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Employee and Supplier Related Documentation at Looplex

At Looplex, we are committed to ensuring that our employees, service suppliers and business partners are well-informed about the legal documents that govern their work with us, as well as our security policies and procedures and data protection practices. This article provides an overview of some of the key documents, policies, and agreements that employees and suppliers may encounter during their time with us.

Employment Agreement (only employees): An employment agreement is a legally binding document that outlines the terms and conditions of an employee’s employment. This document includes details such as job title, job description, compensation, benefits, and the duration of the employment. At Looplex, we require all employees to sign an employment agreement before they begin working with us. This document is essential as it ensures that both the employee and the company are aware of their respective rights and obligations.

Proprietary Information and Inventions Agreement (PIIA): PIIA is a legal document that protects Looplex’s intellectual property and confidential information. This document is particularly relevant for key employees and selected suppliers, such as those who work in research and development or have access to sensitive information. The PIIA outlines the employee’s and supplier’s obligations to keep the company’s information confidential and sets out the consequences for breaching those obligations. All key employees and selected suppliers are required to sign a PIIA as a condition of their employment or business relationship.

Non-Disclosure Agreement (NDA): An NDA is a legal document that prevents employees and suppliers from sharing confidential information about the company or its clients with third parties. This document is particularly relevant for employees and suppliers who work in areas such as sales, marketing, and customer service. At Looplex, we require all employees and suppliers to sign an NDA as a condition of their employment or business relationship. This document helps to protect the company’s intellectual property and maintain its competitive advantage.

Code of Conduct: Looplex has a code of conduct that sets out the company’s expectations for employee and supplier behavior. This document covers topics such as ethics, conflicts of interest, and harassment. All employees and suppliers are expected to comply with the code of conduct as a condition of their employment or business relationship. This document helps to maintain a positive workplace culture and ensure that everybody is treated with respect and dignity.

Data Protection Agreement (DPA): A DPA is a legal document that governs the processing of personal data by Looplex. This agreement is particularly relevant for employees who have access to personal data, such as customer data or employee data. The DPA outlines the company’s obligations under applicable data protection laws and sets out the employee’s obligations with respect to handling personal data. All employees are required to sign a DPA as a condition of their employment.

Security Policies and Training: At Looplex, we take the security of our data and systems very seriously. As such, we have established security policies and procedures that all employees and service providers are required to follow. These policies cover a range of topics such as password management, data privacy, and network security. In addition to these policies, we also provide regular security training to ensure that all employees are up-to-date on the latest security best practices.

Upon joining Looplex, all employees and suppliers are required to read and acknowledge our security policies and DPA. We understand that security threats and data protection requirements are constantly evolving, which is why we regularly update our policies, procedures, and training programs to reflect the latest threats, regulatory requirements, and industry best practices. It is important for all employees to remain vigilant and take an active role in maintaining our security posture and protecting personal data.

How those documents are organized

At Looplex, we strive to ensure that our legal documents are comprehensive, up-to-date, and aligned with industry best practices. As such, our standard Proprietary Information and Inventions Agreement (PIIA), Non-Disclosure Agreement (NDA), and Data Protection Agreement (DPA) are already included in our updated employment agreement template, so you may only need to execute one single agreement, plus an employment acknowledge form confirming that you have read and agreed with our Code of Conduct and Security Policies, as well as attesting that you performed all the necessary training.

Suppliers have to sign separate documents with these agreements as an addition to their individual service provider agreements. Besides that, key employees may need to execute additional legal documents to their employment agreement due to their position in the company, as well as access to sensitive information and materials.

If you are a supplier or key employee and are required to execute these additional documents, our back office team department will provide you with the necessary forms and guidance. These documents will contain standard clauses and terms that are commonly used in the venture capital industry, such as representations and warranties, non-competition and non-solicitation provisions, and indemnification obligations, as well as an updated version of the PIIA, NDA and in some cases the DPA.

At Looplex, we take employee-related documentation and supplier management document seriously. We believe that these documents help to create a transparent and fair working environment that benefits the company, its employees, suppliers and partners. If you have any questions about the documents outlined in this article, please don’t hesitate to speak with our back office team.