Workplace Policy

Effective Date: 17 August 2026
Applies To: All employees, team members, and personnel working with Vayu Ink

1. Purpose

This Workplace Policy establishes the standards, responsibilities, expectations, and procedures applicable to all personnel working with Vayu Ink.

Vayu Ink operates as a fully work-from-home organization. Accordingly, all personnel are expected to maintain professional standards, effective communication, confidentiality, productivity, and accountability while working remotely.

2. Scope

This policy applies to all employees, team members, and other personnel engaged by Vayu Ink, regardless of their role or the nature of their engagement, unless a separate written agreement provides otherwise.

3. Work-from-Home Arrangement

All work for Vayu Ink shall be performed remotely from the employee's approved work location.

Personnel are responsible for maintaining a suitable working environment that enables them to perform their duties effectively and professionally.

Employees must ensure that they have:

• A suitable workspace for performing their assigned duties.

• Reliable internet connectivity.

• A working computer or other required device.

• Access to required communication channels and software.

• A professional environment during working hours.

• Appropriate arrangements to protect confidential company and customer information.

Employees must promptly inform Vayu Ink if technical, connectivity, or other circumstances prevent them from performing their assigned work.

4. Working Hours

The standard working schedule of Vayu Ink is:

Monday to Sunday: 09:00 AM to 06:00 PM

Employees are expected to remain reasonably available and responsive during their assigned working hours.

Where an employee is unable to work during their scheduled hours, they must inform the appropriate Vayu Ink representative as soon as reasonably possible.

Working hours may be adjusted for particular roles, projects, or operational requirements where agreed by Vayu Ink.

5. Attendance and Availability

Employees are expected to:

• Begin work on time.

• Remain available during assigned working hours.

• Respond to work-related communications within a reasonable period.

• Attend scheduled meetings or calls.

• Complete assigned responsibilities within agreed deadlines.

• Inform Vayu Ink in advance whenever they expect to be unavailable.

• Communicate promptly when unexpected circumstances affect their availability.

Repeated unexplained absence, prolonged unavailability, or failure to communicate may be treated as a workplace performance or conduct issue.

6. Communication

Vayu Ink may use WhatsApp, email, and telephone calls for official workplace communication.

Employees must:

• Maintain access to their designated communication channels.

• Respond to important work-related communications promptly.

• Communicate clearly and professionally.

• Avoid unnecessary delays in responding to work-related matters.

• Keep relevant team members informed about important developments, delays, or problems.

• Use appropriate communication channels for confidential or sensitive information.

Telephone calls may be used when a matter requires immediate clarification or cannot reasonably be handled through written communication.

7. Professional Conduct

All personnel are expected to conduct themselves professionally while representing or working for Vayu Ink.

Employees must:

• Treat colleagues, authors, customers, vendors, and other persons professionally and respectfully.

• Perform their responsibilities honestly and diligently.

• Follow reasonable instructions from authorized Vayu Ink representatives.

• Avoid abusive, threatening, discriminatory, or inappropriate conduct.

• Maintain professional communication.

• Protect the reputation and interests of Vayu Ink.

• Avoid conduct that could reasonably damage the professional relationship between Vayu Ink and its authors, customers, or business partners.

8. Confidentiality

Employees may have access to confidential information belonging to Vayu Ink, its authors, customers, and business partners.

Confidential information may include, but is not limited to:

• Manuscripts and unpublished books.

• Author information.

• Customer information.

• Contact information.

• Payment and financial information.

• Publishing agreements and quotations.

• Internal business documents.

• Pricing and commercial information.

• Company processes and procedures.

• Login credentials and account information.

• Designs, files, documents, and other intellectual property.

• Any information that is not publicly available.

Employees must not disclose, copy, distribute, publish, sell, misuse, or otherwise provide confidential information to unauthorized persons.

Confidential information must only be accessed and used for legitimate Vayu Ink work.

These confidentiality obligations continue after an employee's employment or engagement with Vayu Ink ends.

9. Protection of Manuscripts and Author Materials

Because Vayu Ink provides publishing-related services, employees may receive unpublished manuscripts, book files, personal information, designs, and other materials from authors and customers.

Such materials must be handled carefully and must not be:

• Shared with unauthorized persons.

• Used for personal purposes.

• Published without authorization.

• Uploaded to unauthorized platforms.

• Copied for personal use.

• Distributed outside the authorized Vayu Ink workflow.

Employees must take reasonable measures to prevent unauthorized access, loss, alteration, or disclosure of such materials.

10. Use of Devices and Technology

Employees are responsible for maintaining the devices and internet connection required to perform their duties unless Vayu Ink has specifically provided equipment.

Company accounts, files, systems, and digital resources must be used primarily for authorized work purposes.

Employees must not:

• Share company account credentials with unauthorized persons.

• Allow unauthorized persons to access company files or accounts.

• Install unauthorized software where it creates a security risk.

• Use company information for personal benefit.

• Deliberately damage or misuse company systems or information.

Employees must promptly report suspected unauthorized access, loss of information, security incidents, or compromised credentials.

