In most countries, it is your choice to identify yourself or remain anonymous. If you choose to identify yourself, Magna will make reasonable efforts to hold your name in confidence in the event of an investigation. However, many investigations can be completed more quickly and effectively when a reporter identifies himself or herself as it allows Magna to follow up directly with the reporter.
There is a section in the report where you may identify yourself, if you wish.
Reports are entered directly into a secure server separate from Magna to prevent any possible breach in security. The reports are made available only to Magna’s authorized Hotline staff who are responsible for evaluating the reports based on the type of incident reported and location of the incident. The system is designed to protect confidentiality and anonymity to the extent permitted by applicable law.
Authorized Magna Hotline staff are notified when your Magna Hotline report is filed. After an initial assessment of your concern, Magna initiates a review process that may include an investigation. Your Magna Hotline report is shared with the investigation team and your concern is followed up on promptly and discreetly.
We encourage you to provide us with as much detailed information about your concern as possible. Please include names of persons and third parties involved, approximate time and place of the incident and/or the description of the event that led you to report. It is further important to indicate if the information provided is based on assumptions or existing facts. You will also be asked to indicate your desired outcome or resolution.
When you file a report, either through the Internet or by telephone, you will receive a unique report key and will be asked to select a password. With the report key and your password, you can return to the system and access your original report to add more details. You may also monitor the progress of your report using the report key and your password.
All Magna Hotline correspondence and conversations are held in the same strict confidence as the initial report.
The system is designed to allow Magna Hotline staff to post questions to you, even if you report anonymously. When you receive your report key, you will be provided with an estimated time frame for the initial processing of your report. After that initial time frame has passed, you should check to see if any questions have been posted for you by using your report key and password either by telephone or Internet. If you have chosen to remain anonymous, your responses to Magna’s questions will also remain anonymous.
Due to the high level of confidentiality that is maintained for Magna Hotline reports, if you lose your report key or password you will be required to file a new Magna Hotline report. You should mention in your new Magna Hotline report that you have previously filed a report relating to the same incident.
Magna strictly forbids any retaliation against an employee who reports a concern. Complaints made honestly and with good intentions will not expose you to any negative consequences, regardless of whether the underlying facts prove to be correct or result in any corrective action. If you believe you have faced retaliation of any kind, please report it to the Magna Hotline so that Magna can investigate.