Ethics Helpline FAQs
- What is the Helpline?
- What types of issues should be reported?
- If I see a violation, shouldn't I just report it to my manager or human resources?
- Why should I report what I know?
- How does the Helpline work?
- What happens when I contact the Helpline?
- Do I have to identify myself?
- How is anonymity maintained?
- How can I follow up on my report or check its status?
- Where do reports made via the Helpline go?
- Who can access these reports?
- What if this is an emergency?
- What should I do if I lose my report key or password?
What is the Helpline?
The Helpline is a reporting tool provided by an independent company, NAVEX. Terminix uses the Helpline to promote the reporting of potential legal and ethical concerns by teammates.
The Helpline offers secure telephone and web-based systems for reporting concerns. Translators are available covering all languages in which Terminix has business operations.
What types of issues should be reported?
Potential violations of the law, regulations, professional standards, policy, or the applicable Code of Conduct, as well as any conduct that might compromise Terminix’s reputation or the interest of its clients, or that otherwise appears improper. Such potential violations could include, but are not limited to:
- Legal or regulatory compliance
- Internal breaches of Terminix policies or procedures
- Bribery or other improper payments or gifts
- Fraudulent activity
- Compliance with antitrust or competition laws
- Money laundering or other suspicious activity
- Facilitation of tax evasion, either by an teammate or a third party
- Inappropriate conflicts of interest;
- The integrity of the Firm’s accounting practices, internal controls, auditing matters or public filings
- Other improper or questionable conduct by other teammates, supervisors, clients, counterparties, consultants, suppliers or any other third party – other than if you are an teammate of a Terminix entity in Europe
- Other conduct by Terminix, or its teammates, that has or may have an adverse impact on clients, markets or Terminix’s reputation – other than if you are an teammate of a Terminix entity in Europe
In accordance with local law, teammates in the European Economic Area and the UK (“EEA”) are permitted to use the Helpline only to report concerns regarding accounting, auditing, internal controls, bribery, insider trading or banking and financial crimes (“EEA Reportable Concerns”). teammates in Sweden are permitted to use the Helpline only to report EEA Reportable Concerns involving legal violations committed by persons with key/leading positions within Terminix -- i.e. members of the board of directors and teammates in executive, vice president, director or management-level positions. If your concern does not constitute an EEA Reportable Concern, you are encouraged to raise it with your manager or human resources representative.
If I see a violation, shouldn't I just report it to my manager or human resources?
Those are also options and the hope is that in many cases you will be able to raise any concerns with your manager or human resources representative.
The Helpline is available if you prefer not to use those channels, if you believe that a concern raised through another channel has not been properly addressed or if you prefer to proceed anonymously.
Why should I report what I know?
Terminix is committed to conducting its affairs with integrity and to maintaining the highest standard of ethical behavior in line with its Code of Conduct. In upholding these values, we count on all of our personnel to promptly escalate potential legal and ethical issues. By speaking up when something doesn’t seem right, you can help us prevent problems or stop them from getting bigger.
How does the Helpline work?
Terminix has contracted with NAVEX to help administer the Helpline. Because the Helpline is administered by a third-party vendor, we can provide our people a confidential tool, 24-hour access, and if requested and permitted by law, anonymous report submission. The Helpline web site is hosted on NAVEX's servers and the phone numbers are operated by NAVEX.
What happens when I contact the Helpline?
The Helpline is administered by a third party, NAVEX. Be prepared to provide detailed information. You should also be prepared, if you are willing, to provide the names of witnesses or potential victims and any supporting evidence or documentation related to the report in order to increase the success of an investigation into your complaint. You may choose to submit an inquiry or report anonymously; however, doing so may limit a thorough review of the matter. Therefore, you are encouraged to identify yourself. (Some local laws may prohibit anonymous reports.) The NAVEX call center or helpline website cannot provide you advice or resolve your issue. Your inquiry or report will be logged and forwarded to the Ethics Office of Terminix for resolution.
When you place a call to the Helpline, the NAVEX call center specialist will capture your inquiry or report. The specialist then forwards your inquiry or report to the Terminix Ethics Office. If your matter is urgent, s/he will provide you with information to contact the Ethics Office directly so you can receive immediate assistance.
To make your report online (rather than via phone) you may log on to www.Terminix.ethicspoint.com to:
- ask a question
- file a report
- follow-up on a prior report
When you log on, a series of prompts will instruct you how to accomplish your task:
- Select "File a Report" from the Helpline homepage
- Select a "Violation Type" that best describes your report topic
- Fill out a report on your potential violation
- Record the report key and password for your report. If you lose this information, you will not be able to access your report to check for status updates or follow up communications from Terminix.
Do I have to identify myself?
You may choose to raise a concern anonymously to the extent allowed by local law. But please remember that if you do not tell us who you are, it may be more difficult for Terminix to review or address the matters you raised or protect your position. Also, being able to directly contact a person who has raised a concern will expedite any review. Terminix therefore, encourages open reporting.
How is anonymity maintained?
The Helpline does not trace phone calls or use Caller Identification. In addition, the Helpline does not generate or maintain internal connection logs containing Internet Protocol (IP) addresses, so no information linking your computer to the Helpline will be available if you choose to make a report online. Reports from your computer would come through a secure internet portal that does not trace or show user screen names.
How can I follow up on my report or check its status?
When submitting your inquiry or report, you will be given a report key and asked to create a personal password. It is very important that you maintain this information. Due to the high level of confidentiality that is maintained for reports, you will not be able to access the report you have filed if you lose your report key and password. You will need this information to access the "Follow up on Report" section on the Web site to check the status or resolution of the matter you reported. We ask you to follow-up on your inquiry or report within three business days. Please check back with the Helpline to:
- check the accuracy of the report
- view acknowledgement of the report
- find out if additional information is needed to process your inquiry/concern
- view status or updates to the investigation
- find out the resolution of the matter
Continued follow-up on a matter is particularly important for reports submitted anonymously, where we have no other means to communicate with you, the reporter. If you have identified yourself by name, the Ethics Office or a designated subject matter expert will contact you directly to discuss your concern and ask any additional questions we may have.
Where do reports made via the Helpline go?
NAVEX will receive your report. Whether you call or use the web form, you will be given instructions on how to proceed. Your report will then be logged and routed to Terminix for review.
Who can access these reports?
Reports are entered directly on the NAVEX secure server. NAVEX makes reports available to specified individuals at Terminix for review. Those individuals are trained to handle all reports discreetly and confidentially, subject to Terminix’s legal and regulatory obligations.
What if this is an emergency?
Do not use the Helpline to report an immediate threat of physical harm or damage to property. If you require emergency assistance, please contact your local emergency services.
What should I do if I lose my report key or password?
Because of the high level of confidentiality that is maintained for reports, if you lose your report key or password, you will be required to file a new report. Therefore, it is extremely important that you do not lose this information.