Handbook for employees

Business and values

At Illumi, we are proud of our people and the results we create together. We strive to attract and retain passionate employees. Therefore, we constantly strive to be as attractive and stimulating a workplace as possible, because there is no doubt that our employees are the most important resource in the company.

Our values are reflected in our relationships with each other and with our customers. Based on our employees' high level of commitment and knowledge sharing, we help companies find the right digital solutions to support their business. We emphasise transparent collaboration processes with a focus on openness and honesty. In addition, we always strive to do a little better and maintain the quality of what we deliver, which makes us some of the best in our field.

Welcome to Illumi

We always look forward to getting new employees on board Illumi, and we go out of our way to ensure a proper welcome - therefore, before you start, we make sure to find a buddy for you, order your hardware and send you a welcome email with detailed information about your first day.

On your first day, we have planned an introduction consisting of a shared breakfast and a guided tour. The purpose of the introduction is to introduce you to your new colleagues and to your work tasks as well as Illumi's core values. We know that as a new employee there are many new things to deal with, so we try to make your start-up period as manageable as possible.

Welcome - we look forward to working with you and getting to know you better!

The employment relationship

Working hours

At Illumi, weekly working hours are typically 37.0 hours, excluding your lunch break of 0.5 hours per day, which is not part of working hours. Working hours including lunch are generally Monday - Thursday 8.30 - 16.30 and Friday 8.30 - 16.00. The lunch break is every day from 12.00 - 12.30.

However, we understand that there may be a need for flexibility in working hours in order to make the workday run smoothly. So if you need to come in later or leave earlier one day, that's fine too. We just expect you to schedule those hours at other times and to take responsibility and coordinate with your team so that no one is left in the lurch or sitting alone up to deadlines.

Of course, there may be times when we are extra busy and you may need to put in extra effort. In these situations, we endeavour to give notice of overtime as far in advance as possible so that privacy is respected. We plan to avoid overtime as much as possible, so it will be the exception rather than the rule.

Working from home

We want to maintain a good workflow and work environment where all employees come together every day, so we hope that you will work in the office as a starting point. We love it when the office is full of life and conversations, both professional and cosy, and we believe it contributes to the energy and atmosphere that is the foundation of a good workplace.

However, we also recognise that we all need to work from home from time to time, in some periods more often than others. If you have young children, the need is typically greater, and there may be doctor's appointments or handyman visits that necessitate working from home.

If you would like to work from home for a day, you are welcome. The only prerequisite is that

• you are contactable by email, phone and Slack while working from home
• you make a note in your calendar if there are periods of the day when you are not available
• notify your immediate project manager and the administrative staff member by email of planned homework
• otherwise take into account scheduled physical meetings and make sure you can attend them as much as possible

Lunch

We have a voluntary lunch programme that serves a varied selection of hot and cold dishes, including vegetarian options. The cost of the lunch scheme is deducted from your net salary, and you can sign up with the administrative employee if you want to be part of the scheme. Whether you are on the lunch scheme or not, we encourage you to eat your lunch with your colleagues between 12.00 - 12.30 in our common lunch room.

Salary

Your salary will be paid to your salary account on the last banking day of the month and you will receive a digital payslip on Mit.dk.

We hold individual salary interviews once a year in December, and any salary adjustments take effect from the following 1 January.

Expenses and travelling

If you have incurred expenses such as hotel, taxi, food, etc. in connection with your work, Illumi will of course reimburse you for these expenses. To get your expenses reimbursed, you must fill out an expense voucher, which can be found on the OneDrive shared drive under Administration > Finance, and attach the original receipts. You hand in the vouchers and receipts to the administrative employee who approves them, after which the expense is paid out.

If you drive your own car for the company, you can receive mileage reimbursement according to the government rates. You are entitled to mileage allowance for the kilometres you drive in addition to driving from your home and to the workplace stated in your employment contract. The form you need to fill out to claim the allowance can be found on the OneDrive shared drive under Administration > Finance. You hand in the completed form to the administrative employee who then approves it, after which the allowance is paid out with your next salary.

Insurance matters

We want to take good care of our employees and their belongings, which is why we have taken out the following insurance policies for all Illumi employees:

• Liability and accident insurance: Covers if you are injured during working hours, but not for accidents that happen on the way to or from work.
• Business insurance: Covers all contents, equipment and fixtures in the offices. In terms of theft, the insurance also covers when you take your laptop and mobile phone out of the house, both while travelling and at home. In the unlikely event of theft, it is important that you report the theft via politi.dk under borgerservice/anmeld, so that the administrative employee can report the theft to our insurance company.

Termination of employment

We are always sorry to lose employees - no matter what the reason is. If an employee chooses to resign or is dismissed, it must be done in writing, and you can see in your employment contract which notices apply. It is agreed between management and the employee when to inform the rest of the team and what to inform. After this, it is a collaboration between the immediate manager and the employee to make the best possible use of the remaining time at Illumi, and that all outstanding issues between the employee and Illumi are settled.

