Frequently asked questions

Here you can check the frequently questions in the anonymous reporting channel of FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2)


This is a means of communication that the FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2) makes available to all those defined groups with access to this channel. Through this channel you can send communications that have been related in a series of categories that help to classify the communications by area, thus facilitating their management and the completion of the data collection forms.

02-What types of offences can I report?

According to point 1.2 of the Whistleblowing Channel Internal Reporting System Policy

a) Conduct constituting a criminal offence or a serious or very serious administrative offence such as, for example, an offence of fraud, payment of an undue commission, non-payment of a tax or price fixing in a public tender;

b) Any act or omission of European Union law provided that:

i. concerns matters relating to public procurement; financial services, products and markets and the prevention of money laundering and terrorist financing; product safety and compliance; transport safety; environmental protection; radiation protection and nuclear safety; food and feed safety, animal health and animal welfare; public health; consumer protection; protection of privacy and personal data; and security of networks and information systems.

ii. It affects the financial interests of the European Union, or

iii. It has an impact on the internal market, for example, infringements of EU competition rules and state aid. Incidents that are not included in this section, such as issues closely linked to human resources or personnel policies (e.g. holidays, remuneration, relations between employees, interpersonal conflicts, etc.), recommendations or suggestions not linked to regulatory compliance issues or to the provision of services by the entity, shall not be considered incidents to be reported through the Whistleblowing Channel.

03-Should I use this channel if the matter is urgent or an emergency?

No, this channel is not intended to handle urgent or emergency situations. You should contact the authorities or emergency services.

04-Who handles the complaints?

The person designated as responsible for the whistleblower channel and, in case of conflict, his or her replacement.

05-Who manages the whistleblower channel?

The Channel is managed by regulatory compliance specialists from FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2) companies, with the collaboration, if necessary, of external experts.

06-Can I report an employment-related situation if I do not belong to the company?

Yes. The Compliance Channel is open so that different actors in the business ecosystem can help detect unlawful activities. In any case, if it is a matter of complaints about the service offered, there are other channels available for submitting such complaints.

07-When will I receive a response to my complaint or query? What is the timeframe for resolution?

The acceptance of the complaint/consultation shall be communicate within a maximum period of 7 days. The time limit for the resolution of consultations shall be a maximum of 90 days, unless the complexity of the case justifiably requires a longer period.

08-What happens if the contents of a report are subsequently found to be false?

The important thing is to act in good faith and that there is reason to believe that the facts reported are true. FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2) does not expect the whistleblower to investigate the facts. The Ethics Committee is responsible for this function. If the investigation concludes that no infringement has taken place, and that the complainant has acted in good faith, the complainant should not fear any retaliation.

09-Why should I file a report?

Integrity, accountability and transparency are core values for FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2) . As FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2) employees, we have an obligation to know and understand our Code of Ethics. We also have a responsibility to report any possible non-compliance with our Code of Ethics or other regulations.

10-I lost my password to check the status of my report. What can I do?

Unfortunately, for security reasons, only the whistleblower knows your access code and password. If he/she loses either of them, he/she will not be able to follow up the communication. This does not mean that the communication will not continue, but simply that he/she will not be able to see how it is progressing, or to provide more information if the company requires it.

11-Is anonymity in reporting guaranteed?

In the reporting process you can decide whether or not to report your personal data. If you decide not to do so, you will need to set up your own monitoring through the reporting channel to see the progress and resolution. The channel will provide you with a username and password to access the progress of the report. The channel is independent of the company and does not record IP information from where you connect.

12-How can I increase anonymity when reporting?

Some tips to achieve maximum anonymity, in addition to informing that the report is anonymous, are:

  • Make sure that in the description of the communication you do not include information from which it is easy to identify you. The same applies to the documents you attach as possible evidence.
  • Do not report from a computer connected to the company network, including a mobile phone connected to the corporate wifi. Report2box does not log information, but before it reaches our systems it must pass through our own control systems such as proxy's or firewalls and there may be configurations that allow us to know which services you connect to.
  • You can use the open source browser TOR, which anonymises the IP address.

13-Is there a code in which reportable conduct can be reviewed?

Yes, you can review the Whistleblower Channel Internal Reporting System Policy here.

14-How is personal data processed?

In accordance with current data protection legislation, FUNDACIÓ INSTITUT CATALÀ DE NANOCIÈNCIA I NANOTECNOLOGIA (ICN2) is responsible for the processing, management and storage of the personal data of all persons involved in queries and complaints. Both the Group and the external experts engaged comply with the necessary technical and organisational measures to guarantee the security of the data and to prevent its alteration, loss and unauthorised processing or access. The platform is designed to apply the current regulations on personal data protection, in particular Article 24 GDPR, relating to reporting channels.

15-Where is the platform that manages the channel?

The reporting channel operates on an external platform that has the necessary security measures in place to protect the confidentiality of the information stored. Among other measures, we inform you that your data is encrypted to avoid risks of intrusion as much as possible. Furthermore, it is worth mentioning that the servers are located in European data centres, thus guaranteeing European security standards.