About the Boehringer Ingelheim United States Helpline- General

What is the Helpline?

The Helpline is a confidential reporting tool that enables management and employees to work together to address workplace misconduct while cultivating a positive work environment. The Helpline is managed by an independent ethics-hotline company, NAVEX.

What are the different ways to report using the Helpline?

The Helpline is a reporting tool that allows you to report either by phone, through a mobile device or through the Internet. Regardless of the method you choose, all reports are handled confidentially and, if you choose, anonymously.

Can I make an anonymous report?

Yes, you are not required to identify yourself.

What if I want to be identified with my report?

There is a section in the report to identify yourself if you wish.

Where do these reports go? Who can access them?

Reports are entered directly on the Helpline secure server. NAVEX makes these reports available only to specific individuals within BI 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.

Reporting Security & Confidentiality

How are reports kept confidential?

When a call comes in, no identifying information is captured so a call cannot be traced to any specific location, phone, or individual. Likewise, IP addresses are not captured from any web-based communications to further ensure anonymity. The NAVEX database is protected by 256-bit encryption technology. This is the same level of encryption used by major financial institutions.

What are the procedural safeguards when anonymity is requested?

All Communication Specialists at NAVEX are trained to prepare gender-neutral reports, and help Reporters phrase their responses in a manner that protects their identity. All anonymous callers are given a unique 10-digit Report Key and asked to create a password, so that they may follow-up on the report while maintaining their anonymity.

It is my understanding that any Report I send from a BI computer generates a server log that shows every website that my PC connects with. Won’t this log identify me as the Reporter?

No. NAVEX does not generate or maintain any internal connection logs with IP addresses, so no information linking your computer to the Helpline is available. If you feel uncomfortable making a report on your work computer, you have the option of using a computer outside of your work environment (such as one located at an Internet café or at a friend’s house) through the Helpline secure website. Many people choose this option, as NAVEX’s data shows that fewer than 12% of reports are generated during business hours.

Can I file a report from home and still remain anonymous?

Yes. A report to NAVEX from home, a neighbor’s computer, or any Internet portal will remain secure and anonymous. An Internet portal never identifies a visitor by screen name and the Helpline system strips away Internet addresses so that anonymity is totally maintained.

I am concerned that the information I provide the Helpline on an anonymous basis will ultimately reveal my identity. How can you assure me that will not happen?

The Helpline 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 cube next to Jan Smith…” or “In my 33 years…”.

Is the toll-free Helpline 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 Helpline Web Site. These reports have the same security and confidentiality measures applied to them during delivery.

What if my boss or other managers are involved in a violation?

The Helpline 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 BI has further questions for me concerning my report?

When you file a report at the Helpline Web Site or through the Helpline Call Center, you receive a unique, randomized number called a “Report Key” and are asked to choose a Password. You can return to the Helpline system either by Internet or telephone and access the original report to add more detail or answer questions posed by a BI representative. We strongly suggest that you return to the site within the time specified to answer any BI questions. In this manner, you and BI have entered into an “anonymous dialogue,” where situations are not only identified, but can also be resolved, no matter how complex. You can go back into the Helpline to check the progress of your report using your Report Key and Password.

Are these follow-ups on reports as secure as the first one?

Yes. All Helpline 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?

Yes. You can file a Helpline report from any computer that can access the Internet. You can file from home. Many public locations, including the public library, have Internet computers. If you don’t have access to or are uncomfortable using a computer, you can call the toll-free Helpline (1-800-958-9704), which is available 24 hours a day, 365 days a year.