B N Rathi Securities Ltd.

B N Rathi Securities Ltd. Money management....At its Best.
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Investor Relation

Preservation of Documents

POLICY ON PRESERVATION OF DOCUMENTS

Scope/ Legal Frame work

A policy on preservation of Documents (defined below) would ensure safe keeping of the records and safeguard the documents for getting man handled, while at the same time avoiding superfluous inventory of Documents. The Company, therefore, formulates this policy, in pursuance to Regulation 9 of the Securities Exchange Board of India (Listing Obligations and Disclosure requirements) Regulations, 2015 on preservation of the Documents to aid the employees in handling the documents efficiently. It not only covers the various aspects on preservation of the Documents, but also the safe disposal/destruction of the Documents

Definitions

“Act” means the Companies Act, 2013.

Applicable Law“means any law,rules,circulars,guidelines or standards issued by Securities Exchange Board of India, Ministry of Corporate Affairs and The Institute of Company Secretaries of India under which the preservation of the documents has been prescribed.

“Authorised Person” means any person duly authorised by the Board.

“Board” means the Board of directors of the Company or its Committee.

“Company” means M/s. B.N.RATHI SECURITIES LTD.

“Current Document(s)” means any Document, that still has an ongoing relevance with reference to ongoing litigation, proceedings, complaint, dispute, contract or any like matter.

“Document(s)”refers to papers,notes, agreements, notices, advertisements,requisitions, orders, declarations, forms, correspondence, minutes, indices, registers and or any other record, required under or in order to comply with the requirements of any Applicable Law, whether issued, sent, received or kept in pursuance of the Act or under any other law for the time being in force or otherwise, Maintained on paper or in Electronic Form and does not include multiple or identical copies.

“Electronic Record(s)”means the electronic record as defined under clause (t) of subsection (1) of section 2 of the Information Technology Act, 2000. or any like matter. 2.9.“Electronic Form”means any contemporaneous electronic device such as computer, laptop, compact disc, floppy disc, space on electronic cloud, or any other form of storage and retrieval device, considered feasible, whether the same is in possession or control of the Company or Otherwise the Company has control over access to it.

“Maintenance” means keeping Documents, either physically or in Electronic Form.

“Preservation”means to keep in good order and to prevent from being altered, damaged or destroyed.

“Regulations”means the Securities Exchange Board of India (Listing Obligation and Disclosure Requirements) Regulations, 2015 The words and phrases used in this Policy and not defined here shall derive their meaning from the Applicable Law.

Coverage / Objective

A policy on preservation of Documents (defined below) would ensure safe keeping of the records and safeguard the documents for getting man handled, while at the same time avoiding superfluous inventory of Documents. The Company, therefore, formulates this policy, in pursuance to Regulation 9 of the Securities Exchange Board of India (Listing Obligations and Disclosure requirements) Regulations, 2015 on preservation of the Documents to aid the employees in handling the documents efficiently. It not only covers the various aspects on preservation of the Documents, but also the safe disposal/destruction of the Documents

  • Documents whose preservation shall be permanent in nature;
  • Documents with preservation period of not less than eight (8) years after completion of the relevant transactions.

The classification of the documents has been made in the Annexure which forms part of this Policy. While prescribing different time periods for preservation of records, the following aspects have been taken into account:

  • Compliance with statutory and regulatory requirements.
  • Requirements of SEBI/RBI/MCA officials to have access to certain records.
  • Requirements of internal and external auditors to have access to certain records.

The documents or records not covered by this Policy shall be maintained by the Company for the time period specified for their preservation under any statute or regulation, for the time being in force. Provided further that the Company may keep the documents as specified above in electronic mode.

Provision with regard to Preservation of Documents under various Laws

The Company from time to time establishes retention or destruction of policies or documents or schedules for specific categories of records in order to ensure legal compliance, and also to accomplish other objectives, such as preserving intellectual property and cost management. Several categories of documents that bear special consideration are identified below. While minimum retention periods are suggested, the retention of the documents identified below and of documents not included in the identified categories should be determined primarily by the application of the general guidelines affecting document retention identified above, as well as any other pertinent factors.

Tax Records: Tax records include, but may not be limited to, documents concerning payroll, expenses, proof of deductions, business costs, accounting procedures, and other documents concerning the Company's revenues. Tax records may be retained for at least Eight years from the date of filing the applicable return.

