HMT LIMITED

Vigilance Department

Welcome to the homepage of the Vigilance Department of HMT Limited. Please click on the relevant link in the table below for information on contact details of Vigilance Officers of the Company as well as for notices and topics on vigilance function of relevance to you.

In case of any complaints about corrupt practices, serious irregularities or misuse of office by any Officer / Employee of HMT Limited or its subsidiaries, you are requested to send your complaint to us. Please click on item C in the table below for details.

We also welcome any suggestions for improving the effectiveness of the Vigilance function at HMT Limited which may please be forwarded to the undersigned.

Thank you,

Please Note:

a) Please ensure that your complaint is as per the Procedure for Lodging Complaints

b) There is no self generated acknowledgment of complaints received through E-mail.

c) All complaints received through E-mail will be downloaded & printed and the printed copy of the complaint will be dealt with as per the Complaint Handling Process.

d) Anonymous complaints will not be taken cognizance of. Similarly, complaints which do not contain the full name and complete postal address of the complainant will be treated as pseudonymous and will not be taken cognizance of. Any enquiry into the complaint will be conducted only after verification of name & address of the complainant. It will help in verification if the complainant gives his/her telephone/cell-phone number also.

e) In case the complainant so desires his / her identity will be kept secret.

• CVO, HMT does not entertain anonymous / pseudonymous complaints.  So please give your full name and complete postal address.
• Complaints must be brief and contain factual details, verifiable facts and related matters. They should not be vague or contain absurd allegations and sweeping statements since these are liable to be filed.
• Please ensure that the complaint is addressed directly to:

• The Complaint, which is registered (i.e. found fit for further action), will be acknowledged but it is not possible to keep the complainant up dated with the status of the case.  However, the Complaints are followed to their logical conclusion.
• The Complainants are also advised not to continue corresponding on the same subject after receiving the acknowledgement.

HMT LIMITED
(Vigilance Department)

COMPLAINT HANDLING PROCESS

1. Lodging of complaints:

Complaints are to be sent to the Chief Vigilance Officer either by post / courier or through email. Telephonic complaints should be followed by written confirmation.

2. Handling of complaints received from MPs and other VVIPs:

All the complaints received through MPs & former MPs, will be immediately acknowledged under the signature of CVO. Such complaints will be processed on priority.

3. Complaints received over phone:

All complainants making complaints on phone are advised to send their complaints in writing with complete details. Only exceptional cases of very serious and urgent nature will be noted down in the form of a brief note together with name and address and telephone numbers of the complainant and would be further processed. Complainants not giving their identity may be treated as anonymous.

4. Handling of complaints received by E-mail:

Complaints made through e-mail should contain complete postal address. Such complaints will be dealt as a normal complaint on print of its hard copy by a designated person on a daily basis.

5. Complaint receipt and registration:

All the complaints received by the Chief Vigilance Officer are diarised and then distributed to the Officers in the Vigilance Department who examine it to determine whether they need to be pursued. In case, the complaint is registered, it will be given a unique number called the Registration Number.

6. Initial assessment of complaints:

All the complaints on receipt are analysed and sorted as per the following procedure:

a) The complaints are filed if the same are vague or do not contain verifiable facts.

b) If the complaint is anonymous or pseudonymous, it will generally be filed after the approval of CVO. In exceptional cases where verifiable facts are provided, the complaint can be used as a source of information, after the approval of CVC.

c) In case a complaint has been received by a Vigilance Officer, he will forward the same to CVO for further orders.

d) Complaint received from CVC under “Public Interest Disclosure & Protection of Informer” will be dealt with as prescribed in time bound manner.

e) All complaints received from CVC will be replied to, giving the status, within 30 days and investigation will be completed in 90 days.

f) After registration of the complaint, requisite investigation will be carried out as per laid down procedure.

g) Acknowledgement will be issued in respect of complaints taken up for investigation.

7. Auditing of Complaint handling process:

CVO will once in a year audit complaint-handling process.

8. Review of complaint handling process:

The status of pending complaints / action taken on complaints will be reviewed by the CVO every month.

9. Complaint tracking

All registered complaints will be monitored by the CVO through the monthly report, from the date of initial receipt through the entire process, till the complaint is closed or a final decision is taken.