Employee Handbook
Northwind Studio Ltd
14 Harbour Road, Cork, Ireland
Effective from 1 January 2027
1. Welcome
Welcome to Northwind Studio Ltd. We are glad you are here, and we want your work with us to go well.
This handbook explains how we work together: what we expect from you, what you can expect from us, and where to go when you need help. It cannot cover every situation. Where it is silent, we ask everyone to use good sense, to act in line with our values, and to ask when unsure.
If you have a question about anything in this handbook, ask Maria Lopez, People Manager (maria@northwind.example).
2. About us
We design and build websites and mobile apps for small businesses, and look after them after launch.
Our values guide how we treat each other, our customers and the people we work with:
We are honest with each other and with customers. We do careful work. We help colleagues. We keep learning.
3. How to use this handbook
- This handbook applies to everyone who works for Northwind Studio Ltd (the "Company"), whatever their job. In this handbook "you" means the person reading it, and "your manager" means the person you report to.
- The law of Ireland sets many of your rights at work, for example minimum pay, leave, working time and protection from unfair treatment. Where the law gives you more than this handbook, the law applies. Where this handbook gives you more than the law, this handbook applies.
- Your employment contract or offer letter is the main document about your job. If it says something different from this handbook, your contract applies, unless this handbook is more favourable to you.
- This handbook is a guide to how we work. It does not by itself make any promise that is not in your contract, and it is not a contract unless your contract says so.
- We may change this handbook from time to time, for example when the law or the business changes. We will tell you about important changes before they take effect, and we will keep the current version where all staff can read it.
4. Employment basics
4.1 Your terms
You will receive your main terms in writing: your job title, your manager, where you work, your pay, your hours, your leave and the notice that applies. If any of these change, we will tell you in writing.
4.2 Right to work and records
Before you start, we may need to check that you may lawfully work in the country where you will work, and we will ask for the documents the law requires. Please keep your personal details up to date with Maria Lopez, People Manager (maria@northwind.example), including your address, contact details, bank details and emergency contact. We use this information only as set out in section 12.
4.3 Probation
Your first period of employment, the first 3 months, is a probation period. It is a time for you and for us to see whether the job is a good fit. During probation your manager will talk to you regularly about how things are going and will tell you early if there is a problem. The period may be extended by agreement, or as the law allows, if you have been away or if more time is needed to decide. Where the law gives you protection during probation, that protection applies.
4.4 Changes to your job
Your duties may change as the business changes. We will talk to you before making any important change to your role, your place of work, your hours or your pay, and we will make any such change in the way the law and your contract allow.
4.5 Other work
You must tell your manager before you take other paid work, run a business or hold a position in another organisation. You may not do so if it would harm your work for us, create a conflict of interest, use the Company's time or property, or compete with the Company. Unpaid volunteering and personal interests are your own business unless they affect your work.
5. Hours and attendance
5.1 Normal hours
Your normal working week is: 40 hours, Monday to Friday, 9:00 to 17:30 with a 30 minute unpaid lunch break. Your contract says if your hours are different.
5.2 Time keeping
Please be ready to start work at the agreed time. If you will be late or cannot come in, tell your manager as early as you can, before the start of your working day, and say when you expect to be back. If you are working from home, tell your manager if you will not be available at your normal times.
5.3 Breaks and rest
You are entitled to the breaks and rest periods set by law, and we expect you to take them. Take your breaks away from your desk where you can. Your manager will plan work so that rest periods can be taken.
5.4 Overtime
Overtime
You must not be asked to work more than the weekly limit the law sets, and you may not be treated unfairly for refusing to work more than the law permits.
5.5 Unplanned absence
If you cannot come to work for a reason other than planned leave, for example illness or an emergency, follow section 7.2 or tell your manager as soon as you can. Absence that is not reported, or is not explained, may be treated as unauthorised absence and handled under section 14.
6. Pay and expenses
6.1 Pay
Your pay is set out in your contract. It is paid in euros: monthly, on the last working day of the month, by bank transfer. Each payment comes with a pay statement showing your gross pay, deductions and net pay. We deduct tax, social contributions and other amounts that the law requires. We will not make any other deduction from your pay without your agreement, unless the law allows it.
