Remote Working Policy

1. Purpose

This policy establishes Swedwise AB's approach to remote and flexible working arrangements. It ensures that remote work is conducted effectively, securely, and in compliance with our management system requirements while supporting our organizational culture of autonomy and work-life balance.

This policy reflects Swedwise's recognition that remote work capability is core to our business model and a key enabler of business continuity, employee satisfaction, and environmental responsibility.

2. Scope

This policy applies to:

• All Swedwise employees working remotely from:
  • Home offices
  • Customer sites (consultants on client engagements)
  • Co-working spaces or other locations
  • While traveling
• All types of remote work:
  • Regular remote work (primary work location is remote)
  • Hybrid arrangements (combination of office and remote)
  • Occasional remote work (normally office-based, working remotely as needed)
  • Consultants stationed at customer sites
• All company systems, data, and assets used in remote work

3. Remote Working Principles

Swedwise embraces remote work as a standard operating model based on:

1. Trust and Autonomy: Employees trusted to manage their work effectively regardless of location
2. Results Focus: Performance measured by outcomes, not physical presence
3. Flexibility: Supporting work arrangements that fit individual and business needs
4. Security: Protecting company and customer information in all work environments
5. Business Continuity: Maintaining distributed work capability for resilience
6. Environmental Responsibility: Reducing commuting and office footprint
7. Communication: Maintaining effective collaboration and team cohesion
8. Equity: Ensuring remote workers have equal opportunities and support

4. Policy Statements

4.1 Eligibility and Approval

General Eligibility

Remote work is available to all Swedwise employees whose:

• Roles can be performed effectively remotely
• Work does not require regular physical presence at specific locations
• Performance and conduct are satisfactory

Default Remote-Ready Roles

The following roles are inherently remote-capable and approved for regular remote work:

• Consultants: Primarily working at customer sites; home office between assignments
• Sales and Business Development: Client visits, home office for administration
• Support and Service Desk: Remote support delivery
• Management and Administration: Office attendance as needed for specific purposes

Approval Process

• Regular Remote Work: Discussed and agreed with manager, documented in [TBD - employment terms or separate agreement]
• Hybrid Arrangements: Flexible arrangement agreed between employee and manager
• Occasional Remote Work: No formal approval needed; coordinate with team
• Temporary Remote Work: Approved by manager (e.g., during illness recovery, personal circumstances)

Location Considerations

• Sweden-Based: Standard expectation for employees
• Nordic Region: Possible with management approval, considering tax and legal implications
• Other Locations: Requires CEO approval, legal and tax review

4.2 Work Environment and Equipment

Home Office Requirements

Employees working regularly from home should have:

Physical Environment:

• Dedicated workspace conducive to focused work
• Adequate lighting, ventilation, and ergonomics
• Reasonably quiet environment for calls and virtual meetings
• Safe and suitable for work activities (no unusual hazards)

Connectivity:

• Reliable internet connection (minimum [TBD - e.g., 10 Mbps download, 2 Mbps upload])
• Stable connection for video calls and system access
• Backup connectivity option recommended (mobile hotspot)

Company-Provided Equipment

Swedwise provides standard remote work equipment:

• Laptop: Company-issued laptop (standard specification)
• Mobile Phone: Company mobile or allowance [TBD]
• VPN Access: Virtual Private Network for secure connections
• Microsoft 365: Email, Teams, OneDrive, Office applications
• Collaboration Tools: Access to all standard business systems

Optional Equipment

Employees may request (subject to approval and budget):

• External monitor, keyboard, mouse
• Headset or earphones for calls
• Office chair or ergonomic accessories
• [TBD - home office allowance or reimbursement scheme]

Equipment Responsibilities

• Company equipment remains company property
• Used primarily for business purposes
• Maintained in good condition; reported damage or issues promptly
• Returned when employment ends or upon request
• Personal equipment used for work must meet minimum security requirements (see 4.4)

4.3 Working Hours and Availability

Flexibility and Core Hours

Swedwise Approach: Results-focused, flexible working hours

• Employees manage their own schedules to meet business needs and deadlines
• Core collaboration hours [TBD - e.g., 10:00-15:00 Swedish time] when team members should generally be available
• Attendance at scheduled meetings and customer commitments is required
• Flexibility to accommodate personal needs balanced with business requirements

Communication Expectations

• Availability: Respond to communications within reasonable timeframes during working hours
• Status Visibility: Use Teams status to indicate availability (in meeting, away, etc.)
• Calendar: Keep Outlook calendar updated with meetings, focus time, time off
• Out of Office: Set appropriate email auto-replies and delegate urgent matters

Time Recording

• Hours logged in [TBD - time tracking system] as per normal practice
• Overtime and time off managed according to employment terms and Swedish labor law
• Consultants log hours to customer projects as required

4.4 Information Security Requirements

Remote work involves heightened security considerations:

