HANDBOEK

Working at OTTO Work Force: making the difference!

People who choose OTTO Work Force, choose to make the difference. And this is exactly what our
employees do: they decide on a challenging job, and they do their best. The employees of OTTO Work
Force use their skills and seize the opportunities at hand. And the opportunities which we offer to you
are boundless. Literally, as we provide job opportunities also (far) away from your place of residence.
But still more and more people find work via our company also in their own region. For us, the quality
you deliver counts more than your nationality. Since its foundation in the year 2000, our company has
been growing spectacularly and we hold a strong position in the Netherlands, Germany, and Poland.

The first letters of the core values of OTTO Work Force form together the word RESPECT. We take
good care of our employees: all is done in line with the rules, we provide good housing, correct and
timely paid wages and bonuses, transportation, training and guidance, both at the housing location,
as well as at the workplace. Respect is also expected from our employees; respect for each other
and for the clients.

Full of useful tips, facts, warnings and rules, this booklet serves as a guidebook to our company for
our employees. We set high standards for ourselves and our employees – this is the only way to be
the best.
Keep this booklet so you can look for necessary information when you need it. Good luck with your
new job!

Frank van Gool

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INHOUDSOPGAVE
1.  EMPLOYMENT CONTRACT 6
1.1 Contracts 6
1.2 Probation period 6
1.3 Termination  6
1.4 Secondary work activities 9

2.  CERTIFICATE OF GOOD CONDUCT (VOG) 10

3. BSN NUMBER AND REGISTRATION IN BRP 11

4. ET REGULATION 12

5. SALARY 14
5.1 When do I get my salary? 14
5.2 How much salary do I get? 14
5.3 How are my hours registered? 15
5.4 When will I get my final statement (payment) after I have left OTTO? 15
5.5 Deposit and deductions 15

6. PERSONNEL DEBT 17
6.1 Authorisation 17
6.2 One-sided revocation clause 18
6.3 Advance payments 18

7. HOLIDAYS 19
7.1 What are public holidays 19
7.2 Working on a public holiday 19
7.3 Not working on a public holiday 19

8. DAYS OFF AND LEAVE  20

8.1 Leave request  20
8.2 Special leave  20
8.3 Collective leave at the client  21

9.  SICK LEAVE AND RETURN TO WORK  22

9.1 What should I do when I get sick before work?  22
9.2 What should I to do when I get sick during working hours?  23
9.3 What should I do when I get sick during my holidays?  23
9.4 Reporting recovery / return to work 23
9.5 Important information for employees on sick leave  24
9.6 Medical care  24
9.7 Transport from housing location 24
9.8 Pregnancy  25
9.9 Sick pay  25

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10. HEALTH INSURANCE  26

11.  GENERAL OLD AGE PENSIONS ACT (AOW) AND PENSION 27

11.1 StiPP pension 27
11.2 Pension overview statement (pensioenoverzicht)  28
11.3 What do I need to do when I retire?  28
11.4 Are you moving outside the Netherlands?  28
11.5 Pension surrender (afkopen)  28
11.6 Retirement  28
11.7 Pension abroad  29

12. PROTECTIVE EQUIPMENT  30

13. USE OF COMPANY VEHICLES  31

13.1 BUSINESS USE OF CARS  31
13.2 Refuelling  32
13.3 Damage  32
13.4 Liability of the driver  32
13.5 Private use of vehicles 33
13.6 Costs and deductions  33
13.7 Definition of “private kilometres”  33

14. MYOTTO 35
14.1 Log-in data  35
14.2 Dashboard  35
14.3 Salary overview  35
14.4 Planning  36
14.5 Requesting leave  36
14.6 Inbox  36
14.7 News  36
14.8 Profile  36
14.9 Documents  36
14.10 Helpdesk  36

15.  GENERAL INFORMATION  37
15.1 Arrival and departure procedure 37
15.2 Alcohol and drugs at work are not allowed  37
15.3 Misconduct  37
15.4 Confidential counsellor (Vertrouwenspersoon) 38
15.5 Evaluation 38
15.6 Employee satisfaction survey  38

16.  WHO DOES WHAT AT OTTO?  40

16.1 Account Manager  40
16.2 OnSite Specialist  40
16.3 Employee Service en Beheer (housing location)  40

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 16.4 Employee Quality Control  41
16.5 Employee Safety and Control  41
16.6 Operations Service Centre - OSC  41

17.  WHAT DOES OTTO OFFER YOU?  42

17.1 Growth opportunities  42
17.2 OTTO Talent Pool  42
17.3 Online training  42
17.4 Language training  43
17.5 Internal transport training (reach truck, fork-lift truck and
EPT operators) 43

18. OTTO WORK FORCE GENERAL INFORMATION 44

18.1 Important telephone numbers  44
18.2 Head Office 44
18.3 Certificates 45

ATTACHMENT I: THE HEALTH AND SAFETY BOOKLET 46

1.1 Chapter 1 Policy statement  48
1.2 Chapter 2 Tasks  49
1.3 Chapter 3 Guidelines  49
1.4 Chapter 4 Calamities  50
1.5 Chapter 5 Protection  51
1.6 Chapter 6 Occupational risks  52
1.7 Chapter 7 Miscellaneous  56

ATTACHMENT II: PICTOGRAMS 58

1.1 Gebodsborden 59
1.2 Verbodsborden 59
1.3 Waarschuwingsborden 60
1.4 Brandbestrijdingsborden 61
1.5 Informatie- of reddingsborden 61

ATTACHMENT III:
POLICY REGARDING INAPPROPRIATE BEHAVIOR  62
1.1 Goal  62
1.2 Area of application  62
1.3 Confidentiality and protection  62
1.4 Definitions  63
1.5 Consequences  63
1.6 Prevention  64
1.7 Reporting - making a complaint  64
1.8 Important people  65

ATTACHMENT IV: COMPLAINTS PROCEDURE

REGARDING INAPPROPRIATE BEHAVIOUR  66

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1.1 Complaints procedure  66
1.2 Powers of the complaints committee  66
1.3 Sanctions  66

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1. EMPLOYMENT CONTRACT

Congratulations on your job at OTTO Work Force! As you are starting to work with us, you will naturally
get a contract. In this chapter, we will provide you with an explanation on your contract, probation
period, and also on possible termination of the contract.

Your employment contract will be sent and signed digitally at least one day before you start
working

1.1 CONTRACTS
When you start working at OTTO, you will always begin with a contract with a fixed amount of working
hours (arbeidsomvang). This means that there is an hour guarantee per 4-week period.
About 6 weeks before your contract comes to an end, your OnSite or OTTO Account Manager will
ask you whether you wish to extend your contract further and for what period of time. They may also
offer you a different type of contract (for a definite or indefinite period of time). After you have agreed
to the new contract with OTTO, you will receive a new contract extension digitally in your inbox. You
must sign this contract digitally so that OTTO can edit it further in the file. The proposal will also
include information on how long the proposal is valid.
OTTO does not apply the agency clause in its contracts.

1.2 PROBATION PERIOD

A probation period is meant to allow your employer OTTO and you to get to know each other. OTTO
can see whether you truly are as good as you seemed during your job interview and you can see
whether OTTO or the job is what you expected. You can terminate your contract in the probation
period without a notice period. OTTO can do that as well. The probation period lasts 4 weeks and if it
is applicable, it will be included in your contract.

1.3 TERMINATION

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1. EMPLOYMENT CONTRACT

If you would like to terminate your contract, you must keep the notice period in mind. In case of the
fixed-term contract with a fixed amount of working hours (BT MVA) or the contract for an indefinite
period (OT MVA), the notice period is one calendar month. If you wish to terminate your contract, you
must do so in writing to your OnSite or Account Manager. They will help you with the documentation
of your resignation. You have an obligation towards OTTO to terminate your contract if you do not
want to work for OTTO anymore. If you do not show up to your planned work for a longer time without
terminating the contract or you do not observe the notice period, OTTO has the right to apply a
compensation fee of €500. Where possible, this will be settled against (deducted from) the pay which
you would still receive from OTTO.

Article7: 672
1. The notice of termination shall be given by the end of the month, unless another day has
been specified for this purpose by written agreement or by customary practice (usage).
2. The notice period to be observed by the employer is, when the employment agreement
on the termination date has lasted:
a. shorter than five years: one month;
b. five years or longer, but shorter than ten years: two months;
c. ten years or longer, but shorter than fifteen years: three months;
d. fifteen years or longer: four months.
3. By way of derogation from paragraph 2, the notice period to be observed by the employer
is one month, if the employee has reached the age, referred to in the Article 7(a) of the
General Old Age Act [Algemene Ouderdomswet].
4. The notice period to be observed by the employee is one month.
5. If the amount of working hours has not been determined, the notice period to be
observed by the employee is, by way of derogation from paragraph 4, the period, referred
to in Article 628a, paragraphs 2 and 4, or four days, if it concerns a job position specified
pursuant to Article 628a, paragraph 11. Paragraph 1 is not applicable.
6. If the permission, referred to in Article 671a paragraph 1 or paragraph 2, has been
granted, the notice period to be observed by the employer is shortened by the length
of the period starting on the date on which the complete request for permission is
received and ending on the date on the decision on the request for permission, on the
understanding that a period of at least one month remains.
7. The period, referred to in paragraph 2 or paragraph 3, can only be shortened by Collective
Labour Agreement or by a regulation by or on behalf of a competent administrative
authority. The period can be extended in writing.
8. The period, referred to in paragraph 4, may be deviated from in writing. In case of
extension, the notice period for the employee may not be longer than six months, and
for the employer not shorter than twice (double) the period for the employee.
9. The notice period for the employer, referred to in paragraph 8, second sentence, may
be shortened by Collective Labour Agreement or by a regulation by or on behalf of a
competent administrative authority, provided that the period is not shorter than the
notice period for the employee.
10. For the application of paragraph 2, employment agreements are deemed to constitute
the same, uninterrupted employment agreement in the event of reinstatement of the
employment agreement pursuant to Article 682 or Article 683.
11. The party that terminates the agreement at an earlier day than is binding between the

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1. EMPLOYMENT CONTRACT

parties, shall owe the other party a compensation equal to the amount of the salary,
fixed in money, for the period that the employment agreement should have continued if
the regular notice period had been applied.
12. The sub-district court (kantonrechter) can mitigate the compensation, referred to in
paragraph 11, if it deems this just in view of the circumstances, on the understanding
that the compensation may not amount to less than the salary, fixed in money, for the
notice period, referred to in paragraph 2, nor less than the salary, fixed in money, for
three months.

Article 7:677
1. Either party is entitled to terminate the employment agreement with immediate effect
due to an urgent reason which is immediately announced to the other party.
2. The party who, deliberately or by fault, has given the other party an urgent reason to
terminate the employment contract with immediate effect shall owe the other party
compensation if the other party has exercised that power.
3. The compensation stipulated in paragraph 2 is:
a. in the case of an employment agreement for an indefinite period and of a
fixed-term employment agreement that can be terminated prematurely, equal
to the amount of the salary fixed in money for the period that the employment
agreement should have continued in the event of regular termination;
b. in the case of a fixed-term employment agreement that cannot be terminated
prematurely, equal to the amount of the salary fixed in money for the period that
the employment agreement would have lasted if it had ended by operation of law.
4. The party who, in breach of paragraph 1, terminates a fixed-term employment agreement
that cannot be terminated prematurely shall owe the other party compensation
equal to the amount of the salary fixed in money for the period that the employment
agreement would have lasted if it had ended by operation of law. The sub-district court
(kantonrechter) can mitigate the compensation referred to in this paragraph if it deems
this just in view of the circumstances, but to no less than the salary, fixed in money, for
three months. The employee can ask the sub-district court to nullify the termination.
5. Regarding the compensation referred to in paragraph 2 the sub-district court can:
a. mitigate (it), if it deems this just in view of the circumstances, on the understanding
that the compensation referred to in paragraph 3(a) shall be at least equal to the
amount of the salary fixed in money for the period during which the employment
agreement should have continued if the notice period referred to in Article 672
had been applied;
b. set (it) at a higher amount, if the termination is done by the employee, and the
court considers this just in view of the circumstances.
6. It may be determined by means of the regulation of the Dutch Minister of Social Affairs
and Employment that the sub-district court may set the compensation referred to in
paragraph 4 at a higher amount to be borne by the employee if the employee held a
position in an industry to be specified in that regulation. Only positions in an industry
which have been specified in the ministerial regulation referred to in Article 668a (8)
may be specified as a position as referred to in the first sentence.
7. Any stipulation excluding or limiting the power referred to in paragraph 1 or in paragraph

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1. EMPLOYMENT CONTRACT

4, last sentence, shall be null and void.

