Policy brief and purpose

Our visitor policy outlines rules for receiving visitors at our premises. We want to ensure that visitors will not:

• Pose threats to our premises, property, and information
• Distract employees from their work
• Be exposed to danger

Scope
This policy applies to everyone within VALCON’ offices. “Workplace visitors” may refer to employees’ friends and family (referred to as personal visitors) contractors, external vendors, stakeholders and customers.

This policy does not refer to remote employees or employees at other company locations.

Policy elements

• The following rules apply for all kinds of visitors:
• All visitors to the Offices must sign in and out according to the prescribed register. Employees must always tend to their visitors while they are inside our premises.
• Our internet usage, data protection and confidentiality policies temporarily cover our visitors while they are on company premises. They must not misuse our internet connection, disclose confidential information or take photographs of restricted areas. If they don’t conform, they may be escorted out or face prosecution if appropriate.
• Visitors are allowed during working hours or special events.

What is the policy for personal visitors in the workplace?
As a general rule, employees may not allow access to our buildings to unauthorized personal visitors. We can make exceptions on a case-by-case basis. Employees may bring visitors to company events or at specific occasions.

Common areas, like lobbies, may be open to visitors. We advise our employees to only permit visitors in those areas for a short time and for specific reasons. Employees are responsible for accompanying any of their visitors at all times.

Contractors and service vendors
Contractors, suppliers and service vendors, like IT technicians and plumbers, can enter our premises only to complete their job duties.

Other kinds of visitors
Our company may occasionally accept the following types of visitors:

• Students
• Investors
• Customers
• Job candidates
• Business partners

Those visitors should be registered before entering our premises. They should always be accompanied by an employee while on company property.

Solicitation
Visitors must not try to proselytize employees, gather donations or request participation in activities while on our premises. Any visitors who violate this may be escorted out.

Deliveries

Anyone who delivers orders, mail or packages for employees should remain at the building’s reception or gate. Front office employees are responsible for notifying the employee who expects the delivery. If that employee is unable to receive their order, front office employees may accept the order on the employee’s behalf upon request.

Front-office personnel must sign for and disseminate all business orders and mail.

Dangerous or restricted areas

Employees may not bring or accept visitors in areas where there are confidential records or sensitive equipment.

Representatives of regulatory bodies and stakeholders (e.g. investors) may be exempted, if they have received official authorization from Security Officer. In these cases, employees should accompany and monitor these visitors.

Unauthorized visitors
Security staff who spot unauthorized visitors may ask them to leave. Visitors who misbehave (e.g. engage in hate speech, cause disruption or steal property) will be asked to leave and prosecuted if appropriate.

Employees who spot unauthorized visitors may refer them to the management.

Disciplinary Action

Employees who violate this policy may face disciplinary consequences in proportion to their violation. HR will determine how serious an employee’s offense is and take the appropriate action:

For minor violations (e.g. bringing in personal visitors without authorization), employees may only receive verbal reprimands.

For more serious violations (e.g. bringing in unauthorized visitors who rob or damage company property), employees may face severe disciplinary actions up to and including termination.