1.1 This Workplace Visitor Policy establishes the procedures and standards for managing all visitors to the Organization's premises, including offices, production facilities, warehouses, and data centres. The policy is designed to ensure the physical safety and security of employees, contractors, and visitors; protect the Organization's confidential information, intellectual property, and physical assets; maintain a professional and productive working environment; and ensure compliance with applicable health, safety, and security regulations. A consistent visitor management process demonstrates the Organization's commitment to security and professionalism while ensuring that legitimate visitors are welcomed and accommodated efficiently.

1.2 This policy applies to all individuals who are not regular employees or authorised contractors of the Organization and who seek access to any Organization premises for any purpose. Visitors include, but are not limited to, clients and prospective clients, vendors and suppliers, job candidates attending interviews, auditors and regulatory inspectors, delivery and maintenance personnel, consultants and advisors, personal guests of employees, and any other individual who does not hold an active employee or contractor badge. The policy covers all Organization-owned, leased, or managed premises, regardless of location. Specific high-security areas may be subject to additional access restrictions as determined by the Security or Facilities department.

1.3 The Facilities department, Security department, or such other function as designated by the Organization, shall be responsible for implementing, maintaining, and monitoring the visitor management system, including the visitor registration process, badge issuance, access control systems, and visitor logs. All employees are responsible for ensuring that their visitors are pre-registered where required, met promptly upon arrival, escorted in accordance with this policy, and aware of the Organization's safety and security requirements. Employees who host visitors shall remain accountable for their visitors' conduct and compliance with Organization policies throughout the duration of the visit.

2.1 All visitors must be pre-registered by their host employee through the Organization's visitor management system at least 24 hours in advance of the scheduled visit, or as soon as practicable for unplanned visits. The pre-registration shall include the visitor's full name, company or affiliation, purpose of the visit, the host employee's name and department, the expected date and time of arrival and departure, and any special requirements such as accessibility accommodations, equipment access, or meeting room bookings. Pre-registration triggers an automatic notification to the reception and security team, enabling them to prepare for the visitor's arrival. Walk-in visitors who have not been pre-registered may be accommodated at the discretion of the reception team, subject to verification of identity and confirmation from the intended host.

2.2 Upon arrival at the Organization's premises, all visitors shall present valid government-issued photo identification to the reception or security personnel, sign the visitor register or complete the electronic check-in process, receive a clearly identifiable visitor badge that must be worn visibly at all times while on the premises, and acknowledge receipt and understanding of the Organization's safety and security guidelines, including emergency evacuation procedures and restricted area designations. The visitor badge shall display the visitor's name, the host employee's name, the date, and the authorised areas of access. Visitor badges are non-transferable and must be returned to reception upon departure. Visitors who refuse to present identification, sign the register, or wear the visitor badge shall be denied access to the premises.

2.3 All visitors shall be met at reception by their host employee or a designated representative and shall be escorted at all times while on the Organization's premises, unless the visitor has been granted pre-approved unescorted access to specific, non-restricted areas by the Security or Facilities department. Unescorted access may be granted on a case-by-case basis for regular visitors, such as recurring vendors or auditors, subject to completion of a security orientation and the issuance of a temporary access credential with defined area restrictions. The host employee is responsible for ensuring that the visitor does not enter restricted areas, access confidential information or systems, or engage in any activity that is inconsistent with the stated purpose of the visit. The host employee shall accompany the visitor to reception at the conclusion of the visit to ensure badge return and sign-out.

3.1 All visitors shall comply with the Organization's health and safety requirements while on the premises, including wearing any required personal protective equipment in designated areas, following posted safety signage and instructions, and adhering to emergency evacuation procedures. Host employees shall brief their visitors on the location of emergency exits, assembly points, and first-aid facilities relevant to the areas the visitor will access. Visitors shall not access any area designated as restricted, including server rooms, data centres, research laboratories, executive suites, or any area requiring badge or biometric access, without explicit written authorisation from the Security or Facilities department. Visitors observed in restricted areas without authorisation shall be escorted out immediately and the incident reported to the Security department.