Article 7:678
1. Urgent reasons for the employer in the meaning of paragraph 1 of Article 677 are
considered to be such acts, characteristics, or behaviours of the employee as a result
of which the employer cannot reasonably be required to continue the employment
agreement.
2. Urgent reasons may be considered present, among others:
a. when the employee has misled the employer on concluding the agreement by
showing false or forged testimonials or by deliberately providing the employer
with false information about the manner in which their previous employment
agreement had ended;
b. when the employee appears to lack, to a serious extent, the competence or
suitability for the work for which they engaged themselves;
c. when the employee indulges in drunkenness or other debauched behaviour
despite warning;
d. when the employee is guilty of theft, embezzlement, fraud, or other crimes, what
makes the employee unworthy of the employer’s trust;
e. when the employee batters, crudely insults or seriously threatens the employer,
his family or household members or other employees;
f. when the employee entices or tries to entice the employer, his family or household
members or other employees into acts contrary to the laws or morals;
g. when the employee deliberately, or recklessly despite warning, damages or
exposes employer’s property to serious danger;
h. when the employee deliberately, or recklessly despite warning, exposes
themselves or others to serious danger;
i. when the employee discloses details of the employer’s household or business
which they should have kept confidential;
j. when the employee persistently refuses to comply with reasonable commands
or assignment given by or on behalf of the employer;
k. when the employee grossly neglects the obligations imposed by the employment
agreement in another manner;
l. if the employee becomes or remains unable to perform the stipulated work due
to intent or recklessness.
3. Stipulations leaving the decision whether an urgent reason in the meaning of Article
7:677, paragraph 1, exists to the discretion of the employer are null and void.

1.4 SECONDARY WORK ACTIVITIES

Employees are allowed to perform secondary work activities. However, the employee must bear in
mind that the contract hours can always be worked and that the secondary work activities do not
result in violating the Working Hours Act [Arbeidstijdenwet].

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2. CERTIFICATE OF GOOD CONDUCT (VOG)

In order to be sure that our employees also score in terms of good conduct, we ask everyone to
provide the Certificate of Good Conduct (VOG). This certificate can be obtained from the municipal
office in which the employee is registered. Every employee is required to provide the VOG certificate
within six weeks of starting a contract at OTTO Work Force. The employee is informed of this by
means of a statement which must be signed before sending the employment contract. By signing
this statement, the employee declares that his/her past behaviour will not be an objection to handing
over the VOG, and so, to holding his/her position at OTTO Work Force.
⃣ The recruitment office instructs the employee how to apply for the certificate.
⃣ The VOG certificate must be sent to [email protected]; please state your name and PARIS
ID in the message.
⃣ The costs of issuing this certificate are covered by the employee.
⃣ Take note: if the certificate has not been submitted within six weeks of the start of the contract,
the contract will be stopped (the relevant clause is included in the contract).

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3. BSN NUMBER AND REGISTRATION IN BRP

There are several steps to be taken by employees coming to the Netherlands.

Firstly, it is mandatory to apply for the BSN number (citizen service number). Each Monday, Tuesday,
Thursday and Friday, a group of new employees from each OTTO location goes to the municipal
office to register in the RNI (Register of Non-Residents), so that they can get a BSN number. This
group is assisted by an OTTO employee. The date and time of your BSN appointment can be found in
myOTTO under the heading “Planning”.
To apply for the BSN number, you must take your original ID or passport with you (a picture on the
mobile phone is not enough).

If you are already sure that you are going to work in the Netherlands for more than 4 months, you
must also register in the BRP (Personal Records Database). As soon as you are registered in the
BRP, you do not have to pay the tourist tax anymore. As of May 4, 2020, OTTO will directly charge the
owed tourist tax (the amounts differ per municipality) to the employee, if he/she stays longer than 4
months in the Netherlands and cannot prove to be registered with the municipality. Exception will be
made in case of municipalities in which registration is not possible. More information on this topic
can be obtained from the administrator of your housing location.

More information on the registration can be found on this website of the Dutch government:
https://www.rvig.nl/brp/rni

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4. ET REGULATION

Employees who live abroad and work temporarily in the Netherlands often have additional costs,
such as double housing costs and living expenses. Because of this you may qualify for a discount on
wage taxes if you fulfil certain conditions. It is called the Extraterritorial or - in short - ET Regulation.
Taking into account the minimum wage, part of your gross wage is exempted from wage taxes and
paid out as a net amount by converting the gross wage into a net amount (conversion of housing and
additional living expenses). So, if you take part in the ET Regulation you receive a higher net wage.

To take part in this arrangement you need to fulfil the following criteria:

1. Only an employee staying in the Netherlands temporarily can benefit from the ET Regulation.
This means that the employee still has an address abroad.
2. Participation in the ET Regulation must be established in a written form.
3. Only additional costs actually made by a temporary employee may be converted.
At OTTO, these include among others:
■ deduction for housing - €109,75 (maximum);
■ living expenses - €30,00 (this amount changes each year).
This way you can get a tax advantage each week.
■ If the deduction for housing is lower, due to for example leave, only the amount up to this lower
level can be converted. Housing costs which are not deducted via the salary administration
of OTTO (in case of the so-called living privately) are not converted;
■ Costs of transport to/from the Netherlands could also be converted in line with the regulation,
but OTTO does not currently apply this solution due to administrative complexity.

4. No more than 30% of the gross wage may be converted.

5. Conversion may not lead to payment below the statutory minimum wage.

Further, the following applies:

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4.ET REGULATION

⃣ Converted amounts must be clearly stated on the pay slip;

⃣ No wage tax and no reserves are calculated over the converted amount;
⃣ The StiPP pension premium is calculated over the amount before conversion;
⃣ Conversion may lead to lower benefits in the future (such as unemployment [WW] or sickness
[ziektewet] benefits).

If you still do not profit from the ET Regulation, ask at the OSC or the OnSIte office about the
advantages of the arrangement and whether you qualify for the participation.

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5. SALARY

5.1 WHEN DO I GET MY SALARY?

The salary at OTTO is calculated and paid out on a weekly basis. The salary transfer takes place on
Tuesdays in the 2nd week following the worked week. So please make sure to bring you own money
for the first two weeks. Depending on your bank, it can take up to 24 hours before the money is on
your banking account.

5.2 HOW MUCH SALARY DO I GET?

Your salary depends on the position and the client you work for. The wage which you receive depends
on the Remuneration Regulations of the client and OTTO is legally obliged to follow it on specific
components. This applies not only to gross hourly wage but also to allowances for, for instance,
overtime or working during weekends. In addition, youth wage rates apply for employees younger than
21. So, a 20-year-old will usually earn less than a 21-year-old or older person. The statutory minimum
hourly wages in the Netherlands are determined by the Act on Minimum Wages (Wet Minimum Loon -
WML). Therefore, you will always earn the statutory minimum hourly wage or the derived youth wage.

Additionally, you are entitled to a holiday allowance of 8,33%. This holiday allowance is paid each week.
The accumulation of the leave or holiday leave days reserve is determined per week, based on the hours
worked by you. When, for example, 1 day of leave is taken, 8 leave hours are paid and deducted from the
reserve. At the end of the employment relationship, the leave reserve will be paid to you after 6 weeks,
after all earlier leave has been processed.

The Dutch wage tax system is progressive. This means that if you earn more salary, you also need to
pay more tax. This tax is automatically deducted from your salary and paid by OTTO to the Dutch Tax
Authority. To check the wage tax which you need to pay for a specific salary in the Netherlands go to
www.belastingdienst.nl and search for ‘loonbelastingtabellen’ – wage tax tables.

If you have questions concerning the calculation of the salary, for example paid hours, applied hourly

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5. SALARY

wage or allowance percentage, you can ask them to the Helpdesk in myOTTO.

5.3 HOW ARE MY HOURS REGISTERED?

⃣ By means of working time registration system: There is a time registration system (clocking
system) at majority of companies. This system records your worked hours automatically. It is
important that you clock in and out carefully. You can control your hours on your weekly pay
slip via myOTTO.
⃣ Without working time registration system: In case there is no clocking system, the client-
company will provide us with this information. You can control your hours on your weekly pay
slip via myOTTO.

5.4 WHEN WILL I GET MY FINAL STATEMENT (PAYMENT) AFTER I HAVE LEFT OTTO?

When you leave OTTO, you will always receive a final settlement (eindafrekening) in which the
outstanding leave, deposits, personnel debts, and any other outstanding amounts are settled. This
often ensures that you will still receive an amount paid out to you by OTTO. This final settlement will
be paid out on a Tuesday in the sixth week after the end of contract.

5.5 DEPOSIT AND DEDUCTIONS

If you are (temporarily) issued goods by OTTO or the company you work for, a deposit will be held for
these items. Examples are work shoes, working time-registration or company passes and (locker)
keys. You sign a form for the items you receive on loan. You must return the issued goods when you
leave your employment. As soon as you return the goods, you will get your deposit back. If you do
not return them, OTTO is entitled not to pay back the deposit / deduct it from your salary and/or from
the final settlement. If you have lost items or if something is broken, contact your OnSite Specialist
or Account Manager as soon as possible. There may be differences per deposit item, so always
carefully read the Deposit Form you sign.

If you make use of the collective health insurance and/or accommodation provided by OTTO, their
costs will be deducted from your salary. Other amounts, for example the deposit for a bicycle, are
also deducted in this way. We, of course, apply all the legal rules. For example, in the Netherlands
money cannot be freely deducted from your salary, because deductions that would lead to salary
payment below the minimum statutory wage are not allowed.
You will be informed in writing of any deductions and their amount. Any damages that happen at the
housing location will be charged based on the User Agreement that you sign. You will receive a copy
of the damage report.
You will also receive an automatic push message about any upcoming deduction via myOTTO. This
push message does not replace the regular communication, but only serves as a reminder.

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5. SALARY

TYPES OF DEDUCTIONS TYPES OF DEPOSITS

Deduction rent Deduction deposit work shoes

Deduction administration costs Deduction deposit bicycle

Deduction traffic violations Deduction deposit keys

Deduction health insurance Deduction deposit clothes

Deduction damage living location Deduction deposit card

Deduction vandalism Deduction deposit scanner

Deduction living – work traffic

Deduction rent for a lodger

Deduction study costs

Deduction damage vehicle

Deduction damage bicycle

Deduction traffic costs

Deduction loss of employer’s property

Deduction cost ARBO

Deduction compensation resignation

Deduction advance

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6. PERSONNEL DEBT

OTTO Work Force ensures that the contributions for potential statutory health insurance and housing
at the OTTO location are automatically paid each week from your salary. Other deductions, such as
for example deposit for a bicycle, are also deducted this way. Of course, we correctly apply legal rules
when making deductions.
If in a certain week you receive a smaller salary (for example because you have worked less hours),
it can happen that the contribution cannot be deducted. The amount which cannot be deducted from
your salary, becomes the item „Personnel Debt” (personeelsdebiteur). The amount of the personnel
debt (or a part of it) will be then deducted in the next salary payment round or you can pay it yourself
earlier via a special link. You can always ask questions about it to your own OnSite office or the
Operations Service Centre.

