This page contains the complete AIP Management staff manual. Use the menu at the top, to find a specific section or to search. If you have suggestions or corrections, please contact firstname.lastname@example.org
ABSENCE & LEAVE
All absence and leave must be noted to the employees immediate Partner/Director and email@example.com. Likewise, absence is noted in the employee’s calendar, so the rest of the team is aware of the employee’s absence.
ABSENCE WITH FULL PAY, BY AGREEMENT
Paid leave is given one day at:
- Own wedding
- Own wedding 25-year anniversary
- The funeral of nearest relatives (family or other close relations)
- If an employee has public duty, paid leave is given to a limited extent if the consumed time lies within the official opening hours of AIP.
Hr@aipmanagement.dk and the immediate Partner/director must be informed about excused absence.
ACCESS, ALARM AND KEY
Guests must be picked up in the entrance hall and accompanied around the office of AIP.
Employees have access to the office of AIP every hour of the day, every day of the week when using their key-chip.
Every employee is given a key-chip upon his/her first day, with an appurtenant 4-digit code.
The key-chip and code allow access to the following entrances:
- The main entrance at Rosenborggade 1b
- The entry from Nørre Voldgade
- The glass door leading down to the canteen plus the door to the canteen
Every 14th day, all employees must make use of their key chip at the main entrance at Rosenborggade to ensure an active key chip.
The first employee to enter the office deactivates the alarm at the main entrance at Rosenborggade.
At their first day of work, new employees are informed about keys and key chips. Moreover, they are instructed how to activate and deactivate the alarm.
The last employee who leaves the office must remember to:
- Turn of all light
- Close all windows
- Close the door to the copy room
- Turn on the alarm
- Secure and lock the gate in front of the main entrance.
If an employee is involved in an accident at work, an ambulance must be summoned (dial 112) or depending on the character of the accident a taxi, so the employee can be taken to the nearest emergency room or home.
The Managing Partner should always be informed about accidents. Similar guidelines exist in case of acute illness.
An employee has the right to a leave of absence up to eight weeks before the delivery of a child, being born abroad.
If the child does not take up residence at the home of the adopter, an employee is eligible for leave of absence with full pay for the week leading up to the delivery of the child.
To gain more information (in Danish) press the link below.
What we can do: Guidance and action to reduce noise in open office spaces
Attached you will find the guide for best practice. The guide includes different actions you can take to reduce the noise in open office spaces.
Business cards are supplied by the Office Management team. Please keep an eye on your supply and send an email to firstname.lastname@example.org if your running out of business cards.
All calendars are kept open and are shared internally. All meetings, travels, and holidays should be written in the calendar, so it is clear when the employee is busy, and when the employee is at the office.
Please use the Privacy– function when needed.
The openings hours of the canteen:
Lunch between kl. 11.30 – 13.00.
All new employees are signed up for the canteen scheme. Employees are charged 300 DKK every month, and the amount is deducted from the salary.
The canteen scheme also covers water bottles from the fridge and coffee, tea etc.
Likewise, student workers and the office assistant are signed up for the canteen scheme but pay 150 DKK per month.
Food bought outside of the office of AIP during work hours is on the employee’s own account.
You can buy lunch or dinner with your Eurocard if the canteen is closed or if you are working in the office, during evening hours.
CHANGING ROOMS AND SHOWERING
In the bathroom near the entrance from Rosenborggade, the shower can be used before 08.30 and after 17.30. Moreover, the lockers in the copy room can be used for storage of clothes. From december 2019 new bathing facilities have been made next to the canteen. We share these facilities with the other companies in the building.
AIP has a clean desk policy. Therefore, the employee must make sure that all papers and documents are removed from the desk at the end of the workday, so the desk can be used by other employees. Moreover, the desk should be left neat and clean in order to fulfil the GDPR requirements demanded of AIP Management.
The daily cleaning can only be done if all employees clean up after themselves. This means keeping the desks, copy room and kitchens neat.
If questions regarding the cleaning should arise, please address to Business & Development who is in contact with Sjællandske Rengøring.
AIP has a corporate agreement with Dansk Erhvervsoptik for computer glasses. The employee must fill out the form attached below, to make use of the agreement.
Prices and further information are to be found in the attached files.
Moreover, AIP has a corporate agreement with Synoptik who offers a discount on eyeglasses to the employees of AIP and their household.
