HUMAN RESOURCE POLICY MANUAL  [ABHEDHYA SECURITY PVT. LTD.]

(Private Security Agency)

1. INTRODUCTION

This Recruitment & HR Policy Manual lays down the principles, procedures, and standards governing recruitment, employment, discipline, statutory compliance, and human resource management within Abhedhya Security Private Limited.

As a licensed Private Security Agency operating under the Private Security Agencies (Regulation) Act, 2005 (PSARA), the Company recognizes that its personnel represent the backbone of operational integrity, discipline, and client trust.

This policy aims to ensure:

• Transparent recruitment practices
• Legal compliance with labour and security laws
• Professional conduct and discipline
• Fair employment standards
• Continuous training and development

2. OBJECTIVES OF HR POLICY

The objectives of this policy are:

1. To establish a structured recruitment process.
2. To ensure deployment of trained and verified personnel.
3. To maintain compliance with statutory requirements.
4. To uphold discipline and ethical conduct.
5. To protect the rights and welfare of employees.
6. To maintain high operational standards in security services.

3. APPLICABILITY

This policy applies to:

• Security Guards (Armed/Unarmed)
• Lady Guards
• Supervisors
• Field Officers
• Control Room Staff
• Administrative & HR Personnel
• Management Staff

PART I – RECRUITMENT POLICY

4. MANPOWER PLANNING

4.1 The HR Department shall assess manpower requirements based on:

• Client contracts
• Site risk assessment
• Expansion plans
• Replacement and attrition rates

4.2 Recruitment shall be conducted only against approved manpower requisitions.

5. ELIGIBILITY CRITERIA

5.1 Basic Eligibility (Security Guards)

• Age: 18–45 years (extendable for ex-servicemen)
• Minimum educational qualification: 8th/10th pass (as per PSARA norms)
• Physically fit
• No criminal record
• Police verification mandatory

5.2 Armed Guards

• Valid arms license (if required)
• Prior training certification

5.3 Supervisors

• Minimum 2–3 years of experience
• Leadership capability
• Basic reporting skills

6. RECRUITMENT PROCEDURE

6.1 Application Submission Candidates must submit:

• Application form
• Aadhaar card copy
• PAN card copy
• Address proof
• Educational certificates
• Previous employment proof

6.2 Screening Process

• Document verification
• Background check
• Physical fitness test
• Personal interview
  • Police Verification

Mandatory before final deployment.

• Medical Examination

Basic health screening before confirmation.

7. BACKGROUND VERIFICATION

7.1 Verification shall include:

• Police verification
• Reference check
• Previous employer verification

7.2 Deployment shall not occur until verification is complete.

PART II – EMPLOYMENT POLICY

8. APPOINTMENT & EMPLOYMENT TERMS

8.1 Selected candidates shall receive:

• Appointment letter
• Identity card
• Uniform issuance record

8.2 Employment shall be subject to:

• Probation period of 3–6 months
• Compliance with Company policies

9. PROBATION POLICY

9.1 Probation period: 3 months (extendable).

9.2 Performance review during probation.

9.3 Confirmation upon satisfactory performance.

10. WAGES & STATUTORY BENEFITS

10.1 Wages shall comply with Minimum Wages Act.

10.2 Statutory benefits include:

• EPF
• ESI
• Bonus (as applicable)
• Overtime (as per law)

10.3 Salary shall be paid through bank transfer.

11. WORKING HOURS & SHIFT POLICY

11.1 Standard shift: 8/12 hours as per contract.

11.2 Weekly off as per law.

11.3 Overtime payable as per statutory norms.

12. LEAVE POLICY

12.1 Casual Leave

12.2 Sick Leave

12.3 Earned Leave

12.4 National & Festival Holidays

Leave shall be granted subject to operational requirements.

PART III – TRAINING & DEVELOPMENT

13. TRAINING PROGRAM

13.1 Mandatory Training:

• Physical drill
• Fire safety
• First aid
• Access control
• Legal awareness
  • Refresher training conducted periodically.
  • Training records maintained by HR.

