Welcome to the whistleblower protection page.
At In Extenso Belux, we are committed to ensuring a professional environment where everyone can speak up.
In accordance with Directive (EU) 2019/1937 and its implementation in Luxembourg and Belgian national law, we have established a policy whereby any person acting in good faith who reports misconduct will be protected from any retaliation.
We commit to investigating all reports, whether written or verbal, promptly.
Confidentiality of all parties involved will be respected to the extent possible and in compliance with relevant legislation and regulations within the European Union, Luxembourg, and/or Belgium.
We prioritize ethics, integrity, and adherence to applicable laws and standards in our profession.
We actively promote transparency and are determined to protect those who report misconduct.
What is a "Whistleblower"?
A Whistleblower is a person who, in good faith and within a professional context, reports ethical concerns, violations contrary to the purpose or objectives of national or European law, or practices contrary to the integrity of the company.
The status of "Whistleblower" is recognized to the author of the report under two conditions:
- the author of the report must have reasonable grounds to believe that the information reported about the violations is true at the time of the report, and;
- the report has already been made internally or externally through the designated channels, or the information has been publicly disclosed.
How to make a report?
1st step: Choose a Channel
- Secure electronic channel (confidential but non-anonymous): ethics@inextenso-belux.com
- Telephone channel: by requesting to be directly connected with the Reporting Manager
- Physical mailbox: In Extenso Belux, "Ethics - Whistleblower", 6 Rue d'Arlon L-8399 Windhof
- Confidential interviews: Upon request to the Reporting Manager
The existence of internal reporting channels does not affect the Whistleblower's right to use an external reporting channel or make a public disclosure.
2nd step: Describe the Facts
To facilitate the investigation and ensure a prompt resolution of the issues, we encourage you to be specific in describing the reported facts and to document your report with supporting evidence.
You have the option to make your report in either French or English.
3rd step: Stay Informed
Receipt of an acknowledgment within 7 days of the report, in writing, along with communication of the reference assigned to the case. No acknowledgment will be provided to the author of an anonymous report.
Feedback provided no later than 3 months after the acknowledgment is sent.
Diligent follow-up on the case throughout the investigation process.
Our Commitment to Whistleblower Protection
Confidentiality
In Extenso Belux commits to implementing, within the bounds of applicable legislation, all necessary procedures to ensure the confidentiality of information received regarding the identity of the whistleblower as well as that of any third parties mentioned in the received report.
Unless circumstances dictated by law, the whistleblower's identity shall not, under any circumstances, be disclosed without their express and voluntary consent to any party other than authorized personnel competent to receive and process reports. This also applies to any other information from which the identity of the reporting party can be directly or indirectly inferred.
Impartiality
The investigative team will act impartially, without prejudice or undue influence.
Competence
Members of the investigative team will be selected based on their competence and expertise in the specific area related to the report.
Protection against retaliation
The company firmly commits to protecting whistleblowers against any form of retaliation, including threats and attempts at retaliation, due to their report. Any breach of confidentiality will be dealt with severely in accordance with applicable legislation.
This process aims to ensure a safe and confidential environment for reporting concerns, thereby ensuring the protection of the whistleblower throughout the reporting process.
Commitment to Ethics and Integrity
All personal data provided will be processed in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation - "GDPR").
We encourage all our employees, business partners, and third parties to share our commitment to ethics and integrity.
For any questions or additional information about our whistleblower protection procedure, please contact the members of the dedicated team responsible for receiving and processing reports, using the dedicated email address: ethics@inextenso-belux.com.
Your integrity matters. We are here to protect you.
Reports falling outside the scope of whistleblower protection legislation will not be considered. For any other matters, we invite you to use the contact form.
