1. Purpose

The purpose of this policy is to define the approved format and control requirements for employee identification cards issued by Afras Trading & Contracting Co. This policy supports company security, professional appearance, project compliance, and employee authentication through physical and digital means.

2. Scope

This policy applies to all Afras employees, contractors, temporary staff, and affiliated personnel who are issued company identification cards for office, operational, or project-related use.

Any ID card that does not conform to the approved format and requirements stated in this policy shall be considered invalid and will not be recognized by Afras or its clients.

3. Approved ID Card Format

Required Employee Data

Each approved ID card must contain the following information under the employee photograph:

• Full Name
• ID Number (Afras reference number)
• Designation / Job Title
• HSE Inducted On / Held Date
• Blood Group

Footer Text

The official footer text shall read: “AFRAS TRADING & CONTRACTING CO. (Waste Management Services)”

4. Security Features

To ensure authenticity, traceability, and durability, all employee ID cards must include the following security features:

• Unique QR code linked to the official Afras employee verification system
• Approved Afras and project/client logos only
• High-resolution print quality suitable for professional site access use
• Lamination or durable card finishing to prevent damage and tampering
• Bleed-safe printing and proper alignment to preserve official appearance

5. Issuance and Control

• ID cards shall be issued only by the authorized HR/Admin or designated company department.
• Each employee must be issued only one valid official ID card unless a replacement is approved.
• Replacement of lost, damaged, or outdated cards must be properly documented.
• All issued ID cards should be recorded in the company system for monitoring and verification.

6. Usage Guidelines

• Employees must wear their ID card visibly while on duty or while inside project or company premises.
• ID cards remain the property of Afras Trading & Contracting Co.
• ID cards must be surrendered upon resignation, termination, transfer, or upon company request.
• Lost or damaged cards must be reported immediately for deactivation and reissuance.
• ID cards are strictly non-transferable and may only be used by the person to whom they were issued.

7. Prohibited Actions

The following actions are strictly prohibited:

• Using unauthorized, duplicate, or non-approved ID cards
• Altering, tampering with, or defacing any official company ID card
• Sharing, lending, or transferring an ID card to another individual
• Displaying fake, expired, or unofficial QR codes
• Modifying logos, employee data, card colors, or approved layout without authorization

8. Enforcement

Any employee ID card that does not match the approved format or fails digital verification requirements shall not be recognized by Afras or its clients.

• Site access may be denied for non-compliant cards
• Security teams may reject cards that are unreadable, altered, or not digitally verifiable
• Misuse, duplication, or tampering may result in disciplinary action

9. Compliance with Client Requirements

Afras employee ID cards must comply not only with internal company requirements but also with project-specific and client-specific standards, including but not limited to NEOM, Vision 2030 projects, and other approved client environments.

Where client-specific branding is required, only the approved project logo may be changed while the official structure, security, and mandatory employee data remain consistent with this policy.

10. Employee Verification System

Afras Trading & Contracting Co. shall maintain an official Employee Verification System to digitally validate the authenticity of employee identification cards.

10.1 Verification Method

• Each ID card must contain a unique QR code.
• The QR code must direct users to the official Afras employee verification page or portal.
• The verification system must confirm whether the employee record is valid and active.

10.2 Verification Information Display

The verification system should display, where applicable:

• Employee Full Name
• ID Number / Reference Number
• Designation
• Employee Photograph
• Project Assignment
• Employment Status (Active / Inactive)
• Relevant compliance or induction information

10.3 Accessibility

• The employee verification page must be mobile-friendly and accessible via QR scan.
• The system may also be accessed directly through a browser link provided by Afras.
• The page should load clearly on mobile devices used by HR, security staff, and client representatives.

10.4 Data Integration

• The verification page may retrieve employee data from the official Afras database, Google Sheet, or approved internal record system.
• The system must always reflect the latest approved employee information.
• Any outdated, inactive, or removed employee record must be clearly identifiable in the system.

10.5 System Integrity

• Only official Afras QR links and verification pages shall be treated as valid.
• Fake, duplicated, altered, or unofficial verification pages shall be considered a security violation.
• Employees without a working verification record may be denied site access until the issue is resolved.

Live Employee Verification System

Below is the official Afras Employee Verification interface. Authorized users can verify employee identity using Iqama Number, Registration Number, or Computer Number.

11. Policy Authority

This policy is approved and enforced by the management and administration of Afras Trading & Contracting Co. All departments responsible for employee onboarding, site administration, HR, security, and project coordination must ensure full compliance with this policy.