Frequently asked questions

Here you can check the frequently questions in the anonymous reporting channel of EPTISA

Can I report an employment situation if I do not belong to the company?

Yes, the channel is open for different actors in the business ecosystem to help detect unlawful activities. In any case, if they are complaints about the service offered, there are other channels available to submit such complaints.

How are personal data processed?

In accordance with the provisions of current data protection legislation, the organisation is responsible for the processing, management and storage of the personal data of all persons involved in queries and complaints. Both these and the external experts contracted comply with the necessary technical and organisational measures to guarantee the security of the data and prevent its alteration, loss and unauthorised processing or access.

The platform is designed to apply the current regulations on personal data protection, specifically article 24, on reporting channels.

How can I increase anonymity when reporting?

Some tips to achieve maximum anonymity, in addition to reporting anonymity, are:

● Make sure that in the description of the communication you do not include information from which it is easy to identify you. The same applies to any documents you attach as possible evidence.

Do not report from a computer connected to the company network, including a mobile phone connected to the corporate wifi. Ithikios does not log information, but before it reaches our systems it must pass through our own control systems such as proxy's or firewalls and there may be configurations that allow us to know which services you connect to.

You can use the open source TOR browser, which anonymises the IP address.

I have lost my password to check the status of my complaint. What can I do?

Unfortunately, for security reasons, only the alerter knows your access code and password. If he/she loses either of them, he/she will not be able to follow up the communication. This does not mean that the communication will not continue, but simply that he/she will not be able to see how it is progressing, or to provide more information if the company requires it.

Is anonymity in reporting guaranteed?

In the reporting process you can decide whether or not to report your personal data. If you decide not to do so, you will need to set up your own monitoring through the reporting channel to see the progress and resolution. The channel will provide you with a username and password to access the progress of the report. The channel is independent of the company and does not record information on the ip from where you connect.

What happens if the content of a complaint is subsequently found to be false?

The important thing is to act in good faith and that there is reason to believe that the reported facts are true. The alerter is not expected to investigate the facts. It is the Ethics Committee that should take on this role. If the investigation concludes that no breach has occurred, and the reporter is found to have acted in good faith, the reporter should not fear retaliation.

What is the Whistleblowing Channel?

This is a means of communication that the organisation makes available to all those defined groups with access to this channel. This channel can be used to report any alleged irregularity, negligent or unethical behaviour, or any act contrary to the law or internal rules of which the organisation is aware.

A series of categories have been defined to help classify the communications by area, thus facilitating their management and the completion of the data collection forms.

What types of offences can I report?

Through this channel we give you the possibility of notifying us of any alleged irregularity, negligent or unethical action, act contrary to the law or internal rules of which you are aware.

When will I receive a response to my complaint or query, and what is the timeframe for resolution?

The Ethics Committee shall communicate the acceptance of the complaint/consultation within a maximum period of 7 days. The time limit for the resolution of consultations shall be a maximum of 90 days, unless the complexity of the case justifiably requires a longer period.

Where is the platform that manages the channel?

The whistleblowing channel operates on an external platform, https://ithikios.com . This company receives the reports and automatically sends them to the company for evaluation. The ithikios servers are located in European data centres. Your data are encrypted to avoid the risks of intrusion as much as possible.

Who handles complaints?

The Ethics Committee. The members of the Ethics Committee initiate the relevant investigations. If deemed necessary, the research is outsourced. The persons involved in the research are also bound by the duty of confidentiality and the privacy policy.

Who manages the complaints channel?

The Channel is managed by Compliance specialists with access to the Channel, with the collaboration, if necessary, of external experts.

Why do I have to report what I know?

Integrity, accountability and transparency are core values for the organisation. We have a responsibility to report any potential non-compliance.

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