3.2 Visitors shall not photograph, video record, audio record, copy, or remove any documents, materials, equipment, prototypes, or information from the Organization's premises without the prior written consent of the host employee's manager and the Security or Legal department. This prohibition applies to all forms of recording, including the use of personal mobile phones, cameras, and wearable devices. Where a visitor's role requires the use of photographic or recording equipment, such as a photographer engaged for a corporate event, explicit authorisation must be obtained in advance and the scope of permitted recording clearly defined. Host employees shall remind visitors of this prohibition at the start of the visit and shall report any suspected violations to the Security department immediately.

3.3 Visitors who will access areas, attend meetings, or participate in discussions where confidential, proprietary, or trade secret information may be discussed, displayed, or otherwise accessible may be required to sign a non-disclosure agreement before being granted access. The requirement for a non-disclosure agreement shall be determined by the host employee in consultation with their manager and the Legal department, based on the nature of the visit and the sensitivity of the information likely to be encountered. Standard NDA templates shall be maintained by the Legal department and made available to host employees through the visitor management system. Where a visitor declines to sign a required NDA, access to the relevant area or meeting shall be denied, and the visit may be limited to non-sensitive areas.

4.1 Regulatory inspectors, government auditors, health and safety inspectors, and law enforcement officials presenting valid credentials and legal authority to access the premises shall be granted access in compliance with applicable legal requirements. Reception or security staff shall immediately notify the Legal department, the Head of Facilities, and the relevant senior manager upon the arrival of any regulatory or law enforcement visitor. The Legal department shall designate a representative to accompany the official throughout the visit, ensure that access is limited to the scope of the legal authority presented, and document the purpose, scope, and outcome of the visit. Employees shall cooperate with regulatory inspections as required by law but shall not volunteer information beyond the scope of the inspection without guidance from the Legal department.

4.2 Personal guests of employees, including family members, friends, and acquaintances, may visit the Organization's premises during designated visiting hours and in designated common areas only, subject to the same pre-registration, identification, badge, and escort requirements as all other visitors. Personal visits shall not disrupt the working environment, and host employees are responsible for ensuring that their personal guests are supervised and that the visit is of reasonable duration. The Organization reserves the right to restrict or suspend personal visitor privileges at specific locations or during specific periods, such as during security-sensitive events, regulatory audits, or health emergencies. Children visiting the premises must be accompanied and supervised by their parent or guardian at all times.

4.3 Delivery personnel, maintenance contractors, and construction workers shall be granted access only to the specific areas required for the performance of their duties. Such visitors shall check in at reception, present identification, and receive a visitor badge or contractor credential as applicable. Delivery personnel shall be directed to designated loading, receiving, or mailroom areas and shall not access general office or production areas. Maintenance and construction personnel working on the premises for extended periods shall receive a safety induction, comply with all applicable health and safety requirements, and be supervised by the Facilities department or a designated site manager. The Facilities department shall maintain a schedule of expected contractor visits and shall notify affected departments in advance of any work that may cause disruption.

5.1 Visitors who violate any provision of this policy, including refusing to present identification, entering restricted areas without authorisation, engaging in recording or photography without consent, or behaving in a manner that threatens the safety or security of the premises, may be required to leave the premises immediately and may be prohibited from future visits. The incident shall be documented by the Security or Facilities department and reported to the host employee's manager and the HR department. Host employees who fail to comply with the visitor management procedures set out in this policy, including failure to pre-register visitors, failure to provide escort, or failure to report visitor misconduct, may be subject to disciplinary action in accordance with the Organization's progressive discipline process.

5.2 This policy shall be reviewed comprehensively at least once every 12 months by the Facilities department in consultation with the Security department, the HR department, Legal Counsel, and the health and safety function. Reviews shall consider incident reports, visitor feedback, changes in the Organization's premises or security infrastructure, evolving threat assessments, and changes in applicable health, safety, and data protection regulations. Amendments shall be approved by the Head of Facilities and the Head of Human Resources, and communicated to all employees at least 14 calendar days before the effective date. The Facilities department shall provide training and guidance materials to reception staff, security personnel, and managers on the updated procedures.