How to make a notification
How do I report a possible violation?
The rules for filing a notification in accordance with Act No. 171/2023 Coll., on the protection of whistleblowers.
Who can file a notification?
Anyone who
- has performed or is performing work or other similar activities, even indirectly, for Knight Frank Ltd. or
- is or has been in contact with Knight Frank Ltd. in connection with the performance of work or other similar activities
and in connection therewith has become aware of an offence (the "Whistleblower") which breaches the relevant legislation and intends to notify or has notified Knight Frank Ltd of that fact (the "Notification").
Knight Frank s.r.o. excludes the receipt of Notifications from persons who do not or have not carried out work or other similar activities for Knight Frank s.r.o.
What can you report?
Illegal conduct that
- a) has the characteristics of a criminal offence,
- b) has the characteristics of an offence for which the law provides for a fine of at least CZK 100,000,
- c) violates Act No. 171/2023 Coll., on the protection of whistleblowers, or
- (d) violates another legal provision
Who will deal with your notification?
The Company has designated the following persons as responsible: HR Manager KF Czech Republic, Head of Risk and Compliance UK.
How can you make a notification?
- Through the website: https://secure.ethicspoint.eu/domain/media/en/gui/106736/index.html
- By telephone by calling the toll-free number 800 144 482 (EthicsPoint Line Provider, Navex Global)
- In person, the direct investigator will be allowed to submit an oral report without undue delay (no later than 14 days) after the whistleblower's request
- In writing by post to Knight Frank s.r.o, Václavské náměstí 3, Prague 1 with the envelope marked "Whistleblowing - do not open"
Whistleblower protection applies to any Whistleblower who makes a Notification and meets the criteria set out in the Act, i.e. in particular that they have reasonable grounds to believe that their Notification is based on truthful information.
The EthicsPoint platform is the preferred method of making a Notification because it provides the Notifier with the greatest control over the handling of the Notification and best ensures its anonymity if requested.
All Notifications received will be objectively and independently investigated by the designated Resolvers - HR Manager and Head of Risk and Compliance. Based on the findings, corrective action will be taken where necessary.
The Manager will inform the Notifier of receipt of the notification within 7 days of receipt and will review the notification within 30 days of receipt. In factually or legally complex cases, the Notification Handler may extend this period by up to 30 days, but not more than twice.
Notification to the Ministry of Justice
Under the Act's protected regime, designated violations may also be reported to the Department of Justice by visiting the Department's website at https://oznamovatel.justice.cz/chci-podat-oznameni
Processing of personal data
Please note that by notifying the dedicated person of the Company, you confirm that you have read the information below about the processing of your personal data:
The Company, as a personal data controller, will process your personal data to the extent of identification data and other data provided in the course of the investigation of the notification submitted by you (hereinafter referred to as "Personal Data") for the purpose of fulfilling the obligations set forth in the Act, i.e. in particular the investigation of the notification submitted by you;
The lawful reason for processing Personal Data is the performance of the Company's legal obligations;
The personal data will be processed for the duration of the stated purpose or for a reasonable period of time thereafter, unless the Company is otherwise entitled to continue to process them;
The Personal Data will be accessible to the dedicated person of the Company;
Your personal data may also be disclosed and transferred to any national and/or international regulatory or supervisory public authority or court where we are required to do so under applicable law or at their request;
We have put in place appropriate technical and organisational measures to ensure an adequate level of security and confidentiality of your personal data. These measures take into account: I. the state of the art; II. the cost of implementation; III. the nature of the data; IV. the risk of processing. The purpose is to protect against accidental or unlawful destruction or alteration, accidental loss, unauthorised disclosure or access and against other unlawful forms of processing.
You have the right to request from the Company access to Personal Data, its correction or deletion, or restriction of processing, as well as the right to portability of Personal Data and the right to lodge a complaint with the Office for Personal Data Protection;
If you have any questions or wish to exercise the above rights, you can send an email to monika.novotna@cz.knightfrank.com.
If you are not satisfied with how we process your personal data, please contact our Data Protection Officer monika.novotna@cz.knightfrank.com who will investigate your matter.