Employee Handbook

I. Welcome Message from our CEO & Founder, Russell Alt

A. Mission Statement

Our mission is to be the best business process outsourcing (BPO) firm in the world. We will do this by hiring world-class people and delivering world-class service with every client, every day.

B. Equal Opportunity Statement

Legacy Virtual is an equal opportunity employer. We do not tolerate discrimination against protected characteristics (gender, age, sexual orientation, race, nationality, ethnicity, religion, disability, veteran status). We want all employees to treat others with respect and professionalism. In practice, this means that we:

• Hire and promote people based on skills, experience or potential and try to reduce bias in every process (e.g. through structured interviews).
• Make accommodations to help people with disabilities
• Use inclusive, diversity-sensitive language in all official documents, communications and job ads

Apart from those actions, we commit to penalizing every discriminatory, offensive or inappropriate behavior. To do this properly, we ask you to report any discriminatory action against yourself or your colleagues to your immediate supervisor. Our company will not retaliate against you if you file a complaint and we will attempt to resolve the complaint through a full & thorough investigation. Any employee who retaliates or discriminates will face disciplinary action.

C. Purpose of Handbook

The purpose of this Handbook is to bring together in a summary of some of the policies that affect employees. This handbook may not cover every topic possible in relation to policies & benefits and in the event that you should have additional questions, please contact the account manager. Employees should read this handbook and become familiar with the content. Employees should be comfortable referring to the handbook whenever a question regarding employment with the Company arises. The handbook revokes and supersedes any prior summaries or statements of employment policies and procedures. Legacy Virtual reserves the right & expects to revise and update this handbook from time to time. Legacy Virtual will advise employees of changes or additions or deletions in policies and procedures covered in this handbook by circulating such changes, additions, or deletions electronically.

D. Contractual Disclaimer & At-Will Statement

This handbook is not a contract of employment. It does not promise or guarantee any particular benefit or specific action. All employment agreements with the Legacy Virtual are considered “at will,” which means that the Company or the employee may terminate the employment relationship at any time, with or without cause, and with or without notice. In addition, employees may be demoted, job duties may be changed, or benefits altered at any time, with or without cause, and with or without notice.

E. Company History

Legacy Virtual was founded on the belief that one person could make a difference. Our founder was introduced to the world of business process outsourcing in 2017 and spent a few years learning the craft before he started his own firm with the help of some amazing people. Our founder wanted to start a firm where everyone felt as if they’re the most important person in the room. With the help of YOU, we can be the BEST!

F. Orientation

All new employees will attend an orientation with their assigned account manager. Orientation will consist of a company onboarding, including overview of timekeeping system, company benefits and policies, and finalization of any needed employee documents, and will also include a client onboarding. Each employee is expected to be present and ready for orientation at time as instructed by the account manager.

II. Policies & Procedures

A. Team Member Classifications

In accordance with this Handbook, employees will be classified as one of the below:

• Full-Time Employee-Any employee working at least 40 hours per week on average, or 160 hours per month, and not hired on a short-term basis.

• Part-Time Employee-Any employee working at least 20 hours per week on average, up to 39 hours per week, and a minimum of 80 hours per month, and not hired on a short-term basis.

• Short-term/Temporary Employee-Any employee working between 20-40 hours per week, or a minimum of 80 hours per month, and hired for a specific project or a predetermined period of time.

B. Confidentiality & Data Privacy

Protecting private data and confidential information is of the utmost importance to Legacy Virtual, for all parties involved, including clients, employees, partners and our company. Examples of confidential information are:

• Employee records
• Data of customers/partners/vendors
• Customer lists (existing and prospective)
• Unpublished goals, forecasts and initiatives marked as confidential

As part of our hiring process, we may ask you to sign non-compete and non-disclosure agreements (NDAs.) We are also committed to:

• Restrict and monitor access to sensitive data
• Develop transparent data collection procedures
• Train employees in online privacy and security measures
• Establish data protection practices (e.g. secure locks, data encryption, frequent backups, access authorization.)

We also expect you to act responsibly when handling confidential information, and this includes taking some of the following measures:

• Lock or secure confidential information at all times
• Make sure you view confidential information on secure devices only
• Only disclose information to other employees when necessary and authorized

Examples of actions that would be a violation of this policy include, but not limited to:

• Use confidential information for your personal benefit or profit
• Disclose confidential information to anyone outside of our company
• Replicate confidential documents and files and store them on insecure devices

Any violation of this policy, whether intentional or unintentional, could result in disciplinary action, up to and including termination.

