What is Speak Up?
Speak Up is a comprehensive and confidential reporting tool created by NAVEX that enables management, employees and other stakeholders to work together to address fraud, abuse, and other misconduct in the workplace while cultivating a positive work environment.
Why do we need a system like NAVEX?
May I report using either the Internet or the telephone?
Yes. Speak Up enables you to file a confidential, anonymous report via either the telephone or the Internet.
What types of situations should I report?
The Speak Up system allows all stakeholders of the Asahi Group to report any violation of law or our Code of Conduct, or other concerns you may have about suspected misconduct.
If I see a violation, shouldn't I just report it to my line manager, human resources or legal team 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 line manager or other member of human resources or legal 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, if you wish) 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. With that right comes the responsibility of acting in an ethical manner and letting the relevant people know if someone is not acting appropriately. By working together, we can maintain a healthy and positive environment. Furthermore, corporate misconduct can threaten the very existence of an entire company.
Does management really want me to report?
We certainly do. In fact, we need you to report. 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.
Where do these reports go? Who can access them?
Reports are entered directly on NAVEX’s secure server. NAVEX makes these reports available only to specific individuals within the company who are charged with handling the report, based on the nature of the case and location of the incident, in accordance with the Asahi Speak Up Policy or any local addendums or local internal regulations. 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?
No. Speak Up is a positive aspect of our overall philosophy that allows us to ensure a safe, secure and ethical workplace. Effective communication is critical in today’s workplace and this is a great tool to enhance that communication by enabling you to communicate your concern.
It is my understanding that any report I send from a company computer generates a server log that shows every website that my PC connects with. Won’t this log identify me as the report originator?
NAVEX does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to Speak Up is available.
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 or at a friend’s house) through the Speak Up secure website. Many people choose this option, as NAVEX 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, subject to the exception mentioned in the FAQ below. An Internet portal never identifies a visitor by screen name and the Speak Up system strips away Internet addresses so that anonymity is maintained.
I am concerned that the information I provide to Speak Up will ultimately reveal my identity. How can you assure me that will not happen?
The Speak Up system protects your anonymity. If you wish to remain anonymous, you - as a reporting party - need to ensure that the body of the report does not reveal your identity by accident. For example, “From my desk next to John Smith…” or “In my 33 years…”. Please also note that we may be required in limited circumstances to disclose the contents of your report to the authorities (e.g. if the reported misconduct constitutes a criminal offence under applicable law), which may potentially identify you.
Is the telephone toll-free hotline confidential and anonymous too?
Yes. You will be asked to provide the same information that you would provide in an Internet-based report and the NAVEX Communication Specialist will type your responses into the Speak Up website. 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 to identify yourself, if you wish.
I am aware of some individuals acting unethically, but it doesn't affect me. Why should I bother reporting it?
Our company promotes 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 in other companies to see the disastrous effects that a lapse in ethics can have on an otherwise healthy company. 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 the Code of Conduct, or involves unethical conduct, but it just does not look right to me. What should I do?
File a report. We'd rather you report a situation that turns out to be harmless than let possible unethical behavior go unchecked.
What if my boss or other managers are involved in a violation? Won’t they get the report and start a cover-up?
The Speak Up system ensures 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 the Speak Up website or by phone, you will receive a unique, randomized number called a “Report Key” and will be asked to choose a password. You can return to the Speak Up system again either by Internet or telephone and access the original report to add more detail or answer questions posed by a company representative. We strongly suggest that you return to the site in the time specified to answer company questions. Through this follow-up function, you may engage in a dialogue with the company whilst remaining anonymous.
Are these follow-ups on reports as secure as the first one?
All Speak Up correspondences are held in the same strict confidence as the initial report, continuing under the umbrella of anonymity.
What if I lose my Report Key or forget the Password I created?
To ensure that security and confidentiality is maintained, if you lose your report key or password, you will need to file a new report. Mention in the new report that it is related to a report you previously submitted.
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 public libraries, have Internet computers. If you don’t have access to or are uncomfortable using a computer, you can call the Speak Up toll-free hotline, which is available 24 hours a day, 365 days a year.