In situations where employees or third parties do not wish to contact a point of contact within the J. Müller Group regarding difficulties or problems, they have the option of contacting an ombudsperson instead. Topics for which the ombudsperson can serve as a contact include, for example:
• Theft, fraud
• Discrimination
• Misconduct
• Corruption
• Bullying
• Sexual harassment
• Violations of occupational safety regulations, data protection requirements, quality assurance guidelines, or environmental protection regulations
• Disclosure of confidential information
Ombudsperson of the J. Müller Group
An ombudsperson is an independent and trusted individual whom employees and third parties can contact to report irregularities within the company. The ombudsperson for the J. Müller Group is Dr. Carsten Thiel von Herff. Mr. Thiel von Herff is an impartial lawyer with extensive experience serving as an ombudsperson for various well-known companies.
Procedure for Reports
Once a report has been received by the ombudsperson, it is reviewed for plausibility. If there is a suspicion of a violation of criminal law or a breach of internal rules of conduct—such as the J. Müller Group’s Code of Conduct — the ombudsperson will, in consultation with the whistleblower, forward the report to the J. Müller Group, if necessary in anonymized form. The ombudsperson monitors the process while the J. Müller Group initiates an investigation into the reported matter. The legal assessment of the investigated facts and the determination of appropriate measures to remedy and prevent improper business practices are carried out jointly with the ombudsperson. At the latest upon completion of the process, the whistleblower will be informed of the outcome to the extent legally permissible. In addition, the whistleblower may inquire about the status of the case at any time.
Anonymity and Protection of the Whistleblower
The anonymity of the whistleblower is guaranteed at all times, if desired. It is therefore generally possible for reports to be forwarded to the J. Müller Group anonymously via the ombudsperson. All further communication will then take place through the ombudsperson, who is bound by legal professional confidentiality. Protecting the whistleblower is a key component in handling reports. In particular, the whistleblower is protected by the principle that any form of retaliation against them will not be tolerated. The whistleblower’s interest in protecting their identity must be balanced against the interest of the persons affected by the report in having the matter disclosed. Therefore, any deliberate misuse of the reporting system will not be tolerated. In cases of intentional misuse, the ombudsperson may exceptionally disclose the identity of the whistleblower to the company.
Additional Notes
• The ombudsperson provides an additional channel for submitting reports. This does not affect other procedures for complaints and reporting.
• The use of the ombudsperson is free of charge for the whistleblower.
Contact
Dr. Carsten Thiel von Herff, LL.M.
Ombudsmann
Loebellstraße 4
33602 Bielefeld
Phone: 0521 557333-0
Fax: 0521 557333-44
Mobile: 0151 58230321
Email: vertrauensanwalt@thielvonherff.de
Whistleblowers can submit their reports in writing (email, letter, fax), by telephone, or in person to the ombudsperson, Dr. Thiel von Herff.