As you embark on this journey with us, remember that you're not just joining a company—you're becoming part of a team that believes in pushing boundaries, embracing innovation, and creating meaningful impact through technology and design.

We've created this handbook to provide you with clear guidance on our policies, expectations, and the values that define us. Take time to read through it carefully, and don't hesitate to reach out to HR if you have any questions.

Welcome aboard. Let's build something extraordinary together.

Board of Directors

Adarsh Pandit

CEO & Founder

Rajneesh Verma

Managing Director (M.D)

Sayam Khajuria

COO & Co-Founder

Ashutosh Pandey

Chief Technology Officer (CTO)

Aquib Ahmed

Senior Supervisor

Core Values

• Craftsmanship — We care about the details. Every line of code, every pixel, every interaction matters. Excellence is not an act but a habit.
• Transparency — Clear communication and honesty form the foundation of trust. We believe in open dialogue and sharing both successes and challenges.
• Ownership — Everyone delivers and follows through. We take responsibility for our work and see projects through to completion with pride.
• Learning — Continuous improvement and curiosity drive our growth. We embrace challenges as opportunities to expand our skills and knowledge.

These values aren't just words on a page—they're the principles that guide every decision we make, every project we undertake, and every interaction we have with each other and our clients.

Scope

These policies apply to all employees and interns at Arinova Studio.

Employment Documentation

• Offer Letter: Your journey begins with an offer letter that outlines your role, compensation, and key terms of employment.
• Appointment Contract: Must be signed before your joining date. This contract formalizes your employment relationship with Arinova Studio.

Probation Period

The default probation period is 3 months (or as specified in your offer letter). This period allows both you and Arinova to assess whether the role is a good mutual fit.

• A comprehensive performance review will be conducted at the end of the probation period
• Successful completion leads to confirmation of permanent employment
• During probation, either party may terminate employment with shorter notice as specified in the contract

Required Documentation

Please submit the following documents to HR (hr@arinova.studio) on or before your joining date:

• Personal details and emergency contact information
• Bank account details for salary processing
• Government-issued ID proofs (Aadhaar, PAN card, etc.)
• Educational certificates and previous employment records
• Recent passport-size photographs

Purpose

Our Code of Conduct sets clear behavioral expectations that foster a professional, inclusive, and respectful work environment for everyone at Arinova Studio.

Professional Standards

• Timely Attendance: Respect meeting times and project deadlines. Punctuality demonstrates professionalism and consideration for your teammates.
• Respectful Collaboration: Treat all colleagues with dignity and respect. Value diverse perspectives and communicate thoughtfully.
• Honest Feedback: Provide constructive feedback that helps the team improve. Give and receive feedback with professionalism and openness.

Safe & Inclusive Environment

Conflicts of Interest

Any potential conflicts of interest must be disclosed to HR immediately. This includes outside employment, business relationships, or any situation that could compromise your objectivity or the company's interests.

Company Assets

Use company resources responsibly and solely for business purposes. This includes computers, software licenses, office equipment, and access credentials.

Development Credentials

During project development, you may use your personal credentials for development purposes. However, all credentials must be changed to production accounts before project delivery or deployment.

Flexible Time Zones

Arinova Studio operates across multiple time zones to serve our global clientele. We offer flexible working hours across three primary time zones:

Important: These time zones are flexible based on your suitability and project requirements. Discuss your preferred working hours with your manager during onboarding.

Remote Work Policy

We embrace remote work while maintaining high standards of collaboration and productivity:

• Core Hours: Employees must choose and maintain consistent core working hours with manager approval
• Availability: Be available and responsive during your designated core hours
• Daily Standups: Attendance at daily standup meetings is mandatory
• Response Time: Meet established SLAs for response times on communication channels
• Reliable Setup: Maintain a stable internet connection and appropriate workspace

Time Tracking

Your attendance and time tracking data helps us understand work patterns, manage projects effectively, and ensure work-life balance across the team.

Types of Leave

• Sick Leave: For medical emergencies and health-related issues
• Emergency Leave: For unforeseen urgent situations
• General Leave: For personal time off and planned absences

Leave Allowance

Leave Request Process

Planned Leave:

• Submit leave requests via email to your manager and HR
• Provide reasonable advance notice (minimum 2-3 days for general leave)
• Await approval before finalizing personal plans
• Plan leave around project deadlines and team commitments

Emergency Leave:

• Inform immediately via phone call or Slack message
• Follow up with a formal email to HR as soon as possible
• Provide necessary documentation if requested

Interns

Internship-specific leave rules will be communicated in your offer letter and during onboarding. Intern leave policies may differ from full-time employee policies.

