Report Channel
Procedure for Handling the Whistleblower Channel
Reception of Reports:
- Reports may be submitted through various channels such as email, dedicated phone lines, or online forms.
- A designated individual, such as the Compliance Officer or Human Resources team, will receive and record all incoming reports.
- Measures should be taken to protect the confidentiality of reporters and maintain their anonymity when possible.
Initial Assessment:
- The designated individual will review all received reports to determine their nature, severity, and urgency.
- A unique reference number will be assigned to each report for tracking and recording purposes.
Investigation:
- An internal investigation will be conducted to gather additional information about the report.
- Depending on the nature of the report, different departments such as Legal, Human Resources, Security, or Internal Audit may be involved.
Evaluation and Determination:
- Once the investigation is completed, the validity and severity of the report will be assessed.
- Appropriate actions to be taken will be determined, which may include disciplinary measures, policy or process corrections, or involvement of external authorities.
Communication and Follow-Up:
- The reporter will be informed of the status of the report to the extent possible without compromising the confidentiality of the investigation.
- A follow-up process will be established to ensure that corrective actions are implemented in a timely and effective manner.
Recording and Documentation:
- Detailed records of all reports received, investigations conducted, and actions taken as a result will be maintained.
- This documentation will be confidential and available only to authorized personnel.
Reporting and Continuous Improvement:
- Periodic reports will be generated to analyze trends and patterns in the reports received.
- Areas for improvement will be identified, and proactive measures will be taken to prevent future incidents.
Confidentiality and Protection of the Reporter:
- The confidentiality of the reporter will be ensured to the extent possible, protecting them against any form of retaliation.
- Measures will be established to protect reporters against unauthorized disclosure of their identity.
Conclusion:
Implementing a robust and transparent procedure for handling the whistleblower channel is essential to promote an ethical and responsible organizational culture. Ensuring confidentiality, impartiality, and protection of the reporter are key aspects for the success of this process.