Hotline -Whistleblower Service-
We accept reports from whistleblowers on behalf of your company in the Japanese, Chinese, Korean, and English language and support companies to operate an effective system for receiving reports from whistleblowers at a fixed fee. We accept a wide variety of reports, such as corporate ethics, fraud and harassment.
Hotline is the whistleblower service. We accept reports from whistleblowers, on behalf of your company.
- We support companies to operate an effective system for receiving reports from whistleblowers at a fixed fee.
- We accept a wide variety of reports, such as corporate ethics, fraud and harassment.
- We accept reports in the Japanese, Chinese, Korean, and English language.
Features and Advantages
Detailed reports- We will create detailed reports to the clients, including records of all communication between the whistleblower and your company.
Less hesitation for potential whistleblowers- By setting no restriction on what can be reported, we create a hotline that can be contacted without hesitance, preventing the hotline from becoming a mere facade.
Multi-lingual capability- We will perform the translations, which will allow your company to reduce labor costs.
High security- All communication with your company will be managed within Deloitte’s web storage. E-mails will be prevented from being misdirected or eavesdropped by e-mail server administrators. ISMS（ISO:27001）Your important information will be protected by an ISMS (ISO:27001) certified organization.
Experienced staff- Our staff will provide the whistleblowers with a sense of security when consulting us.
Fixed fee- The monthly fee is set according to the number of persons the service will be provided to, regardless of the number of reports received or the time spent on processing them.
Issues and Solutions
“I work for a small company where all employees are acquainted with each other, thus it will be difficult to make an anonymous report (The whistleblower works for a company with 200 employees in total).”
- We will not disclose any information to the company without the whistleblower’s consent.
“Handling the calls is consuming too much of my work time. Also, because there is no partition between my seat and my surroundings, my conversations on the hotline can be heard by others sitting close by (The person is in charge of receiving reports for an internal whistleblower hotline).”
- We will accept the reports from whistleblowers, record details, and create reports on behalf of your company, which will allow the person in charge at your company to concentrate on investigation.
“The external provider is only connecting reports from whistleblowers to us, and is not providing any records or summaries of reports received (The person is in charge of managing an external whistleblower hotline provider).”
- A detailed report to the client will be created for each case, in addition to monthly and annual summary reports.
“I reported a corporate fraud, but it is not being corresponded to (The hotline receptionist was the whistleblower’s former boss).”
- Because the information will be reported to a third party (Deloitte), there will be a reduced possibility of cover-ups, or any other types of organized fraud.
Introduction Cost: From \200,000
Annual Summary Report: From \300,000 per year
Monthly Operation Cost
Less than 1,000 intended person: From \200,000 per month
Less than 2,000: From \220,000 per month
Less than 3,000: From \240,000 per month
Less than 4,000: From \260,000 per month
Less than 5,000: From \300,000 per month
Less than 10,000: From \400,000 per month
Less than 20,000: From \500,000 per month
Over 20,000: Quote required
Prices are fixed depending on the number of languages chosen.
Contract of 12 continuous months is required.
All prices exclude tax.
Operating hours: From 10 AM to 5 PM, Monday through Friday
Reporting channels: E-mail only
Reception Time: 24 hours a day, 365 days a year
Designing an Internal/External Whistleblowing System (In Response to the Whistleblower Protection Act)
According to the “Internet Survey Report on Workers Regarding the Whistleblower Protection Act” conducted in Japan by the Consumer Affairs Agency in 2009, 41.7% answered either “In principle, I will not make a report” or “I will not make a report” if they discover a violation of the law, etc. within their own company. The top two reasons were, from “Fear of retribution, such as getting discharged from the company” and “Fear of harassment at work”.
Additionally, among the workers who answered “I will make a report to an administrative agency or any other external institution (such as the media) first”, the top two reasons that they will not make a report to their own company were from “Fear of retribution, such as getting discharged from the company” and “Expectation that it will not be handled sufficiently (or from experience of a report not being handled sufficiently in the past)”
In order to alleviate these concerns and design a functional internal/external whistleblowing system, the following items must be considered and clearly communicated to the users of the system.
- Where to Setup the System: Internally (e.g. Compliance Dept., Internal Control Promotion Office), Externally, Combined
- Intended Users: Permanent employees, contract employees, part-time workers, business partners
- Whether to accept anonymous whistleblowing
- Reporting channels: Phone, emails, web forms, etc.
- Reception hours: During working hours only, 24 hours a day, etc.
- Staffing (Hotline): Internal employees from the Compliance Dept., external counselors, attorneys, etc.
- Staffing (Investigation): Internal employees from the Compliance Dept., external consultants, etc.