Device Security

• Company Devices: Use company-issued, managed devices for accessing company systems and data
• Personal Devices: Personal devices may access company email/calendar only, subject to [TBD - MDM/security requirements]
• Security Software: Antivirus, firewall, and security updates maintained (automatic on company devices)
• Encryption: Full disk encryption enabled on all devices with company data
• Screen Locks: Automatic screen lock after [TBD - e.g., 10 minutes] of inactivity
• Strong Passwords: Device passwords/PINs meeting Swedwise requirements

Network Security

• VPN Required: Connect via VPN when accessing company systems over internet
• Secure Wi-Fi: Use password-protected, WPA2/WPA3 encrypted Wi-Fi networks
• Public Wi-Fi: Avoid public Wi-Fi where possible; use VPN if necessary; no sensitive work on public Wi-Fi
• Home Network: Secure home Wi-Fi with strong password, updated router firmware

Data Handling

• Data Storage: Store company data on company systems (OneDrive, SharePoint, approved cloud services), not local device storage
• Confidential Information: Handle confidential information per Information Security Policy
• Customer Data: Comply with customer security requirements for their data
• Removable Media: Minimize use; encrypt USB drives if used for company data
• Printing: Minimize printing; securely dispose of printed confidential materials (shred)

Physical Security

• Workspace Security: Do not leave devices or sensitive information unattended and visible
• Visitor Awareness: Be aware of who can see screen or hear conversations in shared spaces
• Clear Desk: Lock away or securely store sensitive materials when not in use
• Equipment Security: Store company equipment securely; report loss or theft immediately

Communication Security

• Video Calls: Be aware of background visible in video calls; no confidential information visible
• Conversations: Conduct confidential calls in private areas where not overheard
• Screen Sharing: Share only intended windows/screens; close sensitive information before sharing

Incident Reporting

• Report security incidents immediately: lost/stolen equipment, suspected compromise, data breaches
• Follow Incident Management Procedure [TBD - reference]

4.5 Data Protection and Privacy

Personal Data Handling

• Handle personal data (customer, employee) in compliance with GDPR and Data Protection Policy [TBD - reference]
• No personal data stored on personal devices or non-approved systems
• Access personal data only as required for job duties
• Secure disposal of materials containing personal data

Employee Privacy

• Swedwise respects employee privacy in home working environments
• Home visits or inspections only with employee consent and advance notice
• Remote monitoring is proportionate and transparent (e.g., system access logging, not keystroke monitoring)

4.6 Health, Safety, and Wellbeing

Ergonomics and Safety

• Employees responsible for maintaining safe home work environment
• Guidance provided on ergonomic workspace setup
• Report work-related injuries or health issues to manager and [TBD - HR]
• Swedwise provides support for ergonomic equipment where feasible

Work-Life Balance

• Right to disconnect outside working hours
• Manage workload and take regular breaks
• Use vacation and time off appropriately
• Raise concerns about excessive workload or stress

Wellbeing Support

• Access to [TBD - employee assistance program, wellness resources]
• Regular check-ins with manager
• Encourage social connection through virtual team activities
• Support for mental health and wellbeing

4.7 Communication and Collaboration

Tools and Platforms

• Microsoft Teams: Primary platform for chat, calls, video meetings, collaboration
• Email: Outlook for formal communications, external contacts
• SharePoint/OneDrive: Document storage and sharing
• Project Management: [TBD - specific tools used]

Communication Best Practices

• Over-Communicate: Proactively share updates, ask questions when remote
• Video Preferred: Use video for team meetings and one-on-ones to maintain connection
• Written Clarity: Document decisions and important discussions
• Responsiveness: Reply to messages in timely manner; use @mentions for urgent items
• Meeting Etiquette: Video on when possible, mute when not speaking, participate actively

Team Cohesion

• Regular team meetings and one-on-ones
• Virtual social activities and informal interactions
• Opportunities for in-person gatherings when feasible
• Inclusive practices ensuring remote workers are fully engaged

4.8 Environmental Considerations

Remote work supports Swedwise's environmental objectives:

Environmental Benefits

• Reduced Commuting: Lower carbon emissions from daily travel
• Office Footprint: Smaller physical office space and associated energy use
• Flexibility: Enabling video meetings instead of travel for some customer interactions

Remote Work Environmental Practices

• Energy-efficient equipment and settings
• Paperless workflows where possible
• Responsible disposal of e-waste
• Consider environmental impact in home office setup (lighting, heating/cooling)

4.9 Customer Site Working

Special considerations for consultants working at customer sites:

Customer Site Requirements

• Comply with customer security, safety, and workplace policies while on site
• Maintain Swedwise security baseline even in customer environment
• Use customer systems only as authorized and necessary for engagement
• Protect Swedwise confidential information in customer environment

Hybrid Customer Site / Home Office

• Transition smoothly between customer site and home office working
• Maintain consistent security practices regardless of location
• Coordinate availability and location with Swedwise team and customer

4.10 International and Extended Remote Work

Short-Term International Work

Remote work from abroad for short periods (e.g., vacation + work):

• Inform manager and [TBD - HR] in advance
• Typically limited to [TBD - e.g., 2-4 weeks per year]
• No tax or legal implications for short stays
• Comply with all security requirements (VPN, etc.)