C. Harassment & Workplace Violence

Legacy Virtual is committed to building a happy and productive workplace and needs everyone to treat others well and help them feel safe. Each of us should do our part to prevent harassment and workplace violence. The purpose of this policy is to ensure that while working for Legacy Virtual all team members are free from sexual harassment and workplace violence of any form.

While it is not easy to define precisely what types of conduct could constitute harassment, examples of prohibited behavior include (although this is not an exhaustive list):

• Engaging in unwelcome sexual advances of any nature
• Obscene gestures
• Commenting on a person’s heritage or religious beliefs
• Sending sexually explicit e-mails, text messages and other verbal or physical conduct of a sexual nature
• Commenting about the team member’s physical appearance

Threats, threatening language or any other acts of aggression or violence made toward or by any Company representative WILL NOT BE TOLERATED. A threat may include any verbal or physical harassment or abuse, any attempt at intimidating or instilling fear in others, menacing gestures, flashing of weapons, stalking or any other hostile, aggressive, injurious or destructive action undertaken for the purpose of domination or intimidation.

Every report of perceived harassment will be fully investigated, and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. In addition, the Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including termination. All team members must cooperate with all investigations.

D. Drug and Alcohol

To ensure a healthy, productive and efficient environment for our employees & clients, we are committed to having a drug-free workplace.

The unlawful use, abuse, solicitation, possession, sale or distribution of drugs, drug paraphernalia, or alcohol while conducting business in the name of the company is strictly prohibited. If you are caught with illegal drugs or alcohol or show that you are under the influence of substances while working for or representing the Company, you will face disciplinary action up to and including termination.

E. Attendance & Hours of Work

The standard hours of operation for Legacy Virtual are between 8a.m. to 5 p.m. Central Standard Time (CST), Monday through Friday. Each employee’s shift schedule will be determined by client needs and could be subject to change.

Employees are expected to begin and end work based on the shift schedule given by client & direct supervisor.

The general attendance guidelines include the below:

• When an employee goes offline unexpectedly due to a system issue/power interruption/ISP down or any other emergencies, a call or SMS should be made within the first 10 minutes to the account manager.
• When employee will not be able to report to work, advise should be sent 4 hours before the start of shift at the latest.
• If an employee cannot make it on time for shift, and will be late, a notice should be sent an hour before the start of shift.
• Shift changes may be requested and will be granted only if staffing would permit.

Failure to follow these instructions, or excessive absences or tardiness, may lead to disciplinary action up to and including termination. Unreported absences for three (3) consecutive workdays will be considered a voluntary resignation of employment from Legacy Virtual.

F. Meal and Rest Periods

Each employee will be provided proper meal & rest periods in accordance with the assigned shift schedule. Below is an outline of the meal & rest periods provided:

• Full-time employee on 8-hour shift: eligible for two, 15-minute paid rest breaks and one, 1-hour unpaid meal break
• Part-time employee on 4or 6-hour shift: eligible for one, 15-minute paid rest break

All employees are expected to punch in & out for all rest and meal breaks per timekeeping policy.

G. Timekeeping

Employees must record their actual time worked using the company timekeeping system.

All time punches are to be recorded at the time work begins and ends, meaning everyone is required to clock in & out for all shift changes, including the start of shift, any breaks or lunches, and the end of shift. All employees are required to make these time punches from laptop/computer PC ONLY; punches from mobile phone are not allowed.

Any attempt to alter or falsify time records is prohibited. If it is determined that any employee has violated this policy, it may lead to disciplinary action up to and including termination.

H. Paydays & Overtime

Employees will be paid semi-monthly, on every other Wednesday according to the current year payroll calendar, for all the time worked during the previous pay period.

Payroll payments received by the employee will include both regular time & overtime payments in one lump sum. All employees are required to use direct deposit for their payroll payments and it is the responsibility of each employee to ensure that any updates or changes in account information are communicated to the account manager at least a week prior to the payroll processing date. Each employee is responsible per employment contract for the settlement of taxes within their country.

If there is a perceived error in any payroll payment, the employee should bring the matter to the attention of the account manager so the matter can be resolved as quickly as possible.

