Use of our information channels. Who can submit communications?
Our Internal Reporting System is open to anyone (Healthcare Activos employees and anyone else connected with Healthcare Activos through an employment context) who wishes to report a breach of the law, the Ethical Code and Best Practices and our policies and procedures.
- Workers, whether directly employed by Healthcare Activos, contracted through an employment agency or self-employed,
- Shareholders and persons belonging to the administrative, management or supervisory bodies, including non-executive members, as well as volunteers and paid or unpaid trainees,
- Any person who has acquired information of a potential infringement within an employment relationship that has already ended, or during the recruitment process or other pre-contractual negotiations,
- Any person working for the supervision and management of contractors, subcontractors and suppliers,
- Facilitators and persons related to the informant
Who can I contact?
Infringements can be reported in the following ways:
- Through the email address of the Ethics Mailbox that Healthcare Activos has set up for this purpose: firstname.lastname@example.org
- Orally, by means of a face-to-face meeting with the Healthcare Activos Compliance Officer.
Healthcare Activos encourages any person who becomes aware of a potential infringement to immediately report it to the company through the means provided. Such persons are obliged to cooperate in the analysis and investigation whenever requested by Healthcare Activos’ Compliance Officer and to maintain due confidentiality regarding the cooperation provided and the facts brought to their attention. In the event that they become aware of the commission of a public crime, they are obliged to report it to the entity. When the facts referred to in the complaint may be indicative of a crime, the management body shall immediately forward the information to the Public Prosecutor’s Office. In the event that the facts affect the financial interests of the European Union, the matter shall be referred to the European Public Prosecutor’s Office. Likewise, the aforementioned channels are also open to third parties outside Healthcare Activos.
How are communications recorded?
Oral communication is documented in one of the following ways, subject to the informant’s consent:
- Through a recording of the conversation in a secure, durable and accessible format.
- Through a complete and accurate transcript of the conversation
Without prejudice to his or her rights under data protection regulations, the informant shall be given the opportunity to verify, rectify and agree with the transcript of the conversation by signing it.
The System Manager records the communications received in the Company’s Register Book, which includes the information received and the internal investigations to which they have given rise, guaranteeing, in all cases, their confidentiality. It shall always include the following information:
- a) number of the communication received
- b) date of communication of the acknowledgement of receipt by the compliance officer
- c) Investigation report
- d) Decision rendered in relation to the communication
This register shall not be public and only at the reasoned request of the competent judicial authority, by means of an order, and in the context of judicial proceedings and under its supervision, may access to all or part of the contents of the register be granted.
Key principles of our information management and investigation procedure
Our information channels are designed, established and operated in a secure manner, ensuring the protection of the confidentiality of the identity of the informant and any third parties mentioned in the communication, and preventing access by unauthorised persons. The information communicated will only be accessible to those who have a need to know and are authorised to access it.
Anonymous reporting is allowed. The anonymity of the informant shall be guaranteed unless the person expressly waives it.
Inform through appropriate channels
When the communication is made through reporting channels other than those established and determined in the Information Management Procedure or to members of staff who are not responsible for its processing, the recipient of the communication shall immediately forward it to the Compliance Officer as the System Administrator. In these cases, confidentiality shall also be guaranteed.
Acts constituting reprisals, including threats of reprisals and attempts of reprisals against informants, persons connected with them or facilitators making a communication are expressly prohibited.
Retaliation shall mean any action or omission prohibited by law or which, directly or indirectly, results in unfavourable treatment that places the persons subjected to it at a particular disadvantage compared to another person in the employment or professional context, solely because of their status as informants, or because they have made a public disclosure.
The right of those concerned to the presumption of innocence, the right of defence, the right to honour and the right of access to the file.
The persons concerned are entitled to these basic guarantees, as well as those established for informants.
Restrictions on disclosure of information
Informants shall not be deemed to have breached any restriction on disclosure of information and shall incur no liability of any kind in connection with such communication provided that:
- Information is necessary to report the possible infringement
- Access to the information contained in the communication does not constitute a criminal offence.