EMPLOYEE MANUAL

Company Rules, Regulations, and Procedural Guidelines

This Handbook is the property of H-AUTHENTICA INC. It shall not be circulated and reproduced either in full or in part to non-employees.

Introduction

This employee handbook outlines the policies and procedures of H-AUTHENTICA INC. (“Company”) and applies to all probationary, permanent, full-time, and contractual employees. It follows Canadian law.

Employees will receive the handbook at the start of employment. If there is any conflict between this handbook and your employment contract, the contract will take priority.

The Company may update these policies at its discretion. Employees will be informed of any changes, and updated policies will replace older ones.

As a valued employee, it is your responsibility to read and understand this handbook. All employees must follow the Company’s rules and regulations.

Welcome to H-AUTHENTICA!

Vision & Mission

Vision

To redefine luxury retail, H-Authentica Inc envisions a world where dream luxury items are not just attainable but within everyone’s grasp. We offer a meticulously curated collection, unparalleled in-house financing, and foster a community that cherishes the joy of achieving dreams, transcending mere possessions. Our vision extends to eradicating the need for fake luxury, empowering individuals to embrace authenticity, confidence, and sustainability in their choices.

Mission

At H-Authentica Inc, we’ve grown from a small home-based operation into an eight-figure company over nine years, with a mission to transform the luxury retail experience.

Accessible Luxury: We make luxury items within reach through flexible in-house financing, offering up to 15 months of no interest, and on special occasions, up to 2 years.

Exclusive Curation: We go beyond bags, curating top designer pieces from trusted brands and distributors to fulfill diverse dreams.

We are more than a retailer—we bring authenticity, inspire confidence, and promote responsible luxury.

Looking ahead, we aim to create real global impact by:

Philanthropy: Launching a charitable division to support dreams and initiatives worldwide.

Education: Helping build schools in developing countries to provide quality education and support sustainable growth.

CONDITIONS OF EMPLOYMENT

  Probationary Period

All new employees will undergo a 3-month probation period, unless stated otherwise in the appointment letter. During this time, the company will assess performance and work attitude. The probation may be extended or ended early if necessary.

 Contractual Employment and Management Trainees

  The company may hire employees on a contractual basis or as management trainees when needed. If regular positions are not available, contracts may be renewed or extended under agreed terms and conditions.

 Employee Compensation

• Compensation paid to the Employee for the services rendered by the Employee as required by this Agreement (the “Compensation”) will include a wage.

• This Compensation will be payable twice per month while this Agreement is in force. The Employer is entitled to deduct from the Employee’s Compensation, or from any other compensation in whatever form, any applicable deductions and remittances as required by law.

Bonuses & Incentives

Any bonuses or incentives are at the sole discretion of the company. They are not guaranteed and do not form part of regular pay. 

1. Expense Reimbursement

The company will reimburse reasonable business expenses (e.g., travel, client entertainment) as long as receipts or proper documents are submitted. Payments will be made within a reasonable time.

Employee Benefits

• Employees are entitled only to the benefits stated in company policies or required by law. 
• Some benefits are discretionary and may change with 60 days’ written notice, as long as changes apply to all employees equally. 

Vacation 

• The Employee will be entitled to vacation pay equivalent to 4% of their gross earnings for each year of employment during their first four (4) years of continuous service. Beginning with the fifth (5th) year of continuous service and thereafter, the Employee will be entitled to vacation pay equivalent to 6% of their gross earnings each year during the term of this Agreement, or as otherwise entitled by law, whichever is greater.
• The times and dates for any vacation will be determined by mutual agreement between the Employer and the Employee.

Duty to Devote Full Time 

The Employee agrees to devote full-time efforts, as an employee of the Employer, to the employment duties and obligations as described in this Agreement. 

Conflict of Interest

• Any business opportunities related to the company’s work belong to the   company. Employees must inform management of such opportunities and cannot pursue them without written approval. Personal investments (like family businesses, real estate, or small public stock holdings under 5%) are allowed.