  • Compliance with statutory and regulatory requirements.
  • Requirements of SEBI/RBI/MCA officials to have access to certain records.
  • Requirements of internal and external auditors to have access to certain records.

Employment Records/Personnel Record: Several Central & State statutes require the Company to keep certain recruitment, employment and personnel information. The Company should also keep personnel files that reflect performance reviews and any complaints brought against the Company or individual employees under applicable Central & State statutes. The Company should also keep all final memoranda and correspondence reflecting performance reviews and actions taken by or against personnel in the employee's personnel file. Employment and personnel records should be retained for six years or till the cessation of the employee.

Board and Board Committee Materials: Meeting minutes should be retained in perpetuity in the Company's minute book. A clean copy of all Board and Board Committee materials should be kept as long as they remain current or for 8 financial years, whichever is later.

Press Releases/Public Filings: The Company should retain permanent copies of all press releases and publicly filed documents under the theory that the Company should have its own copy to test the accuracy of any document a member of the public can theoretically produce against that Company. Press releases / public filings related documents should generally be maintained for a period of eight years or till the completion of the case, whichever is later.

Legal Files: Legal counsel should be consulted to determine the retention period of particular documents, but legal documents should generally be maintained for a period of eight years or till the completion of the case, whichever is later.

Marketing and Sales Documents: Development documents are often subject to intellectual property protection in their final form (e.g., patents and copyrights). The documents detailing the development process are often also of value to the Company and are protected as a trade secret where the Company:

Development/Intellectual Property and Trade Secrets: Development documents are often subject to intellectual property protection in their final form (e.g., patents and copyrights). The documents detailing the development process are often also of value to the Company and are protected as a trade secret where the Company:

  • (i) Derives independent economic value from the secrecy of the information; and
  • (ii) The Company has taken affirmative steps to keep the information confidential.
  • (ii)The Company should keep all documents designated as containing trade secret information for at least the life of the trade secret.

Contracts: Final, execution copies of all contracts entered into by the Company should be retained. The Company should retain copies of the final contracts for at least eight (8) years beyond the life of the agreement, and longer in the case of publicly filed contracts.

Electronic Mail: E-mail that needs to be saved should be either:

  • (a) Printed in hard copy and kept in the appropriate file; or
  • (b) Downloaded to a computer file and kept electronically or on disk as a separate file.

Electronic documents will be retained as if they were paper documents. Therefore, the electronic files should be maintained for the appropriate amount of time depending upon the subject matter of the email and should be determined primarily by the application of the general guidelines affecting document retention. If a user has sufficient reason to keep an e-mail message, the message should be printed in hard copy and kept in the appropriate file or moved to an “archive” computer file folder. Backup and recovery methods should be tested on a regular basis.

General: Notwithstanding anything contained in this Policy, the Company shall ensure to comply with any additional requirements as may be prescribed under any laws/regulations either existing or arising out of any amendment to such laws/regulations or otherwise and applicable to the Company, from time to time.

Amendment: The Board of Directors of the Company reserves the right to amend or modify this Policy in whole or in part, as may be required, at any point of time.

ANNEXURE – A

Records to be preserved permanently

Item No. Records
1 Certificate of incorporation
2 Certificate for commencement of business
3 Memorandum and Articles of Association
4 Agreements made by the Company with Stock Exchanges, Depositories, etc.
5 Minute Books of General Meetings, Board and Committee Meetings as per Companies Act, 2013
6 Register and Index of Members, debenture-holders, if any or other security holders, if any
7 Register of Contracts as per Companies Act, 2013
8 Register of Charges as per Companies Act, 2013
9 Register of Investments as per Companies Act, 2013
10 Files relating to premises viz. Title Deeds/Lease Deeds of owned premises/land and building, etc. and related Ledger / Register
11 Authorization / licenses obtained from any statutory authority
12 Policies of the Company framed under various regulations
13 Register of disposal of records
14 Certificates obtained from various statutory authorities
15 Such other records as may be required under any law from time to time.
ANNEXURE – B

Records to be preserved for minimum period of eight years.

