Whistleblower System

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The whistleblower system at Helmholtz MunichWhat is it about?

WHAT IS IT ABOUT?

Helmholtz Munich  would like to work with you to ensure our success in the long term. As a public company, we have always positioned ourselves clearly in favour of legally compliant action, because only this ensures sustainable success for all of us. This is of particular concern to us.

We provide the possibility to report violations within the company as quickly, easily and, above all, securely and anonymously as possible via an anonymous whistleblower solution from the company “LegalTegrity”.

Regardless of this, we would like to assure you that we always aim to create a trusting environment in which things can be discussed openly. Therefore, we see the whistleblower system as a last resort and would like to remind you that the whistleblower system does not serve the purpose of replacing the already existing communication channels of Helmholtz Munich , but is only an additional possibility to submit information.

The following complaints offices in particular are available to employees at Helmholtz Munich :

  • Data Protection Officer
  • Disability Officer
  • Ombudspersons
  • Equal Opportunities Officer
  • Representatives of the works council
  • Graduate Student / Postdoc Office
  • Youth and Trainee Officer
  • Occupational Safety Officer
  • Environmental Protection and Hazardous Goods Officer
  • Inclusion Officer

WHERE CAN I REPORT MY HINT?

Exclusively for whistleblowing purposes, Helmholtz Munich  has set up a telephone hotline and web solution together with “LegalTegrity” where all employees, business partners (e.g. service providers, suppliers, etc.) in particular can openly report company-related legal violations by name, but also anonymously.

These solutions are as follows:

Telephone number: +49 69 99998839
respectively Monday to Friday from 9 am to 5 pm

Please copy the following link (without quotation marks) and paste it into the address bar of your internet browser:
'https://app.hinweisgeberloesung.eu/report/da71fc05-56d9-4dce-a751-5a52cf8cc23e'

Every hint is carefully followed up.

WHO CAN PROVIDE THIS?

The whistleblower system can be used by all employees and trainees of Helmholtz Munich. In addition, the whistleblower system is available to guests, temporary workers as well as freelance employees and external people, especially business partners (e.g. cooperation partners, suppliers).

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) 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?

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 PERMANENT MEMBER OF THE INVESTIGATION TEAM?

Permanent members of the investigation team are:

  • the Compliance Officer, J. Mühlenberg
  • the Head of the Internal Audit Department, S. Opitz
  • the Head of the Main Legal and Compliance Department, Dr D. Lahne
  • the Head of the Legal Department, K. Blasius
  • the in-house lawyer of the Human Resources Department, B. Willibald

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 Chairman of the Supervisory Board is to be informed directly by the investigation team.

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?

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?

The whistleblower will receive feedback within 7 days that a report has been received.
Within 3 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 6 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.

WHERE CAN I GET MORE INFORMATION?

The Compliance and Anti-Corruption Officer, J. Mühlenberg, will be happy to answer any questions regarding the whistleblower system, the topic of compliance and anti-corruption at any time at .

Guide for the use of the whistleblowing system

Information on the processing of personal data in accordance with the General Data Protection Regulation (GDRP)