Workplace Policy – ImmerTwin™

Effective date: 28 July 2026
Last updated: 28 July 2026

This Workplace Policy explains how ImmerTwin SARL (“ImmerTwin”, “we”, “us”) organises its working environment and approaches flexible working, remote work, on-site project delivery, professional conduct, health and safety, collaboration and information security.

ImmerTwin operates a flexible, hybrid and project-led workplace model. Digital production, design, development and project management may be carried out remotely, while spatial capture, photography, filming, client meetings, site assessments and other operational activities take place at client or project locations.

This policy is intended as a public statement of our general workplace principles. It does not replace individual employment contracts, contractor agreements, project procedures or obligations imposed by applicable law.

1) Who we are and who this policy applies to

Company: ImmerTwin SARL
Contact: contact@immertwin.com

This policy may apply, as appropriate, to directors, employees, contractors, consultants, freelancers, suppliers and other people carrying out work on behalf of ImmerTwin.

A Gibson Consulting Ltd may support certain UK-related operational activities. People working through or on behalf of that company may be expected to follow equivalent workplace, confidentiality, security and professional conduct standards.

2) Our workplace model

ImmerTwin operates a flexible hybrid workplace model designed around the requirements of each role, client and project.

Our activities generally fall into two working environments:

A) Remote and digital production
Activities such as design, development, tour production, content creation, administration, research, project management and client support may be carried out remotely.

B) On-site project delivery
Spatial capture, photography, filming, surveys, site assessments, training, client meetings and other location-specific activities are carried out at client properties, venues or other agreed locations.

Working arrangements may vary according to project schedules, client access requirements, travel, technical needs, security restrictions and operational priorities.

3) Flexible and remote working

We support flexible working where it is compatible with effective project delivery, client commitments, collaboration and the responsibilities of the individual’s role.

• Remote working locations must provide a suitable, professional and reasonably secure working environment.

• Team members are expected to remain contactable during agreed working periods and to attend scheduled meetings.

• Project deadlines, client commitments and agreed service standards must be maintained regardless of working location.

• Confidential discussions and sensitive project work should not be carried out where they can be overheard or accessed by unauthorised people.

• Remote working arrangements may be reviewed where they affect performance, communication, security, safety or service delivery.

Flexible working does not mean that individuals are expected to be continuously available outside agreed working hours.

4) Working hours and availability

Working hours may vary according to role, project requirements, client availability, travel arrangements and the location of the work.

People working on behalf of ImmerTwin are expected to:

• communicate their availability clearly;

• attend agreed meetings and project sessions;

• provide reasonable notice of absence or unavailability;

• raise potential delays or scheduling conflicts promptly; and

• respect agreed working hours, rest periods and applicable legal requirements.

Work outside normal hours may occasionally be required for travel, site access, events, capture sessions or time-sensitive project activity. Such arrangements should be agreed in advance wherever reasonably possible.

5) Client locations and on-site conduct

When working at a client property or project location, team members represent ImmerTwin and are expected to behave professionally and respectfully.

• Follow the client’s access, security, safeguarding and health and safety procedures.

• Respect the property, occupants, visitors, employees and surrounding environment.

• Use equipment carefully and avoid unnecessary disruption to the client’s operations.

• Do not photograph, record, scan or publish restricted areas or content outside the agreed project scope.

• Wear identification, protective clothing or personal protective equipment where required.

• Immediately report accidents, damage, hazards, security concerns or other significant incidents.

Site-specific instructions, risk assessments, permissions or method statements may be required for certain projects.

6) Health, safety and wellbeing

ImmerTwin is committed to providing and maintaining safe working practices, whether work is performed remotely, in an office environment, during travel or at a client location.

Everyone working on behalf of ImmerTwin is expected to take reasonable care of their own health and safety and that of other people who may be affected by their work.

• Workspaces should be organised to reduce avoidable physical strain and risk.

• Equipment should be used in accordance with its intended purpose and relevant safety instructions.

• Hazards, unsafe conditions and defective equipment should be reported promptly.

• No person should undertake work they reasonably believe to be unsafe.

• Appropriate breaks should be taken during extended periods of screen-based work, driving, travel or physical capture activity.