11. Data Protection and Privacy

Employees must handle personal and business information responsibly and in accordance with Vayu Ink's Privacy Policy and applicable law.

Personal information obtained through employment or work with Vayu Ink must not be used for purposes unrelated to authorized work.

Employees must take reasonable precautions when working from home, particularly when handling personal information, manuscripts, financial information, and other confidential materials.

12. Intellectual Property

Work, materials, designs, documents, content, files, or other intellectual property created by an employee specifically as part of their duties for Vayu Ink shall be handled in accordance with the applicable employment or engagement agreement and applicable law.

Employees must not use Vayu Ink's intellectual property for unauthorized personal or commercial purposes.

Employees must also respect the intellectual-property rights of authors, customers, and third parties.

13. Leave and Absence

Employees who require leave or are unable to work must inform Vayu Ink as early as reasonably possible.

Requests for planned leave should be made in advance and should include the expected period of absence.

In cases of sudden illness, emergency, technical failure, or other unforeseen circumstances, the employee must notify Vayu Ink as soon as reasonably possible.

Unapproved or unexplained absence may be considered a workplace conduct or performance issue.

14. Performance and Responsibilities

Employees are responsible for completing the duties assigned to them accurately and within agreed timelines.

Performance may be evaluated based on factors including:

• Quality of work.

• Timeliness.

• Reliability.

• Communication.

• Responsiveness.

• Professional conduct.

• Ability to follow instructions.

• Completion of assigned responsibilities.

• Compliance with Vayu Ink policies and procedures.

Employees are expected to communicate promptly when they identify a problem that may prevent them from meeting a deadline.

15. Work Monitoring and Accountability

Because Vayu Ink operates remotely, work progress may be monitored through assignments, deadlines, communication, deliverables, meetings, and other reasonable methods.

Monitoring is intended to ensure accountability, work quality, timely completion of responsibilities, and effective remote operations.

Employees are expected to provide reasonable updates regarding ongoing assignments when requested.

16. Respectful and Safe Workplace

Vayu Ink expects all personnel to maintain a professional and respectful working environment.

Harassment, bullying, intimidation, discrimination, threats, abusive behaviour, or other inappropriate conduct toward colleagues, authors, customers, or other persons connected with Vayu Ink is not acceptable.

Concerns regarding inappropriate workplace conduct should be reported to Vayu Ink through an appropriate official communication channel.

17. Conflicts of Interest

Employees must avoid situations in which their personal interests conflict, or appear to conflict, with their responsibilities to Vayu Ink.

Employees must disclose any significant conflict of interest to Vayu Ink.

Employees must not use confidential information, company resources, or their position with Vayu Ink for unauthorized personal gain.

18. Outside Work

Employees must ensure that outside employment, freelance work, business activities, or other engagements do not interfere with their responsibilities to Vayu Ink or involve misuse of Vayu Ink's confidential information, resources, intellectual property, or customer relationships.

Where an outside activity creates an actual or potential conflict of interest, the employee must disclose it to Vayu Ink.

19. Remote Workplace Security

Employees working from home are responsible for taking reasonable precautions to protect Vayu Ink information.

Employees should avoid allowing unauthorized persons to view confidential documents or access work devices while working.

Confidential documents should not be left openly accessible in shared spaces.

Work-related accounts should be protected using appropriate passwords and other available security measures.

20. Reporting Problems

Employees should promptly report:

• Security incidents.

• Unauthorized access.

• Loss of company or customer information.

• Loss or compromise of login credentials.

• Significant technical problems.

• Workplace misconduct.

• Conflicts of interest.

• Problems that may materially affect an assigned deadline or responsibility.

Early reporting allows Vayu Ink to take appropriate corrective action.

21. Disciplinary Action

Failure to comply with this Workplace Policy may result in appropriate disciplinary action depending on the nature and seriousness of the violation.

Possible actions may include:

1. Verbal or written warning.

2. Formal corrective action.

3. Suspension or restriction of work responsibilities.

4. Termination of employment or engagement.

5. Other action permitted under the applicable agreement and law.

Serious violations may result in immediate termination where appropriate.

22. Resignation, Termination, and Handover

Upon resignation or termination, employees must complete the required handover of their responsibilities, work files, documents, credentials, and other Vayu Ink property.

Employees must return or permanently relinquish access to company information and resources as instructed by Vayu Ink.

Confidentiality and intellectual-property obligations that are intended to continue after termination shall remain applicable.

23. Amendments to the Policy

Vayu Ink may amend, update, or replace this Workplace Policy when necessary to reflect changes in its operations, services, technology, legal requirements, or business practices.

Employees may be informed of material changes through the company's official communication channels.

24. Acceptance and Compliance

All personnel working with Vayu Ink are expected to read, understand, and comply with this Workplace Policy.

Working with Vayu Ink constitutes an expectation that personnel will follow applicable workplace rules, maintain professional standards, protect confidential information, and perform their responsibilities responsibly in the remote-work environment.

Vayu Ink
Shyam Nagar Colony, Lakhimpur, Uttar Pradesh – 262701
Email: contact@vayuink.in
Website: www.vayuink.in