Employee Handbook Sample Template

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Northwind Labs

Company Policy Manual

Employee
Handbook
2026

A complete sample handbook covering employment basics, conduct, pay, time off, benefits, safety, and the policies that guide how we work together at Northwind Labs.

Prepared by

People & Culture Team

Edition

Revised January 2026 · v4.2

A Welcome From Leadership

Welcome to Northwind Labs

On behalf of the entire leadership team, welcome aboard. Whether you are joining us in engineering, operations, customer success, or any of the teams that make this company run, we are genuinely glad you are here. You were hired because we believe you will do excellent work and help us build something that matters.

This handbook is your guide to working at Northwind Labs. It explains what you can expect from us as an employer and what we ask of you in return. Inside you will find our policies on conduct, working hours, compensation, time off, benefits, safety, and more. We have written it to be clear and practical — the kind of document you can actually read and return to when a question comes up.

A handbook can never anticipate every situation, and it is not a contract of employment. Policies will evolve as the company grows and as laws change. When that happens, we will tell you. In the meantime, if anything here is unclear, your manager and the People & Culture team are always ready to help.

We hold ourselves to a simple standard: do honest work, treat each other with respect, and leave things better than we found them. If you do that, you will fit right in. Welcome to the team.

M. R.

Maya Reyes

Chief Executive Officer, Northwind Labs

Contents

Ten policy sections and an acknowledgment of receipt.

• 01 About Northwind Labs
• 02 Employment Basics
• 03 Code of Conduct & Professional Behavior
• 04 Working Hours, Attendance & Remote Work
• 05 Compensation & Payroll
• 06 Time Off & Leave
• 07 Benefits Overview
• 08 Health & Safety
• 09 Technology & Acceptable Use
• 10 Discipline & Termination
• □ Acknowledgment of Receipt

01

Section One

About Northwind Labs

Northwind Labs is a privately held company of roughly 240 people, founded in 2014, that builds data infrastructure software for mid-market businesses. This section introduces who we are, what we are working toward, and the values that shape every decision.

1.1Our Mission

Our mission is to make reliable data accessible to every business, regardless of size or technical resources. We believe the companies doing the most important work in the world should not need a dedicated platform team just to trust their numbers. Everything we build serves that goal: simple to adopt, dependable under load, and honest about what it can and cannot do.

1.2Our Values

Values are only useful if they guide behavior. The four below are the ones we hire for, promote on, and hold each other to. When a decision is genuinely hard, one of these usually points the way.

• Customers first, ego last. We measure success by the outcomes our customers achieve, not by how clever the solution looks.
• Say the true thing. We share information openly and give direct, respectful feedback — even when it is uncomfortable.
• Own the outcome. When something is ours, we see it through and do not hand off problems at the first sign of difficulty.
• Build for the long run. We favor durable, maintainable work over shortcuts that create debt for the team that comes after us.

1.3How We Are Organized

Northwind Labs operates as five divisions — Product & Engineering, Revenue, Customer Success, Operations, and People & Culture — each led by a member of the executive team who reports to the CEO. Most day-to-day work happens in cross-functional squads that bring together people from different divisions around a shared goal. You will be told your reporting line and your squad during onboarding.

Good to know

An interactive org chart, team directory, and our internal glossary live in the company wiki at wiki.northwindlabs.com/teams. If you cannot find who owns something, ask in the #help-anything channel — someone will point you in the right direction.

02

Section Two

Employment Basics

This section explains the formal basis of your employment: the at-will relationship, our commitment to equal opportunity, and how roles are classified for pay and benefits purposes.

2.1At-Will Employment

Employment at Northwind Labs is "at will." This means that either you or the company may end the employment relationship at any time, for any lawful reason, with or without cause and with or without notice. Nothing in this handbook, and no statement made by a manager or recruiter, creates a contract of employment or a guarantee of continued employment for any specific period. Only a written agreement signed by the CEO can alter the at-will nature of your employment.