If you think your pay is wrong, tell Maria Lopez, People Manager (maria@northwind.example) as soon as you notice, in writing if you can. We will look into it quickly and put right any mistake. If we have overpaid you, we will talk to you before recovering the money and agree a reasonable way to repay it, within what the law allows.
6.2 Pay review
We review pay regularly. A review does not promise a rise. Pay is looked at in the light of performance, the market, the Company's finances and the law, and we aim to pay people fairly for work of equal value.
6.3 Expenses
We repay reasonable expenses that you incur for the Company's business, for example travel, accommodation and meals while travelling, and equipment that your manager asked you to buy. To claim:
- get your manager's approval before any single expense above EUR 100;
- keep the receipt or invoice;
- send the claim with receipts promptly, and in any case within 60 days;
- do not claim for personal items, or for anything that someone else has already paid.
We repay approved claims with your next regular pay. False or inflated claims are serious misconduct.
6.4 Company cards and advances
If the Company gives you a payment card or an advance, use it only for Company business and give your manager the receipts. Report a lost card at once.
7. Leave
Leave rights differ between countries. Where the law gives you more leave, more pay during leave, or more protection than below, the law applies.
7.1 Annual leave and public holidays
You are entitled to paid annual leave of 25 working days a year, or more if the law gives more. The leave year runs as your contract says. You are also entitled to public holidays: the public holidays of the country where the employee works. How leave is taken and carried over follows these rules:
- Ask your manager for leave in good time, and in writing. Longer leave needs more notice. We will answer as soon as we can and will not refuse leave without a business reason.
- We may ask you to take leave at a particular time, for example when the Company closes, and we will give you reasonable notice.
- Leave that is not taken in the year is carried over or paid only as the law or your contract allows.
- When your employment ends you are paid for leave you have earned and not taken, or you may be asked to take it during your notice period, as the law allows.
7.2 Sickness
If you are unwell, tell your manager before your normal start time, say how long you expect to be away, and keep in touch. For a short illness you may be asked to confirm what was wrong in a short note. For a longer absence, or where the law requires, you may be asked for a medical certificate from a doctor. We will not ask for more medical detail than we need.
Sick pay: full pay for the first 10 days in a year, then the statutory sick pay set by law.
We keep the reasons for your sickness private and share them only with those who need them to manage your absence and support you. When you return, your manager may talk to you about how you are and whether we can do anything to help, including changes to your work. If you have a long-term condition or a disability, we will make reasonable adjustments, as the law requires and as far as we can.
7.3 Family leave
Maternity, paternity, adoption, parental, and care leave follow the law of Ireland and the following:
As set by law. The company adds 4 weeks of full pay to the statutory maternity leave after 12 months of service.
You do not need to tell us you are pregnant before you are ready, but please tell us as early as you reasonably can so that we can protect your health and safety and plan for your leave. We will protect your job and your rights during and after family leave as the law requires, and we will not treat you unfavourably because you are pregnant, have taken or asked for family leave, or have caring duties.
7.4 Time off for emergencies and public duties
You are entitled to reasonable time off for emergencies involving someone who depends on you, and for public duties such as jury service or service in a public body, as the law of Ireland provides. Tell your manager as soon as you can. Whether that time is paid follows the law.
7.5 Other leave
3 days of paid bereavement leave for a close family member, 1 paid day for moving house, and unpaid study leave by agreement.
7.6 Unpaid leave
You may ask for unpaid leave for a reason that is not covered above. Each request is looked at on its merits, and we will give a reason if we say no.
8. Conduct at work
8.1 What we expect
We expect everyone to:
- do their job with care and to the standard agreed;
- be honest and open in their work and in what they tell colleagues, customers and the Company;
- treat everyone with courtesy and respect, in person and online;
- follow reasonable instructions, and the law, at work;
- look after Company property and money as if it were their own;
- keep to the policies in this handbook.
8.2 Conflicts of interest
A conflict of interest arises when your personal interests could affect, or seem to affect, your judgement at work. Examples are doing business with a company owned by a relative, taking a second job with a competitor, or using the Company's information for your own gain. Tell your manager as soon as you see a possible conflict, so that it can be dealt with openly.
