Staff handbook

Welcome to Factofly

With Factofly We are excited to have you on the team. This handbook is your guide to what it means to work for us – what we expect from you, what you can expect from us, and how we work together.

Factofly is a company that places project employees for assignments at our customers. This means that you are employed by Factofly and that we are your employer, regardless of where your task physically takes place. We represent you to the customer, handle your salary and administration, and ensure that your rights as an employee are in order.

We believe that the best work happens when the framework is clear. This handbook is just that: a clear framework so you can focus on what you are good at.

1. Your employment at Factofly

1.1 The employment relationship

You are employed by Factofly ApS. Factofly is your employer, and we are the one you deal with in matters of salary, tasks, contracts and working conditions.

Your employment consists of two elements:

The employment contract is your ongoing agreement with Factofly. It comes into effect upon signature and is independent of specific tasks – also in periods between tasks. It sets out the general terms and conditions of your employment.

The assignment contract is concluded for each individual project you solve. It describes the content, duration, location and salary of the task. The customer never enters into an agreement directly with you – all agreements about tasks are concluded between factofly and the customer, and you receive your task contract from factofly.

1.2 Approval of tasks

All assignments must be approved by Factofly before starting. We are the ones who assess whether an assignment is suitable – professionally, practically and contractually. We reject assignments that do not meet our standards or that are not the right match for other reasons.

When you are presented with a potential assignment, Factofly always has the final say and formalizes it. You may not enter into independent agreements with clients regarding assignment terms, salary, or anything else related to your employment.

1.3 Authorization and contractual competence

You are not authorized to independently enter into agreements, submit offers or otherwise obligate Factofly to customers or third parties. All agreements – whether they relate to terms of service, salary, schedules or other matters – are entered into by Factofly, which independently assesses and enters into any agreement.

If a customer or other party approaches you with a desire to enter into or change agreements, you must refer them to Factofly. Agreements entered into without Factofly's prior approval are not binding on Factofly.

1.4 Changes to ongoing tasks

If changes are needed during a task – for example in scope, schedule or work location – this is handled by Factofly in dialogue with the customer. Contact us immediately if a customer requests changes that go beyond the agreed task contract. We ensure that any changes are formalized correctly.

1.5 Management rights and instructions

Factofly is your employer and exercises the overall management right in the employment relationship. This means that Factofly has the right to organize and distribute the work within the framework of your employment, establish overall guidelines for the performance of the work, give instructions regarding the content, prioritization and framework of the work, and follow up on the performance and quality of the work.

When you perform a task for a customer, the daily work management will often take place in dialogue with the customer as a natural part of the task's solution. This does not change the fact that Factofly is your employer and that Factofly has the overall employment law competence.

Any questions about terms, changes in the assignment, the scope of work or the employment relationship in general should always be directed to Factofly. Factofly may – if objectively justified – change your assignment portfolio, terminate an assignment or provide further instructions as part of the employment relationship.

2. Salary and payout

2.1 Salary payment

You receive your salary from Factofly as A-income. The salary is reported to eIndkomst and A-tax and AM contributions are deducted in accordance with your tax card.

Salaries are paid monthly in arrears, typically on the last banking day of the month. You will receive a payslip via our payroll system.

2.2 Your salary

The salary we can offer you for the specific assignment is stated in your assignment contract. If you have any questions about your salary, you are always welcome to contact Factofly.

2.3 Registration of work

In accordance with applicable regulations on working time registration, working time must be registered correctly.

Depending on your position, you may be covered by the rules on self-organizers. The term self-organizer is used here in the sense of working hours law and only relates to the registration obligation - this does not change the fact that you are employed by Factofly.

If you are not self-organizing, you must register your working hours continuously in Factofly's time registration system. If you are self-organizing, you instead report your hours by creating an invoice in our system. The invoice is an internal settlement request and does not constitute an independent commercial invoice between you and Factofly - it is used solely as a technical basis for payroll settlement.

Correct and timely registration is a prerequisite for us to be able to pay your salary on time. Deadlines and procedures are provided at the start of each task. Contact us immediately if you experience problems with registration.

