Employee Handbook

10081094 CANADA LTD o/a

Quantum Passivhaus

EMPLOYEE HANDBOOK

Employee Handbook Issues and Updates

Pages	Issue Number	Date
All	1	August 2025
50	2	September 2025
All	3	December 2025
Change Logo	4	December 2025
All	5	January 2026

Disclaimer

Please download and review the official Employee Handbook PDF for the complete and authoritative version of all Company policies.

100070-Employee Handbook-V.2026.pdf675.3 KB

The content presented below is a condensed reference version of the full handbook and is provided for convenience only. In the event of any discrepancy, omission, or inconsistency, the official PDF version shall prevail.

INTRODUCTION

WELCOME TO OUR TEAM

10081094 CANADA LTD o/a Quantum Passivhaus (“we” or the “Company”) would like to wish you every success during your employment whether you recently joined us, or you are an existing employee. We hope that your experience here will be positive and rewarding.

This Employee Handbook (“Handbook”) contains a summary of our workplace policies and procedures. This Handbook contains important information about working conditions in our Company. It also explains the standards and expectations all employees are expected to meet during their employment. Please review this Handbook in its entirety and ensure that you are familiar with its contents. Having a working knowledge of this document will greatly assist you in carrying out your day-to-day duties and responsibilities. Should you have any questions about the information contained in this Handbook, please do not hesitate to contact our management team.

Over time, and as the needs of our business change, our policies and procedures will have to be updated and revised. While we reserve the right to make changes to this Handbook without giving notice to you, we will try to communicate such amendments as soon as possible. Also, it may be necessary for us to modify this Handbook from time to time because of changes in law.

This Handbook shall be interpreted and applied in accordance with the Ontario Employment Standards Act, 2000, and the regulations as amended from time to time (collectively referred to as the “ESA” or the “Act”).

For further clarity, should any provision of this Handbook conflict with the provisions of the ESA, or any other applicable legislation, then the provisions of the ESA or other applicable legislation shall prevail.

Similarly, should the ESA, or any other applicable legislation, impose any requirement not included in this policy, or if the ESA, or any other applicable legislation, is amended so as to provide greater or lesser benefits, or impose greater or lesser obligations, than those set out in this Policy, then the provisions of the ESA, and all other applicable legislation shall prevail.

After you have read this Handbook in its entirety and have familiarized yourself with its contents, please sign the Employee Acknowledgement Form found at Schedule “A” of this document and submit it to management.

JOINING OUR COMPANY

OUR PHILOSOPHY

We are dedicated to creating a workplace that promotes both personal and professional growth. We believe in treating all employees with fairness and dignity.

To uphold these values, it is the shared responsibility of the Company and its employees to:

Foster open communication and collaboration.
Encourage and consider diverse perspectives while promoting participation in decisions that impact careers.
Support the personal and professional development of colleagues.
Strive to prevent workplace conflict and, when necessary, resolve disputes promptly and fairly.
Apply all policies and procedures consistently and equitably; and
Recognize and respect every employee’s right to fair and dignified treatment.

CODE OF CONDUCT

The Company strives to provide a welcoming and professional environment for its employees, clients and visitors. This policy sets out the employee responsibilities for ensuring that all employees and clients have high-quality experience.

Employees should treat clients with respect and professionalism.
Employees should avoid the use of vulgar or profane language, as well as excessive loudness.
Respect clients regardless of age, gender, race, national origin, sexual orientation, religion, socioeconomic status, body type, political affiliation, state of health or personal habits.
Employees should not spread gossip, rumors or engage in behavior that creates friction and threatens the well-being of other employees or clients.

AN EQUAL OPPORTUNITY EMPLOYER

We are an equal opportunity employer and employ personnel without regard to race, color, gender identity, gender expression, physical disability, mental disability, age, ancestry, place of origin, ethnic origin, citizenship, creed, sex, record of offences, marital status, family status or sexual orientation.

It is our policy to select the best qualified person for each position within our organization based on demonstrated ability, experience, training and potential. This policy applies to all our employment and personnel practices, including decisions regarding hiring, transfer, promotion, demotion and dismissal.

In addition, the Company pays compensation based on comparable value and does not discriminate in employment based on gender.

BACKGROUND CHECKS

The Company reserves the right to require applicants and employees to consent to background checks to ensure they possess the requisite skills and qualifications for their roles.

Background checks may include but are not limited to:

Criminal background and police checks
Credit checks
Academic and professional reference checks
Any other inquiries permitted or required by law

Existing employees may be required to undergo background checks in the event of employment changes, such as transfers, promotions, or modifications to job responsibilities.

All information provided to the Company must be complete and accurate. Any misrepresentation, falsification, or material omission may result in the withdrawal of a conditional job offer or disciplinary action, up to and including termination.

ORIENTATION

At the start of your employment with our Company, you will participate in an orientation session designed to introduce you to our workplace. During this session, you will receive an overview of our Company, including our mission, values, workplace expectations, and key policies. Essential information and administrative details will be provided to help you settle into your new role.

DRESS CODE AND HYGIENE POLICY

DRESS CODE

Overview
We recognize the diversity of our employees and will make reasonable efforts to accommodate requests for an exception to this policy, while having regard for our Company needs.

This policy does not provide an exhaustive list of acceptable or unacceptable dress and appearance standards. Employees are expected to exercise good judgment and adhere to the overall intention of maintaining a professional and presentable work environment.

Application
This policy applies to all employees as well as temporary agency workers, volunteers, students, trainees, and apprentices (if applicable). Failure to adhere to our standards of dress and appearance may result in discipline.

Any questions about appropriate clothing, appearance, or grooming should be addressed to an employee’s management. The management team is responsible for ensuring that this policy is followed.

Dress Code
The Company has established a casual dress code to allow employees to work comfortably and efficiently. The dress code for office staff is business casual. Shop employees are to wear company-branded shirts, safety boots and Personal Protective Equipment as required.

Employees may dress more casually on Fridays, but attire must be professional.

Examples of Unacceptable Attire include: inappropriate logos/slogans or attire with logos of other companies; ripped, torn or stained attire; open-toed shoes.

HYGIENE STATEMENT

Employees are expected to maintain high standards of personal hygiene and grooming to promote a professional and respectful workplace.

You should present a clean and well-groomed image.
All clothes must be of a clean and tidy appearance. Clothing should be ironed and contain no rips.
You must maintain high standards of personal hygiene; hair may be short or long but it must be well kept and hands and nails should be clean and tidy.
You should make all reasonable efforts to maintain cleanliness, including bathing or showering before coming to work. In addition, you should wear a deodorant or antiperspirant to help keep you fresh throughout the working day.
You should not wear excessive amounts of perfume or aftershave (unless advised by management), but it must be discreet and not overpowering.

HOURS OF WORK, OVERTIME, HOLIDAYS & VACATION

Our regular operating hours are typically as follows (except for holidays):

Monday: 8:00 AM - 5:00 PM
Tuesday: 8:00 AM - 5:00 PM
Wednesday: 8:00 AM - 5:00 PM
Thursday: 8:00 AM - 5:00 PM
Friday: 8:00 AM - 5:00 PM
Saturday: Closed
Sunday: Closed

Shifts may vary based on operational requirements. Any changes to hours of work will be communicated by management with advance notice or must be approved by the employee’s manager.

Rest Periods

In accordance with the ESA, the Company offers a 30-minute unpaid lunch break after five (5) consecutive hours of work. Management may determine employee lunch break’s schedule.

Work Shifts & Expectations

All employees are expected to work their assigned shifts. Additionally, employees may be required to work outside regular hours to meet the Company's operational needs and objectives.

Work Week & Hours Adjustments

The Company reserves the right to adjust the regular workweek and work hours based on operational requirements. We will provide as much advance notice as possible regarding any changes.

Where applicable under the ESA, the employee is required to take a 30-minute unpaid rest period after five (5) consecutive hours of work. The precise scheduling of rest periods will be determined by management and are subject to the needs of the Company. Breaks can be paid or unpaid at the employer’s discretion. If the Employer places restrictions on an employee’s activities during the break i.e. cannot leave the premises, the break must be paid.

