A whistleblowing system is a comprehensive mechanism that includes allowing employees to submit reports, the receiving and processing of reports, and resolving the problems reported.  It must be user-friendly and beneficial to both the company and the whistleblowers. Let's take a look at the key elements of a whistleblowing system. Reporting channelsA whistleblowing system must provide a secure, reliable, and easy way to submit reports. When introducing an internal reporting system, it is also important to consider that whistleblowers should have the option to submit reports in writing, orally, and in person.  Companies can choose from multiple reporting channels and combine them differently, such as whistleblowing software, phone lines, email boxes, physical mailboxes (i.e. a trust box), and personal meetings with the person designated  to receive reports.  The foundation of an internal reporting system usually consists of specialized whistleblowing software like FaceUp, which has the advantage of being available anytime and anywhere, ensuring the safety of reporters, allowing ongoing communication after the report has been submitted, and offering easy and clear report management, including those received from other sources. They can also be easily linked to the company's compliance system. More about the benefits of whistleblowing systems can be found here.  Report assigneeThe second key element of a whistleblowing system is the designated person who receives and deals with the reports (i.e. relevant person). They are the only person who is in (direct) contact with the whistleblower and who is allowed to familiarize themselves with the contents of the report.  If requested by the whistleblower, the relevant person must be able to receive the report face to face. In addition to evaluating the validity of the report, the assignee proposes solutions to the problem and is responsible for informing the whistleblower about the report's acceptance and outcomes.  Therefore, it is important to choose the right person. They should be knowledgeable about their rights and responsibilities, understand the legal requirements of whistleblowing, and have received proper training and education.  Employees from compliance and HR departments are usually appointed to this position, along with or corporate lawyers. If no suitable person is found within the organization, an external person can also be appointed. Moreover, it is possible, advisable even, to have multiple assignees and allocate them different areas of concern. Internal policiesThe final, but no less important, part of a whistleblowing system is properly informing employees and all interested parties of its implementation. The best way to do this is by adopting an internal whistleblowing policy that should:• explain the importance of whistleblowing • define the basic terms • specify possible reporting methods • explain who is covered by whistleblower protections • describe the process for handling reports • provide the name and contact information of the appropriate person As a minimum, it is essential to publish the ways employees can submit reports and the contact details (telephone number and email) for the assignee.Download our free template of whistleblowing policy. What are the advantages of a whistleblowing system?Implementing a whistleblowing system is not an easy task, but besides fulfilling legal obligations, it has many other benefits and is a worthwhile undertaking for companies. Here are some of the main advantages: • Prevention of legal disputes A whistleblowing system enables problems to be reported in a timely manner and resolved internally, avoiding situations that might otherwise lead to legal disputes. • Improvement of company culture When employees can safely report unethical or illegal practices in an organization, it can lead to a culture of openness and trust. • Protection of the company’s reputation A whistleblowing system protects the reputation of the company by enabling problems to be addressed before they become public and damage the company's reputation. • Increased productivity A whistleblowing system allows employees to report problems that might otherwise be ignored or left unresolved, thus eliminating obstacles that hinder the productivity and effectiveness of the organization. • Increased customer trust By implementing a whistleblowing system, a company demonstrates that it takes its ethical commitments seriously, which can have a positive impact on business relationships. Depending on the size and type of organization, the costs of implementing a whistleblowing system can be surprisingly low and in any case, can be considered a significant investment in the future prosperity of the company. Check out our pricing list of whistleblowing system and see how much you can save. Are you looking for the whistleblowing system?Get in touch with our whistleblower specialist today to arrange a free demo, or browse some of FaceUp’s whistleblowing system features.

