Whistleblower software and whistleblower portals have become a central part of many companies’ compliance and security work.
With an effective whistleblower solution, you can meet the requirements of the Whistleblower Act, protect employee anonymity, and create transparency around potential misconduct. This guide walks you step by step through how to practically implement a whistleblower portal, who should have access, and the requirements that apply to both the company and the whistleblower unit.
Implementing a whistleblower solution in your workplace does not have to be complicated. With the right approach, you can quickly achieve a setup that meets legal requirements and fosters trust among employees, partners, and other stakeholders. This guide will help you get started and provide an overview of the key requirements and best practices when setting up a whistleblower portal.
Who Should Have Access to the Whistleblower Portal?
An effective whistleblower portal should be easily accessible to those who may need to use it.
Employees: The portal must be available to all employees so that anyone can report concerns about misconduct.
External stakeholders: Depending on the company’s structure, access can also be extended to partners, suppliers, shareholders, board members, or other relevant parties. This can strengthen transparency and trust in the organization.
Company Requirements
Companies covered by the Whistleblower Act are obliged to establish a whistleblower scheme and appoint a unit to receive and process reports.
Appoint a whistleblower unit: This can be a single person or an entire department, but it must be impartial and capable of handling reports objectively and fairly.
Independence: The unit must operate independently of the company’s daily management and cannot include members of the executive board.
Guidelines: Clear guidelines must be established for how the whistleblower unit processes cases, including how follow-ups are conducted, documented, and feedback is provided.
Whistleblower Unit Requirements
A professional and trusted whistleblower unit is essential to ensure an effective and compliant scheme. The unit must:
Receive and handle reports: Ensure all reports are properly logged and processed.
Communicate with the whistleblower: Confirm receipt of the report no later than seven days after submission.
Follow up: Conduct a thorough follow-up to ensure all relevant information is gathered and assessed.
Provide feedback: Offer the whistleblower a status update or conclusion as soon as possible – and always within three months of confirming receipt.
The points above provide a solid guide for establishing a well-functioning whistleblower scheme in practice. But even with clear processes and well-defined guidelines, the choice of solution can significantly impact how effective and secure the system is. A digital whistleblower solution offers features and advantages that manual or paper-based systems simply cannot match.
Benefits of Digital Whistleblower Software
By using a digital whistleblower solution, companies can ensure a structured, secure, and efficient handling of reports. Modern whistleblower software offers:
High data security: Encryption and access controls that protect both the information and the whistleblower’s identity.
Easy administration: An intuitive dashboard for managing reports, follow-ups, and documentation.
Anonymity: The option for fully anonymous reporting and secure anonymous dialogue between the whistleblower and the unit.
Compliance: Helps meet the requirements of the Whistleblower Act and other relevant legislation.
Flexibility: Accessible via both desktop and mobile devices, making it easy to report from anywhere.
A professional digital solution makes it easier to build trust, transparency, and compliance while also freeing up internal resources.
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