2.2Equal Employment Opportunity

Northwind Labs is an equal opportunity employer. We make all employment decisions — hiring, promotion, compensation, training, and termination — without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, pregnancy, genetic information, or any other characteristic protected by applicable law.

We are committed to providing reasonable accommodations to qualified individuals with disabilities and to employees whose religious practices conflict with a work requirement, unless doing so would cause undue hardship. If you need an accommodation at any point, contact People & Culture confidentially at people@northwindlabs.com.

2.3Employment Classifications

Full-Time

Regularly scheduled to work 30 or more hours per week. Eligible for the full benefits program described in Section 7.

Part-Time

Regularly scheduled to work fewer than 30 hours per week. Eligible for prorated paid time off and select benefits.

Exempt

Salaried roles exempt from overtime under the Fair Labor Standards Act. Paid a fixed salary regardless of hours worked.

Non-Exempt

Eligible for overtime at 1.5× the regular rate for hours worked beyond 40 in a workweek. Must record all hours.

Temporary / Contract

Engaged for a defined project or period. Benefits eligibility is governed by the specific engagement terms.

2.4Your First 90 Days

New employees work through a 90-day onboarding period designed to set you up for success, including role-specific training, regular check-ins with your manager, and a 30/60/90-day goal plan. This period is an opportunity for both you and the company to confirm the role is a strong fit. Completing it does not change your at-will status or imply a guarantee of continued employment.

03

Section Three

Code of Conduct

We expect everyone at Northwind Labs to act with integrity and to treat colleagues, customers, and partners with respect. This code sets the baseline for professional behavior.

3.1Professional Behavior

Conduct yourself professionally and treat others as you would want to be treated. We expect honesty in all dealings, respect for differing viewpoints, and a collaborative attitude. Disagreement is healthy and welcome; disrespect is not. Behavior that is hostile, demeaning, or disruptive has no place here, whether it occurs in the office, on a video call, in a written message, or at a company event.

3.2Anti-Harassment & Anti-Discrimination

Northwind Labs maintains a zero-tolerance policy toward harassment and discrimination of any kind. This includes unwelcome conduct based on any protected characteristic, sexual harassment, bullying, and retaliation against anyone who raises a concern in good faith. Harassment can take many forms — comments, jokes, images, messages, or unwanted physical contact — and it is prohibited regardless of intent.

If you experience or witness harassment, report it promptly to your manager, any People & Culture team member, or through the anonymous ethics line. Every report is taken seriously, investigated promptly, and handled as confidentially as possible. Retaliation against anyone who reports a concern is itself a serious violation of this policy.

How to report a concern

Anonymous ethics line: 1-800-555-0142 (24/7) · Web intake: northwindlabs.ethicspoint.com · Or email People & Culture directly. You may report without giving your name, and good-faith reports will never be held against you.

3.3Conflicts of Interest

Avoid situations where your personal interests conflict — or appear to conflict — with the interests of the company. This includes outside employment with competitors, financial interests in vendors or customers, and hiring or managing close relatives. When in doubt, disclose it. Submit potential conflicts to your manager and People & Culture so they can be reviewed and, where appropriate, documented and managed.

3.4Confidentiality

In your role you may have access to confidential information about the company, our customers, and our employees. You are required to protect this information both during and after your employment, and to use it only for legitimate business purposes. Customer data is governed by additional security and privacy controls described in Section 9 and in the Data Handling Standard.

04

Section Four

Hours, Attendance & Remote Work

Northwind Labs operates a flexible, remote-friendly schedule built around a set of shared core hours. This section covers when we expect you to be available and how attendance works.

4.1Standard Hours & Core Hours

Our standard full-time schedule is 40 hours per week. Rather than fixed start and end times, we ask that you be reachable and available for collaboration during core hours of 10:00 a.m. to 3:00 p.m. in your local time zone. Outside of core hours, you may structure your day in whatever way lets you do your best work, as long as commitments are met and your team can rely on you.

