SAMPLE EMPLOYEE HANDBOOK BY BIARRITZ

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BARRITZ AGENCY PORTFOLIO

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SAMPLE EMPLOYEE HANDBOOK BY BIARRITZ 〰️ BARRITZ AGENCY PORTFOLIO 〰️

BIARRITZ

EMPLOYEE

HANDBOOK


aND SO IT BEGINS.

It's hard to describe how important you are to us without resorting to cliches because they're true. That said, I'm genuinely excited to have you on board.

You being here means you're now a vital player in the narrative we're crafting together. This handbook? Companies all have their fair share of rules, regs, policies, codes, and all that legal jazz. Biarritz is no exception, since knowing the rules and where to dig up the details is vital when you need them.

This handbook is your insider's guide to what makes Biarritz tick, pointing you to the full scoop when the situation calls for it. Think of it as your roadmap built to help you crush it here. Whether you're here to learn, lead, or carve your mark, know this—we've got your back every step of the way.

Jeroen Meulman
Founder

INTRODUCTION

  • WE'RE A STAY-UP

    Like family businesses, stay-ups are built to keep the lights on. Stay-ups control pace, product, and time, carving a niche in the system. We work for clients, not corporations, investors, or shareholder comities. We answer a call, not a clock. Stay-ups are the quiet rebellion that solves real-world problems for real people.

MISSION & VISION

  • MISSION

    We help brands sharpen their competitive edge, connect with specific audiences, and move the right people.

  • VISION

    To become the trusted partner for brands along the European coast, delivering streamlined, high-impact messaging through clear, efficient, and transparent collaborations.

VALUES

  • Authenticity

    We keep it real, talk straight, speak our minds, and share what we know to build trust.

  • Innovation

    We stick to proven tactics but explore fresh ways to amp up experiences and results.

  • Transparency

    We lay it all out—who we are, what we do, why it works, and what it costs.

  • Connection

    Authentic connections that fuel continuous growth are at the heart of everything we do.

Employment Status

  • When you join our crew, you’ll know exactly where you stand:

    Full-time crew members are in the lineup for 36 hours a week, which comes with the full benefits. 

    Part-time crew members still qualify for some of those perks, depending on your schedule.

    Temporary crew members hired for a specific project or duration are not eligible for benefits unless specified in their employment agreement.

  • At-Will Employment

    We're all about strong, lasting alliances. But we also know life's tides can shift and that flexibility is key. Your gig with us is based on an "at-will" relationship. This means we're in this together and dedicated to making it work, but if the waves change direction, we can decide to paddle out without any hard feelings, with or without notice.

  • EMPLOYMENT ELIGIBILITY VERIFICATION

    We're not fans of rules for the sake of rules, so we've set up a system that balances our free-spirited nature with the need to comply with European regulations. Proving your right to work in the EU is a quick but crucial part of onboarding. To safeguard your place on the team, you have three days from your start date to provide the necessary documents. Don't miss out.

COMPENSATION

  • Equal pay

    At Biarritz, fairness isn’t just something we aim for—it’s how we do things. We’re a small crew by design with no management structure. Around here, we’re all pulling in the same direction for the same paycheck, no matter your job title. Do the work, get the pay—simple as that,

    But we don’t stop there. We offer unlimited time off for the full-timers, a fast lane to a permanent gig, work hours that flex to fit your life, top-notch health care for your whole family, a rock-solid pension to set you up for the future, and the freedom to move the way you want.

    Thriving here takes a certain type—you’ve got to be driven, aware, and ready to take charge. This isn’t the place to sit around waiting for orders. You see what needs doing, and you dive in.

  • Transparency for all

    We don’t just talk about fairness—we live it. Equal pay is the foundation of our culture.

    We believe in sharing success and pulling our weight under the same conditions, and that’s reflected in our pay structure. It doesn’t matter who you are or where you come from—we’re all in this together, contributing to a shared success.