OVERTIME

General

Unless ineligible under the ESA, employees may be entitled to overtime pay for working a certain number of hours in a week, as set out in the ESA. Furthermore, unless an employee’s contract of employment states otherwise, overtime pay will be paid at one and a half (1.5) times an employee’s regular rate of pay.

Employees must always receive prior written approval from their manager before working overtime. Employees who work overtime without the approval of management will be subjected to disciplinary action.

Abuse of the overtime policy is considered serious misconduct and will result in discipline up to and including dismissal.

MANAGERS

Managers and supervisors do not qualify for overtime. Even if they perform other kinds of tasks that are not managerial, they do not get overtime pay if these tasks are performed only on an irregular or exceptional basis.

“Banking” Overtime

If both an employee and the Company agree in writing using a TOIL form, an employee may receive paid time off instead of overtime pay. This is called “banked” time or “time off in lieu” (TOIL).

In Accordance with the ESA, time off in lieu is earned at the rate of one and a half (1.5) hours of paid time off work for each hour of overtime worked.

Paid time off must be taken within three (3) months of the end of the work week in which it was earned or, with the employee’s agreement, within twelve (12) months of that work week. However, any banked time must be taken on a date mutually agreed upon in advance by the Company and the employee.

TRAVEL

Business Travel

Business travel on a non-workday will be paid in accordance with the ESA. Travel time may be paid at a different rate of pay from the employee’s usual rate but will be at least the minimum wage under the ESA.

With the exception of travel to and from the regular place of work, if travel is part of the employee’s job or could be reasonably expected to occur while performing one’s duties, it is work time. Some travel, which may be exceptional to the employee’s normal duties, will be paid in accordance with the ESA.

If an employee is uncertain about the application of this policy, then they should consult with their manager immediately.

Travel to and from work

Travelling to and from work does not qualify as work time.

PUBLIC HOLIDAYS

The Company adheres to the public holiday provisions of the ESA, as amended from time to time, and will administer this policy in accordance with the requirements of the Act. Eligible employees are entitled to the following 9 public holidays stated in the ESA with pay:

New Year’s Day
Family Day
Good Friday
Victoria Day
Canada Day
Labour Day
Thanksgiving Day
Christmas Day
Boxing Day

As an added benefit employees are also entitled to Truth and Reconciliation Day, with the same holiday pay rules as set out below.

In addition, the Company reserves the right to close its office from Christmas to New Year’s Day. This policy will be reviewed annually and will depend on operational requirements. These non-statutory days off will have no impact on an employee’s vacation or lieu time. Employees are encouraged to use or save vacation time for this, otherwise the time off during the closure will be unpaid.

HOLIDAY PAY

Employees who qualify for public holiday pay under the ESA will receive holiday pay calculated in accordance with the Act.

If an employee agrees to work on a holiday in accordance with the Act, they shall be compensated in accordance with the Act.

In any event, this policy shall always be applied in accordance with the ESA and under no circumstances will an employee receive less than their full entitlements under the ESA, as amended from time to time.

VACATION

Vacation Time

All employees are required to take their vacation time in the calendar year in which the vacation time is earned.

Each employee’s vacation entitlement, and the method for determining that entitlement, will be specifically set out in the employee’s contract of employment. If not, it will be determined in accordance with the ESA.

You will be permitted to carry vacation time over to the first 10 months of the subsequent year when you obtain approval in writing from management. At no time will you receive less than your vacation entitlements under the ESA.

Scheduling Vacations

Employees are required to discuss vacation requests with their manager prior to submitting in BrightHR.

All vacation requests must be submitted through BrightHR. Access BrightHR via the mobile app, website, or by clicking HERE.

To request an absence, employees should:

Speak to their supervisor and follow up with a written request by email
Go to their BrightHR profile
Select "Request Time Off"
Complete the required form, choosing the absence type and date range
Add any necessary notes and submit the request

You will be notified once your request is approved or declined. Your booked vacation and remaining entitlement can be viewed on your BrightHR dashboard once the HR team updates your balances at regular intervals.

To support effective scheduling, employees must submit vacation requests with sufficient advance notice before the requested time off begins. Employees are expected to provide notice as early as possible.

Internal Notice Guidelines

All vacation requests must be submitted for approval with sufficient notice before the proposed vacation period starts.

All vacations must be approved by management in advance. While the Company will make every effort to accommodate employee vacation requests, the timing of an employee’s vacation is ultimately subject to management’s discretion and the Company's needs.

To ensure adequate planning, submit a vacation request as soon as possible, noting that the following minimum notice periods apply:

2 weeks’ notice for vacation periods up to 1 week
4 weeks’ notice for vacation periods longer than 1 week

Once vacation time is approved, the Company will make every effort to honor the approval. Furthermore, the Company reserves the right to withdraw approval for a vacation should Business circumstances require it. However, should that occur, we will make reasonable efforts to minimize any inconvenience or hardship to the employee. To meet Company needs during times of high demand, the Company has implemented or may implement vacation blackout periods, during which employees cannot take vacation time.

The Company reserves the right to have blackout periods based on operational requirements. The Company will advise employees of blackout periods with sufficient notice.

LEAVES OF ABSENCE

LEAVES OF ABSENCE

The ESA sets out several different statutory leaves of absence that can be taken by employees. The list below is not exhaustive; for a complete list and details regarding each leave, please consult the ESA.

REQUIRED NOTIFICATIONS

Employees must notify their manager in writing as soon as reasonably possible before taking any statutory leave of absence under the ESA, including:

Personal and Family-Related Leaves

Family Responsibility Leave
Bereavement Leave
Sick Leave
Family Caregiver Leave
Family Medical Leave
Critical Illness Leave

Parental and Child-Related Leaves

Pregnancy and Parental Leave
Child Death Leave
Crime-Related Child Disappearance Leave

Crisis and Emergency Leaves

Domestic or Sexual Violence Leave
Emergency Leave

Civic and Public Duty Leave

Jury Service
Reservist Leave
Organ Donor Leave

Employees must submit Statutory Leave of Absence Form when requesting a leave, or as soon as reasonably possible.

If an employee must begin their leave before notifying management, they must inform their manager as soon as possible. In some cases, employees may be required to provide reasonable evidence of their eligibility for the leave.

EFFECT OF A LEAVE

The purpose, length, and eligibility for each leave may vary. Employees may be entitled to more than one leave for the same event, and each leave is separate from others. Employees should refer to the ESA for further clarification on leave entitlements.

During a statutory leave, the terms of employment will remain the same unless otherwise specified by law. The Company will continue to pay its share of premiums for benefits available before the leave. However, if an employee elects not to participate in any applicable benefit plans during the leave, the Company will suspend its contributions for the duration of the leave.

Other Leaves of Absence

The Company recognizes that employees may require leave for reasons not covered by statutory entitlements. Requests for non-statutory leaves will be reviewed on a case-by-case basis.

In assessing non-statutory leave requests, the Company will consider factors including:

Previous leave requests
Availability of replacement staff
Timing and duration of the request
Reason for the leave

Requests for non-statutory leave will generally be considered unpaid and without continuation of benefits unless otherwise agreed upon or required by law.

Employees must give their manager at least 30 days’ notice to request non-statutory leave. If the employee must begin the leave before giving advance notice, they should notify their manager as soon as possible.

ATTENDANCE POLICY AND SCHEDULING

Employees are required to report to work in accordance with their approved schedules. This includes maintaining regular attendance and arriving to work for their scheduled start time.

CALL IN PROCEDURES

Absence Reporting

In the event of an absence, employees are required to call/text/email to report the absence to their manager at least as much notice as possible with the expectation of at least one (1) hour before their scheduled start time. If an absence can be scheduled in advance, an employee is required to do so in writing to their manager.

Emergency Absence Reporting

In cases of emergency, such as hospitalization, where an employee cannot report their absence directly, they may have a family member or friend notify their manager at the first available opportunity.

Late Arrival

If an employee is running late, they must notify their manager as soon as possible via call/text/email, stating the reason for the delay and their estimated arrival time.

Leaving Work Early

Employees must inform their manager immediately if they need to leave work early. Subject to manager approval, the employee will be expected to make up the lost time during the same work week.

Scheduled Late Arrivals or Early Departures

When late arrivals or early departures can be scheduled in advance, employees must submit the request in writing to their manager for approval.

