Policy

1. Purpose

To maintain the safety, security, and smooth execution of company activities by setting clear criteria for visitor management in the workplace.

2. Scope

This policy is applicable to all employees, contractors, and temporary workers who are in charge of or in contact with visitors.

3. Visitors’ Categories

• Official visitors include clients, vendors, contractors, and partners who have booked appointments.
• Personal visitors include friends, family members, and other non-business people.

4. Visitors’ Registration

 4.1. Pre-approval

All official visitors must be pre-approved and registered using the company’s visitor management system at least 24 hours in advance.

4.2. Check-in procedure

Upon arrival, all guests must check in at the reception desk, show acceptable identification, and obtain a visitor badge or pass. Personal guests must check in and follow particular protocols.

5. Access Restrictions

5.1 Authorized Areas

• Visitors are only permitted in specific areas and must be accompanied by a company employee at all times. Access to sensitive or restricted places requires further authorization.
• Employees who host visitors are responsible for ensuring that they follow all corporate regulations and procedures during their visit.

6. Security and Safety

6.1. Identification

 Visitors must display their visitor ID at times while on business grounds. 

6.2. Emergency Procedures

Upon arrival, visitors will receive an overview of emergency evacuation procedures and safety regulations.

7.  Conduct and Behaviour

• Visitors are expected to handle themselves professionally. We will not accept disruptive or inappropriate behavior.
• Policy Adherence: Visitors must follow all corporate policies, including those governing confidentiality, health and safety, and workplace behavior.

8.  Personalized Visits

Personal visitors must be approved by the employee’s immediate supervisor and registered at reception.

9. Visitation Hours

Personal visits should be confined to a specific period, and their presence should not disrupt workplace operations.

• Visitors must sign a nondisclosure agreement(NDA) if necessary due to the nature of their visit. The company will make certain that confidential information is protected during the visit.

10.  Visitors’ Log and Records

 10.1. Documentation

All visitor information, including name, company, reason of visit, and arrival/departure time, must be entered in the visitor log kept at reception.

10.2. Retention

Visitor logs and records will be kept for 1 month in compliance with corporate policy and legal obligations.

11.  Policy Enforcement

11.1. Compliance

Employees are responsible for upholding this policy and reporting any infraction to HR.

11.2. Disciplinary Actions

Employees and guests who violate this policy may face disciplinary action or be denied entry to the company’s premises.

12. Review and Update

This policy will be reviewed on an annual or as-needed basis to maintain its efficiency and relevance. Any revisions will be disclosed to all workers and documented in the company handbook.