    Here’s a historical breakdown of full-time Biarritz salaries, reflecting our commitment to growth—yours and ours:

    2020: €41,500
    2021: €42,000
    2022: €43,000
    2023: €45,000
    2024: €47,000

  • Equal Pay and Capitalism: A Misconception

    Some see equal pay as a break from capitalism. We consider it a logical extension of its core principles—rewarding hard work, ensuring fairness, and driving a more efficient and just economy. By guaranteeing that crew members are equally rewarded, we actively promote a more just and efficient market economy where valuable contributions to excellent teamwork pay off.

BENEFITS

  • PREMIUM HEALTH CARE

    You, your partner, and your children have physicalmentaldental, and vision care covered wherever you are, with no out-of-pocket worries.

  • We've got the whole pack covered

    Pets are family, too. That’s why we extend insurance to your cats and dogs. Whether they’re chasing waves or lounging at home, we’ve got them covered.

  • Retirement Plan

    Plan ahead with Biarritz’s retirement savings options, giving you the peace of mind to enjoy life’s journey long after the workday is done.

  • Bike Plan

    Ride the city streets or hit the off-road trails—your choice. With Biarritz’s bike plan, you’ve got wheels on us as long as you’re part of the crew.

PAID TIME OFF

  • UNLIMITED PTO FOR FULL-TIME CREW

    We all need time to recharge and enjoy life beyond the office. Instead of numbering and tracking days, we offer full-time crew members unlimited paid time off, giving them the freedom to take the breaks they need when needed. Whether it's a surf trip, a holiday, or an extended weekend to unwind, unlimited PTO is there to help them maintain that work-life balance they need to thrive.

  • Flexible PTO for PART-TIME CREW

    We don't box you into a 9-to-5 grind, so why box you into strict time off rules? As a part-time salaried crew member, you have the freedom to take the holidays and breaks that matter most to you—whether it's a cultural or religious celebration or recharging your batteries during a festival—your choice. We have designed our flexible PTO to honor the fact that your time is personal.

  • YEAR-END BREAK

    We understand the power of recharging and creating moments with those who count. That’s why we close shop for the last week of the year. Whether you’re hitting the slopes or just kicking back at home with family, it’s your call. It’s our way of ensuring you hit the new year with a clear head and a full heart, ready to make the next year your best.

Leaves of Absence

  • We understand that life outside of work is just as important as your contributions on the job. Besides the previously mentioned PTO-policy, we have policies in place to step away when your presence or attention is required elsewhere.

SUMMARY

  • Sick Leave

    Your health comes first, and when you’re not feeling your best, it’s essential to take the time to recover. If you’re unwell, let us know, and take the time you need to get back on your feet. There’s no need for doctor’s notes or lengthy explanations—we trust you and encourage you to prioritize your well-being.

  • Family and Medical Leave

    When you need to step away to care for yourself or a loved one, Biarritz has your back. Whether you’re expecting a child, adopting a new family member, or dealing with a severe health condition, we offer extended family and medical leave in accordance with European regulations. 

  • Bereavement Leave

    When you lose someone close, it’s essential to have the time to grieve, reflect, and be with your loved ones. We’ll give you the space to process your loss and take care of what’s necessary, with our full backing throughout.

HOURS OF WORK

  • CREW, NOT FAMILY

    Beware of companies stating they're a 'family.' It's often a sneaky ploy to demand 24/7 sacrifice. We support real families. We wake up, grab a coffee, and put in a good day's work. Then we slam shut our MacBook and dive into other roles we have in life.

  • REGULAR WORK HOURS

    We have a black belt in asynchronous communication, so there are no fixed hours. Whether you’re at your best in the morning light or thrive in the late-night quiet, you’ve got the freedom to work when your creativity peaks—no timecards, just trust.

  • OVERTIME

    We focus on keeping you balanced, not burned out. We also don't mess with time reserved for others; trusting this works both ways. We trust you to know when to push and when to pause, keeping your energy and creativity in check—no need to stretch yourself thin.