MEDICAL DOCUMENTATION

Employees may be required to provide medical documentation (at the employee’s expense) after taking three (3) sick days within a calendar year.

CULPABLE ABSENTEEISM

An employee may be disciplined up to and including dismissal for culpable absenteeism. Culpable absenteeism refers to absences that are “blameworthy” in the sense that they involve the unjustified withdrawal of services by an employee – for example, failing to show up for work on time or failing to request and/or report an absence in accordance with this policy.

ABSENCES FOR APPOINTMENTS

All appointments (e.g. doctor/dentist appointment, etc.) are encouraged to be scheduled outside of normal working hours. However, the Company recognizes that this is not always feasible. Requests for time off for appointments will be accessed on a case-by-case basis. Time off for appointments that can only be scheduled during working hours must be approved by the employee’s manager.

TIMEKEEPING POLICY (BUILDERTREND SYSTEM)

OVERVIEW

The Company requires employees to record their daily hours using BuilderTrend. The Timekeeping Policy (the “Policy”) sets out the guidelines for recording hours worked. All employees must follow this policy when recording their time.

SCOPE

This Policy applies to all employees of the Company.

EMPLOYEE RESPONSIBILITIES

Employees must clock in and out using BuilderTrend for the following instances:

At the beginning of each shift
At the beginning and end of all unpaid meal breaks
When leaving the premises for personal matters
When transferring between job sites at the end of each shift

In addition, Employees must adjust their hour recording to reflect the following:

At a change in project (job) even if the activity is the same
At a change in activity (code code) even if the job is the same.

Employees must review their entries for accuracy.

RECORDING HOURS IN BUILDERTREND

There are two ways of recording hours in Buildertrend. The Time Clock “clock in-clock out” method requires the user to actively note changes in activity as they occur.
The 2nd method “Record Shifts” allows one to enter shifts at a later time, or to adjust or modify hours that were previously entered using the “clock in-clock out”.
In either method -hours are due the same day they are incurred. Clock in- clock out is the best way to ensure one tracks work as it happens.
In either method - successfully recording your hours requires recording: when you start and stop each activities including a change in project “job” and or, task “cost code” and includes Notes describing the activity in your own words.
Recording project, task and notes is very important- finance relies on accurate and live-time reporting for timely project billing.

CLOCKING IN AND OUT (TIME CLOCK)

Employees must clock in and out through the BuilderTrend phone app or desktop system. GPS or geo-fencing may be used to confirm job site locations.
The Company maintains all required records of working hours, including start and end times, daily and weekly hours, overtime, and unpaid breaks.
BuilderTrend is the official record, and these requirements cannot be waived.

RECORDING ACTIVITY (PROJECT OR TASK) CHANGES

The Company maintains all required records of working hours including what project and activity (with notes) and assigns them to projects including billable projects.
Accurate reporting by employees in BuilderTrend is essential for our company to provide reliable, accurate and transparent billing and reporting to clients and others.
When there is no location change the “Switch job” button on the Time Clock may be used to record a change in job or activity.
However, a location change requires clocking out.
See Job Site Transfers.

RECORDING JOB SITES TRANSFERS

If an employee moves between job sites during the day, they must clock out of the time recording and then clock back in to record travel time.
At the end of travel time, they must clock out of travel time and clock back in to start recording time/job and cost code at the new location.
To record travel time - the employee will use the project that is the reason for travel and the cost code “travel” In Notes at clock in they will Identify the vehicle, starting km and reason for travel.
When travel is complete, the employee will record the ‘end km’ in Notes at clock out. Once clocked out of travel, at the new work site, employees will “lock in” to start the new project (job) and activity (cost code) that applies at this new site.

MEAL BREAKS

Employees must record the start and end of this break in BuilderTrend. In Time Clock there is an “Take Break” button to record this.

TRAVEL AND COMMUTE TIME

Time spent commuting between an employee’s home and their regular, usual workplace is generally not considered work time, and therefore is not paid.
However, travel time will count as paid work time when any of the following conditions apply:

The employee is required to travel to a different work location (e.g., a different job site, client site, building show, etc.) instead of their usual workplace;
The employee is required to transport staff or supplies, or use a company- provided vehicle for any reason related to work; or
The employer otherwise directs or requires the travel during the course of a workday.

Employees are to ensure that travel time that qualifies under these conditions is recorded by ‘clocking in’ at the start of travel (enter job, cost code “travel” ) adding to notes: vehicle, # km start, reason for travel, and, by “clocking out” with a note of # km at end of travel

The Company will ensure that travel time that qualifies under these conditions is recorded and compensated in accordance with the ESA.

FAILING TO CLOCK IN AND OUT

If an employee forgets or is otherwise unable to clock in or clock out, they must immediately contact their manager to inform them of the hours worked.

The manager will manually adjust the record if necessary.

Repeated missed or inaccurate entries may result in disciplinary action.

TIME CLOCK ISSUES

If employees notice any issues with the BuilderTrend app, including malfunctioning QR codes or location tracking, they must report the issue to their manager immediately.

ESA COMPLIANCE REQUIREMENTS

The Company is required to maintain accurate records of:

Daily and weekly hours worked
Overtime hours (after 44 hours per week unless a valid averaging agreement exists)
Overtime hours in the context of valid averaging agreements (where they exist)
Start and end times of each work period
Unpaid meal breaks

All time worked — including qualifying travel time — must be recorded in BuilderTrend.

CONTRAVENTIONS OF THE POLICY

The following are examples of contraventions of the Policy:

Misuse of the BuilderTrend system (e.g., clocking in or out for another employee)
Falsifying time records within the BuilderTrend system
Excessive failure to clock in or clock out
Deliberately manipulating the clock-in/out times
Tampering with GPS or other tracking features
Working without recording time

Any misuse of the BuilderTrend system, including clocking in for another employee, will result in disciplinary action, up to and including dismissal.

REVIEW OF THE POLICY

This Policy will be reviewed periodically and may be amended based on the needs and experiences of the Company.

DISCIPLINE POLICY

The Company is committed to fair and constructive treatment of unacceptable work performance. The following progressive discipline process will, where appropriate, be carried out with the intent of improving employee behavior and/or performance.

The purpose of this policy is to:

Deal with allegations of misconduct fairly.
Encourage employee improvement through continuing education and supervision.
Ensure that discipline is proportionate to the seriousness of the misconduct.
Reserve the Company’ right to terminate employment immediately where misconduct is severe and incompatible with continued employment.
Ensure disciplinary measures are consistent with the Company’ obligations under the ESA.

This policy applies to all employees. It does not apply to independent contractors/consultants.

All incidents or allegations of misconduct will be investigated before the Company proceeds with disciplinary measures. The depth of investigation required will depend on the nature of an incident or allegations and will vary case to case.

IDENTIFICATION OF PERFORMANCE ISSUES

The employee’s manager is responsible for promptly identifying and responding to any unsatisfactory conduct or performance by the employee. Before initiating our progressive discipline process, the manager shall first communicate our expectations to the employee both verbally and in writing so that the employee is fully aware of the standards expected of him or her and that failure to comply with those standards will result in discipline.

The Company may place an employee on a performance improvement plan at any time, including before or during the four-step progressive discipline policy as detailed below.

PROGRESSIVE DISCIPLINE

If the employee’s performance continues to fall short of acceptable standards or if the employee commits a serious initial act of misconduct, such as violating the rules set out in this policy, the employee’s manager shall initiate the progressive discipline policy, which involves a verbal warning, a written warning, a final written warning, and a dismissal if management deems appropriate.

Each stage of progressive discipline has the aim of impressing on the employee the seriousness of misconduct, communicating expectations regarding future conduct, and offering the employee an opportunity to improve.

The Company, in its sole discretion, reserves the right to bypass any and all of the below progressive discipline steps as deemed appropriate. The Company will assess all employee performance and behavior-based issues on a case-by-case basis and may treat each issue differently in accordance with the severity and/or frequency of the issue.

Step One: Verbal Warning

The employee’s manager shall meet privately with the employee to discuss their performance issues and warn the employee that failure to correct their conduct could lead to further discipline up to and including termination of employment. A note regarding the details of the verbal warning will be placed in the employee’s personal file. The manager shall discuss with the employee ways to bring about improvements in the employee’s performance.

