Privacy Policy For Namaste AIC

               Namaste AIC App Privacy Policy

SECTION I: General Guidelines (For All Occupants – Staff & Incubates)

1. Code of Conduct

• Respectful behavior, professional attire, and responsible workspace usage are expected at all times.
• Harassment, discrimination, or any misconduct—verbal or physical—will lead to strict disciplinary action.
• Both parties are expected to uphold the spirit of collaboration and innovation.

2. Work Hours and Entry

• The operational hours of AIC-BHU are from 10:00 AM to 5.00 PM, Monday to Saturday.
• Entry and exit are tracked via biometric or digital sign-in systems.
• Unauthorized access outside working hours requires prior written approval.

3. Data, Confidentiality, and Privacy

• Any data shared internally or externally must be handled with due care and only through authorized communication channels.
• Confidential startup information, project documents, or incubation details should never be disclosed without consent.
• A Non-Disclosure Agreement (NDA) may be signed between office staff and startups for sensitive engagements.

4. Infrastructure and Resource Usage

• Shared resources (meeting rooms, printers, internet, etc.) must be used responsibly.
• Booking of meeting rooms should be done through the official calendar system.
• Any damage or misuse of infrastructure will lead to penalties or replacement charges.

5. Interaction Timings Between Staff and Startups

• Startup Support Hours: Incubatees may approach the AIC-BHU staff between 11:00 AM – 1:00 PM and 3:00 PM – 5:00 PM, Monday to Friday.
• For any matter requiring the Director’s or authority’s attention, a meeting request must be emailed 48 hours in advance.
• Impromptu walk-ins are discouraged to ensure structured communication and workflow.

 

SECTION II: Office Staff Policy

1. Professional Responsibilities

• Staff must support startups with timely services (compliance, funding, mentoring coordination, etc.).
• Proactive engagement with incubatees to assess needs and provide solutions is expected.
• Weekly task planning and performance logs must be submitted to the Reporting Head.

2. Attendance & Leave Policy

• Staff must clock in by 9:45 AM and not leave before 5:00 PM unless approved.
• Leave requests must be submitted through the HRMS/official system at least 48 hours in advance.
• Emergency leave must be reported as early as possible via official communication.

3. Internal Communication

• All work-related communication should happen via official email or designated channels like Slack/Teams.
• Maintain courteous and concise language in all professional interactions.
• Direct communication with external stakeholders must be routed through the Director’s office unless pre-approved.

4. Work Review and Feedback

• Fortnightly review meetings will be conducted by the Director to assess task progress and resolve issues.
• Staff are expected to share progress on assigned tasks, including incubatee queries and support delivery.

5. Digital Data Handling

• All digital documents must be stored in shared, access-controlled cloud drives or local servers.
• Passwords, startup documents, or financial records must never be stored locally or shared informally.
• Staff are responsible for backing up their work weekly in designated folders.

SECTION III: Startup Policy

1. Onboarding & Occupation

• Upon selection, startups must complete formal onboarding, submit ID proofs of core members, and sign the Incubation Agreement.
• Workspace will be allocated as per availability and the terms in the agreement.
• Subletting or unauthorized use of workspaces is strictly prohibited.

2. Workspace Usage and Conduct

• Maintain hygiene, discipline, and low-noise operation within the shared office space.
• Infrastructure such as whiteboards, screens, or chairs must be used responsibly and restored to order after meetings.
• No hardware installation or modification is allowed without permission.

3. Team Management

• Only registered team members are allowed access. Any intern or visitor must be registered with AIC’s admin in advance.
• Founders are responsible for their team’s behavior and any misconduct will reflect on the startup's status.

4. Authority Interactions

• Meeting the Director, Mentors, or Senior Staff requires an official email request at least 48 hours prior, stating agenda and attendees.
• Meeting rooms can be used upon booking through the official portal/calendar.
• Startup presentations, demos, or event participation should be coordinated via the assigned manager.

5. Startup Progress Monitoring

• Monthly progress updates (MOM) must be submitted via the shared reporting format by the 5th of each month.
• Startups must participate in mentoring sessions, demo days, training programs, and investor meets as communicated.
• Non-participation in three consecutive activities may trigger review of incubation status.

6. Exit or Graduation Policy

• Prior to graduation or voluntary exit, startups must clear all dues, return physical assets, and submit a final progress report.
• Exit certificate and incubation evaluation will be provided post-clearance.

 

Policy Violation & Escalation

Type of Violation	First Offense	Repeat Offense	Final Action
Late Attendance (Staff)	Verbal Warning	Written Notice	Salary Deduction/Review
Unauthorized Access/Use	Written Notice	Access Restriction	Legal/Termination
Misuse of Data/Confidentiality Breach	Suspension	Legal Action	Termination of Services
Harassment/Discrimination	Immediate Review	Suspension	Blacklisting & Report

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Closing Note

All members office staff and incubated startups are expected to follow this policy in letter and spirit. It ensures a productive, secure, and collaborative environment for innovation and enterprise-building.

 

For suggestions or clarifications, please contact:
Admin Office – admin@aicbhu.in
Director Office – director@aicbhu.in