Item No. Records
1 Instrument creating charge or modification (from the date of satisfaction of charge) as per Companies Act, 2013
2 Register of Inter Corporate Loans and Investments as per the Companies Act, 2013
3 Annual Returns as per Companies Act, 2013
4 Register of Deposits as per Companies Act, 2013
5 Register of Allotment (from the date of each allotment) as per Companies Act, 2013
6 Annual financial statements including: - Annual accounts - Directors report - Auditors report
7 Vouchers / Voucher register and books of accounts as defined under sub-section 13 of section 2 of the Companies Act, 2013
8 Income Tax Returns filed under Income Tax Act, 1961
9 All notices in form MBP – 1 received from Directors and KMPs alongwith any amendment thereto
10 Return of declaration in respect of beneficial interest in any share as per Companies Act, 2013
11 Copy of newspaper advertisement or publications
12 Records relating to Court Cases / CBI Cases / Police Cases/ Civil Suits/ Labour Court Cases/ Arbitration Cases
13 Compliance Reports received from any statutory authority
14 Correspondences made with any statutory authority
15 Register of Power of attorneys, if any
16 Forms and returns filed with RBI/MCA or with any other statutory authority

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Inactive Clients' Policy

Inactive Client account: Client account will be considered as inactive if the client does not trade for period of one year. Calculation will be done at the beginning of every month and those clients who have not traded even a single time will be considered as inactive, the shares/credit ledger balance if any will be transferred to the client within one week of the identifying the client as inactive. The client has to make written request for reactivation of their account

Disclaimer

B. N. Rathi Securities Limited (hereinafter referred to as the "Website" www.bnrsecurities.com) and owns, has the license to use or otherwise has the right to use, free of any pending or threatened liens, all content, graphics, HTML and asp or other scripts displayed and used on the Website. The Use Of The Website By The Customer Shall Mean That He/She Agrees With The Following Terms Of Use.

