Internal reporting procedure
Information on the Internal Reporting Procedure
KOFAMA Koźle Spółka Akcyjna with its registered office in Warsaw (00-867), ul. Chłodna 51, entered into the Register of Entrepreneurs of the National Court Register kept by the District Court for the Capital City of Warsaw in Warsaw, 13th Commercial Division of the National Court Register under KRS number: 0000406958, NIP: 7490005177, REGON, 531029024, BDO: 000026475, share capital PLN 60,953,068.00 paid in full, has implemented an internal reporting procedure. Its text is available at the HR department in Kędzierzyn Koźle, Chorula, and Żmigród.
The procedure for reporting violations and protecting persons making reports is intended to enable the reporting of violations of law in a work-related context and to provide whistleblowers with appropriate and effective protection against retaliatory actions that could be taken in connection with the report made.
!The subject of a report may be violations of law concerning, in particular:
- 1corruption,
- 2public procurement,
- 3product safety and compliance,
- 4transport safety,
- 5environmental protection,
- 6privacy and personal data protection,
- 7security of network and information systems,
- 8financial interests of the State Treasury of the Republic of Poland, local government units, and the European Union,
- 9the internal market of the European Union, including public law rules on competition and state aid, and corporate taxation.
Internal reports can be made through confidential reporting channels, in particular:
by mail to the Employer's address with the note "Reporting a violation", "Whistleblower" or other equivalent, without providing the sender's details on the envelope,
personally to a person designated by the Employer – the Ethics Ombudsman, who documents the report in the form of a report card constituting Annex 3 to the Procedure,
via e-mail to dedicated e-mail addresses of individual branches.
A report of a violation of law should include, in particular:
- indication of the whistleblower's personal data, in particular the contact address,
- stating the circumstances of the violation, in particular the date, place, persons involved or who may have information about the violation,
- if possible, indication of evidence.
A template for reporting a violation of law is Annex 3 to the Procedure.
Reports are registered by the Ethics Ombudsman, who within 7 days sends an acknowledgment of receipt of the report.
The Ethics Ombudsman verifies the report and then forwards it to the Factory Ethics Committee, which decides on follow-up actions.
An external report is accepted by the Commissioner for Human Rights (Ombudsman) or a public authority.
The administrator of personal data processed in connection with the report of a violation of law is KOFAMA Koźle S.A. Detailed information on the processing of personal data is Annex 5 to the Procedure.
!NOTE:
Anyone who makes a report or public disclosure knowing that no violation of law has occurred is subject to a fine, restriction of liberty, or imprisonment for up to 2 years.
The whistleblower enjoys protection only in connection with the report of a violation of law made.