Anonymous workplace reporting is where employees or any other stakeholders of a business or organization notify the relevant person in that organization of unethical or illegal conduct, without fear of recrimination.  Allowing employees and other individuals to report misconduct or make general suggestions anonymously has a multitude of benefits. These include but are not limited to: Helping to create a culture of transparency and open communication, building trust within a workplaceProviding a secure channel where employees can request guidance, raise queries and make potentially transformative suggestionsProtecting whistleblowers from recrimination, ostracization, or any other negative consequences of speaking upAllowing employees to feel heard and valuedEnsuring your business or organization remains compliant with the relevant whistleblowing legislation in your regionFor example, if an employee feels that they are being bullied, harassed or otherwise mistreated by their line manager, but are afraid to speak up in case their career chances are affected as a result, they can choose to notify the authorized person within their company or organization anonymously and the matter can then be dealt with. Alternatively, if an employee notices an inefficiency in one of their work processes, but does not feel like they have the requisite authority to point it out, they can do so anonymously, potentially saving their company money and/or time. Implementing anonymous reporting in your organizationThere are several ways to implement an anonymous reporting channel in your organization. The most common forms this takes are: An online form: i.e through as whistleblowing platform such as FaceUp, or a designated reporting/feedback toolA hotline: often outsourced to a third party, which employees can call to report their concerns or suspicionsA suggestions/trust box: now a more old-fashioned approach, this is literally a physical box into which employees can drop notesWhen implementing an anonymous reporting tool, it is important to communicate it properly to your employees and offer training in using it. This fosters familiarity and comfort with the system and increases uptake and use. Case studies where anonymous reporting proved beneficialThe experience of company Vitkovice Steel, represents an interesting case study since they noticed that the implementation of an anonymous reporting channel actually led to the percentage of anonymous reports decreasing over time. To begin with, 70% of reports were under the cover of anonymity, eventually going down to 30%, bearing out the improvement in the workplace culture.  Another client, the Brno Municipal Office, found that the introduction of an anonymous whistleblowing platform led to the discovery of instances of bullying by a particular individual who was subsequently removed from the company. They then noticed an increase in productivity after this individual had left. Read about our clients experience with using the anonymous reporting system. ConclusionOverall, it is clear that introducing an anonymous reporting channel in your organization is hugely beneficial in ensuring that employers and anyone else who interacts with your company has the means to report suspicions of wrongdoing or offer up suggestions for improvement, without fear of retribution or embarrassment. Clearly, there are challenges in implementing such a channel, notably in raising awareness of its existence, helping people learn to use it, and ensuring that they continue to use it on a regular basis.  However, these challenges can and must be overcome in order to create a safe, secure, open workplace where employees feel valued and empowered to speak up. Are you seeking to enhance transparency and accountability within your organization?Discover how to effectively implement an anonymous reporting platform tailored to your company's needs. Contact our whistleblowing specialist today to arrange a complimentary demo, and explore the comprehensive features offered by FaceUp. 

Whistleblowing software (sometimes called an ‘ethics hotline’ or similar) is a channel, usually anonymous, by which employees or other stakeholders within a company or organization can report instances of wrongdoing or unethical conduct.  In the past, whistleblowing systems came in the form of telephone hotlines or physical trust boxes. These days, they are often stand-alone software platforms or a module within a HR tool. What are the main benefits of whistleblowing software?If you’re not convinced that your organization needs whistleblowing software, here are some of the key advantages implementing one can offer: A culture of openness and transparency First and foremost, offering an anonymous channel to report wrongdoing is a signal to your employees that you value them, that you want to create a workplace where people are free to speak out without fear of retaliation.  