Device Purchase Policy

UNGUESS is engaged in providing everyone with the best equipment to do their work, according to the corporate culture and the desire to simplify the daily work for everyone, it wants to give some (or the following will give) simple guidelines for the purchase of new devices.

Moreover, this policy aims to optimize technology resources within UNGUESS by aligning the use of laptops and smartphones with the specific requirements of different roles.

1. Device Classification:

Laptop+smartphone	New hired	Theft and lost devices	Replacement due to technological obsolescence
Junior - in case of purchase	800€	20% of the cost would be charged for the first occasion.	800€
Junior - in case of rental	Not available	Not available	Not available
Mid - in case of purchase	1.200€	20% of the cost would be charged for the first occasion.	1.200€
Mid - in case of rental	Not available	Not available	Not available
Senior - in case of purchase	1.600€	20% of the cost would be charged for the first occasion.	1.600€
Senior - in case of rental	It is not possible to rent both devices, therefore one can be rented with a maximum cap of €1600, while the other is purchased considering 50% of the budget (€800).	Specific terms & conditions	It is not possible to rent both devices, therefore one can be rented with a maximum cap of €1600, while the other is purchased considering 50% of the budget (€800).
Manager - in case of purchase	2.000€	20% of the cost would be charged for the first occasion.	2.000€
Manager - in case of rental	It is not possible to rent both devices, therefore one can be rented with a maximum cap of €2000, while the other is purchased considering 50% of the budget, so in this case €1000.	Specific terms & conditions	It is not possible to rent both devices, therefore one can be rented with a maximum cap of €2000, while the other is purchased considering 50% of the budget (€1000).

In any case, each employee can keep his number and will receive a monthly reimbursement to cover phone expenses for using their SIM for work purposes (€20 per month).

2. BYOD (Bring Your Own Device):

We support the BYOD (Bring Your Own Device) model unless a new purchase is necessary and the company will take care of it.

• If the employee doesn't need any device, he/she will use his/her own devices and keep the budget (not yet used) for future purchases or for any additional device (e.g. Tablet);
• If the employee needs a PC and not a Smartphone: the Smartphone can be replaced later with the remaining corresponding budget;
• If the employee does NOT need a PC, but needs a Smartphone: the PC can be replaced later with the remaining corresponding budget;

BYOD devices must meet minimum quality and security standards as outlined by the IT department.

3. Exceptions for Higher-End Devices:

Exceptions for higher-end laptops or smartphones may be considered based on specific job requirements by submitting a request to the HR and IT departments, outlining the reasons for the request.

Employee contributions for exceptional purchases should be authorized and discussed in advance.

4. Device Usage Guidelines:

Laptops:

• Users are responsible for the security and proper care of their assigned laptops.

• Installation of software and applications should align with the employee's role.

Smartphones:

• Users are encouraged to use security features such as PINs, passwords, and biometric authentication on their smartphones.

5. Substitutions, Theft, and Lost Devices:

New device assignments that are governed by rental agreements are covered by insurance. Specific terms, conditions, and coverage details will be outlined in the insurance policy documents provided by the provider.

Employees are encouraged to review the insurance policy to understand the coverage and procedures for filing claims in case of damage, theft, or loss.

For devices directly purchased, Unguess will work to identify a store or provider where employees can opt for this insurance option. The cost of insurance can be covered also from the overall device purchase budget. In the event that an employee chooses not to opt for additional insurance, any costs associated with repairing or replacing damaged or theft or lost devices will be their responsibility following T&C described in this policy. Specific terms, conditions, and details regarding the insurance will be provided along with the insurance policy documentation.

• Substitutions:

Substitution of assigned devices usually occurs every 3 years due to obsolescence.

Best Practices nearing the end of the three-year usage: device users will be required to fill out a form, indicating the conditions and performance level of their devices. This will allow AFC, IT and HR to assess the most effective strategy.

• Theft:

In the event of theft, employees must report the incident to the local authorities (a copy of the notification should be provided) and the IT department immediately. In this case, AFC will assess the availability of a temporary replacement.

• Lost Devices:

Employees must report lost devices to the IT department immediately. In this case, AFC will assess the availability of a temporary replacement.

• Damage and Repairs Policy

In the case of device rental, the employee will independently handle any issues by contacting the leasing company directly. AFC will only provide a replacement device, if necessary, for the duration needed for repair or replacement by the leasing company.

For devices directly purchased, in case of hardware/software issues, employees must report to the IT department for timely replacement or repair. If necessary, AFC will assess the availability of a temporary replacement:

• If available, it will be assigned at no cost;
• If not available, AFC will purchase a low-cost device in an emergency;

The repair cost will be covered by the company up to €100. If the cost exceeds this amount, AFC and the employee will evaluate whether to proceed with the repair or consider alternative scenarios:

• Confirmed repair: the company covers €100, the employee covers the difference.

• Unconfirmed repair, therefore new device purchase, with a deduction of 50% from the technological obsolescence replacement budget if it is the first replacement due to damage (if there’s available budget), 75% if it occurs a second time. A third occurrence will result in the full charge to the employee.

• Device Buyout:

The company will propose a buyout value to all employees assigned devices for replacement or renewal. It is at the discretion of the employee to decide whether to buy out or not. In case of non-buyout, the company will proceed with the renewal of the leasing contract (which includes device replacement) or the sale of the device.

Furthermore, Unguess will prioritize suppliers that facilitate the recycling of company devices for the purchase of new ones, thereby contributing to environmental efficiency and sustainable management of corporate resources.

• Reuse from Warehouse Stock*:*

A check will be conducted on the devices' age to plan for renewal.

6. Review and Updates:

This policy will be reviewed annually and updated as needed to accommodate changes in technology requirements, organizational needs, or rental agreements.