If the Company determines that it is appropriate, the employee will be placed on a performance improvement plan with the aim of helping the employee correct their behaviour and improve their work performance.

Step Two: Written Warning

If an employee’s performance does not improve following Step 1, then the employee shall receive a written warning that their continued misconduct could lead to further disciplinary action up to and including termination of employment. If so, a formal disciplinary letter will be given to the employee and placed in their personnel file. This letter will detail the employee’s misconduct, expectation for improvement, and the consequences of further misconduct, including termination. The employee’s manager will again discuss with the employee ways to bring about improvements in the employee’s performance.

If the Company determines that it is appropriate, the employee will be placed on a new or updated performance improvement plan with the aim of helping the employee correct their behaviour and improve their work performance.

Step Three: Final Written Warning

The final written warning is the last time the employee will be issued a warning before the Company proceeds with terminating the employee.

During this step, the Company will require the employee to provide an explanation as to why their performance continues to suffer so the Company has a final chance to work with the employee before they are terminated. Similar to the previous steps, the employee’s manager will discuss with the employee ways to bring about improvements in the employee’s performance.

Step Four: Termination

If the employee’s misconduct continues after Step 3, then the employee will be terminated.

EXCEPTION FOR SERIOUS MISCONDUCT

The Company reserves the right to bypass any or all steps in the progressive discipline process and proceed directly to termination if an employee engages in serious and willful misconduct, including but not limited to:

Theft or fraud
Breach of confidentiality
Workplace violence
Discrimination or harassment

Each disciplinary case will be assessed individually, considering the nature and severity of the misconduct.

ANTI-DISCRIMINATION AND ANTI-HARASSMENT POLICY

ORGANIZATIONAL COMMITMENT

The Company is committed to providing an environment free of discrimination and harassment, in which all individuals are treated with respect, dignity and have equal opportunities.

Under the Ontario Human Rights Code, every person has the right to freedom from harassment and discrimination in employment.

Harassment and discrimination will not be tolerated, condoned, or ignored. If a claim of harassment or discrimination is proven, disciplinary measures will be applied against the offending employee(s), up to and including dismissal.

OBJECTIVES

The objectives of this policy are to:

Ensure that all staff and clients are aware that harassment and discrimination are unacceptable practices and are incompatible with our standards, as well as being a violation of the law;
Set out the types of behaviour that may be considered offensive and are prohibited by this policy; and,
Promote appropriate standards of conduct at all times.

APPLICATION

The right to freedom from discrimination and harassment extends to all employees, including full-time, part-time, temporary and contract staff, as well as volunteers, co-op students, interns and apprentices.

It is also unacceptable for members of staff or contractors working on our behalf to engage in harassment or discrimination when dealing with clients, or with others with whom they have professional dealings, such as suppliers, service providers and potential clients.

This policy applies to every level of our organization and to every aspect of the workplace environment and employment relationship, including recruitment, selection, promotion, transfers, training, salaries, benefits, and termination. It also covers rates of pay, overtime, hours of work, holidays, discipline, and performance evaluations.

Furthermore, this policy applies to events that occur outside of the physical workplace, such as during Company trips and company parties.

Any violation of this policy or its related procedures may result in disciplinary action, up to and including termination of employment, in accordance with the Company’s discipline policy.

PROTECTED GROUNDS

This policy prohibits discrimination or harassment based on the protected grounds listed in the Ontario Human Rights Code, and any combination of such grounds.

DEFINITIONS OF PROHIBITED BEHAVIOUR

For the purposes of this policy:

“Discrimination” means any form of unequal treatment based on a protected ground, whether imposing extra burdens or denying benefits. It may be intentional or unintentional. It may involve direct actions that are discriminatory on their face, or it may involve rules, practices or procedures that appear neutral, but have the effect of disadvantaging certain groups of people.
“Harassment” means a course of vexatious comments or actions that are known, or ought to reasonably to be known, to be unwelcome. It can involve words or actions that are known or should be known to be offensive, embarrassing, humiliating, demeaning, or unwelcome. Prohibited harassment is not necessarily based on any prohibited grounds.
“Sexual Harassment” means:
o engaging in a course of vexatious comment or conduct against a worker in a workplace because of sex, sexual orientation, gender identity or gender expression, where the course of comment or conduct is known or ought reasonably to be known to be unwelcome; and/or
o making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit or advancement to the worker and the person knows or ought reasonably to know that the solicitation or advance is unwelcome.

Examples of Prohibited Behaviour

Examples of the type of behaviour prohibited by this policy include but are not limited to:

Any form of sexual harassment, including touching, petting, pinching, kissing, unwelcome sexual flirtations, advances, requests, or invitations, leering or other suggestive gestures;
The display of visual sexual material that is offensive, or which one ought to know, is offensive;
Bullying;
Demeaning and/or belittling comments;
Nicknames, remarks, jokes or innuendos related to a protected ground;
Obscene remarks or gestures;
Display or circulation of offensive pictures, graffiti or materials, whether in print form or via e-mail or other electronic means;
Singling out an individual for humiliating or demeaning teasing or jokes because they are a member of a protected group;
Comments ridiculing an individual because of characteristics that are related to a protected ground; and,
Creating a poisoned work environment through comments or conduct. The comments or conduct may not be directed at a specific individual, and may be from any individual, regardless of position or status. A single comment or action, if sufficiently serious may create a poisoned environment.
Derogatory statements or sexually suggestive postings through the use any of information or communication technology, or online media including, but not limited to social media platforms such as Facebook, Microsoft Teams, X (also formerly known as Twitter), Instagram, TikTok, Snapchat, etc.).

What isn’t Workplace Harassment or Discrimination?

Reasonable action or conduct by a manager or employee that is part of his/her normal work function will not normally be considered harassing or discriminatory. This is the case even if there are sometimes unpleasant consequences for an employee. Examples include:

Changes in work assignments;
Scheduling;
Job assessment and evaluation;
Workplace inspections;
Implementation and enforcement of dress codes; and,
Counselling/disciplinary action.

Differences of opinion or minor disagreements between co-workers will also generally not be considered workplace harassment.

ROLES AND RESPONSIBILITIES

All employees are expected to uphold and abide by this policy, by refraining from any form of harassment or discrimination, and by cooperating fully in any investigation of a harassment or discrimination complaint.

Managers have the additional responsibility to act immediately on observations or allegations of harassment or discrimination. Managers are responsible for creating and maintaining a harassment and discrimination-free organization and should address potential problems before they become serious.

Any employee who believes they have been subjected to workplace discrimination or harassment should report the matter to their manager for investigation in accordance with the procedures set out below. If an employee’s manager is alleged to have engaged in workplace discrimination or harassment, the employee may report such matters to the next level of management.

COMPLAINTS PROCEDURE STEP ONE: REPORTING

A report should include details about the alleged incident(s), including the date(s), time(s) and location(s), what happened, who was involved and the names of any witnesses.

If an emergency exists and the situation is one of immediate danger, then it should be immediately reported to the police by dialing “9-1-1” as soon as it is safe to do so. A person in a situation of immediate danger must at the same time take whatever steps are necessary to ensure their own safety and to protect themselves against harm or injury. Once an employee is safe, then he or she can then report the matter to management.

A manager in receipt of any report or complaint by an employee of workplace discrimination or harassment, or who otherwise becomes aware of any allegation of workplace discrimination or harassment, shall immediately notify the complaints officer.

STEP TWO: WORKPLACE INVESTIGATION

The investigator, upon receipt of a complaint or allegation of workplace discrimination or harassment, shall conduct a prompt, thorough and confidential investigation into the allegation or complaint.

The Company will also conduct an investigation if it indirectly becomes aware of an incident of workplace harassment or discriminatory conduct, such as where an employee witnesses an incident of workplace harassment or discrimination or learns about it from a third party.

The Company may, at its discretion or where required, utilize the services of a third-party investigator, outside legal counsel, or such other external expertise as necessary in the circumstances.

Under no circumstances will a complaint or allegation be investigated by the individual who is the alleged harasser or by the individual who is alleged to have engaged in discriminatory conduct. Furthermore, under no circumstances will a complaint be investigated by an individual who is under the direct control of the alleged harasser or by an individual who is alleged to have engaged in discriminatory conduct.