  • TIMEKEEPING

    Timecards? We don’t mess with those. Thriving here is not about punching in and out or counting hours like beans in a jar; it’s about what you deliver. Every week, you’ve got the trust to know what needs doing and when. Finish projects handed to you and consider it time well spent.

PERFORMANCE EXPECTATIONS

  • PERFORMANCE EXPECTATIONS

    Here, you're only as good as clients say you are. The whole setup outlined in the handbook exists, so you can rise to the occasion with creative work that stands out and makes an impact. We're flexible and generous for a reason, mainly because we trust you. You're here because we believe you have what it takes—now's your time to prove it.

  • Performance Review

    We’ve ditched traditional performance reviews and 360-degree feedback from colleagues. Here’s why: while feedback from peers has its place, it can distract from what really counts and shift the focus from collaboration to competition. Instead, we trust client feedback to measure our success. If our clients are satisfied, we know we’re on track.

  • Professional Development Opportunities

    We believe in honing your craft, not climbing a corporate ladder. Without traditional management roles, there’s no pressure to move into a C-suite position that pulls you away from what you do best. We’ve seen it too often—stepping away from what you know and do well leads to stress and unhappiness. Here, the focus is on mastery, not management.

    Your growth at Biarritz is about becoming better at what you love while enjoying the freedom and benefits that are hard to find elsewhere. We offer top-notch masterclasses and personalized coaching designed to elevate your skills and keep you at the cutting edge of your craft.

    Want to boost your earnings? When Biarritz thrives, we all share in the success. Here, perfecting your skills and delivering outstanding work leads to collective rewards

Helena, Biarritz Portugal

“It’s always struck me as strange—excel at what you love, and suddenly, you’re managing people instead of honing your craft. It feels counterintuitive.

Masterclasses from top industry pros offer a great way to sharpen your skills and stay ahead, keeping you right where your intensity thrives.”

CODE OF CONDUCT

  • Living Our Values

    Our work is driven by a set of core values that guide everything we do. This section includes a summary of our Code of Conduct. By being part of Biarritz, you agree to uphold these standards. 

    Our commitment to each other and the work we’re here to do means we expect every crew member to embody these values in their daily interactions, whether with colleagues, clients, or the wider community.

SUMMARY

  • Professional Behavior

    We believe in collaboration over competition. Respect each other’s time, space, and ideas, and treat everyone with the professionalism, kindness, and respect you’d expect in return. Be open and speak up when something doesn’t align with our values.

  • Confidentiality Matters

    Loose lips sink ships. We deal with sensitive information every day. Protecting our client’s data and our company’s confidential information is non-negotiable. Handle all data carefully; if in doubt, ask before sharing.

  • Smart use of resources

    Our resources—whether it’s time, tech, or anything in between—are here to fuel creativity and get the job done right. Use them smartly. Wasting or misusing what we’ve got isn’t just a bad move; it’s breaking the trust we’ve built and going against our Code.

  • Social Media & Public Presence

    When you’re out there online or speaking in public, remember you’re carrying the Biarritz name with you. What you say and do reflects on all of us, so keep it sharp and real. Represent Biarritz with integrity, always keeping in mind the impact you have.

  • Reporting & Accountability

    If something’s off, don’t stay quiet—speak up. We’re all about keeping things open and safe around here, so you can report any issues without looking over your shoulder. We take every report seriously and handle them with confidentiality.

  • Consequences of Violations

    Breaking this Code isn’t just crossing a line—it’s shattering the trust that holds Biarritz together. Depending on how serious the violation is, it could lead to a talk with HR or even termination. So, let’s keep it clean, respectful, and straight.

Harassment and Discrimination Policy

  • BE A WILDFLOWER

    Wildflowers are captivating rebels, flaunting their different colors, shapes, and sizes, adding beauty and diversity to the natural landscape. We're committed to building a workforce of untamed wild beauty as diverse as our clients and communities.

    Where you're from, who you worship, or who you get cozy with is none of our business. Harassment and discrimination in any form—whether based on race, gender, age, religion, sexual orientation, disability, or any other protected characteristic—have no place here.

