Functions of the Hintbox
Our whistleblowing system not only protects companies and organisations from economic damage and loss of reputation, but also preserves the anonymity of whistleblowers. Below you will find further insights into the features and functions, the benefits and more information about the Hintbox.
The integrated triage system evaluates the incoming cases and prioritises them automatically. Compliance officers and case handlers within the company can change the status of the report or the handler.
In the Hintbox dashboard, processors can quickly view the open cases and their status thanks to an overview.
Case support with processing steps
The Hintbox accompanies compliance officers and processors in organising the next steps and saves the course of previous interactions. This enables a smooth and homogeneous processing of cases throughout the company.
If desired, the processor can inform the reporter about the processing status and the measures already taken with one click.
With the Hintbox, you will not miss any deadlines when processing cases. The EU Whistleblower Directive provides, among other things, for some deadlines that have to be met.
The Hintbox actively supports you in meeting the deadlines, such as the feedback to the reporter about the current processing status and some other deadlines.
If the whistleblower decides to submit a report completely anonymously, the Hintbox still ensures secure and anonymous communication between the whistleblower and the company’s compliance officer.
After submitting a report, login data is generated for the user. With these, the whistleblower can log into his or her Hintbox at any time, write messages, upload additional files or create a new report.
The Hintbox takes over many parts of the communication between the detector and the processor. When a message is received, the Hintbox immediately confirms the receipt of the message to the person reporting it. The reporter immediately receives the report in his anonymous mailbox or as an e-mail to his specified address.
Compliance officers and case handlers have the option, among other things, of informing the whistleblower of the status of the case with one click. The text is prepared by the Hintbox, but can be customised in the settings.
Customizing the texts and interface
Companies can customise the Hintbox as they wish. Not only can you store a company colour and logo.
Any legal texts, notification emails and texts can also be edited and adapted when creating a report.
PDF export of the reports
If you want to archive individual reports locally or forward a report to other people who do not have access to the Hintbox, you can export reports as PDFs with just one click.
Corporations or groups of companies can create additional companies. When whistleblowers file a report, they can select a company to which the report applies. Within the dashboard, agents can view the company and process the cases of this company.
Allocation of access rights
Companies can control the access rights of managers and processors to companies and cases. This allows companies to specify, for example, that local compliance officers only have access to a specific company.
Multilingualism (24 languages)
The Hintbox is available in German, English, Spanish, Dutch, French, Italian, Polish, Russian, Portuguese, Romanian, Bulgarian, Chinese, Danish, Estonian, Finnish, Greek, Japanese, Latvian, Lithuanian, Swedish, Slovak, Slovenian, Czech and Hungarian. Other languages can easily be added on request.
Not only is the system fully translated into the languages, but companies have the possibility to customise individual legal texts in different languages.
Automatic translation function
Compliance officers can have whistleblower messages automatically translated using the translation function (over 24 languages) in the Hintbox. This eliminates the need to export the notices separately.
To facilitate cooperation, there is the possibility of a live chat within a case. In this way, communication can take place entirely in the Hintbox and all processors of a case can follow it and are up to date.
Dynamic task distribution
With the dynamic task distribution, tasks can be created within a note and provided with an agent and a due date. To signal completion of the task, it can be ticked off. This makes it much easier to process a case with several people, as task packages can be created and assigned here.
With the 2-factor authentication you additionally secure your account. When you log in, a unique code is sent to your e-mail address, which you can use to confirm your login. This means your account is secure, even if attackers have obtained your access data.
The 2-factor authentication is also effective for critical change actions within your account, such as changing the e-mail address or the password.
All processing steps of the compliance officer are logged in an audit-proof manner. This ensures that changes and the processing steps of the case are audit-proof and traceable in an index.
All data and all communication between the whistleblower and the compliance officer are fully encrypted end-to-end via the Hintbox. This is the only way to ensure confidentiality and to rule out the possibility of unauthorised persons gaining access to the report.
GDPR and security compliant
Our Hintbox offers companies and public authorities the highest possible level of data protection. In addition, the information is comprehensively protected by our Information Security Management System (ISMS).
ISO 27001 certified hosting in Germany
Our customer instances are hosted exclusively in a German and ISO 27001-certified data centre. As data protection is important to us, each client receives its own independent whistleblower system and the data is stored and processed separately per client.
With new functions we make the Hintbox even better
THE FOLLOWING FUNCTIONS ARE READY FOR YOU NEXT
App for smartphones & tablets for compliance officers and processors
With our iOS & android app, you as the case handler always stay up to date, even on the road. You can always react immediately to critical cases.
Conversion of e-mails to the Hintbox
You would also like to receive reports by e-mail? With our email conversion, these are directly & easily transferred to the Hintbox so that you can process the cases as usual.
Automatic acceptance of cases via telephone bot
With the help of telephone bots, reports can be submitted very easily, just as via the reporting form. Of course, this is also completely anonymous and discreet, so that they can be seamlessly transferred to the Hintbox and processed.