CPP-SSP-0301_Workplace Visitor Policy_V3

CPP-SSP-0301_Workplace Visitor Policy_V3







1.0 Objective

To ensure that guests are warmly welcomed, handled well and assisted properly at all times. 
To ensure that no physical access, damage and interference are made by unauthorized individuals to Infinit-O premises and data.

2.0 Scope

This policy applies to all employees. “Workplace visitors” may refer to employee’s friends and family (referred to as personal visitors) contractors, external vendors, stakeholders and the public.
This policy does not refer to remote employees or employees from other company locations.

3.0 Policy Elements

The following rules apply for all kind of visitors:
  1. Visitors should sign the visitor log via QR code at the reception area and present a valid ID for identification along with the ID provided by the building lobby – MAAX and Embarcadero (as applicable). Valid identification ID is limited only to government issued IDs (e.g. Passport, SSS, Driver’s License, PRC, Unified ID, NBI), Company and School ID.
  2. In case a visitor has only 1 valid ID and was already provided at building lobby, IO front desk or anyone from the Support Services Team should need to confirm at the building reception and/or entrance prior issuance of a visitor’s access badge in replacement of their valid identification ID or visitors ID pass that building security issued upon their entry and return them once the visit is done.
  3. Employees sponsoring a contractor, external vendors and the like must always attend to their visitor while they are inside our premises.
  4. Personal visitors are prohibited to enter a secured facility area (operation floor, server/data center, EE Room and the likes).
  5. Common areas, like the lobby and pantry, may be open to visitors. Employees are advised to only permit visitors in those areas for a short time and for specific reasons. Employees are responsible for accompanying their visitors at all times especially if they are underage.
  6. All contractors must sign a Non-Disclosure Agreement (NDA) before entering the areas that are restricted to outsiders.

4.0 Deliveries

Anyone who delivers orders, mail or packages for employees should remain at the facility reception area only. 

5.0 Dangerous or Restricted Areas

Employees may not bring or accept personal visitors in areas where there are dangerous machines or chemicals, confidential records or sensitive equipment.(Restricted Area/s)

6.0 Unauthorized Visitors

Employees who spot unauthorized visitors may ask them to leave or refer them to SSP/HR. Visitors who misbehave (e.g. engage in hate speech, cause disruption or steal property) will be asked to leave and prosecuted if appropriate.
​Visitor or unauthorized physical security breaches will be dealt with accordingly. Building security and local law enforcement (as needed) will be ask to help deal with the situation.

7.0 Responsibility

  1. The front desk or any of the Support Services Team or any members of Infinit-O, whichever is applicable, shall always check and confirm the schedule of visit, person to visit and their appointment/s if any.
  2. The front desk or any of the Support Services Team or any members of Infinit-O, whichever is applicable, shall check for documents (when necessary) such as, but not limited to, mission order and the likes and coordinate with the respective team/department for additional validation if needed.
  3. Vendor/contractors will be rejected if there is no scheduled appointment unless it is urgent and will be attended and supervised by the support service team from the time they have arrived.
  4. As needed, the front desk or any of the Support Services Team should call the building lobby (MAAX and Embarcadero - as applicable) to confirm identification of the visitor in case he/she might not be able to provide a valid ID. (Check the name if it matches to the one being presented or provided to us and get the valid  ID number from the receptionist or security guard of the building)
  5. HR should endorse a list of names to SSP for new hires reporting at the office for their NHO.
  6. Team members are expected to endorse any visitor/s to the admin team in the absence of the Support Services Team.
  7. Employees sponsoring a contractor, external vendors and the like must always attend to their visitor while they are inside the premises.
  8. All admin team’s visitors and contractors must adhere with the visitor registration process and an NDA agreement may also be asked prior to giving access to areas where outsiders are restricted.

8.0 Disciplinary Action

Employees who violate this policy may face disciplinary consequences in proportion to their violation. HR will determine how serious an employee’s offense is and take the appropriate action.

9.0 Reference

IT Access Control Policy
HR Table of Offenses
Signed NDA
ISO9001:2008 Standards
ISO27001:2005 Standards

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