4.2Attendance & Punctuality

Reliable attendance is part of every role. If you will be late, absent, or unavailable during core hours, notify your manager as early as possible — ideally before your day begins. Repeated unexplained absence or lateness undermines the team and may lead to corrective action under Section 10. Non-exempt employees must accurately record all hours worked in the timekeeping system each day.

4.3Remote & Hybrid Work

Most roles at Northwind Labs may be performed fully remote, hybrid, or in one of our offices, depending on the needs of the role and team. Remote employees are expected to maintain a safe, distraction-appropriate workspace, a reliable internet connection, and the same standards of availability and professionalism as office-based colleagues. Some roles require periodic in-person presence for collaboration, customer work, or hardware access; your offer letter and manager will confirm any such requirement.

Stipend

Full-time remote employees receive a one-time $750 home-office setup stipend and a $60 monthly connectivity allowance. Submit setup purchases through the expense system within your first 60 days.

4.4Meetings & Async Norms

We default to asynchronous communication and protect focus time. Meetings should have an agenda and a clear purpose; if a written update or recorded walkthrough would do the job, prefer that. We observe no-meeting Wednesdays company-wide to give everyone a reliable block of deep-work time each week.

05

Section Five

Compensation & Payroll

This section explains how and when you are paid, how overtime works, and how compensation is reviewed.

5.1Pay Schedule

Northwind Labs pays employees on a semi-monthly basis, on the 15th and the last business day of each month, by direct deposit. When a payday falls on a weekend or holiday, payment is issued on the preceding business day. Your pay stub, tax documents, and direct-deposit settings are available at any time in the payroll portal.

5.2Overtime

Non-exempt employees are paid overtime at 1.5 times their regular hourly rate for all hours worked over 40 in a workweek, in accordance with applicable law. All overtime must be approved in advance by your manager. Exempt employees receive a fixed salary and are not eligible for overtime. Working unauthorized overtime, or failing to record hours accurately, is a policy violation even though you will still be paid for time worked.

5.3Pay Transparency & Reviews

We use structured compensation bands tied to role and level, reviewed against market data each year. Compensation is formally reviewed once per year, typically effective in March, alongside the performance cycle. Promotions and band changes may also trigger an adjustment at other times. We are committed to fair, consistent pay and do not prohibit employees from discussing their own wages.

Pay frequency

Semi-monthly (24 pay periods per year)

Payment method

Direct deposit to up to two accounts

Annual review

Effective March; tied to performance cycle

Expense reimbursement

Approved expenses reimbursed in the next pay run after approval

5.4Deductions & Errors

Standard deductions include applicable taxes, elected benefit premiums, and retirement contributions. We do not make improper deductions from exempt employees' salaries. If you believe an error has been made on your pay, report it to payroll at payroll@northwindlabs.com promptly; confirmed errors are corrected in the next pay cycle or sooner where required by law.

06

Section Six

Time Off & Leave

We want people to rest, recover, and take care of life outside work. This section summarizes paid time off, holidays, sick leave, and family and medical leave.

18 days

Annual PTO for full-time employees, accrued monthly

11 days

Paid company holidays each year

12 wks

Paid parental leave for the primary caregiver

6.1Paid Time Off (PTO)

Full-time employees accrue 18 days of PTO per year (1.5 days per month), increasing to 23 days after five years of service. PTO covers vacation and personal days. Request time off through the leave portal as far in advance as possible — at least two weeks' notice for absences of three or more days — so your team can plan. Up to five unused days may carry over into the following year; the rest is forfeited at year end.

6.2Company Holidays

Northwind Labs observes 11 paid holidays each year, including New Year's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, and the week between Christmas Eve and New Year's Day. A full calendar is published each January. Employees required to work on a holiday receive an alternate day off.

6.3Sick Leave

Full-time employees receive up to 10 paid sick days per year for personal illness, medical appointments, or caring for an ill family member. There is no need to provide a doctor's note for short absences; we trust you to use sick time honestly. If you are unwell, please rest and do not work — recovering fully is better for you and the team.

