Performance description

Services and features of the Basic Hintbox (item 1) and the Ombuds Solution (item 2)

1. Service description of the Hintbox

Basic Hintbox

Below we summarize our services to the Hintbox once again as follows:

  • Provision of an intuitive Hintbox as a digital whistleblower system for the implementation of the EU Whistleblower Directive (input mask and a dashboard for the purpose of case processing), SaaS as off-premise solution

  • Automatic setup of your Hintbox with your desired subdomain under your selected domain:

    • mustermann-gmbh.hintbox.de
    • mustermann-gmbh.hintbox.at
    • mustermann-gmbh.hintbox.eu
    • mustermann-gmbh.hintbox.fr
    • mustermann-gmbh.hintbox.ch
    • mustermann-gmbh.interne-meldestelle.de
    • mustermann-gmbh.interne-meldestelle.ch
    • mustermann-gmbh.internal-reporting-channel.com
    • mustermann-gmbh.hinweisgeber-systeme.de
    • mustermann-gmbh.whistleblower-software.de
    • mustermann-gmbh.whistleblower-system.de
    • mustermann-gmbh.whistleblowing-software.com
    • mustermann-gmbh.whistleblowing-software.de.

  • Multi-client capability (e.g. for groups of companies or corporations)

  • Unlimited number of users

  • Assignment of specific users for a particular company (e.g. in the case of groups of companies or corporate groups)

  • Possibility of inviting readers to work on an individual case (e.g. an external lawyer) with the possibility of assigning reading or writing rights

  • Anonymous reporting; including communication possibility with anonymous whistleblower (anonymous reporting function can be deactivated - request to us necessary)

  • Metadata removal and virus scanning of attached files of a message

  • Integrated case management

  • Case support with defined process steps for handling the follow-up of a case (individually customizable by you)

  • End-to-end encryption of the reports

  • Automatic deadline management, including neutral notification of the processor about impending deadline end via e-mail

  • Multilingualism (24 languages)

  • Integrated automatic translation function (over 24 languages) of incoming reports for the user (please refer to the notes on the translation contingent)1

  • Automated communication option between whistleblowers and users

  • Statistical analysis of cases with the possibility of exporting graphs and statistics

  • PDF export of reports

  • Revision security: Unalterable indexing of changes to cases by users

  • Mobile app for Hintbox Users

  • Individual customizing (logo, imprint, privacy notices, process steps in the dashboard, and much more)

  • Automatic translation feature of all customer texts (imprint, privacy notices, process steps in the dashboard, etc.) (please note the translation contingent)1

  • Voice Recording Feature: Whistleblower can also record voice messages and submit them as a case with them

  • Storage of data and information at an ISO 27001 certified data center in Germany (Hetzner Online GmbH)

  • Isolated data storage of the Hintbox instances

  • Encrypted data storage

  • 2-factor authentication

  • TLS encryption

  • GDPR-compliant and high protection through an ISO 27001 certified Information Security Management System (IS-MS) from lawcode GmbH

  • iFrame solution

  • Hintbox availability of 99.9% p.a.

  • Personal customer support (ticket/email/phone) 24/7

  • Individual onboarding (optional): In this onboarding we customize your digital whistleblowing system according to your specifications, set it up and train your employees in the use of the Hintbox.

  • Digital whistleblower hotline (optional): We provide you with an individual telephone number (0800 number) as a whistleblower hotline. You specify the text announcement. Incoming calls are automatically included in the Hintbox case management. This opens up an additional reporting channel.

  • Email conversion to the Hintbox (optional): Incoming emails are automatically added to the Hintbox case management (e.g. with an email address from you or us). This opens up an additional reporting channel

  • Individual training (optional)


Premium Hintbox

  • Contains all functions from the Basic package

  • Collaboration feature for processing cases across departments

  • Creation of tasks (to-do’s) for multiple users of the case with setting of deadlines

  • Collaboration through comment functions

  • A subsequent upgrade from the Basic to the Premium Hintbox is possible without any problems.


1Notes on the translation contingent for the automatic translation features:

  • With the Hintbox you get a basically sufficient contingent of 500,000 characters per year for language translation. With the Hintbox you get a basically sufficient contingent of 500,000 characters per year for language translation. According to experience, this allows you to amend all supplied texts and have them translated once into all languages available in the Hintbox, as well as to have incoming reports translated.
  • If this character contingent is exceeded, you can easily add another contingent of 500,000 characters directly in the admin area of Hintbox or via our customer support at a price of only 15.00 € (net).

2. Service description of the Ombuds Solution (if booked)

If you have booked our Ombudsman Solution, we summarize our Ombuds Solution services again below as follows:

Lawyers, tax consultants, auditors or compliance companies, etc. can book Hintboxes (Basic or Premium) via the Ombuds Solution and offer them to their customers/clients. Via the Ombuds Solution, these persons can then act as an ombudsperson or external compliance officer, for example (but they do not necessarily have to).

These ombudspersons can independently create and manage clients / customers in the billing system via the Ombuds Solution. Only the binding booking in the Ombuds Solution triggers the chargeable license fee for the Hintbox (Basic or Premium).

  • You can initially choose between three versions of the Ombuds Solution: Free, Standard and Professional. These versions include different features and services:

    Free:

    • Overview of your clients

    • Book Basic Hintbox licenses starting at € 99,- /month (net) or Premium Hintbox starting at € 134.10 (month (net) to offer to your clients (this Basic Hintbox includes all features according to item 1)

    Standard (59,- €/per month plus 19% VAT).

    (Annual billing 708,- € plus 19% VAT):

    • Overview of your clients
      Dashboard about new reports & cases of all your clients

    • Customizing -- color & maintenance of your own logo for the
      Hintboxes of all your clients

    • Book Basic Hintbox licenses starting at € 89,- /month (net) to
      offer to your clients (this Basic Hintbox includes all features
      according to item 1)

    Professional 99,- €/per month plus 19% VAT)

    (Annual billing 1.188,- € plus 19% VAT):

    • Overview of your clients Dashboard about new reports & cases of all your clients

    • Customizing -- color & maintenance of your own logo for the
      Hintboxes of all your clients

    • Book Basic Hintbox licenses starting at € 79,- /month (net) or Premium Hintbox starting at € 119.20 (month (net) to offer to your clients (this Basic Hintbox includes all features according to item 1)

    • Selection of white-label domains for your clients\'
      whistleblowing systems among the following selectable domains:

      • mustermann-gmbh.hintbox.de
      • mustermann-gmbh.hintbox.at
      • mustermann-gmbh.hintbox.eu
      • mustermann-gmbh.hintbox.ch
      • mustermann-gmbh.hintbox.fr
      • mustermann-gmbh.interne-meldestelle.de
      • mustermann-gmbh.interne-meldestelle.ch
      • mustermann-gmbh.internal-reporting-channel.com
      • mustermann-gmbh.hinweisgeber-systeme.de
      • mustermann-gmbh.whistleblower-software.de
      • mustermann-gmbh.whistleblower-system.de
      • mustermann-gmbh.whistleblowing-software.com
      • mustermann-gmbh.whistleblowing-software.de. (Bsp.: customer.hinweisgeber-systeme.de)

    • Optional maintenance of a customer-support email address