Grievance Handling Policy

Objective

This policy aims to provide employees with a transparent, fair and systematic process for addressing and resolving grievances. It is to ensure that the grievances are promptly and effectively handled for promoting a positive work environment.

Applicability

This Policy has been approved and adopted by the Board of Directors and is applicable to the Manager and NeoLiv Group.

Definition

The NeoLiv Group shall collectively mean all the entities associated with NeoLiv Capital Advisory, including NeoLiv Real Estate, Inliv Real Estate Fund, all the asset SPVs, including SPVs that shall form part of NCA in future.

Scope

This policy applies to all employees, those on third-party rolls, and contractual resources.

Roles and Responsibilities

Role Responsibility
Management
  • Accountable for ensuring implementation of the policy with adoption of grievance mechanisms.
  • Establishing open communication channels for the stakeholders.
  • Developing resolutions and actions to rectify any issues.
  • Follow up and track progress of grievance redressal.
Respective Point of Contact for Each Stakeholder Group
  • Ensures the grievance mechanism procedure is being adhered to correctly.
  • Maintains grievance register and monitors correspondence.
  • Monitors grievances/trends over time and reports findings to the Management.
  • Accountable for department-specific grievances and escalates to management for resolution.
  • Supports final grievance redressal and closure.

Definition of Grievance

A grievance is any concern, dissatisfaction or feeling of injustice related to work conditions, managerial actions, or interactions with colleagues. It may include, but is not limited to:

  • Working conditions
  • Discrimination or harassment
  • Unfair treatment by manager or colleagues
  • Health and safety concerns

What Does Not Constitute a Grievance?

The following issues will not be considered grievances under this policy unless supported by new evidence:

  • Disagreements or dissatisfaction with performance evaluations, appraisals, promotions, or ratings, unless there's evidence of bias or violation of policies.
  • Dissatisfaction with company policies, unless unfairly implemented.
  • Personal issues between employees unless they escalate into workplace conflict or harassment.
  • Previously reviewed and resolved grievances without new evidence.
  • Issues governed by government laws, regulations, or court orders.
  • Matters related to Sexual Harassment, which shall be addressed under the POSH Policy.

Guiding Principles

  • Confidentiality: Grievances will be handled confidentially to protect the identity and privacy of individuals involved.
  • Accountability: Departments are responsible for grievances under their scope and must escalate appropriately.
  • Resolution Support: Designated contacts will facilitate resolution and ensure closure in coordination with Management.

Steps for Raising a Grievance

  1. If an individual has a grievance, it should first be raised informally with the Reporting Manager. Most grievances can be addressed through direct, transparent dialogue. The Reporting Manager must resolve it within 5 working days.
  2. If the Reporting Manager is unable to resolve the grievance, they may escalate the issue to the Functional Head.
  3. If not resolved informally, the individual may escalate the grievance to the Functional Head verbally or in writing (via email). In this case, the Functional Head must address the grievance within 7 working days. The Reporting Manager must be looped in.
  4. The Functional Head may consult the Head of HR, formally or informally, to help resolve the grievance amicably. The Head of HR must respond within 5 working days.
  5. The HR Head must also inform the Regional CEO and/or Founder & CEO about the action taken or solution provided.
  6. If the grievance is with the Functional Head, the employee may approach the Head of HR directly with full details. The Head of HR may involve the Regional CEO and/or Founder & CEO and resolve the matter within 7 working days.
  7. If the HR Head is unable to resolve the issue, they may escalate it to the Regional CEO and/or Founder & CEO to bring an amicable solution.
  8. Any grievance involving discrimination or harassment by a colleague or senior must be raised only with the HR Head and will be handled in complete confidentiality.
  9. If the grievance involves the Head of HR, the employee can raise the matter directly with the Founder & CEO’s Office.

Review and Amendment

This policy will be reviewed annually and amended as necessary to ensure it remains relevant and effective.