FAQs

About EthicsPoint

Reporting – General

Reporting Security & Confidentiality

Tips & Best Practices

About EthicsPoint

What is EthicsPoint?

EthicsPoint is a comprehensive and confidential reporting tool that enables us to work together to address potential beaches of our Code of Conduct including fraud, harassment and other misconduct in the workplace while cultivating a positive work environment, consistent with our Reporting Misconduct (Whistleblower) Procedure. It can also be used to report other matters to Santos relating to community issues and psychosocial hazards/incidents.

Why do we need a system like EthicsPoint?

Reporting – General

Can I report using either the Internet or the telephone?

Yes. You can submit a confidential, anonymous report via either the telephone or the Internet.

What types of situations should I report?

The EthicsPoint system allows you to report any potential breach of our Code of Conduct, as well as matters relating to community issues and psychosocial hazards/incidents.

If I see an issue, shouldn't I just report it to my line leader, or people business partner and let them deal with it?

When you observe some behaviour that you believe could breach our Code of Conduct, we expect you to report it. Ideally, you should bring any concerns forward to your line leader or people business partner. We recognize, however, that there may be circumstances when you are not comfortable reporting the issue in this way. In these circumstances you can lodge a report via EthicsPoint, anonymously if you wish.

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.

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 minimise 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 are entered directly on the EthicsPoint secure server. These reports are only available to specific individuals within the company who are charged with evaluating the report, based on the type of alleged breach. 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. EthicsPoint is a positive aspect of our overall philosophy that allows us to ensure a safe, secure and ethical workplace. You are encouraged to seek guidance on ethical dilemmas, 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.

Reporting Security & Confidentiality

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 EthicsPoint 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 EthicsPoint secure website or make a report by phone or using the mobile intake option (QR code). 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 neighbour’s computer, or any Internet portal will remain secure and anonymous (if you choose this option). An Internet portal never identifies a visitor by screen name and the EthicsPoint system strips away Internet addresses so that if you choose, anonymity is totally maintained.

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

The EthicsPoint system protects your anonymity. However, if you wish to remain anonymous, you, as a reporting party, also need to ensure that information could not reveal your identity by accident or association, for example, “From my workstation on level 12 closest to the kitchen” or “In my 20 years working in Procurement with Santos” etc.

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 Web site. 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. If you are reporting Communities Feedback, you are encouraged to leave contact details, so a member of the team can follow-up the report with you.

Tips & Best Practices

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

Consistent with our Values we expect those who work with or for us to act ethically and lawfully. All unethical conduct, at any level, ultimately hurts the company and all employees, including you. If you know of any incidents of misconduct or ethical breaches, 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 breach of the Code of Conduct but it just does not look right to me. What should I do?

File a report. The EthicsPoint system will guide you to prepare and file your report so it can be properly understood. We'd rather you report a situation that turns out to be harmless than let possible unethical behaviour go unchecked.

What if my line leader or other leaders are involved in a breach? Won’t they get the report and start a cover-up?

The EthicsPoint system and report distribution ensure that any 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 EthicsPoint Web site or through the EthicsPoint Call Center, you receive a unique, randomised number called a “Report Key” and are asked to choose a password. You can return to the EthicsPoint 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 any questions. You and the appropriate Santos representative will enter into an “anonymous dialogue,” via the EthicsPoint online tool 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 EthicsPoint correspondences are held in the same strict confidence as the initial report.

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 or question you previously submitted.

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

You can file an EthicsPoint 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 the EthicsPoint toll-free hotline, which is available 24 hours a day, 365 days a year. Reports can also be submitted via the mobile intake application (QR code) which will take you to a mobile version of EthicsPoint. Data entered via the mobile intake application is treated in the same way as other report methods.