1. Introduction and purpose of this handbook

This employee handbook has been drawn up by Architectenbureau Waterlinie and describes the terms of employment, schemes and arrangements that apply to all employees.

The handbook serves as a reference work and as an addition to the individual employment contract. If the handbook and the employment contract conflict, the employment contract prevails, unless the handbook offers a more favourable arrangement.

Architectenbureau Waterlinie reserves the right to amend the content of this handbook. Employees will be informed of any changes in good time.

Contact person

For questions about the content of this handbook, please contact Lieke Hofman.

2. Scope of the employee handbook

This employee handbook applies to all employees of Architectenbureau Waterlinie who work under an employment contract. It applies to employees on both permanent and fixed-term contracts.

The handbook forms an integral part of the employment contract, unless the individual contract expressly provides otherwise. In the event of a conflict, the provisions of the individual employment contract prevail.

The employer reserves the right to amend the content of this handbook unilaterally where there is a compelling interest for doing so. Employees will be informed of any such change in writing and in good time.

3. Organisational structure

Architectenbureau Waterlinie attaches value to a clear organisational structure in which responsibilities and reporting lines are unambiguous.

3.1 Organisation

Every employee has a direct manager who is the first point of contact for work-related matters. The manager is responsible for day-to-day supervision, for holding performance reviews and for approving leave requests.

3.2 Communication

Architectenbureau Waterlinie aims for open communication. Employees are encouraged to discuss questions, comments or concerns with their manager. They may also contact the HR department if they prefer.

4. Key definitions

The following terms are used in this handbook:

• Employer: Architectenbureau Waterlinie, also referred to below as "the organisation"
• Employee: any person working for the employer under an employment contract
• Employment contract: the individual contract between the employer and the employee
• Full-time employment: employment for the maximum number of hours per week as set by the employer
• Part-time employment: employment for fewer than the maximum number of hours per week
• Direct manager: the person to whom the employee reports functionally
• Salary: the gross monthly salary, excluding holiday allowance and other supplements

5. Applicable collective labour agreement

All employment contracts are subject to the collective labour agreement (in Dutch: collectieve arbeidsovereenkomst, CAO) (hereinafter: the CAO). The CAO forms the basis of the terms of employment and is binding on both employer and employee. The current text of the CAO can be requested from the HR department and is also available via the intranet.

5.1 Relationship between the CAO and these terms of employment

These terms of employment supplement the CAO and, where possible, offer broader or additional conditions than the CAO prescribes. In all cases the following applies:

• Where these terms offer broader conditions than the CAO, the provisions of these terms apply.
• Where these terms depart from the CAO to the employee's disadvantage, the CAO prevails.
• Where these terms govern subjects that the CAO does not cover, the provisions of these terms apply.

If there is any doubt about the relationship between the CAO and these terms, or if the two conflict, the provision most favourable to the employee applies. The HR department is available to explain.

5.2 Amendments

The employer reserves the right to amend these terms of employment, observing applicable legislation, the provisions of the CAO and — where applicable — after consulting the works council. Amendments will be communicated to the employee in writing and in good time.

6. Starting employment

On starting employment, the employee receives a written employment contract setting out the following: position, salary, working hours, start date and any probationary period.

During the probationary period, both the employer and the employee may terminate the employment contract with immediate effect.

6.1 Ending employment

Employment may end in the following ways:

• Mutual consent: employer and employee agree in writing to end the employment
• Notice: observing the applicable notice period
• Expiry by operation of law: on the end date of a fixed-term contract
• Dissolution: through the subdistrict court or the Employee Insurance Agency (UWV)
• Death: of the employee

On termination, all company property must be returned on or before the last working day.

7. Notice periods

The statutory notice periods apply to the termination of employment, unless a different period has been agreed in the employment contract.

7.1 Statutory notice periods (for the employer)

7.2 Notice period for the employee

The employee's notice period is 1 month, unless otherwise agreed in writing. Notice must be given in writing with effect from the end of the calendar month.

7.3 Probationary period

During any agreed probationary period, both parties may terminate the employment contract with immediate effect and without stating a reason.

