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Lumen — Internal HR Portal

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Table of Contents

  1. Mission & Values
  2. Onboarding Guide (Day 0, Week 1, 30/60/90)
  3. How We Work
  4. Sample HR Policies
  5. Compliance Guardrails for a Dementia-Care Wearable

1) Mission & Values

Mission

Restore confidence and safety for people with memory loss through dignified, privacy-first assistive technology.

Core values and how we behave

  • Dignity
  • Use people-first language. Avoid deficit framing.
  • Ship features that reduce stigma (visible indicators, discreet form factors).
  • Consent
  • Get informed consent before recording or identifying anyone.
  • Honor revocation fast. Build obvious ways to say “no.”
  • Safety
  • Treat safety incidents as Sev-0 until proven otherwise.
  • Test fall detection and SOS paths weekly in staging.
  • Privacy by default
  • Process on-device first. Keep buffers short. Minimize collection.
  • Default to opt-in. Log all access to PII/PHI.
  • Caregiver empathy
  • Design flows for families with shared responsibilities and stress.
  • Communicate clearly. No surprises.
  • Clinical rigor
  • Separate product claims from hypotheses. Label pilots.
  • Follow evidence and document acceptance criteria.
  • Accessibility
  • Meet or exceed WCAG 2.2 AA for apps and portal.
  • Provide non-voice and non-touch fallbacks.

2) Onboarding Guide

Day 0 (before start)

  • Sign offer, IP/Confidentiality, and policy acknowledgments in HRIS 🔧.
  • Complete employment eligibility (I-9 US or local equivalent) 🔧.
  • Background check per role 🔧.
  • Manager submits access request: email, SSO (), groups.
  • IT ships laptop and accessories; enroll in MDM ().
  • Security creates least-privilege roles.

Week 1

  • Accounts:
    Email, SSO, HRIS https://hris.lumen.corp, payroll 🔧, benefits 🔧, code repo (), design (Figma), ticketing (), device mgmt (), incident tooling (), docs ().
  • Mandatory training (complete within 7 days):
    Security 101, PHI/PII handling (HIPAA overview) 🔧, harassment prevention (by jurisdiction) 🔧, accessibility basics, AI usage policy, secure coding (if applicable).
  • Hardware provisioning:
    Laptop, test phone, pendant dev kit, chargers. Enable full-disk encryption. Screen lock ≤ 5 min.
    Read and e-sign Equipment Use & Return policy.
  • Meet your people:
    HR (hr@lumen.corp), IT Help (it@lumen.corp), Security (security@lumen.corp), Legal (legal@lumen.corp), People Manager, Clinical Advisor.

30 / 60 / 90 days

  • 30: Finish all training; read product safety SOPs; shadow one support call. Propose one privacy risk you see and a mitigation.
  • 60: Own one SOP update or draft for your area. Add one Decision Record (ADR) in your team repo.
  • 90: Pass access review; close onboarding goals with manager; document “How I operate” page.

3) How We Work

  • Working hours: Core hours 🔧. Flexible outside core to support caregivers. Record time off in HRIS.
  • Meetings: Default 25/50 minutes. Agenda in invite. Notes with decisions and owners.
  • Docs by default: Write first. Share drafts early. Use versioned folders. ADRs for decisions.
  • Security: MFA everywhere. No personal cloud. Report phish with one click.
  • PR/External comms: No public claims about clinical efficacy, safety, or regulatory status without Legal and Clinical sign-off 🔧. Do not discuss patient data, incidents, or roadmap externally.
  • Incident mindset: If you see something off (privacy, safety, ethics), open an incident within 15 minutes. Blameless postmortems within 5 business days.

4) Sample HR Policies (short form)

Each policy lists Purpose, Scope, Rules, How to request, Links.

4.1 Paid Time Off (PTO) & Sick Leave 🔧

  • Purpose: Rest and wellness.
  • Scope: All regular employees in .
  • Rules:
    PTO accrues at hours/pay period with cap . Sick leave per . Local carryover rules apply. Manager approval required for PTO > 3 days. Sick time can be taken in 1-hour increments. No retaliation for sick use.
  • How: Request in HRIS ≥ 5 business days in advance (PTO). Sick leave ASAP by Slack/email + HRIS.
  • Links: PTO calendar; HRIS guide.

4.2 Caregiver Leave 🔧

  • Purpose: Support employees caring for family.
  • Scope: Employees in ; definitions per law.
  • Rules:
    Up to weeks paid caregiver leave; runs concurrent with FMLA/CFRA where applicable. Documentation may be required. Scheduling flexible. Benefits continue during paid leave.
  • How: File request in HRIS; HR confirms eligibility and dates.
  • Links: Policy PDF; forms.

