Whistleblowing System

Report misconduct confidentially

 

Integrity and compliance with the law are the foundation of our work. If you have information about possible misconduct in our company, you can report it to us confidentially. We have set up this whistleblowing system voluntarily, based on the German Whistleblower Protection Act (Hinweisgeberschutzgesetz, HinSchG).

 

WHO CAN REPORT?

 

Anyone who deals with us professionally: employees, former employees, applicants, freelancers, suppliers, customers, service providers and their staff.

 

WHAT CAN BE REPORTED?

 

Information about possible violations of law or serious misconduct connected with our company, for example:

• Corruption, fraud, embezzlement or theft

• Violations of occupational health and safety rules

• Product safety and CE conformity issues

• Violations of environmental regulations

• Violations of data protection or IT security

• Violations of export controls, sanctions or embargoes

• Agreements with competitors (antitrust law)

• Discrimination or harassment

• Human rights violations in our supply chain

For complaints about products, service requests or general questions, please use our contact page.

 

HOW TO REPORT

 

By email: hinweis@zeilhofer-handhabung.de. Only the reporting office has access to this mailbox.

 

By post: Zeilhofer Handhabungstechnik GmbH & Co. KG, Meldestelle – Vertraulich (Reporting Office – Confidential), Konrad-Zuse-Straße 7, 83607 Holzkirchen, Germany. Letters marked this way are passed on unopened to the reporting office.

 

In person or by phone: On request, we will arrange a meeting or call. Just send a short note to the email address above or by post.

 

Anonymously: You can also report without giving your name, for example by letter without a sender or from an email address that does not identify you. We process anonymous reports as well. However, we can only ask follow-up questions if you give us a way to contact you.

 

WHAT YOUR REPORT SHOULD INCLUDE

 

• What happened?

• When and where did it happen?

• Who was involved?

• How do you know, and are there documents or witnesses?

Please only report what you believe to be true to the best of your knowledge. You may label assumptions as such.

 

WHO HANDLES YOUR REPORT?

 

The reporting office is Julian Zeilhofer, Managing Director. He handles every report personally and confidentially.

 

If your report concerns the management itself, please contact the German federal external reporting office (see below).

 

PROCESS AND DEADLINES

 

1. You will receive confirmation of receipt within 7 days.

2. We review the report and investigate the facts.

3. No later than 3 months after confirming receipt, you will receive feedback on the measures taken or planned, as far as this does not affect investigations or the rights of others.

 

CONFIDENTIALITY AND PROTECTION

 

We treat your identity and the identity of everyone named in the report confidentially. It is only disclosed with your consent or where we are legally required to do so, for example to authorities.

 

Anyone who reports in good faith need not fear any disadvantage. We do not tolerate retaliation because of a report. Knowingly false reports, however, are not protected.

 

EXTERNAL REPORTING OFFICES

 

You can also contact an external reporting office directly at any time. As a rule, the responsible office is the German federal external reporting office:

 

Bundesamt für Justiz – Externe Meldestelle des Bundes (Federal Office of Justice)

53094 Bonn, Germany

Phone: +49 228 99 410-6644

Email: hinweisgeberstelle@bfj.bund.de

Website: www.bundesjustizamt.de

 

For certain topics, the Federal Cartel Office (antitrust) and BaFin (financial services) are responsible.

 

DOWNLOADS

 

Whistleblowing Procedure (download PDF, German)

 

DATA PROTECTION

 

The controller is Zeilhofer Handhabungstechnik GmbH & Co. KG, Konrad-Zuse-Straße 7, 83607 Holzkirchen, Germany. You can reach our external data protection officer at consulting@proliance.ai.

 

We process the information in your report (where applicable your name and contact details, the facts, and persons named) to review reports, take follow-up measures and protect whistleblowers and the persons concerned. The legal bases are Art. 6(1)(f) GDPR (legitimate interest in detecting and preventing violations of law), Art. 6(1)(c) GDPR where legal obligations apply, and Art. 6(1)(a) GDPR where you voluntarily provide your name.

 

Only the reporting office has access. Where necessary for the investigation, we pass data on to advisers bound by confidentiality and, where legally required, to authorities and courts. The email mailbox is operated by an IT service provider acting as processor. We delete the documentation of a report 3 years after the procedure has been completed, unless it is needed for longer for ongoing proceedings.

 

We inform persons named in a report as soon as this no longer jeopardises the investigation (Art. 14(5)(b) GDPR, Section 29(1) BDSG); we do not disclose the identity of the whistleblower. You have the rights under Art. 15 to 21 GDPR unless legal exceptions apply, for example to protect the confidentiality of others. You can lodge a complaint with the Bavarian Data Protection Authority (BayLDA), Promenade 18, 91522 Ansbach, Germany. Further information can be found in our privacy policy.

 

As of: November 2026