Vollert Precast Solutions whistleblowing
Whistleblowing: What is it and why is it important?
Whistleblowing channel offers a possibility to confidentially report suspicions of misconduct in our organization. Anyone can do the whistleblowing and do it anonymously.
Vollert Precast Solutions strives to achieve transparency and high level of business ethics. We are committed to operating responsibly and in accordance with our values and Code of Conduct and to comply with laws and authorities’ guidelines and regulations in the business.
When to blow the whistle?
The Whistleblowing channel is meant to be used to alert the organization about serious risks of wrongdoings or violations related to our operations, community, or environment, including violations falling within the scope of the EU Whistleblower Protection Directive.
A person who blows the whistle does not need to have firm evidence for expression a suspicion.
IMPORTANT
The Whistleblowing channel is not an emergency notification system. If the risk refers to human life, please contact the authorities.
Furthermore, the channel should not be used for business inquiries, customer complaints or product support requests, or to report issues related to personal workplace-related disputes.
Deliberate reporting of false or malicious information is forbidden. Please note that abuse of the whistleblowing service is a serious disciplinary matter.
How to blow the whistle?
Anonymously and confidentially through the whistleblowing channel.
We encourage anybody who shares their suspicions to be open with their identity. However, if you wish to remain anonymous, the Whistleblowing channel offers anonymity and confidentiality.
The person sending the message also remains anonymous in the subsequent dialogue with responsible receivers of the report.
PLEASE NOTE
When you blow the whistle, do not include sensitive personal information about anybody mentioned in your message if it is not absolutely necessary for describing your concern.
Vollert Precast Solutions whistleblowing channel is administrated by Gurufield Oy, an external service provider.
The investigation process
The whistleblowing team
Access to messages received through our whistleblowing channel is restricted to appointed individuals with the authority to handle whistleblowing cases. Their actions are logged, and handling is confidential.
When needed, individuals who can add expertise may be included in the investigation process. These people can access relevant data and are also bound to confidentiality.
If a person raises a concern directly by contacting the whistleblowing team in person, the message is treated according to these guidelines.
Receiving a message
Upon receiving a message, the whistleblowing team decides whether to accept or decline the message. If the message is accepted, appropriate measures for investigation will be taken, please see “Investigation” below.
The whistleblowing team may decline to accept a message if:
- the alleged conduct is not reportable conduct under these Whistleblowing guidelines
- there is insufficient information to allow for further investigation
If a message includes issues not covered by the scope of these Whistleblowing guidelines, the whistleblowing team should take appropriate actions to get the issue solved.
The notifier will be notified of the receipt of the notification and any additional questions will be asked within 7 days of receipt of the notification and feedback will be given within 3 months (or, in special cases, within max. of 6 months) upon the date of receiving the report.
Investigation
All messages are treated in accordance with these Whistleblowing guidelines. The following principles are applied in the investigation:
- No one from the whistleblowing team, or anyone taking part in the investigation process, will attempt to identify the whistleblower.
- The whistleblowing team can, when needed, submit follow-up questions via the channel for anonymous communication.
- A message will not be investigated by anyone who may be involved with or connected to the misgiving.
- Whistleblowing messages are handled confidentially by the parties involved.
Whistleblower protection in the case of non-anonymous whistleblowing
A person expressing genuine suspicion or misgiving according to these guidelines will not be at risk of losing their job or suffering any form of sanctions or personal disadvantages as a result. It does not matter if the whistleblower is mistaken, provided that she or he is acting in good faith.
Subject to considering the privacy of those against whom allegations have been made, and any other issues of confidentially, a non-anonymous whistleblower will be kept informed of the outcomes of the investigation into the allegations.
In cases of alleged criminal offences, the whistleblower’s identity may need to be disclosed during judicial proceedings.
Data protection
This policy is based on the EU GDPR, EU Directive on whistleblower protection and national legislation on whistleblowing.
For more information on personal data handling at Vollert Precast Solutions, please visit our privacy policy.
Data deletion
Personal data included in a whistleblowing messages and investigation documentation is deleted when the investigation is complete, with the exception of when personal data must be maintained according to other applicable laws. Permanent deletion is carried out 30 days after completion of the investigation.
Personal data controller
Vollert Precast Solutions is responsible for the personal data processed within the whistleblowing service.
Personal data processor
Gurufield Oy responsible for the whistleblowing application, including processing whistleblowing messages. Neither Gurufield Oy or any sub-suppliers can read messages.
OUR PRIVACY POLICY
All Vollert Precast Solutions companies are committed to protecting your privacy and will process your personal data in accordance with relevant data protection legislation (EU General Data Privacy Act, GDPR) and good data processing practice.