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The whistleblowER system
What is a whistleblower system?
What is a whistleblower system?
A whistleblower system is an essential platform designed to empower employees, customers, and other stakeholders to anonymously report potential violations or breaches of rules and regulations within an organization. This system fosters an environment of transparency and accountability, where individuals can feel safe to provide valuable insights without the fear of reprisal.
The reporting channels usually consist of an online portal, a whistleblowing hotline or the possibility to submit information in writing.
Precondition for countermeasures
What is a whistleblower system used for?
What is a whistleblower system used for?
The whistleblower system swiftly and efficiently identifies and investigates allegations of serious misconduct within an organization. This includes a range of issues such as corruption, sexual harassment, data misuse, or fraud. By enabling concerned individuals to report these issues, the system acts as a crucial tool in uncovering unethical or illegal activities that might otherwise remain hidden.
Secure and Anonymous
Why is a whistleblower system important?
Why is a whistleblower system important?
A whistleblower system is of great importance for companies and organizations in order to become aware of potential problems at an early stage and to be able to react quickly.
This whistleblower system enables employees to report issues safely and anonymously, preventing fear of reprisal. It helps in fostering a culture of transparency and integrity within the organization, ensuring that adherence to rules and ethical standards benefits everyone involved.
functioning of a whistleblower system
How does a whistleblower system work?
How does a whistleblower system work?
A whistleblower system, whether implemented as an internal solution or utilized as an external service, provides a vital channel for reporting misconduct. Tips are commonly submitted through a secure, anonymous online platform, ensuring confidentiality and encouraging more open communication.
Once a report is submitted, the indications are investigated and reviewed, often using a case management system. This process is typically handled by designated company personnel, trained to deal with such sensitive information. The thorough review helps in determining the validity of the report and deciding on the necessary course of action. These systems often include mechanisms for feedback or follow-ups, ensuring that whistleblowers can see that their concerns are being taken seriously and addressed appropriately. This transparency in handling reports not only reinforces trust in the system but also underscores the organization’s commitment to ethical practices and accountability.
Minimize risks in the company
What are the benefits of a whistleblower system?
What are the benefits of a whistleblower solution?
A whistleblower system provides companies with a powerful tool to identify and investigate potential violations, playing a crucial role in strengthening the trust of employees and other stakeholders. This trust-building aspect contributes significantly to fostering a positive corporate culture, where ethical practices are valued and upheld.
Such a system can be instrumental in minimizing potential legal and financial risks, and in protecting the company from reputational damage in the public eye. By proactively addressing issues before they escalate, organizations can avoid costly legal battles and maintain their standing and credibility with customers, partners, and the public.
Requirements for a whistleblowing system
What does a digital whistleblower system need to do?
What does a digital whistleblower system need to do?
A future-proof, effective, and user-friendly digital whistleblower system should include certain features, which are outlined below:
Anonymity
Lack of anonymity deters many potential whistleblowers from not sharing their knowledge with hotlines. A whistleblowing solution must therefore ensure the protection of all parties involved.
Media diversity
A whistleblowing system should be able to integrate different reporting channels. This allows each organization to choose the appropriate media and integrate the channels required by law. The draft of the Whistleblower Protection Act (HinSchG) provides for at least two different reporting channels: written and oral.
Multilingualism
People in public and private organizations are usually international and speak different native languages. A reporting system should reliably map this multilingualism so that the person making the report can provide the information in the language in which they can adequately express themselves.
Case management
Defined procedures help in the proper and rapid follow-up of whistleblower tips. The coordination of the measures lies with a single person.
Multi-client capability
It is not enough for a group or, more generally, an organization to introduce a single reporting office for all areas, as anonymity and the need-to-know principle can otherwise hardly be ensured. A whistleblowing system should therefore allow each suborganization or subdivision to have its own reporting solution.
Revision security
Companies must be able to provide detailed evidence of the conscientious processing of tips even months or even years later. Audit-proof documentation of the processes in a whistleblowing system
is therefore unavoidable.