  • )B. N. Rathi Securities Limited has launched and established an online trading service on the Website (hereinafter referred to as the "Service"). B. N. Rathi Securities Limited has exclusive and sole discretion to select the Customers who would be entitled to use, access and benefit out of the Service. B. N. Rathi Securities Limited also reserves the absolute right and discretion to decide on the criteria for selecting the Customers to participate in the Service offered hereunder.
  • )The offering of the Service is subject to the requisite permissions, approvals, licenses and any other clearance from the appropriate regulatory authority viz., Securities and Exchange Board of India, National Stock Exchange of India Limited, The Bombay Stock Exchange Ltd, Mumbai and any other relevant authority that may be the regulatory authority of the Service.
  • )The Service offered by B. N. Rathi Securities Limited envisages a Customer opening a Trading account.
  • )This Service on the Website does not constitute an offer to sell or a solicitation to any person in any jurisdiction where it is unlawful to make such an offer or solicitation. This Service is not intended to be any form of an investment advertisement, investment advice or investment information and has not been registered under any securities law of any foreign jurisdiction and is only for the information of any person in any jurisdiction where it may be lawful to provide such information, otherwise the same shall not be considered an information. The distribution of this Service or content in other jurisdictions may be restricted by law and the persons who access the Service should inform themselves about, and observe any such restrictions. By accessing and surfing this Website, the Customer agrees to be bound by the foregoing limitations.
  • )No information, market analysis, research report, etc. on the Website is to be construed as a representation with respect to shares, securities or other investment regarding the legality of an investment therein under the respective applicable investment or similar laws or regulations of any person or entity accessing the Website.
  • )This Service is provided on an "As Is" basis. B. N. Rathi Securities Limited and its Affiliates disclaim any warranty of any kind, imputed by the laws of any jurisdiction, whether express or implied, as to any matter whatsoever relating to the Service, including without limitation the implied warranties of merchantability, fitness for a particular purpose, and non infringement. B. N. Rathi Securities Limited and the Service and the Offer are subject to the jurisdiction only of the courts at Hyderabad.
  • )Use of the Service by any persons, is at Customer's own risk. The data and information provided on the Website is not advice, professional or otherwise, and should not be relied upon as such. Neither the information, nor any opinion contained in this Website constitutes a solicitation or offer by B. N. Rathi Securities Limited to buy or sell any securities, futures, options or other financial instruments or provide any investment advice or service. B. N. Rathi Securities Limited or their employees have or may have an outstanding buy or sell position or holding in the securities, options on securities or other related investments of issuers and companies mentioned herein. The investments discussed or recommended in the market analysis, research reports, etc. may not be suitable for all investors. Investors must make their own investment decisions based on their specific investment objectives and financial position and using such independent advisors as they believe necessary. Information herein is believed to be reliable but B. N. Rathi Securities Limited does not warrant its completeness or accuracy. The content of the articles and the interpretation of data are solely the personal views of the contributors and do not in any way reflect the views of B. N. Rathi Securities Limited. Users are advised to peruse the articles and other data in the Website only as information and to rely on their own judgment when making investment decisions.
  • )Neither B. N. Rathi Securities Limited nor its Affiliates shall be precluded from making any contract or entering into any arrangement or transaction with the companies mentioned herein or with itself in the ordinary course of business or from undertaking any banking, financial or agency services for the companies or for itself or from underwriting or guaranteeing the subscription of or placing or subscribing for or otherwise acquiring, holding or dealing with any of the stocks or shares or debentures or debenture stocks or any other securities whatsoever of the companies or in which the companies may be interested, either with or without a commission, or other remuneration or otherwise, at any time entering into any contract of loan or deposit or any other contract or arrangement or transaction with the companies or being concerned or interested in any such contract or arrangement or transaction which any other company or person would be entitled to enter into with the companies and they shall not be in anyway liable to account either to the companies or any person visiting or accessing the Website including a Customer of the Service for any profits made by them thereby or in connection therewith a and the B. N. Rathi Securities Limited or its owner or Affiliate shall also be allowed to retain for their or his own benefit any customary share of brokerage, fee, commission, interest, discount or other compensation or remuneration allowed to them.
  • )B. N. Rathi Securities Limited along with its directors, employees, associates or other representatives and its Affiliates along with its directors, employees, associates or other representatives shall not be liable for damages or injury arising out of or in connection with the use of the Website or its non-use including non-availability, compensatory, direct, indirect or consequential damages, loss of data, income or profit, loss of or damage to property (including without limitation loss of profits, loss or corruption of data, loss of goodwill, work stoppage, computer failure or malfunction, or interruption of business; under any contract, negligence, strict liability or other theory arising out of or relating in any way to the Website, site-related services, or any products or services and claims of third parties damages or injury caused by any performance, failure of performance, error, omission, interruption, deletion, defect, delay in operation or transmission, computer virus, communications line failure, theft or destruction or unauthorized access to, alteration of, or use of information, whether resulting, in whole or in part, from or relating to any of the services offered or displayed by B. N. Rathi Securities Limited on the Website.
  • )B. N. Rathi Securities Limited makes no guarantees or representations as to, and shall have no liability for, any electronic content delivered by any third party, including, without limitation, the accuracy, subject matter, quality or timeliness of any electronic content on the Website. B. N. Rathi Securities Limited shall not be responsible for the contents of any linked site or any link contained in a linked site, or any changes or updates to such sites. The links being provided to the Customer are only for convenience, and the inclusion of any link does not imply endorsement by B. N. Rathi Securities Limited of the site, or its content or the sponsoring organization. By providing access to other websites, B. N. Rathi Securities Limited is not recommending the purchase or sale of the securities issued by it nor is it an endorsement of services provided by its sponsoring organization.
  • )The maximum liability of B. N. Rathi Securities Limited and its Affiliates to the Customer shall be subject to the amount of fees paid by the Customer for the services that he/she may have availed of through the Website or in pursuance of the Offer or the Service.
  • )B. N. Rathi Securities Limited shall not be liable for any misrepresentation, falsification, and deception or for any lack of availability of services through the Website, even if the same are advertised for on the Website.
  • )No judgment or warranty or representation is made with respect to the accuracy, timeliness, or suitability of the content of other services or sites to which these screens link, and B. N. Rathi Securities Limited shall not be responsible therefore.
  • )B. N. Rathi Securities Limited shall not be liable if the Customer downloads any information or software from this Website. Further, B. N. Rathi Securities Limited or its Affiliates shall not be liable if the Customer makes a copy, modifies, uploads, downloads, transmits, (re) publishes it or removes or obscures any intellectual property, including trademarks, copyright or other notices or legends contained in any such information or otherwise distributes any service or content from this Website. B. N. Rathi Securities Limited shall not bear the responsibility if the Customer modifies or uses the content or services he/she gets from this Website for any purpose other than those permitted, and in doing so violates the intellectual property including trademarks, copyright and other proprietary rights of B. N. Rathi Securities Limited.
  • )The Website contains features of the services that are currently being offered by the B. N. Rathi Securities Limited and those intended to be offered in the future. B. N. Rathi Securities Limited along with its Affiliates intends to launch the services confirming with the features listed on the Website in to, however due to business need and regulatory requirement the final launch may contain variations. Notwithstanding anything contained in the Website regarding the services, B. N. Rathi Securities Limited may decide to postpone the offering of the services or may even decide to withdraw the offering or even a currently offered service altogether.
  • )This disclaimer shall be applicable to any person visiting/accessing the Website and/or a Customer entering into an agreement related to availing of the Service offered by B. N. Rathi Securities Limited and its Affiliates.
  • )The display, description or references to any products, services, publications or links on the Website shall not constitute an endorsement by B. N. Rathi Securities Limited of such products, services, publications or links.
  • )The Stock Exchange, Mumbai is not in any manner answerable, responsible or liable to any person or persons for any acts of omission or commission, errors, mistakes and/or violation, actual or perceived, by us or our partners, agents, associates etc., of any of the Rules, Regulations, Bye-laws of the Stock Exchange, Mumbai, SEBI Act or any other laws in force from time to time.
  • )The Stock Exchange, Mumbai is not answerable, responsible or liable for any information on this Website or for any services rendered by our employees, our servants, and us.
  • )If you do not agree to any of the terms mentioned in this agreement, you should exit the site.
privacy policy

