Speak Up, Talk Straight

How is submitting a report helpful to Bitpanda?

Our goal is to ensure that we maintain a positive and open company culture, and that all Pandas (internal or external alike) feel safe and secure. Helping us uphold compliance with our company, social and even statutory guidelines is vital to creating this type of positive and impactul environment.

Therefore, if you are aware of any inappropriate or damaging behaviour and/or actions, by submitting a report you are helping to not only maintain our powerful culture but also mitigate against potential financial losses, damage to our reputation, and secure the safety of our people. This is how we can all make sure our success continues and that hypergrowth stays well and truly ON!

How is a report handled and who will see my filed report?

All reports will be handled with the utmost care and confidentiality, and will in no way result in retaliation to the person who has filed it.

All reports received will be recorded and forwarded immediately to the following folks:

• Reports relating to compliance and/or code of conduct will be forwarded to the Head of Compliance and Chief Legal Officer.
• Reports relating to any financial matters will be forwarded to the Chief Financial Officer.
• Reports relating to bullying, harassment and discrimination will be forwarded to the Head of People Partnering and Chief HR Officer.
• Reports relating to Management will be forwarded to the Head of Compliance.

Once a report has been filed, you will then receive detailed information about all of the different categories during the reporting process.

What is the process for submitting a report? What is a postbox and how do I set up one?

To submit an anonymous or personalised report, start by clicking the “Submit report“ button at the top of our introduction page.

There are 4 steps to the report process:

1. You will first be asked to read some information pertaining to the protection of your anonymity as well as to respond to a security query.
2. You will then be redirected to a second page where you can select the category of your report.
3. You will then be taken to the “report page.” This is where you can elaborate on your report in your own words and answer questions about the incident by simply selecting from pre-filled responses. You also have the opportunity to type up to 5,000 characters into the free text field, which corresponds to a full A4 page. You may also submit a file of up to 5 MB to support your report. Please bear in mind that documents may contain information about the author — so please be conscious of this before uploading these. Following the sending of your report, you will receive a reference number as confirmation that you have successfully filed this report.
4. Finally, you will subsequently be asked to set up your own secured postbox. All correspondence relating to your report will be communicated via this postbox, including answers to questions and information about the progress of your report.

If you already have a secured postbox, you can access it directly via the “Login” button. Note that you will have to answer security questions before gaining access.

As long as you do not enter any data from which conclusions about your person can be drawn, the technology of the BKMS^® System will protect your anonymity.

Please rest assured that we are interested only in the incident you are reporting.

How do I receive feedback and remain anonymous at the same time?

The overriding principle of the BKMS^® System in use is the protection of the whistleblower. The system’s anonymity privacy function is certified by an independent body.

When setting up your secured postbox, please select your own pseudonym (or “username”) and password. These login credentials are not visible for anyone but yourself. If you lose your login details, please submit a new report and set up a new postbox. If possible, please provide the reference number of your initial report (so always be sure to note this somewhere safe). As this will be a new postbox, you cannot see the content of your previous report.

Your report is kept anonymous through encryption and other special security routines. If you want to submit your report anonymously, you do not have to provide any personal details. Be sure not to submit any information that can be traced back to you. Please do not use any technical device, for example a PC or smartphone, that has been provided by your employer, to submit your report.

Via the secured postbox, an examiner will provide you with feedback on what is happening with your information as well as ask further questions if details still need to be clarified — again, you will remain anonymous throughout this exchange as well. We are interested in the reports you file to help protect Bitpanda, our customers and partners — not who you are as a whistleblower.