The investigation procedure is as follows:

Interview with the complainant: The investigator will interview the complainant concerning the facts underlying their allegation(s).
Interview with the respondent: The investigator will interview the employee accused of committing the workplace discrimination or harassment. The employee will be asked for their response to the allegation(s) being made and for their side of the story.
Interviews with witnesses and other individuals: The investigator will then interview any other employees or individuals who may have witnessed the incidents of alleged workplace discrimination or harassment, or who may otherwise be able to provide information relevant to the investigation.
Records: The investigation will be documented, and the record will consist of, among other things, detailed notes of all interviews with employees and witnesses and all other information relevant to the investigation.
Report: The results of the investigation will be reported, in writing, to management. The results will include an assessment of the validity of the complaint.

STEP THREE: ACTION

The results of an investigation must be communicated in writing to the worker(s) who has/have claimed the alleged harassment or discrimination and to the alleged harasser, if he or she is a worker of the employer. Where an investigation results in disciplinary action, the complainant(s) and the respondent(s) will be informed in writing. If the investigation does not corroborate the complaint(s), then the complainant(s) and the respondent(s) will be advised in writing and the matter will be closed. It is important to note that the results of the investigation are not the same as the investigation report. The results of the investigation are a summary of the findings of the investigation.

If the investigation corroborates the complaint(s) to the satisfaction of the Company, then the Company will, among other things, take appropriate disciplinary action against the offending employee(s), and any other measures it deems necessary to properly address the incident and prevent future incidences of workplace discrimination and harassment. The nature and extent of any disciplinary or remedial action will be determined by the Company in its sole discretion and may include dismissal of the offending employee(s) for cause. The Company may require that a worker participate in an anger management program or other form of counselling, either voluntarily or as a condition of continued employment.

PROTECTION FROM RETALIATION

No retaliation or reprisals will be undertaken or tolerated against any employee who, in good faith, complains of, reports or participates in the investigation of any allegations of workplace discrimination or harassment.

EMPLOYEE COOPERATION

If it is necessary for the purposes of completing, carrying out or protecting the integrity of an investigation, or if it is necessary to maintain a work environment that is safe and free of harassment and discrimination, the Company may require an employee to remain out of the workplace while an investigation is being conducted.

The participation and cooperation of all employees is critical to the development and implementation of this policy. The refusal or failure of any employee to cooperate with the Company is a serious form of misconduct for which an employee may be disciplined up to and including dismissal.

CONFIDENTIALITY

The Company recognizes the difficulty of coming forward with a complaint of workplace discrimination or harassment and a complainant’s interest in keeping the matter confidential. To protect the interests of the complainant, the respondent, persons who may report incidents of workplace harassment and the integrity of the process, confidentiality will be maintained throughout the process and information relating to the complaint will be disclosed only to the extent necessary for the purposes of investigating or taking corrective action with respect to the incident or complaint or is otherwise required by law.

All individuals involved in a workplace investigation are expected to keep the substance of the investigation strictly confidential. Unless otherwise set out in this policy, all records of complaints, including records of meetings, interviews, results of investigations and other relevant material, will be maintained in a confidential file and will be disclosed only to the extent necessary to carry out these procedures and where disclosure is required by law.

All such records will be retained in accordance with our privacy policy and procedures.

POLICY REVIEW

This policy shall be monitored on an ongoing basis and shall be reviewed annually.

ACCOMMODATION POLICY

The Company is committed to its duty to accommodate an employee and to actively engage in the accommodation process with employees, their healthcare providers, and, where applicable, their representatives.

This policy covers all employees of the Company requiring short or long-term accommodation because of any injuries, disabilities, or illness originating on or off the job, or any other protected need or rights under applicable human rights legislation.

The process described in this policy applies when accommodation is requested and documented by an employee, by a qualified medical care provider or physician on behalf of an employee, or objectively determined and documented by management.

ACCOMMODATION PROCESS

The accommodation process involves a systematic and in-depth review of the job requirements and the limitations or performance problems the accommodation needs creates.

The purpose of this review is to identify changes or modifications that may allow the employee to perform the essential job duties free from workplace obstacles.

Accommodation is a shared responsibility between employees requesting accommodation and the Company.

A review to determine the feasibility, type and duration of accommodation involves an interactive process and dialogue that should involve at a minimum the employee requesting the accommodation and local management. Depending on the circumstances, the Company may also mandate a third party to help with the assessment of the available positions and determining the possible accommodations.

Each request for accommodation will be assessed on a case by case basis, considering, among other things, the employee’s particular situation and the potential impact of the requested accommodation on the Company. This process may take several discussions to determine the feasibility, type and duration of accommodation. Other factors, including the employee’s ability to perform the essential functions of his or her role with the accommodation and the reasonableness of the accommodation, will be considered.

If the Company determines that it cannot reasonably accommodate the employee’s request, the employee’s continued employment with the Company will be assessed based on applicable employment laws and regulations, the Company’s policies and procedures, and any collective bargaining agreements. During continued employment, the Company will continue the interactive process towards identifying accommodation(s) that meets the needs of the employee and does not create an undue hardship on the Company.

The Company may require an employee to provide medical documentation supporting the requested accommodation. Acceptable documentation will clearly include the employee’s specific functional limitations, the prognosis for recovery and the anticipated length of time the accommodation will be required. Vague or generic statements in documents are not acceptable. Examples of unacceptable statement include: “light duty”, “cannot work full time”, or “can only be assigned to [particular piece of equipment or task]”. If an employee refuses to provide this supporting documentation, the employee may not be entitled to reasonable accommodation.

The Company has the right to retain and use a medical professional of its choice to review and advise it on accommodation matters and to review relevant documentation and the employee has the obligation to cooperate with this process.

OUR RESPONSIBILITIES

The Company is responsible for:

providing information to employees about accommodation and return-to-work assistance;
identifying and eliminating barriers that may prevent an employee from performing his or her job;
managing employee requests for accommodation in a timely, confidential and sensitive manner;
ensuring that appropriate individuals are involved in the accommodation process;
informing individuals as to what information and documentation they need to provide to facilitate the accommodation process; and,
initiating discussions about accommodations with employees or job applicants where appropriate.

EMPLOYEE RESPONSIBILITIES

Employees are responsible for:

making their accommodation needs known to management;
helping to identify potential accommodation options;
providing information and documentation in support of their request for accommodation;
accepting the accommodation solution that meets their needs, even if it is not their preferred accommodation option; and,
informing the Company of any changes to their needs to allow it to properly assess and revise any accommodation, if required.

DRUG AND ALCOHOL POLICY

GENERAL

Employees are strictly prohibited from reporting to work and engaging in work while impaired by drugs, alcohol or other substances (including cannabis) which may cause impairment.

The use, possession, transfer, or sale of any illegal substance on our premises or in any parking lot or work site is strictly prohibited.

However, if any employee requires accommodation due to a disability (such as substance abuse issues) or as a result of being prescribed medically required drugs (including cannabis), the worker should immediately report his or her condition to management in confidence.

DEFINITIONS

“Impairment” or “being impaired” means that an employee’s normal physical or mental abilities, or faculties, while at work have been detrimentally affected by the use of substances (legal or illegal, including cannabis) as determined by the Company in its sole discretion. Without limiting the generality of the foregoing, “impairment” includes the inability to perform work duties safely, competently, or efficiently.

APPLICATION

Employees must be fit for work at all times, without becoming unfit due to drug or alcohol use. An employee must not attend work or perform work while unfit due to drug or alcohol use.

Any employee who reports for work impaired will not be allowed to work and any worker who is found to be impaired while working will not be allowed to continue working. Employees must not use drugs or alcohol during work hours or during breaks from work. If, in the opinion of management, the employee is considered impaired, the employee shall be sent home by taxi or another safe means of transportation. An impaired employee shall not be allowed to drive under any circumstances.

Subject to any overriding obligations at law (such as a duty to accommodate a disability), any employee who violates this policy by either reporting to work impaired, becoming impaired at work or working while impaired is guilty of serious workplace misconduct and can be subject to severe disciplinary action including immediate dismissal for cause.