6.1 AUTHORISATION
A. The international employee declares that the employer is authorised to deduct the amounts below
from the net minimum wage of the international employee and to directly pay on his/her behalf:
⃣ Housing costs with a maximum of 25% of the gross statutory minimum wage (WML) applicable
at the moment;
⃣ Health care insurance premium with a maximum which equals the estimated average premium
for the basic insurance. The deduction, however, never amounts to more than the actual
premium, as stated on the health care policy for the given year. For this purpose, you sign a
separate authorisation while signing your contract.

B. The international employee declares as well that the employer is authorised to deduct the amounts
below from the wage of the international employee, which is higher than the statutory minimum
wage, the (minimum) holiday allowance:
⃣ Housing costs, in the part which is higher than 25% of the gross statutory minimum wage; the
deduction never amounts to more than the actual housing costs. Housing costs include, next
to the rent, also the costs arising from the rental agreement;

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6. PERSONNEL DEBT

⃣ Deduction of transport costs;

⃣ Traffic fines with addition of €15 as administration cost;
⃣ Deposit for company access cards / keys at the hiring company.

6.2 ONE-SIDED REVOCATION CLAUSE

The international employee has the right to revoke this authorisation at any time, without stating the
reasons. The employee should submit the revocation in a written form or via e-mail.

6.3 ADVANCE PAYMENTS

If an employee receives an advance payment on the salary, this advance is deducted from the next
salary (salaries).

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7. HOLIDAYS

7.1 WHAT ARE PUBLIC HOLIDAYS

The article 27 of the ABU CAO (Collective Labour Agreement of the Federation of Private Employment
Agencies) provides the following description of public holidays:
“The generally recognised public holidays include the following (provided that these days do not
fall on a Saturday and/or Sunday): New Year’s Day, Easter Monday, Ascension Day, Whit Monday,
Christmas Day and Boxing Day, King’s Birthday or the day designated instead, and Liberation Day in
anniversary years.”
So, the above-mentioned means that the official Dutch public holidays falling on Saturday and/or
Sunday are excluded from this rule.

7.2 WORKING ON A PUBLIC HOLIDAY

If you work on a public holiday, you receive payment for the worked hours plus a public holiday
allowance, if it is applicable at the company you work at.

7.3 NOT WORKING ON A PUBLIC HOLIDAY

If you do not work on a public holiday, you will receive payment in the following situations:
a. the temporary agency worker has, over a period of thirteen consecutive weeks immediately prior to
the public holiday in question, worked at least seven times on the weekday in question;
or
b. the temporary agency worker has not yet worked for thirteen consecutive weeks and has worked
on the weekday in question in more than half of the weeks in which it has been worked.
For the calculation of the period of thirteen weeks (point a.) or less (point b.), successive contracts
will be added up, if and to the extent that one followed the other within a period of one month.
The periods of interruption will not be included in the count.

The payment is based on the average number of hours which you have worked during the work
pattern, with a maximum of 8 hours.

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8. DAYS OFF AND LEAVE

8.1 LEAVE REQUEST

choose ‘Leave request’ (verlofaanvraag) in the left-hand menu of myOTTO. You can request leave
with or without housing costs reservation. Reservation always applies to leaves of up to 3 days.
Leave must always be correctly requested via myOTTO, even if you request just one day. Reporting a
day off to the OnSite is not enough - the leave must be always processed via myOTTO.

You can always change the submitted leave request via myOTTO. You can also see the status of your
leave request and check whether it was approved or rejected.

It is not possible to take unpaid leave longer than three consecutive weeks. Paid leave hours are
always used first.

To request leave longer than one day, you may not have any personnel debt – it means that your
health care insurance and housing must be paid. Additionally, you must have sufficient balance to
request the leave. If you do not have sufficient balance, you must pay your housing and health care
insurance costs in advance before the requested leave period. If the reservation is not possible,
OTTO can reject your request.
Leave is paid out in hours. This applies to all employees.

8.2 SPECIAL LEAVE

You are also entitled to special (paid) leave in circumstances, such as for example marriage, birth
of your child or funeral of the member of your family. The number of days which you are entitled to
under a specific circumstance is specified in the ABU CAO. You should turn to your Account or OnSite
Manager with your leave request and produce relevant documents, such as a marriage certificate.

21
8. DAYS OFF AND LEAVE

8.3 COLLECTIVE LEAVE AT THE CLIENT

If a holiday / collective leave regulation applies at the client company, you - as an employee - are
obliged to take leave in this period. If, for example, the client company practices a mandatory day off
on the 27th of December for all its employees, you - as the employee of OTTO - must also take leave
on that day. If holiday regulations are applicable, you will be informed about it during the Onboarding.
You also have right to full, partial, or unpaid leave as mentioned in the Work and Care Act (WAZO).

22
9. SICK LEAVE AND RETURN TO WORK

It is never nice to be sick. Still, it is very important for you to observe the following rules:

9.1 WHAT SHOULD I DO WHEN I GET SICK BEFORE WORK?

In case of sickness, you must report sick to the Operations Service Center – OSC (+31 (0)886886247)
no later than 2 hours before the planned start of work and confirm this to your OnSite or Account
Manager. The report via telephone should be made exclusively by you. Sickness absence notifications
sent via SMS or e-mail will not be accepted.
As soon as you have reported sick to the OSC, you must confirm this via telephone to your managing
OnSite or Account Manager no later than on the day of reporting sickness absence between 08:00
and 17:00.

*Attention: sickness report which is not confirmed to the OnSite or Account management will not
be accepted.

If the sickness lasts longer than only one day, on the second day of sickness you are obliged to
personally contact the Sickness Absence Department (Verzuim) between 08:00 and 12:00 at the
following telephone number: +31 (0)886886247.

If the sickness lasts longer than only one day, on the second day of sickness you are obliged to
personally contact the Sickness Absence Department (Verzuim) between 08:00 and 12:00 at the
following telephone number: +31 (0)886886247.

The Sickness Absence Co-ordinator (Verzuimcoördinator) will determine which measures need to be
taken in the framework of re-integration. You must always be available for a telephone control by the
employer (between 08:00 and 18:30).

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9. SICK LEAVE AND RETURN TO WORK

9.2 WHAT SHOULD I TO DO WHEN I GET SICK DURING WORKING HOURS?

In case of sickness, you must report sick to your relevant OnSite or Account Manager AND via phone
to the Sickness Absence Department (+31 (0)886886247).
If you work at a client company where an OnSite office is available, then you should report sickness to
the OnSite Specialist. If the OnSite Specialist does not answer the phone, you should directly contact
the Sickness Absence Department (+31 (0)886886247). If needed and possible, the OnSite Manager
or planner will arrange transport home or – in case of employees housed privately – you will look
together for an appropriate solution.

9.3 WHAT SHOULD I DO WHEN I GET SICK DURING MY HOLIDAYS?

In case of sickness during holidays outside the Netherlands the following applies:
You should follow the whole procedure as described in the section: What should I do when I get sick
before work?
This includes, among others, that on the second day of sickness you must personally contact the
Sickness Absence Department between 08:00-12:00 hours.

It is your own responsibility to have relevant contact data during your holidays (telephone number of
the Sickness Absence Department, BSN number).

9.4 REPORTING RECOVERY / RETURN TO WORK

You report your recovery one day in advance, or, if possible, earlier. It is possible to report your recovery
in myOTTO application - just confirm it on the tab in “Helpdesk.” It is not necessary to call us if you
have reported recovery in myOTTO. Of course, you can still call the Sickness Absence Department at
+31 (0) 886886247.

If you work at a client company where an OnSite office is available, you should report recovery to the

24
9. SICK LEAVE AND RETURN TO WORK

OnSite Specialist. If the OnSite Specialist does not answer the phone, you should directly contact the
Sickness Absence Department at +31 (0) 886886247.

9.5 IMPORTANT INFORMATION FOR EMPLOYEES ON SICK LEAVE

Employees have obligations when they are sick:
⃣ A too late sickness notice will not be accepted and treated as unauthorised sick report;
⃣ During the period of sick leave, you are obliged to provide the current telephone number at
which you are reachable and remain available to your employer between 08:00 and 17.00 hours;
⃣ You must always co-operate towards your reintegration and be available for this purpose;
⃣ You are obliged to actively participate in your recovery process - treatment by the GP (general/
family doctor) and/or specialist. You make relevant appointments yourself;
⃣ You are obliged to come to the appointment with the company doctor (bedrijfsarts), arranged
by the employer;
⃣ It is strictly forbidden to perform any additional work, either paid or unpaid, during the period
of inability to work. This does not refer to suitable work, determined within the re-integration
process. In case of two jobs, the employer at which the most hours are worked is leading. The
company doctor decides where the reintegration tasks are performed.

9.6 MEDICAL CARE

You are responsible for making an appointment with a GP, specialist, dentist, emergency room and/
or GP out-of-hours service (huisartsenpost).
If you are sick and would like to contact a GP, you can get the contact details of the GP from the
administrator. You can also contact Healthcare for Internationals Limburg (www.h4ilimburg.nl) for
medical help and advice. If there is a language barrier, you can ask the administrator or the Operations
Service Centre for help.

You cannot see a doctor without an appointment. Always call your GP first and schedule your visit. In
case of an emergency, call the emergency services via the emergency number 112 or go straight to
the emergency room of the nearest hospital.

You can go to the GP out-of-hours service or emergency service only to get an urgent medical help.
GP out-of-hours service works exclusively on appointment which you can make calling 0900-8818.

You need to take with you:

⃣ A valid insurance card (insurance policy number is not enough);

⃣ A valid ID (passport, driver’s licence, ID card or permit of stay).

In case of life-threatening situations call 112.

9.7 TRANSPORT FROM HOUSING LOCATION

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9. SICK LEAVE AND RETURN TO WORK

If you live at one of the housing locations and need transport, you can contact the OSC Department to
see if it is possible to arrange (paid) transport for you. At the time you need transport, you must know
exactly what time you want to be driven and to what place.

9.8 PREGNANCY
If you are pregnant, you should submit a pregnancy certificate (issued by your gynaecologist or
midwife) to your fixed contact person at OTTO.

9.9 SICK PAY

If you are an employee with a secondment agreement and cannot perform work due to sickness, you
will receive sick pay from OTTO. The amount of this sick pay is 90% of the average actual wage of
the last 13 weeks. The first day of sickness counts as the waiting day (wachtdag) and no sick pay is
paid for this day. The employee must report both the sickness and recovery to OTTO in line with the
sickness and recovery reporting procedure

26
10. HEALTH INSURANCE

Everyone who works or lives in the Netherlands is required by law to have a basic Dutch health
insurance (basic package). OTTO gives you the opportunity to help start this insurance at HollandZorg.
If you choose to take out insurance at HollandZorg via OTTO, then you must automatically download
your health insurance card from Mijn HollandZorg. You must first register, using your mobile phone
number and relation number (to be found in myOTTO under “Profile – relation number personal data”)
and your BSN number. You get a code on your mobile phone and can log into Mijn HollandZorg. You
can find the policy conditions and components in the section “Documents” in myOTTO.

27
11. GENERAL OLD AGE PENSIONS ACT (AOW) AND
PENSION

The general old age pension (AOW) is the basic pension in the Netherlands for each legal resident
within this country. The amount of the AOW pension is determined by the number of years which you
spent in the Netherlands as a legal and registered resident. While calculating the AOW pension, the
50 years before the AOW becomes effective are considered and you accumulate 2% for each year.
The payment of the AOW pension is executed by the Social Insurances Bank (SVB). The AOW is
financed by the working population of the given time by means of deductions of wage taxes from
the salary.

If you are registered in the municipal personal records database in the Netherlands, you will receive a
letter from the Social Insurance Bank (SVB) to register via the website www.svb.nl half a year before
the AOW becomes effective.

If you live abroad and you have accrued the AOW pension rights, you can submit the application at
the authorized pension insurance body of your country of residence.

The AOW-pension age will have been increased to 67 in 2021. As of 2022, the AOW age will be linked
to the life expectancy and is expected to grow further. You will receive your first AOW-pension as of
the day in which you reach your retirement age.
In addition to the AOW pension, you build up a supplementary pension from the pension fund that
you have joined via your employer. This supplementary pension provides additional financial security
for you and your relatives.

