Compliance
- Anti-Corruption Officer: antikorruption@helmholtz-munich.de
- Compliance Officer: antikorruption@helmholtz-munich.de
- Data Protection Officer: datenschutz@helmholtz-munich.de
- Disability Officer
- Environmental Protection and Hazardous Goods Officer
- Equal Opportunities Officer
- Graduate Student / Postdoc Office
- Human Rights Officer under the Supply Chain Due Diligence Act: menschenrechtsbeauftragte@helmholtz-munich.de
- Inclusion Officer
- Occupational Safety Officer
- Ombudspersons: ombudspersons@helmholtz-munich.de
- Representatives of the Works Council
- Youth and Trainee Officer
Our Whistleblowing System & Complaint Management
As a public company, we have always positioned ourselves clearly in favour of acting in accordance with the law, as this is the only way to ensure sustainable success for us all. Compliance with laws and internal rules is our top priority.
In order to identify and remedy misconduct (e.g. corruption, human rights violations, fraud) at an early stage, we have set up a qualified internal reporting office. This also includes complaints regarding possible risks or violations within the scope of our responsibility for our supply chain.
We encourage all employees and business partners to report any indications of compliance violations primarily through this specialised system. It enables secure and confidential communication with our independent experts, which can also be anonymous if desired.
Of course, managers and the management team are still available for general concerns and complaints. If they receive reports of compliance violations, these will be forwarded to the responsible reporting office for objective review and to maintain confidentiality. Whistleblowers are protected from discrimination in all cases.
You also have the option of using external reporting procedures, although you should prefer internal reporting if effective action can be taken against the violation internally. Information on external reporting procedures can be found on the homepage of the Federal Office of Justice (BfJ).
These external reporting offices will approach you with an acknowledgement of receipt and point out the possibility of reporting to our internal reporting office. If, after examining your report, the external reporting office comes to the conclusion that it falls within the scope of the Whistleblower Protection Act and that the allegation is valid, then they can contact our company to clarify the facts. If the external reporting office is not competent or if the external reporting office cannot investigate the reported violation within a reasonable period of time, it will pass it on to the competent prosecution authorities. Minor violations are often not prosecuted by the authorities.
In order to be able to uncover misconduct quickly and to stop a violation immediately, we therefore ask you to use our Internal Reporting Office as a matter of priority. This will help your colleagues and the company.
Where can I report my Hint?
Where can I report my Hint?
For whistleblowing purposes only, Helmholtz Munich has set up a web solution with a QR code and a telephone hotline where all employees and business partners (e.g. service providers, suppliers, etc.) in particular can report operational legal violations or human rights and environmental risks openly, either by name or anonymously.
Web solution: https://app.whistle-report.com/report/da71fc05-56d9-4dce-a751-5a52cf8cc23e
Telephone hotline: +49 69 99998839 (Monday to Friday from 9 a.m. to 5 p.m.)
Every report is carefully investigated.
Who can provide Hints?
Who can provide Hints?
What kind of Hints can I give?
What kind of Hints can I give?
(1) Reports of questionable, unusual accounting, auditing, banking and other monetary practices, which may significantly affect the interests of the Helmholtz Munich and may directly or indirectly lead to damage or other detriment to Helmholtz Munich, its relatives or third parties.
(2) Reporting matters related to internal accounting controls, corrupt practices and financial crimes.
(3) Other grievances at Helmholtz Munich or other violations of internal guidelines (e.g. Code of Conduct against Corruption) and in particular criminal law regulations.
(4) Hints on human rights or environmental risks and violations of human rights or environmental obligations in Helmholtz Munich's own business area and along the supply chain.
(5) The whistleblower system is not intended to replace existing complaints offices, but to complement them and be ultima ratio.
Who receives and processes my Hint?
Who receives and processes my Hint?
After receipt of a hint via the whistleblower system the system notifies the hint recipient, an external lawyer, about the receipt of the message. The hint recipient will notify the Compliance Officer of the receipt of the report. The notification will first be processed by the external lawyer, who, after checking the notification, will make an initial assessment and procedure recommendation to the investigation team. The investigation team checks the processed message and procedure recommendation and remains in charge of the hint processing. If a particular complaint office or authorized representative (e.g. commission for questions of good scientific practice) already exists or has been appointed at the Helmholtz Munich, the whistleblower will be recommended by the Hint recipient to the responsible complaint office or authorized representative. A referral to the responsible complaints office or representative is only not made if the complaint office or authorized representative is affected by the information itself.
If necessary, the investigation team can be called in for support.
Who is a Member of the Investigation Team?
Who is a Member of the Investigation Team?
What happens if my Hint is directed against a Member of the Investigation Team or against the Management?
What happens if my Hint is directed against a Member of the Investigation Team or against the Management?
In cases where the report is against the permanent members of the investigation team, the hint recipient (external lawyer) has to directly notify at least one member of the management. If the report is directed against one of the members of the management, the other permanent member of the the management has to be informed. In the event that the report is against the entire management the chairperson of the supervisory board is to be informed directly by the investigation team.
How will I be protected?
How will I be protected?
Helmholtz Munich wants to encourage openness and will support whistleblowers even if the information later turns out to be unfounded. Whistleblowers should not have to fear discrimination because they have reported violations.
Anyone who believes they have been wronged should immediately inform the manager responsible for detecting misconduct. If the matter is still not resolved, a formal complaint must be filed
Whistleblowers must not be threatened or subjected to any form of reprisal.
Anyone involved in such a procedure must expect action under labour law. In certain cases, whistleblowers also have the right to sue for damages at an employment tribunal.
What are the Consequences if I knowingly provide false or misleading Information?
What are the Consequences if I knowingly provide false or misleading Information?
Conversely, should Helmholtz Munich determine that whistleblowers have deliberately made false accusations the whistleblowers must expect action under labour law. Whistleblowers who knowingly provide false or misleading information are not under any protection. This may lead to disclosure of the identity of the whistleblower(s) (if the whistleblower(s) disclosed their identity during reporting) as well as disciplinary action or even civil or criminal liability.
When will I receive Feedback?
When will I receive Feedback?
The whistleblower will receive feedback within seven days that a report has been received.
Within three months, the whistleblower will receive information about the measures taken, the status of the internal investigations and their results. However, the time frame can be extended to six months if this is required by the special circumstances of the case, in particular if the nature and the complexity of the subject matter of the notification entail a lengthy investigation.
Compliance and anti-corruption officer Julia Mühlenberg will continue to be available at any time to answer questions about the whistleblower system, the topic of compliance and anti-corruption at antikorruption@helmholtz-munich.de.
