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tags: company
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# Table of Contents
Actions To Prevent Discrimination
Attendance
Benefits
Corporate email
Discrimination
Dress code
Employee Code of Conduct
Equal Opportunity Employment
Expenses
Harassment and violence
Recruitment & Selection Process
Time Off Policy
20% Time

## Actions To Prevent Discrimination
To ensure that our conduct and processes are fair and lawful, we:

· Use inclusive language in job ads
· Set formal job-related criteria to hire, promote and reward team members
· Offer compensation and benefits according to position, seniority, qualifications and performance, not protected characteristics
· Accommodate people with disabilities
· Require managers to keep detailed records of their decisions concerning their team members and job candidates

We will investigate all claims discreetly. We will never disclose who made a complaint to anyone or give out information that may help others identify that person (e.g. which department or role they work in.) We should all strive to prevent and address discrimination. Be aware of your implicit biases and speak up whenever you or your colleagues are discriminated against. If you have any ideas on how we can ensure fairness and equality in our workplace, we are happy to hear them.

## Attendance
We expect you to be present during your scheduled working hours. If you face an emergency that prevents you from completing your job duties, please contact your manager as soon as possible. Repeated instances of failure to notify your manager of any absence will lead to discipline up to and including termination.
In order to track your working hours and to ensure accurate attendance, please utilize the Clockify tool: https://app.clockify.me/tracker
This policy applies to all full-time employees and contractors.

## Benefits
***Currently for Canadian Workers Only***

During your employment with the Company, and subject to the terms and conditions of the applicable plans, you will be eligible to participate in the Company’s standard employee benefits package, as amended from time to time. You will be eligible for benefits starting on your first day of work. The Company reserves the right to alter the benefits plan at such times as it deems appropriate. The Company’s sole obligation is to pay the required premium costs for these benefits. Any claim or dispute relating to a decision made by the group benefits insurer will be with and directed to the insurer only, and will not form the basis for any dispute or liability as between you and the Company.

## Corporate email
Email is essential to our work, and as such, we should use our company email in an appropriate manner. Hashcloak currently utilizes Protonmail as our corporate platform: https://proton.me/. Our general expectations no matter how you use your corporate email, we expect you to avoid:

· Signing up for illegal, unreliable, disreputable or suspect websites and services
· Sending unauthorized marketing content or emails
· Registering for a competitor’s services, unless authorized
· Sending insulting or discriminatory messages and content
· Spamming other people’s emails, including your coworkers

In general, use strong passwords and be vigilant in catching emails that carry malware or phishing attempts. If you are not sure that an email you received is safe, please reach out to your manager.

## Discrimination
Our anti-discrimination policy explains how we prevent discrimination and protect our employees, customers and stakeholders from offensive and harmful behaviours. This policy supports our overall commitment to create a safe and happy workplace for everyone.
*Please note: This policy is based on the laws that are applicable/enforced in Canada, and may vary by location.
Discrimination is any negative action or attitude directed toward someone because of protected characteristics, like race and gender. Other protected characteristics are:

· Age
· Religion
· Ethnicity / nationality
· Disability / medical history
· Marriage / civil partnership
· Pregnancy / maternity/ paternity
· Gender identity / sexual orientation

We recognize that sometimes discrimination is unintentional, as we may all have unconscious biases that could be difficult to identify and overcome. In case we conclude that an employee unconsciously discriminates, we will support them through training and counselling and implement processes that mitigate biases as we indicate in the next section. But, if this person shows unwillingness to change their behaviour, we may demote or terminate them.

## Dress code
Although we have a casual dress code of wear what is comfortable, an employee’s position may also dictate how they should dress. If you frequently meet with clients or prospects, please consider a more formal dress code.
· We expect you to be clean when coming to work and avoid wearing clothes that are unprofessional (e.g. clothes that depict explicit content, profanity, etc.)
· We also respect and permit grooming styles, clothing and accessories that are dictated by religious beliefs, ethnicity or disability.

## Employee Code of Conduct
As an employee, you are responsible for behaving appropriately while on the clock. We outline our expectations here. We can’t cover every single case of conduct, but we trust you to always use your best judgement. Please reach out to your manager if you face any issues or have any questions.

