External channel for reporting of breaches of the legislation supervised by the NBB

NBB_2024_15 – October, 11th 2024 Circular – Page 1/15 14 Boulevard de Berlaimont – 1000 Brussels Phone : +32 2 221 38 15 Company number : 0203.201.340 RPM (Trade Register) Brussels www.nbb.be Circular Brussels, october 11th 2024 Reference: NBB_2024_15 Your correspondent:
Isabelle Gérard
Phone: +32 2 221 38 15 isabelle.gerard@nbb.be
External channel for reporting of breaches of the legislation supervised by the NBB Scope Reports to the National Bank of Belgium (hereinafter the “NBB”) of breaches of legislation falling within the supervisory remit of the NBB. Summary/Objectives This circular lays down and clarifies the procedural rules for the receiving and handling by the NBB of reports of breaches of the legislation supervised by the NBB and the ECB. It also clarifies the protection measures that apply in this context. Structure
Definitions ........................................................................................................................................... 3

1. Scope of application ....................................................................................................................... 4
   1.1 Material scope ............................................................................................................................. 4
   1.2 Personal scope............................................................................................................................ 5
2. Procedural rules ............................................................................................................................. 6
   2.1 Authorised staff members ........................................................................................................... 6
   2.2 Information in the NBB’s website ................................................................................................ 6
   2.3 Procedures applicable to the reporting of breaches ................................................................... 6
   2.3.1 Filing of a report and provision of additional explanations or information ................................. 6
   2.3.2 Acknowledgement of receipt ..................................................................................................... 7
   2.3.3 Preliminary analysis................................................................................................................... 7
   2.3.4 Follow-up of reports of breaches for which the NBB is not the competent authority ................ 8
   2.3.5 Feedback................................................................................................................................... 8
   2.3.6 Rules of confidentiality .............................................................................................................. 9
   2.4 Dedicated reporting channels ................................................................................................... 10
   2.5 Recording and storage of reports.............................................................................................. 11
   2.6 Evaluation of the reporting procedures ..................................................................................... 11
3. Protection measures .................................................................................................................... 12