In 2022 Synoptik offers 30% discount on eyeglasses (glasses and frame) and sunglasses (with or without power).
The corporate saver card can be ordered by following the link: www.rabatkort.biz
(The confirmation code is “rabat2022”)
AIP facilitate 4 meeting rooms:
- RGB1 – the largest meeting room
- RGB5 – the smallest room, mainly for internal meetings
Please book your room ahead of the meeting, to make sure it is free.
AIP Management uses Microsoft Teams as primary platform for conference calls. A Teams-Link must be added in the calendar invite.
A guide for the conference call technology in RGB1 and RGB2 is attached below.
Moreover, it is possible to book the large meeting room, which you will find on the staircase, on the way to the canteen. This meeting room can be booked through the link below. It is not possible to use the same conference call technology in this room.
All AIP employees might gain information which should be treated confidentially.
According to the employee’s letter of appointment, he or she is subject to duty of confidentiality which is not terminated in connection with a termination of employment or at resignation.
A violation of the duty of confidentiality is a significant breach of the employment agreement, and duly legal actions may be pursued as appropriate.
CONFLICTS OF INTEREST
As AIP Management is subject to the AIFM Act on conflict of interest, AIP has drafted guidelines to prevent and manage conflicts of interest. The employee’s personal, financial or economic interests may never influence his og her performance in AIP Management. Employees must immediately contact and inform the Managing Partner, if they become aware of a conflict of interest. All employees must report situations that involve or potentially involve conflicts of interest to the Managing Partner. Questions regarding conflict of interest procedure are addressed to the Compliance Manager.
CREDITCARD AND PRIVATE OUTLAYS
A Eurocard is handed to new employees upon employment, by further agreement with the immediate Partner.
All AIP related activities such as business travels are paid with the Eurocard.
Attachments and receipts are scanned onto the employee’s iPhone immediately via the App zExpense, where further information on the transaction is reported by the employee. Guide to zExpense is available below.
It is not allowed to withdraw cash on the issued Eurocard. All company-related outlays from private cards, incl. any withdrawal fee, can be refunded by Finance upon submission of relevant receipts.
Our customernumber is 36 73 71 39.
To block your Eurocard please call 70 30 12 01.
Templates have been made for usage in Office-apps: Word, Excel, PowerPoint, and Outlook.
The templates can be found by clicking on the link below. The link also contains definitions of our standard colour codes.
AIP´s official font is Verdana.
DSB ERHVERV – EMPLOYEE TRAVEL PASS
AIP offers all permanent staff the benefits of a DSB Travel Pass, which allows you to use public transport as a tax-free employee benefit. It is valid for one year at a time, and the price of the pass is deducted from your salary before tax every month. There is also a staff discount of 11.3 percent.
The ticket will be available in the DOT app.
If you want to sign up for the travel pass, you can do so on DSB.dk/erhverv.
You can read more about the DSB travel pass in the attached document.
If you have any additional questions, please ask the Office Manager or call DSB on 7013 1416, Monday-Friday from 10-15.
AIP has several internal and external e-mail addresses.
Every employee is assigned a personal e-mail address consisting of the employee’s initials email@example.com
Additionally, AIP has e-mail addresses for different purposes.
An overview of the e-mail addresses and a description of when and for what purpose they should be used can be found below.
AIP´s official e-mail address. E-mails to this address will be handled and distributed by the Junior Analyst team.
The e-mail is used for correspondence regarding salary, timesheets for students, pension, vacation/absence, paternity/maternity leave, notification of illness, notice of absence due to a sick child, leave of absence, and other questions relating to salary or HR.
Laxmi Sathe, the Managing Partner and the Finance Director has access to this e-mail.
The e-mail is used for invoices, scanned Eurocard receipts, and other activities regarding facilities, marketing, etc. The finance team and office management team both have access to this mail box.
The e-mail is used for the settlement of accounts and the maintenance regarding investments. Such as the dialog with Forca.
The access to this e-mail is limited, and it is handled by the Finance Director, Finance Managers and the Finance Analyst.
Moreover, different distribution lists can be used when e-mailing to several employees.
Email to the Office Assistants.
Employees in the Investment team and other relevant colleagues, such as the legal- and tax team.
Emails to all junior analysts.