8. Secondary employment

Employees must obtain the employer's prior written permission before carrying out secondary activities, whether paid or unpaid. The employer may refuse permission if the secondary activities:

• Compete with the activities of Architectenbureau Waterlinie
• Adversely affect performance of the role or the employee's availability
• Could damage the standing of the organisation

8.1 Penalties

If the employee breaches the prohibition on secondary activities without permission, the employee owes a penalty of €500 per breach, increased by €2500 for each day the breach continues. This does not affect the employer's right to full compensation for damages.

9. Team and work meetings

Architectenbureau Waterlinie attaches value to good communication and therefore holds work meetings periodically. The purpose of these meetings is to share information, discuss obstacles and improve cooperation.

Employees are expected to take an active part in work meetings. The frequency and format of the meetings are set per department or team by the manager.

10. Employee representative body

Architectenbureau Waterlinie has established an employee representative body (in Dutch: personeelsvertegenwoordiging, PVT). The body looks after the interests of employees and consults periodically with the management about terms of employment and working conditions.

The employee representative body has the right to advise on proposed decisions relating to working conditions, working hours and the holiday scheme. Employees may stand for election to the body.

Members of the employee representative body enjoy protection against dismissal for the duration of their membership and for two years afterwards.

11. Works council

Architectenbureau Waterlinie has a works council (in Dutch: ondernemingsraad, OR) as provided for by the Works Councils Act. The works council consists of elected employees who represent the interests of the workforce.

The works council has the right to advise on and to consent to important decisions of the employer, including changes to terms of employment, working hours and remuneration policy.

Works council elections are held periodically. All employees with at least six months' service may stand for election.

12. Working hours

Full-time working hours are 36 hours per week. For part-time employment, the terms of employment apply pro rata.

12.1 Working times

Regular working times are from 09:00 to 17:30. Employees are expected to be available during these hours, unless otherwise agreed with their manager.

12.2 Breaks

Employees are entitled to an unpaid lunch break of at least 30 minutes on a working day of more than 5.5 hours. Break times are set in consultation with the manager.

12.3 Recording

Employees are responsible for recording their working times correctly, in line with the arrangements that apply within Architectenbureau Waterlinie.

If your working day is longer than five and a half hours you are entitled to an uninterrupted break of at least thirty minutes, which you may split into two breaks of fifteen minutes.

13. Part-time employment

Employees working part time are entitled to the same terms of employment as full-time employees, pro rata to their working hours.

13.1 Adjustment of working hours

Under the Working Hours (Adjustment) Act, employees with at least 26 weeks' service may request an increase or reduction of their working hours. The request must be submitted in writing at least two months before the desired start date.

The employer grants the request unless compelling business interests prevent this.

14. Overtime

Overtime occurs when an employee works more hours than the agreed working hours at the employer's request.

Overtime is only permitted with the prior consent of the direct manager. Structural overtime is avoided as far as possible.

14.1 Compensation

Overtime is compensated in principle with time off in lieu. Compensation hours must be taken within three months of the overtime, in consultation with the manager.

Where compensation in time off is not possible, overtime is paid at the regular hourly rate, unless the employment contract provides otherwise.

15. National public holidays

The following days are recognised as national public holidays on which employees are free with continued payment of salary:

If a public holiday falls on a regular working day, that day is not deducted from the holiday balance. Where a public holiday falls on a non-working day, there is no entitlement to compensation.

16. Holiday days

In full-time employment you are entitled to 25 holiday days per calendar year. In part-time employment, holiday days are calculated pro rata.

16.1 Requests

Holiday must be requested from the direct manager at least 3 weeks in advance. The employer sets the holiday in line with the employee's wishes, unless serious reasons prevent this.

A maximum of 2 people per department may be on holiday at the same time. In the summer period (June to September inclusive), a maximum of 2 consecutive weeks of holiday applies.

16.2 Statutory and non-statutory days

Statutory holiday days (four times the agreed weekly working hours) expire six months after the calendar year in which they were accrued. Non-statutory holiday days lapse after five years.

Statutory holiday days expire six months after the end of the calendar year in which they were accrued. Any days above the statutory entitlement remain valid for five years.

17. Statutory forms of leave

In addition to regular holiday days and special leave, employees are entitled to the following forms of leave under the Work and Care Act:

17.1 Pregnancy and maternity leave

A pregnant employee is entitled to at least 16 weeks of pregnancy and maternity leave. The leave starts between 6 and 4 weeks before the expected date of birth.