6.4Parental & Family Leave

New parents are eligible for 12 weeks of fully paid parental leave following the birth, adoption, or foster placement of a child, available to all new parents regardless of gender, with secondary caregivers eligible for 6 weeks. This leave may be taken within the first year and runs concurrently with any leave required by law.

Eligible employees may also take job-protected leave under the federal Family and Medical Leave Act (FMLA) and applicable state laws for qualifying medical and family reasons. Bereavement, jury duty, and military leave are provided in accordance with company policy and law. Contact People & Culture to plan any extended leave.

Planning a leave

Reach out to people@northwindlabs.com at least 30 days before a planned leave when possible. We will help you understand your options, coordinate coverage, and handle the paperwork so you can focus on what matters.

07

Section Seven

Benefits Overview

Northwind Labs offers a comprehensive benefits program to full-time employees. This is a summary; the official plan documents govern in all cases and are available in the benefits portal.

7.1Health, Dental & Vision

We offer medical, dental, and vision coverage through a choice of plans, with the company paying 85% of the premium for employees and 70% for covered dependents. Coverage begins on the first day of the month following your start date. During annual open enrollment each November, you may change plans or add and remove dependents; outside of that window, changes require a qualifying life event.

7.2Retirement Savings

All employees may participate in our 401(k) plan after 30 days of employment. Northwind Labs matches 100% of the first 4% of eligible pay you contribute, and you are fully vested in the company match immediately. You can adjust your contribution rate and investment elections at any time through the plan administrator.

Medical / Dental / Vision

Company pays 85% of employee premiums; effective first of the month after hire

401(k) match

100% of first 4% of pay; immediate vesting; eligible after 30 days

Life & disability

Company-paid basic life, AD&D, and short- and long-term disability

Wellness

$50/month wellness reimbursement and an Employee Assistance Program (EAP)

Learning budget

$1,500 per year for courses, conferences, books, and certifications

7.3Additional Programs

Beyond core insurance and retirement, full-time employees have access to a $50 monthly wellness reimbursement, a confidential Employee Assistance Program for mental-health and life support, pre-tax commuter and dependent-care accounts, and an annual learning budget. Specific eligibility, contribution limits, and enrollment steps are detailed in the benefits portal.

08

Section Eight

Health & Safety

Everyone deserves a safe place to work, whether that is one of our offices or a home workspace. Safety is a shared responsibility.

8.1A Safe Workplace

Northwind Labs is committed to providing a safe and healthy work environment and to complying with all applicable occupational safety and health laws. You are responsible for following safety guidelines, using equipment properly, keeping your workspace orderly, and reporting unsafe conditions promptly. Remote employees should apply the same care to their home setup, including a stable chair, good lighting, and safe cable management.

8.2Reporting Injuries & Incidents

Report any work-related injury, illness, or near-miss to your manager and to People & Culture as soon as possible, no matter how minor it seems. Prompt reporting allows us to provide care, meet our legal obligations, and prevent recurrence. Workers' compensation coverage is provided as required by law for work-related injuries.

In an emergency

If there is an immediate threat to life or safety, call 911 first. Then notify Facilities Security at 1-800-555-0177 and your manager. Evacuation maps are posted at every office exit and in the company wiki.

8.3Drug- & Alcohol-Free Workplace

Working under the influence of alcohol or unlawful drugs endangers everyone and is prohibited. Moderate alcohol may be served at sanctioned company events; if you choose to drink, do so responsibly and arrange safe transportation. Employees who believe they have a substance-related issue are encouraged to seek help through the confidential Employee Assistance Program without fear of penalty for doing so.

8.4Workplace Violence & Security

Threats, intimidation, and acts of violence are strictly prohibited and will result in immediate action up to and including termination and notification of law enforcement. Do not share building access credentials, and challenge or report anyone you do not recognize in secured areas. Your safety always comes before property.

09

Section Nine

Technology & Acceptable Use

Company technology exists to help you do your job well and to keep our customers' data safe. This section covers how to use it responsibly.