Anonymous reporting softwares in particular are extremely effective at unearthing unwanted behaviors, since they help prevent the ‘onlooker effect’, whereby people do nothing in the face of misconduct, wrongly assuming someone else will speak up instead. Reduce costs According to research, companies lose an average of 5% of their revenue to internal fraud. Whistleblowing software can help mitigate these losses. Furthermore, fostering the culture described in the point above helps to reduce staff turnover, which is both disruptive and costly in its own right. Protect your reputation No organization wants their dirty laundry aired in public. Without an established channel to anonymously report grievances, individuals are more likely to turn to external third parties. A whistleblowing channel facilitates the resolution of issues internally, without attracting the gaze of the media and outside world. Improve productivity Can introducing whistleblowing software really improve productivity? Well that’s exactly what happened with one of FaceUp’s clients, the Brno Municipal Office. They uncovered instances of bullying perpetrated by one particular individual. After the individual was dismissed, productivity in that office increased. Discover areas for improvement People might assume that a whistleblowing software is only for reporting misconduct. However, it can also be used as a way for employees to anonymously offer up valuable feedback, insights which a leadership team may not otherwise have known about and which could potentially save time and money, or represent a new revenue stream. Compliance with the relevant legislation in your region In the EU, it is now mandatory to have anonymous whistleblowing software for organizations with more than 50 employees. It is a similar story in other countries and regions around the world. A properly implemented whistleblowing software and policy is imperative for ensuring you stay in line with the latest legislation and standards. More about this below. Does my organization need whistleblowing software?All organizations could benefit from implementing whistleblowing software for the reasons outlined above. But if you are in the EU and your organization has more than 50 employees, then you definitely need to have whistleblowing software. You can read more about the EU whistleblowing directive here. Furthermore, if your organization adheres to any particular standards and certifications, such as ISO 37001 or IATF 16949 etc, then whistleblowing software is a must. Read more about standards and certifications and whistleblowing in our post. Which whistleblowing software should I choose?There are now a wide range of options when it comes to choosing whistleblowing software for your company. Fortunately, we did some of the hard work for you and put together a list of the best whistleblowing software and hotline vendors on the market in 2023. For more about how FaceUp could help your company, take a look at our (recently updated) whistleblowing software features.

As the world places more and more emphasis on open and ethical business practices, having a clear whistleblowing policy in place has become critical. When they are developed and implemented properly, whistleblowing policies give employees a clear path to report problems, reduce or eliminate fallout from internal issues, and promote and protect a culture of transparency and accountability in the workplace.  Key features of a successful whistleblowing policyConfidentiality: When employees don’t feel protected, they stay silent. Your policy should ensure that employee reports are only shared with people who are in a position to address the issues raised. You should also, if possible, provide anonymous reporting options. Protection against retaliation: Employees need to know that if they come forward with a complaint, they will be protected from harassment or job loss. Your whistleblowing policy should explicitly state that internal retaliation will not be tolerated, and it should detail employees’ legal rights if they choose to report an issue.   Clear reporting procedures: Employees should know how to report their concerns, including who to contact, what information to provide, and the timeline for response and resolution.  Processes for resolution: Employees should know what to expect after they report an issue. Your policy should outline the process for investigating and resolving reports in a fair and impartial manner while respecting the rights of both the whistleblower and the accused. Implementing your whistleblowing policyImplementing a whistleblowing policy will look different for every company. Whatever the design of your policy, employees must have all the information they need to step forward. Educating employees can take various forms, including printed materials, emails, and training sessions. Make sure employees know how to make reports, what protections they are entitled to, and what counts as reportable conduct.   Creating and implementing a whistleblowing policy shouldn’t be seen as a one-off process. Change is inevitable in every company and your policy should follow suit. It should be regularly updated to evolve with your organization. Need a whistleblowing policy template to get started? If you need help creating a whistleblowing policy for your company, we encourage you to download our free template. The template outlines universal issues or concerns that should be reported and can be easily adapted for your company’s needs. Download the whistleblowing policy template here. Get in touch with our whistleblower specialist today to arrange a free demo and discuss your whistleblowing policy.