• Outside Work

Employees may not take part in other business activities that conflict with the company’s interests unless they have written approval from the company

Transfer

Transfer does not necessarily mean a change of status and/or work. It involves placing you in the job where there is greater need for your services. 

Promotion

Promotion involves a rise in assignment to a job that required greater skills within the organization, and a corresponding adjustment in status and pay.

In considering someone for promotion, overall performance, as well as attendance record, together with potential capabilities are taken into account. 

Change of Personal Data

You are required to inform the Human Resource Department of any change in your civil status, address, or telephone number. Your personal record is confidential information. Access to the Employee File is solely the right of the Human Resource Department and Management.

Termination

Any employee may be terminated immediately if they are guilty of any neglect of duty and misconduct which justify immediate dismissal. Breach of any of the terms and conditions of employment also warrants termination from employment. 

Immediate dismissal cases disentitle employees from all forms of benefits including unused vacation leave and bonuses. 

Resignation

Employees must give at least 4 weeks’ notice when resigning, unless agreed otherwise.This requirement may vary by mutual agreement of the company and employee. 

Employees who have resigned or terminated for just cause are required to do the following:

On resignation or termination, employees must

• Return all company property. 
• Complete the Clearance Form with required signatures.
  The final paycheck will be released only after all accountabilities are 

Cleared by the Human Resource Team Leader and thePresident/CEO. 

Retirement

The normal retirement age for employees of the Company is 65 years old. The President/CEO may nevertheless give approval for the retirement age to be extended for specific employees. Employees who wish to retire from the Company are required to give a minimum of six (6) months notice, except for cases where retirement is necessitated by medical grounds. 

Performance Evaluation

Regular employees are evaluated twice a year. Evaluations review past performance and set future goals.

GENERAL CONDITIONS

Conflict of Interest

1. Business Opportunities: While employed, any business opportunity related to the Employer’s current or expected business belongs to the Employer. The Employee must inform the Employer about such opportunities and cannot pursue them without written permission. Exceptions include personal investments under 5% in a company, family businesses, real estate, or publicly traded stocks and bonds.
2. Other Business Activities: During employment, the Employee must not participate in any business that could conflict with the Employer’s interests unless they have written approval from the Employer.   

Non-competition 

The Employee agrees that while working for the Employer and for two years after leaving, they will not work for, start, or help any business that competes with the Employer in any area of Canada where the Employer operates. This includes giving advice, money, or using their reputation to support a competing business.

Non-solicitation 

1. The Employee agrees that trying to lure away or interfere with the Employer’s employees or contractors is harmful. Therefore, during employment and for five years after leaving, the Employee will not, directly or indirectly:
2. Persuade any employee or contractor to leave the Employer; 
3. Interfere with the Employer’s relationship with its employees or contractors; 
4. Talk about job opportunities or give information about competing jobs to the Employer’s employees or contractors; 
5. Hire or try to hire the Employer’s employees or contractors for a competing business. 
6. This only applies to employees or contractors who worked for the Employer while the Employee was employed there.
7. During employment and for five years after leaving, the Employee will not take or try to take any business from the Employer’s customers that the Employer had before the Employee left.

 Confidential Information 

1. The Employee understands that during their employment, they will have access to confidential information that belongs to the Employer.
2. This includes all business, management, technology, accounting, marketing, development, customer, and other proprietary information, including work products and software.
3. It also includes information given to the Employer by third parties under a non-disclosure agreement.
4. Confidential information does not include information that:

1. Is publicly known in the industry; 
2. Becomes public through no fault of the Employee; 
3. The Employee already legally knew before disclosure by the Employer.
4. The Employee creates independently without using the Employer’s confidential information; 
5. The Employee legally receives from a third party who has the right to share it; 
6. The Employee develops during their employment, including any intellectual property, processes, designs, or creations. research, invention, know-how, trade name, trade-mark or copyright that: 

• Was made without using the Employer’s equipment, resources, or confidential information; 
• Was done entirely on the Employee’s own time; 
• Was not part of the Employee’s work for the Employer;
• Is unrelated to the Employer’s current or planned business.  

