Whistleblowing
For employees in Norway & Sweden
For employees in Norway & Sweden
SpeakUp is the system we use in Oda for anonymous reporting from employees. This is sometimes called whistleblowing, and its purpose is enable us to act on matters that are in conflict with or violation of our legal obligations or our Code of Conduct.
The SpeakUp system is available 24/7. Reports are handled confidentially by Oda’s SpeakUp Officer, and reports can be made anonymously. Via the SpeakUp system you can speak up or ask questions directly to the SpeakUp Officer. SpeakUp has an integrated translation tool, which means that you can report in any language. It is also 100% anonymous and has a multi-layer encryption. No meta data or other types of data is shared with Oda from SpeakUp, the SpeakUp Officer will only have access to the data you choose to share.
We encourage you to speak up about suspected illegalities or breaches of the Code of Conduct, or if you're in doubt, about anything that does not constitute ethical or compliant behavior. You have a duty to report incidents with danger to life and health, as well as bullying and harassment.
However, it can be a good first step to talk to the person involved directly. Thus, “speaking up” should not replace the direct dialogue that forms the foundation of our transparent Oda culture. We do however recognize that this is not always easy to do. If you're not comfortable doing this, you can either:
Speak to your manager or your manager’s manager, either directly or through Peakon.
Speak to someone in the People team, QA and Compliance managers, or our Legal team.
Speak up via the “SpeakUp” system.
Please note that not all issues raised will automatically lead to a formal investigation. Some issues are better classified as personnel matters in which another course of action is better for all parties involved (e.g. mediation).
🧡 All reports will be taken seriously
🧡 All reports will be sufficiently investigated within a reasonable timeframe and in a fair, open-minded, and objective manner
🧡 All reports will be handled with the utmost confidentiality
🧡 All reports and investigations will follow the prevailing best practices for information security
🧡 The process will be documented in writing (notoriety)
🧡 All parties will be treated fairly
🧡 No formal reaction will be implemented without contradiction
SpeakUp is available on web, in the App Store, and on Google Play:
Reporting outside Oda:
If you don't feel comfortable to speak up within Oda or through the SpeakUp system, it's possible to raise your concern outside Oda to a public supervisory authority.
Whenever you're considering such a significant step, we strongly recommend you to seek advice and not do this alone. Above all, we encourage you to voice your concern within Oda. This way you can hand the burden over to us, and we have the opportunity to look into the matter immediately.
The SpeakUp Officer will send you an acknowledgement of receipt within seven days.
Your report will be evaluated and assessed by the SpeakUp officer.
Your report may, if necessary to investigate or resolve the issue, be shared with qualified personnel. If this happens, your report and your identity (if you've chosen to disclose it) will only be shared if and to the extent necessary. Sometimes you may be asked follow-up questions.
Even if you are the one that speaks up, that does not necessarily make you a part of the speak up case. In most cases, the case is between another employee and the company. As such, we may not always be able to give you details of the progress or outcome of the investigation for reasons of confidentiality, privacy and the legal rights of the involved parties.
Anyone speaking up in good faith will be protected from litigation, reprisals and victimization.
Oda is responsible for solid, confidential and precise fact-finding in all matters
Any person subject to a report has a right to confidentiality
If a formal investigation is initiated, a person accused in a report has the right to be informed of the nature and cause of the accusation against them and to be heard (contradiction) unless this will undermine the investigation or disclose the reporter
No formal reaction can be implemented without contradiction
At Mathem we strive to maintain transparency as well as high business ethics. Our whistleblowing service provides an opportunity to communicate suspected wrongdoings affecting people, our organisation, society or the environment. The whistleblowing service makes wrongdoings less likely to occur in the first place and shows our commitment to operate in a fair way. You do not need proof of your suspicions, but all messages must be made in good faith.
You can raise your concern anonymously by using our reporting channel, managed by a third-party. Click here to get to the page. The communication channel is encrypted and password-protected, and all messages are handled with confidentiality.
The whistleblowing service can be used to alert us about serious risks of wrongdoing of so called “public interest”, which include inter alia the following areas; corruption, food safety, consumer protection, product- and transportation safety, privacy protection, and work environment regulations.
You do not need proof of your suspicions, but all messages must be made in good faith.