Workloads and schedules should be managed responsibly. Anyone experiencing a workplace issue that may affect their health, safety or ability to carry out their role should raise it as early as possible.

7) Equality, inclusion and respectful conduct

ImmerTwin is committed to maintaining a professional working environment in which people are treated fairly and with dignity and respect.

Discrimination, harassment, bullying, victimisation, intimidation and other inappropriate conduct are not acceptable.

Employment, contracting and project decisions should be based on legitimate business requirements, relevant skills, experience, performance and suitability for the work, subject to applicable equality and employment law.

Reasonable efforts will be made to support accessibility and appropriate workplace adjustments where required and reasonably practicable.

8) Communication and collaboration

Effective communication is essential within a flexible and geographically distributed workplace.

People working on ImmerTwin projects are expected to:

• use agreed communication and project-management systems;

• maintain accurate project records and task updates;

• respond to reasonable work-related communications within an appropriate timeframe;

• communicate clearly, professionally and respectfully;

• escalate risks, delays or technical problems promptly; and

• protect confidential information when using email, messaging, video calls and shared systems.

9) Equipment, systems and information security

ImmerTwin equipment, accounts, software and digital systems must be used responsibly and protected against loss, damage, misuse and unauthorised access.

• Passwords must be strong, unique and kept confidential.

• Multi-factor authentication should be used where available or required.

• Devices should be locked when unattended and kept appropriately updated.

• Client files should only be stored in approved locations and systems.

• Access to projects, accounts and information should be limited to those who require it.

• Suspected loss, unauthorised access, phishing, malware or other security incidents must be reported immediately.

Company equipment remains the property of the relevant ImmerTwin entity unless otherwise agreed in writing.

10) Confidentiality and data protection

Team members may have access to commercially sensitive, confidential or personal information belonging to ImmerTwin, its clients, suppliers, partners or other individuals.

Such information must:

• only be accessed where required for authorised work;

• only be shared with authorised recipients;

• be stored and transferred using appropriate systems;

• not be discussed in public or insecure environments; and

• be retained or deleted in accordance with applicable project, contractual and legal requirements.

Personal data must be handled in accordance with ImmerTwin’s Privacy Policy, applicable data-protection law and any relevant client instructions or Data Processing Agreement.

11) Photography, filming and spatial capture

Photography, filming, 360° capture and spatial scanning must only be carried out within the agreed scope of a project and with the necessary client permissions.

Before capture begins, reasonable steps should be taken to identify:

• restricted or confidential areas;

• people who should not appear in the capture;

• personal documents, photographs, screens or identifying information;

• security systems, access codes or sensitive operational details; and

• content that may require removal, covering or blurring.

Project content must not be published, shared or used for promotional purposes unless this is permitted by the relevant agreement or separately authorised.

12) Travel and expenses

Travel may be required for capture sessions, client meetings, assessments, training, events and other project activities in France, the United Kingdom and internationally.

Travel should be planned responsibly, taking account of cost, safety, scheduling, project requirements and environmental impact.

Business expenses must be reasonable, properly documented and incurred in accordance with the applicable agreement or approval process.

Anyone travelling on behalf of ImmerTwin is expected to comply with applicable immigration, driving, insurance, health, safety and client-site requirements.

13) Environmental responsibility

ImmerTwin aims to reduce unnecessary environmental impact while maintaining effective client and project delivery.

This may include:

• using remote meetings where an in-person visit is not required;

• combining site visits and project activities where practical;

• reducing unnecessary travel and duplicate capture activity;

• using digital documents and project records where appropriate;

• maintaining and reusing equipment responsibly; and

• working with local suppliers and professionals where suitable.

14) Raising concerns

Workplace, conduct, safety, security, equality or wellbeing concerns should be raised promptly so that they can be considered and addressed appropriately.

Concerns can be reported to the relevant project lead, director or by contacting:
contact@immertwin.com.

Reports will be handled as sensitively and confidentially as reasonably possible, subject to the need to investigate the matter, take appropriate action or comply with legal obligations.

15) Changes to this policy

We may update this Workplace Policy to reflect changes in our business, working practices, services, legal obligations or operational requirements.

The “Last updated” date at the top of this page indicates when the policy was most recently revised.