Duties and Obligations Concerning Confidential Information 

1. The Employee must keep all confidential information completely private and protect it from being shared publicly. The Employee will not use or share any confidential information obtained during employment. If unsure about sharing information, the Employee must check with senior management first.
2. The Employee acknowledges that confidential information is valuable and proprietary. Sharing it without permission could seriously harm the Employer and is considered a major breach of the employment agreement. 
3. The Employee’s duty to keep information confidential continues even after employment ends and lasts indefinitely.
4. The Employee may share confidential information only:
   1. With written permission from the Employer; or 
   2. If required by law or a government body, after giving the Employer reasonable notice. 
5. If any confidential information is lost or shared without permission, the Employee must immediately inform the Employer and take steps to recover it.
   1. All confidential information belongs solely to the Employer. The Employee has no ownership or rights to it, even if they helped create it, including know-how, copyrights, trademarks, or trade names.
   2. The Employee gives up any moral rights they may have in the confidential information.
   3. The Employee must immediately give the Employer any confidential information they develop during employment and assign all rights to the Employer. The Employee agrees to sign documents or take actions, during and after employment, to fully transfer ownership to the Employer.

 Return of Confidential Information

The Employee agrees that, when asked or when employment ends, they will return all confidential information to the Employer. This includes all documents, plans, computer files, disks, backups, or any copies that:

1. Contain or are based on the Employer’s ideas, trade secrets, or proprietary information; or 
2. Are related to the Employee’s work for the Employer. 

Contract Binding Authority 

The Employee cannot sign contracts or make commitments for the Employer without written permission from the Employer.

Business Closure:

If the work location closes, employment ends on the last day of that month.Section 25. Termination of Employment

1. If there is just cause, the Employer can end employment immediately without notice, as allowed by law.
2. Reasonable notice from the Employer is the minimum required by law.
3. If the Employee resigns, they must give at least 3 weeks’ notice or the legal minimum—whichever is greater. Alternatively, notice is sufficient if the Employee helps train a replacement.
4. On the Termination Date, the Employer will pay the Employee any outstanding wages, accrued vacation, and banked time up to that date.
5. Once notice of termination is given, both the Employee and Employer must continue to fulfill their duties in good faith until the notice period ends. The Employer cannot change the Employee’s pay or other terms during this time.

Remedies

If the Employee breaches or threatens to breach this Agreement, the Employer can seek a court order (injunction) to stop the breach, in addition to any other legal rights or remedies available. This applies to the Employee and anyone acting on their behalf.

Severability

If any part of this Agreement is found to be invalid or unenforceable, a court can adjust it just enough to make it valid, and the rest of the Agreement will remain in effect.

Notices

Any required notices or communications are considered delivered when:

• Handed directly to the recipient,
• Delivered by an agent, or Mailed and seven days have passed.
  Notices should be sent to the addresses listed or any address later provided in writing.

Employer: 

Name: H-Authentica Inc 

Address: 80 Mazur Bay, West Saint Paul, MB R4A 6A4, Canada 

Employee: 

Name: ____________________________________________ 

Address: ____________________________________________ 

Modification of Agreement

Any amendment or modification of this Agreement or additional obligation assumed by either party in connection with this Agreement will only be binding if evidenced in writing signed by each party or an authorized representative of each party. 

Governing Law

This Agreement will be construed in accordance with and governed by the laws of the Province of Manitoba. 

RULES AND REGULATIONS

Every employee is required to perform their duties in the office regularly, punctually, and throughout their assigned work period. 

Working Hours/Office Hours

All employees are required to “log in” upon arrival and “log out” as they leave the office everyday. 

Regular working days are Thursday to Monday, eight (8) hours a day or a total of forty (40) hours a week. Employees are required to observe regular work schedules as follows

A grace period of five (5) minutes lateness is allowed in the morning. One is considered late if they clock in 6 minutes after their designated working hours (unless extreme weather conditions arise). Tardiness is accounted for every month and, as consequence, has an equivalent warning and/or dismissal notice. 