Strictly private issues, such as complaints about a colleague, personal violations, and related matters are not encompassed by the whistleblowing service. Employees are in these cases asked to follow current guidelines (for example to contact their supervisor or manager).
Use the following reporting channel, allowing anonymous messaging and dialogue, for reporting in writing:
https://report.whistleb.com/mathem
The reporting channel can be reached on laptops, tablets and smartphones. We recommend employees to access the channel from a device not connected to our intranet.
You can also use an anonymous telephone service that is also handled by WhistleB. The service is available in Swedish and English.
Telephone number: +46 8-42003154
Code for Reporting: 6053
THE WHISTLEBLOWING TEAM
Access to messages received through our whistleblowing channel is restricted to appointed individuals with the authority to handle whistleblowing cases. Their actions are logged and handling is confidential. When needed, individuals who can add expertise may be included in the investigation process, upon consent from the whistleblower in case identity of the reporting person is disclosed. These individuals can access relevant data and are also bound to confidentiality. The whistleblowing team consists of/or reports may be disclosed to the following functions: People, Legal and Operations (Quality and Work Environment).
RECEIVING A MESSAGE
Upon receiving a message, the whistleblowing team decides whether to accept or decline the message. If the message is accepted, appropriate measures for investigation will be taken, please see Investigation below. The whistleblower will receive an acknowledgment of receipt of the report within 7 days.
The whistleblowing team may not investigate the reported misconduct if:
The alleged conduct is not reportable conduct under these Whistleblowing guidelines
The message has not been made in good faith or is malicious
There is insufficient information to allow for further investigation
The subject of the message has already been solved
The whistleblowing team will send an appropriate response within 3 months upon the date of receiving the report.
INVESTIGATION
All messages are treated in accordance with these Whistleblowing guidelines and Swedish law.
No one from the whistleblowing team, or anyone taking part in the investigation process, will attempt to identify the whistleblower.
The whistleblowing team can, when needed, submit follow-up questions via the channel for anonymous communication.
Whistleblowing messages are handled confidentially by the parties involved.
External expertise, such as an external law firm, may be included in the investigation upon a confidentiality undertaking.
WHISTLEBLOWER PROTECTION
A person expressing genuine suspicion or misgiving according to these guidelines will not be at risk of losing their job or suffering any form of sanctions or personal disadvantages as a result. It does not matter if the whistleblower is mistaken, provided that he or she is acting in good faith. Subject to considerations of the privacy of those against whom allegations have been made, and any other issues of confidentiality, a whistleblower will be kept informed of the outcomes of the investigation into the allegations.
PROCESSING OF PERSONAL DATA
This whistleblowing service may collect personal data on the person specified in a message, the person submitting the message (if not sent anonymously) and any third person involved, in order to investigate facts on the declared misdeeds and inappropriate behaviour eligible under our code of conduct or internal rules. This processing is based on statutory obligations and the legitimate interest of the controller to prevent reputational risks and to promote an ethical business activity. The provided description and facts under this processing are only reserved to the competent and authorized persons who handles this information confidentially. You may exercise your rights of access, of rectification and of opposition, as well as of limited processing of your personal data in accordance with the local data protection legislation. These rights are subject to any overriding safeguarding measures required to prevent the destruction of evidence or other obstructions to the processing and investigation of the case. Data is stored within the EU. For any further questions or complaints please address your request to privacy@mathem.se.
DELETION OF DATA
Personal data included in a whistleblowing messages and investigation documentation is deleted when the investigation is complete, with the exception of when personal data must be maintained according to other applicable laws. Permanent deletion is carried out 30 days after completion of the investigation. Investigation documentation and whistleblower messages that are archived will be anonymised under GDPR; they will not include personal data through which persons can be directly or indirectly identified.
PERSONAL DATA CONTROLLER:
Mathem i Sverige AB is responsible for the personal data processed within the whistleblowing service and ypu can reach our Data Protections Officer at dpo@mathem.se.
PERSONAL DATA PROCESSOR:
WhistleB Whistleblowing Centre Ab (World Trade Centre, Klarabergsviadukten 70, SE107 24 Stockholm) is responsible for the whistleblowing application, including the processing of encrypted data, such as whistleblowing messages. Neither WhistleB nor any subsuppliers can decrypt and read messages. As such, neither WhistleB nor its subprocessors have access to readable content.