It can be tricky to decide which compliance hotline / whistleblowing software is best suited to your organization and will also ensure that you are compliant with the applicable laws and directives in your territory. To help you out, we’ve compiled a list of the best compliance and ethics hotline vendors and whistleblowing software providers on the market in 2023. FaceUp Whistleblowing systemG2 rating: 4.9 out of 5  G2 reviewer: "TOP Compliance & Whistleblowing Solution for any Company" Pricing: from €49 /month  FaceUp is an intuitive and easy to use whistleblowing solution and ethics hotline. FaceUp provides the absolute highest level of data protection and anonymity - it is GDPR compliant, ISO 27001 certified and offers E2E encryption and 2FA. The whistleblowing software has a rich set of features, FaceUp can easily be integrated through API with company intranet, website, or app.  Key features:    Hotline   Compliant with legal regulations and GDPR   Anonymous reporting   Voice messages   Two-way follow up communications   Completely customizable form   Advanced report management (labels, priorities, internal comments)   113 language versions   Mobile versions   Two-factor authentication   E2E encryption GlobaleaksG2 rating: 4.2 out of 5  G2 reviewer: "Loved the anonymous experience" Pricing: depends on a reseller GlobaLeaks is free, open-source whistleblowing software. Its open-source nature allows for transparency and community-driven development. If you are lost in customizing the whistleblowing platform, there have been different resellers, who can help with setting up the system for different prices. Thanks to GlobaLeaks everybody can have a secure and anonymous whistleblowing system. Key features: Manage multiple whistleblowing sites from a single dashboardExchange multimedia files with whistleblowerChat with whistleblower to discuss the reportWhistleblowing system statisticsCompliant with ISO 37002 and EU Directive 2019/1937GDPR configurable data retention policiesMultiple penetration tests with full public reportsTwo-Factor authentication (2FA) support compliant with standard TOTP RFC 6238 Convercent - Ethics and Compliance CloudG2 rating: 4.2 out of 5 G2 reviewer: "I would strongly recommend Convercent for your compliance solution." Pricing: from 135€ /month Ethics and Compliance Cloud (aka Convercent by OneTrust) is an ethics and compliance hotline provider that helps companies instill ethics at the core of their organizations. The Ethics Cloud includes: Helpline & Case Management, Campaigns, Policy Management, and Disclosures tools. The solution does not have mobile or desktop applications. Key features:    Hotline   Anonymous reporting   Reporting & Statistics   ISO 27001 certified   Incident Management   Notification for whistleblower AllvoicesG2 rating: 4.5 out of 5 G2 reviewer: "Modern and Easy to Use Tool for Anonymous Feedback" Pricing: from 100$ /month AllVoices is an anonymous reporting platform built by experts to uncover & resolve workplace issues by giving employees a safe space to speak up. The hotline is designed to help businesses encourage employees to anonymously provide feedback, ask questions, share positive input, and report various issues related to workplace bullying, harassment, bias, and other incidents. AllVoices allows organizations to secure confidential information via Advanced Encryption Standard (AES-256) standards. Key features:    Reports and statistics   Tracking and management of employee feedback   2-way communication EQS Integrity line  G2 rating: 4.7 out of 5 G2 reviewer: "Hotlines for Participant Productions" Pricing: from €129 /month  EQS Integrity Line is a secure, anonymous whistleblowing hotline used all around the world. The encrypted channel guarantees the highest possible protection for whistleblowers. The hotline platform enables managers to secure data in accordance with ISO 27001 and general data protection regulation (GDPR) compliance protocols. EQS Integrity Line allows teams to translate reports in multiple languages and gain insights into real-time case-related statistics on a centralized dashboard.  Key features:    Reporting form   Multiple language versions   Anonymous reporting   Case management Real-time statistics The importance of compliance ethic hotline and whistleblowing software have emerged as crucial tools for organizations and their employees to help build better company culture and a safe workplace. Many companies need to implement a GDPR compliant whistleblower solution, which will be fully secured and which will allow the whistleblowers to report anonymously. Are you looking for the compliance hotline solution?Get in touch with our whistleblower specialist today to arrange a free demo, or browse some of FaceUp’s whistleblowing hotline features.