17.2 Birth leave

The partner is entitled to birth leave of once the weekly working hours, to be taken within 4 weeks of the birth. In addition, there is an entitlement to 5 weeks of supplementary birth leave (at 70% of pay, through the Employee Insurance Agency, UWV).

17.3 Parental leave

Both parents are entitled to 26 weeks of parental leave per child up to the age of 8. The first 9 weeks are paid (70% through the Employee Insurance Agency, UWV); the remaining weeks are unpaid.

17.4 Short-term care leave

Where necessary care must be given to a sick family member, the employee is entitled to a maximum of twice the weekly working hours per year, at 70% of pay.

17.5 Long-term care leave

Where a close relation has a life-threatening illness, the employee is entitled to a maximum of six times the weekly working hours per year. This leave is unpaid.

17.6 Emergency leave

In unforeseen circumstances requiring immediate action (for example a burst water pipe or a child suddenly falling ill), the employee is entitled to emergency leave with continued payment of salary.

18. Special leave

In the following situations the employee is entitled to special leave with continued payment of salary:

Special leave must be taken on or around the day of the event. The employee reports the leave to the manager as soon as possible and provides supporting evidence on request.

19. Visits to the doctor, dentist or specialist

Visits to the general practitioner, dentist or medical specialist should be scheduled outside working hours as far as possible.

Where this demonstrably is not possible, the employee may attend the appointment during working hours. The following applies:

• A maximum of 2 hours per visit (including travelling time)
• A maximum of 8 hours per calendar year

The employee notifies the manager of the appointment in advance. The employer may ask for confirmation of the appointment.

Time exceeding these maximums is deducted from the leave balance or treated as unpaid leave.

20. Reporting sickness

If you are ill, report this by telephone to your direct manager as early as possible and in any event before the start of the working day. Reporting sickness by messaging app or email is not sufficient.

When reporting sickness, state:

• Your expected recovery date
• Whether there are work commitments that need to be handed over
• The telephone number on which you can be reached

You are not obliged to state the nature of your illness. The employer is also not permitted to ask.

20.1 Occupational health and safety service

Architectenbureau Waterlinie is affiliated with the occupational health and safety service (in Dutch: arbodienst) Arbo Werkt. The company doctor may invite you to a consultation. You are obliged to attend.

20.2 Reporting recovery

On the day you have recovered, report this to your manager before the start of the working day. You resume your work on the next working day.

20.3 Reintegration

In the case of long-term absence, an action plan is drawn up in consultation with the company doctor in accordance with the Eligibility for Permanent Incapacity Benefit (Restrictions) Act (Wet verbetering poortwachter). Both parties are obliged to make an active effort towards reintegration.

If you are still unable to work on the second day, you contact your manager again before 09:00 so that cover and the expected return date can be discussed.

21. Pay during sickness

Where an employee is unfit for work due to illness, the following continued payment scheme applies:

The total period of continued payment is a maximum of 104 weeks (2 years), in accordance with the Eligibility for Permanent Incapacity Benefit (Restrictions) Act (Wet verbetering poortwachter).

21.1 Conditions

Continued payment applies on condition that the employee:

• Complies with the absence rules
• Cooperates with reintegration efforts
• Accepts suitable work where this is offered
• Is available for examination by the company doctor of Arbo Werkt

21.2 Waiting days

No waiting days apply. Continued payment starts on the first day of sickness.

22. Accrual of holiday days during sickness

During sickness the employee accrues the full number of holiday days, both statutory and non-statutory days.

22.1 Falling ill during holiday

Where an employee falls ill during holiday, the days of sickness are not treated as holiday days, provided that the employee:

1. Reports sick by telephone to the manager on the first day of sickness
2. Places themselves under the care of a doctor
3. Can produce a medical statement

22.2 Taking holiday during sickness

Taking holiday during sickness is possible in consultation with the company doctor. The holiday days are then deducted from the balance.

23. Salary

The gross monthly salary is set out in the individual employment contract. In part-time employment, salary is calculated pro rata to the working hours.

23.1 Payment

Salary is paid monthly in the third week of the month, into the bank account number provided by the employee.

Together with the salary payment, the employee receives a digital payslip specifying all components of the salary.

23.2 Expense claims

Expenses and claims must be submitted to the payroll administration no later than the last week of the preceding month. Claims submitted later are processed in the following month.