B. N. Rathi Securities Limited is sensitive to privacy issues on the Internet. We believe it is important you know how we treat the information about you; we receive from you, on the Internet.

In general, you can visit B. N. Rathi Securities Limited on the World Wide Web without telling us who you are or revealing any information about yourself. Our Web servers collect the domain names, not the e-mail addresses, of visitors. This information is aggregated to measure the number of visits, average time spent on the site, pages viewed, etc. B. N. Rathi Securities Limited uses this information to measure the use of our site and to improve the content of our site. Your accessing our site signifies your unconditional consent to allow the collection of your domain names.

There are times, however, when we may need information from you, such as your name and address. When information is needed, we will try (but are not obligated) to let you know at the time of collection, how we will use the personal information. Usually, the personal information we collect is used only by us to respond to your inquiry, process an order or allow you to access specific account information. Occasionally, we may make the e-mail addresses, of those who provide information, available to other reputable organizations whose products or services we think you may find interesting. In these cases, you will be offered an opportunity to limit access to your information. In case we do not receive any response from you to limit the access of your information, it shall be deemed that you consent to such distribution of your information as mentioned above.

If you register with one of B. N. Rathi Securities Limited business units on-line, they may use this information to provide you with custom information about B. N. Rathi Securities Limited offering in support of your business needs. A technology called cookies may be used to provide you with tailored information. A cookie is a tiny element of data that a web site can send to your browser, which may then be stored on your hard drive so we can recognize you when you return. You may set your browser to notify you when you receive a cookie. Registering with any B. N. RATHI Securities Limited business unit online signifies your unconditional consent to receive such cookies.

At times we conduct on-line surveys to better understand the needs and profile of our visitors. When we conduct a survey, we will try (but are not obligated) to let you know how we will use the information at the time we collect information from you on the Internet.

You recognize and understand that there is no compulsion on you to provide us with your personal information and any and all personal information provided by you to us is with your full consent, own volition and desire to provide such personal information. You also understand that we are under no obligation to verify the source from which the personal information about you is provided to us, and they are deemed to be provided by you, unless you demonstrate to us within a period of fifteen days from the date of providing of such information to us, to our satisfaction, that the information was provided to us is without your free consent.

B. N. Rathi Securities Limited's Web site may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites

TERMS & CONDITION

We invite you to fully experience, enjoy and participate in the many unique services and features offered on www.bnrsecurities.com However, the use of the website is offered to you on your acceptance of the Terms of Use, our Privacy Policy and other notices posted on this website. Your use of this website or of any content presented in any and all areas of the website indicates your acknowledgment and agreement to these Terms of Use, our Privacy Policy and other notices posted on this website.

www.bnrsecurities.com also reserve the right at its sole discretion, to modify, add or remove any terms or conditions of these Terms of Use without notice or liability to you. Any changes to these Terms of Use shall be effective immediately, following the posting of such changes on this website. Your continued use of

www.bnrsecurities.com means that you accept any new or modified terms and conditions that are maintained. We would thus encourage you to re-visit the 'Terms of Use' link at our site from time to time to stay abreast of any changes that are introduced.

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