These days, the presence of an anonymous whistleblowing channel is an absolute must for all companies and organizations serious about fostering a positive working environment. Anonymous reporting allows employees, suppliers and other stakeholders to report unethical conduct as well as to suggest improvements to the working culture or to address other issues without fear of retaliation.  Establishing channels for anonymous reporting is not only important for your company culture and employee wellbeing, but it also ensures you are compliant with the EU Whistleblowing Directive or any other standards and certifications that apply to your operation.  Check out our article on standards and certification which require the introduction of a whistleblowing system. However, as you might expect, it is not always easy to encourage your employees or other stakeholders to report their suspicions or concerns about misconduct. Often this comes down to fear, be it the fear of retribution of some kind, such as missing out on a promotion or some other kind of discrimination, or simply the fear of causing a fuss in the workplace and being ostracized by their colleagues. Another major reason individuals are hesitant to report unethical conduct is a phenomenon called ‘The Onlooker Effect’, where people choose to take no action under the wrongful assumption that someone else will. You can read more about this in our blog article. The Benefits of Anonymous ReportingAnonymous reporting helps to create open communication, it provides a secure channel for employees to raise concerns or simply to request guidance or clarification on certain issues. Regarding misconduct, we know that 75% of employees prefer to share suspicions with an external party, rather than their superiors. The fear of retaliation mentioned above is a real factor here, with anonymous reporting representing an obvious solution. Implementing a whistleblowing platform in general, especially one which allows for anonymous reporting has some other significant benefits, such as protecting your organization’s reputation (since issues are addressed internally), saving the money lost to internal fraud (5% of total revenue, on average), reducing employee turnover, avoiding criminal liability, and ensuring organizations meet their legal responsibilities.  More on why it pays to introduce a whistleblowing system. Some real world examples…Let’s take a brief look at how anonymous reporting has led to improved workplace culture and a reduction in unethical behavior for some of our clients.  For instance, Industrial company AKKA reported back how FaceUp allows them to obtain more feedback and ideas from colleagues than was the case previously.  “We used to hold regular meetings, but no one raised anything. Now, before each event we invite employees to use FaceUp to tell us what’s on their mind. People really do send in questions.” Or take the case of Vitkovice Steel, where, just after introducing FaceUp, 70% of reports were anonymous, yet this actually decreased over time to 30%, since employees no longer felt that they needed to hide behind anonymity, thus demonstrating the improved workplace culture. Finally, the Brno Municipal Office found that, besides resolving a long-standing issue of workplace bullying which ended in the removal of the individual in question, introducing an anonymous whistleblowing platform even led to an increase in productivity. Read more from our clients. How to Encourage Anonymous ReportingEncouraging your employees to submit reports, even anonymously can sometimes be a challenge.  It is key to create a culture of trust and transparency in the workplace, which starts at the top. This includes behavior such as clear communication, being held accountable for your actions, doing what you say you’ll do, and fostering connection and collaboration between colleagues. When implementing an anonymous reporting channel, as part of a whistleblower platform or otherwise, it’s important to start with first of those behaviors: clear communication.  It is crucial to ‘launch’ your channel, making an announcement to colleagues and setting the guidelines for engaging with it.  Employees may need to be provided with training and education on how to use the system, and it is important to establish who is the individual or individuals in charge of receiving and investigating reports. More on how to effectively implement a whistleblowing platform. Why Introduce a Whistleblowing Platform?Whistleblowing platforms are a very effective tool for anonymous reporting due to the host of features that they come with.  Unlike telephone hotlines, email and physical trust boxes which are now a thing of the past, whistleblowing software offers a secure, encrypted way to anonymously report issues. Such platforms conform to the highest level of data protection, thus providing further reassurance to whistleblowers.  Whistleblowing platforms such as FaceUp are easy-to-use and can be customized to fit within your company’s existing brand guidelines. Such software can easily be integrated into existing solutions, such as HR programmes or your company website. Interested in learning more about how to go about implementing an anonymous whistleblowing platform in your organization? Get in touch with us today to arrange a free demo, or browse some of FaceUp’s features.