11.1 STIPP PENSION

The pension scheme of StiPP (Stichting Pensioenfonds voor Personeelsdiensten - Pension Fund for
Personnel Services) is obligatory for everyone who works as a temporary worker or is seconded to
work. Also OTTO is a StiPP member and will register you there. A waiting period of 8 weeks applies.
StiPP offers employees two pension schemes: Basic (Basisregeling) and Plus (Plusregeling). The

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11. GENERAL OLD AGE PENSIONS ACT (AOW) AND PENSION

Basic scheme applies to temporary workers aged 21 and over who have worked for at least 8 weeks
with one employer. These 8 weeks do not have to be a continuous period. You will continue to
participate in the Basic scheme for a maximum of 52 weeks. If you work longer, you will then be
moved to the Plus scheme. The Plus scheme also includes an employee contribution. Within the Plus
scheme you build up more pension. The Plus scheme is better than the Basic scheme and therefore,
as of 2023 (after the application of the waiting period), the Plus scheme will be applied immediately
to every temporary worker. This is a collective arrangement of OTTO.
Should you prefer the Basic scheme to be applied first, OTTO will offer you this option and you can
let us know about it.

11.2 PENSION OVERVIEW STATEMENT (PENSIOENOVERZICHT)

Each year StiPP sends you the UPO (uniform pension overview statement), which contains
information on the present value of your pension and the possible value if you continue working till
your retirement date.
After you have received your first pension overview statement, you will find your pension data and
AOW also at www.mijnpensioenoverzicht.nl. This refers not only to the pension which you have
accrued at StiPP, but also the pension which you accumulated via other employers. The data on this
website is processed yearly. You need your DigiD to log in (check www.digid.nl).

11.3 WHAT DO I NEED TO DO WHEN I RETIRE?

Half a year before you retire, you will receive an application form for your pension from StiPP. Send
it timely and fully completed back to StiPP. Starting from the month in which you retire, you will
be automatically receiving the pension from StiPP. You will also get a pension payment from the
government: the AOW.

11.4 ARE YOU MOVING OUTSIDE THE NETHERLANDS?

If you are going to move after your employment finishes, inform about this fact on time, as StiPP
needs to have your correct address data. You do not need to inform about the change of address
within the Netherlands. If you are you moving abroad, inform StiPP about it in a written form.

11.5 PENSION SURRENDER (AFKOPEN)

Have you been accruing the StiPP pension capital only for a while? The shorter you work, the less
pension value you build up. If you have accrued only a small pension capital, it can be paid in a one-
time lump sum (afkoop). You will still have to pay taxes on the amount paid.
StiPP will check whether you are eligible for the surrender. If this is the case, you will be informed
about it. You do not have to do or apply for anything. The surrender takes place two years after you
have stopped working in the personnel services sector.
Do you live abroad? In such a case, you will not receive the letter automatically. Apply then for the
pension surrender in a written form. Do not forget to provide your address abroad on this occasion.

11.6 RETIREMENT
From the moment you reach the retirement age, the pension is paid from the accrued investment

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11. GENERAL OLD AGE PENSIONS ACT (AOW) AND PENSION

value. This is the old age pension. The pension of your partner is hereby taken into account.
Pension benefits are not subject to a yearly increase. Yet, if the pension fund has enough financial
resources, the Board can still decide to increase the benefit in a given year.

11.7 PENSION ABROAD

If you live abroad and receive a pension from StiPP, each year StiPP will ask you to provide a proof
that you are still alive. It is so because they do not automatically receive information about your
death. You can ask the following institutions in the country of your residence to complete the form
“Proof of being alive” (Bewijs van in leven zijn):
⃣ The Dutch Embassy;
⃣ The Dutch Consulate;
⃣ The local register office;
⃣ A local notary.

This form should be sent each year to StiPP. If you fail to do so, your StiPP pension will no longer be
paid.

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12. PROTECTIVE EQUIPMENT

Each employee is obliged to wear work/safety footwear while performing all work activities, except
for office work. If you receive work/safety shoes from OTTO, you need to pay a deposit of €25 and
sign a deposit form.
When your employment ends, you must return the work/safety shoes to your Account Manager or the
OnSite office at the company you work at within 3 days after the end date of your contract. Bring the
deposit form, because it will be signed again, so that the deposit can be returned to you.

If you have your own - at least S1-standard – work/safety footwear, you do not need to wear OTTO
work/safety shoes. You are, however, solely responsible for the quality of these shoes. OTTO will
never and in no case be liable for any damage or injury caused due to the failure to wear proper work/
safety footwear.

In addition to work/safety footwear, you can also purchase a set of T-shirts. In some cases, you
may additionally receive a sweater, a body warmer or a jacket. The latter items of clothing must be
returned at the end of your contract. The same applies to any access passes and locker keys, which
you may possibly receive from a company.

When you go to your work, you are, for safety reasons, obliged to wear work/safety footwear and
OTTO T-shirts provided to you. The Housing Co-ordinator and the responsible persons at your
company will be checking whether you observe this. Failure to comply with the above-mentioned
rules means that you cannot work.

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13. USE OF COMPANY VEHICLES

13.1 BUSINESS USE OF CARS

At OTTO Work Force you can use the service of transport to and from work. You may be asked to
drive one of our vehicles in which case you will be responsible for the vehicle as a driver.
⃣ Car keys are issued if you can present a valid driver’s license.
⃣ The vehicle may be driven only by the person who has received the car keys from the OnSite
employee, Assistent Wonen (housing assistant) or another driver. So, never give the key to
anyone else.
⃣ Before you start driving, check the vehicle on its general condition: defects, damages and
cleanliness. If you notice a damage and technical defects to the vehicle, immediately inform
the OSC Department (+31 (0) 886886247) or OnSite.
⃣ You may use the vehicle only for housing-work transport. After coming back at the housing
location, you immediately hand over the fuel card (tankpas) and the keys of the vehicle to the
Assistent Wonen or another driver who is planned to work.
⃣ The above-mentioned rules apply also when you use the vehicle for private rides.
⃣ When you still decide to use the vehicle for private purposes during company rides, €0,60 per
kilometre made will be deducted from your salary.
⃣ All vehicles are equipped with a tracking system which provides information on the current
location of the vehicle all the time.
⃣ The following rides are treated as company rides. All other rides are considered private rides
and we will deduct €0,60 from your salary for each kilometre made.
■ From OTTO housing location to workplace and back;
■ From OTTO housing location or workplace to/or via BP petrol station/car repair shop and
back;
■ From one OTTO housing location to another and back.
⃣ Each stop which is made between the above-mentioned locations and exceeds the calculated
kilometres is charged to the driver as private kilometres.
⃣ When you stop somewhere you must turn off the engine. If you fail to do so, we will be forced

32
13. USE OF COMPANY VEHICLES

to charge the ride as a private ride.

13.2 REFUELLING
⃣ You may refuel only at BP gas stations in the Netherlands. The list of the gas stations can be
found in the glove compartment. If you really cannot find the BP station, it is possible to refuel
at Esso and Total. Unfortunately, it is not possible at all Esso and Total gas stations, so always
go firstly to the cashier to ask whether you can use your BP card there.
⃣ You may only refuel with regular petrol or diesel (Ultimate is not allowed!).
⃣ Always fill in the correct mileage while settling the bill.
⃣ Never write down the pin code on the fuel card!
⃣ The licence plate of the vehicle is listed on the fuel card. The card may be only used for the
vehicle with the same licence plate and may never be used for another vehicle.
⃣ As driver, you are responsible for the correct use of the fuel card.
⃣ The fuel card must be always put in the cover attached to the key.
⃣ Report the loss of or damage to the fuel card immediately to the CTC Department or your OnSite
office.
For all vehicles there is a limit of fuel which you can tank:

Renault Clio maximum 55 litres diesel per day

max. per day €80,-
max. per week €160,-
Dacia Sandero maximum 50 litres petrol per day
max. per week €200,-
OTTO Bussen maximum 90 litres per day
max. per week €300,-
⃣ Some vans indicate when the AdBlue fuel must be tanked. Do this when the vehicle needs it.
⃣ Think about your colleagues. Never return a vehicle with an empty tank to the parking lot. Make
sure that the tank is at least half-full.
⃣ If there are problems with your PIN code, call the OnSite (during working hours) or the OSC
Department (in the evening) to check the code.

13.3 DAMAGE
⃣ Damage and technical defects to the vehicle must be immediately reported to the OnSite
(during working hours) or OSC Department (in the evening). To be on the safe side, also make
immediately a photo of the damage and/or of the situation at place.
⃣ In case of damage, you must fill in the damage form! You can find the form in the glove
compartment. Make sure to deliver the fully completed and signed form to the Assistent or
OnSite within 24 hours.
⃣ Also, a handwritten declaration on the damage incident must be written down and signed. If
there were witnesses, ask also these persons to write down and sign a declaration.
⃣ Returning the vehicle to the Assistent, you are obligated to directly report potential damages,
defects, or irregularities.

13.4 LIABILITY OF THE DRIVER

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13. USE OF COMPANY VEHICLES

⃣ In case of use for work-related purposes

The user will be held liable for the damage if the damage to the vehicle has been caused intentionally
or due to deliberate recklessness of the user.
Further, the user will be held liable for the damage if the damage cannot be recovered due to the
user’s non-observance of the above-mentioned rules.

⃣ In case of private use

The vehicle may be used for private purposes only if a written approval for the private use has been
granted. The user is liable for the damage which happened during the private use of the vehicle. The
user is responsible for the conclusion of an insurance covering the private use. If the damage is
covered by the insurance of OTTO Facilitair B.V, the excess (own risk – eigen risico) will be charged
to the driver.

⃣ Traffic fines
Drivers bear responsibility for traffic fines which are imposed as a result of non-observance of binding
traffic regulations. The traffic fines will be charged to the driver by means of deduction of the due
amount from the first following salary.

Fines registration in the Netherlands may look a bit different than you are used to. Here, photos are
made of the licence plates, which means that you cannot see the driver on the photo of the traffic
offence. OTTO is forced to charge €15 of administration costs for the administrative processing
of traffic offences.

It is reasonable to download the Flitsmeister app on your phone, which shows the speed limit and
your current speed. You can ask the OnSite for help with downloading the app.

13.5 PRIVATE USE OF VEHICLES

In exceptional cases, you may use the OTTO vehicle for private purposes (see examples at the
heading Private kilometres). To do so, you should observe the following procedure: employees apply
to use a vehicle for private purposes at their OnSite by means of an application form.

13.6 COSTS AND DEDUCTIONS

Employees who would like to use the OTTO vehicle for private purposes will be charged a fee of €0,60
per kilometre, which is inclusive of all costs (except damage).

13.7 DEFINITION OF “PRIVATE KILOMETRES”

Private kilometres include all trips which are not made for business purposes. A few examples of
kilometres for private purposes:
⃣ Shopping (exception is when shopping is done on a business route and the deviation from the
work/home route is 3 km or less;
⃣ Attending a church service;
⃣ Hospital/doctor’s visit;

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13. USE OF COMPANY VEHICLES

⃣ If an employee does not have a driver’s licence and needs to go to hospital or see a physician,
he/she must find a driver who will take her/him there. The cost of this service will be agreed
upon and settled between the employee and the driver concerned.
⃣ If a flex employee does not have a driver’s licence and needs to go to hospital or see a physician,
this person is required to find a driver who will take her/him there. The cost of this service will
be agreed upon and handled between the flex employee and the driver concerned.

35
14. MYOTTO

myOTTO is a platform and application combining all topics concerning your work at OTTO Work Force
in one place. All important information and news are shared here. It provides a convenient overview
of your weekly work schedule. You can also easily check your last paid salary. Additionally, you can
request leave here and find all your important documents, including the annual income statement
and pay slips. The app also serves to ask questions to the Helpdesk.

You can access the app via the web at www.myOTTO.nl and/or download it from the AppStore or
Play Store.

