Hotline – Frequently asked questions
1. What is the hotline for?
The hotline provides an opportunity to confidentially report any incidents or suspected cases of corruption, fraud, discrimination, as well as other violations of applicable law, basic business principles or the NCOC N.V. Code of Business Conduct on the part of employees, as well as third parties cooperating with NCOC N.V.
2. Who can use the Hotline?
The hotline is available to employees of NCOC N.V., as well as third parties who work with NCOC N.V. (e.g. suppliers and agents).
3. What types of offenses can I report?
You can inform the hotline about:
Incident or suspected incidents of corruption, fraud, forgery or embezzlement
Conflict of Interest
Accepting significant gifts, entertainment and hospitality in connection with the exercise of official powers or abuse of business hospitality
Discrimination, harassment, harassment, alcohol or drug abuse in the workplace
Inappropriate use of IT resources
Social and labor conflicts
Waste or misuse of the Company’s resources
Unethical behavior of the employees/managers
Other violations of basic business principles and the NCOC N.V. Code of Conduct
Other possible violations of current legislation
4. How can I provide information to the Hotline?
You can communicate information in any of three ways:
By calling the hotline - 8 (800) 080 15 65
By sending an email - firstname.lastname@example.org
All of the above operate 24 hours a day, 7 days a week, 365 days a year.
5. What information must be provided when contacting the hotline?
Any information you provide will be taken into account. However, the provision of detailed information and supporting documents will allow us to consider your appeal effectively as soon as possible. Taking this fact into account, we advise you to reflect the following information in your appeal:
· What happened
· Where and when the incident occurred
· Under what circumstances did you become aware of the incident
· Who was involved in the incident
· Is the incident over or is it ongoing?
· What supporting documents can you provide? For example, contracts, correspondence, photographs, etc.
· Other additional information that you would like to communicate
6. How is the information I provide processed?
For confidentiality purposes, all information is received and processed by an external independent company.
This company prepares a daily report on complaints received and sends it to the Ethics and Compliance Department of NCOC N.V.
NCOC Department of Ethics and Compliance N.V. decide on further actions to consider the received appeals in accordance with the internal NCOC policies. N.V.
7. What are the guarantees of confidentiality and anonymity of the information I provide if I do not wish to disclose my identity?
If you do not wish to disclose your name when submitting a report, personal information will not be collected on the hotline and will not be transferred to NCOC N.V. Telephone calls to the hotline are not monitored, conversations are not recorded.
8. Can I be sure there is no retaliation or retaliation against myself after providing information?
N.V. NCOC will protect from retaliation and retaliation anyone who leaves a message in good faith. Any anticipated retaliation or retaliation should be reported to the Ethics & Compliance Department to ensure prompt and appropriate action is taken.
9. What are the terms of consideration of messages?
The period for consideration of messages depends on many factors, including the completeness and accuracy of the information specified in the message, on the availability of supporting documents, as well as on the type of violation.
10. Who should I contact if I have questions about the hotline?
Please contact NCOC's Ethics & Compliance Department if you have any questions.