Company Holidays

Arinova Studio observes region-specific official holidays along with company-declared off days. The annual holiday calendar will be shared at the beginning of each year and updated as needed.

Flexible Work Culture

Arinova promotes a results-driven approach where employees have the flexibility to manage their work hours responsibly. Our focus is on productivity and outcomes, not strict schedules. We trust you to deliver excellent work while maintaining a healthy balance.

Healthy Work Routine

Remote work can blur the lines between personal and professional life. We encourage all team members to:

• Take regular breaks throughout the day
• Step away from screens to rest your eyes and mind
• Maintain a sustainable routine that supports both health and efficiency
• Create a dedicated workspace that separates work from personal life
• Practice the 20-20-20 rule: Every 20 minutes, look at something 20 feet away for 20 seconds

Right to Disconnect

If something is truly urgent, it should be clearly marked as such. Otherwise, it can wait until the next working day.

Mental Health Awareness

We value emotional well-being as much as professional performance. Your mental health matters. If you're experiencing:

• Burnout or exhaustion
• Work-related stress or pressure
• Difficulty maintaining work-life balance

Please communicate with HR for support, flexible adjustments, or guidance. We're here to help, and all conversations are confidential.

Encouraging Balance

Foundational Rule

Security Best Practices

• Approved Tools Only: Use only company-approved accounts, platforms, and software for work-related activities
• Software Requests: If you need to use any software not currently approved, obtain written confirmation from the CTO before installation or use
• No Personal Storage: Never transfer confidential files to personal cloud storage, personal email, or external devices
• Secure Communication: Use encrypted channels for sensitive information
• Strong Passwords: Use unique, complex passwords and enable two-factor authentication wherever possible
• Device Security: Keep your work devices locked when unattended and update software regularly

Incident Reporting

If you suspect or identify any security breach, data leak, or vulnerability:

Legal Requirements

Mandatory Agreements: All employees and interns must sign:

• Non-Disclosure Agreement (NDA): Protects confidential company and client information
• Intellectual Property Assignment Agreement: Ensures all work created during employment belongs to Arinova Studio

Primary Communication Tools

Clear, efficient communication is essential for remote collaboration. Here are our standard tools:

Development & Design Tools

• GitHub: Version control, code collaboration, and repository management
• Figma: Design collaboration, prototyping, and design systems
• VS Code: Standard code editor for development work

Response Expectations

During Working Hours:

• Acknowledge messages within the same business day
• Respond to urgent requests within 2-4 hours
• Mark genuinely urgent matters appropriately—don't overuse urgent tags
• Set your status to reflect availability (Available, In Meeting, Focus Time, Away)

Communication Guidelines:

• Be clear and concise in your messages
• Use appropriate channels (don't use Slack for formal requests)
• Include context when asking questions
• Tag relevant people but avoid unnecessary mentions
• Use threads to keep conversations organized

Meeting Etiquette

• Start and End on Time: Respect everyone's schedule
• Share Agendas: Distribute meeting agendas in advance
• Take Notes: Document key decisions and action items
• Track Actions: Update action items in the project board immediately after meetings
• Camera On: Keep video on during team meetings when possible to foster connection

Review Schedule

• Probation Review: Conducted at the end of your 3-month probation period
• Regular Reviews: Quarterly or biannual reviews depending on your role and seniority
• Project Reviews: Informal feedback sessions after major project completions

Evaluation Criteria

Performance is assessed based on multiple dimensions:

• Quality of Work: Technical excellence, attention to detail, and adherence to standards
• Ownership: Taking responsibility, following through on commitments, and proactive problem-solving
• Collaboration: Teamwork, communication skills, and contribution to team success
• Value Alignment: Demonstrating Arinova's core values in daily work
• Growth & Learning: Continuous improvement and skill development

Code Quality Standards

AI Code Usage Policy:

• Use of AI-assisted coding tools is allowed
• You must understand every line of code you submit
• Direct copy-paste of AI-generated code without understanding is not acceptable
• Buggy or poorly understood code will result in strict action by the CTO
• Always review, test, and refactor AI-generated code to meet our standards

Promotions & Compensation

Advancement at Arinova is merit-based and depends on:

• Consistent high performance in reviews
• Demonstrated readiness for increased responsibility
• Business needs and available positions
• Manager recommendation with supporting evidence

Documentation: All promotions, role changes, and compensation adjustments are documented in writing and added to your employee file.