8.3 Gifts and hospitality
Do not accept or give gifts, favours or hospitality that could influence a business decision or look as if they could. Small, occasional gifts of modest value and normal business meals are usually fine. If you are offered anything more, or you are unsure, ask your manager. Never offer or accept money, or anything of value, to get or give an unfair advantage.
8.4 Bribery, fraud and the law
The Company does not pay or accept bribes, and does not tolerate fraud, theft, money laundering or tax evasion. This applies in every country where we work and to people acting for us. Tell your manager or the People Manager, or the Managing Director if the complaint is about the People Manager at once if you suspect any of these.
8.5 Speaking up
If you see something at work that is unlawful, dangerous or seriously wrong, for example fraud, a safety risk, a breach of data protection, abuse or a cover-up, we want you to tell us. Raise it with your manager, or with the People Manager, or the Managing Director if the complaint is about the People Manager if you prefer. We will look into what you say, keep your name confidential as far as we can and as the law allows, and we will not punish you for raising a concern honestly, even if it turns out to be mistaken. The law may also protect you if you report to a public authority.
8.6 Alcohol, drugs and fitness for work
You must be fit to work safely. You may not work under the influence of alcohol or illegal drugs, or use them on Company premises or during working time. If you take medicine that may affect your work or safety, tell your manager so that we can protect you and others, and you need not say what the medicine is for. If you have a problem with alcohol or drugs, tell us. We will support you as far as we reasonably can.
8.7 Dress and appearance
Dress in a way that suits your work and the people you meet, and that is safe. We apply any dress guidance in the same way to everyone, and we will make reasonable allowances for religion, belief, health, disability and culture.
9. Equal treatment, dignity and harassment
9.1 Our commitment
Northwind Studio Ltd is committed to a workplace where everyone is treated fairly and with dignity. We do not accept discrimination, harassment or victimisation. We recruit, train, pay, promote and manage people on the basis of ability and merit.
9.2 What is protected
You must not be treated worse, in any part of your work, because of a characteristic that the law of Ireland protects, and in any case because of your race, colour, ethnic or national origin, nationality, religion or belief, sex, gender, gender identity or expression, sexual orientation, marital or family status, pregnancy, age, disability or health condition. This covers hiring, pay, training, promotion, discipline, dismissal and everyday treatment.
9.3 Harassment and bullying
Harassment is unwanted behaviour that violates someone's dignity or creates an intimidating, hostile, degrading or offensive atmosphere. It includes unwelcome jokes, remarks, nicknames, gestures, messages, images, touching, exclusion and pressure for personal or sexual attention. Bullying is a repeated pattern of behaviour that undermines, humiliates or frightens a person. Both are misconduct whether they happen in the workplace, at events, while travelling, in messages, on social media, or outside working hours, if they are connected with work. It does not matter whether the person meant to offend. What matters is the effect and whether a reasonable person would find it unacceptable.
Reasonable management, such as giving honest feedback, setting targets, or starting a fair disciplinary process, is not harassment or bullying.
9.4 If you experience or see it
You can tell the person that their behaviour is unwelcome, if you feel able to. You do not have to. You can go directly to the People Manager, or the Managing Director if the complaint is about the People Manager, or follow section 15. We will take what you say seriously, act quickly, keep the matter as private as we can, and protect you from retaliation. We will investigate fairly, hear from everyone involved and decide what to do. Anyone found to have harassed or bullied another person, or to have victimised someone who raised a concern, will face action under section 14, which may include dismissal.
9.5 Adjustments
We will make reasonable adjustments for employees with a disability or a health condition, and reasonable accommodations for religious practice, as far as we can and as the law requires. Please talk to Maria Lopez, People Manager (maria@northwind.example) about what would help you.
10. Health and safety
10.1 Our duty and yours
We will provide a safe and healthy place to work, the equipment and training you need, and a way to report concerns, as the law of Ireland requires. The person responsible for health and safety is Tom Reilly, Operations Manager.
You must take reasonable care of your own health and safety and of others who may be affected by what you do, follow safety instructions and training, use equipment properly, and not interfere with anything provided for safety.
10.2 Reporting
Report every accident, injury, near miss, hazard or unsafe condition to your manager and Tom Reilly, Operations Manager straight away, even if nobody is hurt. We keep a record of accidents and report them to the authorities where the law says we must. You may stop work and leave a danger that you reasonably believe is serious and immediate, and you must not be punished for doing so.
