About Hello ofi

What is Hello ofi?

Hello ofi is a comprehensive and confidential reporting tool created by NAVEX that enables companies to address misconduct in their operations while cultivating an environment of trust and openness

Why do we need a system like Hello ofi?

  • We encourage all stakeholders to approach ofi to report any incidences of wrongdoing. By creating open channels of communication, we promote a culture of trust and openness.
  • An effective reporting system augments 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?

If you are not an ofi employee, you may use the Hello ofi website or phone numbers to report a grievance. Hello ofi enables you to file a confidential, anonymous report via either the telephone or the Internet.

What types of situations should I report?

The Hello ofi system allows any external stakeholder of ofi to report any violation of our policies including the ofi Supplier Principles, Agri-Supplier Code, the Code of Conduct and the Anti-Corruption and Bribery Policy, or any other concern you may have.

If I see a violation, shouldn't I just report it to a known ofi representative and let them deal with it?

When you observe some behavior that you believe violates our Supplier Principles or Agri Supplier Code, we expect you to report it. Ideally, you should bring any concerns forward to a known ofi representative. 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 a responsibility to act in an ethical manner. By reporting any incidences of Code violations, you are not only exercising your responsibility to act ethically, but also enabling the company (ofi) to uphold its responsibility and commitment to ethical conduct. By working together, we can maintain a healthy, honest and high-trust environment.

Does ofi 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 any affected people. Also, offering positive input may help identify issues that can improve ofi’s policies and operations.

Where do these reports go? Who can access them?

Reports are entered directly on the Hello ofi secure server. 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?

No, Hello ofi is not monitoring you or your activities. Instead, Hello ofi allows you to report issues to ofi in a safe and secure manner. If you do not want to share your identity, you can report completely anonymously. What is most important, is that you feel comfortable to use this channel to raise a report. Effective communication is critical for positive stakeholder relations 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.

How can I follow up on my report?

At the time of submitting your report, you will be given a report key and asked to create a password. Please store this report key and password carefully as it will be required for any follow up you wish to make on your report.

To follow up on your report you may call the phone line or log on to the website, and click on the Follow Up button. You will then be asked to enter your report key and password data. Upon successfully entering this data you will be able to view the status of your report. To ensure that security and confidentiality is maintained, if you lose your report key or password, you will need to file a new report.

Reporting Security & Confidentiality

It is my understanding that any report I send from a 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 Hello ofi is available.

If you feel uncomfortable making a report on your work PC, you have the option of using a public computer (such as one located at an Internet café or at a friend’s house) through the Hello ofi secure website.

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. The Hello ofi system strips away Internet addresses so that anonymity is totally maintained.

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

The Hello ofi system protects your anonymity. However, 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 location in the Singapore factory…” or “In my 15 years experience…”.

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 Hello ofi 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.

Tips & Best Practices

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

ofi promotes ethical behavior. All unethical conduct, at any level, ultimately hurts the company and all its stakeholders. If you know of any incidents of misconduct or ethical violations, consider it your duty to yourself 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?

File a report. NAVEX can help you 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 behavior go unchecked.

What if someone senior is involved in a violation? Won’t they get the report and start a cover-up?

The Hello ofi system and report distribution ensure 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 Hello ofi Web site or through the Hello ofi Call Center, you receive a unique, randomized number called a “Report Key” and are asked to choose a password. You can return to the Hello ofi system again either by Internet or telephone and access the original report to add more detail.

In some cases, the company representatives might raise further questions or request further information about your report. You will receive a notification at such times. In such a situation 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 Hello ofi 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 or question you previously submitted.

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

You can file an Hello ofi report from any computer that can access the Internet. You can file from home. Many public locations have Internet access. If you don’t have access to or are uncomfortable using a computer, you can call the Hello ofi toll-free hotline, which is available 24 hours a day, 365 days a year.