About Sumitomo Electric Group Hotline

Reporting – General

Reporting Security & Confidentiality

Tips & Best Practices

About Sumitomo Electric Group Hotline

What is Sumitomo Electric Group Hotline?

Sumitomo Electric Group Hotline is one of many avenues where you can report a concern. You are encouraged to ask questions and seek guidance if you become aware of a suspected or actual violation of law, the code of conduct, or any conduct that you believe is illegal, unsafe, or unethical.

What is EthicsPoint?

Sumitomo Electric Group has partnered with NAVEX to provide Sumitomo Electric Group Hotline. EthicsPoint is a comprehensive and confidential reporting tool created by NAVEX that provides you with a way to report by either phone or internet, all while cultivating a positive work environment.

Why do we need a system like EthicsPoint?

  • We believe that our employees are our most important asset. By creating open channels of communication, we can promote a positive work environment and maximize productivity.
  • An effective reporting system will augment our other efforts to foster a culture of integrity and ethical decision-making.

Reporting – General

May I report using either the Internet or the telephone?

Yes.  Sumitomo Electric Group Hotline uses the NAVEX to provide you with a way to file a confidential, anonymous report via either the telephone or the Internet.

What type of situations should I report?

The EthicsPoint system is designed for you to report any violation of our stated Code of Conduct, or other concern you may have.

If I see a violation, shouldn't I just report it to my manager, security, or human resources and let them deal with it?

When you observe some behavior that you believe violates our code of conduct, we expect you to report it.  Ideally, you should bring any concerns forward to your direct manager, or other member of our management team.  We recognize, however, that there may be circumstances when you are not comfortable reporting the issue in this manner.  It is for such circumstances that we have partnered with NAVEX.  We would rather you report anonymously than keep the information to yourself.

Why should I report what I know? What’s in it for me?

We all have the right to work in a positive environment and with that right comes the responsibility of acting in an ethical manner and letting the appropriate people know if someone is not acting appropriately. By working together, we can maintain a healthy and productive environment. Corporate misconduct can threaten the livelihood of an entire company. Reporting suspected misconduct or other concerns helps to protect the company, your colleagues, and our communities.

Does management really want me to report?

We certainly do. You know what is going on in our company - both good and bad. You may have initial knowledge of an activity that may be cause for concern. Your reporting can minimize the potential negative impact on the company and our people. Also, offering positive input may help identify issues that can improve corporate culture and performance.

Where do these reports go? Who can access them?

Reports on Sumitomo Electric Group Hotline are entered directly on the EthicsPoint secure server to prevent any possible breach in security. NAVEX makes these reports available only to specific individuals within the company who are charged with evaluating the report, based on the type of violation and location of the incident. Each of these report recipients has had training in keeping these reports in the utmost confidence.

Isn’t this system just an example of someone watching over me?

The EthicsPoint system concentrates on being a positive aspect of our overall philosophy, and allows us to assure a safe, secure, and ethical workplace. You are encouraged to seek guidance on ethical dilemmas, provide positive suggestions, or communicate a concern. Effective communication is critical in today’s workplace and this is a great tool to enhance that communication.

We have carefully chosen the best reporting tool to meet our compliance obligations while maintaining a positive reporting environment.

What should I do if the telephone number is not working?

If the telephone number listed is not functioning, please make your report online through this web site. Please indicate in the report that the telephone number did not work.

What should I do if the country I am in is not listed in the telephony list?

If there is no service for your location, please make your report online through this web site. Please indicate in the report that dialing instructions were not available for the country you are located in.

Reporting Security & Confidentiality

It is my understanding that any report I send from a company computer generates a server log that shows every web-site that my PC connects with, and won’t this log identify me as a report originator?

Sumitomo Electric Group Hotline, using the EthicsPoint system, does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to the Hotline is available.  In fact, EthicsPoint is contractually committed not to pursue a reporter’s identity.

If you feel uncomfortable making a report on your work PC, you have the option of using a PC outside our work environment (such as one located at an Internet café, at a friend’s house, etc.) through Sumitomo Electric Group Hotline (using EthicsPoint secure website).  Many people choose this option, as EthicsPoint’s data shows that fewer than 12% of reports are generated during business hours.

Can I file a report from home and still remain anonymous?

A report from home, a neighbor’s computer, or any Internet portal will remain secure and anonymous.  An Internet portal never identifies a visitor by screen name and the EthicsPoint system strips away Internet addresses so that anonymity is totally maintained. Plus, EthicsPoint is contractually committed not to pursue a reporter’s identity. 

I am concerned that the information I provide Sumitomo Electric Group Hotline will ultimately reveal my identity. How can you assure me that will not happen?

Every reasonable precaution, consistent with the needs of conducting a thorough and fair investigation, is taken to keep your identity confidential.

In addition, it is possible to report anonymously through Sumitomo Electric Group Hotline except where legally restricted from doing so. However, to further ensure your anonymity, you - as a reporting party - need to be careful not reveal any identifying details as part of your report by accident. For example, “From my cube next to Jan Smith…” or “In my 33 years…”.

Finally, Sumitomo Electric supports all employees in raising issues or concerns in good faith and is committed to maintaining a retaliation-free workplace. Anyone who violates that trust and retaliates will face disciplinary action.

Is the telephone toll-free hot line confidential and anonymous too?

Yes. You will be asked to provide the same information that you would provide in an Internet-based report and an interviewer will type your responses into the EthicsPoint system. These reports have the same security and confidentiality measures applied to them during delivery.

What if I want to be identified with my report?

There is a section in the report for identifying yourself, if you wish.

Tips & Best Practices

I am aware of some individuals involved with unethical conduct, but it doesn't affect me.  Why should I bother reporting it?

Sumitomo Electric chooses to promote ethical behavior.  All unethical conduct, at any level, ultimately hurts the company and all employees, including you. You only have to consider what happened in recent corporate scandals to see the disastrous effects that a seemingly harmless lapse in ethics can have on an otherwise healthy company. So if you know of any incidents of misconduct or ethical violations, consider it your duty to yourself and your coworkers to report it.

I am not sure if what I have observed or heard is a violation of company policy, or involves unethical conduct, but it just does not look right to me. What should I do?

You should report this in good faith through one of the channels available to you. We would rather you report a situation that turns out to be harmless than let possible unethical behavior go unchecked because you were not sure.

What if my boss or other managers are involved in a violation? Won’t they get the report and start a cover-up?

The EthicsPoint system and report distribution are designed so that implicated parties are not notified or granted access to reports in which they have been named.

What if I remember something important about the incident after I file the report? Or what if the company has further questions for me concerning my report?

When you file a report at Sumitomo Electric Group Hotline either by Internet or telephone, you receive a unique user name and are asked to choose a password. You can return to Sumitomo Electric Group Hotline again either by Internet or telephone and access the original report to add more detail or answer questions posed by a company representative and add further information that will help resolve open issues.  We strongly suggest that you return to the site in the time specified to answer company questions. You and the company now have entered into an “anonymous dialogue,” where situations are not only identified, but can also be resolved, no matter how complex.  

 Are these follow-ups on reports as secure as the first one?

All Hotline correspondences are held in the same strict confidence as the initial report, continuing under the umbrella of anonymity.

Can I still file a report if I don’t have access to the Internet?

You can file a report from any computer that can access the Internet. You can file from home. Many public locations, including the public library, have Internet computers. If you don’t have access to or are uncomfortable using a computer, you can call Sumitomo Electric Group Hotline’s toll-free number, which is available 24 hours a day, 365 days a year.