10.3 Emergencies
Make sure you know where the exits, first aid supplies and fire equipment are, and follow the evacuation instructions. In an emergency, protect life first, then call the emergency services.
10.4 Work stations and wellbeing
If you work at a screen, set up your seat and screen properly and take regular short breaks from it. Tell us if your work station is causing you discomfort. We care about your mental health as well as your physical health. If work is causing you stress, talk to your manager or to Maria Lopez, People Manager (maria@northwind.example). We will look at what we can change, such as workload or deadlines.
10.5 Smoking and vaping
Smoking and vaping are not allowed inside the premises, in Company vehicles or in any place where the law forbids them.
10.6 Travel
When you travel for the Company, follow the travel rules we give you and the law of the places you visit. Tell your manager about any health condition or concern that may affect your trip.
11. Company equipment, IT and security
11.1 Using Company equipment
Computers, phones, accounts, networks, software and other equipment that we provide are for Company business. Limited personal use is fine if it is reasonable, does not interfere with your work, does not cost the Company money, does not break the law or any policy in this handbook, and does not involve anything offensive. Remember that Company systems are monitored in the ways set out in section 11.6.
11.2 Passwords and accounts
- Keep your passwords secret. Never share them, not even with colleagues or IT staff.
- Use a long, unique password for each account, ideally with a password manager, and turn on two-step verification wherever it is available.
- Lock your screen when you leave your desk.
- Use only accounts and tools that the Company has approved to store or send Company information. Do not move Company data to personal email, personal cloud storage or personal devices without approval.
11.3 Devices
Keep Company devices, and personal devices you use for work, up to date, protected by a screen lock, and encrypted where possible. Do not install software that has not been approved, or switch off security protection. Report a lost or stolen device to support@northwind.example immediately, so that we can lock or wipe it.
11.4 Phishing and security incidents
Be careful with unexpected emails, links, attachments, requests for payments and requests for passwords. If anything looks wrong, do not click, and report it to support@northwind.example. If you think you have made a mistake, for example by clicking a link or sending something to the wrong person, report it at once. Fast reporting limits the damage, and you will not be punished for reporting an honest mistake.
11.5 Artificial intelligence tools
You may use approved artificial intelligence tools to help with your work. Do not enter personal data, customer data, passwords, source code or confidential Company information into any tool that has not been approved for that purpose. Check what a tool produces before you rely on it or send it on: you remain responsible for the work you deliver. Do not present machine-generated material as your own expert advice where that would mislead a customer.
11.6 Monitoring
To protect the Company, its customers and staff, we may monitor and log the use of Company systems, for example email, internet use, files, access to buildings, and the location of Company vehicles. We do this only as far as the law of Ireland permits, for lawful purposes, in proportion to the purpose, and as set out in our privacy notice for staff. We do not read private messages on personal accounts or devices.
11.7 Company property
Company equipment remains the Company's property. Look after it, and do not lend it to others. You must give it back when we ask and in any case under section 17.
12. Data, privacy and confidentiality
12.1 Personal data of staff
We collect and use information about you, for example your contact details, pay, bank details, attendance, performance and, where necessary, health information, to employ you, pay you, run the business and meet the law. We keep it secure, share it only with those who need it, such as payroll, tax authorities, insurers and professional advisers, and keep it only as long as needed. You may ask to see your personal data, to correct it, and, where the law gives you the right, to have it deleted or to object to how it is used. Ask Maria Lopez, People Manager (maria@northwind.example). Our staff privacy notice gives the details.
12.2 Personal data of others
At work you may handle personal data about customers, colleagues and other people. Use it only for the purpose it was collected, only as much as you need, and only as your job requires. Keep it secure and do not share it outside the Company except as the Company's rules allow. Report any loss, theft or wrong disclosure of personal data to support@northwind.example at once, since the law may require us to notify the authorities and the people concerned within a short time.
12.3 Confidential information
Confidential information is information that is not public and that has value to the Company or to others who gave it to us. Examples are customer lists, prices, plans, financial results, source code, designs, know-how, contracts, and anything marked confidential. You must:
- use it only for your work;
- not tell anyone outside the Company, or any colleague who does not need it;
- keep it secure, and return or delete it when you leave.
