Ensuring compliance and integrity together – with your support!

Responsibility to use the Reporting System

Through this channel you can send reports, covering the following topics.

• Books & records / tax issues
• Corruption
• Money laundering
• Fraud / breach of trust / embezzlement
• Breach of data privacy laws
• Anti-competitive practices
• Human rights / labour rights

as well as any other manifest and serious regulatory violations.

As required by the law, reports can only be made if you have personal knowledge of the facts.
Reports relating to matters covered by national defense secrecy, medical secrecy or the secrecy of lawyer-client correspondence are not permitted and will be deleted.

Submitting reports because of personal interests or to personally benefit from the outcome is not allowed (reports must be made in a selfless manner and in good faith).

The principle is to submit a report by name, so you must identify yourself, knowing that your identity is treated in a completely confidential way. Vaillant will take sufficient and appropriate measures to protect your identity. Vaillant is going to respond in a timely manner and will keep you informed about the result of the investigation if suitable and possible.

If by exception you want to make an anoymous report, please create a secured postbox at the end of the report process. Please be informed, that we can process an anonymous report only when such report is substantiated and contains sufficient information.

Why should I submit a report?

Compliance with statutory, social and company-internal rules is part of a positive and open company culture.

Perhaps you are aware of damaging behaviour or risks which endanger the company. Your report will help to expose financial losses and image damage in a timely manner, and you will ensure the sustainable success of the company and the continued availability of jobs!

What sort of reports will help your organisation?

Reports about violations of legal and organisation-internal regulations will be recorded and forwarded.

You will receive detailed information on the possible categories of a report during the reporting process.

What is the process for submitting a report? How do I set up a postbox?

To submit a report, start by clicking the ”Submit Report“ button located on the top left side of our introduction page.

There are 4 steps to the report process:

1. First, you will be asked to read some information on the protection of your anonymity and to respond to a security query.
2. On the following page, you will be asked about the category of your report.
3. On the report page, you can elaborate on your report in your own words and answer questions about the incident by simply selecting responses. You can 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 do bear in mind that documents can contain information about the author. Following the sending of your report, you will receive a reference number as confirmation that you have forwarded this report.
4. Please subsequently set up your own secured postbox. You will receive feedback from us 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. First, you will have to answer a security query.

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

The overriding principle of the BKMS^® procedure in use is the protection of the whistleblower. If you prefer not to state your name, you will be protected by the BKMS^® technology. The system's anonymity protection function is certified by an independent body.

When setting up your secured postbox, please select your own pseudonym/ user name and password. Your report is kept anonymous through encryption and other special security routines. You will never be asked for personal information at any time during the reporting process. Do not submit any information that can be traced back to you. Please do not use a computer 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 or pose questions if details still need to be clarified - you will also remain anonymous during the dialogue. We are interested in reports to avoid damages, not in you as a whistleblower.