Vaccine Policy

Effective Date: 17 August 2026
Applies To: All Vayu Ink employees and work-from-home staff

1. Purpose

Vayu Ink is committed to maintaining a safe and responsible working environment for its employees and work-from-home staff. This Vaccine Policy establishes vaccination requirements applicable to employees and sets out the procedures for vaccination records, exemptions, and non-compliance.

2. Scope

This policy applies to all employees and work-from-home staff engaged by Vayu Ink, regardless of their work location or employment arrangement.

The policy does not establish vaccination requirements for authors, customers, or other persons who are not employees or work-from-home staff of Vayu Ink.

3. Mandatory Vaccination Requirement

Vaccination is mandatory for all Vayu Ink employees and work-from-home staff.

Employees are expected to remain appropriately vaccinated and to maintain the vaccinations required under this policy.

The requirement applies to all vaccines applicable to the employee, including routine, recommended, or otherwise applicable vaccinations.

Employees are responsible for obtaining their required vaccinations at their own expense. Vayu Ink does not provide or reimburse vaccination costs unless it separately agrees to do so in writing.

4. Vaccination Records and Proof

Employees must provide valid vaccination records or other acceptable proof of vaccination when requested by Vayu Ink.

Proof may include an official vaccination certificate, vaccination record, medical record, or other documentation that reasonably establishes that the required vaccination has been received.

Employees must provide accurate and genuine documentation. False, altered, misleading, or fraudulent vaccination records may constitute a violation of this policy and may result in disciplinary action.

5. Vaccination Status

Employees must keep Vayu Ink informed of their vaccination status where such information is required for compliance with this policy.

Where an employee receives an applicable vaccination after initially providing their records, Vayu Ink may require updated documentation.

Employees must promptly notify Vayu Ink if their vaccination records or status materially change.

6. Medical and Other Valid Exemptions

Vayu Ink recognizes that there may be legitimate circumstances in which an employee cannot receive a particular vaccine.

An employee may request an exemption where there is a valid reason supported by appropriate documentation.

Valid exemptions may include a medically documented contraindication or another circumstance that Vayu Ink accepts as a legitimate basis for exemption.

Employees requesting an exemption must provide appropriate supporting proof when requested. Vayu Ink may review the documentation before approving or rejecting the exemption.

An exemption applies only to the vaccine or requirement for which the exemption has been granted unless Vayu Ink expressly determines otherwise.

7. Requests for Exemption

Employees seeking an exemption should inform Vayu Ink as soon as reasonably possible and provide the required supporting documentation.

Vayu Ink may request additional information reasonably necessary to assess the exemption.

Until an exemption is formally approved, the employee remains subject to the vaccination requirement.

8. Vaccination Refusal

An employee who refuses to comply with the mandatory vaccination requirement without an approved exemption will be considered non-compliant with this policy.

Vayu Ink may require the employee to explain the reason for non-compliance and may provide a reasonable opportunity to complete the required vaccination or submit a valid exemption request.

Continued refusal or failure to comply may result in disciplinary action, up to and including termination of employment, subject to applicable requirements and Vayu Ink's employment procedures.

9. False Information or Documentation

Employees must not provide false, incomplete, altered, or fraudulent vaccination information or documentation.

Any deliberate misrepresentation of vaccination status or submission of fraudulent documentation may be treated as serious misconduct and may result in disciplinary action.

10. Employee Responsibility

Each employee is responsible for:

• Understanding the vaccination requirements applicable to them.

• Obtaining required vaccinations at their own expense.

• Maintaining accurate vaccination records.

• Providing valid proof when requested.

• Informing Vayu Ink of relevant changes in vaccination status.

• Requesting an exemption promptly where a valid exemption applies.

• Providing truthful and accurate information and documentation.

11. Vayu Ink's Discretion

Vayu Ink may review and update this policy when necessary.

Vayu Ink may also request reasonable documentation or clarification to determine whether an employee has complied with the policy or qualifies for an exemption.

Any decision regarding an exemption or non-compliance will be communicated to the affected employee.

12. Compliance

Compliance with this policy is a condition of employment with Vayu Ink.

Employees are expected to comply with this policy in good faith and within the applicable timelines communicated by Vayu Ink.

Failure to comply without an approved exemption may lead to disciplinary action.

13. Policy Acknowledgement

By continuing employment with Vayu Ink, employees acknowledge that they have read and understood this Vaccine Policy and agree to comply with its requirements.

Vayu Ink reserves the right to request confirmation that an employee has received and understood this policy.

14. Policy Changes

Vayu Ink may amend, revise, suspend, or replace this policy when considered necessary.

Employees will be informed of material changes to the policy through the communication channels used by Vayu Ink.

Vayu Ink
Shyam Nagar Colony, Lakhimpur, Uttar Pradesh, 262701
Phone: 6392690953
Email: contact@vayuink.in