Disciplinary Framework

Arinova Studio maintains a fair and transparent disciplinary process designed to correct issues while respecting employee dignity.

Minor Issues

For minor policy violations or performance issues:

• Counselling: Initial conversation with your manager to understand the issue and provide guidance
• Written Warning: Formal documentation of the issue and expected improvements
• Performance Improvement Plan (PIP): Structured plan with clear goals and timelines for improvement

Major Issues

Grievance Redressal Process

If you have concerns about workplace issues, treatment, or policies:

Step 1: Informal Resolution

• Attempt to resolve the issue directly with the involved party if appropriate and safe
• Discuss concerns with your immediate manager

Step 2: Formal Grievance

• Submit a written grievance to HR at hr@arinova.studio
• Include relevant details, dates, and any supporting documentation
• HR will acknowledge receipt within 2 business days

Step 3: Investigation

• HR will conduct a fair and confidential investigation
• All parties will be heard
• Response will be provided within a reasonable timeframe (typically 7-14 business days)

Confidentiality: All grievances and investigations are handled with strict confidentiality. Retaliation against anyone raising concerns is strictly prohibited.

Team Collaboration

At Arinova, teamwork is built on clear communication and shared accountability. Success is measured not just by individual achievements, but by how effectively we work together to deliver exceptional results.

Core Collaboration Principles:

• Stay connected through Slack, Email, and Google Meet
• Keep your team informed of progress and blockers
• Ask for help when needed and offer support to others
• Participate actively in team discussions and planning sessions

Design & Development Workflow

For Designers:

• Collaborate via Figma using shared team projects
• Follow proper version naming conventions (e.g., v1.0, v1.1, Final_v2.0)
• Maintain organized file structures and component libraries
• Document design decisions and share prototypes for feedback
• Keep developers in the loop during the design process

For Developers:

Transparency & Respect

• Visible Work: Keep all work updates visible to the team through appropriate channels
• Open Communication: Share challenges, blockers, and wins openly
• Constructive Feedback: Give feedback that helps others grow, not criticism that tears down
• Professional Tone: Maintain professionalism in all digital communications

Shared Ownership

Notice Period

This notice period ensures:

• Smooth transition of responsibilities
• Proper knowledge transfer to team members
• Completion of pending tasks or handover
• Time for the company to plan for your replacement

Resignation Process

Step 1: Submit Resignation

• Send formal resignation letter to your manager and HR
• Include your last working day (accounting for notice period)
• Briefly mention reason for leaving (optional but appreciated)

Step 2: Handover Tasks

• Create comprehensive documentation for your ongoing projects
• Transfer knowledge to designated team members
• Complete pending critical tasks or ensure proper handover
• Update all project documentation and wikis

Step 3: IT & Access Clearance

• Transfer all code repositories and ensure proper permissions
• Return all company assets (laptop, equipment, access cards)
• Hand over all credentials and access to company accounts
• Delete company data from personal devices

Step 4: HR & Finance Clearance

• Complete exit interview with HR
• Settle any financial obligations (advances, loans, etc.)
• Receive final settlement including pending salary and benefits

Step 5: Relieving Letter

• Upon successful completion of all clearances, receive official relieving letter
• Request experience letter if needed

Intellectual Property

Confidentiality Beyond Employment

Your NDA and confidentiality obligations continue even after leaving Arinova Studio. Do not share, use, or disclose any confidential company or client information in future roles.

By signing this acknowledgement, you confirm that you have received, read, and understood the Arinova Studio Company Policy Handbook. You agree to abide by all policies, procedures, and guidelines outlined in this document.

You understand that:

• These policies apply from your first day of employment
• Violation of these policies may result in disciplinary action
• The company reserves the right to modify these policies as needed
• You will be notified of any significant policy changes
• You can reach out to HR for clarification on any policy