Emails to the junior analysts, involved in the investments.
Filling of emails with personal data must only be kept locally in Outlook and not in shared folders. E-mails containing personal data must only be stored if there is ground for storing the specific e-mail. E-mails with personal data can also be stored in a relevant mailbox seeing there is ground for filing the e-mail.
Every six months, all mailboxes must be looked through with the aim of deciding whether to keep storing the emails containing personal data.
There must always be a reason and ground for why an email containing personal data should be stored.
When an employee resigns, Vivant connects a standard auto-reply to the resigned employee’s email account. In the auto-reply, the sender is referred to firstname.lastname@example.org
Email-accounts are closed as fast as possible and will not be kept open for more than 12 months after an employee resigns. There might be relevant information in the email-account by which the need arises of getting that information. For instance, this may happen during the yearly presentation of accounts and audit, etc.
It is possible for the Managing Partner and the Finance Director to gain access to a resigned employee’s email inbox, but only for a specific need, and they will thereby not gain access
Finance & Support manage all data on employees.
AIP processes personal data regarding the employees’ terms of employment and distributes the personal data to data processors such as the wage administration and hosting companies.
As a result of the General Data Protection Regulation, an employee has the right to gain access to collected personal data concerning him or her. If the employee discovers errors, those are to be corrected.
AIP hosts two yearly events.
One event takes place in the summer where the employees’ families are invited. The other event is a Christmas party for the employees that takes place in December.
In addition, there will be other social events occasionally.
Initiatives are always welcomed – those can be addressed to the office manager or the office assistant.
AIP offers personal training every Tuesday at 7 am at Butcher’s Lab (Staldgade 22, 1699 CPH).
All employees are welcome to take part.
It is not necessary to sign up – just show up. However, remember to report the number of times you participate, as a 50 DKK fee is deducted from your salary for each training session.
All who are interested in going for a morning run with the colleagues are welcome to participate in the AIP Running Club. We meet up in the lobby at the AIP office every Friday at 7:30. There is no fixed distance or pace, so everyone can participate, no matter your physical form.
SATS subscription discount
SATS offers a 20% discount on memberships, to all employees within AIP Management.
If you are interested, please contact the HR Manager or HR & Office assistant.
In case of fire you must use one of the 7 emergency exits, that everybody was shown on their first day of work. It is important that EVERONE reacts to the fire alarm and seeks to the nearest exit. Be attentive that the people you share office space with have also left the building.
If your colleagues are not at the pickup point at Kultorvet, make sure to tell the firefighters who’s missing.
Down below you will find a link to an overview of all the emergency exits at AIP. We kindly ask you to orientate yourself on where to find the emergency exit closest to your workspace.
In case of fire use the following guide:
- Save yourself and those in danger.
- Close the fire door and seek the nearest exit.
- Go to the pickup point at Kultorvet by the 3-store: Frederiksborggade 1.
- Call the fire department at 1-1-2
- Make sure everybody gets out to the pickup point.
- Alert the people nearby so they too can find safety.
- Is somebody missing when the firefighters arrive, make sure to tell them as soon as possible
You will find these following fire instructions hanging multiple places at AIP.
In the shelving unit in the hall, there is a small green first aid box. There is a defibrillator outside the entrance to AIP and at the back entrance at Nørre Voldgade. See attached file for pictures and further explanation.
In October 2019 offered a first aid-course for our employees. The course was provided by Røde Kors and the employees who participated are able to exercise first aid and use a defibrillator.
The employees are: Kamilla, Johan, Kristian, Michael, Klaus, Anneke, Laxmi and Jannick
Documents of confidentiality must be thrown in the green locked container in the copy room. Please note that only documents of confidentiality should be thrown in the container.
If the container is full, please contact the Office Assistant who will make sure to order an emptying of the container.
In the court, there is a container for cardboard, batteries etc.
Electric items can be placed in the containers in the corner of the court.
Gifts from business connections must not have a size or nature in which the employee’s unbiasedness can be questioned (this is to be decided by the Managing Partner)
Gifts etc. addressed to AIP at Christmas are disturbed between the employees by draw.
AIP Managements gives presents at the following occasions:
- “Round” birthdays, at year 20, 30, 40..
- Finalization of an education (Junior Analysts)
- When someone ends their time in AIP
If it is approved by the Managing Partner, presents may be given at other special occasions.
