This Code of Conduct defines how every employee, contractor, consultant, and partner of COGITANS Technologies is expected to act. It is binding. It reflects our values: professionalism, security, responsibility, and respect.
 
1. Integrity, Honesty, and Accountability
 
1.1 Acting with Integrity
 

• We tell the truth, even when inconvenient.

• We avoid half-truths, shortcuts, and “we’ll fix it later” behaviour.

• We do not mislead clients, partners, or colleagues.

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1.2 Accountability for Actions
 

• Everyone is responsible for their own decisions, results, and mistakes.

• When a mistake happens, report it immediately, fix it, and document it.

• Blaming others, hiding issues, or delaying reporting is unacceptable.

 
1.3 Conflicts of Interest
 

• Any personal, financial, or external relationship that might influence your decisions must be declared.

• Employees may not engage in external business that competes with COGITANS or uses our resources without written approval.

 
2. Confidentiality and Data Protection
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2.1 Confidential Information
 

• Project data, architecture diagrams, documentation, pricing, communications, internal processes, and client details are confidential.

• Sharing information outside approved channels (email, ClickUp, Google Workspace, Command, encrypted storage) is forbidden.

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2.2 GDPR and Personal Data
 

• Employees must comply with GDPR and internal data protection rules.

• Personal data is accessed only when necessary and processed strictly for defined purposes.

• No downloading, exporting, or transferring data to private devices without authorisation.

 
2.3 Secure Communication
 

• Internal communication uses approved tools only (Slack/Teams/WhatsApp depending on policy).

• Sensitive information is never sent over insecure channels.

• Screenshots of configurations, passwords, or client deployments must not be shared publicly.

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3. Compliance and Legal Responsibility
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3.1 Compliance with Laws
 

• All employees must follow Slovak, EU, and international laws relevant to their work.

• This includes cybersecurity, export controls, and technology licensing.

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3.2 Anti-Corruption & Fair Business
 

• We do not offer or accept bribes, gifts that could influence decisions, or hidden advantages.

• Hospitality is allowed only if reasonable, transparent, and approved.

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3.3 Standards and Certifications
 

• Work must align with ISO 27001, ISO 9001, ISO 20000-1, and internal standard operating procedures.

• Ignoring required documentation is considered a breach of process.

 
4. Security Obligations
 
COGITANS operates in a security-sensitive industry. Security is non-negotiable.
 
4.1 Authentication and Access
 

• MFA is mandatory on all systems.

• Passwords must meet internal security standards; reusing passwords is prohibited.

• Access is granted based on “least privilege” — only what is necessary.

 
4.2 Company Devices and Equipment
 

• Company laptops, phones, SIM cards, and tools must be protected from loss or theft.

• Installation of unapproved software is forbidden.

• Remote access is allowed only through approved VPN or secure channels.

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4.3 Handling of Sensitive Systems
 

• Camera networks, access control credentials, server configs, and cloud dashboards are handled with maximal care.

• Log out when leaving workstations.

• Never leave laptops unattended on client sites, airports, or cars.

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4.4 Incident Reporting
 

• Any suspicious activity, system anomaly, or potential security incident must be reported immediately to the CTO or Security Officer.

• No incident is “too small.”

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5. Professional Conduct and Workplace Behaviour
 
5.1 Respect
 

• No discrimination, harassment, insults, or degrading comments — zero tolerance.

• Respect colleagues regardless of nationality, gender, religion, or background.

 
5.2 Communication
 

• Clear, concise, and respectful communication is expected at all times.

• Escalations must follow the company hierarchy; shouting or emotional conflict is unacceptable.

• Gossiping or spreading misinformation damages trust and is prohibited.

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5.3 Behaviour on Client Sites
 

• Employees represent COGITANS at all times during site visits.

• Be punctual, prepared, appropriately dressed, and professional.

• Never speak negatively about competitors or clients.

 
6. Quality, Delivery Standards, and Work Discipline
 
6.1 Work Standards
 

• Deliver work that is accurate, complete, and documented.

• Follow internal templates and structure when preparing technical material.

• No “quick fixes” that create long-term risk.

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6.2 Time Management
 

• Be on time for meetings, site visits, installations, and handovers.

• If delays arise, communicate early — not at the last minute.

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6.3 Project Documentation
 

• Every project must have updated:

   

  • diagrams

  • device lists

  • configurations

  • change logs

  • customer communication record

• Missing documentation is considered incomplete work.

 
7. Use of Company Property and Resources
 
7.1 Responsible Use
 

• Devices and software are for work purposes only, unless explicitly allowed.

• No crypto mining, pirated software, torrents, or unapproved experiments.

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7.2 Physical Assets
 

• Tools used on installations must be returned in proper condition.

• Any damage must be reported immediately, not hidden.

 
7.3 Expenses
 

• Company expenses must be justified, reasonable, and approved.

• Receipts must be provided.

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8. Remote Work and Flexibility Rules
 
8.1 Expectations
 

• Availability during agreed working hours.

• Regular updates on progress.

• Work environment where calls and technical work can be handled professionally.

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8.2 Monitoring Results
 

• We measure output, not hours, but deadlines are non-negotiable.

 
9. Health, Safety, and On-Site Protocols
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9.1 Personal Safety
 

• Follow safety guidelines on construction sites, roofs, industrial plants, and warehouses.

• Wear protective equipment (helmet, vest, harness) where required.

 
9.2 Vehicle Safety
 

• Company cars must be driven responsibly.

• No alcohol or drugs during working hours or while operating vehicles.

 
10. Representation of COGITANS in Public and Online
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10.1 Social Media
 

• Do not publish client names, photos, or project details.

• No political arguments using the company brand.

• Personal opinions must not appear as company positions.

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10.2 Public Statements
 

• Talking to media or external entities requires approval from management.

• Official communication goes through designated spokespeople.

 
11. Zero-Tolerance Violations
 
Immediate disciplinary action (including contract termination) applies to:
 

• Fraud, theft, or misuse of company assets

• Data leakage or unauthorised data sharing

• Security breaches caused by negligence

• Harassment or discrimination

• Substance abuse during work

• Intentional misinformation to clients or colleagues

 
12. Reporting Mechanisms
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12.1 How to Report
 

• Direct Manager

• CTO / CISO

• CEO

 
12.2 Protection for Whistleblowers
 

• We do not retaliate against employees who report concerns in good faith.

• Retaliation is a serious violation of this Code.

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13. Acceptance of the Code
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Every employee must confirm in writing that they have read, understood, and agree to follow this Code of Conduct. Violations have consequences.
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