS tools according to subscription limits.
• Restrictions: No reverse engineering, decompiling, or attempting to extract the SaaS source code is permitted. Accounts violating these rules will be banned immediately.

31. Credit Note Terms

• No Cash Value: Credit notes cannot be exchanged for cash, wire transfers, or physical currency.
• Utilization: Credit balances can only be applied against future invoice payments, new projects, or care plans. They are non-transferable and expire ninety (90) days from issuance.

32. Maintenance Care Plans & Support SLA

• Complimentary Support: After live deployment, Vebnox provides a strict 15-day complimentary support period for bug fixes within the original scope.
• Annual Maintenance Contracts (AMC): Beyond the complimentary period, clients may select one of our structured care plans:

33. Policy Amendment & Prospective Application

• Vebnox reserves the right to amend, update, or revise these policies periodically to reflect operational requirements and evolving legal standards.
• Policy amendments are communicated through official internal channels and apply prospectively. No policy amendment shall operate retroactively to alter compensation already earned for past periods.

34. Company Governance & Administrative Authority

• Vebnox management exercises administrative authority to oversee operations, task approvals, project allocations, and workplace standards in accordance with contracts and applicable law.
• Management determinations are made fairly with documented operational records. Nothing in this clause prevents an individual from seeking internal grievance redressal or statutory review.

35. Legal Indemnity Clause

• Employees, interns, developers, clients, and partners agree to indemnify and hold Vebnox harmless against direct damages, claims, or penalties arising from their proven willful misconduct, gross negligence, intellectual property theft, or deliberate violation of applicable laws.

36. Digital Monitoring & Security Consent

• To ensure cyber safety, protect client intellectual property, and verify compliance, official communication tools, network logs, and company-issued assets are subject to standard organizational security monitoring.
• Use of company systems and networks constitutes consent to reasonable administrative and cybersecurity logging.

37. Governing Law & Jurisdiction

• These policies, contracts, and all associated operational matters shall be governed exclusively by the laws of the Republic of India.
• All legal proceedings, disputes, or arbitrations shall fall exclusively under the jurisdiction of the competent courts in Hyderabad, Rangareddy District, Telangana.