Employees are always welcome to collect money privately for gifts at other occasions.
GUESTS AND LUNCH
If guests are to be invited to the lunch buffet in the cafeteria, please fill out the order form attached below and hand it to the cafeteria in advance.
HISTORY OF AIP
AIP was originally established as a part of PKA AIP in 2012. AIP was founded in October 2018 as an independent investment manager. AIP is dedicated to advice investors and pension funds on direct investment in energy and infrastructure assets in Europe and the United States.
All holiday must be approved by the immediate Partner/Director, and an email must be sent to
Days of holiday is accrued and used in the fixed periods according to the current Holiday Act.
From September 1st a new Holiday Act will become effective. As a result, accrued holiday can be held the following month. Holiday accreued from 1st
An employee accrues 2.08 days of paid holiday every month. This complies with five weeks of paid holiday a year if the employee has been employed the entire qualifying year.
Moreover, an employee accrues 0.42 days of paid holiday equaling five days of extra holiday per holiday year. These days are not included in the Holiday Act.
The main holiday should be held in a consecutive period of at least three weeks in August/July unless another agreement exists between the immediate Partner/Director and the employee.
Additionally, employees take holiday between Christmas and New Year, unless the employee and the immediate Partner/Director agree on something else.
HOLIDAY, UNUSED HOLIDAY
At the end of the year, the employee will get remaining holidays disbursed.
The employee may ask to get up to five days of holiday transferred to the upcoming holiday year.
Remaining holidays are to be disbursed if an employee resigns.
The payment in lieu of untaken days of holiday is calculated as 0.5% per day of the same salary components as the basis of calculation for the payment in lieu of unused days of holiday.
HOLIDAY, ABSENTEEISM DUE TO ILLNESS
ILLNESS BEFORE THE BEGINNING OF HOLIDAY If an employee falls ill before his/her holiday begins, and do not wish to begin holiday as planned, the employee must call in sick to the immediate Partner/Director, and send an e-mail to email@example.com the first day of holiday at the beginning of the regular work hours.
Simultaneously, the employee and the immediate Partner/Director agree upon whether the employee resumes the work when he/her is fit for duty, or if the employee wishes to take the remaining holiday.
Finance & Support must always be noted about planned holiday and change of dates etc. on firstname.lastname@example.org
ILLNESS DURING HOLIDAY Employees who fall ill in their planned holiday are eligible for substitute holiday.
An employee who has accrued 25 days of holiday is eligible for substitute holiday after five sick days during his or her holiday. Thus, the employee does not qualify for substitute holiday for the first five sick days during holiday. If an employee has accrued less than 25 days of holiday, the waiting period is regulated according to this.
To be eligible for substitute holiday, the employee must report sick to the immediate partner and email@example.com on his or her first sick day. At the same time, the employee should seek medical advice, so he/she can document the illness from the first sick day. It is placed upon the employee to take the initiative and pay for the Doctors sick note. The same rules regarding notification of illness and sicknotes apply if the employee is on holiday abroad.
At the earliest, the right to substitute holiday applies, from the day the employee calls in sick to the immediate Partner. The legal effect of the notification of illness during the holiday is that the remaining holiday after the five first sick days is repealed. The remaining holiday can be taken later on.
As a rule, the legal effect of reporting fit for duty is that the employee should show up at work. This applies even though the employee recovers during the period, the employee was supposed to have taken holiday.
Upon agreement with the immediate Partner. the employee may choose to take the rest of the planned holiday in continuation of his or her recovery.
The rules regarding substitute holiday in the event of illness before and during holiday do not apply on work-free days.
Functionaries are entitled to holiday supplement. The holiday supplement is 1% of the holiday entitled salary. The disbursement of the holiday supplement is paid out with the salary at the end of April.
Employees who are paid by the hour accrue 12,5% of their salary in holiday allowance.
If an employee falls ill, he or she must notify the immediate Partner/Director with firstname.lastname@example.org on cc. If an employee is absent due to illness for more than 14 days, AIP may ask for a sick note issued by the employee’s doctor.
Absence with full pay is given upon a child’s first sick day if the child needs care. Please note the immediate Partner and send an email to email@example.com before office hours.
AIP has taken out compulsory industrial insurance covering the single employee if a work injury should occur.
