Information on data protection
We take data protection and confidentiality very seriously and adhere to the current national data protection regulations. Please read this data protection information carefully before submitting a report.
Purpose of the whistleblowing system
The whistleblowing system (BKMS® System) serves the purpose of receiving and processing reports on certain criminal acts and legal violations in areas such as corruption and white-collar crime via a secure and confidential channel.
Responsible party for data protection
The party responsible for data protection in the whistleblowing system is ifm group services gmbh, Rechts-/Vertragswesen, Friedrichstrasse 1, 45128 Essen. The whistleblowing system is operated by a specialised company, EQS Group AG, Bayreuther Str. 35, 10789 Berlin in Germany, on behalf of ifm.
Personal data and information entered into the whistleblowing system are stored in a database of a high security data centre operated by EQS Group AG. Only ifm can see the data. EQS Group AG and other third parties do not have access to the data. This is ensured in the certified procedure through extensive technical and organisational measures.
All data are stored encrypted with multiple levels of password protection so that access is restricted to a very small selection of expressly authorised persons at ifm.
Type of personal data collected
Use of the whistleblowing system takes place on a voluntary basis. If you submit a report via the whistleblowing system, we collect the following personal data and information:
- your name, if you choose to reveal your identity,
- whether you are employed at ifm, and
- the names and other personal data of persons whom you list in your report, if applicable.
Confidential handling of reports
Incoming reports are received by a small group of expressly authorised and specially trained employees of the compliance organisation of ifm group services gmbh as well as by those responsible for each category and are always handled confidentially. The compliance organisation staff as well as those responsible for each category will evaluate the matter and carry out any further investigation that may be required by the specific case.
While processing a report or conducting a special investigation, it may be necessary to share reports of employees of ifm group services gmbh or employees of other group companies with third parties, e.g. if the reports refer to incidents in subsidiaries. The latter may be based in countries outside the European Union or the European Economic Area, which may have different regulations about the protection of personal data. We always ensure compliance with the applicable data protection regulations when sharing reports.
All persons who receive access to the data are obligated to maintain confidentiality.
Retention period of personal data
Personal data is retained for as long as necessary to clarify the situation and perform a concluding evaluation. After the report processing is concluded, the data will be deleted in a qualified fashion in accordance with statutory requirements.
Use of the whistleblowing portal
Communication between your computer and the whistleblowing system takes place over an encrypted connection (SSL). Your IP address will not be stored during your use of the whistleblowing system. In order to maintain the connection between your computer and the BKMS® System, a cookie will be stored on your computer that contains only the session ID (a so-called session cookie). This cookie is only valid until the end of your session and expires when you close your browser.
You can set up a secured postbox within the whistleblowing system that is secured with an individually chosen pseudonym/user name and password. This allows you to send reports to the relevant person at ifm group services gmbh either by name or in an anonymous, safe way. This system only stores data inside the whistleblowing system, making it particularly secure. It is not a form of regular e-mail communication.
Note on sending attachments
When submitting a report or an addition, you can also send attachments to the responsible ifm group services gmbh employee. If you wish to submit a report anonymously, please take note of the following security advice: files can contain hidden personal data that could put your anonymity at risk. Remove this data before sending. If you are unable to remove this data or are uncertain about how to do so, copy the text of your attachment into your report text or send the printed document anonymously to the address listed in the footer, citing the reference number received at the end of the reporting process.