At Illumi, we are always interested in ensuring our employees a good departure, and we are therefore happy to provide a written recommendation or employment confirmation. If you want this, please contact your immediate manager, who will take care of preparing the material.

Social events

To strengthen unity and make work more enjoyable, Illumi emphasises the importance of social events and activities.

Staff parties

Twice a year we organise staff parties, a summer party and a Christmas party, where we enjoy each other's company with good food, drinks and fun activities. The Christmas party is typically held on the last Friday in November.

Social activities

Several times a year, we plan various social activities where we put together a cosy event, such as a communal meal, cinema trip, beer tasting, etc.

We set aside around DKK 3,000 per month that can be used by our employees for joint social activities - so don't hesitate to contact management if you have suggestions for exciting things we can do together.

Shared coffee break

If you have the time and inclination, every morning at 10:00 you can take a short break together over a cup of coffee/tea in our shared lunch room, where you can discuss big and small things.

Shared breakfast once a week

We start the working week with a communal breakfast every Monday at 09:00, where we make sure we have everything you need for the perfect breakfast, including fresh bread, cold cuts, juice and coffee

Shared playground

We believe there should also be room for fun and games in the workplace, so everything doesn't get too serious. That's why we appreciate a good old-fashioned game of table football in our common room, which often ends in laughter, frustration or cheers.

Employee benefits

We offer a range of attractive benefits to our employees, as we recognise that good conditions for employees help create a good workplace. We are continuously working to add more benefits to the list.

Pension scheme

We have signed a pension agreement with Velliv, which is for all employees and takes effect after 3 months of employment.

The pension currently amounts to 15% of the basic salary, of which Illumi pays 10% and the employee pays 5%.

Health insurance

As an Illumi employee, after 3 months of employment, you are covered by our health insurance with Dansk Sundhedssikring, if you are employed on ordinary terms. Your children and any cohabitant's children up to the age of 24 who live at your address are also covered by the health insurance. You can also purchase coverage for your spouse or cohabitant.

The health insurance covers expenses for prompt treatment at a hospital, specialist doctor, physiotherapist, chiropractor, psychologist, etc. so you avoid unnecessary waiting time.

Via MitDSS or by calling 70 20 61 21, you can report an injury and get help and advice for further treatment. If you need treatment for something, it is a confidential matter between you and Dansk Sundhedssikring, and Illumi will not be informed unless you tell them yourself.

Catering

To keep your energy levels high throughout the day, there is free access to fruit, water, tea and various types of coffee from our coffee machine, such as americano, espresso and café latte.

Extra equipment for the office space

We spend a lot of time at work and with our colleagues, so if you want to make a little extra out of your office space, we want to support that.

In addition to the normal office workplace equipment (height adjustable desk, ergonomic office chair, laptop/Mac, docking station, keyboard, mouse and a few good monitors), we give all employees the opportunity to buy a little extra equipment that can help make your office space perfect or just more personalised. From headphones to music, a special leather mobile phone cover to a dancing cactus plant, the choice is yours.

We set aside DKK 2,000 annually for each employee for this purpose.

Equipment for the home office

We also offer the option to borrow (potentially used) home office equipment, including monitor, mouse and keyboard, to ensure proper working conditions at home when the need arises.

If the need is no longer there or upon resignation, the equipment is returned.

Monitor glasses

We recognise that screen work can cause discomfort, which is why we offer all employees a vision test and screen glasses if necessary.

Contact our administrative staff to get a requisition for our partner for prescription glasses. Our current partner is Louis Nilsen and the requisition covers very good prescription glasses up to a price of DKK 1,800.

Influenza vaccination

We offer all employees a flu vaccination - it takes place during working hours, typically once a year.

Christmas gifts

As a small gesture of appreciation for their invaluable work and to mark the end of the year, we give all our employees a Christmas present every year. We make sure there's a nice selection to suit all tastes, so the gift can also bring joy at home.

Work environment

At Illumi, we are committed to creating a healthy work environment where all employees thrive and feel that their needs are met.

Occupational Health and Safety Organisation

Illumi has an established Occupational Health and Safety Organisation (AMO) that follows the legislation in force at any given time. In this connection, an AMO employee representative has been elected, which is listed in the section "Management and organisation".

The employee representative must help to identify, solve and prevent potential problems related to the working environment. If you have any concerns, suggestions or questions related to the work environment, do not hesitate to contact the employee representative.

Workplace risk assessment

In order to work systematically and effectively with the work environment at Illumi, we ensure that a written workplace assessment (WPA) of the health and safety conditions in the workplace is prepared. The purpose of the WPA is to identify and map the company's overall working environment.