Thereby the employee is covered of Workers’ Compensation Act (Lov om arbejdsskadeforsikrin) during the time the employee works for AIP. Injuries occurring on the way to or from work can in exceptional cases be covered. For instance, if the employee gets injured during an errand for AIP.
In continuation of this, the employee is not covered if the injury occurs during a private errand in working hours. If injurried, employees have access to support and counselling from Ulykkepatientforeningen.
AIP has taken out a travelers insurance (International Health Insurance/Willis). The insurance covers all employees who travel abroad in connection with AIP matters.
The insurance covers costs such as accidents, illness, and repatriation. When traveling, employees should always carry the handed travel insurance card.
AIP has taken out a collective accident insurance for all employees. The insurance covers the employees day and night, all year round, in the entire world. The purpose of the insurance is to secure the employees, and their family against economic loses as a result of accidents causing disability or death.
THEFT OR INJURY
Theft or damages of any personal item placed at or near the office of AIP are usually not covered by AIP’s insurances, but by the single employee’s private contents insurance.
Pensam is a pension company that, since 1986, has managed labor market pensions for FOA’s professional groups. PenSam aims to create close relationships with customers and deliver competitive financial products and returns. In Addition, PenSam offers banking and insurance products to FOA’s members.
PenSam is a growing company with more than 430.000 pension customers, primarily employed in municipalities, but also in regions and in private companies. On their behalf, PenSam is investing $ 138 billion DKK total in investment shares.
PKA is one of Denmark’s largest pension service providers administrating four individual pension
funds, The Healthcare Professionals’ Pension Fund, The Pharmaconomists’ Pension fund, The Social Workers’, Social Pedagogues’ and Office Staff’s Pension Fund, and The State Registred Nurses’ and Medical Secretaries’ Pension Fund.
PKA’s 325.000 members work for society at hospitals, nursing homes, in social service among others, yet mostly in the public sector. On their behalf, PKA invests for more than 270 billion kr.
AIP supplies the employee with a cellphone and a laptop and pays for all running costs in this regard.
The abovementioned benefits can be used for private purposes to a limited extent.
All IT-equipment such as iPhones and iPads belongs to AIP and must be returned when an employee resigns or is terminated.
Replacement of IT equipment for employees
IT equipment (computers, monitors, telephones, and iPads) must be older than 2.5 years prior to a new acquisition unless the equipment is defective, and a repair is considered unprofitable.
It is possible to buy your old iPad, by filling out the form. Please inform Las@aipmanagement.dk, when the payment has been transferred.
Confidential documents and use of iPads with pen technology
Material of a confidential nature must not be removed from the workplace (in the printed physical form) and reading of confidential material outside the workplace must take place on the employee’s computer or iPad. All employees must be aware of minimizing the use of physical print and especially employees with an iPad with pen technology. Particularly in connection with internal meetings and processes – including; pipeline meetings, team meetings, AuM meetings, internal material in drafts and process material in drafts. All ordering of IT equipment must be approved by the Managing Partner and ordered by Support.
All requests of IT-equipment must be approved by the Managing Partner, and the order is to be placed by Business & Development.
AIP Management’s IT-Policy includes:
- IT security
- Contingency plan
It is expected that all employees understand and accept the abovementioned guidelines.
IT-SECURITY AND USE
All AIP files, mails and documents are stored at Microsoft and their servers.
All laptops are encrypted when handed to an employee at AIP.
The employee must be aware of the below-mentioned items regarding IT-security and use:
- Work computers, iPhones & iPads must be stored in the safe in the copy room if the employee wishes to leave it at the office of AIP
- iPads connected to a work email must have a password
- Computers must be locked when left unattended (Press Windows key + L)
- Subfolders to the existing folders should only be added after careful consideration
- Check with the owners/users whether it makes sense.
When opening a document on the drive do not choose ’check out’. The action will lock the file for the rest of the office.
It should be easy finding relevant documents. Therefore, AIP has made a guideline for how documents should be saved. By pressing the link below, it appears how files are named, and where they are stored. The same way of numbering applies for filing in Outlook.
Below is a link to an outline of AIP’s way of numbering.
AIP owns the data kept in the IT-system including emails.
AIP may gain access to an employee’s internet usage or emails, but only if there is ground such as processing of cases, security, restoring, documentation or control of usage. Yet, this can only be done in accordance with the current rules of protection of privacy.
