The CIEM SYSTEMS Internal Reporting System is the channel for communicating, confidentially and effectively, any information on irregular acts committed by CIEM SYSTEMS or its personnel, which have become known within the framework of an employment or professional relationship maintained with our organization in accordance with the provisions of Law 2/2023 of February 20.
The organization has set up an internal information system through the following channels:
– In writing:
Via e-mail: comunicacion@ciemsystems.org
By mail, addressed to the person in charge of the organization’s Internal Information System.
ELÉCTRICA CIEM S.L. at Carrer del Quatre de Novembre nº 15, Polígono Can Valero, P.O. Box:07009, PALMA, ILLES BALEARES
– Verbally:
✔ At the request of the informant, the information may also be submitted through a face-to-face meeting with the System Manager, within a maximum period of seven days, from the submission of the request.
In addition to these channels, communications can be submitted to the external information channels of the competent authorities.
Once the complaint has been received, the person in charge of the Internal Information System shall communicate the acknowledgement of receipt of the complaint to the complainant within a period of less than 7 days, in the case of nominal complaints. In any case, the complainant will be informed of the rights and obligations established by the personal data protection regulations.
The person in charge of the Internal Information System shall issue a reasoned report that will either uphold or reject the communication filed, justifying, in any case, the decision adopted. The report shall be notified to the informant and the person concerned within a maximum of three months from the expiration of the seven-day period following the communication, except in cases of particular complexity that require an extension of the period, in which case, this may be extended for a maximum of three additional months.
During the processing of the complaint, communication and contact with the informant/complainant may be maintained and, if deemed necessary, additional information may be requested from the informant.
It is guaranteed that the person affected by the information or complaint has notice of the same, as well as of the facts related in a succinct manner. In addition, you will be informed of your right to submit written complaints and of the processing of your personal data. However, this information may be provided during the hearing if it is considered that its prior provision could facilitate the concealment, destruction or alteration of the evidence.
The person in charge of the internal information system/complaints channel guarantees confidentiality to all those who use the internal information system/complaints channel. In addition, it guarantees confidentiality when the communication is sent through non-established reporting channels or to staff members who are not responsible for its processing.
During the processing of the file, the persons affected by the communication shall have the right to the presumption of innocence, the right of defense and the right of access to the file, as well as the same protection established for the informants, preserving their identity and guaranteeing the confidentiality of the facts and data of the procedure.
The processing of personal data arising from the application of this procedure shall be governed by the provisions of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, Organic Law 3/2018 of 5 December on the Protection of Personal Data and Guarantee of Digital Rights, Organic Law 7/2021 of 26 May on the protection of personal data processed for the purposes of the prevention, detection, investigation and prosecution of criminal offenses and the execution of criminal penalties.
The person in charge of the internal information system/complaints channel shall immediately forward the information to the Public Prosecutor’s Office when the facts may be indicative of a crime or to the European Public Prosecutor’s Office, in the event that the facts affect the financial interests of the European Union.
The organization guarantees that there will be no retaliation against anyone who brings to its attention possible unlawful conduct or has reported a breach of regulations or collaborates in its investigation or helps to resolve it.
Persons who report or disclose the infringements referred to in Article 2 of Law 2/2023, of February 20, and of actions or omissions that may constitute a serious or very serious criminal or administrative infringement, shall be entitled to protection measures, provided that the conditions set forth in Article 35 of the aforementioned law are met. The protection measures are set forth in Article 38 of Law 2/2023, of February 20.
The complaint or information will be kept in the organization’s premises in accordance with its archiving and document retention policy.
The organization has a register of all complaints received. The reports will be retained only for the period that is necessary and proportionate for the purposes of complying with the requirements imposed by Law 2/2023, of February 20, regulating the protection of persons who report regulatory infringements and the fight against corruption and in accordance with the provisions of Article 24 and other applicable articles of Organic Law 3/2018, of December 5, on the Protection of Personal Data and guarantee of digital rights.