## Equal Opportunity Employment
Hashcloak is an equal opportunity employer. We don’t tolerate discrimination against protected characteristics (gender, age, sexual orientation, race, nationality, ethnicity, religion, disability, veteran status.) We want all employees to treat others with respect and professionalism. In practice, this means that we:
· Hire and promote people based on skills, experience or potential and try to reduce bias in every process (e.g. through structured interviews.)
· Make accommodations to help people with disabilities move about safely on our premises and use our products, services and equipment.
· Use inclusive, diversity-sensitive language in all official documents, signs and job ads.
Apart from those actions, we commit to penalizing every discriminatory, offensive or inappropriate behaviour. To do this properly, we ask you to report any discriminatory action against yourself or your colleagues to your manager. Our company will not retaliate against you if you file a complaint or discrimination lawsuit. Any employee who retaliates or discriminates will face disciplinary action.

## Expenses
Hashcloak reimburses employees for necessary expenditures and reasonable costs incurred in the course of doing their jobs. Employees are expected to make a reasonable effort to limit business expenses. The company expense policy can be viewed here:
https://hackmd.io/rthKwYk0T0yIfQnTnKL4QA?view

## Harassment and Violence
To promote an inclusive work environment, we expect everyone to treat others well and help them feel safe. Each of us should do our part to prevent harassment and workplace violence.

Workplace Harassment
Harassment is a broad term and may include seemingly harmless actions, like gossip. Here are some instances that we consider harassment:
· Sabotaging someone’s work on purpose
· Engaging in frequent or unwanted advances of any nature
· Commenting derogatorily on a person’s ethnic heritage or religious beliefs
· Starting or spreading rumors about a person’s personal life
· Ridiculing someone in front of others
Sexual harassment is illegal and we will seriously investigate relevant reports. If an employee is found guilty of sexual harassment, they will be terminated. If you feel as if you are being harassed, please escalate this immediately to your manager.
Workplace Violence
Violence in our workplace is a serious form of harassment. This includes, but is not limited to:

· Physical and sexual assault
· Destruction of property
· Threats to harm a person or property
· Verbal and psychological abuse

We want to avoid those incidents altogether, but we also want to be ready to respond if needed. For this reason, we ask you to report to your manager if you suspect or know that someone is being violent. Your report will be confidential and we will investigate the situation with discretion. We will treat employees who verbally threaten others as high risk and they will receive an appropriate penalty. If after a thorough investigation, it is found that an employee commits an act of violence, we will terminate that employee and possibly press criminal charges.

## Recruitment & Selection Process
Our hiring steps might vary across roles, but we always aim for a recruitment and selection process that is fair and effective in hiring great people. If you are hiring for an open role, you will likely go through these steps:
1. Identify the need for a new job opening
2. Decide whether to hire externally or internally
3. Review job descriptions and write a job ad
4. Get approval for your job ad.
5. Select appropriate sources (external or internal) to post your job opening
6. Review resumes in our company database/ATS
7. Source passive candidates
8. Shortlist applicants
9. Screen and interview candidates
10. Run background checks and check references
11. Select the most suitable candidate
12. Make an official offer

Steps may overlap, so skip steps when appropriate. Each member of a hiring team might have different responsibilities (e.g. recruiters source and hiring managers interview candidates.)
Throughout this process, we aim to keep candidates informed, communicate well with each other and give everyone an equal opportunity to work with us. Ask our recruiters for help whenever you need to enhance candidate experience or write an inclusive job description.

## Time Off Policy
Hashcloak recognizes the benefits of work-life balance. As such, we as a company are proud to offer an array of time-off options to best suit our staff. Workers can put these hours towards vacation, personal matters, volunteer work, health and wellness or all of these options. For the purpose of planning, we will recognize a calendar year as beginning January 1st, and ending December 31st.
* The time off policy can be viewed here: https://hackmd.io/oR0GBptVTKqlEwl3vQjwnA
* The Time Off Schedule can be viewed here: https://hackmd.io/Iq1u5XeERJ6hQ4mE7DpLzw

## 20% time
Hashcloak allows the opportunity for its employees to dedicate time in order to proactively create, cultivate and pursue innovative ideas of interest to them that have been approved by the company