There are generally seven points to keep in mind when setting up a whistleblower portal for your organisation. If done correctly, communicating your whistleblower scheme can clearly illustrate your core values and make the purpose of the scheme evident.
- 1. Tell people that the company has a whistleblower portal and what its purpose is
Describe the purpose clearly and in language everyone can understand – for example, to ensure openness and transparency about any potentially concerning issues, and to create a safe environment where employees can speak up without fear of retaliation. - 2. Describe where to find the link to the whistleblower portal
Provide the link on the intranet, in the employee handbook, and possibly on the company website. Make sure it is easy to find, even for employees without daily access to a computer. - 3. Give concrete examples of cases suitable for reporting – and some that are not
Mention, for example, financial crime, harassment, or serious breaches of safety procedures as examples of relevant reports. Also indicate which matters should be handled through other channels, such as HR or a direct manager. Where possible, refer to your whistleblower policy or official sources such as Whistleblower.dk. - 4. Highlight confidentiality and anonymity
Explain that all information is treated confidentially, and that whistleblowers can choose to remain anonymous throughout the process. Briefly describe how anonymity is technically ensured in the portal. - 5. Be clear about who receives and processes reports
State whether it is an internal whistleblower unit, a designated manager, HR, or an external partner. Trust is built when people know who will first see the report. - 6. Provide information about legislation, data security, and protection
Summarise the key points of the national whistleblower law and briefly describe how reports are stored securely (e.g., encryption, access restrictions) and who has access to them. - 7. Explain the process from report to closure
Describe step by step what happens when a report is submitted – from receipt and assessment, through any investigation, to closure and feedback. Also indicate whether the whistleblower will receive updates during the process.
Use these points as a checklist when launching or maintaining your whistleblower portal. If you cover them all, you are well on your way to creating a transparent, safe, and compliant scheme that employees can trust.
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