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Negative impact management system
The PZU Group manages negative impacts on its workforce, through both preventive mechanisms and intervention procedures. It enables response to irregularities and the implementation of corrective actions, aimed at eliminating issues and improving working conditions.
To ensure the possibility of reporting violations, the following mechanisms are in place:
- internal reporting system – employees can report any irregularities anonymously or openly via the ethics hotline, dedicated reporting mailboxes and direct contact with the Compliance Office
- anti-mobbing and anti-discrimination system – implemented procedures enable prompt review
of complaints and the implementation of corrective actions. Specifically, dedicated anti-mobbing teams have been established to analyze reports and apply remedial measures, such as mediation, communication training and team reorganization when necessary
- breach reporting and whistleblowers protection policies – the PZU Group ensures full protection against retaliation for employees who report violations. Protection mechanisms undergo regular internal audits to monitor their effectiveness and eliminate potential cases of retaliation against whistleblowers
- social dialogue – regular consultations with employee representatives and trade unions allow for monitoring the effectiveness of preventive measures and implementing appropriate corrective actions. Employee feedback is analyzed and incorporated among others into HR policies, work procedures and compensation systems.
Problem reporting channels and intervention mechanisms
Employees of the PZU Group have the ability to report issues through various communication mechanisms:
- direct contact with supervisors or the HR department – enables quick reporting of organizational and individual issues
- violation reporting system – includes a hotline and dedicated email inboxes, allowing confidential reporting
of irregularities. Each report is registered and classified according to categories such as urgency, organizational impact
and potential consequences for employees - anonymous problem reporting – ensures identity protection for employees reporting violations and additionally allows
for tracking the status of the report - internal complaint review and mediation procedures – facilitate conflict resolution in accordance with ethical principles and internal regulations.
In the PZU Group, employees have access to third-party mechanisms that allow them to report violations of their rights.
Every employee in Poland has the right to refer their case to the State Labour Inspectorate or pursue their rights through legal proceedings if they believe their rights have been violated.
In addition to external institutions, PZU also provides a wide range of internal support mechanisms. One example is the #rozmawiajMY project, which allows employees to consult with HR specialists to address professional and organizational issues. In addition, social dialogue positions have been set aside in HR structures to organize meetings of Boards of Directors and executives with trade unions and consultations on key changes and initiatives affecting employees.
Assessment of employee awareness and trust
in communication processes
The PZU Group applies various mechanisms to track and monitor issues reported by employees. As part of these activities, the results of cyclical employee sentiment and needs surveys are analyzed, allowing for the assessment of the work environment, level of engagement and emerging trends. An important element of monitoring is also the collection of feedback from employee representatives, including trade unions, which enables the evaluation of the effectiveness of undertaken actions. Additionally, regular evaluations of reporting mechanisms are conducted, analyzing the number of reports and response times, which allows for the optimization of report management processes. As part of internal procedures, reports are registered, analyzed and forwarded to the appropriate units according to their competencies, while the implementation status of recommendations is monitored.
To ensure the effectiveness of available reporting channels, their usage is monitored and the ways in which these tools are utilized are analyzed, focusing on the number of reports and response time. Training and educational campaigns are also being organized to promote various channels for contacting people who can provide support in the event of suspected violations.
Whistleblowing protection system is a crucial element of the reporting policy, which builds trust in the system and ensures safety of those who report issues. Transparency of actions is achieved through reporting aggregated data on reported irregularities to the Management Board and Supervisory Board. The implementation of reporting registration systems guarantees that each reported case is individually reviewed and its process is documented, enhancing the effectiveness of monitoring.
Policies on reporting violations and whistleblower protection specify operating principles that guarantee employee safety
and the ability to effectively report irregularities. Regular surveys, training sessions and monitoring of reports allow for ongoing evaluation of effectiveness and adjustment of mechanisms to employee needs.
In cases where a significant negative impact on employees is identified, the PZU Group takes the following adequate actions, tailored to the particular case, based on available tools:
- modification of procedures and management practices – adjusting operational processes to eliminate identified issues
- training activities – training sessions on ethics, equal treatment and labor rights protection. These programs include trainings for both operational employees and managerial staff, increasing awareness of effective conflict resolution methods
- financial compensation and additional benefits – in justified cases, extra benefits for affected employees. The granting of financial compensation follows specified procedures, which take into account the scale of the violation, its impact on the employee and the recommendations of the evaluation committee
- monitoring the effectiveness of actions – systematic analyses and reporting on the effectiveness of implemented corrective measures. This includes regular audits of the problem-reporting system and employee surveys to assess their efficiency.
Preventive actions to prevent future violations
The PZU Group has implemented a range of measures to prevent similar violations in the future, including:
- changes in work procedures – simplification and increased transparency of decision-making processes and internal rules
- new training programs – implementation of additional educational modules on compliance with ethical principles, equal treatment and professional responsibility
- ongoing monitoring of working conditions – introduction of a system of regular audits and evaluations to assess the impact of organizational changes on employees.
The PZU Group has a comprehensive range of mechanisms aimed at preventing negative impacts on employees and effectively responding to reported cases. Transparency of actions, implemented procedures and continuous improvement of management practices form the foundation of the organization’s corrective system. This system not only addresses reported cases but also includes regular monitoring of the effectiveness of implemented actions, prevention of future violations and adaptation of HR strategies to meet the current needs of employees.