There may be occasional periods of increased work hours, or overtime needed, to meet client needs. Any overtime request must be communicated with the account manager and approved by the client prior to working additional hours. All reasonable efforts will be made to provide employees with advance notice of such situations.

Any employee who works overtime will be compensated at the rate of one and one-half times (1.5) their normal hourly wage for all time worked in excess of 40 hours each week. This applies to Part-time employees too.

For purposes of calculating overtime for employees, the workweek begins at 12 a.m. on Monday and ends 168 hours later at 12 a.m. on the following Monday.

I. Personnel Records

All employees provide a variety of personal information, including email, phone, address, and banking information, upon hire. This information is kept in each employee’s personnel file on record.

It is the responsibility of the employee to notify their account manager or the Operations Manager of any updates of changes in personal information. Any unreported changes may affect payroll status and Legacy Virtual will attempt to resolve an issue as expeditiously as possible once notified of any changes.

Effective Jan 1, 2022

All employees are required to submit a valid NBI Clearance within 30 days after the hire date.

If the appointment is not available in the next 30 days, you may discuss it with your CSM.

J. Performance Reviews

Our performance management practices to were built to:

• Ensure you understand your job responsibilities and have specific goals to meet
• Provide you with actionable and timely feedback on your work
• Invest in development opportunities that help you grow professionally
• Recognize and reward your work in financial or non-financial ways (e.g. employee awards)

To meet these objectives, we have established performance reviews at specifically timed intervals. Performance reviews will be issued on the following work dates:

• 90-day performance review: Issued to assess continued job performance & first pay increase eligibility
• Yearly performance review: Issued to assess performance & next pay increase eligibility

During these reviews, your direct supervisor will fill out your performance evaluation report and arrange a meeting with you to discuss it. Through these discussions, managers aim to recognize employees who are good at their jobs and identify areas of improvement. Pay increases, bonuses, promotions or continued employment are not guaranteed. There will not be any forced ranking or other comparison between employees, as our goal is to help all employees improve and develop their careers.

Account managers are instructed to meet with their team members on a regular and continued basis, as scheduling allows, to provide feedback and talk about work performance in order to provide feedback in a timely manner.

K. Promotions

Legacy Virtual encourages employee promotions & professional growth as long as there does not present a potential client conflict. All employees are welcome to apply for a posted position and will be given consideration with the following in mind:

• Any employee that is seeking a position change or promotion must have been with the company for a minimum of six (6) months prior to application submission
• Any approved position change must not cause a conflict of interest with any client and employee will be responsible for assisting to train replacement prior to taking new position

L. Telephone/E-mail/Internet Use

Voicemail, email, and internet usage assigned to an employee’s email, log in access, or telephone extensions are solely for the purpose of conducting company business and there is no expectation of privacy in regard to company or client telephone/voicemail/internet/email usage.

Legacy Virtual reserves the right to review company related telephone/voicemail/email communications, without notice to users of the system, when deemed it appropriate to do so. The reasons for which the Company may obtain such access include, but are not limited to: maintaining the system; preventing or investigating allegations of system abuse or misuse; assuring compliance with software copyright laws; complying with legal and regulatory requests for information; and ensuring that Company operations continue appropriately during the team member’s absence.

Our policies prohibiting harassment of any kind apply to the use of employee communications & internet use policy in regard to employee work & work representation of the company. No one may use any communication system in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs or any other characteristic protected by law.

M. Social Media

Legacy Virtual respects the rights of all employees to utilize social media platforms. Our social media policy highlights some guidelines for acting responsibly, including:

• Disclosing Company Affiliation- If you talk about work related matters you disclose your affiliation with Legacy Virtual
• State post is YOUR opinion alone- Unless specifically authorized by the Legacy Virtual CEO, Russell Alt, to speak on behalf of Legacy Virtual, you must state that any views expressed in your social media posts are your own and in no way represents the view(s) of Legacy Virtual
• Maintain Confidentiality- Remember that any information obtained during normal work shift, including personal data, company related data, client data, internal client or company communications, should be kept confidential and should not be shared or posted on any social media platforms
• Act Responsibly & Ethically- Legacy Virtual does not condone any unlawful behavior, discrimination, or harassment of any kind. Any postings that may violate any company policy in regard to impermissible behavior of any kind may result in disciplinary action up to and including termination

Overall, we ask that you exercise good judgment when using social media platforms and remember to be considerate of yourself and others while practicing social networking. Do not misrepresent yourself or the company and make sure that you are keeping all work-related information confidential.