    Our business ensures that every soul in the mix feels welcomed, valued, and respected.

SUMMARY

  • What We Stand Against

    Harassment can take many forms, from inappropriate comments or jokes to unwanted physical contact or bullying. Discrimination involves mistreating someone because of who they are or what they believe. Both are unacceptable at Biarritz, whether in the office, during work-related activities, or online.

  • Your Rights and Responsibilities

    Every crew member has the right to work in an environment free from harassment and discrimination. You also have a responsibility to help us maintain this environment. If you witness or experience behavior that doesn’t align with our standards, speak up. We’re here to listen and take action.

  • How to Report Issues

    If you encounter harassment or discrimination, report it immediately. You can reach out to our reporting system in Basecamp. We will investigate promptly and confidentially. Retaliation against anyone who reports harassment or discrimination is strictly prohibited and will be dealt with accordingly.

  • Investigation and Action

    When a report is made, we act fast. We’ll conduct a thorough investigation and take appropriate action, which may include disciplinary measures up to and including termination. We aim to resolve the issue quickly and fairly, ensuring that our workplace remains a safe and positive space for everyone.

  • Commitment to Ongoing Education

    We don’t just react—we prevent. Biarritz is committed to ongoing education and training on harassment and discrimination. We believe that awareness and understanding are crucial to fostering a culture of respect and inclusion.

  • We’re All in This Together

    Maintaining a harassment-free workplace isn’t just HR’s job—it’s everyone’s. We’re all responsible for creating an environment where everyone can thrive. We’re not just coworkers—we’re a crew. Treat each other with the respect and dignity we all deserve.

Substance Abuse Policy

  • Our Commitment to a Safe, Healthy Workplace

    We’re committed to maintaining a safe, healthy, and productive environment for everyone on our team. Substance abuse—whether involving drugs, alcohol, or other controlled substances—has no place in our workplace. It compromises safety, creativity, and the well-being of the entire crew.

    Zero Tolerance for Substance Abuse

    Biarritz has a zero-tolerance policy for the use, possession, distribution, or sale of illegal drugs, unauthorized prescription medications, or alcohol during work hours or work-related activities. Substance abuse that affects your performance, safety, or the safety of others is strictly prohibited.

    What’s Expected of You

    We expect all crew members to report to work fit for duty and free from the influence of substances that could impair their performance or judgment. If you’re taking medication that could affect your performance or your ability to work safely and effectively, please inform HR to discuss any necessary accommodations.

    Support for Those Who Need It

    We understand that substance abuse can be a challenging issue, and we’re here to help. If you’re struggling with substance use, we encourage you to seek assistance. Biarritz provides access to confidential counseling and support services. We’re committed to helping you get the support you need to recover and return to work safely.

    Reporting and Consequences

    If you suspect a crew member is under the influence or violating this policy, report it immediately. You can use our reporting system in Basecamp. We will investigate promptly and confidentially. Violation of this policy may result in disciplinary action, up to and including termination.

Communication and Technology

  • We’ve honed our devices and communication tools to ensure clarity, efficiency, and security in everything we do. Here’s how we keep our conversations flowing smoothly.

SUMMARY

  • Devices

    We equip our crew with the best tools to keep you at the top of your game. As standard equipment, each crew member will be provided with a MacBook AiriPad Air, and iPhone. These devices are meant to help you perform your work efficiently and effectively wherever you are.

    Usage: These devices are company property and are provided strictly for work-related tasks. Personal use is strictly forbidden. Remember, as part of maintenance or in the event of a security breach, we may need to remotely wipe your device without pre-warning, resulting in the immediate loss of any personal documents or photos.

    Care: All devices are secured, maintained, and monitored remotely to ensure they're always up-to-date and in good working order. This proactive approach helps us prevent issues before they arise, but if you encounter any problems, report them to IT immediately.

    Device Lifecycle: We write off devices after three years to maximize security standards and efficiency. When your device reaches the end of its lifecycle, it's yours to keep as a personal device for free.

