Legal Support for Global Capability Centres in India

Employment Agreements and HR Documentation for GCCs

The employment contract is the principal document between the India entity and its employees. It may require a different treatment for senior management personnel or employees having wider authority, access to group information or responsibility for client-facing work.

The employment documentation may cover:

• offer letters and employment agreements;
• consultant agreements;
• secondment and inter-company agreements;
• onboarding and confidentiality undertakings;
• Aadhaar consents and intellectual-property undertakings;
• employee privacy notices;
• probation confirmation letter;
• performance improvement plans;
• exit documents;
• warning and termination letters; and
• employee-facing communications.

An offer may be made subject to proof of the employee’s right to work in India, identity and tax records, bank and provident-fund information, pre-employment screening and confirmation that the proposed employment does not breach an obligation owed to a former employer.

The employment agreement may then deal with remuneration, probation, place of work, reporting, working hours, transfer or secondment, confidentiality, intellectual property, notice period, company assets and handover.

Where the employee’s normal place of work changes, the revised position should be recorded through an addendum or formal communication in any form instead of being left to an informal communication. The addendum may amend the location provision while leaving the remaining terms of employment unchanged.

GCCs should review their HR policies and employment documentation, especially in light of the new Labour Codes and corresponding Central rules to ensure continued compliance.

Employee Handbooks and HR Policies for GCCs

Company service rules or an employee handbook should record the employment practices which the India team is expected to follow.

The handbook may cover working hours, work location, notice period, maternity benefits, statutory benefits, workplace conduct, additional grounds of termination and exit formalities. It may also contain separate policies on leave, attendance, IT hardware, social-media use, equal opportunity, information security, code of conduct and the return of company property.

The company’s contract, handbook and actual HR process should operate together. A policy should not provide a position which conflicts with the employee’s contract or with a communication already issued by HR.

GCC-related HR work may also involve secondments, international travel by signing a travel undertaking, onsite and offsite arrangements, group insurance, employee transfers, group-company visits and the use of employees at client or associated-company locations.

Employee exits require a review of the employment agreement, notice position, handover, company property and full and final settlement. Misconduct, unauthorised absence, policy violations and non-return of company items should be addressed through documents which record the factual position and the action being taken.

Commercial Contracts and Vendor Agreements for GCCs

A GCC may enter into agreements with customers, technology providers, consultants, staffing agencies, landlords and other vendors supporting the India operations.

The indicative contract set may include:

• master service agreements;
• statements of work;
• Inter-company services
• software and SaaS agreements;
• technology-transfer and licence agreements;
• staffing and consultant agreements;
• non-disclosure agreements;
• lease deeds;
• cloud hosting agreements;
• transition services agreement;
• annual maintenance contracts;
• purchase orders; and
• service-level agreements.

Where a master agreement is followed by separate statements of work, each statement of work should record the services, deliverables, payment milestones, service locations, approved personnel, subcontracting position, data processing and financial responsibility for the particular engagement.

Vendor arrangements may also require service levels, personnel qualifications, replacement obligations, knowledge transfer, business continuity, confidentiality, data security, indemnity and handover requirements.

The contract should identify which entity is signing, which personnel will perform the work and which party will receive confidential information or personal data. These points should not remain dependent upon emails exchanged after the main agreement has been executed.

Data Privacy and Employee Information for GCCs

A GCC may use group systems and external service providers for recruitment, payroll, benefits, performance management, communication, security and employee administration.

The employee privacy notice should explain the information being processed, the purposes for which it is used and the parties with whom it may be shared.

The information may include recruitment records, contact details, remuneration, bank information, attendance and leave records, performance reviews, training records, grievance material, disciplinary records and information generated through the use of company systems.

When employee information is being accessed by overseas groups, the Indian entity shall maintain governance measures ensuring access, retention and confidentiality of such information is as per Indian laws.

Employee information may be shared with group companies, payroll processors, benefits administrators, background-verification agencies and hosting or storage providers where required for employment administration.

Access should be limited to persons who require the information for the relevant work-related purpose. External providers should also be subject to written confidentiality and security requirements.

Confidentiality and Intellectual Property Protection for GCCs

Employees and consultants working in a GCC may have access to group technology, business information, client data, software, processes and other proprietary material.

The employment and consultancy documents should contain confidentiality obligations and should record the ownership or assignment of intellectual property created during the engagement.

Where existing software, processes or proprietary tools are used while providing services, the contract should distinguish this material from the work product created for the customer.

The documents should also deal with the return or destruction of confidential information, company equipment and proprietary material when the employment or consultancy arrangement ends.

POSH Compliance for Global Capability Centres

The POSH workstream may include constitution of the Internal Committee, preparation and adoption of the POSH policy, the Internal Committee’s terms of reference and sensitisation of management and senior officials.

It may also cover employee and Internal Committee training, annual reporting, external-member support and assistance during an inquiry.

A general grievance, whistleblower or global workplace-conduct process should not be treated as a substitute for the India-specific POSH process where the statutory framework applies. If a complaint requires the involvement of grievance redressal and an internal committee, both the proceedings must be carried out independently.

Registrations and Workplace Compliance for GCCs in India

The post-incorporation work may include the employment agreement, employee handbook, equal-opportunity documentation, employee data notice and POSH documents.

The India entity may also require state- specific Shops and Establishments, provident-fund, employee-state-insurance and other registrations depending upon its place of business, employee strength and operating requirements.

The filing work may be completed by payroll, accounting, company-secretarial or other consultants. The legal review should first identify applicability, the supporting documents and the continuing requirements following registration.

Employee, Vendor and Commercial Disputes

Pre-dispute support may include recovery notices, legal notices, notices invoking arbitration and review of communications proposed to be issued to vendors, customers, employees or government authorities.

Employee matters may involve misconduct, unauthorised absence, performance, policy violations, termination, confidentiality, non-return of company property and full and final settlement.

The signed agreement, policies, internal approvals and factual record should be reviewed before the company communicates its final position.

Ongoing Legal Retainer Support for GCCs in India

Continuous and regular review of employment documentation, workplace policies and other contracts must take place to ensure that the Indian entity remains compliant with regulatory requirements to avoid disputes in the future. A monthly legal retainer may cover commercial agreements, HR laws advisory and documentation, POSH, annual POSH reporting, data privacy, negotiations, corporate legal advisory, dispute support, registrations, licences, approvals and legal updates.

The retainer also allows the GCC’s new contracts, employee communications and compliance requirements to be reviewed against its existing documents and operating process rather than as unrelated requests.

Setting up a GCC in India requires more than a legal setup. It involves an ongoing responsibility beyond initial registration and incorporation. As this Indian entity grows, the employment documentation, internal policies, data privacy practices, and other statutory compliances must evolve. It is pertinent to ensure that the Indian entity adopts the policies and documentation of a global company in such a way that it remains consistent with Indian law.

Our firm works closely with GCCs throughout this process by providing legal support throughout their operational lifecycle. We provide assistance in HR and employment documentation, POSH, data privacy, corporate advisory and other commercial contracts with the focus being to ensure that the legal framework supports the operation of GCC in India.