If you are curious about the current WPA, it is available in the WPA folder in the CEO's office.

The physical working environment

We emphasise having a well-designed workplace with good and bright premises that reflect Illumi's visual identity and creativity.

All employees have office furniture that can be adjusted according to the individual's needs to vary working postures between sitting and standing, thus preventing neck, shoulder and back problems. If you have special needs, we can provide special equipment based on prior agreement with management.

The psychological work environment

For us, a good and healthy workplace is a place where there is room for everyone. At Illumi, we respect differences, listen, recognise and give constructive criticism. In this way, we try to increase general well-being and strengthen each other's ability to do a qualified job. We are very aware of constantly strengthening the psychological work environment and continuing to develop the good workplace, which is something that regular 1:1 meetings, to which everyone is invited, can create space for and support dialogue about.

We do not accept bullying or harassment and encourage all employees to contact management and/or the employee representative if they feel they have been treated badly. In that case, we will address the issue in order to resolve it together.

We would also like to emphasise that all employees have a shared responsibility to ensure each other's well-being and well-being in the workplace. Therefore, we encourage everyone to keep an eye out for and act on any signs of unhappiness.

Personnel policies

As an Illumi employee, you are a representative of the company in your daily work. Therefore, we want you to live up to our standards of openness, honesty, integrity and responsible behaviour in your dealings with others. Below we have highlighted the four codes of conduct that we emphasise in our daily work:

Co-operation

A prerequisite for us to succeed in our tasks is that we all actively contribute to good co-operation. It is a natural expectation that all employees are prepared to engage openly and constructively with colleagues, managers and external partners.

Host role

If you have invited guests to the office for meetings and the like, you should consider yourself a host and make sure they feel welcome and feel the special Illumi spirit.

Communication

We speak nicely to each other and our business partners and refrain from using profanity and insulting language. We also refrain from letting our personal grievances influence our daily communication with colleagues.

In your written and verbal communication, it is essential that you express yourself accurately, professionally and in a proper tone. When speaking and writing with customers, internal and external partners, it must be done with professional consideration.

Loyalty and confidentiality

It is important that our customers can feel safe with Illumi. If, in connection with your work, you come into possession of information about important and confidential matters with a customer, you must not pass this on without the customer's express consent. The confidentiality clause also applies after resignation.

All employees have a duty of confidentiality regarding information about potential projects in Illumi, current tasks, internal information in Illumi, including information about financial and market conditions as well as purchases and sales. This also applies after any resignation.

Illness and absence

At Illumi, we take care of our employees, and we therefore emphasise having daily contact with you - also when you are sick. We would therefore like you to keep your immediate manager informed on a daily basis about the status and the expected length of the illness.

You should report sickness as soon as possible and no later than 08.30 in the morning via our HR system so that your team and immediate manager are notified. If possible, you should also let us know how long the absence is expected to last.

We reserve the right to request a medical certificate, which is paid for by Illumi. During your sick leave, we will pay normal salary in accordance with the rules of the Danish Salaried Employees Act. If you are on long-term sick leave, you must sign a request for sickness benefit reimbursement from the municipality, which the administrative employee will contact you about.

Pregnancy and maternity leave

Should the amazing thing happen that you become a parent, we at Illumi strive to be both supportive and flexible.

Up to the child's expected birthday and until the child is 1 year old, both parents are entitled to a certain number of weeks of leave.

We've based this on the new parental leave rules - so if your child is born after 2 August 2022, the following applies:

Notification rules

Different rules apply to when pregnancy and the different categories of leave must be notified to Illumi, so if your child is born after 2 August 2022, the following applies:

Should this be the case, you can read more about the parental leave rules here: Parental leave rules for employees

Holidays and holiday breaks

All Illumi employees are entitled to 5 weeks of holiday and 5 days off per year, of which holiday and holiday breaks can be taken in half days. Whether holiday and holiday breaks are paid depends on how long you have been employed at Illumi. Always remember to note holidays in your calendar.

Time registration

It is Illumi's policy that all employees must register their working hours in our time and case management system. Time is not recorded for lunch breaks and flex time.

If you are prevented from recording time on a regular basis, you must keep a log and record in the time and case management system no later than the next day. You should always record time before weekends and holidays.

IT policy

Illumi's IT policy aims to describe guidelines for the extent to which you as an employee should use IT equipment, software, internet, e-mail and social media.

Please note that there are a number of security rules that we ask you to consider in the section below.

Personal data

Illumi's setup for handling personal data aims to increase security so that both data related to Illumi employees and Illumi customers are always protected. It is important that both Illumi employees and customers can be sure that we treat their data securely and confidentially.

Personal data related to Illumi employees

Illumi handles sensitive personal data on employees in accordance with the General Data Protection Regulation.