For questions about salary or the payslip, please contact the payroll administration.

24. Holiday allowance

The employee is entitled to a holiday allowance of 8% of the gross annual salary. The holiday allowance is calculated over the period June up to and including May and is paid annually in the month of June.

Where employment starts or ends during the year, the holiday allowance is calculated pro rata. On termination of employment, the accrued portion is paid as part of the final settlement.

25. Entitlement to a thirteenth month

The employee is entitled to a thirteenth month equal to one gross monthly salary, based on the salary applicable in the month of payment.

25.1 Payment

The thirteenth month is paid annually in the month of December, at the same time as the regular salary payment for that month.

25.2 Pro rata accrual

The thirteenth month accrues pro rata to the number of months the employee has been employed during the calendar year concerned. For the calculation, part of a month is rounded to the nearest whole month.

25.3 Part-time employment

In part-time employment, the thirteenth month is calculated on the basis of the agreed part-time salary.

25.4 Unpaid leave

Periods of unpaid leave are not counted towards accrual of the thirteenth month, unless otherwise agreed in writing.

25.5 Leaving employment

Where employment ends during the calendar year, the employee receives a proportionate part of the thirteenth month for the months worked in that year. This amount is settled in the final settlement.

26. Year-end bonus

Architectenbureau Waterlinie awards a year-end bonus to employees who are employed on 31 December of the calendar year concerned.

The year-end bonus is paid in the month of December. Where employment starts during the year, the bonus is calculated pro rata.

The amount and the conditions of the year-end bonus are set annually by the management. The employer reserves the right to amend or discontinue the scheme.

27. Performance bonus

Architectenbureau Waterlinie may award employees a performance bonus based on individual results, company results, or both.

The criteria for the performance bonus are set annually and discussed during the performance review. The bonus is awarded at the employer's discretion — there is no automatic entitlement to payment.

The amount of the bonus is determined by the extent to which the agreed objectives have been met and by the overall company result.

28. Long-service award

Architectenbureau Waterlinie values long-term commitment and loyalty. On reaching a service anniversary, the employee receives a long-service award.

The long-service award is calculated in line with the tax-exempt amounts applicable at that time. The award is paid net in the month in which the anniversary falls.

In addition, the employee receives a personal gift or token of appreciation on behalf of the organisation.

29. Referral bonus

Architectenbureau Waterlinie appreciates it when employees put forward suitable candidates for open vacancies.

29.1 Payment

29.2 Conditions

• The employee must register the candidate with HR in advance
• The candidate must not already be known to Architectenbureau Waterlinie as an applicant
• The joining bonus is paid after the new employee's probationary period has ended
• The scheme does not apply to vacancies for which an external recruitment agency has been engaged

30. Personal occasions scheme

Architectenbureau Waterlinie pays attention to special moments in the lives of employees. The organisation marks the following occasions:

• Birthday: the employee receives congratulations and a small gift
• Marriage or registered partnership: the employee receives a gift on behalf of the company
• Birth of a child: the employee receives a new-baby gift
• Long-term sickness: after two weeks of sickness the employee receives a message or a small gift
• Farewell: on leaving, a suitable farewell is arranged, depending on the length of service

The value of the gift is aligned with the tax scheme for small gifts.

31. Expense claims

Business costs paid up front by the employee are reimbursed by Architectenbureau Waterlinie through an expense claim.

31.1 Procedure

1. The employee submits the claim using the designated form or system
2. Original receipts or invoices are attached to every claim
3. The manager approves the claim
4. Payment is made in the next salary run

31.2 Claimable costs

Examples of claimable costs are travel expenses, parking costs, entertainment expenses and small purchases for work purposes. Purchases above €100 require prior approval.

31.3 Deadline

Claims must be submitted within one month of the costs being incurred. Claims submitted later may be refused.

Expense claims are submitted within one month of the expense being incurred, with a legible receipt attached. Claims submitted later can only be reimbursed with the approval of the payroll administration.

32. Commuting allowance

Architectenbureau Waterlinie offers employees an allowance for commuting on the basis of the following method: maximum tax-exempt mileage allowance.

32.1 Calculation

The distance between the home address and the work location is determined using ANWB route planner (single journey). The allowance applies to the days on which the employee actually travels to the work location.

