Introduction to CygniSoft Inc. CygniSoft Inc. is a leading software and staffing company based in Toronto, Canada. Since our inception in 2014, we have been dedicated to providing exceptional staffing solutions to our clients while fostering rewarding opportunities for talented professionals.
History and Mission Our company was founded to bridge the gap between skilled individuals seeking meaningful employment and businesses in need of top-tier talent. Our mission is to deliver innovative staffing solutions that empower businesses to thrive and individuals to excel in their careers.
Code of Conduct At CygniSoft Inc., we hold ourselves to the highest standards of professionalism and integrity. Our code of conduct outlines the expectations for ethical behaviour in all interactions with clients, candidates, and colleagues. We strive to build trust through transparency, respect, and open communication.
Ethical Guidelines We recognize the sensitivity of the information we handle about our clients and candidates. Our ethical guidelines emphasize the importance of confidentiality and discretion in all aspects of our work. We are committed to protecting the privacy and confidentiality of all parties involved.
Confidentiality and Data Protection Our privacy and data protection policies are designed to ensure the secure handling of client and candidate information. We adhere to strict data protection regulations and employ industry best practices to safeguard sensitive information.
Candidate Matching Procedures Our rigorous candidate matching procedures include thorough screening, interviewing, and selection. We strive to understand our clients' unique needs and match them with candidates with the skills, experience, and cultural fit necessary for success.
Professionalism and Brand Representation Maintaining professionalism and representing the CygniSoft Inc. brand with integrity are paramount. We expect our team members to uphold our values and demonstrate professionalism in all internal and external interactions.
Conflict of Interest Management We have clear policies for conflicts of interest, such as dual representation of clients and candidates. Our priority is to ensure fairness and transparency in all our dealings.
Compliance with Legal and Regulatory Requirements CygniSoft Inc. is committed to compliance with all legal and regulatory requirements related to staffing and employment. We stay up-to-date with changes in legislation to ensure our practices remain compliant.
Client Relationship Management Our guidelines for managing client relationships emphasize effective communication and service standards. We are dedicated to building long-lasting partnerships based on trust, mutual respect, and exceptional service delivery.
Client Feedback and Complaint Procedures We value client feedback and have established procedures for addressing feedback and complaints promptly and effectively. Continuous improvement is central to our approach, and we welcome feedback as an opportunity for growth.
Training and Development Opportunities We offer a range of training and development opportunities specific to the staffing industry. Our goal is to support our team members' professional growth and development and enable them to excel in their roles.
Health and Safety Guidelines The health and safety of temporary workers assigned to client sites are paramount to us. We adhere to strict health and safety guidelines to ensure a safe working environment for all our employees.
Temporary Worker Assignment Management Our policies for managing temporary worker assignments include comprehensive onboarding, orientation, and performance evaluation processes. We are committed to supporting temporary workers.
Payroll, Benefits, and Administrative Procedures We have established procedures for handling payroll, benefits, and other administrative tasks related to temporary workers. We aim to ensure the timely and accurate processing of all employee-related transactions.
Termination and Resignation Procedures Our termination and resignation procedures for temporary worker assignments are designed to be fair and transparent. We strive to handle these situations with sensitivity and professionalism, ensuring a smooth transition for all parties involved.
Acknowledgment of Handbook Receipt All employees are required to acknowledge receipt of the employee handbook and agree to adhere to its policies. This acknowledgment serves as a commitment to upholding CygniSoft Inc's stanCygniSoft Inc’s standards and values
Ethical Guidelines
1. Integrity and Honesty
CygniSoft Inc. expects all employees to act with integrity and honesty in all their dealings. This includes being truthful and transparent in communication with clients, candidates, colleagues, and other stakeholders.
2. Respect for Individuals
We respect the dignity and rights of all individuals, including clients, candidates, and colleagues. We treat everyone with fairness, respect, and professionalism, regardless of their background, beliefs, or circumstances.
3. Confidentiality
CygniSoft Inc. places a high value on confidentiality. Employees are expected to protect the confidentiality of all sensitive information, including client and candidate data, and to use it only for legitimate business purposes.
4. Conflict of Interest
Employees are expected to avoid conflicts of interest and to disclose any potential conflicts to their supervisor or the human resources department. This includes situations where personal interests may conflict with the interests of CygniSoft Inc. or its clients.
5. Compliance with Laws and Regulations
CygniSoft Inc. is committed to complying with all applicable laws and regulations. Employees are expected to familiarize themselves with and adhere to all relevant laws and regulations that apply to their work.
6. Professionalism
Employees are expected to maintain a high standard of professionalism in their interactions with clients, candidates, and colleagues. This includes being punctual, reliable, and respectful in all communications and behaviors.
7. Fair Competition
CygniSoft Inc. believes in fair competition and expects employees to compete fairly and ethically in the marketplace. This includes refraining from engaging in anti-competitive practices or unethical behavior that could harm competitors or the industry.
