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Grievance Mechanisms for Impacts on Society

KPI

  • Item

    Total number of complaints concerning social impact formally submitted to the Grievance Mechanisms for impacts on society

  • FY 2014 results

    (Consolidated) 0

Responsible departments

Contact point: Procurement departments and sales departments
Response and support: Corporate Compliance Department, legal and HR departments

Stance and target

Why is "Grievance Mechanisms for Impacts on Society" a critical issue to be addressed?
Explanation of the reason and background

At the Yokohama Rubber Group, there is a diverse range of people that work at domestic and overseas business sites, and there is also a diverse range of compliance complaints. In addition, because a broad range of activities can be perceived as anti-social behavior in business activities with suppliers depending on differences in culture and customs in that country or region, we recognize the establishment and functioning of contact points that allow for direct reports or consultations and handle complaints to be an important issue in both in Japan and overseas.

Grievance Mechanisms policy

The following seven items are set forth in the Yokohama Rubber Group Action Guidelines, and the same policy is followed in handling complaints.

  1. We shall respect human rights inside and outside the company.
  2. We shall create workplaces that are safe and healthy.
  3. We shall harmonize our activities with the global environment.
  4. We shall provide safe and high-quality products and services.
  5. We shall conduct corporate activities with a high transparency and practice proper disclosure of information.
  6. We shall observe not only laws and regulations but also social norms.
  7. We shall aspire to harmony and prosperity with local communities.

Overview of Grievance Mechanisms for impacts on society

In Japan, the Corporate Compliance Department has established a whistle-blowing system that consists of the Corporate Compliance Hotline and General Counseling Room. In addition, a Compliance Officer has been assigned to all departments and related subsidiary companies overseas and in Japan, and whistle-blowing systems have been established at overseas business locations in accordance with the laws of those countries and regions. The Compliance Officers in procurement and sales departments gather complaints and inquiries from suppliers concerning business transactions.
Complaints concerning social impact are jointly resolved by the Corporate Compliance Department, Legal Department and HR departments in addition to the responsible department.

Scope of use of the Grievance Mechanisms

The system can be used by all employees, part-time employees, temporary employees, dispatch employees, and employees of contractors that work at the Yokohama Rubber Group.

Methods for spreading awareness of the Grievance Mechanisms

The system is described on the intranet that can be used within the Yokohama Rubber Group, and it clearly states that consultations and reports can be conducted either with one’s name stated or anonymously. In addition, a Compliance Card that states matters including the whistle-blowing process is distributed to all employees to inform them of the presence of contact points.

Resolution process when a complaint is submitted

  1. The Corporate Compliance Department confirms the facts related to the consultation by the whistle-blower.
  2. The necessary measures are taken in consultation with the HR department.
  3. The results are directly reported to the whistle-blower if they have disclosed their name. Reminders are issued within the company as necessary if the whistle-blower is anonymous.

Monitoring of the effectiveness of the Grievance Mechanisms

At the Corporate Compliance Committee that is held quarterly with the President as the Committee Chair, reports are made, the appropriateness of response is assessed, countermeasures are implemented, and follow-up is conducted.

Vision (attainment goal) / target

An original code of conduct, whistle-blowing system, and meeting bodies have been established at each business location including overseas business locations in an aim for uniform management.

Measures for vision achievement

We will continue communication through a document called the Compliance Monthly with each business location once per month. As the management of each business location has a high level of interest and similar awareness of compliance, in the three-year plan we plan to create a system under which the three points above are uniform.

Review of FY 2014 activities

There were no complaints concerning the impact on society.

Issues and future improvement measures

Challenges include creating opportunities for compliance representatives at each business location and enhancing sensitivity to ensure that no issues are overlooked.