32.2 Conditions

• The allowance is paid monthly with the salary
• On relocation or a change of work location, the allowance is recalculated
• During holiday, sickness or working from home, the commuting allowance lapses for the days concerned
• The employee is obliged to report changes of home address in good time

33. Business travel expenses

Employees who travel for work to a location other than their fixed workplace receive an allowance for business travel expenses.

33.1 Own transport

Where an employee uses their own transport, they receive the tax-exempt mileage allowance per kilometre driven.

33.2 Public transport

Public transport costs are reimbursed in full on the basis of a second-class ticket. The employee must produce the original tickets or a public transport card transaction overview.

33.3 Prior approval

Business trips must be approved in advance by the manager. Travel expenses are reimbursed through the monthly expense claim.

34. General

The employer offers the employee the option of exchanging certain terms of employment. This means that the employee gives up a gross employment benefit (the source) in exchange for a net allowance or facility (the target).

34.1 Scheme terms

The terms of employment eligible for exchange, and the conditions that apply to them, are set out separately by the employer. The employer may amend those terms, observing applicable statutory requirements and after consulting the employee.

34.2 Voluntary participation

Participation in the exchange scheme is voluntary. Each year, within the period set for this purpose, the employee may choose to take part or amend a choice made earlier. The employer informs the employee in good time of the available options and the applicable request deadlines.

34.3 Tax and legal framework

The exchange takes place within the framework of applicable tax legislation, including the discretionary margin of the Dutch work-related costs scheme (werkkostenregeling, WKR). The employer is responsible for correct tax processing. Where an exchange is no longer permitted for tax purposes, the option of exchanging the employment benefit concerned lapses by operation of law.

35. Working from home

Architectenbureau Waterlinie offers employees the option of working from home part of the time, provided the nature of the role allows it.

35.1 Arrangements

• Working from home takes place in consultation with the manager
• The employee provides an ergonomically sound home workplace
• The employee is reachable during regular working hours on days working from home
• Confidential documents and data are handled with equal care at home

35.2 Working-from-home allowance

On days working from home, the employee receives a net working-from-home allowance equal to the tax-exempt amount per day worked from home. On those days the commuting allowance lapses.

35.3 Company equipment

The employer may make company equipment available for the home workplace, such as a monitor, keyboard or office chair. This equipment remains the property of the employer.

Your home workstation must meet the same health-and-safety requirements as your workstation at the office. You may request a screen, keyboard or desk chair through your manager.

36. Flexible working hours

Architectenbureau Waterlinie offers employees the option of working flexibly within defined limits.

36.1 Framework

Employees may adjust their start and finish times within the following ranges:

• Earliest start time: 07:00
• Latest possible start time: 10:00
• Core hours (attendance required): 10:00 – 15:00

Total daily working hours remain unchanged. Flexible working is only possible in roles where it does not obstruct business operations.

36.2 Arrangements

• Structural changes to working times are discussed with the manager in advance
• Employees are expected to attend meetings and team consultations
• The employer may restrict flexible working hours where business operations require it

37. General

The employer makes a mobile phone available to a number of employees for business use. The purpose is reachability and the effective performance of their work.

37.1 Appendix

The conditions for the provision, use, replacement and return of the mobile phone are set out in the appendix Mobile phone policy to these terms of employment. The employer may amend that appendix, observing applicable statutory requirements and after consulting the employee.

37.2 Responsibility

The employee treats the phone provided with care and is responsible for using it correctly in accordance with the appendix and the employer's other policies, including the computer and internet policy.

38. Fitness scheme

Architectenbureau Waterlinie encourages a healthy lifestyle and offers employees the option of taking part in a fitness scheme.

The employer makes a monthly contribution available towards a sports subscription at a fitness centre of the employee's choice. The contribution is paid net through the salary, in line with the applicable tax scheme (the Dutch work-related costs scheme, werkkostenregeling).

38.1 Conditions

• The employee has been employed for at least 6 months
• The allowance applies per calendar year
• The contribution lapses when the subscription ends

39. Staff association

Architectenbureau Waterlinie has a staff association that organises social and recreational activities for employees. The staff association contributes to a sense of connection and to enjoyment at work.

Taking part in staff association activities is voluntary. The employer makes an annual budget available to support the activities.

40. Performance reviews

Architectenbureau Waterlinie holds performance reviews with every employee each year. These conversations are intended to discuss performance, set objectives and explore development opportunities.

