Section 10.3: Termination for Cause
1. Purpose
This section establishes the criteria, procedures, and safeguards governing termination for cause. It ensures that such actions are conducted fairly, consistently, and in compliance with applicable laws and company policy, while protecting the interests of That Is A Q and its stakeholders.
2. Definition of Cause
For purposes of this policy, "Cause" shall mean any of the following material breaches or conduct:
- Material violation of company policies, code of conduct, or confidentiality agreements.
- Fraud, misrepresentation, theft, or embezzlement of company assets or funds.
- Willful negligence or reckless conduct resulting in significant financial, operational, or reputational harm.
- Conviction of a felony or crime involving moral turpitude that materially affects job performance or company standing.
- Repeated failure to perform assigned duties after written warning and reasonable opportunity to correct.
- Harassment, discrimination, or creation of a hostile work environment in violation of federal, state, or local law.
- Unauthorized disclosure of proprietary information, trade secrets, or sensitive client data.
3. Procedure for Termination for Cause
When Cause is suspected, the following procedural steps shall be followed:
- Investigation: A preliminary investigation shall be conducted by Human Resources and/or Legal to gather facts and documentation.
- Notice of Allegations: The individual shall receive written notice detailing the alleged conduct constituting Cause, along with supporting evidence.
- Response Period: The individual shall have a minimum of five (5) business days to provide a written response, present evidence, or request a meeting.
- Review & Decision: Management, in consultation with Legal, shall review all materials and render a final determination.
- Termination Notice: If Cause is established, a formal termination letter shall be issued, effective immediately or as otherwise specified.
4. Rights of the Terminated Party
Individuals terminated for Cause retain the following rights:
- Access to final compensation, accrued benefits, and return of personal property in accordance with law.
- Receipt of a written explanation of the termination decision upon request.
- Opportunity to dispute the termination through applicable grievance procedures or legal channels.
- Protection against retaliatory action for raising good-faith complaints or cooperating in investigations.
5. Documentation & Record Keeping
All investigations, notices, responses, and termination decisions shall be documented and retained in secure, access-controlled files. Records shall be maintained for a minimum of seven (7) years or as required by applicable jurisdiction, whichever is longer.
| Document Type | Retention Period | Storage Location |
|---|---|---|
| Investigation Reports | 7 Years | Secure HR Vault / Legal Drive |
| Termination Notices | 7 Years | Secure HR Vault / Legal Drive |
| Employee Responses | 7 Years | Secure HR Vault / Legal Drive |
| Communication Logs | 3 Years | Internal Compliance Portal |
6. Review & Amendment
This section shall be reviewed annually by the Legal & Compliance team and updated as necessary to reflect changes in applicable law, company structure, or operational requirements. Amendments require approval from the Chief Executive Officer and General Counsel.
7. Contact & Questions
For questions regarding this policy, reporting concerns, or requesting clarification on termination procedures, contact:
- Legal & Compliance Department — compliance@thatisaq.com
- Human Resources — hr@thatisaq.com
- Anonymous Reporting Hotline — Available 24/7 via the internal compliance portal
All inquiries will be treated with strict confidentiality and handled in accordance with company policy and applicable law.