Whistleblowing Channel

We, Vidia GmbH (the “Company”), attach great importance to compliance with laws, internal guidelines, and ethical principles. In order to consistently counteract possible misconduct, we have set up a whistleblowing channel. Through this channel, both employees and external stakeholders can report violations of legal provisions and internal regulations – confidentially and, if desired, anonymously.

The whistleblowing channel is operated by Bitkom, an external, independent provider, to ensure that reports are handled objectively and securely. Every incoming report is carefully reviewed and suspicious cases are investigated thoroughly.

What misconduct should be reported?

A whistleblower can report illegal, dishonest, or unlawful behavior, such as (but not limited to)

  • A crime or misdemeanor,
  • A violation of applicable laws, regulations, and/or international standards (e.g., the UN Global Compact Principles or the OECD Guidelines for Multinational Enterprises),
  • A breach of the company’s contractual obligations,
  • A violation of the company’s ESG policy statement and/or other policies,
  • Any other type of unethical or dishonest behavior (the “Misconduct”).

Reports must be made in the general interest of the Company.

Reporting in good faith

When submitting a report, a whistleblower must always act in good faith and the report must be made for valid reasons. If the report contains false, unsubstantiated, or opportunistic allegations, or if it is made solely for the purpose of defaming or harming others, the Company may take appropriate disciplinary and/or legal action against the whistleblower.

Reporting options

You can submit reports via the following channels:

By telephone

Hotline: +49 30 27576-456
The hotline is available during normal business hours (Mon-Fri 9 a.m.-5 p.m.). When calling from abroad, please note the applicable area codes or country codes.

By e-mail

Vidia@bitkom-consult.de
Please indicate the relevant legal entity in your report so that we can process your request in a targeted manner.

By mail

Address:
Bitkom servicegesellschaft mbH
Albrechtstraße 10
D-10117 Berlin

Please ensure that you indicate the Company and the relevant legal entity in your letter so that your report can be assigned and processed accordingly.

In person

You can also submit information in person by appointment. To arrange an appointment, please contact:
whistleblower@bitkom-consult.de

External reporting channels

In addition to the Company’s own contacts and this whistleblowing channel, whistleblowers also have external reporting channels at their disposal. Further information can be found here.

What information should be included in a whistleblowing report?

A report must be sufficiently detailed and documented and contain the following details (if the relevant information is known):

  • A detailed description of the events and how the whistleblower became aware of them;
  • The date and place of the incident;
  • The names and positions of the persons involved or information that enables their identification;
  • The names of other persons, if available, who can confirm the reported facts;
  • When submitting a report, the name of the whistleblower (this information is not requested for an anonymous report) and any other information or elements that could help the investigation team verify the facts. It is strongly recommended that whistleblowers provide their name when submitting a report. This facilitates the internal investigation and the implementation of the necessary measures to protect the whistleblower.

What measures are in place to protect whistleblowers?

The identity of the whistleblower will be kept strictly confidential. To ensure such strict confidentiality, the following measures have been taken:

  • Reports are handled by case handlers and the files are kept strictly confidential. Only authorized persons on the investigation team have access to this data.
  • All internal and external parties involved in the investigation and follow-up measures are subject to strict confidentiality obligations. Unauthorized disclosure of information related to the investigations, the report, or the identity of a whistleblower will not be tolerated and will result in disciplinary action. Depending on the circumstances, such conduct may also result in other measures, including civil or criminal prosecution.
  • The identity of the whistleblower will not be disclosed unless
    • The whistleblower expressly consents to disclosure, or
    • Disclosure is required by law. Depending on the nature of the reported misconduct, it may be required by law to involve government authorities so that an official investigation can be initiated. In such cases, the Company may be required to disclose the whistleblower’s name to government authorities, while maintaining strict confidentiality of the whistleblower at all times. The Company will inform the whistleblower if their identity has been disclosed, unless such disclosure would jeopardize the investigation or legal proceedings.

Anonymity and confidentiality

If you wish to remain anonymous, you can do so via this whistleblowing channel. We ensure the highest level of confidentiality and anonymity within the framework of the applicable legal provisions.

The Company will make every reasonable effort to investigate an anonymous report, but it should be pointed out that in some cases there are limitations to what can be achieved if the whistleblower chooses to remain anonymous.

Our procedure at a glance

Step 1: Contact

You can submit a report by telephone, email, or post. All channels can be used in English or German.

Step 2: Confirmation of receipt

You will receive confirmation of receipt within seven days and contact details for the next steps in the process. We will endeavor to communicate in the language that ensures the best possible understanding during the process.

Step 3: Review by a team of experts

A team of experts will process the report and review its validity. If your report is rejected, you will receive an explanation.

Step 4: Clarification of the facts

To clarify the facts, further parties may be consulted, in consultation with you if necessary.

Step 5: Remedial measures

Proposals for remedial action will then be developed, in consultation with you if necessary. You will be notified of the outcome and any measures taken within approximately three months after confirmation of receipt.

Step 6: Conclusion

We will archive the case and the remedial measures in accordance with legal requirements.

Step 7: Feedback

Voluntary feedback from you after completion of the process will help us to further develop our complaints procedure.

We thank you for your support in maintaining integrity and compliance in our Company.