40.1 Review cycle

• Planning meeting (start of the year): setting objectives and arrangements for the year ahead
• Progress meeting (mid-year): interim evaluation and adjustment
• Appraisal meeting (end of the year): assessment of performance over the past year

40.2 Records

A written report is made of every meeting and signed by both parties. The report is added to the personnel file.

41. Training policy

Architectenbureau Waterlinie invests in the development of its employees. A well-trained team contributes to the quality of our services and to employee satisfaction.

41.1 Training on offer

In consultation with their manager, employees may take part in courses, training and other programmes relevant to their role or career development.

41.2 Reimbursement

Role-related training is paid for by the employer, including tuition or course fees, examination fees and compulsory study materials. Travel expenses are reimbursed in accordance with the business travel scheme.

41.3 Study agreement

For training with a total cost above €2,500, a study agreement is drawn up. It records the arrangements for repayment if the employee leaves early:

• Leaving within 1 year of completion: 100% repayment
• Leaving within 2 years of completion: 50% repayment
• After 2 years: no repayment

42. General

The employer offers the employee a pension scheme. The employer attaches importance to a sound retirement provision for its employees and contributes to it in accordance with the applicable arrangements.

42.1 Scheme terms

The content of the pension scheme, including the level of the employer and employee contributions, the pension provider and the other conditions, is set out separately by the employer. The employer may amend those terms, observing applicable statutory requirements.

42.2 Compulsory participation

Participation in the pension scheme is compulsory for all employees who meet the entry conditions of the scheme. The employee contribution is deducted monthly from the gross salary.

43. Group health insurance

Architectenbureau Waterlinie offers employees the option of joining a group health insurance policy. Participation is voluntary.

43.1 Benefits

• A discount on the monthly premium for basic and/or supplementary insurance
• Straightforward enrolment through the employer
• The group discount also applies to family members at the same address

43.2 Enrolment

Employees can enrol during the annual switching period (November/December) or when they start employment. Enrolment and cancellation are arranged directly with the health insurer.

44. Group accident insurance

Architectenbureau Waterlinie has taken out group accident insurance for all employees. This insurance pays out in the event of permanent disability or death resulting from an accident.

44.1 Cover

The insurance is in force 24 hours a day, both during and outside working hours. The exact conditions of cover and the payout percentages are set out in the policy.

44.2 Costs

The premium for the group accident insurance is paid in full by the employer. The employee does not need to do anything.

45. Expected conduct

Architectenbureau Waterlinie expects a professional and respectful attitude from all employees. Good conduct contributes to a pleasant working atmosphere and to a professional image for the organisation.

45.1 What we expect

• Respect: treat colleagues, clients and visitors with respect, regardless of background, position or opinion
• Integrity: be honest and transparent in what you do; report mistakes and wrongdoing
• Responsibility: take ownership of your work and honour the arrangements you make
• Cooperation: work constructively with colleagues and contribute to a positive team atmosphere
• Professionalism: act in accordance with applicable rules, procedures and standards of conduct

45.2 Speaking up

Employees are encouraged to address undesirable behaviour with each other in a respectful way. Where this does not lead to a solution, the manager or the confidential adviser can be involved.

46. Health and safety at work (general)

Architectenbureau Waterlinie attaches great importance to a safe and healthy working environment. Employer and employees share responsibility for this.

46.1 Employer obligations

• Operating a health and safety policy aimed at preventing illness and accidents
• Making safe work equipment and personal protective equipment available
• Providing information and instruction about working safely
• Appointing a prevention officer and maintaining an emergency response organisation

46.2 Employee obligations

• Complying with safety rules and work instructions
• Using personal protective equipment where prescribed
• Reporting unsafe situations to the manager immediately
• Taking part in information sessions and instruction on safety

46.3 Duty to report

Accidents, near-accidents and unsafe situations must be reported to the manager immediately. Serious occupational accidents are reported to the Netherlands Labour Authority.

47. Computer use and confidentiality

Company equipment such as computers, laptops, tablets and phones is primarily intended for business use.