Vivant is AIP’s IT-consultancy. Vivant can be reached by mail, firstname.lastname@example.org or phone 70 26 10 40.
If Vivant needs to fix an issue on an employee’s computer, an app on the desktop named ‘Team Viewer’ must be opened. Through the app, Vivant can control the laptop.
The employee’s ID is copy pasted into an email with a decriptiopn of the issue.
DEAS is responsible for maintaining AIP´s tenancy. The agreement with DEAS includes help with various tasks such as fixing minor repairs.
When needed, Finance & Support contacts the janitor, Per Christensen tlf. 20 10 96 73, mail email@example.com
JOURNALISTS / PUBLICITY
Only the Managing Partner comments to the press unless anything else is agreed.
The Office Assistant collects and distributes mail every morning.
MATERNITY/PATERNITY/ PARENTAL LEAVE
All maternity/paternity leave should be agreed upon between the employee and the immediate Partner/Director. Afterwards, the agreement upon maternity/paternity leave is emailed to firstname.lastname@example.org. Maternity/ paternity leave is approved and registered when the employee receives a confirmation from the Managing Partner and email@example.com.
Pregnant employees are eligible for paid maternity leave up until eight weeks before their due date.
After giving birth, the employee is eligible for 14 weeks of paid maternity leave.
A male is eligible for two consecutive paid weeks of absence after the birth. In agreement with the employer, the two weeks can be taken within the first 14 weeks after the birth.
After the birth, parents are eligible for 32 weeks of parental absence. The weeks can be shared between both parents or conducted by one parent.
The 12 weeks of the parental leave (out of 32 weeks) are conducted with full salary on the assumption that AIP management will be able to get a reimbursement for the weeks in question.
Employees may receive benefits the last 20 weeks of the parental leave.
NOTICE ABOUT PREGNANCY AND LEAVE OF ABSENCE
No later than three months before expected due date, the immediate Partner/Director must be informed about pregnancy and when the maternity/paternity leave is set to start.
Within eight weeks after the delivery, the employee and the immediate Partner/Director agree upon the length of the parental leave, and when it’s expected to begin.
Press the link below to gain more information about maternity/paternity leave, parental leave and the rights to benefits.
When having an internal meeting, employees make their own coffee, tea, etc.
The employee who organizes the meeting is responsible for turning off the computer and light at the end of the meeting.
When having external meetings, employees can be assisted in setting the table from 9.00–15.30.
If there is a need for help outside this timespan, please contact Business & Development to find a solution.
It is important to notify Business & Development about how many attendees they should set the table for.
Example of a message to B&D: “Table set for 4 meeting participants”
In consideration of the rest of the team, employees should as a rule clean up after themselves.
Used tableware is placed in the dishwasher, and the meeting room left neat and clean. Place chairs under the table, turn off the PC/projector and lock the wall between meeting room 1 and 2.
Business & Development is at service when needed. Remember a proper notification period.
AIP adheres to the National Tax Board’s rates and rules for tax-free mileage allowance.
Below you will find vouchers to use for driving settlement when you have driven in your own car.
Finance & Support orders office supplies at Lyreco and Lomax.
There are office supplies in the white closets by the copy room. All employees have a responsibility of keeping order in the closets.
There are printing paper, binding materials ect. in the copy room.
Finance & Support must be noted when the last item is taken into use.
PAYMENT OF WAGES
The pay is at disposal the last banking day in the month.
At payday, an electronic pay cheque is sent to the employee’s e-Boks. The pay cheque includes an itemisation of pension contribution, tax calculation and more for the given period. The employee is obliged to look through the pay cheque and react if the salary is incorrect.
Finance & Support can be contacted about questions regarding payments of wages.
PERSONAL DATA, ACTION
AIP processes personal information of the employee’s terms of employment, and discloses the personal data to data processors such as Eucocard, Azets and the wage administration etc. Personal data is managed by HR who processes employees’ civil registration numbers and standard personal data.
Press the link below to see which personal data AIP processes
AIP is the data controller of employees’ personal data. As a result, AIP decides which data that is collected, what the purpose is, where the data should be stored, how the data is shared, who has access to the data, and when the data should be deleted.
Personal data is processed based on legal ground. AIP obtains legal consent from the single employee when processing personal data.
