Comprehensive Company Policy Manual (Compliant with Dutch Regulations and ISO 9001)

Corporate Governance Policy
– Legal Entity: Registered as a Besloten Vennootschap (BV) in the Netherlands
– Registration Details: KvK Number [97055433], VAT Number [NL005245794B58]
– Annual Filings: Compliance with Belastingdienst (Dutch Tax Authority) and Kamer van Koophandel
– Board Responsibilities: Adherence to Dutch Civil Code (Burgerlijk Wetboek), fiduciary duties, transparency, and accountability

Code of Ethics and Conduct
– Integrity, honesty, and ethical behavior across all operations
– Anti-bribery and anti-corruption policies aligned with Dutch Criminal Code
– Conflict of Interest disclosure and review process
– Whistleblower protection and escalation procedures

Data Protection & Privacy Policy (GDPR Compliant)
– Personal data collection, usage, and retention protocols
– Rights of data subjects: access, erasure, rectification, and portability
– Secure processing and breach notification protocols
– Data Protection Officer (DPO) designation and responsibilities

Quality Management Policy (ISO 9001 Aligned)
– Customer satisfaction as a primary focus
– Structured approach to continuous improvement using Six Sigma and Lean
– Risk-based thinking and preventive controls
– SOPs and documentation under strict version control

Health, Safety & Environmental (HSE) Policy
– Safe and healthy working conditions under the Dutch Working Conditions Act (Arbowet)
– Risk assessments for remote and on-site work
– Environmental commitments: digital-first operations and waste reduction HR & Recruitment Policy
– Employment contracts: fixed-term, permanent, freelance
– Working hours: 8-hour workdays, vacation allowance (8%), public holidays compliance
– Equal opportunity and non-discrimination under AWGB
– Recruitment model: vendor/subcontractor-based, GDPR-compliant

Financial & Procurement Policy
– Accounts Payable & Receivable controls
– Three-way matching: invoices, purchase orders, goods received
– Vendor selection: based on quality, reliability, and cost
– Procurement SOPs and value stream mapping

Document Control & Retention Policy
– Document lifecycle management: creation, review, approval, archival
– Version control and digital access protocols
– Financial records retention: 7 years minimum as per Dutch tax regulations

Client Engagement & SLA Policy
– Structured onboarding and engagement process
– Service Level Agreements (SLAs) with defined response times and deliverables
– Complaint handling protocol and escalation matrix

Business Continuity & Risk Management Policy
– Business Continuity Plan (BCP) and Disaster Recovery Plan (DRP)
– Cybersecurity protocols aligned with the EU NIS2 directive
– Crisis Management Team (CMT) and scenario-based planning

Training & Knowledge Transfer Policy
– Role-specific training programs for internal teams and clients
– Coaching and workshops for process transitions
– Knowledge repositories and documentation libraries

Outsourcing & Transition Management Policy
– High-level process mapping and risk assessment
– SOP creation and SLAs for outsourced operations
– Post-transition performance monitoring and BAU support

Continuous Improvement & Sustainability Policy
– Regular audits, performance reviews, and quality gap analysis
– Lean and Six Sigma tools for waste reduction and efficiency
– Long-term sustainability planning with feedback loops

Compliance & Legal Obligations Policy
– Adherence to Dutch national laws and EU regulations
– GDPR, ISO 9001, Arbowet, and tax compliance
– Internal audits and periodic legal reviews

Contact Information & Communication Policy
– Designated Compliance Officer and DPO contact
– Policy access and training for all employees
– Periodic policy review and communication strategy

This manual is a living document and will be reviewed annually or upon regulatory updates.