  • Apps

    At Biarritz, we believe in keeping costs down while maintaining top-notch efficiency. To achieve this, we prioritize owning the software we run, keeping SaaS services to a bare minimum. This approach helps us manage expenses and ensures greater control over our tools and data.

    Here are the apps we use:

    Apple: All macOS apps, including Safari, Mail, Calendar, Messages, FaceTime and Apple iWork suite (Pages, Numbers, Keynote)

    Basecamp

    ZOOM

    These selected apps support our work, align with our security protocols, and help maintain a streamlined, effective workflow across the team.

    Please note that other apps are blocked, both as an app and in the browser, for security reasons. If you need a specific app to perform your work, submit a request in Basecamp. Once approved, we will make the app available in the most secure way possible.

  • Internal Communication

    We believe in keeping things simple and effective. For all internal communication, we rely on two essential tools:

    Basecamp: Our go-to platform for project management and team collaboration. Whether it's a quick update, a detailed project plan, or a brainstorming session, Basecamp keeps us all on the same page.

    Apple FaceTime / ZOOM: For one-on-ones, team meetings, or any time we need to bring the crew together in a virtual room, Apple FaceTime and ZOOM are our platforms of choice. It's where we see each other, share screens, and make things happen.

  • External Communication

    Our external communication channels mirror our internal ones to keep everything streamlined and secure:

    Basecamp: We collaborate with clients, partners, and vendors. It’s where we share files, update progress, and maintain a clear line of communication with everyone involved.

    Apple FaceTime / Zoom: For external meetings, presentations, or any time we need to bring crew and clients together in a virtual room, Apple FaceTime and Zoom are our platforms of choice. They allow us to welcome clients into the fold, present ideas, and collaborate in real time.

  • Email and Internet Usage

    Email is reserved for official communication and should be used professionally. Here’s what we expect:

    Professional Use Only: Keep email communications clear, concise, and work-related.

    Internet Usage: The internet is a powerful tool for research and collaboration, but it’s also a place where distractions can creep in. We will block websites with a shady reputation. We trust you to use the internet responsibly.

    Security: Be mindful of phishing scams and avoid clicking on suspicious links. Our reputation and security depend on each of us staying vigilant.

  • Confidentiality

    Trust is paramount in our line of business. The information you work with is often sensitive and vital to our clients and the company.

    Keep It Close: Confidential information should stay within Biarritz. Hand all information carefully, whether it’s client data, project details, or internal strategies.

    NDAs and Contracts: Respect all non-disclosure agreements and contracts you’re bound by. Sharing confidential information outside of these agreements is not just against our policy—it’s against the law.

    Data Security: Protect company and client data with solid passwords and secure backups, and avoid sharing information over unsecured channels.

Termination of Employment

  • We work hard to build an environment where everyone can thrive, but sometimes it’s time to paddle out in a new direction. Whether you’re heading off to chase new adventures or it’s time for us to part ways, we believe in keeping things respectful and clear. This section’s got you covered on everything you need to know—whether you’re resigning or it’s a company-initiated decision. Our aim? To make sure everyone walks away on solid ground, ready for whatever comes next.

SUMMARY

  • Voluntary Termination

    We value your journey, whether you’re riding the waves with us or choosing to paddle out to new horizons. While we prefer a two-week notice to ensure a smooth transition, we understand that sometimes life calls for an immediate change. If so, we’ll work with you to make your exit seamless and supportive.

  • Involuntary Termination

    Sometimes, the ride comes to an unexpected end. If Biarritz must initiate termination, it’s never a decision made lightly. We believe in transparency and fairness throughout this process. We will inform you of the reasons behind the decision, provide you with the necessary documentation, and pay you the final compensation.

  • Exit Procedures

    Leaving Biarritz is as much about closing the chapter gracefully as it is about looking forward to what’s next. When it’s time to part ways, we’ll walk you through the exit procedures, including returning company property and finalizing any outstanding work. We’ll make sure you have everything you need for your future endeavors.

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