Press the link below to see an overview of which.
Moreover, AIP is legally obliged to collect employees’ civil registrations numbers to disburse pay and report taxes. It is also necessary to fulfil a contract of employment.
PERSONAL DATA, RIGHTS
AIP aims to help employees exercise their rights in relation to the demands in the Data Protection Regulation.
AIP addresses requests regarding employees’ rights within a month.
The employee is to send his request to firstname.lastname@example.org
Upon request, employees can always be made aware of the actions AIP carries out regarding their personal data. Including information about:
- The data controllers’ identity and contact information
- The purpose of processing the data and the legal grounds
- The categories of personal data
- The categories of receivers of the personal data
- Potential transaction to third countries
- The period of data processing (including storing)
- Personal data processed as part of a contract
- The use of personal data for new purposes
AIP helps employees exercise their right regarding personal data.
Employees can have their personal data corrected under the right circumstances. For instance, by withdrawing their consent and getting the existing data deleted.
If AIP has disclosed the data to a third party, AIP will make sure to contact the third party with the aim of having the data corrected or deleted.
All employees have the right to get handed their personal data in a structured, standard, machine readable format.
The intention of this is that an employee should be able to transfer his or her information to another data controller.
If it can be executed, an employee has the right to have the personal data transferred to a new data controller.
When AIP receives personal data directly from an employee, he or she will be informed about the following:
- The data controllers’ identity and contact information
- The purpose of processing the data and the legal ground, the categories of those who are allowed access to the data
- Potential transaction of the data to third countries
- The period of the data processing
- The right to get the personal data
- The opportunity for data portability
- The opportunity to withdraw consent
- The opportunity to file a complaint to the data protection agency
- Whether the data is processed as part of fulfilling a contract
- Whether standard decisions are being made(profiling) on the basis of the data and potential new purposes, whereupon the data is processed
- If the data is obtained from a third party, the employee will be made aware of which categories of personal data that is being processed, and from what source the data has its origin
PERSONAL DATA, CHANGES
If an employee wishes to change his or hers personal data (such as address, immediate relatives, passport number, banking details, private telephone etc.), an email with the new information must be sent to email@example.com
Finance & Support makes sure to add new information or delete the existing information.
All permanently employed employees are included in a mandatory pension scheme.
Finance and Business & Development makes sure new employees are signed up for AP Pension, and activates the pension. Likewise, Business & Development arranges a meeting with an adviser from AP Pension with the intention to discuss the pension scheme.
The AIFM ACT (FAIF-loven) requires that employees in AIP Management inform the Managing Partner and the Finance Director if they wish to make a personal transaction.
The employee must send an e-mail to firstname.lastname@example.org and email@example.com with the relevant information of the intended investment / personal transaction. The employee will receive a valuation within 24 hours. If the inquiry turns out to be sanctioned, the consent will be valid for 24 hours.
Administrative procedure for employees’ personal transactions can be found below.
POST AND PACKING
There are stamps for work-related purposes at the office of Finance & Support.
In the white closets by the copy room, there are different types of envelopes.
AIP is environmentally aware and prefers to use bike messengers instead of taxis when possible.
Employees are entitled to excused absence if their pregnancy examinations take place during working hours.
For more information, read the paragraph about maternity/paternity and parental leave.
The following days are public holidays:
- New Year’s Day (1th January)
- Maundy Thursday
- Good Friday
- Easter Monday (Anden påskedag)
- Great Prayer Day
- Ascension Day
- Whit Monday
- Christmas Day (25th December)
- Boxing Day (26th December)
Furthermore, AIP is closed on:
- Christmas Eve 24th December
- New Year’s Eve Day 31st December
AIP offers one private paper subscription to all fulltime employees. This includes online access and delivery to home address on weekdays of your own choice.
Moreover, there is a broad selection of shared paper subscriptions. An overview of the subscriptions and the passwords for each, is to be found in the password file.
All full-time employees will be handed a travel insurance card. Please bring this with you, when travelling with AIP.
When planning a corporate travel, all involved employees must fill out the travel form and forward it to the HR Manager before departure.
Attached you will find the AIP Insurance reference book. You will be asked to bring this, while travelling.
Travelling employees book their own flight tickets and hotels.
