Contact point: Corporate Compliance Department
Individual response: Global HR Department

Why is “Human Rights Grievance Mechanisms” a critical issue to be addressed?
Explanation of the reason and background

At the Yokohama Rubber Group, there is an increasing diversity of people working at domestic offices and subsidiaries. The nature of complaints concerning human rights is also becoming more diverse and the number of complaints is also on the rise. Considering this diversification of employees and ways of working, we view the presence of contact points at both domestic and overseas business locations that enable direct consultations on sexual harassment and abuse of authority at the workplace to be important.

Complaint handling 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 will respect human rights both inside and outside of the company.
2. We will create safe and healthy workplaces.
3. We will aim for harmony with the global environment.
4. We will provide safe and high quality products and services.
5. We shall conduct corporate activities with high transparency and practice proper disclosure of information.
6. We shall follow not only laws and regulations, but also social norms.
7. We shall strive for co-prosperity with local communities.

Overview of Human Rights Grievance Mechanisms

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. This Compliance Officer gathers complaints and inquiries from employees.
Complaints concerning human resources are jointly resolved by the Corporate Compliance Department and HR departments.

Scope of use of the system for handling complaints concerning human rights

The system can be used by all executives and 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 system for handling complaints concerning human rights

The system is described on the Yokohama Rubber Group’s intranet, 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 system for handling complaints concerning human rights

At the Corporate Compliance Committee that is held quarterly with the Director responsible for compliance 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

Our stance is intended to ensure that employees at all business locations – including overseas business locations – are familiarized with the code of conduct, that the whistle-blowing system functions properly, and that the meetings utilized to monitor implementation are used effectively. By promoting adoption of the whistle-blowing system on a global basis, we aim to enhance the level of compliance in the Group as a whole.
We collate case studies of problems that have been experienced in the Group in the past, and we have put in place a system so that employees can learn from these case studies at important milestones in their careers, such as when being given new assignments or being promoted.

In 2017, a total of 14 sexual harassment and abuse of authority cases were reported via the Corporate Compliance Hotline or General Counseling Room. When an issue arises, the Compliance Promotion Office is closely involved in handling it, providing guidance as necessary, etc., and so is able to develop a clear picture of areas where Group personnel may be lacking in awareness. This information is collated in the form of “Workplace Learning Materials” which are used to provide feedback. In 6 out of 12 instances in 2017, the Office was able to provide relevant information relating to sexual harassment and abuse of authority.
In the future, we plan to put in place a system whereby employees can learn from these materials at the time of important career milestones such as assignment to new positions.

Being able to appropriately monitor the state of compliance at overseas subsidiaries is an important issue. By making effective use of the periodic reporting system that is already being implemented, and of the global whistle-blowing system that we have begun to adopt, we are approaching the stage where we will be able to effectively monitor compliance issues at each overseas business location.