4.3 Remote/Hybrid Work & Home-Office Stipend 🔧

  • Purpose: Enable safe, effective work.
  • Scope: Roles approved for .
  • Rules:
    Maintain safe workspace; secure Wi-Fi; private area for PHI/PII calls. Stipend <$$/month> for Internet/ergonomics where allowed. Onsite days per team charter.
  • How: Manager approval; expense stipend via .
  • Links: Remote checklist; stipend FAQ.

4.4 DEI & Anti-Harassment

  • Purpose: Safe, respectful workplace.
  • Scope: Everyone, including contractors.
  • Rules: Zero tolerance for harassment or discrimination. Multiple reporting paths: manager, HR, anonymous hotline . Prompt, impartial investigation. No retaliation.
  • How: Report via HRIS case, hotline, or email.
  • Links: Policy; training.

4.5 Code of Conduct

  • Purpose: Expected behavior.
  • Scope: All work activities and company spaces.
  • Rules:
    No recording or face ID use without consent. Avoid conflicts; disclose outside work. Vendor gifts ≤ <$limit> per year 🔧. Use company systems; follow export controls.
  • How: Ask Legal about conflicts; log gifts in registry.
  • Links: Gift log; conflict disclosure form.

4.6 Data Privacy & Security

  • Purpose: Protect PII/PHI and proprietary data.
  • Scope: All systems and data.
  • Rules:
    Least privilege; MFA; encrypt data in transit/at rest. No production data in personal tools. PHI only in approved environments. Retention: follow schedule . Geofenced no-record zones honored. Access logged and reviewed quarterly.
  • How: Request access via ticket; report incidents immediately.
  • Links: Data map; retention schedule; DPA templates.

4.7 AI Usage Policy

  • Purpose: Safe, compliant AI use.
  • Scope: All employees and contractors.
  • Rules:
    Use only approved AI tools list. No customer or production data in public LLMs. Red-team sensitive prompts. Label AI-generated content in validation workflows. Keep model and data cards updated.
  • How: Request tool approval via Security; log evaluations.
  • Links: Approved tools; model card template.

4.8 Incident Reporting (Security, Safety, Ethics)

  • Purpose: Fast response prevents harm.
  • Scope: All incidents or near misses.
  • Rules:
    Report within 15 minutes via . 24/7 Security on-call. Preserve evidence. Comms run through IC only. Postmortem within 5 business days; action items tracked.
  • How: Pager ; fallback: security@lumen.corp.
  • Links: Severity matrix; runbooks.

4.9 Expense & Travel Basics 🔧

  • Purpose: Spend responsibly.
  • Scope: Business expenses only.
  • Rules:
    Book through . Coach airfare; hotels ≤ <$cap>/night; per diem per tables. Pre-approve trips > <$threshold>. Receipts required > <$amount>.
  • How: Submit in within 10 days.
  • Links: Policy; approver matrix.

4.10 Equipment Return & Offboarding

  • Purpose: Secure exit.
  • Scope: Employees and contractors.
  • Rules:
    Return all gear within 5 days. HR and IT disable access on last day. Run data handover checklist. Keep personal data out of company systems.
  • How: HR coordinates; IT issues shipping labels.
  • Links: Offboarding checklist.

5) Compliance Guardrails for Lumen (Policy vs SOP)

  • Consent cues: Obtain and record consent for ID features; provide “do not identify me” mode. Policy.
  • Visible indicators: LED + on-screen icon when sensing/recording; physical shutter on pendant. Policy & SOP-Hardware.
    SOP link:
  • Geofenced no-record zones: Block sensing in marked locations; allow manual override only with logged justification. Policy & SOP-App.
    SOP link:
  • Rolling audio buffer: 30–120 s max; auto-erase after on-device inference; no cloud by default. Policy & SOP-FW.
    SOP link:
  • Dataset governance: Data inventory, lineage, consent tags, retention, deletion SLAs. Policy & SOP-Data.
    SOP link:
  • Bias checks (face/voice): Demographically stratified tests; publish model cards; block deployment if parity thresholds unmet. Policy & SOP-ML.
    SOP link:
  • Fall-detection QA: Sensitivity/specificity gates; weekly simulated falls; partner site drills. Policy & SOP-QA.
    SOP link:
  • Caregiver portal access controls: RBAC, MFA, share revocation, audit trails; emergency access with justification. Policy & SOP-Platform.
    SOP link:
  • Regulatory claims: No therapeutic or diagnostic claims without Legal/Clinical review; follow FDA/FTC guidance for consumer health devices. Policy. 🔧
  • Cross-border transfers: Use SCCs/DPAs where applicable; local hosting if required. Policy. 🔧

This portal is guidance, not legal advice. Items marked 🔧 need local counsel or HR review.