14.1 LOG-IN DATA

Everyone receives a one-time e-mail containing the log-in data. If you are not yet registered in
myOTTO, go to www.myOTTO.nl or download the app and sign up. You will find a video tutorial on
this page that shows exactly how to register. When you sign up and log in, the world of my OTTO will
open up for you!

14.2 DASHBOARD
Landing on the homepage you will immediately find your personal Dashboard. Here you can see
your last paid salary, the amount you have earned in the given period and check when you will get
the next payment. Your last pay slip and the weekly planning are also shown here. The dashboard
also displays the latest news and pop-ups with important information. And at the bottom of the
dashboard, you will find the FAQ.

14.3 SALARY OVERVIEW

Pay slips and annual income statements can be easily found under the heading “Pay slip” (loonstrook)
in myOTTO. Both individual pay slips and the annual statement, which is provided separately, can be
directly downloaded.

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14. MYOTTO

The composition of the pay slip and of various wage components is described in the FAQ in myOTTO
under the heading “Salary” (salaris).

14.4 PLANNING
The planning overview shows your work schedule for the whole week. It is possible to view your
planning directly via myOTTO. You can also see what your position is and at which company you
work. The planning is updated every day at 18:00.
Transport
If you use the transport of OTTO, you can find the transport plan in myOTTO. The update for the
following day is published there every day after 19:00.

14.5 REQUESTING LEAVE

You can request leave on the “Leave” (verlof) page by choosing correct dates (from - to). This page
shows all your leave requests. You can change or cancel your open requests and check the status of
your current application. The response to your leave request will be sent to your Inbox.

14.6 INBOX
All messages, including answers to the questions you asked to the Helpdesk and the assessment
of your leave request, will land in your Inbox. Important news will be also communicated by a push
message.

14.7 NEWS
All important news is communicated via this page.

14.8 PROFILE
This page displays all your personal data. Please make sure that this data, such as your telephone
number and e-mail address, are always correct, so that we can reach you. You can also change your
password here.

14.9 DOCUMENTS
In this section you will find all important and general documents.

14.10 HELPDESK
In the section “Helpdesk” you can easily access FAQ which are divided into various categories.

37
15. GENERAL INFORMATION

15.1 ARRIVAL AND DEPARTURE PROCEDURE

When you start working at OTTO or come back from leave, it is always important to let us know that
you have arrived or are ready to return to work. One day before your return or your first day of work,
you will receive a message from us via myOTTO app, in which we will ask you to confirm your arrival
via the button in myOTTO.

If your contract with OTTO Work Force ends, or if you take leave without reserving a room, the room
rental agreement also ends. You must then leave your room. Leaving your room takes place on the
day before the end date of the agreement or the start of leave. The latest departure time is Saturday
at 12:00 o’clock.

15.2 ALCOHOL AND DRUGS AT WORK ARE NOT ALLOWED

Too much alcohol in the blood increases the risk of occupational accidents, for example while
operating a fork-lift truck. For that reason, many clients of OTTO apply strict house rules, and so does
OTTO. We make efforts to behave exemplary towards both our clients and employees. Anyone who
shall make the work conditions unsafe to other people may be subject to disciplinary measures up
to the termination of contract.

It is strictly forbidden to use, possess or traffic in drugs at and nearby our housing locations.
Anyone who has been caught with drugs or in whose room drugs have been found will be denied
further access to housing locations. If necessary, such a person will be removed from the location
by Labourhousing or the police. A Labourhousing employee who uses, possesses or traffics in
drugs runs the risk of being dismissed without notice.

15.3 MISCONDUCT

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15. GENERAL INFORMATION

You are expected to perform your work correctly and to behave in a proper manner at the workplace.
In case of serious misconduct, as specified in the policy on work-related matters, the employer is
entitled to:

issue a warning for: smoking in a place where it is prohibited, alcohol abuse, use of drugs, use of
OTTO’s company vehicles without prior permission, both as a driver and a passenger, etc.;

disciplinary terminate the employment contract in case of repeated violations of regulations, such as
in case of theft, use of violence, selling drugs, etc. The incidents listed above are further described in
the policy on work and housing-related matters.

15.4 CONFIDENTIAL COUNSELLOR (VERTROUWENSPERSOON)

OTTO has established a policy on inappropriate behaviour at work. The policy focuses on prevention
and proper consideration of complaints. At OTTO, all employees should have the opportunity to
work in a healthy and safe environment. Each employee is expected to behave in accordance with
generally accepted standards of propriety. Any behaviour or use of language perceived by colleagues
as unwanted or intimidating is not allowed! Inappropriate behaviour does affect the employees
concerned, work climate, work performance, sickness absence, staff turnover, etc.

In some cases, it might be necessary to report misconduct. We have several ways to talk about and/
or report such behaviour. You can use confidential options by contacting:
1. Your manager at your OnSite;
2. Our internal confidential counsellor, Rev. Krzysztof Obiedzinski (+31 (0) 652455241);
3. Our external confidential counsellor, Karolina Jokel (Karo Psychology practice, info@karo-
psychologie-praktijk.com or +31 (0) 653757407);
4. SpeakUp® if the previous steps are not possible for you. SpeakUp is a 100% anonymous and
safe place to report experienced or perceived misconduct. Go to https://www.speakupfeedback.
eu/web/ottoworkforce. For more information check SpeakUp in myOTTO.

If you feel that you are not heard, improperly helped, or treated, you can turn to the Complaints
Committee, sending an e-mail to [email protected].

15.5 EVALUATION
It is important for OTTO to regularly provide you - as an employee - with feedback on your performance.
In the first period of your employment, you will be evaluated more often to ensure that you have a
good start at OTTO. Later, you will be evaluated every thirteen weeks by your OnSite or Account
Manager. The final assessment is a combination of the evaluation of the client and the evaluation
of OTTO. Good evaluations can mean that you will get more security in your contract sooner, for
example a permanent contract.

15.6 EMPLOYEE SATISFACTION SURVEY

39
15. GENERAL INFORMATION

We believe that our employees are our capital and, for this reason, we are always curious about your
satisfaction with both OTTO and our clients at which you are going to work. We carry out anonymous
research periodically in the form of an e-mail survey and a telephone interview. This takes no more
than a few minutes of your time, but you help us a lot to improve our quality and your working
conditions. To take part in the survey, you will be approached by an external company by e-mail or
phone.

40
16. WHO DOES WHAT AT OTTO?

16.1 ACCOUNT MANAGER

The Account Manager manages several clients at which we do not have the OnSite (in house)
presence. These clients are visited once or more times per week and managed remotely. The Account
Manager is responsible for average 10 clients with circa 100 employees. Account Manager talks both
to the clients and employees. Daily duties include welcome talks, planning, work visits, answering
questions of the client and employees, as well as administrative tasks.

16.2 ONSITE SPECIALIST

The OnSite Specialist has the same tasks as the Account Manager but performs them, as a rule,
for one client. The most important difference is that the OnSite Specialist is present full-time at the
client’s company. For this reason, the provision of some services is sometimes organised differently.
And so, the Operations Service Center (OSC) manages the transport planning for Account Managers,
while the OnSite Specialists do it themselves in most cases.

On your first working day, you will be introduced and get acquainted with the house rules and safety
regulations applicable at the client’s. You will also receive detailed information concerning planning,
contact details of the OTTO contact person, information on where to report your potential sickness,
where to submit your leave request or where to check your pay slip.
You can either directly contact your OTTO contact person or drop in with your questions during the
consultation hour (at work, during the break). The consultation hours vary per client. And, of course,
you can also always ask a question via myOTTO app.

16.3 EMPLOYEE SERVICE EN BEHEER (HOUSING LOCATION)

The Employee Service en Beheer (service and management) is responsible for assisting employees
in the assigned housing locations. Furthermore, this employee ensures the constant cleanliness of
the location and the safety of the living environment of all employees.

41
16. WHO DOES WHAT AT OTTO?

If you have questions or complaints regarding, for example, lighting which is out of order, a broken
switch, a leaking tap, or a faulty refrigerator, the Employee Service en Beheer is the right person to
turn to.

We will do our best to make your stay as pleasant as possible, both with regards to living and
working.

16.4 EMPLOYEE QUALITY CONTROL

Employee Quality Control carries out inspections at the locations and controls whether everything
is neatly maintained. The employee talks to residents about their stay at the locations which are
managed externally.

16.5 EMPLOYEE SAFETY AND CONTROL

Employee Safety and Control is present at locations in case of calamities, processes all warnings
of residents in the system and communicates them to the relevant OnSite or Account Manager.
Employee Safety and Control maintains contacts with the fire department and police.

16.6 OPERATIONS SERVICE CENTRE - OSC

The OSC is available 24/7 and is responsible for answering the questions of our employees and the
clients of OTTO.
Additionally, the OSC supports the Operations Department (OnSite Specialists and Account
Managers) in terms of transport planning, deployment of employees (correct hours distribution and
turnover vs budget) and advising on how to meet the conditions of the agreement with the client
(delivery performance, absenteeism, age mix).

42
17. WHAT DOES OTTO OFFER YOU?

OTTO finds the development of our employees very important. And so, during the whole year, there
are initiatives within OTTO which help you develop as an employee. This way, you can advance your
career.

17.1 GROWTH OPPORTUNITIES

There are a lot of staff employees at OTTO, who started working as international employees. As
much as 80% of all staff positions are filled by candidates from our own employee pool. This way, we
offer perspectives to employees and an ambitious employee gets the chance to be promoted.

17.2 OTTO TALENT POOL

Twice a year (or more often) OTTO organises the Talent Pool. It is a wide-ranging programme which,
together with other training, such as language and management training and other courses, is to give
our talented employees a chance and prepare them to take the next step in their career. In this way,
you are recognised as someone who can make a career with our company and you get the proper
guidance to take the next step.
The selection, verification and training are carried out in collaboration between the management of
OnSites and the HR Department.
Employees can apply for the Talent Pool to their OnSite offices and/or the OTTO recruiters via @Staf
Recruitment.

17.3 ONLINE TRAINING

In addition, we think it is important that you are given the opportunity to develop yourself. For that
reason, you can get the access to the GoodHabitz learning portal, which contains dozens of training
courses which, for example, can help you learn a language, develop digital skills, or improve personal
competencies. You can request access to this portal from the OnSite or from the Account Manager.
In addition, keep an eye on the news items in myOTTO for new initiatives.

43
17. WHAT DOES OTTO OFFER YOU?

17.4 LANGUAGE TRAINING

Finally, OTTO finds it important to offer our employees the opportunity to learn the Dutch and/or
English language. Language courses are organised throughout the year and, as an employee, you can
sign up for them. To do so, contact your OnSite or Account Manager.

17.5 INTERNAL TRANSPORT TRAINING (REACH TRUCK, FORK-LIFT TRUCK

AND EPT OPERATORS)
OTTO offers the possibility to attend a course for fork-lift truck, reach truck or EPT operators. We have
an experienced and competent trainer, a warehouse, vehicles, and a machine park at our disposal.
Depending on your experience and the feeling which you have for this profession, the course lasts
3 to 5 days and is concluded with a theory and practice exam. You are paid for 4 hours for each day
that you follow the training. The training is further cost-free for you. To this end, before you start the
course, you sign a training contract (opleidingscontract), in which you commit yourself to continue to
work for OTTO for at least 6 months. If your employment terminates earlier, then the training fee will
be proportionally deducted from the final settlement. After the successful completion of the training
and passing the exam, you will receive an official Dutch certificate which is valid 5 years.
Next to fork-lift and reach trucks training, we can also train you for EPT, OPT, Combi or HLOP and you
can also renew your certificate with us.
An absolute condition to take part in the training is that you can speak, understand, and read in
English or Dutch, because of the theory to be taught, the instructions and safety regulations. It is also
important that you really want to do the training and are motivated to be employed as a fork-lift or
reach truck operator after obtaining your certificate. When you pass the exam, you can immediately
start working as a fork-lift truck or reach truck operator.