This duty continues after your employment ends. It does not stop you from doing anything the law protects, such as speaking up about wrongdoing (section 8.5), reporting to a public authority, talking about your own pay or conditions with others, or using your general skills and experience.
12.4 Work you create
Unless your contract or the law says otherwise, work that you create as part of your job, such as documents, designs, software and ideas, belongs to the Company, to the extent that the law of Ireland allows. Keep records of it in the Company's systems.
13. Social media and public statements
- Your personal accounts are your own, and we respect your freedom to express your views. Please be clear that your views are your own and do not speak for the Company unless you are authorised to.
- Do not post confidential information, customer details, unreleased plans, or private images of colleagues or customers taken at work.
- Do not post anything that harasses, threatens or discriminates against colleagues, customers or anyone else, or that is unlawful. Section 9 applies to conduct online.
- If you mention your job, or a Company product or service, and you are paid or rewarded for it, you must say so, as the law and the platform require.
- Do not give interviews or statements for the Company to the press without approval. Pass press questions to your manager.
- Be careful if you are asked for a reference or about former colleagues. Pass such requests to Maria Lopez, People Manager (maria@northwind.example).
If you see something online that harms the Company or a colleague, tell your manager. Do not reply in the Company's name.
14. Performance, discipline and dismissal
14.1 Performance
Your manager will set clear goals with you and will talk to you often about your work. Your performance is reviewed twice a year, in June and December. A review is a conversation about what is going well, what could be better, and your development and training. If your work is not at the standard needed, your manager will say so early, explain what is expected, give you support and training, and a reasonable time to improve. If it does not improve, we may use the steps in section 14.3.
14.2 Misconduct
Misconduct is a serious or repeated failure to follow the rules of the workplace. Examples include:
- repeated lateness or unauthorised absence;
- refusing a lawful and reasonable instruction;
- carelessness that causes harm or loss;
- breaking the policies in this handbook;
- dishonesty, including false timesheets or expense claims;
- harassment, bullying or discrimination;
- misuse of Company systems or data;
- breach of confidentiality;
- behaviour at work or outside it that seriously damages the Company's reputation or the trust we have in you.
Gross misconduct is misconduct so serious that it may justify dismissal even for a first offence. Examples are theft, fraud, violence or threats, serious harassment, serious breach of safety or data protection rules, working under the influence of drugs or alcohol, deliberate damage to property, and serious breach of confidentiality. These lists are examples and are not complete.
14.3 Disciplinary steps
We deal with problems fairly, and as the law of Ireland requires. Normally:
- Informal talk. For minor concerns, your manager will talk to you and explain what must change.
- Investigation. Where the matter is more serious, someone will look into the facts without delay and without prejudging the result. You may be asked to attend a meeting about the facts. If it is needed to protect people or the investigation, you may be suspended on full pay for as short a time as possible. Suspension is not a punishment.
- Invitation to a meeting. You will be told in writing what the concern is, given the evidence, and given reasonable notice of a meeting at which you can reply.
- The meeting. You may bring a colleague or, where the law gives you the right, a trade union representative or another companion. You can explain your side and call witnesses.
- Decision. You will be told the decision in writing, with reasons. Depending on how serious the matter is, it may be no action, a note on your file, a written warning, a final written warning, a change of duties, dismissal with notice, or, for gross misconduct, dismissal without notice.
- Appeal. You may appeal in writing within 7 days of the decision to a more senior person who has not been involved before. They will review the decision and the appeal decision is final.
Warnings stay on your file for a limited time, normally 12 months, unless the matter is serious. We may change or skip a step where the law or the facts require, for example in a case of gross misconduct. Different rules may apply to you during probation, or if you have a short length of service, but we will always act fairly.
14.4 Poor performance and capability
If you are not able to do your job because of performance or long-term health reasons, we will look at what support, training or adjustments would help before we consider any other step. We will follow the same fair approach as in section 14.3.
14.5 Redundancy
If a role is no longer needed, for example because of a change in the business, we will tell the people concerned as soon as we can, consult them as the law requires, look for other suitable work in the Company, choose people fairly by objective criteria, and pay what the law and the contract provide.