14. PERFORMANCE EVALUATION

14.1 Performance assessed based on:

• Discipline
• Attendance
• Client feedback
• Incident handling

14.2 Annual appraisal for supervisory staff.

PART IV – DISCIPLINE & CODE OF CONDUCT

15. CODE OF CONDUCT

All personnel shall:

• Wear uniform properly
• Maintain punctuality
• Respect clients and public
• Avoid intoxication on duty
• Maintain confidentiality

16. MISCONDUCT

Misconduct includes:

• Absenteeism
• Negligence
• Theft
• Violence
• Disobedience
• Misuse of authority

17. DISCIPLINARY ACTION

17.1 Warning (verbal/written)

17.2 Suspension

17.3 Termination

Principles of natural justice shall be followed.

PART V – HEALTH, SAFETY & WELFARE

18. HEALTH & SAFETY POLICY

18.1 Company shall ensure:

• Safe deployment conditions
• Basic safety equipment
• Fire safety awareness

18.2 Employees must follow safety protocols.

19. ANTI-HARASSMENT POLICY

19.1 Zero tolerance for harassment.

19.2 Internal complaint mechanism.

19.3 Strict action upon proven complaint.

20. GRIEVANCE REDRESSAL

20.1 Employees may submit grievances in writing.

20.2 HR shall resolve within reasonable time.

PART VI – SEPARATION POLICY

21. RESIGNATION

21.1 Notice period: 15–30 days.

21.2 Settlement of dues after clearance.

22. TERMINATION

Termination may occur due to:

• Misconduct
• Performance issues
• Contract loss
• Redundancy

Full & final settlement shall be processed as per law.

PART VII – RECORD KEEPING & COMPLIANCE

23. HR RECORDS

Company shall maintain:

• Employee files
• Attendance records
• Wage registers
• Statutory registers
• Police verification records

24. CONFIDENTIALITY

Employee data shall remain confidential.

25. POLICY AMENDMENT

Company reserves right to amend policies in compliance with law.

DECLARATION

This HR Policy Manual is approved by the Management of [Company Name] and shall come into effect from      /      /20__.

Authorized Signatory Name:

Designation:

Signature: Seal:

ANNEXURE A – APPOINTMENT LETTER FORMAT

             Date:                        To, Mr./Ms.                                              Address:                                              Subject:

Appointment as Security Guard Dear Sir/Madam, We are pleased to appoint you as Security Guard with effect from       on the following terms: 1. You will be on probation for 3 months. 2. Your monthly gross salary shall be Rs.            subject to statutory deductions. 3. You shall comply with PSARA norms and company policies. 4. You shall maintain discipline, confidentiality, and integrity. 5. Either party may terminate employment with notice as per policy. For [Company Name] Authorized Signatory

ANNEXURE B – SHOW CAUSE NOTICE FORMAT

Date:  To, Mr./Ms.  Subject: Show Cause Notice It has been reported that on   you were involved in the following misconduct:

 You are hereby directed to submit

your written explanation within 48 hours from receipt of this notice, failing which appropriate disciplinary action shall be taken. Authorized Signatory

ANNEXURE C – INTERNAL COMPLAINTS COMMITTEE (ICC) STRUCTURE

As per the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal)

Act, 2013: Chairperson: Senior Female Employee Member: HR Representative Member: External NGO/Legal Member Complaint Process: 1. Written complaint within 3 months. 2. Inquiry to be completed within 90 days. 3. Confidential proceedings. 4. Report submission to employer.

ANNEXURE D – WAGE REGISTER FORMAT

ANNEXURE E – CODE OF CONDUCT UNDERTAKING

            I, Mr./Ms.                                  , hereby undertake that I shall abide by the rules, regulations, and

discipline standards of the Company. I understand that violation may result in disciplinary action including termination. Signature of Employee:             Date:        

ANNEXURE F – EMPLOYEE GRIEVANCE FORM