3. Expenses and outlays

3.1 The principle of outlays according to invoice

Expenses that are directly and necessarily related to the performance of your assignment can be reimbursed by Factofly and invoiced to the customer. This applies to materials, transport to and from the assignment location (in addition to normal transportation) or other task-specific costs.

3.2 Prior approval

Expenses must generally be approved by Factofly before they are incurred. Contact your contact person at Factofly and describe the purpose of the expense and expected amount. We will coordinate with the customer and confirm whether the expense is refundable.

Expenses incurred without prior approval will not be reimbursed, unless they are minor, obviously necessary expenses that could not have waited for approval.

3.3 Documentation and settlement

All expenses are settled via Factofly's expense management system and are linked to the individual task with original receipts attached. Expenses are settled no later than the end of the last salary payment for the task in question. Contact us for guidance on the specific procedure.

4. Communication

4.1 Contact Factofly

Your primary Contact At Factofly, our customer success team is here to help, whether it's a practical question, a challenge with a task, or something completely different.

You can always contact factofly at:

• Email: kontakt@factofly.com

• Telephone: +45 71 96 00 54

• Opening hours: Monday–Friday, 9 am–4 pm

4.2 Communication with customers

When you communicate with the client in connection with your assignment, you represent Factofly. We expect you to act professionally, politely and solution-oriented – and to keep Factofly informed of matters that may be of importance to the assignment or the collaboration.

Negotiations regarding salary, contract terms or other commercial matters are the sole responsibility of Factofly. Please refer the customer to Factofly if such issues are raised.

5. Evaluation and feedback

5.1 Ongoing dialogue

We believe that feedback is part of a good collaboration. We strive for an ongoing dialogue about how things are going – not just at the end of a task, but along the way. Is there something that works well? Something that is difficult? We want to hear it. You can always contact your customer success team at Factofly.

5.2 Customer evaluation

During and at the end of an assignment, the customer will be asked to evaluate the work performed. The evaluation is sent to Factofly and is part of our overall assessment of the collaboration and your efforts. Factofly reviews the evaluation and includes it in the ongoing dialogue with you. A good evaluation is naturally gratifying – and if there is criticism, we address it constructively with a view to learning and improvement.

5.3 Employee interview

All employees at Factofly are offered a performance review at least once a year. This is an opportunity to talk about your well-being, professional development, wishes for future tasks and your general employment situation. Remember, you can always book us for a 1-on-1, directly via our website.

6. Conduct and professional standards

6.1 Representation of Factofly

When you are working on assignments at clients' locations, you are the external face of Factofly. We expect you to be on time and meet agreed deadlines, communicate professionally and respectfully, handle confidential information with discretion, notify Factofly – and if necessary, the client – if you are unable to attend or are late, and keep Factofly informed of important aspects of the assignment.

6.2 Confidentiality

In connection with your duties, you will have access to confidential information about customers, their business and their employees. This information is confidential and may not be disclosed to third parties. The confidentiality obligation applies during employment and after its termination.

6.3 Conflicts and challenges

If challenges or conflicts arise in connection with an assignment, please contact Factofly as soon as possible. We will assist in finding solutions and handle the dialogue with the customer if necessary. Do not attempt to resolve commercial or contractual conflicts directly with the customer on your own.

7. Practical matters

7.1 Illness and absence

In the event of illness, you must notify Factofly as soon as possible – and no later than the start of the working day. If you are on an ongoing assignment, we will coordinate with the customer on how to handle your absence. Sickness benefit rules and rights follow applicable legislation. Contact us if you have any questions.

7.2 Holidays and days off

Holidays are taken in accordance with the Danish Holiday Act. Holiday requests are agreed with Factofly, who will coordinate with the customer to the extent relevant to ongoing tasks.

7.3 Working environment

Factofly is committed to ensuring a safe working environment. If you experience problems with the working environment on an assignment – physical or mental – you must contact Factofly immediately so that we can take care of it.

7.4 Termination

Notices of termination and procedures are stated in your employment contract. In the event of termination – by you or by Factofly – we will coordinate the completion of ongoing tasks with the customer.

8. Questions and contact

If you have any questions about the content of this handbook or about your employment in general, you are always welcome to contact us.

This personnel handbook is for guidance and supplements – but does not replace – your employment contract and applicable legislation. The handbook is updated regularly, and the current version is available at Factofly.