47.1 Confidentiality

• Passwords are strictly personal and must not be shared
• Lock your computer when you leave your workplace
• Do not store confidential documents on external data carriers without permission
• Do not send commercially sensitive information to private email addresses

47.2 Security

• Do not install software on company equipment without the IT department's permission
• Report loss or theft of company equipment to your manager immediately
• Do not open suspicious emails or attachments (phishing)
• Report data breaches to your manager and the IT department immediately

47.3 Private use

Limited private use of company equipment is permitted, provided it does not obstruct your work and does not conflict with company policy.

48. Social media and internet use

Architectenbureau Waterlinie permits limited private use of the internet and social media during working hours, provided it does not obstruct the employee's work.

48.1 Guidelines

• Do not use the internet or social media for purposes that conflict with the law or with company policy
• Do not publish confidential company information on social media
• Do not make negative or damaging statements about Architectenbureau Waterlinie, colleagues, clients or business relations
• Be aware that statements on social media can reach a wide audience and can affect the reputation of the organisation

48.2 Monitoring

The employer reserves the right to monitor internet use on company equipment, in accordance with applicable privacy legislation. Employees are informed of this in advance.

When you post publicly about the sector in a way that is recognisably linked to your work, you make clear that you are speaking on your own behalf and not on behalf of your employer.

49. Inappropriate and transgressive behaviour

Architectenbureau Waterlinie tolerates no form of inappropriate behaviour in the workplace. Inappropriate behaviour includes:

49.1 Forms of inappropriate behaviour

• Sexual harassment: unwanted sexual attention, whether verbal or physical
• Bullying: systematic intimidating, humiliating or hostile behaviour
• Aggression and violence: verbally or physically aggressive behaviour, including threats
• Discrimination: treating people unequally on the grounds of religion, belief, political opinion, race, sex, nationality, sexual orientation, marital status, age, disability or chronic illness

49.2 Reporting procedure

Employees who experience inappropriate behaviour can report it to:

1. Their direct manager
2. The confidential adviser
3. The HR department

Every report is treated confidentially. The employer takes appropriate measures to prevent recurrence.

50. Confidential adviser

Architectenbureau Waterlinie has appointed a confidential adviser whom employees can approach with complaints about inappropriate behaviour, harassment, bullying or discrimination.

50.1 Contact details

50.2 Role of the confidential adviser

The confidential adviser listens, helps the employee order their thoughts and explains the possible next steps. Conversations with the confidential adviser are strictly confidential.

The confidential adviser can:

• Advise on possible solutions
• Support the employee in a conversation with the other party
• Refer the employee to a complaints committee or external support
• Report signals about structural problems back to the organisation, anonymously

51. Disciplinary policy

The employer attaches great value to a professional and respectful working environment. Where an employee does not comply with applicable rules, instructions or standards of conduct, the employer may take disciplinary measures. The disciplinary policy is aimed at dealing with breaches fairly and consistently.

51.1 Principles

When imposing sanctions, the employer applies the following principles:

• Proportionality: the measure is proportionate to the seriousness of the breach
• Both sides of the story: the employee is always given the opportunity to give their account
• Consistency: like cases are treated alike
• Written record: disciplinary measures are confirmed in writing

51.2 Disciplinary measures

Depending on the nature and seriousness of the breach, the employer may take the following measures, in increasing order of severity:

1. Verbal warning — a formal conversation in which the employee is addressed about their conduct
2. Written warning — a formal letter recording the breach and the improvement expected
3. Suspension — temporary relief from duties, with or without continued payment of salary
4. Transfer or demotion — a change of position, workplace or terms of employment
5. Dismissal — termination of employment, whether or not with immediate effect

In the case of serious breaches such as theft, fraud, violence, sexual harassment or appearing at work under the influence of alcohol or drugs, the employer may proceed directly to summary dismissal.

51.3 Procedure

Before a disciplinary measure is imposed, a meeting takes place between the employee and the manager (and HR where appropriate). The employee may be accompanied by a colleague or the confidential adviser. A written report is made of the meeting.

The employee has the right to object in writing to the management within two weeks of the measure being imposed. The management decides on the objection within two weeks.

52. Alcohol, drugs and medication

It is not permitted to appear at work under the influence of alcohol or drugs, or to use alcohol or drugs during working hours. This also applies during breaks.

52.1 Medication

Employees who use medication that may affect their ability to drive or to function are required to report this to their manager. Suitable measures are then agreed together.