Overtime

Overtime is paid at 1.5 times the employee’s regular hourly rate for all approved hours worked beyond 40 hours per week (or as required by Canadian labor law).

Part time .5% hourly rate for all approved hours worked beyond 20 hours per week
All overtime must be pre-approved by a supervisor/manager.
Overtime hours must be recorded accurately on the employee’s timesheet.
Unauthorized overtime may not be compensated unless approved after review.

The Company’s regular working hours stated above, employees may be required to put in additional work hours of work as may be necessary, either on weekdays, weekends, or holidays.

Tardiness, Undertime, and Absence Policy

Tardiness:

Employees are required to report to work on time for their scheduled shifts. You are considered tardy when you report for work behind schedule. Any unjustified arrival one hour or more after your designated start time will result in a deduction of half a day from your vacation leave.

Tardiness and undertime are inexcusable unless a valid reason is presented. The accumulated number of tardiness and undertime hours will be deducted from the employee’s vacation leave (VL) balance. Be guided by the following procedures for tardiness and undertime deductions.

Undertime: 

Leaving work before the scheduled end of a shift without prior approval from the supervisor is considered undertime. All undertime requests must be communicated and approved in advance, except in cases of emergencies.

Absence:

Any absence from work must be reported as soon as possible, along with the reason for the absence. Employees must inform their direct supervisor within a reasonable time prior to the start of their shift.

If an employee is absent for more than two consecutive days, they are required to provide a doctor’s note to validate the reason for the absence.

Employees with available leave credits may use them to cover any days of absence, provided the request is made and approved by their supervisor.

Public Holidays

The Company will observe Canadian statutory holidays only. During statutory holidays, employees are not required to go to work. 

The company observes the following holidays:

Vacation Credits

Employees get 2 weeks of vacation per year for the first 4 years of employment.
After 5 consecutive years, employees get 3 weeks of vacation per year.
Vacation time does not include general holidays.

Some holidays may fall on different dates and can be moved, subject to approval by the CEO. Employees will be informed in advance of any changes.

Timing of Vacation

Vacation must be given within 10 months of when it’s earned.
If the employee and employer cannot agree on vacation dates, the employer will give at least 15 days’ notice, and the employee must take vacation at that time.

Period of vacation not to be less than a week

An employer shall not require an employee who is entitled to an annual vacation to take less than a week at a time.

Vacation may be required during annual shut-down

For cases where the business of an employer customarily shuts down for an extended period in each year, the employer may require the employees to take their annual vacations during that period.

Carryover of Vacation

Unused vacation credits can be carried over and used in the following year.

Vacation Allowance

• Employees with at least 1 year of service are entitled to a vacation allowance for each week of vacation:
  1. 2% of the wages earned during the year. 
  2. If the employer provides board or lodging (or a cash allowance for it), 2% of its value. 
• Unless the employee agrees otherwise, the allowance must be paid by the last working day before vacation starts.

Availment of Vacation Credits

Employees may not go on vacation chargeable to VL without prior permission of his immediate supervisor, HRD Manager, Managing Director and/or the President/CEO. Except in emergency cases, all applications for vacation leave must be secured at least two weeks before the intended vacation leave by filing a Leave form. 

In cases of emergency or sickness, permission through telephone may be sought but final permission should be made by filing the Leave form as soon as the employee reports for work. 

Unauthorized and unexcused absence from work shall be considered as a simple case of absence and shall therefore be without pay, subject to Section 40’s terms and conditions. 

Procedures in Availing Vacation Leave

1. Employees must fill out the Leave Form and forward it to the Human Resource Department.
2. The Human Resource Department will validate and record the leave and check the total available vacation leave credits of an employee. Afterwards, the HRD Manager shall forward the duly accomplished leave form to the Korea Liaison Officer-in-Charge for the Head Manager/Director and CEO’s approval. 
3. Once approved, the HRD Manager shall inform the employee and take note of the period of the employee’s vacation leave. 

