Reporting System
As a global company, we take the issue of compliance very seriously at Matthews International. In addition to the establishment of a group-wide compliance management system (CMS), our “Matthews Ethics” complaints system is an important component in ensuring compliance within our group. Our online portal (http://www.matw-ethics.com/ – please note: by clicking on the link you will leave the Saueressig website and be taken to our external provider) and telephone contact number 0800 1812396 (within Germany) are available to employees of Matthews International, all contractual partners and third parties. The following rules of procedure apply to complaints submitted:
Rules of procedure for the reporting system
- Who can contact the reporting system?
The reporting system is available to all employees, suppliers, customers and other third parties.
- Which complaints can you submit?
The reporting system is a confidential channel through which you can ask questions and/or report concerns about actual or potential misconduct, violations of regulations or laws, and violations of Matthews policies. Questions or concerns may relate to any of the topics covered by our Matthews Code of Conduct, such as environmental and human rights issues, handling company property, antitrust law, corruption and bribery, data protection and information security.
- How do you access the reporting system?
You can contact the Matthews Ethics Hotline either via our external reporting system (http://www.matw-ethics.com/) or by calling 0800 1812396 (within Germany). For calls from countries other than Germany, you will find a list of all telephone numbers at http://www.matw-ethics.com/.
- What happens to your report?
When you call the number, your call will be answered by a call center agent. After you have selected your preferred language, an automated voice will guide you through the process. If you report your concern through the online system, you will receive a confirmation of receipt. An electronic summary of your report or inquiry will only be forwarded to the responsible employees, who will review the facts and decide on further action. Depending on the circumstances, various Matthews units may be involved in the investigation, such as the Legal Department, Human Resources, Corporate Security, Corporate Audit or Corporate EHS. Both systems also allow for anonymous contact between you and the investigation team, for example to exchange additional information. Therefore, you can always inquire about the status of your report. You can either call the hotline again or, if you have chosen to use the online form, log in to the website with your case number and password. Details of the outcome of the investigation, including the action taken, are confidential. The investigation teams work as efficiently as possible to review and resolve issues. Each investigation is different and therefore the time taken may vary. You will receive feedback when an investigation is complete.
- Is there any retaliation?
Matthews does not tolerate retaliation against anyone who raises concerns in good faith or participates in an investigation, even if the concerns ultimately prove to be unfounded. Therefore, you should not fear retaliation for raising your concerns or seeking advice. Matthews employees who are assigned to cases are trained to maintain the confidentiality of the information provided. We also follow the “need-to-know” principle, which means that access to information is limited to those who need it to process a case. We also follow the principle of independence. Case handlers are impartial, independent in the handling of cases and bound by confidentiality.
- Can you remain anonymous?
Reports can be submitted anonymously. If you would like to follow up on the case or share further information, you can contact us again at any time, anonymously if you wish.
- Who is responsible for the system?
The Matthews Legal Department is responsible.