N. Employment Status and Client Assignment

Employees are expected to maintain active engagement with clients as part of their ongoing employment status. The company provides support through the Recruitment and Client Success Management (CSM) teams to help facilitate smooth transitions between client assignments.

Tenure and Placement Policy Update

Effective immediately, the company is implementing a tenure-tracking policy for employees who are not currently assigned to a client.

If an employee remains without a client for sixty (60) consecutive calendar days, their tenure will reset to Day 1 upon their next client placement. This means any previous length of service will no longer be counted toward tenure-based benefits, incentives, or evaluations unless explicitly stated otherwise.

Exceptions to this policy may be considered on a case-by-case basis, subject to management review.

Purpose of the Policy:

This policy promotes fairness and consistency in how we apply tenure-based considerations across the company. It ensures that tenure-related benefits and performance metrics are aligned with active service and engagement.

Reminders:

Employees are encouraged to proactively coordinate with the Recruitment or CSM teams to stay visible and available for client placements. Maintaining communication during bench periods is crucial to securing new opportunities and preserving career growth within the company.

III. Benefits

A. Holidays

Legacy Virtual recognizes the following holidays:

Calendar Date	Holiday
January 1	New Year’s Day
April 9	Araw ng Kagitingan (Philippine Holiday)
May 1	Labor Day (Philippine Holiday)
Last Monday in May	Memorial Day
June 12	Independence Day (Philippine Holiday)
Fourth Thursday in November	Thanksgiving Day
December 25	Christmas Day
December 30	Rizal Day (Philippine Holiday)

Upon 6th month tenure, employees will be paid for the above-listed holidays. Should a client request that an employee work for one of these recognized holidays, employees will receive holiday wages at the rate of one and a half times their hourly base wage rate.

B. Paid Time Off (PTO)

Employees are eligible for an allotted amount of time each year, to be used for any personal reasons, including vacation or sick leave and these hours are stored in a collective paid time off (PTO) bank. The amount of PTO an employee is eligible for is outlined below & prorated during the year based on start date. PTO is not available to employees until after 6 months of employment with Legacy Virtual. As of January 1 of each full calendar year, after year one of employment, an employee becomes eligible for full PTO benefit per policy allowance. The PTO allowance is as follows unless agreed to otherwise:

Prorated Upon Hire (not eligible for use until after 6 months 56 Hours (1 week) 2+ years of Employment 112 Hours (2 Weeks)

Time off should be scheduled in advance and must be taken during the calendar year (calendar year defined as January 1- December 31) in which it is due. If business necessitates that an employee defer time off, the deferred time must be taken prior to May 1 of the following year. There will be no pay in lieu of PTO.

Addendum (Effective July 1, 2025)

Unused PTOs from Previous year may only be used until March 31 of the following year.

To schedule time off, employees should submit a request form to the account manager at least 10 days before the requested leave for periods of more than 2 consecutive days. The account manager will communicate with the client to coordinate approval and scheduling and will work to obtain approval for all requests as business operations permit. If a client does not approve requested time off it will be considered an unexcused absence. Account managers will notify employees, as possible, of leave approval or denial within three (3) days of request submission.

Leave taken beyond any team member’s available PTO balance may be unpaid with prior authorization from the manager.

PTO leave will be paid at the team member’s base rate at the time the leave is taken. This pay is not included in overtime calculation and does not include any special forms of compensation such as incentives, commissions, bonuses or shift differentials.

If an employee is approved to go on leave on a holiday, he/she would be paid at a regular rate, and hours would not be deducted from PTO credits.

C. Bereavement Leave

Upon 6th month tenure, bereavement leave will be granted unless there are unusual business needs or staffing requirements and is granted according to the following guidelines:

Employees are allowed three (3) days of paid leave in the event of death of an immediate family member: spouse, children, siblings, parents, grandparents and In-Laws-parents or grandparents.

In the event that there is necessary travel required of over 100+ km (or 60+ miles) from team member residence for bereavement leave in order to handle personal matters then an additional two days of unpaid leave may be granted in consideration of required travel time. The company may request documentation showing distance of travel required.