15. Raising a complaint or grievance
If you have a problem at work, we want to hear about it and put it right.
- Talk first. Where you can, talk to your manager. Many problems can be settled quickly and informally.
- Put it in writing. If it is not settled, or if the complaint is about your manager, write to the People Manager, or the Managing Director if the complaint is about the People Manager and say what the problem is and what you would like to happen.
- Meeting. We will arrange a meeting without unreasonable delay. You may bring a companion, as in section 14.3. If the complaint is about someone, they will have a chance to reply.
- Outcome. We will investigate as far as is needed and tell you the outcome in writing, and what we will do.
- Appeal. If you are not satisfied, you may appeal in writing within 7 days to a more senior person who has not been involved before. Their decision ends the Company's process.
Raising a complaint in good faith will never count against you. Using this process does not stop you from going to a labour authority, a tribunal or a court, or from seeking independent advice at any time.
16. Working from home and working away
16.1 The arrangement
Remote work
Tuesday and Thursday
Working from home is a way of working, not a different job. Your pay, benefits, rights and responsibilities are the same, and so are the rules in this handbook. Work from the place you have agreed with us, and tell your manager before you work from another place, especially in another country, since pay, tax, social security, data protection and immigration rules can differ.
16.2 Availability and results
Be available and contactable during your agreed working hours. We manage by results and by clear agreement, and we trust you to do your work. Keep your calendar up to date, answer messages in reasonable time and join meetings that matter.
16.3 Your work space
Choose a space that is safe, quiet enough to work and private enough to protect confidential information. Do not let others see or hear confidential information or use Company devices. The health and safety duties in section 10 apply at home. Tell us about any accident that happens while you are working. We will help with the equipment you need for your work, as agreed in advance.
16.4 Costs
Unless the law or your contract says otherwise, the Company repays the reasonable, approved costs of working from home, for example equipment that we have asked you to use. Ask your manager before you spend money.
16.5 Ending the arrangement
If the needs of the business change, or if the arrangement is not working, we may change or end it after discussing it with you and giving you reasonable notice, as your contract and the law allow. You may also ask to change it.
17. Leaving the Company
17.1 Resignation
If you decide to leave, please tell your manager first and then confirm in writing. After probation, the notice you must give and the notice we must give is: 1 month from the employee, 2 months from the company, or the longer period the law requires. Your contract may give a different period, and if the law requires longer notice from us, we give that. During probation, the notice in your contract applies.
17.2 During your notice
You must carry on working in your normal way, keep to your duties, and help to hand over your work. We may ask you not to work or to stay away for some or all of your notice, and will pay you as the law and your contract provide. We may ask you to take outstanding leave during your notice.
17.3 Company property and access
Within 5 working days after your last day, or earlier if we ask, you must give back all Company property, including equipment, cards, keys, documents and copies of Company information, and delete Company information from personal devices and accounts. Your access to Company systems ends on your last day, or earlier if we need.
17.4 Final pay
We pay your final pay by your normal pay day or earlier if the law requires it. It will include earned pay and unused leave as the law and your contract provide, less lawful deductions. We will give you any documents that the law requires, for example a statement of employment and tax forms.
17.5 References
We will give a fact-based reference, which confirms the dates of your employment and your job title, and may say more where we have agreed. Requests should go to Maria Lopez, People Manager (maria@northwind.example).
17.6 After you leave
Your duty of confidentiality in section 12 continues. Any other duties after leaving, for example not to compete, apply only if they are written in your contract and they are valid under the law.
17.7 Leaving interview
We would like to hear your views before you go. It is private and you need not take part, but it helps us improve.
18. Acknowledgement
I have received a copy of the Employee Handbook of Northwind Studio Ltd, effective from 1 January 2027. I have read it, and I understand that I should ask Maria Lopez, People Manager (maria@northwind.example) if I have any questions. I understand that it explains how we work and that the Company may update it, and that it does not by itself give me rights beyond those in my contract and the law.
Employee
Name: ______________
Job title: ______________
Signature: ______________
Date: ______________
For Northwind Studio Ltd
Name: ______________
Title: ______________
Signature: ______________
Date: ______________