Additional terms and conditions for vacation leave approval:

Seniority: Senior employees may get preference for vacation, based on company needs.

Daily Limit: No more than 2 employees can be on vacation on the same day; supervisor approval is required.

Peak Season (Winter): During winter sales, employees can take a maximum of 2 consecutive weeks of vacation, subject to operational needs and approval.

Long Vacations: Extended vacations (up to 2 weeks) should be planned and approved in the first week of March.

Parental Leave

EI maternity and parental benefits

Employment Insurance maternity and parental benefits provide financial assistance to:

1. people who are away from work because they’re pregnant or have recently given birth
2. parents who are away from work to care for their newborn or newly adopted child

You could receive 55% of your earnings, up to a maximum of $668 a week.

To be eligible for EI maternity benefits, you must have accumulated at least 600 hours of insurable employment in your qualifying period.

For more information on Parental Leave refer to Employment Insurance Benefit

Employee Benefits

Travel Allowance (Vacation Allowance)

• Full-time: $500 for the first year, then $250 for the subsequent years.
• Part Time: $250 every year 
• Employees with at least 1 year of service are eligible for a vacation allowance. 
• Unless agreed otherwise, it is paid by the last working day before vacation begins. 

Other Employee Benefits

After Regularization:

• Live Selling Bonus / Nail Allowance: Up to $50 per month. 
• Employee Store Discount: 20% off and eligible for an in-house payment plan (up to $3,000). 
• Company Events: Christmas and summer event details provided separately. 

After 1 Year of Service:

• Birthday Bonus / Leave: Employees may take 1 paid day off for their birthday.
  • If the birthday falls on a day off, it is compensated. 
  • If the employee works on their birthday, they receive a bonus. 

Health and Dental:

Detailed Coverage here: https://drive.google.com/file/d/1WXJAVGQlSCzYf0_eK0c7aoKfLiY3COhg/view?usp=sharing

Health and Dental Benefits: 50/50 Cost Sharing

Our health and dental benefits are shared equally between the company and the employee. This ensures a fair and balanced approach to healthcare coverage.

For more information on Health and Dental Benefits please refer to Sunlife

Absence without Leave (AWOL)

An employee who extends their approved leave without prior approval of the management will be automatically put on AWOL

Office Decorum & Procedures

• Employees must always act with high moral and social standards. 
• Teamwork and good relationships with co-workers are important. 
• Employees must follow instructions from managers to support the best interests of the company.

Personal Appearance & Dress Code

• Employees should dress neatly, professionally, and comfortably, reflecting a creative and progressive image. 
• Outside shoes are not allowed; employees should bring their own indoor slippers for hygiene.

Grooming & Hygiene

• Employees must maintain good grooming and hygiene to reflect a professional image and protect the luxury items we handle. 
• Nail Care: Nails must be clean and trimmed; long or unkempt nails are not allowed. 
• Cleanliness: Employees must stay clean and presentable at all times. 
• Not following these standards may lead to corrective action.

Disciplinary Action and Procedures

In cases wherein an employee behaves unacceptably, the following penalties and consequences shall be accorded, in degrees of their offense.

For light offenses: 

First Occurence: VERBAL WARNING

Second Occurence: FIRST WRITTEN WARNING

Third Occurrence: FINAL WRITTEN WARNING AND 3-DAYS SUSPENSION WITHOUT PAY

Fourth Offense: Termination of Employment

For moderate offenses:

First Occurence: FIRST WRITTEN WARNING

Second Occurrence: SECOND WRITTEN WARNING AND 3-DAYS SUSPENSION WITHOUT PAY

Third Occurrence: TERMINATION OF EMPLOYMENT

For grave and extreme offenses:

First and Final Occurrence: FINAL WRITTEN WARNING AND CEO TO DECIDE TERMINATION OF EMPLOYMENT OR OTHER PENALTY AS WARRANTED.

