Whistleblower Policy and Procedures
Viakoo believes that openness and good communication throughout the organization promote a better work culture. We, therefore, have established a Whistleblower process that makes it possible for employees and external parties to report concerns about possible illegal actions and breaches of Viakoo’s Code of Conduct and Supplier Code of Conduct.
How to report a concern
Viakoo encourages all employees, business partners, customers, and other stakeholders to report and discuss issues of concern with relevant persons in Viakoo. Where reporting concerns to your contact person in Viakoo is difficult or not possible, you may report directly to Viakoo’s security team using the form below.
What information should be reported?
Viakoo encourages everyone to report issues of concern that may threaten the company’s finances, operations, or reputation. This also includes violations of any of the ethical commitments included in Viakoo’s Code of Conduct and Supplier Code of Conduct in areas such as environment, human and labor rights, equality and diversity, health and safety, business ethics, and anti-corruption, conflict of interest and professional behavior.
Examples of breaches include, but are not limited to:
- Suspicion of fraud, corruption, and accounting offenses
- Error reporting or manipulation of information
- Harassment or bullying, discrimination, and racism
- Violations of health and safety standards
- Poor working environment
- Breaches of environmental and human rights laws
All employees of Viakoo have the right and responsibility to report concerns. Customers, suppliers, others related to Viakoo, and external parties are encouraged to report. Anyone reporting concerns in good faith can do so without fear of reprisals.
The whistleblower decides what information is to be provided. However, to ensure sufficient information to be able to perform adequate follow-up actions, the reports should include as many details as possible and, if available, supporting evidence.
A proper investigation may prove difficult if the information provided cannot be tested or verified and the investigator is unable to obtain further information from the whistleblower.
How concerns are handled
Viakoo’s basic principles for handling reports are:
- All reports are taken seriously
- Fair, open, and objective follow-up
- Protection of anonymous whistleblowers
- Confidentiality and information security
- No whistleblowers will be subject to reprisals
- Non-anonymous whistleblowers will get timely feedback and information about the process
Unless the whistleblower has chosen to remain anonymous, he/she shall receive sufficient information on the continuing process and outcomes within due time.
Protection of sources
The identity of the whistleblower shall not be disclosed unless permission in writing has been obtained from the notifying party. The protection of identity shall also be taken into consideration during the initial evaluation and the subsequent risk assessment when scoping the investigation, hereunder the existing level of risk exposure without disclosing the name of the notifying party. All investigations will be conducted in a confidential manner, so that information will be disclosed only as needed to facilitate review of the investigation or otherwise as required by law.