In line with LOOP's commitment to fair business practices, integrity, and trust, these values are ingrained throughout the entire company. Accordingly, LOOP is committed to this responsibility and attaches great importance to compliance with legal and internal regulations, legally compliant procedures and processes as well as accompanying measures for prevention and reaction in the event of any violations. LOOP's whistleblowing system enables you to promptly and effortlessly report any type of violation related to LOOP to the appropriate internal unit.
If you witness behavior that violates any of the above areas, please contact speakup@agentur-loop.com. We will treat all reports with utmost importance and address the situation.
In order to process cases and, if necessary, initiate appropriate investigative measures, engaging in a dialogue with the whistleblower is often necessary. Therefore, it is important that the report is formulated as concretely as possible. We kindly request you to consider the following questions when making a report:
Upon receiving a report, LOOP will promptly acknowledge receipt within seven days. Your report will be thoroughly reviewed. If further information is required, we will contact you.
Only if an initial assessment reveals a suspected violation, an investigation of the incident will be initiated. Subsequently, the results of the investigation will be evaluated, and appropriate measures will be taken. Within a maximum of three months from receipt of the report, you will receive feedback on the follow-up measures taken.
The whistleblower platform ensures that your identity is only accessible to authorised persons. All information is treated as strictly confidential by the internal unit. Information can be found in our privacy statement for whistleblowers.
The whistleblower is fully protected against any form of reprisal by LOOP within the framework of a report, in accordance with the Whistleblower Directive (EU) and the Austrian Whistleblower Protection Act - HSchG. It is important to note that the whistleblower system may not be used for false accusations and that reports containing false information are prohibited. Obviously false or misleading reports constitute, among other things, an administrative offense, such as making false accusations, defamation, and knowingly spreading false information. Proven intentionally false accusations may result in consequences under employment and administrative law for the whistleblower, as well as potential civil or criminal claims from the individuals involved or accused.
This privacy notice describes how Agentur LOOP New Media GmbH, Siezenheimer Straße 39C, 5020 Salzburg — hereinafter referred to as „LOOP“, processes personal data in connection with the whistleblower system.
A. Categories of personal data.
Use of the whistleblower system is on a voluntary basis. We collect the following personal data and information when you submit a report: Your name, your contact details (in particular your email address), the fact that you have made a report via the whistleblower system, whether you are employed by LOOP, and if applicable, names of persons and other personal data of the persons named in the report.
B. Purpose of data processing
The whistleblower system is used to receive and process reports of (suspected) legal violations or serious internal rule violations in a secure and confidential manner. Within the framework of this whistleblower system, you can submit reports on the legal provisions specified in Section 1 of the Austrian Whistleblower Protection Act (HSchG). All personal data processed in connection with the submission of a report will be processed exclusively for the purpose of clarifying the respective facts and deriving follow-up measures to which the report relates. The data submitted to the whistleblower system is encrypted and stored under password protection.
C. Legal basis of the data processing
In the context of the legitimate interest (Art. 6 para. 1 lit. f DSGVO):The processing of personal data in the context of the whistleblower system is based on LOOP's legitimate interest in the detection and prevention of wrongdoing and the related prevention of damage and liability risks for LOOP.
For the initiation, establishment, performance, modification or termination of the employment relationship (Art. 6 para. 1 lit. b DSGVO):If a tip received concerns an employee of LOOP, the processing also serves to prevent criminal offenses or other legal violations related to the employment relationship.
D. Data recipients
Access to the data is restricted to a very limited group of explicitly authorized LOOP employees. The employees examine the reported facts and, if necessary, carry out further case-related clarification of the facts; in doing so, the data is always treated confidentially.In certain cases, LOOP has an obligation under data protection law to inform the accused person of the allegations made against him or her. This is required by law if it is objectively determined that providing information to the accused person can no longer affect the concrete clarification of the information. As far as legally possible, your identity as the reporting party will not be disclosed and it will also be ensured that no conclusions can be drawn about your identity.In the course of processing a report or conducting an investigation, it may be necessary to pass on information to other LOOP employees.If required by law or data protection law, the data may also be passed on to other third parties (lawyers, experts, auditors) as well as law enforcement agencies, other administrative authorities or courts. Any person who gains access to the data is obligated to maintain confidentiality.We always ensure that the relevant data protection regulations are observed when passing on information. Personal data is only transmitted if it is necessary for the lawful fulfillment of the tasks falling within the recipient's area of responsibility.
E. Storage duration
Personal data will be kept as long as required for clarification and final assessment, a legitimate interest of LOOP or a legal requirement exists. Afterwards, this data will be deleted in accordance with the legal requirements. The duration of storage depends in particular on the severity of the suspicion and the reported possible breach of duty.Personal data that is obviously not relevant or unsubstantiated for the allegations or processing of a specific report will no longer be processed and will be deleted immediately.
F. Transfer of data outside the European Union / European Economic Area
The collected data may be made available to recipients outside the European Union to the extent strictly necessary to process the incoming notifications, in particular to determine the materiality of the infringements. Prior to the transfer of personal data, LOOP shall ensure, by relying on one of the transfer tools listed in Chapter V of the GDPR - in particular, the European Commission's standard contractual clauses - that the level of protection for natural persons ensured by the GDPR is not undermined.
G. Your rights in connection with personal data
You may, among other things, be entitled (subject to applicable law), (i) to verify whether and what personal information we have stored about you and to receive copies of such data, (ii) to correct, supplement or delete your personal information, (iii) to require us to restrict the processing of your personal data, and (iv) in certain circumstances, to object to the processing of your personal data or to consent in advance to the processing of your personal data (v) to require data portability, (vi) to know the identity of any third party to whom your personal information is transmitted and (vii) to lodge a complaint with the relevant authority.
H. Legal remedies
Should you wish to file an application because you feel that your right of information, violation of confidentiality rights, rectification or cancellation was violated, the Data Protection Authority is responsible: Austrian Data Protection Authority, Barichgasse 40-42, 1030 Vienna (dsb@dsb.gv.at).
I. Our contact details
Should you have questions or concerns regarding the processing of your personal data, please address them to us at data-privacy@agentur-loop.com
Last updated: July 2023