It is expected that the employee aims to buy the cheap flight tickets. If the travel is within Europe, the flight tickets must be standard. Business class tickets can be bought for oversea traveling.
If needed, Business & Development can help with the booking of flights and hotels. If so, Business & Development is informed about dates of outward and return journey as well as the name of a potential hotel or which addresses the hotel should be near.
TRAVELS AND EVENTS
Employees may participate in events if it is linked to commercial connections where (potential) partners attend. Likewise, AIP’s employees may attend seminars and conferences abroad if it is found relevant for the employee’s work at AIP. AIP pays for the flight and the accommodation.
• We act responsibly and with respect in all matters of our business
• We are transparent and consistent in what we say and how we act
• We believe in honesty and reliability as a way of building trust and true, long term relationships
• We all take ownership for our business beyond team function and individual aspirations
• We own our decisions and live with the long term results of these
• We promote a founder’s mindset and are entrepreneurial in approaching our business
• We base our decisions on facts, structured analysis, and thoughtful recommendations
• We encourage open discussions
• We continuously strive to improve our performance
• We focus on our core competencies, and seek the best partners in other areas
WELCOMING NEW EMPLOYEES
All new employees are invited for a breakfast at 9 am on their first day of work.
With the aim of welcoming new employees in the best possible way, an introprogram has been made.
The AIFM ACT (FAIF-loven) requires that AIP Management has a whistleblower scheme.
The purpose of the whistleblower scheme is that an employee can report contraventions or potential contraventions of the financial regulation committed by the company, employees or the board to a confidential and independent empowerment.
The report to the whistleblower scheme is made electronically by filling out an online form on the lawfirm Kromann Reumert’s webside.
The company acknowledges that Kromann Reumert is dataprocceser of submitted reports for the whistleblower scheme.
The online form as well as the procedure for the whistleblower scheme can be found in the links below.
WORKING FROM HOME
The office of AIP should be the primary workplace.
It’s a mutual responsibility to secure a balance between work, family and leisure life. Any wishes for equipment for a home office must be approved by the Managing Partner.
Support makes sure to order the new equipment such as computer screens, keyboards, mouse, docks and internet to Rosenborggade 1b.
Washa offers a business solution for dry cleaning. They take care of picking up and delivering the clothes to your work address. How we use Washa in Rosenborggade: They arrive wednesday and pick up the clothes that we prepared for them, and then it is delievered back again friday. It is therfore a quick and effective way to clean your clothing.
In cooperation, the separate employee and the Partner/Director determine the working hours of the employee. The working hours are determined in consideration of the goals the Partner/Director and the employee have agreed-upon. In addition, the working hours are scheduled considering the team’s total workload.
Workmen are contacted through DEAS’ janitor, Per Christensen.
At scheduled power cuts, the following persons/firms need to be notified:
Janitor – Per Christensen, tlf. +45 42916780, firstname.lastname@example.org
G4S – (Our alarm) 43865000 email@example.com
Vivant – (Our servers) Lars Kristensen, tlf. +45 2398 0300 firstname.lastname@example.org
The abovementioned is coordinated by Business & Development.
Work phones are offered to all permanent employees. To a limited extent, the phone can be used for private usage. Purchases and donations must not be made with the work phone.
With the work phone comes a TDC business subscription.
The first employee who enters the office of AIP Management opens the app “Axis Companion” on his/her phone or laptop. There is a guide for the app is below.
OFFICE AND STUDENT PHONE
The Office Assistant handles the entry phone (Axis Companion) and AIP’s contact number: (+45) 3333 0313 and (+45) 5373 5527
The Junior Analysts handles the entry phone (Axis Companion), in the Office Assistant´s absence. They also handle their Junior Analyst contact number: (+45) 5153 8874
If none of these employees is at the office, the Office Manager or another employee must open the app Axis Companion on his or her Laptop.
TDC Business Subscription gives you access to YouSee Movies and Music. You use your AIP phone and email information to set up.
With YouSee Music, you can hear music in all genres and on any occasion. With over 60 million. tracks, up to 400 songs on a playlist (equivalent to 20 hours of music), and live radio on your mobile or tablet.
YOUSEE FILM & TV
The Movies & TV app gives you access to numerous movies and series. YouSee TV is not included in the subscription.
Below you can find a guide to creating YouSee Music and Movies & TV.