This information is used by management and administrative staff and the information is passed on to SKAT, NEMrefusion, accountant, payroll administrator, pension company and health scheme.

Personal data related to customers

We store sensitive personal data about customers in accordance with the General Data Protection Regulation (GDPR) and the Danish Data Protection Agency's regulations.

In this connection, reference is made to the document, Employee Instructions, which all employees at Illumi must have read.

Telephone policy

All employees are provided with a work phone. If you do not wish to use the phone for personal use, you must sign an affidavit and hand it in to the administrative staff member.

Employees who wish to use the work phone privately must make an agreement with management and will be taxed according to current legislation. These employees can use the phone privately for domestic calls, SMS/MMS and data, as well as EU calls, SMS/MMS and data - all within the limits of the current mobile subscription agreement. Use of the phone that triggers an extra bill to Illumi, in addition to the standard subscription, is self-paid. Illumi phones may not be used for premium rate services, private calls to premium rate numbers, private calls to directory enquiries, donations to fundraisers and the like, without prior written authorisation from management.

Security rules for provided phones:

• The password must be enabled
• "Find my iPhone", or similar apps on other devices, must be active
• Wifi at Illumi must be our guest network (Illumi Guest). However, test work can be done on internal network.
• Voicemail must be active and contain a welcome message with your name and company name.

Smoking policy

All smoking must take place in outdoor areas, for example on the back stairs of the office. For the safety of our customers and other meeting attendees, we recommend that smoking is not allowed immediately prior to customer meetings. The use of e-cigarettes is also covered by this smoking policy.

Employee development

Ensuring opportunities for our employees to develop is an essential part of Illumi's values. It is our goal that all employees thrive in their work, feel their competences come into play and possess the skills needed to perform their daily work optimally.

The planned conversation is not intended as a replacement for the daily dialogue, but a method and a space to - in a structured way - discuss topics that are relevant to the individual employee and Illumi.

Annual appraisal dialogue

At Illumi, everyone is offered an annual performance review. The purpose of the appraisal is to further align Illumi's vision, goals and values with the development of the individual employee. Therefore, the annual appraisal will focus on what "learning package" your next year should consist of - based on where you could expand your skillset and what technologies we as a software and web agency want to specialise in. It will therefore be in close dialogue that we plan your next year's development together.

In order to maximise the benefits of the appraisal interviews, we emphasise that both parties must be well prepared. The invitation will therefore be sent out well in advance.

Ongoing 1:1 meetings

Everyone will also be invited to 1:1 meetings with their immediate manager every 2 months. The 1:1 meetings should be seen as an ongoing follow-up on how things are going and how you are doing - both at work and privately, if it seems relevant to your working life. Your well-being, work tasks and workload, co-operation and follow-up on your development plan for the year (MUS) will therefore be discussed - along with anything else that may be on your mind right now.

Training and self-study

It is management's responsibility and interest to ensure that Illumi is staffed with motivated employees who have the skills needed to fulfil the company's tasks both now and in the future.

For some it may be a course or conference to kick-start further education, for others time for self-study and research will be ideal.

Depending on what the goal is, the plan is made together with the immediate manager - preferably a year at a time, but at least a quarter ahead. This plan will then be discussed and followed up on during the 1:1 meetings.

To ensure that the plan is actually realised, Illumi sets aside 10 days a year for all employees for self-study, research, courses and/or conferences. In general, the days are distributed evenly throughout the year, but in certain cases and situations it may make sense to set aside a whole week, for example.

The only requirement is that the days are planned to avoid clashing with important deadlines and peak workloads as much as possible, which is why the project manager must always be informed in advance and in good time.

When participating in external courses/conferences/training, no compensation is paid for any overtime hours.

Management and organisation

Ownership structure

Illumi is a Danish company with headquarters in Aarhus, Denmark. The company was founded in 2008 and is owned by Søren Rysgaard Madsen, Rasmus Bollerup and Henrik Møller.

Areas of responsibility

Managing Director:
Søren Rysgaard Madsen

Management:
Rasmus Bollerup
Henrik Møller
Hanne Lindstrøm
Søren Rysgaard Madsen

Administrative employee
Lone Andersen

Account Manager:
Henrik Møller
Rasmus Bollerup
Søren Rysgaard Madsen

GDPR Responsible:
Søren Rysgaard Madsen
Lone Andersen (Human Resources)

APV responsible:
Søren Rysgaard Madsen

AMO employee representative:
Ida Lindhardt

Offices

Aarhus:

Europaplads 16
8000 Aarhus C, Denmark
Phone +45 72 11 21 60

Copenhagen:

Borupvang 3
2750 Ballerup, Denmark
Phone +45 72 11 21 60

Thank you for reading the entire employee handbook from a-z. It's important for us and for you, as we want to ensure the best start for everyone and a good future co-operation.

Welcome to Illumi