9.1Acceptable Use

Company devices, accounts, networks, and software are provided primarily for business use. Limited, reasonable personal use is permitted as long as it does not interfere with your work, consume excessive resources, or violate any policy. You may not use company systems to access, store, or distribute unlawful, harassing, or infringing material, and you should have no expectation of privacy in your use of company systems, which may be monitored to the extent permitted by law.

9.2Security & Passwords

Protecting our systems is everyone's job. You must use the company password manager, enable multi-factor authentication on all work accounts, lock your screen when away, and never share credentials. Report lost or stolen devices and any suspected security incident to security@northwindlabs.com immediately. Phishing is the most common threat we face — when in doubt about a message, verify before you click.

Customer data

Customer data may only be accessed for a legitimate business reason, only through approved tools, and never copied to personal devices or accounts. Handling of customer data is governed by the Data Handling Standard in the security wiki and by our contractual and legal obligations.

9.3Software, AI Tools & Data

Install only approved software, and request new tools through IT rather than using unvetted services for company work. When using AI assistants and other third-party tools, never paste confidential customer data, source code, or secrets into a service that has not been approved for that purpose. A current list of approved tools and their permitted uses is maintained by the security team.

9.4Social Media & Company Voice

You are welcome to talk about your work, but be thoughtful: do not disclose confidential or customer information, make clear that personal opinions are your own, and route official press or analyst inquiries to the communications team. Treat online interactions with the same professionalism expected anywhere else under this handbook.

10

Section Ten

Discipline & Termination

When expectations are not met, our goal is to address the issue clearly and fairly. This section describes our approach to corrective action and how employment may end.

10.1Corrective Action

We favor coaching and direct feedback over surprise consequences. Where a performance or conduct issue arises, managers will typically address it through a progressive process — a verbal conversation, a written warning, a performance improvement plan, and, if necessary, termination. The company may move directly to any step, including termination, depending on the severity of the situation. Because employment is at will, nothing in this section limits the company's right to end employment at any time.

10.2Grounds for Immediate Termination

Some conduct is serious enough to warrant immediate dismissal without prior warnings. Examples include, but are not limited to, the following:

• Theft, fraud, or falsification of company or customer records
• Harassment, discrimination, or threats of violence
• Intentional misuse or unauthorized disclosure of confidential or customer data
• Being under the influence of unlawful drugs or alcohol while performing work
• Serious breaches of security policy that put the company or customers at risk

10.3Resignation & Notice

If you decide to leave Northwind Labs, we ask that you give your manager at least two weeks' written notice so we can plan a smooth transition. While notice is requested and appreciated, it is not legally required given the at-will relationship. We aim to part ways with the same respect we bring to everything else.

10.4Offboarding & Final Pay

When employment ends for any reason, you will return all company property — laptops, access cards, and equipment — and complete a brief offboarding checklist with your manager and IT. Final pay, including any accrued and unused PTO where required by law, will be issued in accordance with applicable state requirements. Your obligations regarding confidentiality and any signed agreements continue after your employment ends. We are happy to conduct an exit conversation, and your honest feedback helps us improve.

Acknowledgment of Receipt

Please read, sign, and return this page to People & Culture.

I acknowledge that I have received and read the Northwind Labs Employee Handbook, and I understand that it is my responsibility to be familiar with its contents and to ask questions about anything I do not understand.

I understand that this handbook is a summary of policies and is not a contract of employment, and that my employment with Northwind Labs is at will.

I understand the company may revise, add, or remove policies at any time, and that I will be notified of material changes.

I agree to comply with the Code of Conduct, the Technology & Acceptable Use policy, and all other policies described in this handbook.

I know who to contact in People & Culture with questions about any policy.

Employee Name (Printed)

Employee ID

Employee Signature

Date

Return the signed page to People & Culture within five business days of your start date · people@northwindlabs.com · This document is a sample template and does not constitute legal advice; have your handbook reviewed by qualified counsel before use.