Meldestelle lt. HinSchG

‍

Implementation of the Whistleblower Protection Act (HinSchG) - meldestelle@fluxana.de

Compliance with legal regulations, internal rules, and the principles of our code of conduct is a top priority at FLUXANA. The success of our company is based on personal conviction and compliance with rules. In order to live up to this claim, it is important to learn about possible misconduct by our own employees or those of our suppliers and to prevent it. The complaint and reporting procedure is accessible to everyone. Both employees and individuals and organizations outside FLUXANA can report complaints and concerns.

An important pillar of our whistleblower system is the principle of fair procedure. It guarantees the greatest possible protection for whistleblowers, affected parties, and employees who participate in investigating the reported misconduct. Discrimination against whistleblowers and all persons contributing to investigations will not be tolerated. Those affected are presumed innocent until the violation is proven. Investigations are conducted with the utmost confidentiality. The information is processed in a fair and protected procedure.

‍

Grafik zeigt drei Symbole zu den Punkten Schutz, Fairness und Vertrauen

Does FLUXANA have a company-wide procedure?

Yes. FLUXANA operates a company-wide, publicly accessible reporting channel at meldestelle(at)fluxana.de. All complaints and reports from employees or third parties are treated equally, to the extent permitted by law.

Upon request, we will be happy to send you our internal procedural instructions (FXVA-0016).

Who can submit complaints and reports?

Anyone. Anyone can use the complaint and reporting procedure. Both employees and organizations outside FLUXANA can report their complaints and concerns to meldestelle(at)fluxana.de.

What can I report?

‍

Tabelle, die aufzeigt was man melden kann: HinSchG, #metoo, LkSG, AGG, Interne Richtlinien

Any suspicion of an actual or potential violation of laws or internal regulations—including those relating to human rights and environmental risks or obligations. The suspicion may relate to individual FLUXANA employees or be connected to a FLUXANA business or a FLUXANA supplier. Please only submit complaints or reports if you are convinced of their accuracy.

How can I submit complaints and reports?

Via email at meldestelle@fluxana.de. If you would prefer to contact someone at FLUXANA directly, please feel free to speak to our reporting officer. If you wish to submit materials such as photos and documents, you will receive a secure LINK so that you can send the materials accordingly.

Who will handle my complaint or report?

The reporting office representative and all employees assigned by the reporting office. All employees are impartial, subject to a special duty of confidentiality, and have participated in officially recognized training.

Will my identity be kept confidential?

Yes. All complaints and reports will, of course, be treated confidentially. It is particularly important to FLUXANA to treat your concerns confidentially, and we will protect you as the reporting party! Confidential data may only be disclosed with your consent or if this is necessary and legally permissible.

Will I be notified that my complaint or report is being processed?

Yes. The person reporting the incident will immediately receive an electronic confirmation of receipt from meldestelle(at)fluxana.de and, within 72 hours at the latest, a confirmation of receipt from the reporting office representative.

Are all complaints and reports processed?

Yes. We take every complaint and report we receive seriously. The reporting office checks whether the complaint or report contains sufficient information to conduct a further investigation. If the reporting office requires further information, it will contact you.

What happens to my complaint or report once it has been reviewed?

It depends: Once the complaint or report has been reviewed, the reporting office can forward the case (without naming the whistleblower) to another relevant department within the company for processing and investigation, or to a competent authority. The reporting office can also process the complaint or report itself. If an internal investigation is necessary, the reporting office representative will initiate it. All employees are impartial and subject to a special duty of confidentiality. During the investigation, the reporting office reviews all relevant documents, speaks with witnesses and affected parties, and analyzes electronic data if necessary. At the end of the investigation, the results are summarized in a report and sent to the internal department that requires this information. Possible outcomes of the investigation include recommendations for disciplinary measures (such as warnings, transfers, or termination) or other remedial measures, for example in risk management or other internal processes. If possible and legally permissible, we will inform you of the measures taken within three months, even if the investigation has not yet been completed by then.

Are there any guidelines for investigating the facts?

Yes. All fact-finders must adhere to certain rules of conduct, such as:
‍

The person making the report must be protected! Neither their name nor any details from the report may be disclosed without good reason and/or without permission.
Any investigation must be conducted fairly, objectively, without prejudice, and with respect.
Those affected by the complaint or report have the right to be heard.
Data and information must be treated confidentially.
As soon as an investigator notices that it is difficult for them to conduct the investigation objectively for personal reasons, they must report this conflict of interest. The investigating department will then transfer the case to another investigator.

Am I protected as a whistleblower?

Yes. FLUXANA does not tolerate retaliation! Individuals who submit complaints or reports in good faith will not be penalized for doing so. If you believe that retaliatory measures have been taken against you or others, or that you or these individuals have been disadvantaged in any way as a result of submitting a complaint, please inform us immediately at meldestelle(at)fluxana.de. We will investigate all plausible allegations of discrimination.