Extended International Remote Work

Remote work from another country for extended periods:

• Requires CEO approval
• Legal and tax implications assessed before approval
• Considerations: tax residency, social security, employment law, data protection
• Generally requires specific business justification

4.11 Expenses and Allowances

Business Expenses

Normal business expense policy applies to remote workers:

• Travel to office or customer sites (if not regular place of work)
• Business travel and customer meetings
• Approved office equipment and supplies

Home Office Expenses

[TBD - Swedwise to define approach]:

• Home office allowance or reimbursement [TBD - amount and conditions]
• Internet/phone allowance if applicable
• Ergonomic equipment provision

Submit expenses per normal expense procedure [TBD - reference].

4.12 Office Access and Collaboration Spaces

Remote workers retain access to Swedwise offices:

• Office spaces available for work when desired or needed (Karlstad, Stockholm, Uddevalla)
• Book meeting rooms or collaboration spaces as needed
• Office visit for team meetings, workshops, social events
• Coordinate office attendance with team for collaborative work

Offices serve as collaboration hubs rather than default workplaces.

5. Roles and Responsibilities

Chief Executive Officer (CEO)

Responsibilities:

• Approve remote working policy and approach
• Approve international or unusual remote work arrangements
• Champion remote-first culture and flexibility
• Ensure resources for remote work capability

Management Team / Department Heads

Responsibilities:

• Implement remote work policy within their teams
• Agree remote work arrangements with employees
• Ensure team cohesion and effectiveness in distributed environment
• Monitor performance and support remote workers
• Address remote work issues or concerns
• Promote work-life balance and wellbeing

Information Security Officer (CISO)

Responsibilities:

• Define security requirements for remote work
• Provide security guidance and tools for remote workers
• Monitor compliance with security requirements
• Respond to remote work security incidents
• Conduct security awareness training on remote work risks

IT Support [TBD - role/provider]

Responsibilities:

• Provision and configure remote work equipment and systems
• Provide technical support for remote work issues
• Maintain VPN and remote access infrastructure
• Ensure security controls on company devices
• Support secure collaboration tools

Human Resources [TBD - role/provider]

Responsibilities:

• Administer remote work arrangements
• Provide guidance on employment terms and remote work
• Support wellbeing and work-life balance initiatives
• Address remote work employee relations issues
• Ensure compliance with labor law

All Employees

Responsibilities:

• Comply with remote working policy and procedures
• Maintain secure work environment and practices
• Communicate proactively and maintain availability
• Manage own productivity and wellbeing
• Report issues, security incidents, or equipment problems
• Participate actively in team collaboration

6. Support and Resources

Resources available to remote workers:

• IT Support: [TBD - support contact, ticketing system]
• Security Guidance: Information Security Policy, security awareness training
• Equipment Requests: [TBD - process]
• Ergonomic Guidance: [TBD - resource or guideline]
• Wellbeing Resources: [TBD - EAP or other resources]
• Manager Support: Regular one-on-ones, open communication

7. Review and Update

This policy is:

• Reviewed at least annually by [TBD - CEO/Management]
• Updated based on:
  • Employee feedback on remote work experience
  • Changes in business needs or work models
  • Technology changes affecting remote work
  • Security incidents or lessons learned
  • Legal or regulatory changes
• Approved by CEO
• Communicated to all staff following updates

Employee input is welcome and considered in policy reviews.

8. Related Documents

Policies:

• SW-IMS-POL-001: Integrated Management System Policy
• SW-ISMS-POL-001: Information Security Policy
• SW-IMS-POL-005: Business Continuity Policy
• [TBD - SW-ISMS-POL-002: Acceptable Use Policy]
• [TBD - SW-ISMS-POL-003: Data Protection and Privacy Policy]

Procedures:

• [TBD - SW-ISMS-PRO-002: Incident Management Procedure]
• [TBD - SW-IMS-PRO-007: Business Expense Procedure]

Guidelines:

• [TBD - SW-ISMS-GUI-002: Remote Working Security Guideline]
• [TBD - SW-ISMS-GUI-003: Password and Authentication Guideline]
• [TBD - SW-IMS-GUI-002: Home Office Setup and Ergonomics Guideline]
• [TBD - SW-IMS-GUI-003: Virtual Meeting and Collaboration Best Practices]

Supporting Documents:

• [TBD - Remote Work Agreement Template]
• [TBD - Home Office Setup Checklist]
• [TBD - Remote Work Security Checklist]

9. Document Control

Version	Date	Author	Changes	Approved By
1.0	[TBD]	[TBD]	Initial policy creation	[TBD - CEO name]

Next Review Date: [TBD - typically 12 months from effective date]

Document Classification: Internal

Document Owner: CEO

---

This policy is approved by Swedwise AB management and is effective from the date specified above. All staff working remotely are required to read, understand, and comply with this policy.

Swedwise AB | Make Time For The Good