The Company recognizes that an addiction to drugs, alcohol, or other illegal substances can qualify as a “disability” for purposes of human rights legislation and will accommodate any disability up to the point of undue hardship.

SMOKE-FREE WORKPLACE POLICY

GENERAL

The Company is committed to creating a safe, healthy, and comfortable workplace for all its employees and visitors. The Smoke-Free Workplace Policy (the “Policy”) sets out the Company’ prohibition on smoking in the workplace and assists the Company in complying with the Smoke-Free Ontario Act, 2017.

SCOPE

This Policy applies to all employees of the Company.

DEFINITIONS

For the purposes of this policy,

“Smoking” means:
o Inhaling and exhaling or holding lighted tobacco or cannabis (medical or recreational); and
o Inhaling and exhaling the vapor produced by an electronic cigarette or similar device, whether or not the vapour contains nicotine.
“Workplace” includes but is not limited to:
o All company-controlled premises, including but not limited to offices, meeting rooms, waiting rooms, washrooms, lounges, dining rooms, and immediate surrounding areas; and,
o All non-company-controlled premises where an employee is performing work for, and on behalf of, the Company.

POLICY STATEMENT

Smoking in the workplace is strictly prohibited. All employees and visitors must comply with and support the Policy.

CONTRAVENTIONS OF THE POLICY

Repeated contraventions of the Policy may lead to disciplinary action up to and including dismissal.

COMPANY AND IT EQUIPMENT POLICY

PURPOSE

The Company provides employees with the necessary equipment, including Information Technology (IT) equipment, to perform their job duties effectively. This Company & IT Equipment Policy (the "Policy") establishes guidelines for the proper care, usage, and accountability of company-owned equipment.

SCOPE

All equipment issued to employees remains the property of The Company, including IT equipment. Employees must return all equipment upon request or at the end of their employment.

DEFINITIONS

Company Equipment: Includes tools, furniture, vehicles, and any other assets issued for business purposes.
IT Equipment: Includes, but is not limited to, desktop computers, laptops, servers, monitors, printers, audiovisual equipment, software, and network devices.

OWNERSHIP OF EQUIPMENT

All equipment issued to employees remains the property of The Company. Employees must return all equipment upon request or at the end of their employment.

EMPLOYEE RESPONSIBILITIES

Employees who are issued company equipment are responsible for:

Ensuring the safekeeping and proper care of the equipment.
Using the equipment in accordance with company policies, including the Internet and Email Policy.
Restricting use to business-related purposes only unless otherwise authorized by management.
Ensuring they only use the assigned equipment.
Promptly reporting any loss, damage, or malfunction to their manager.
Not attempting to repair damaged or malfunctioning equipment without prior managerial approval (unless repair is part of their job duties).
Not discarding, selling, or otherwise disposing of company equipment without written approval from management.
Securely storing and protecting equipment, particularly during transit.

LOSS/THEFT OF EQUIPMENT

Lost or stolen equipment must be reported to management immediately. If theft occurs outside company premises, the employee must also report the incident to local law enforcement and provide management with a copy of the police report.

INTENTIONAL DAMAGE TO EQUIPMENT

Employees who intentionally damage company equipment, including hardware or software, may face disciplinary action, up to and including termination of employment. In accordance with applicable laws, the Company reserves the right to recover costs associated with intentional damage.

Employees may voluntarily reimburse the company for damaged equipment, which may be considered a mitigating factor in determining the extent of disciplinary action.

RETURN OF EQUIPMENT

Employees must return all company-issued equipment upon request, resignation, termination, or at the conclusion of their employment.

CONTRAVENTIONS OF THE POLICY

Contraventions of the Policy may lead to disciplinary action up to and including dismissal.

REVIEW OF POLICY

This Policy will be reviewed periodically to ensure its effectiveness and compliance with applicable laws and company requirements.

INTERNET AND EMAIL POLICY

GENERAL

The Company owns and controls all workplace technology and information technology resources and systems. If applicable, each employee has a responsibility to use workplace information technology resources and systems in a manner that is consistent with the objectives of their employment.

Employees should have no expectation of privacy regarding any information or data that is received, stored, or transmitted via workplace technology and information technology resources and systems. In addition, employees have no ownership or proprietary interest in any information or data that is received by, stored on, or transmitted with any workplace technology or information technology resources and systems.

Information technology resources and systems refer to the following non-exhaustive list:

Personal computers and workstations;
Internal office instant messenger;
Laptop computers;
Data storage devices;
Computer hardware;
Peripheral equipment, such as printers, modems, fax machines and copiers;
Computer software applications and associated files and data, including software that grants access to external services such as the Internet;
Electronic mail (email);
Cellular telephones and pagers;
Personal digital assistants and smartphones; and,
Voicemail systems.
Artificial Intelligence resources

Except as provided in this policy, the use of information technology resources and systems is strictly limited to work-related purposes, personal use is strictly prohibited.

Any attempt to degrade the performance of a computer system or network or to deprive authorized personnel of resources or access to any of our computer or network is prohibited and will result in discipline up to and including dismissal.

INAPPROPRIATE USE OF I.T. RESOURCES AND SYSTEMS

Inappropriate use of information technology resources and systems includes but is not limited to the following:

Engaging in illegal activities, including copyright infringement
Accessing inappropriate websites, such as those containing pornography or hate speech
Online gambling or playing games
Using technology to harass, discriminate or make defamatory, slanderous or libellous statements (e.g. sexually explicit or racial messages and/or jokes);
Online shopping or bidding on online auctions;
Accessing chat rooms and instant messaging services for non-work purposes
Sending mass unsolicited emails (spamming) or other disruptive network activities (flooding)
Downloading, installing, or using unlicensed software
Signing guest books, newsgroups, or bulletin boards using Company Credentials
Conducting personal Business, such as online banking

EMAIL USE

The Company provides email primarily for work related purposes. Employees may not use Company email to send, receive, or store personal files or subscribe to external mailing lists. Employees must remember that all email communications sent, received, or stored remain the property of the Company.

SOCIAL MEDIA POLICY

GENERAL

The Company recognizes that social media use is widespread and that employees use social media to communicate and interact with others. The Social Media Policy (the “Policy”) is intended to safeguard our brand’s reputation and encourage employees to use social media responsibly by setting out expectations around proper online conduct.

SCOPE

This Policy applies to all employees of the Company.

DEFINITIONS

For the purposes of this policy,

“Social Media” means forms of electronic communication (such as websites for social networking and microblogging) through which users create online communities to share information, ideas, personal messages, and other content; includes but is not limited to LinkedIn, X, Facebook, Instagram, YouTube, and any other similar means of communication.
“Use” Includes posting content or viewing the posts of others, sending/reading messages, watching videos, and any other similar use by means of computer, mobile phone, or any other device.
“Sensitive, Private, or Confidential Company Information” means Information, knowledge, or data of any nature and in any form relating to the past, current, or prospective Company or operations of the Company that, at the time(s) concerned, is non-public information.

POLICY STATEMENT

Employees are prohibited from using social media during working hours and may only do so during their approved breaks or unless otherwise authorized by their manager.

When using social media (whether during approved breaks or outside of work), employees must conduct themselves in accordance with the following rules and expectations:

Be aware that others will associate you with your employer when you identify yourself as such.
Do not post or share comments about a co-worker, client, or contractor/vendor that could be perceived as offensive, harassing, threatening, retaliatory, or discriminatory.
Do not post or share sensitive, private, or confidential Company information.
Do not express opinions which claim to be the opinion of the Company. Any personal blogs should contain a disclaimer that the views expressed on it are personal views of the author only.
Do not post or share comments representing your own views about the Company.
Do not upload photographs to social networking sites of yourself or any other employee taken in a work situation or in a work uniform.
Respect client privacy. Never give out personal client information.
Ensure that you are always complying with your employment contract, Employee Handbook, and all other policies of the Company.
Even if you act with the best intentions, remember that anything you put on social media can potentially harm the Company.
Always respect others. Do not use ethnic slurs, personal insults, obscenity, or engage in any conduct that would not be acceptable in our workplace. Show proper consideration for the privacy of others and for topics that may be considered objectionable or inflammatory (like religion or politics).
You may be legally responsible for the content you post, so respect brands, trademarks, and copyrights. Remember that social media sites and applications have access to and control over everything you have disclosed to or on that site or application. Any information might be turned over to law enforcement without your consent or knowledge.
Use strict privacy settings on all social network profiles.
Always exercise caution and common sense. If you are unsure whether a post is appropriate, speak to your manager.
If you accidentally put the Company’s reputation at risk, or if you fall prey to an online attack, inform your manager immediately.