44
18. OTTO WORK FORCE GENERAL INFORMATION

18.1 IMPORTANT TELEPHONE NUMBERS

⃣ Head office Venray: +31 (0)478529999
⃣ OSC (available 24/7) +31 (0)886886247
⃣ Rev. Krzysztof +31 (0)652455241
⃣ Emergencies 112
⃣ Karolina Jokel +31 (0)653757407 (external confidential counsellor)
⃣ Embassies
■ Polen +31 (0)707011037
■ Tsjechië +31 (0)703130031
■ Slowakije +31 (0)704167777
■ Hongarije +31 (0)703553319
■ Duitsland +31 (0)703420600
■ Roemenië +31 (0)703223613
■ Bulgarije +31 (0)703584688
■ Litouwen +31 (0)703584688
■ Letland +31 (0)703065000
■ België +31 (0)703123456

18.2 HEAD OFFICE

Keizersveld 51
5803 AP Venray

The head office is open from Monday through Friday from 08:00 till 17:00. Of course, it is not always
convenient to contact your Account Manager/Pool Specialist during office hours. In that case, you
can contact them at any time via the mobile number. If your Account Manager/Pool Specialist cannot
be reached, please leave a message or contact another Account Manager/Pool Specialist.
We have an OSC Department which is open 24/7 to answer all your questions.
The OSC can be reached at +31 (0)886 886 247.

45
18. OTTO WORK FORCE GENERAL INFORMATION

18.3 CERTIFICATES

Membership in Algemene Bond Uitzendondernemingen – ABU (Federation of

Private Employment Agencies)
OTTO Work Force is a member of ABU which has been representing the
interests of temporary employment agencies in the Netherlands since 1961. An
ABU-member meets high quality standards in terms of workplace safety, code
of conduct, employment conditions and payment of social security premiums.

NEN 4400-1 certification

OTTO Work Force holds the NEN-4400-1 certification which is a high-level,
independent reliability label for all temporary employment agencies and
work (sub) contractors. Holding this certificate, companies prove that their
personnel administration is run accurately, and the tax and social insurance
premiums are timely paid.

SNF certification
OTTO Work Force has obtained the certificate of Stichting Normering Flexwonen
(Flexible Housing Standards Foundation). This demonstrates that our housing
meets the standards for housing for international employees. During an
annual administrative inspection, it is checked whether all locations have
been registered with SNF and whether the requirements of good employment
practices, as well as of supervision and management have been met. During
the year, all sites for which we are responsible are inspected to ensure they
meet all SNF standards.

46
ATTACHMENT I: THE HEALTH AND SAFETY BOOKLET

Foreword

Dear employee,
OTTO Holding B.V. finds it extremely important that safety and health issues are taken seriously
during work. Being certified with the VCU-norms, we would like to spread this policy also outside our
organization.

By means of this booklet we would like to inform you about safety during work, your responsibilities
and rights. Furthermore, you will find a survey of function profiles here, describing specific education
requirements and work areas that enable employees to work at their level. There is also an overview
of relevant pictographs and their meaning.

If during your work you will come across situations, which seem to you potentially dangerous from
the safety and/or health perspective, in case of doubts contact one of our Account Managers or Pool
Specialists.

Management OTTO Holding B.V.

47
Attachment I

CONTENTS

1.1 CHAPTER 1 POLICY STATEMENT  47

1.2 CHAPTER 2 TASKS  48
1.3 CHAPTER 3 GUIDELINES  48
1.4 CHAPTER 4 CALAMITIES  49
1.5 CHAPTER 5 PROTECTION  50
1.6 CHAPTER 6 OCCUPATIONAL RISKS  51
1.7 CHAPTER 7 MISCELLANEOUS  55

48
Attachment I

1.1 CHAPTER 1 POLICY STATEMENT

Drafting and executing the general company policy (concerning the constituents) the management
of OTTO Holding B.V., inclusive of OTTO Work Force, will direct the policy on, among others, ensuring
the highest safety level, the best possible health protection, advance of well-being and prevention
of work-related sickness absences. OTTO Work Force provides equivalent services falling under the
same scope.

The policy is aimed at promoting and implementing such operating and conduct principles which
help prevent personal injuries and/or harm to the health of employees and third parties, as well as
material damage. The foundation of the policy is to, at least, observe the binding legal regulations, a.
o. in the field of employment conditions.

In order to shape and demonstrate our policy to the outside world, it has been decided to implement
and be certified for the VCU 2011 norm.

OTTO Work Force shall strive at constant improvement of employment conditions. Based on risk
assessment and evaluation, an annual VG (Veiligheid & Gezondheid – Safety & Health) report will
be drafted, which will also contain the VG objectives. The management of the company will evaluate
this plan annually.

All employees (both in-house and temporary) are expected to perform their work activities according
to the company’s handbook in connection to their function, rights, responsibilities and generally
accepted rules, as well as to actively contribute to the execution of the safety and health policy.
Besides this, clear arrangements are made with our clients to observe safety rules regarding our
temporary employees.

In order to work on and improve safety and health matters structurally, the employment conditions
are evaluated each year. During this review, the previous year is evaluated and new activities for the
coming year are determined (Action Plan).

OTTO Work Force is NEN 4400-1 certified.

This statement is public and is open to inspection by all the employees at the management of OTTO
Work Force. It will be reviewed every three years.

On behalf of OTTO Work Force

Name Signature Date

Mr. Van Gool

49
Attachment I

1.2 CHAPTER 2 TASKS

OTTO Holding B.V. works in many fields. OTTO Holding B.V. finds it extremely important that the
safety and health issues are not forgotten during performing work.

This is the reason why you will be informed about the relevant occupational safety and health
regulations (Arbo) by your <function> or their substitute prior to the commencement of duties. The
mentioned regulations should be respected by all employees when performing all tasks, regardless
the workload. Besides, the rules applied on the terrain of the client, for which you will perform work
activities, are fully binding.

While working in the fields mentioned above, the following risks can occur:
⃣ Work on heights;
⃣ Work with heavy equipment;
⃣ Work with live parts;
⃣ Work in difficult weather conditions, such as cold, humidity, etc;
⃣ Regulations in case of calamities;
⃣ Work with a display screen equipment.

1.3 CHAPTER 3 GUIDELINES

Before you start working, you must get familiar with the following guidelines. They are meant to
ensure safety, and well-being at your workplace.

Each employee is obliged to:

⃣ Use and store tools, personal protection equipment and support tools in a proper way;
⃣ Prevent others from danger or obstacles whilst performing work;
⃣ Not to change or unnecessarily remove the placed safety means and use them in a proper way;
⃣ Participate in instruction courses and training;
⃣ Report dangerous situations (also to the VG co-ordinator or their substitute).

Each employee has the right to:

⃣ Interrupt work and keep on not working if and as long as they reasonably assess that there is a
hazard for persons; such an interruption should be directly reported to the VG Co-ordinator or
their substitute and the client.

Each employee is forbidden to:

⃣ Possess or use alcoholic drinks and/or drugs;
⃣ Play or romp at the workplace;
⃣ Work with live parts unless authorised to.

Additionally, several basic rules apply:

⃣ Do not appear in places where you do not have to be in connection to your work;
⃣ Do not operate any means of transport, fork-lift trucks etc. of the client if you are not authorized;

50
Attachment I

⃣ Work with dry tools only;

⃣ Use only hand tools from your own chest or provided by the client, (the tools must be compliant
with the norms);
⃣ Comply with the signals placed on-site;
⃣ Keep your workplace clean and orderly and after finishing work leave it tidied up;
⃣ Do not place tools or vehicles in a way blocking paths, emergency exits, escape routes, access
to control panels/rooms, shut-off valves etc.;
⃣ Let even small wounds be treated directly and always comply with the highest level of hygiene;
⃣ Smoke, eat and drink only in the places where it is allowed;
⃣ The waste can be disposed of only in specially designated containers or barrels of the employer.
Otherwise, it has to be taken away by you.

1.4 CHAPTER 4 CALAMITIES

It is important to know the client’s guidelines in case of calamities, binding at your workplace. In
general, the following basic rules apply:

Fire
It must be reported immediately according to the rules of the company/organisation for which you
work at the moment. In case there are no valid rules at the client’s, report the fire via the emergency
number 112. Alert employees who are present and try to limit the fire with small extinguishers. Do
not forget about your own safety.
Attention:
⃣ Never spout water on electric installations or equipment;
⃣ Follow the instructions given by the client and fire brigade;

Warn the Main In-Company Emergency Response Officer (Hoofd BHV-er) or their substitute as soon
as possible and, after solving the situation, fill in the damage form together.

Accidents/first help (EHBO)

Alarming in case of serious accidents and other situations, in which first aid has been provided
immediately, must be done according to the regulations of the client of OTTO Holding B.V.
In case there are no special regulations at the client’s, call the alarm number 112. Afterwards warn
the Chief First-Aid Officer (Hoofd EHBO-er) and, after solving the situation, fill in the accident form
together. When calling the alarm number, it is desired to provide the following data:
Your name;
Place of the accident;
Sort of injuries (if possible);
The number of victims;
Place where the ambulance needs to (potentially) arrive.

In connection to accident investigation, it is forbidden to make any changes in work conditions/

situations unless they are hazardous.

51
Attachment I

Big material damage

Any damage should be immediately reported according to the regulations of the client of OTTO
Holding B.V. In case there are no binding regulations at the client’s, warn the Chief In- Company
Emergency Response Officer (Hoofd BHV’er) and, after solving the situation, fill in the damage form
together.

Reporting dangerous situations

Report the spotted safety and health risks directly to the managing personnel. On the same day
report this to the Chief In-Company Emergency Response Officer (Hoofd BHV’er), so that he/she can
consult the situation with the client and fill in the (potential) accident form with the Officer.

1.5 CHAPTER 5 PROTECTION

The employees of OTTO Holding B.V. are obliged to properly use the personal protection equipment
(Dutch: PBM) prescribed and, possibly, supplied by OTTO Holding B.V.

With regard to construction, infrastructural, mechanical, electro-technical, installation and general

work activities, the following means are concerned.

PBM’s:
⃣ Safety shoes: mandatory during performing all work activities, with exception of office work.
⃣ Hearing protection: mandatory from 85 dB.
⃣ Gloves recommended during:
■ working with the use of hot or sharp objects;
■ welding tasks (welding gloves);
■ working with chemicals;
■ working with the use of aggressive substances;
■ working with live parts (special gloves);
■ Nb. the use of safety gloves is forbidden if there exists danger that the glove will get stuck in
the machine (for example drilling with the drill press).
⃣ Outdoor work clothing: Recommended during outdoor construction works in cold, rain and
wind.
⃣ Eye protection: Eye protection means are mandatory in order to prevent eye injuries as much as
possible (from dust, metal removal tasks, welding, small falling material, small drops of liquids,
protruding elements etc.). There are different kinds of eye protection equipment:
■ Safety glasses: For performing metal removal tasks, safety glasses (possibly with side
protectors) are compulsory.
■ Goggles: It is mandatory to wear goggles during work in dusty spaces, polishing tasks, work
with splattering liquids or during rinsing work pieces clean. Goggles can be worn on normal
glasses.
■ Face shield: It is mandatory to wear a face shield in case of tasks which are dangerous not
only for the eyes but also for the whole face. It concerns a. o. working with a high-pressure
cleaner or polishing task in closed spaces.
■ Welding mask/ welding helmet/welding glasses: It is mandatory to use a welding mask, a
welding helmet or welding glasses during welding tasks.

52
Attachment I

⃣ Safety helmet: Mandatory practically at all construction sites and places marked with the sign
“safety helmet mandatory”. (veiligheidshelm verplicht)

Ask at your location about possibilities of provision of one or more of the mentioned protection
means.

1.6 CHAPTER 6 OCCUPATIONAL RISKS

Almost half of all fatal work accidents happen as a result of falling from the height. It is obvious that
the conduct of employees during work on heights plays an important role in this case.
Because still more dangers can “lurk” during your work, we ask you to respect the following rules!