Integration into compliance platform
Only the integration of the whistleblowing system into a comprehensive compliance management solution in the form of a compliance platform turns a simple stand-alone solution into a powerful compliance instrument. It brings together information from different areas and generates new insights – naturally while maintaining the assured anonymity and confidentiality of the data.
EU Whistleblower Directive & Whistleblower Protection Act
What does the EU Whistleblower Directive regulate?
What does the EU Whistleblower Directive regulate?
Since reports of compliance violations via a whistleblower system often fail to materialize due to feared repression, the European Union has set itself the goal of changing the uncertain situation for whistleblowers. On December 16, 2019, the EU Whistleblowing Directive (Directive 2019/1937) came into force. It protects persons who report violations of Union law.
In simple summary, the Whistleblower Directive requires companies and government agencies with more than 49 employees and municipalities with 10,000 or more residents to establish reliable internal reporting channels. Through them, whistleblowers working in the private or public sector should be able to report violations in writing or verbally.
Indications must be followed up and appropriate measures must be taken and documented. Further, the Directive stipulates that the whistleblower must not suffer any reprisals; not even as a threat. Furthermore, it must be ensured that the identity of both the whistleblower and the persons concerned remains protected, e.g. through an anonymous whistleblower system.
The EU Whistleblower Directive must be transposed into national law by the EU member states. For this reason, the German Whistleblower Protection Act (HinSchG) was passed in the Bundestag on December 16, 2022, with some delay. However, since the Federal Council stopped the Whistleblower Act the Whistleblower Act at the beginning of February 2023. it will now probably go to the Mediation Committee of the Bundestag and Bundesrat. There, a compromise could then be found for the HinSchG, on which both bodies agree.
Whistleblowing system provider Compliance Solutions
What does the Compliance Solutions whistleblower system offer?
What does the Compliance Solutions whistleblower system offer?
Compliance Solutions has developed whistleblowing system software that enables secure and confidential transmission of regulatory violation notices in companies of all sizes. A protected web form ensures the protection of the identity and anonymity of the whistleblower.
A confidential dialog function enables the persons responsible for processing to make necessary queries bidirectionally to the informants. The complete dialog is integrated into the workflow and documented in an audit-proof manner.
The whistleblower system from Compliance Solutions is multilingual and in use worldwide. The software guarantees technical security and access protection from third parties. With its actions it is in accordance with the standards set by legislators and any local regulations.
Clearly defined roles for the processing staff are stored in the case management system. A user-friendly guided process with detailed work instructions guarantees structured, audit-proof processing of whistleblower cases.
A software solution with extensive functions
What are the benefits of the Compliance Solutions whistleblower system?
What are the advantages of the Compliance Solutions whistleblower system?
Easy implementation of the whistleblower policy
Intelligent
Questionnaires
About 20
Languages and translations
Case
Management
Secure reporting system for compliance violations
Anonymity of the whistleblower
Secure hosting in Germany
Adapted
to legal requirements
of the EU countries
Revision
security
Multi-client capability for rollouts in corporate groups
Addressing various reporting points
Confirmation of receipt of the notification and feedback in due time
Easy
implementation of
the whistleblower
policy
Intelligent
Questionnaires
About 20
Languages and translations
Case
Management
Secure reporting system for compliance violations
Anonymity of the whistleblower
Secure hosting in Germany
Adapted
to legal
requirements
of the EU countries
Revision
security
Multi-client
capability for
rollouts in corporate
groups
Addressing
various
reporting points
Confirmation of
receipt of the
notification and
feedback in due time
Easy
implementation
of the
whistleblower policy
Intelligent
Questionnaires
About 20
Languages and translations
Case
Management
Secure reporting system for compliance violations
Anonymity of the whistleblower
Secure hosting in Germany
Adapted
to legal
requirements
of the EU countries
Revision
security
Multi-client capability for rollouts in
corporate groups
Addressing various reporting points
Confirmation of receipt of the notification and feedback in due time
Initial consultation whistleblower system
Individual advice on the whistleblower system
Individual advice on the whistleblower system
Are you interested in our Whistleblowing System & Case Management? Please write to us, our compliance experts will be happy to advise you.