MONITORING INTERNET USAGE

The Company may monitor your internet usage regularly and may undertake more in-depth monitoring where considered necessary. This includes monitoring the websites you visit, and any other matters referred to in this Policy.

CONTRAVENTIONS OF THE POLICY

Contraventions of the Policy may lead to disciplinary action up to and including dismissal.

CONFIDENTIALITY

CONFIDENTIAL INFORMATION

In the course of your employment, you may receive confidential information about the Company and its clients (including client names and contact information) and employees (collectively, “confidential information”). Disclosure of any confidential information would be highly detrimental to the Company’ best interests. As such, all employees, volunteers and other agents shall:

Take appropriate measures to protect and maintain the confidentiality of all sensitive information.
Only disclose confidential information to authorized individuals.
Never publish, share, or distribute confidential information, including on social media or to unauthorized third parties such as the media.
Not remove confidential information from the workplace without explicit authorization.
Refrain from misusing confidential information, either directly or indirectly.
Take precautions to prevent unintentional disclosures, such as avoiding discussions in public areas, securing electronic devices, by not working with confidential information on a laptop in public or transmitting such information by unsecured means, and using encrypted communication methods when necessary.

When your employment ends, you must immediately return all materials or property belonging to the Company. You agree not to retain, reproduce or use any confidential or proprietary information or property belonging to the Company, including lists of its clients and/or employees.

HANDLING CONFIDENTIAL INFORMATION

The following rules govern how all employees, independent contractors, volunteers, and other agents shall handle and store confidential information:

Confidential information shall be circulated in sealed envelopes or storage cases.
Address and mark confidential envelopes with the words “PERSONAL AND CONFIDENTIAL”. These envelopes are to be opened only by the persons to whom they are addressed or by persons designated by management as being responsible for handling confidential material.
If applicable, handle confidential information with care and, where appropriate, place documents in the shredding receptacles located throughout the office.
At the end of the workday, secure confidential materials by locking office doors, desks, filing cabinets, and other storage areas.

PROTECTION OF ELECTRONIC DATA

If applicable, the following rules govern the handling of electronic data:

Log off computers at the end of each shift or when leaving for an extended period.
Change computer passwords on a regular basis.
Protect access credentials and report any unauthorized use immediately.
Position computer monitors to prevent unauthorized viewing.

CLEAR DESK PROCEDURE

Maintaining a clear desk helps create a professional workplace environment and protects sensitive and confidential information.

Employees must lock their computer screens whenever they leave their desks to prevent unauthorized access.
During business hours, it is acceptable to have files and documents in use, but desks should remain tidy, organized, and professional in appearance.
All files, personal data, or written confidential information must be securely stored and accessed only by authorized individuals.
At the end of each workday, employees are expected to clear and organize their desks, ensuring all office papers are securely stored. Under-desk lockers or filing cabinets are provided for this purpose.
Before leaving the office, employees must completely shut down their computers or laptops.

BREACHES OF CONFIDENTIALITY

Anyone who becomes aware of a breach of confidentiality, or who suspects that a breach has occurred, must report the incident to their manager or to another member of management immediately. An investigation will then be conducted as expeditiously as possible to determine how the breach occurred and, if possible, who was responsible for the breach.

Anyone who becomes aware of an unauthorized or fraudulent use of their access codes or access mechanisms must immediately notify their manager or another member of management.

ACCESS TO PERSONNEL FILES

All personnel files are private and confidential. Unless specifically provided for in this policy, or as may be required by law, no person shall be permitted to access to these files.

Employees may be permitted reasonable and timely access to their personnel file upon submitting a request to their manager. Personnel files are the property of the Company. At no time shall such files be removed, copied, or destroyed without appropriate authorization.

USE OF PERSONAL DATA

The Personal Information Protection and Electronic Documents Act (“PIPEDA”) regulates our use of your personal data, in addition to any other privacy legislation that is applicable. As an employer, it is our responsibility to ensure that the personal data we process in relation to you is done so in accordance with the required principles. Any data held will be processed fairly and lawfully and in accordance with the rights of our employees.

We will process data in line with the applicable legislation in relation to both job applicants and employees.

You have certain rights in relation to your data. More information about these rights is available in our Privacy Policy. We are committed to ensuring that your rights are respected in accordance with the law and have appropriate mechanisms for doing so.

We may ask for your consent for processing certain types of personal data. This includes use of software for tracking human resources and login data. In these circumstances, you will be fully informed as to the personal data we wish to process and the reason for the processing. You may choose to provide or withhold your consent within the software itself. Once consent is provided, you can withdraw consent at any time.

You are required to comply with all Company policies and procedures in relation to processing data. Failure to do so may result in disciplinary action up to and including dismissal.

PERFORMANCE REVIEW POLICY

PURPOSE

The Company is committed to supporting employee development and performance through regular feedback and performance evaluation. Performance reviews are intended to provide employees with constructive feedback, clarify expectations, recognize achievements, and identify opportunities for growth and improvement.

SCOPE

This policy applies to all employees of the Company.

PERFORMANCE REVIEWS

Performance reviews may be conducted at regular intervals as determined by management. Reviews may include, but are not limited to, an assessment of:

Job performance and quality of work
Achievement of goals and objectives
Skills, competencies, and professional development
Adherence to Company policies and values

Performance reviews are not guaranteed to occur on a fixed schedule and may be conducted more frequently where performance concerns or development needs arise.

EMPLOYEE PARTICIPATION

Employees are expected to actively participate in the performance review process by preparing for reviews, engaging in open and constructive discussions, and working with management to set goals and development plans.

OUTCOMES OF REVIEWS

Performance reviews may result in:

Recognition of strong performance
Identification of training or development opportunities
Establishment of performance goals
Implementation of performance improvement plans, where necessary

Performance reviews do not guarantee salary increases, promotions, or continued employment.

HEALTH AND SAFETY POLICY

GENERAL

The Company is committed to providing a safe and healthy work environment for all employees, contractors, visitors, and clients. Health and safety is a shared responsibility and is an integral part of the Company’s operations.

The Company will comply with all applicable occupational health and safety legislation, including the Occupational Health and Safety Act (OHSA), and will take every reasonable precaution to protect the health and safety of workers.

EMPLOYEE RESPONSIBILITIES

Employees are responsible for:

Working in compliance with all health and safety laws, regulations, and Company policies
Performing work in a safe manner and using required personal protective equipment (PPE)
Reporting hazards, unsafe conditions, injuries, or near misses to their manager immediately
Participating in required health and safety training

MANAGEMENT RESPONSIBILITIES

Management is responsible for:

Providing a safe work environment and safe work practices
Ensuring employees receive appropriate health and safety training
Investigating reported hazards, incidents, and injuries
Taking corrective action to eliminate or control workplace hazards

RIGHT TO REFUSE UNSAFE WORK

Employees have the right to refuse work they believe is unsafe, in accordance with the OHSA. Any work refusal must be reported immediately to management and will be handled in accordance with legislative requirements.

WORKPLACE INJURIES

All workplace injuries, illnesses, or near misses must be reported to management immediately, regardless of severity. The Company will ensure appropriate first aid, medical attention, and reporting to regulatory authorities as required.

WORKPLACE VIOLENCE POLICY

GENERAL

The Company is committed to maintaining a workplace free from violence. Workplace violence will not be tolerated and will be addressed promptly and effectively.

DEFINITION

Workplace violence includes, but is not limited to:

The exercise of physical force against a worker that causes or could cause physical injury
An attempt to exercise physical force against a worker
A statement or behaviour that it is reasonable for a worker to interpret as a threat to exercise physical force

PREVENTION AND REPORTING

Employees must report any incidents, threats, or concerns related to workplace violence to their manager immediately. Reports will be investigated promptly and confidentially.

