Code of Conduct

4. Security Obligations

COGITANS operates within a security-sensitive industry. Compliance with the following security obligations is mandatory and non-negotiable.

4.1 Authentication and Access

• Multi-factor authentication (MFA) is mandatory across all Company systems.

• Passwords must comply with the Company’s internal security standards; the reuse of passwords across systems is prohibited.

• Access to systems and data shall be granted strictly on the principle of least privilege — limited to what is necessary for the performance of an individual’s duties.

4.2 Company Devices and Equipment

• Company laptops, mobile devices, SIM cards, and equipment must be safeguarded against loss or theft at all times.

• The installation of unapproved software on Company devices is prohibited.

• Remote access to Company systems is permitted only through approved VPN connections or other designated secure channels.

4.3 Handling of Sensitive Systems

• Camera networks, access control credentials, server configurations, and cloud administration dashboards must be handled with the utmost care.

• Workstations must be locked or logged out whenever left unattended.

• Laptops and Company devices must never be left unattended at client sites, airports, or in vehicles.

4.4 Incident Reporting

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

• No incident shall be considered too minor to report.

5. Professional Conduct and Workplace Behaviour

5.1 Respect

• Discrimination, harassment, insults, or degrading remarks of any kind will not be tolerated under any circumstances.

• All colleagues shall be treated with respect irrespective of nationality, gender, religion, or background.

5.2 Communication

• All personnel are expected to communicate clearly, concisely, and respectfully at all times.

• Escalation of disputes shall follow the Company’s established hierarchy; shouting or emotionally charged conflict is not acceptable.

• The spreading of gossip or misinformation undermines trust within the organisation and is prohibited.

5.3 Conduct at Client Sites

• Employees represent COGITANS at all times while on client premises.

• Personnel must be punctual, adequately prepared, appropriately attired, and professional in conduct.

• Personnel shall not make disparaging remarks about competitors or clients under any circumstances.

6. Quality, Delivery Standards, and Work Discipline

6.1 Work Standards

• All work delivered must be accurate, complete, and fully documented.

• Internal templates and structural standards must be followed when preparing technical material.

• Expedient solutions ("quick fixes") that introduce long-term risk are not permitted.

6.2 Time Management

• Personnel must be punctual for meetings, site visits, installations, and handovers.

• Any anticipated delay must be communicated at the earliest opportunity, and not at the last moment.

6.3 Project Documentation

• Every project must maintain up-to-date documentation, including diagrams, device inventories, configuration records, change logs, and records of customer communication.

• Work is considered incomplete in the absence of the required documentation.

7. Use of Company Property and Resources

7.1 Responsible Use

• Company devices and software are to be used exclusively for work purposes, unless otherwise explicitly authorised.

• Cryptocurrency mining, the use of pirated software, torrenting, and unapproved experimentation on Company systems are strictly prohibited.

7.2 Physical Assets

• Tools used during installations must be returned in proper working condition.

• Any damage to Company property must be reported immediately and must not be concealed.

7.3 Expenses

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

• Supporting receipts must be provided for all claimed expenses.

8. Remote Work and Flexibility

8.1 Expectations

• Personnel must be available during agreed working hours.

• Regular progress updates must be provided.

• Personnel must maintain a working environment suitable for handling calls and technical work in a professional manner.

8.2 Performance Measurement

• The Company measures output rather than hours worked; agreed deadlines nonetheless remain non-negotiable.

9. Health, Safety, and On-Site Protocols

9.1 Personal Safety

• All personnel must comply with applicable safety guidelines on construction sites, rooftops, industrial premises, and warehouses.

• Personal protective equipment (helmet, vest, harness) must be worn where required.

9.2 Vehicle Safety

• Company vehicles must be operated responsibly and in accordance with applicable traffic regulations.

• The consumption of alcohol or drugs during working hours, or prior to operating a vehicle, is strictly prohibited.

10. Representation of COGITANS in Public and Online

10.1 Social Media

• Client names, photographs, or project details must not be published on personal or public social media accounts.

• The Company brand must not be associated with political statements or arguments.

• Personal opinions must not be presented in a manner suggesting they represent an official Company position.

10.2 Public Statements

• Any communication with media or external entities on behalf of the Company requires prior approval from management.

• Official communications shall be issued exclusively through designated Company spokespersons.