Please be guided by the degree of offense guidelines

Light Offense

• Habitual tardiness and absenteeism Habitual tardiness is defined as being late for 5 times in a month. Habitual absenteeism, on the other hand, is defined as being absent (without using leave credits or exhausted leave credits) for three times in a year. 
• Quarrelsome behavior (i.e., slapping, fighting, provoking, or instigating a fight within the company or work-related premises, discourtesy, rudeness, or indifference in dealing with co-workers and/or client, etc)
• Inefficiency in work-related matters
• Intoxication affecting duties
• Initial or minor violations of company policies
• Other analogous cases.

Moderate Offense

• Unprovoked insolence or disrespect on the part of the employee towards their co-workers, supervisors, clients, and/or suppliers.
• Gambling during office hours or within company premises
• Repeated violation of company policies after a written warning has already been served. 
• Other analogous cases.

Grave Offenses

Employees may face serious consequences for the following actions:

Disobeying management (insubordination)
Breaching confidentiality or non-disclosure agreements
Violating the company’s intellectual property rights
Serious violations of company policies
Habitual or willful neglect of duties
Sexual harassment toward any employee
Acts of indecency or indecent exposure
Possession, use, or trade of illegal drugs
Theft of company or employee property
Fraud or dishonesty related to work
Demanding or accepting bribes or gifts in connection with work
Imprisonment for any crime
Committing crimes against the company or employees
Illegal possession of weapons
Conviction of criminal acts under Canadian law provincial/federal courts and laws.

Reimbursement of Expenses

• Non-billable expenses (e.g., parking, gas, phone, meals, transportation) must be filed for reimbursement within 3 months. After that, they will not be accepted and will be charged to the employee. 
• Billable expenses (event/project-related) must be filed within 10 working days. Late submissions will not be accepted and will be charged to the employee. 
• Reimbursements will not be approved if work hours were not properly reported in the employee’s timesheet.

Salary Adjustments and Increases

Increases and adjustments on salaries are based solely on merits and company performance as approved by the President/CEO. 

Office Furniture and Equipment

1. Company-issued equipment must always be used with proper care.
2. All office and/or equipment need should be brought to the attention of the Human Resource Department
3. Repair needs should be known as soon as possible to facilitate required action immediately. It should be reported to the HR Department.
4. Personnel entrusted with the possession and custody of office property shall be accountable to the company for the loss, damage, and deterioration caused by negligence in the use of such property. 

Security Measures

• Employees must take care of company property and office security.
• Each employee is responsible for their own office access and must not share it with others.
• Visitors can only enter if accompanied by a company employee.
• Employees working late or on night shifts must ensure the office is secure: turn off lights, equipment, and lock all doors before leaving.

Other Company House Rules

• Honesty: Everyone must practice honesty and trust. Any breach may lead to suspension or dismissal. 
• Positive Atmosphere: Help maintain a friendly and respectful workplace. Avoid gossip, conflicts, or negative behavior that harms harmony. Show respect and concern for others to keep the environment pleasant atmosphere in the office.

Office Premises

We must contribute to the cleanliness and orderliness of our office premises by doing our own share of tidying up our own workplace. Let us practice “CLAYGO”

Internal Messaging and Email Etiquette

Messages must be answered  promptly and courteously. 

Respect for the Company

It is expected from every employee to have respect for the company by being a responsible worker and coworker.

This employee’s handbook aims to give clear directions on what the employees can obtain from and contribute to the company.

Any comments and suggestions can be directed to the Human Resource Department or to the President/CEO. 

Detailed information on Manitoba Employment Standard Code

Policy Acknowledgement & Signature

I, ______________________________ (Employee Name), acknowledge that I have received, read, and understood the Company Policies and Employee Handbook of H-Authentica Inc.

I agree to follow the policies, rules, and regulations as stated. I also understand that failure to comply may result in corrective action, up to and including termination of employment.

I acknowledge that the Company may revise, update, or change policies at its discretion, and it is my responsibility to stay informed of such updates.

Employee Name & Signature: ______________________________
Date: ______________________________

Employer/HR Representative 

Signature: ______________________________
Date: ______________________________