52.2 Enforcement

Where there is a suspicion of alcohol or drug use during working hours, the employer may send the employee home. The hours missed are not treated as working time.

Breaching this policy may lead to disciplinary measures, including summary dismissal in serious cases.

53. Smoking policy

Under the Dutch Tobacco and Smoking Products Act, smoking is prohibited in the company premises and at the workplace. This prohibition also applies to e-cigarettes.

53.1 Smoking area

Smoking is permitted only in the designated area or areas outside the building. Employees are asked to dispose of smoking waste in the ashtrays provided.

53.2 Smoking breaks

Smoking breaks fall outside the regular break times and are not treated as working time. Employees must keep smoking breaks within reason and must not disrupt business operations.

54. Camera surveillance

Architectenbureau Waterlinie uses camera surveillance to protect the company premises, company property and the safety of employees and visitors.

54.1 Purpose

Camera surveillance is used solely for:

• Securing the building and the site
• Preventing theft and vandalism
• The safety of employees and visitors

54.2 Privacy

Camera surveillance complies with the requirements of the General Data Protection Regulation (GDPR). Images are not kept longer than necessary, up to a maximum of four weeks, unless there has been an incident.

The presence of cameras is made known by signs at the entrances. Cameras are not used to monitor individual employees.

55. Professional appearance and client contact

Employees of Architectenbureau Waterlinie represent the organisation. A professional appearance and correct dealings with clients, visitors and external contacts are therefore important.

55.1 Dress and grooming

Employees are expected to dress appropriately for their role. Where necessary, the employer makes company clothing available.

55.2 Client contact

The following principles apply in contact with clients and external relations:

• Be polite, helpful and professional
• Answer questions as quickly and as fully as possible
• Refer the enquiry to the right person if you do not know the answer yourself
• Take complaints seriously and report them back to your manager

56. Purpose

This appendix sets out the rules for using the internet, email and the other IT facilities that the employer makes available. The aim is safe, professional and responsible use of these resources.

56.1 Permitted use

The employee uses the internet, email and other IT resources primarily for work-related purposes. Limited and incidental private use is permitted, provided it does not obstruct their work and does not cause damage to the employer.

56.2 Not permitted

The following are expressly not permitted:

• Visiting or forwarding material that is racist, discriminatory, pornographic, violent or otherwise offensive
• Opening attachments or links from suspicious or unknown sources
• Sharing confidential company or personal data through unsecured channels
• Installing software without the employer's prior permission
• Circumventing security measures

56.3 Checks and monitoring

The employer is entitled to carry out checks on the use of the internet, email and other IT resources within the limits of applicable privacy and employment legislation, including the General Data Protection Regulation (GDPR). Checks take place on a sample basis or where there is a well-founded suspicion, and are notified in advance to the works council or the employee representative body where one exists.

56.4 Personal responsibility

Every employee is responsible for the careful use of their own login details. Sharing passwords is not permitted. Any suspicion of misuse must be reported to the employer immediately.

56.5 Sanctions

Breaching these rules may lead to measures under the employer's disciplinary policy, ranging from a warning to termination of employment.

56.6 Questions

For questions about this appendix or about IT use, the employee can contact the employer.

57. Article 1 — Provision

Employees who need to be reachable for their role, or who regularly make business calls, may qualify for a business mobile phone. The manager awards the phone in consultation with HR.

The employer determines the type of device and the subscription. The phone and the subscription remain the property of the employer.

57.1 Article 2 — Use

The business mobile phone is primarily intended for business use. Limited private use is permitted, provided the cost of that use stays within reasonable limits. Excessive private use may be recovered from the employee.

Use of the mobile phone abroad (roaming) must be agreed with the manager in advance in order to avoid unexpectedly high costs.

57.2 Article 3 — Duty of care

The employee treats the phone provided and its accessories with care. In the event of loss, theft or damage, the employee must report this to their manager and the IT department immediately. Where loss or damage is culpable, the costs may be recovered from the employee.

57.3 Article 4 — Security

The employee is required to secure the phone with a PIN, password or biometric security. Business data on the phone falls under the employer's information security policy. In the event of loss or theft, the employer may wipe the phone remotely.

57.4 Article 5 — Return

On termination of employment, or on a change of role that ends the entitlement to a business phone, the employee must return the device and all accompanying accessories. The employee must remove their private data before returning the device.