PROCEDURE FOR GRIEVANCE AND WHISTLEBLOWING

POLICY:

• Greenland Services Pvt Ltd recognizes that every individual has the right to express their concerns or file a grievance with the company if they are unhappy with their work situation or employment conditions. The company is committed to addressing and resolving any grievances or concerns as soon as possible to the satisfaction of both parties.

• Greenland Services Pvt Ltd has established a process for addressing grievances and whistleblowing, with the primary objective of preventing and resolving workplace disputes, safeguarding the welfare of individuals, and promoting a culture of transparency and accountability.

PRINCIPLES:

1. Any individual can raise a complaint or file a grievance relevant to their situation directly with the company.
2. The company will promptly address any grievance or concern raised, ensuring that there are no unreasonable delays in the process.
3. All grievances or concerns submitted will be evaluated by the management in a fair and equitable manner.
4. The company will not tolerate any form of retaliation or victimization against an individual who has filed a grievance or raised a concern.
5. If needed, an interpreter may be permitted.
6. The parties involved will be permitted to call witnesses to give testimony.
7. It is allowed to ask questions of witnesses who give testimony.
8. Cross-examination must be acceptable.
9. The investigation should not proceed if the complainant is absent.
10. Individuals may bring a colleague or a representative to accompany them in the grievance and whistleblowing process.

PROCEDURE:

1. The individual should raise their concerns through the official grievance or whistleblowing procedure, which can be accessed on the company’s website.
2. The individual can choose to remain anonymous while reporting their concerns, and the company will take steps to ensure their anonymity.
3. The individual should provide as much information as possible, including the date, time, location, and any other relevant details, to help with the investigation.
4. The company will acknowledge receipt of the complaint and inform the individual of the timeline for investigating and resolving the concern.
5. The company will investigate the concern, and the individual may be asked to provide additional information or evidence to support their claim.
6. The company will keep the individual informed of the progress of the investigation and provide feedback on any action taken.
7. The company will take appropriate action to address the concern, which may include disciplinary action against employees found to have violated company policy or the law.
8. The company will provide protection to the individual who has filed a grievance or raised a concern, including protection against retaliation or victimization.
9. The company will maintain confidentiality throughout the process, ensuring that only individuals involved in the investigation are privy to the information.
10. If the individual is not satisfied with the outcome of the investigation, they may escalate the concern to a higher authority or seek external support, such as a legal or regulatory body.
11. The purpose of this procedure is to outline ways in which all individuals associated with Greenland Services Pvt Ltd can express their concerns about malpractice/wrongdoing and encourage them to raise these at an early stage and in an appropriate way. Greenland Services Pvt Ltd is committed to the effective implementation of this policy and procedure, to ensure that an appropriate process exists, which supports the resolution of matters raised in response to any disclosure of wrongdoing or irregularity, in a manner that is fair, expedient, and discreet.

To make a report, you can choose from the following options:

• Send an email to our grievance team at info@greenlandsnepal@gmail.com
• Call us at +977 1 5916353 / 9801150672
• Drop your suggestion in our suggestion box located at the reception
• Send a written complaint in a sealed envelope marked as ‘Private & Confidential’.

**Once we receive your concerns, we will acknowledge receipt within 5 working days and inform you of the steps we will take to address them. We will also let you know when you can expect to hear back from us.