Communication, Confidentiality, and Conflict of Interest Policy

This Communication, Confidentiality, and Conflict of Interest Policy, applies to all employees, subcontractors, clients, visitors, suppliers, and any individuals associated with Maxion Group, including its subsidiaries such as BCG Civil Limited T/A Maxion Civil, Maxion Building Services Limited, and others.

Email Communication

Mandatory

All email communications, regardless of the device used, must include a complete signature. This signature should contain the full personal name, correct company name, individual’s position, personal mobile number, company phone number, and company address. (IT will provide the mandatory sample for it)

Response Time: All employees are required to respond to emails within two hours of receipt during regular business hours. Supervisors must be cc’d on all email correspondence. Emails received outside of regular business hours must be responded to within two hours of the subsequent normal business hours.

Automatic Response for Absences: In the event of absence during regular business hours due to holidays, training, site visits, or any other reason, employees must set up an automatic response email indicating their absence and providing alternative contact details if necessary. Unanswered emails during this period must be responded to within 24 hours after returning to work. (A Standard generic auto-reply must be used)

Acknowledgement of Receipt/Providing Timeframes: Acknowledgement of received emails must be prompt (within two hours) expressing appreciation and offering an estimated timeframe for resolution if immediate solutions are unavailable. (B Generic Acknowledgement of Receipt/Providing Timeframes)

Follow-Up Updates: Employees must provide additional updates as necessary while working towards resolving issues, ensuring open communication channels for timely progress reports.

Phone Communication

Phone Call Response Time: Missed phone calls during business hours must be returned within two hours. If unavailable, employees must set up a message indicating their unavailability and provide an alternative contact for emergencies.

(C) Voice message greeting if the call is returned within 2 hours

(D) Voice message greeting if the call cannot be returned within 2 hours

Confidentiality

Confidential information encompasses, without limitation, the following categories of data:

• Financial information, covering budgets, turnover statistics, and accounting records.
• Confidential business methods, intellectual assets, and exclusive operational strategies.
• Client and customer information.
• Marketing and sales strategies.
• Business plans and strategies.
• Product development and research information.
• Personnel information, including employee records and HR policies.

Duty of Confidentiality:

All Maxion Group employees bear the responsibility of upholding the confidentiality of proprietary information. This obligation extends beyond the tenure of employment and persists even after termination or separation from the company. Verbal or written references are strictly prohibited without prior approval from the Director. Additionally, employees must refrain from using company emails, addresses, or premises as references without obtaining prior approval.

Non-Disclosure Agreements (NDAs):

In instances where employees are required to disclose confidential information to external parties, the execution of NDAs is mandatory. These agreements legally bind receiving parties to maintain confidentiality.

Information Handling:

Employees must exercise reasonable precautions to prevent unauthorised access to confidential information. This includes securing physical documents, implementing password protection for digital files, and practicing discretion in conversations.

Prohibited Disclosures:

Employees are strictly forbidden from sharing confidential information with external individuals, including friends, family, or fellow Maxion Group employees who lack a legitimate necessity for such knowledge.

Reporting Breaches:

Any suspected breaches of confidentiality must be promptly reported by employees to their immediate supervisor or the designated point of contact within the organisation.

Conflict of Interest:

Employees must disclose any conflicts of interest that may arise between their personal interests and those of Maxion Group. They should refrain from engaging in activities that could compromise the company’s integrity or interests.

Consequences of Noncompliance:

Failure to comply with this policy may result in disciplinary measures, including termination of employment, and legal action may be pursued for breaches causing significant harm to Maxion Group.

Awareness:

All employees will receive thorough training on this policy to maintain constant awareness of the importance of communication, confidentiality, and conflict of interest management within Maxion Group. Required phone messages and email responses for all Maxion Group employees.

Required phone messages and email responses for all Maxion Group employees

(A) Maxion Generic auto-reply for absence during office hours for email

Subject: Out of Office

I am currently away from the office until (date of return). During this period, I may not be able to respond to emails promptly. However, I will attempt to reply to your message within 24 hours of my return to work.

For urgent matters, please contact (alternative contact person) at (alternative contact’s email or phone number).

I appreciate your understanding and patience.

Kind regards
(Maxion email Signature)

(B) Maxion Generic Acknowledgement of Receipt/Providing Timeframes

Subject: Acknowledgement of Receipt and Expected Response Time

Dear (Sender),

Thank you for reaching out to me regarding (brief description of the issue). I acknowledge receipt of your email and appreciate you bringing this matter to my attention.

Please be assured that I am looking into this issue promptly. Due to the complexity of the matter, I anticipate that it may take some time to investigate thoroughly. However, I aim to provide you with a comprehensive response by (estimated timeframe, e.g. end of the day tomorrow). I understand the importance of resolving this issue efficiently and will keep you updated on any progress made.

Thank you for your patience and understanding.

Kind regards
(Maxion email Signature)

(C) Voice message greeting if call gets returned within 2 hours

Hi, you’ve reached (Your Name) (from Maxion ……). I apologise for missing your call. Your call is important to me, please be assured that I will return your call promptly within the next two hours. If your matter is urgent and requires immediate attention, please contact (Alternative Contact Name) at (Alternative Contact Phone Number).

(D) Voice message greeting if call can’t be returned within 2 hours

Hi, you’ve reached (Your Name) (from Maxion ……). I apologise for missing your call. Your call is important to me, unfortunately, I’m unavailable until (Tuesday, March 22nd.). I will make sure to return your call promptly on that day. In case of urgency, please reach out to (Alternative Contact Name) at (Alternative Contact Phone Number). Thank you for your understanding.

Confidentiality Agreement

By accepting employment with Maxion Group, employees agree to comply with this Communication, Confidentiality and Conflict of Interest Policy. Violation of this policy may result in disciplinary action, up to and including termination.

Review and Evaluation

This policy will be reviewed annually or as needed to ensure it remains effective and relevant. Feedback from employees and management will be actively encouraged throughout the year and considered when making any necessary adjustments.