Work on heights
Working with mobile tower scaffold:
Before and during the use of mobile scaffolds the following rules must be respected:
⃣ Make sure that the mobile scaffold is set up vertically;
⃣ Control the stability of the scaffold;
⃣ Climb the scaffold via the inner side;
⃣ Hoist the material and tools up using a lifting rope. Do not place tools etc. in your pockets;
⃣ Prevent materials and tools from falling;
⃣ The steps and scaffold landings must be kept clean in case of frost, glaze, or snow; spread ash
or sand on them;
⃣ It is forbidden to work from ladders or stairs placed on scaffold landings;
⃣ Never stand on the diagonal brace of the scaffold;
⃣ Never throw components of the scaffold and keep it clean;
⃣ Leave the scaffold in case of exposure to strong wind (wind strength 6); and prevent the
scaffolding from overturning;
⃣ Move the mobile scaffold by manual effort at the base of the scaffold;
⃣ Before relocating the scaffold higher than 8 meters, it must be dismantled to a safer height of
maximum 8 meters;
⃣ Stabilizers and outriggers (in case they are not equipped with wheels) must be kept as close to
the ground as possible. Prevent them from shifting during moving the scaffold;
⃣ No persons may be on a scaffold when it is being moved.

Working with ladders and stepladders:

Before and during the use of stepladders and/or ladders the following rules must be respected:
⃣ Control ladder/stepladder after receipt and before use;
⃣ Never use damaged ladders and/or stepladders;
⃣ Do not repair ladders and/or stepladders provisionally on your own, let it be done by a specialist;
⃣ Before use, make sure that the ladder is long enough: in connection with inclination (75˚) add
4% to the required working length. If you have to enter a higher landing with the use of a ladder,
it has to stick out 1 meter above the landing;
⃣ Control the ladder and/or stepladder: never leave them uncontrolled, keep them clean and store

53
Attachment I

after use;
⃣ Metal ladders and stairs conduct electricity. Place them minimum 2 meters away from not
isolated, high voltage electrical parts
⃣ Always place a ladder or stepladder carefully, do not place them on a slope, soft, uneven and/
or slippery ground. You can secure them with a blockade;
⃣ Climb a ladder always keeping your face towards it. Keep one hand free to be able to get a grip;
⃣ Ladders used in factories can be maximally 7 meters high;
⃣ It is forbidden to use ladders during windy weather (wind strength 6);
⃣ Never place a ladder upside-down or back to front. Use ladders always in a way that the moving
part is in front, so directed towards you. Ensure the overlap of at least 5 steps. The hoisting rope
must be attached to a step in the use position of the ladder;
⃣ Working on the ladder, keep both your feet on a step. Work only close to the ladder, avoid
overreaching. Do not move the ladder when you stand on it.

Working on roofs
During work on roofs the following rules must be respected:
⃣ Shortages or damages of roof edge protections should be immediately reported to the
supervisor;
⃣ Keep the safety means/protections intact. In case they still have to be removed to perform the
tasks, mark the workplace properly. After finishing works, the complete protections have to be
placed back;
⃣ Never cover floor openings with tarpaulin or similar covers;
⃣ Do not leave any materials or tools on roof edges. This will prevent stumbling and falling and
increase safety of the colleagues working on the ground floor;
⃣ If a construction lift is in use, it can serve exclusively to transport materials. Make sure that the
lift railings work properly;
⃣ Always place a fire extinguisher close to the place where burning tasks are performed.

Working in closed spaces

It can happen that electrical installations or plumbing/central heating tasks will have to be performed
in a closed space. Closed spaces mean e.g. storage tanks, crawl spaces, and manure cellars. To
ensure safe work in such spaces, several conditions apply. If you have to work in a closed space,
report this to your VG co-ordinator who can instruct you on safe work in closed spaces and eventually
take needed safety measures.

Working with the use of electric tools

Check visually whether the isolation of cables and equipment is in order. Electric tools must be
certified; what can be checked based on the control sticker. Use the equipment only according to the
operation manual and for applications it is designed for.

Lifting heavy objects

General rules for lifting in a healthy way:
⃣ Do not lift if it is not necessary;
⃣ Ensure sufficient space;
⃣ Stand in front of the object which needs to be lifted;

54
Attachment I

⃣ While lifting, put pressure on your legs, not on your back;

⃣ Lift the object slowly;
⃣ Do not lift anything with your back turned;
⃣ Do not lift too much at one go or too heavy objects;
⃣ Listen to your own body;
⃣ Ask for help if you think that you will not manage alone.

Working with asbestos

In case your tasks require contact with asbestos, report it directly to your VG co-ordinator or their
substitute. They can instruct you on how to work safely with asbestos and possibly undertake
additional measures.

Recesses in floors
Provide safe barriers.

Danger of explosion during ground works

While working in wells and slots the use of open fire must be avoided as much as possible due to
danger of explosion. In case the use of burners is necessary, the slot must be controlled for the
presence of gas.

Working with high voltage

Work with high voltage is forbidden in line with the Working Conditions Decision
(Arbeidsomstandighedenbesluit).

Detecting failures
⃣ Carrying out measurements, e.g. aimed at failure detection, practically always requires the
electricity to be on. In order to execute these measurements in the safest way possible, several
safety measures must be taken.
⃣ Stand always properly isolated in respect to the earth. Use safety shoes with well isolated soles
and make sure that no part of your body touches the ground.
⃣ Cover the other live parts with isolation material.
⃣ If the live parts cannot be covered, supervision of an electro technician is compulsory. Such
a supervision can be omitted if effective barriers and warning signs have been placed which
indicate the danger of electrical shock.
⃣ In case of measurements of installations of voltage higher than 500V, the supervision of an
electro technician is compulsory.
⃣ If necessary, use personal protection equipment such as helmet with a face shield, rubber
gloves and fire-resistant clothes.
⃣ If necessary, use double insulated tools.

Work with a display screen equipment: TIPS

55
Attachment I

50 -70 cm

max.
35°

90°

max.
5 cm

1 90°
2
80 cm

The figure presents the starting points for a proper working posture:
⃣ Adjustable height: 62 – 82 cm.
⃣ Adjustable seat height: 41 – 53 cm.
⃣ Adjustable feet rest 5 – 20 cm.

1. Provide optimal positioning:

⃣ Place your screen far from and more or less vertically with regard to the window;
⃣ Place your screen between the rows of lights;
⃣ Keep distance from other electrical equipment;
⃣ Locate your workplace close to necessary sockets

2. Remove loose cables immediately:

⃣ Use cables which are long enough, but not too long;
⃣ Make use of cable tubes in floors, walls, ceilings, or furniture;
⃣ Place one leg of your desk next to a cable tube or a floor box and lead the cables upwards along
it;
⃣ Make sure that the cover of the floor box is closed.

3. Avoid reflections:
⃣ Make sure that your screen does not reflect lamps or other bright objects;

56
Attachment I

⃣ Screen covers are makeshift - it is better to remove the causes!

4. Make use of the possibility to adjust among others:

⃣ Office lights, shading devices;
⃣ Office furniture:
⃣ Computer screen support, keyboard, keys, mouse;
⃣ Brightness and contrast settings, audio-visual feedback, software;
⃣ Set these factors accordingly to work conditions.

5. And further... :
⃣ Stretch your legs regularly;
⃣ Make your tasks as differentiated as possible;
⃣ Make use of the offered trainings;
⃣ Suggest improvements to the software functions;
⃣ Ask for covering or replacing sources of noise;
⃣ Let your eyesight be periodically examined by your company doctor;
⃣ Take care of clean and orderly workplace.

1.7 CHAPTER 7 MISCELLANEOUS

Underneath you will find a couple of additional matters, which have not been discussed in this booklet
yet, but wich are very important to know.

Different regulations at different clients

Delivering summarised information concerning regulations of clients (Safety & Health document –
Arbodocument) is appropriate in some cases. The client of OTTO Holding B.V. or the VG co-ordinator
provides the employee with a proper hand-out of this document.

Training basic safety (VCA 1)

Anytime it is needed, OTTO Holding B.V. organises training on basic safety which is provided in
Dutch, English or German. Each employee who is obliged to have a certificate of basic safety training
is expected to take part in the training at the first opportunity following the commencement of
employment. Apart from going through this booklet in detail together with your VG co-ordinator, it is
necessary that you further increase your knowledge about safety matters.

Medical examination
If the performed tasks require, every employee of OTTO Holding B.V. has got an opportunity to
undergo medical examination by the occupational health and safety service (arbodienst). This can
be a pre-employment medical check or a standard periodical general health examination (Periodiek
Algemeen Gezondheidskundig Onderzoek - PAGO). In case of other specific questions, you can
contact your VG Co-ordinator.

Responsibility of OTTO Holding B.V.

Although OTTO Holding B.V. does not bear responsibility for the safety of the project, because you

57
Attachment I

perform work there being managed and supervised by a third party (the client), we do our best to
guarantee your personal safety. Next to supplying and discussing the content of this booklet, we
organise safety trainings and provide protective means and/or tools. We are not able to assist you
the whole day long, so you are also explicitly responsible for your own safety. The important parts of
your own responsibility are as follows:
If you use your own tools, make sure they comply with the set requirements. This also concerns the
tools of third parties, which you use at the work location. Use tools only for their intended purpose;
When you happen to find yourself in a situation which seems unsafe to you, or you must carry out
tasks in unsafe conditions, you have the right to refuse to work, regardless the reaction of the client.
The best solution then is to directly contact your VG Co-ordinator. Do not perform any work if you
have not been sufficiently trained to do it, nor tasks which exceed your function profile. Even if it
seems creditable that you are allowed to do a “heavy job” independently, something can always go
wrong. In case of any doubts, contact your VG Co-ordinator.

We urge you to not to continue working under any unsafe conditions. If you do it anyway - this is
on your own risk.

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ATTACHMENT II: PICTOGRAMS

The attachment “Pictograms” presents selected safety signs, indications and other warnings.
Safety information is provided by means of shape and colour.

The categories are as follows:

⃣ Mandatory signs: round with a white pictogram against a blue background
⃣ Prohibition signs: round with a black pictogram against a white background, with a red edge
and a diagonal crossbeam
⃣ Warning signs: triangular with a black pictogram against a yellow background, with a black edge
⃣ Fire control signs: square with a white pictogram against a red background
⃣ Information and rescue signs: rectangular or square with a white pictogram against a green
background

Underneath you will find the most significant examples for each category of signs.

59
Attachment II

1.1 GEBODSBORDEN

Ademhalings Gehoorbescherming Gelaatsbescherming Oogbescherming

bescherming verplicht verplicht verplicht
verplicht

Opgelet! Vanggordel Veiligheidshand- Veiligheidshelm

verplicht schoenen verplicht verplicht

Veiligheidspak Veiligheidsschoenen Verplichte

verplicht verplicht oversteekplaats voor
voetgangers

1.2 VERBODSBORDEN

Versperring Verboden met water Geen drinkwater Verboden voor

verboden te blussen voetgangers

Verboden aan te Verboden voor Verboden om te Vuur, open vlam en

raken industriële roken roken verboden
voertuigen

Toegang verboden
voor onbevoegden

60
Attachment II

1.3 WAARSCHUWINGSBORDEN

Ontvlambare stoffen industriële - en Sterk magnetisch Explosieve stoffen

transportvoertuigen veld

Giftige stoffen Gevaar Vallen door Bijtende stoffen

hoogteverschil

Radioactieve stoffen Oxiderende stoffen Lage temperatuur Schadelijke of

irriterende stoffen

Gevaarlijke electriche Struikelgevaar Laserstraal Biologisch risico

spanning

Electro magnetische Hangende lasten Slipgevaar Gat in vloer

velden

61
Attachment II

1.4 BRANDBESTRIJDINGSBORDEN

Richtingspijl Brandblusser Brandslang Brandladder

Telefoon

1.5 INFORMATIE- OF REDDINGSBORDEN

Richtingspijl naar Brancard EHBO Uitgang

hulppost

Oogdouche Vluchtroute Vluchtroute Vluchtweg

Aanduiding Nooddouche
nooduitgang

62
ATTACHMENT III:
POLICY REGARDING INAPPROPRIATE BEHAVIOR

1.1 GOAL
The policy of OTTO regarding inappropriate behaviour at work is aimed at the prevention and
proper handling of complaints. At OTTO, each employee must be able to work in a healthy and safe
environment. Each employee is expected to behave in accordance with generally accepted standards
of propriety. Any behaviour or use of language perceived by colleagues as unwanted or intimidating
is not allowed! Inappropriate behaviour does affect employees concerned, work climate, work
performance, sickness absence, staff turnover etc.
With this policy, the management of OTTO states explicitly that inappropriate behaviour will not be
tolerated. Where necessary, the management will take disciplinary action which may range from a
verbal warning to summary (instant) dismissal.