8. Environmental Responsibility
CygniSoft Inc. is committed to environmental responsibility and sustainability. Employees are encouraged to minimize their environmental impact and to support the company's efforts to reduce waste and promote sustainability.
9. Social Responsibility
CygniSoft Inc. believes in giving back to the community and supporting social causes. Employees are encouraged to participate in community service activities and to support charitable organizations that align with the company's values.
10. Reporting Violations
Employees are encouraged to report any violations of these ethical guidelines or any other unethical behavior they observe. Reports can be made to a supervisor, the human resources department, or through the company's confidential reporting mechanisms.
Harassment Policy
Purpose
CygniSoft is committed to maintaining a respectful and inclusive workplace for all employees. This policy outlines our stance against harassment and provides guidelines for addressing and preventing such behaviour.
Scope
This policy applies to all employees, contractors, volunteers, visitors, and anyone associated with CygniSoft.
Definitions
Harassment: Any unwanted conduct, comment, or behaviour that creates an intimidating, hostile, or offensive environment based on a protected ground under the Ontario Human Rights Code.
Protected Grounds: These include race, colour, ancestry, place of origin, citizenship, religion, sex, sexual orientation, gender identity, age, marital status, family status, disability, and other grounds protected by law.
Policy Statement
Zero Tolerance: Harassment and discrimination will not be tolerated, condoned, or ignored at CygniSoft.
Reporting: Any employee who experiences or witnesses harassment or discrimination must promptly report it to their supervisor, manager, or the designated HR representative.
Investigation: CygniSoft will promptly investigate all complaints of harassment or discrimination fairly and confidentially.
Disciplinary Measures: If a claim of harassment or discrimination is proven, disciplinary measures, including termination of employment, will be taken.
Prevention and Training: CygniSoft will regularly train employees to recognize and prevent harassment. We will also review and update this policy to ensure compliance with Ontario law.
Confidentiality
All reports of harassment or discrimination will be treated confidentially to the greatest extent possible while ensuring a thorough investigation.
Retaliation
CygniSoft prohibits retaliation against individuals who report harassment or participate in an investigation.
Roles and responsibilities of workplace parties in supporting the harassment policy and program:
Employees:
Awareness and Compliance: Employees must familiarize themselves with the harassment policy and understand their rights and responsibilities.
Report Incidents: If an employee experiences or witnesses harassment, they should promptly report it to their supervisor, manager, or the designated HR representative.
Participate in Training: Attend training sessions on recognizing and preventing harassment.
Managers and Supervisors:
Prompt Action: Managers and supervisors must address complaints of harassment promptly and take appropriate action.
Create a Safe Environment: Ensure that the workplace is free from harassment and that employees feel comfortable reporting incidents.
Support Investigations: Cooperate with HR during investigations and maintain confidentiality.
Human Resources (HR) Department:
Handling Complaints: HR is responsible for receiving and investigating harassment complaints.
Enforce Policy: Ensure consistent policy application and take necessary disciplinary measures.
Training: Conduct regular training sessions for employees and managers.
Senior Leadership and Executives:
Champion the Policy: Senior leaders should actively promote a respectful workplace culture.
Allocate Resources: Provide resources for training, awareness campaigns, and policy implementation.
Lead by Example: Demonstrate commitment to preventing harassment.
What is an appropriate investigation?
An appropriate investigation into a workplace harassment incident or complaint would generally be timely and fair and address all relevant issues. An employer would need to treat the incident or complaint seriously, act promptly, and allow time and sufficient resources to investigate and deal with it.
Some matters will not require a complicated investigation (for example, where a bar patron is harassing staff or if there is a complaint that does not, on its face, pertain to workplace harassment).
Other situations, such as those involving allegations of sexual harassment by a co-worker over several years, maybe more complex and need a more rigorous investigation.
Stages in a more complex investigation could include:
a review of details of the incident or complaint, including any relevant documents;
an interview or interviews with the worker alleging harassment;
an interview or interviews with the alleged harasser if he or she works for the same employer;
an interview or interviews with the alleged harasser, if he or she is not a worker and if it is possible and appropriate;
separate interviews with relevant witnesses;
examination of relevant documents or other evidence that pertains to the investigation (such as emails, notes, photographs, or videos);
a decision about whether a complaint or incident is workplace harassment and
preparation of a report summarizing the incident or complaint, the steps taken during the investigation, the evidence gathered, and findings (such as whether workplace harassment occurred, did not occur, or that it was not possible to decide).
Contact Information
For any questions or concerns about this policy, please contact the HR department at hr@CygniSoft.com.
Please note that this policy is based on the Occupational Health and Safety Act (OHSA) requirements and the Ontario Human Rights Code. All employees must familiarize themselves with this policy and contribute to maintaining a safe and respectful work environment.