Frequently Asked Questions

Reporting – Gurin Energy Speak Up Hotline Reporting - General Reporting Security & Confidentiality Tips & Best Practices

Reporting – Gurīn Energy Speak Up Portal

How do I report a concern through the Gurin Energy Speak Up Portal?

You can submit a confidential, anonymous report via Online, Phone or QR Code. All portal channels are available 24 hours a day, seven days a week.

How does the Gurin Energy Speak Up process work?

What types of situations should I report?

Any violation of Gurīn Energy’s Code of Conduct, policies and procedures, applicable laws and regulations, or other concerns you may have should be reported.

For example:

You or someone else has witnessed breaches of the safety laws and regulations and Gurīn Energy’s policies and procedures on a project site
You or someone else has been subjected to unfair treatment, discrimination, bullying, harassment or sexual harassment

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

You can raise your concerns with your manager, the Compliance Officer, Environmental, Social, and Governance (ESG) Director, Chief Financial Officer (CFO) or other member of our management team. However, we recognise 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 and established the portal service. We would rather you report through an independent channel than keep the information to yourself.

Who assesses and investigates the matters reported?

When a matter is reported through the Speak Up portal, the report will be received by the members of the Compliance and Grievance Committee. The Committee comprises the Compliance Officer, Chief Financial Officer (CFO) and the Environmental, Social and Governance (ESG) Managing Director.

If the report relates to a member of the Committee, that person will not be notified, nor receive the report. To ensure a confidential, fair and transparent system for reporting, the Speak Up system automatically excludes that person.

If an appeal to the Outcome is submitted through the Speak Up portal, the appeal will be directed to the designated person on the Gurīn Energy Board of Directors. The designated person is currently our Independent Director on the Board.

Reporting – General

Why should I report?

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 right people know if someone is not acting appropriately. By working together, we can maintain a healthy and productive environment. Further, corporate misconduct can damage our reputation and threaten the sustainability of Gurīn Energy and our operations.

Where do these reports go? Who can access them?

When you contact the Speak Up portal, the report is entered directly on the EthicsPoint server, an independent third-party operated secure system. The report is then made available to the members of the Gurīn Energy Compliance and Grievance Committee who are charged with evaluating the report. If the report relates to a member of the Committee, the system automatically excludes that Committee member from receiving or accessing the report. Each of the Committee members has had training in keeping these reports in the utmost confidence.

Reporting Security & Confidentiality

It is my understanding that any report I send from a work computer generates a record that shows every website that my work computer connects with. Won’t this record identify me as the report originator?

All reports submitted through the Speak Up portal go to a third-party that does not generate or maintain any internal records with the source of the referral, including IP addresses, therefore no information linking your work computer to a report is available.

If you feel uncomfortable making a report on your work computer, you have the option of using a computer outside our work environment (such as your personal computer or a friend’s computer). It’s not unusual to report a concern after hours, many people choose this option.

I am concerned that the information I provide Gurīn Energy’s Speak Up portal will ultimately reveal my identity. How can you assure me that will not happen?

If you report a concern via Online, Phone or QR Code you have the option to report anonymously or provide your identity. If you wish to report anonymously, the third-party Speak Up system protects your anonymity. However, if you are reporting anonymously, you - as a reporting party - need to ensure that you do not reveal your identity by accident. For example, “From my desk next to Jan Smith…” or “In my 33 years…”.

Tips & Best Practices

I am aware of some individuals acting unethically, but it doesn't affect me. Why should I bother reporting it?

Gurīn Energy is committed to the highest standards of honesty and integrity, and we show respect for all. All unethical conduct, at any level, has the potential to damage our reputation, and impact on all employees, including you. If you know of any incidents of misconduct or ethical violations, consider it your duty to yourself and your co-workers to report it.

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

Report your concern through the Gurīn Energy Speak Up portal. Alternatively, you can contact the Compliance and Grievance Committee through email at complianceandgrievance@gurinenergy.com.

We would rather you report a situation that turns out to be harmless than let possible unethical behaviour go unchecked.

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

When you submit a report through the Speak Up portal, only the members of the Compliance and Grievance Committee will be notified and will be able to access the report. If the person(s) identified as being involved in the violation is also a member of the Committee, 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 through the Speak Up portal, you receive a unique, randomised number called a “Report Key” and are asked to choose a password. You can then return to the Speak Up Hotline to access your report, using your Report Key and password, and add more detail or answer questions posed by the Compliance and Grievance Committee. We encourage you to return to the site in the time specified to answer the Committee's questions, so your concerns can be resolved in a timely manner.

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

All correspondence through the Speak Up portal is 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?

Unfortunately, if you lose or forget your ‘’Report Key’’ or password you cannot reset or request another Report Key or password. The system operates in this manner to ensure that security and confidentiality is maintained.

If you have forgotten your Report Key or password, you will need to file a new report in the Speak Up portal. When reporting, you should indicate that this new report is related to a report or question you previously submitted.