EMERGENCY SITUATIONS

In situations of immediate danger, employees should contact emergency services by dialing 9-1-1 and then notify management as soon as it is safe to do so.

CONTRAVENTIONS

Any employee who engages in workplace violence may be subject to disciplinary action up to and including dismissal.

TERMINATION OF EMPLOYMENT

VOLUNTARY RESIGNATION

Employees who choose to resign are expected to provide written notice in accordance with their employment agreement or, where not specified, reasonable notice based on their position and length of service.

Employees are required to continue performing their duties during the notice period unless otherwise directed by management. The Company reserves the right to waive all or part of the notice period and provide pay in lieu where permitted by law.

INVOLUNTARY TERMINATION

The Company may terminate employment at any time in accordance with applicable legislation and the terms of the employee’s employment agreement.

Where termination is without cause, employees will receive notice of termination or pay in lieu of notice, and any other entitlements, in accordance with the Employment Standards Act, 2000 (ESA) and applicable employment agreements.

Where termination is for cause, the Company may terminate employment without notice or pay in lieu, subject to applicable law.

FINAL PAY AND BENEFITS

Upon termination of employment, employees will receive:

All earned wages up to the last day worked
Accrued but unused vacation pay, if applicable
Any other statutory entitlements required by law

Company benefits will end in accordance with the applicable benefit plan terms and legislative requirements.

RETURN OF COMPANY PROPERTY

All Company property, including equipment, documents, access cards, keys, and confidential materials, must be returned on or before the last day of employment.

Failure to return Company property may result in delays to final pay where permitted by law or further legal action.

EXIT PROCESS

The Company may conduct an exit interview to gather feedback and ensure a smooth transition. Participation in exit interviews is voluntary.

COMPANY CREDIT CARD POLICY

The Company may, from time to time, provide employees with a company credit card to carry out their work duties. This Company Credit Card Policy (the “Policy”) sets out the rules and guidelines governing the use of a company credit card.

Scope

This Policy applies to all employees who have been issued a company credit card.

Ownership and Issuance

Company credit cards are issued by authorized management at the sole discretion of the Company. Company credit cards issued to employees are the property of the Company.

Any points or other benefits accruing as a result of an employee’s use of a company credit card are the property of the Company.

Employee Responsibilities

An employee who is given a company credit card is responsible for:

Using the card strictly for authorized work-related expenses (see Permitted Use below).
Providing supporting receipts for any purchases.
Ensuring the card is not used by anyone else.
Retaining and submitting supporting receipts for all transactions as required.
Providing detailed transaction summaries or logs upon request.
Reporting any loss, theft, or damage to the card immediately.
Returning the card upon request or termination of employment, regardless of the reason.

Failure to provide receipts or supporting documentation may result in the revocation of credit card privileges.

Permitted Use of Company Credit Cards

Employees may use company credit cards for:

Pre-approved lunches
Work-related supplies and equipment
Fuel
Any other pre-approved work-related purchases

Any purchase requires prior approval from management.

Prohibited Use of Company Credit Cards

Employees may not use company credit cards for:

Personal expenses, including meals unrelated to business activities
Cash withdrawals or cash advances
Purchasing furniture, stationery, or other non-approved equipment

Contraventions of the Policy

Any contraventions of the Policy may lead to disciplinary action up to and including termination of employment.

Review of the Policy

This Policy will be reviewed and may be amended from time to time based on the needs and experiences of the Company.

EXPENSE POLICY

The Company will reimburse employees for reasonable expenses incurred for Company purposes. This Expense Policy (the “Policy”) outlines the Company’s expense reimbursement practices.

Scope

This Policy applies to all employees.

General

Employees must submit the appropriate supporting receipts for an expense to be reimbursed under this Policy.

Travel

Overnight Accommodation

Requests for overnight accommodation and air/rail travel should be sent to your manager via email or by completing the required form. Once the request is processed and approved, the Company will make the arrangements.

Overnight accommodation will only be approved when significant travel is required, and a client visit must occur at or before 9:00 a.m. In all other circumstances, client visits should be scheduled when overnight accommodation is unnecessary.

Air/Rail Travel

When air or rail travel is approved, the Company will make the booking.

If travel is required at extremely short notice, the employee must book the travel and submit for reimbursement through the expense procedure outlined in this Policy.

Parking, Tolls, Subway/Bus Fares, and Taxis

The Company will reimburse expenses for parking, road tolls, subway, taxi, and bus fares when employees travel for Company purposes.

Meals

Overnight Allowance

When overnight accommodation is approved, the Company will reimburse employees for the reasonable cost of breakfast, lunch, and dinner.

Hospitality and Entertainment

The Company will reimburse employees for the cost of entertaining clients or prospective clients, provided management approval is obtained prior to the expense.

Reimbursement

All expenses are subject to approval by management.

All supporting receipts must be attached to the claim. Claims will be processed and paid according to the Company’s payroll processes.

Contraventions of the Policy

Failure to comply with the Policy may result in disciplinary action up to and including termination of employment.

Review of the Policy

This Policy will be reviewed and may be amended from time to time based on the needs and experiences of the Company.

SECURITY CAMERA POLICY

The Company is committed to the ongoing protection of the health and safety of its employees, customers, and visitors as well as the protection of physical and intellectual property. The Security Camera Policy (the “Policy”) is intended to ensure that appropriate surveillance of Company premises is performed.

General

The Company will employ security cameras in the workplace. The use of such security cameras will be subject to the following rules:

Security cameras are used for the purpose of deterring criminal activity and maintaining a safe and secure workplace. They are not used to monitor productivity.
Entrances and exits will be monitored at all times. Other security cameras will be placed in locations that create minimal intrusion to personal privacy.
The Company will provide notice that an area is under surveillance by posting visible signs.
All surveillance activities, access to recordings, and the storage or disposal of recordings will be documented.
Only authorized personnel may operate surveillance equipment or access recordings.
Recordings will be retained only as long as necessary to fulfill their purpose or as required by law.

Access to Recordings

All recordings will be stored securely in an access-controlled area.

With the exception of requests by law enforcement agencies, employees or other individuals must submit a formal request to view recordings, subject to management approval.

Unauthorized Access or Disclosure

Any employee who becomes aware of unauthorized access, viewing, or disclosure of surveillance recordings must report the incident to management immediately.

Destruction of Recordings

Recordings may only be deleted or destroyed by authorized personnel and in accordance with this Policy.

Contraventions of the Policy

Contraventions of the Policy may lead to disciplinary action up to and including termination of employment.

COMPANY VEHICLE POLICY

The Company is committed to ensuring the safety of its employees who operate a company vehicle. This Policy sets out requirements to ensure vehicles are operated safely and responsibly.

Scope

This Policy applies to all employees who have been provided with a company vehicle.

Cleaning, Servicing, and Repairs

Employees must keep company vehicles clean and ensure regular servicing in accordance with manufacturer requirements. All repairs must be reported to the Company.

Smoking

Smoking, including electronic cigarettes, is prohibited in company vehicles.

Distracted Driving

Distracted driving, including mobile phone use, eating, or entering destinations into GPS devices while driving, is strictly prohibited.

Fines and Charges

Employees are responsible for all fines, tickets, or charges incurred while operating a company vehicle.

PERSONAL VEHICLE USE POLICY

The Company is committed to ensuring the safety of employees who operate personal vehicles for Company purposes.

Scope

This Policy applies to employees who use personal vehicles for work-related travel.

Mileage Reimbursement

Employees who have approval to use their personal vehicle for Company purposes will receive mileage reimbursement in accordance with Company guidelines.

THE RIGHT TO DISCONNECT POLICY

The Company is committed to employee health and wellbeing and recognizes the importance of disconnecting from work outside normal working hours.

This Policy is implemented pursuant to the Working for Workers Act, 2021.

Employees are encouraged to disconnect from work communications outside of regular working hours unless otherwise agreed.

SCHEDULE A: EMPLOYEE ACKNOWLEDGEMENT FORM

Employee Name
Employee Signature
Date

I confirm that I have received and had an opportunity to read a copy of the Employee Handbook.

I acknowledge that I understand all rules, policies, terms, and conditions contained in the Handbook and that failure to comply may result in discipline up to and including termination of employment.