Team members must inform their account manager prior to commencing bereavement leave and approval for benefit payment may require verification of death.

D. Health Insurance

Employees are eligible for Philcare ER Shield, which provides specialized coverage for emergency room needs, and Philcare ER Vantage Plus Adult, which offers comprehensive medical services including emergency room benefits, to be purchased yearly by Legacy Virtual.

The yearly voucher for health benefits will be paid for by Legacy Virtual immediately following the close of the pay period following 30 days of employment.

New employees should not have more than 7 days of leave or absence for the first 30 days. In the event that an employee is out for 7 days or more, then the issuance of the HMO will be moved to a later date completing the 30 days attendance of the employee.

For renewal after a year – employees should not have more than 30 days of leave or absence. In the event that an employee is out for 30 days or more, then the issuance of the HMO will be moved to a later date (the date will depend on the number of days the employee is out).

Legacy Virtual will cover the cost for the current year’s Philcare ER Vantage Plus Adults and Philcare ER Shield coverage.

Training

We owe our success to our employees. To show our gratitude, we will invest in our employees’ professional development. We also want to help our employees achieve personal growth and success. As part of our commitment to employee development, we offer these training opportunities:

• Formal training sessions through the company training portal
• Employee coaching and mentoring
• On-the-job training
• Job shadowing

Development is a collective process. Team members and managers should regularly discuss learning needs and opportunities.

E. Maternity/Paternity leave

Employees are paid 2 weeks during the maternity leave and 5 days for paternity leave and should have at least 6 months tenure. Employees should notify us at least a month before the due date, plus supporting documents should be submitted to CSM. Should an employee need to extend, she/he has to advise a week ahead so we can prepare.

IV. Procedures

A. Standards of Conduct

All employees must show integrity and professionalism in the workplace. In the spirit of integrity and professionalism, the general standards of conduct are outlined below.

Trust

Trust with our clients, fellow co-workers, and the public is one of the most important values in day to day practice. Employees can build & maintain trust by following the general policies outlined in this handbook. Honoring privacy, maintaining integrity of data & communications, avoiding conflicts of interest, and treating others (internal & external) with respect are all examples of how to build and maintain trust.

Dress Code

Working remotely allows employees to have more freedom and flexibility in their daily dress when reporting to work. Part of work professionalism is having the judgment to dress properly when interfacing with clients.

Legacy Virtual has adopted a “Dress for your Day” policy and allows employees to have the freedom to dress at their own discretion depending on the daily work demands. Employees are expected to exercise good judgement when planning business clothing attire if in a work virtual meeting but overall, some basic rules outline Company expectations:

• Clothing is neat & clean

• Attire does not show/expose too much, or an inappropriate amount of skin

• Attire does not distract from with employee or others’ ability to work

No clothing with offensive language or graphics

B. Progressive Discipline

Legacy Virtual has a progressive discipline policy, outlined in the escalation grid below. We try to take these steps to address employee misconduct. We want to give employees a chance to correct their behavior when possible and assist them in doing so. We also want to ensure that we thoroughly investigate and handle serious offenses.

C. Exit Process

In the event an employee needs to leave the company we request that a minimum of a two weeks’ (business days) notice be given to the account manager. Any company related property or data must be returned at separation.

As previously stated, any employment agreement is considered at-will and can be terminated by either party at any time for any reason.

Should an employee decide to terminate their employment with Legacy Virtual, a 7 business days (one week) notice is required in order to leave in good standing and to be paid out their remaining work days, else they will be considered AWOL and their final pay will be forfeited. Should an employee be terminated for any policy violation or reason to be considered leaving in bad standing then final pay will be forfeited, i.e. immediate termination without the option to work notice.

When an employment relationship is terminated on good standing we may provide references for any future employers, including general employment information, such as date of hire, base wage rate, and exit date. A request for reference can be submitted to the employee’s account manager.

V. Exit Process

A. Summary

This handbook is general in nature and intended to provide guidelines and general descriptions only and does not create a contract. Any employee that has a question regarding anything outlined in this Handbook should consult a member of management for more details. While Legacy Virtual intends to continue the policies, rules and benefits described in this handbook, the Company may, in its sole discretion, amend, add to, delete from or modify the provisions of this handbook and/or change its interpretation of any provision set forth in this handbook.

B. Acknowledgement of Receipt