1.2 AREA OF APPLICATION

This policy does not refer only to staff with permanent or temporary contracts. The right to protection
applies equally to interns and international employees. In order to establish whether unwanted
behaviour has taken place, the starting point are not the intentions of the offender, but the fact how
his/her behaviour comes across to the person who has been intimidated. People are entitled to
determine their own boundaries in their relationships with others.

1.3 CONFIDENTIALITY AND PROTECTION

Each person who is involved in the execution of this policy and, therefore, has access to data of which
he/she knows or must reasonably suspect the confidential nature, is obliged to keep such information
confidential, except when he/she is obliged to make this information known for any legal reason
or when the performance of his/her duties concerning the execution of this policy necessitates its
disclosure. The employer will ensure that when a complainant makes use of the complaint procedure
his/her position in the company will not be jeopardized.

63
Attachment III

1.4 DEFINITIONS
At OTTO, the term inappropriate behaviour means sexual intimidation, discrimination, bullying,
physical violence and other forms of (verbal) aggression.

Sexual intimidation
Sexual intimidation is an unwelcome behaviour of a sexual nature or other sex-based behaviour
which is detrimental to dignity of men and women in the workplace. This comprises physical, verbal,
or non-verbal behaviour which is unacceptable to the person involved. In short, sexual intimidation
encompasses all forms of sexually tinted attention which is unwanted, one-sided, and forced. This
can refer to, among others, the following:
⃣ unnecessary or unwanted physical contact;
⃣ continuous remarks about personal appearance;
⃣ ambiguous remarks or gestures;
⃣ specific way of looking at someone;
⃣ (attempted) sexual violation or rape.

Discrimination
The term discrimination stands for: any form of differentiation, exclusion, limitation, or preference
on the grounds of gender, race, religion, conviction, sexual orientation, or origin, which is aimed at or
results in the infringement or negation of the equal treatment of employees.

Bullying
Bullying is the systematic use of psychological, physical, or sexual coercion by a person or group
of persons against another person, who is unable to defend him/herself (any longer). Examples of
bullying are:
⃣ telephone terror;
⃣ blatantly ignoring somebody;
⃣ ridiculing somebody;
⃣ slander;
⃣ malicious mocking of a person in public.

Violence and aggression

Violence and aggression refer to incidents where an employee is being harassed psychologically
and/or physically, threatened or attacked, under circumstances which are directly related to the
execution of work. The following three forms of violence are distinguished:
⃣ verbal: scolding and insulting;
⃣ psychological: harassing, pressurising, threatening with physical violence, and causing irritation;
⃣ physical (most severe): kicking, beating, biting, and grasping.

1.5 CONSEQUENCES
Consequences of transgressing behaviour for the employees involved can include
stress and sick leave, deterioration of health, lack of work satisfaction.
Effects of such behaviour for the immediate colleagues/department can include
increased staff turnover, less commitment or bad work climate

64
Attachment III

Consequences of transgressing behaviour for the employer can include increased costs, decrease in
employee satisfaction or bad image.
1.6 PREVENTION
Instruction and training
OTTO trains an employee for the function of the confidential counsellor (in Dutch: vertrouwenspersoon).
He/she will be instructed on prevention and combatting sexual intimidation, discrimination, bullying,
aggression, and violence. Furthermore, these issues will be also covered in the induction programme
for new employees.

Confidential counsellor
The tasks of the confidential counsellor will include:
⃣ Functioning as contact person for the employee who has been confronted with inappropriate
behaviour;
⃣ Care for, guidance and advice to the complainant, as well as referral to a professional assistance
body, where necessary;
⃣ Collecting information which is necessary to gain proper insight into the background of the
reported case and the possibilities to resolve the issue;
⃣ Trying to resolve the issue - stopping inappropriate behaviour in a given case - by involving an
expert or mediator;
⃣ Advice and assistance to the complainant regarding possible further steps;
⃣ Support and guidance to the employee who has been subjected to inappropriate behaviour, in
the event of lodging a complaint with, as well as during the hearing by the complaint committee;
⃣ Drawing up of annual report;
⃣ Providing follow-up care to the employee who has been confronted with unwanted behaviour.

The duty of confidentiality of the confidential counsellor

The confidential counsellor is bound to secrecy of the facts in his/her knowledge which could
compromise the privacy of the employee who has been confronted with inappropriate behaviour. Any
deviation from this duty is only allowed with the explicit permission of the employee concerned. The
duty of confidentiality is not cancelled when the confidential counsellor does not hold this position
anymore.

Tasks NOT undertaken by the confidential counsellor

The confidential counsellor does not replace the company social worker, does not support the person
against whom the complaint has been made, does not participate in the complaints committee and is
not responsible for publicising the whole policy on sexual intimidation, bullying and aggression. The
confidential counsellor does not deal with general private/domestic issues, ‘normal’ labour conflicts
or reorganisation problems.

1.7 REPORTING - MAKING A COMPLAINT

⃣ The employee who has become the victim of sexual intimidation, discrimination, bullying,
violence and/or aggression, has several options, namely:
⃣ Trying to resolve the issue mutually: attempt to solve mutual problems together in the first
instance. It often happens that someone does not realise his/her behaviour is undesirable. If

65
Attachment III

such a person is talked to about his/her behaviour directly, this often will be enough to put a
stop to this behaviour;
⃣ Contacting someone at OTTO: the employee can contact a superior or the HR Department if it is
not possible to resolve the problem mutually or in case the complaint is too serious;
⃣ Contacting the confidential counsellor: another possibility is to contact the confidential
counsellor. This person will not resolve the complaint but is there - in the first place - to hear
out, guide and support the employee. The confidential counsellor is only concerned with the
interest of the employee. He/she will not do anything the employee does not want and will treat
all information confidential, while the anonymity of the reporting person is guaranteed;
⃣ When the informal way does not help or is not appropriate due to the seriousness of the
complaint, the employee can lodge a formal complaint with the Complaints Committee for
Inappropriate Behaviour (in Dutch: klachtencommissie ongewenste omgangsvormen).

1.8 IMPORTANT PEOPLE

Confidential counsellors: Rev. Krzysztof Obiedzinski (+31 (0)652455241) and Karolina Jokel (Karo
Psychologie praktijk, [email protected] or +31 (0)653757407).

Members of the Complaints Committee: K. Adriaanse-Swoboda, J. Kooijmans, A. Krys and D.

Rynkiewicz.

66
ATTACHMENT IV: COMPLAINTS PROCEDURE REGARD-
ING INAPPROPRIATE BEHAVIOUR

1.1 COMPLAINTS PROCEDURE

In the context of the complaints procedure, the management will set up a complaints committee in
consultation with the Works Council (OR). The complaints committee will assess the admissibility of
the complaint and investigate whether it is well-founded. The committee will decide on the procedure
to be followed, in which both sides of the conflict will be heard. Involved persons will be informed
about this.

1.2 POWERS OF THE COMPLAINTS COMMITTEE

The complaints committee is free to hear anyone and to obtain all necessary information as far as it
deems necessary for its judgment. Refusal to provide the requested information can only be justified
if providing the information would infringe the privacy of one (or more / other) employee (s) unless
the other employee has no objection to being involved in the matter.
The committee may be asked to give unsolicited advice to take a provisional measure if this is
necessary for the well-being of the complainant or if the situation is untenable for one or more
directly involved parties.
The committee assesses whether the complaint is well-founded (valid) and advises on the measures
to be taken.

1.3 SANCTIONS
If a complaint proves to be valid, the management can impose a sanction on the accused employee.
The severity of the sanction is determined on a case-by-case basis and will depend on the seriousness
of the incidents. In principle, the following sanctions can be imposed:
⃣ verbal warning;
⃣ written warning, recorded in the personnel file;
⃣ suspension;
⃣ dismissal.

67
Attachment IV

The measure that is chosen is partly aimed at ensuring that the employee who reports the complaint
can continue the work in a healthy, safe, and pleasant manner.

Article 1
In this complaints procedure the following terms mean:
⃣ complainant – the person who lodges a complaint with the complaints committee;
⃣ accused: the person against whom the complaint regarding inappropriate behaviour is made;
⃣ inappropriate behaviour: regulations and laws on appropriate conduct and inappropriate
behaviour, such as sexual intimidation, bullying, discrimination, verbal and/or physical forms
of aggression and violence;
⃣ complaints committee: the committee that investigates the complaint about inappropriate
behaviour and advises the management in this respect.

Article 2
These regulations are applicable to every person who works for and on behalf of OTTO.

Article 3
Every person who is confronted with inappropriate behaviour can seek assistance of the confidential
counsellor. The complainant and confidential counsellor will assess whether a mediator (for instance
the Human Resources Manager) can mediate in the problem situation. If mediation is not appropriate
or if mediation does not bring the desired outcome, a complaint can be filed with the complaints
committee.
Every person who is confronted with inappropriate behaviour has the right to lodge a complaint with
the complaints committee.

Article 4
The management of OTTO will establish a complaints committee for inappropriate behaviour,
consisting of at least three members (one of whom preferably from the Works Council - OR) and
a maximum of five members. The complaints committee will in any case consist of at least one
representative of each gender. A member of the complaints committee or the confidential counsellor
will be replaced immediately, should he/she have been involved in the case of inappropriate behaviour
about which the complaint has been made. The complaints committee will appoint a chairman and
a secretary from within its ranks.

Article 5
The complaints committee is charged with investigating the complaint lodged with it and making
relevant recommendations to the management.

Article 6
The complainant lodges a written complaint with the complaints committee, which must in each
case include:
⃣ a description of the inappropriate behaviour;
⃣ the name of the accused person or persons;
⃣ date/period when the incident or incidents of the unwanted behaviour have taken place.

68
Attachment IV

Article 7
The complaints committee will decide on the validity of the complaint within two weeks of its lodging
and will notify the complainant and the accused of its conclusion in writing.

In case the complaint will be investigated, both complainant and accused will be heard by the
committee. The hearing will offer the opportunity for argument and counterargument. A report of the
proceedings will be made.

The complainant and the accused may be assisted at the hearing by the confidential counsellor and/
or HR Manager.

Article 8
The complaints committee will submit a written report and recommendations to the management
within four weeks of the receipt of the complaint. A copy of this report and recommendations
regarding any possible measure or disciplinary action to be taken will be sent to the confidential
counsellor and the HR Manager. In case the report and recommendations cannot be submitted to the
management within the specified period, the complaints committee will notify the complainant and
the accused of this. The committee will then indicate a reasonably practicable time limit within which
the report and the recommendations can be expected. The recommendations of the complaints
committee are confidential.

Article 9
Within two weeks of the receipt of the report and recommendations of the complaints committee,
the management will decide, based on these recommendations, on the measures to be taken. If the
management deviates from the recommendations by the complaints committee, they will have to
motivate their decision. The decision will be communicated in writing to the complainant and the
accused. A copy of the decision will be sent to the complaints committee, Human Resources, and
the confidential counsellor.

Article 10
The complaints committee will provide the management with an annual report regarding the number
of handled complaints, the number of valid/invalid complaints and the recommendations offered.

Article 11
The positions of the members of the complaints committee and the confidential counsellor may not
be jeopardized because of their membership in this committee. All members have an obligation of
confidentiality and retain this obligation even after their positions have changed.
Former members of the complaints committee retain their obligation of confidentiality.
The position of the complainant may not be jeopardized because of lodging of a complaint.

69