There are a variety of standards and certifications which your organization can apply to ensure that your workplace and processes are ethical, transparent and responsible. Many require or suggest the implementation of whistleblowing system, such as the following:  ISO 37301ISO 37301 was introduced by the International Organization for Standardization in April 2021 and sets out guidance on implementing a compliance management system (CMS). It is based on widely accepted principles of good governance, proportionality, transparency and sustainability. One of the key aims of ISO 37301 is to outline the best practice when implementing a whistleblowing policy. These include: Timely and thorough investigation of allegations or suspicions of misconduct.A visible and accessible whistleblowing system.Confidential, anonymous reporting channels.Impartial investigations of any reports of unethical conduct.Comprehensive documentation of reports made.Recording of any lessons learnt changes to the CMS.ISO 37001Published in 2016, ISO 37001 provides guidance and details requirements for the setup and maintenance of an anti-bribery system. ISO 37001 is designed to help combat instances of bribery in the public, private and nonprofit sectors, perpetrated by individuals within the organization, as well as those acting on its behalf, plus a host of other scenarios. ISO 37001 is only intended for use as part of an anti-bribery system, but its recommendations are deliberately generic as to be applicable for any nature of organization.  The introduction of a whistleblowing system in your organization is crucial for complying with ISO37001. Requirement no. 18 specifically calls for the implementation of a whistleblowing system: ‘Implement reporting (whistle-blowing) procedures which encourage and enable persons to report suspected bribery, or any violation of or weakness in the ABMS, to the compliance function or to appropriate personnel’. IATF 16949IATF 16949 is a standard published by the International Automotive Task Force (IATF) and the Technical Committee of ISO, to be used in the creation of a quality management system to allow for ongoing improvement in the automotive industry supply and assembly process. The standard was updated in 2016 to include a stipulation for a whistleblowing policy. The updated version states: ‘[Organizations] shall define and implement corporate responsibility policies, including at a minimum an anti-bribery policy, an employee code of conduct, and an ethics escalation (whistle-blowing) policy.’ TISAXTISAX (Trusted Information Security Assessment Exchange) stipulates the standards for information security management systems within the automotive industry and is now commonplace across Europe. Its requirements are very similar to ISO 27001, differing mainly in the fact that TISAX is designed specifically for the automotive industry, whereas ISO 27001 is a more generalized standard. ISO 27001 focuses on data security within an organization, TISAX secures data throughout the supply chain. SMETASMETA (Sedex Members Ethical Trade Audit) is not a standard as such, but an audit that your organization can request to help you understand labor, health and safety, environmental and ethical standards within your workplace. After the audit, organizations receive an action plan designed to help them take corrective steps. The audit comprises two mandatory pillars, Labor Standards and Healthy & Safety. The two non-compulsory pillars are Business Ethics and Environment.  Sedex recommends providing whistleblowing hotlines across your supply chain, particularly to combat modern slavery. Other standards and certificationsRead about other standards and certifications and how they relate to whistleblowing in our previous blog posts: Whistleblowing guidelines: what you need to know about ISO 37002Whistleblowing requirements and the SA8000How whistleblowing can help improve your company's ESG scoreGet in touch and see how FaceUp can meet your whistleblowing needs. 

Social Accountability International (SAI) is a global non-government organization that protects and advances human rights at work. The Library of Congress in the United States includes the SAI as one of the recommended organizations providing policies and guidelines for socially responsible companies. And GOV.UK, the official website of the UK government, mentions the SAI’s workplace certification, the SA8000 as one of two audits that can be used to combat modern slavery in government supply chains.     Benefits of getting an SA8000 certificateThe SA8000 certification measures organizational practices according to nine criteria: Child LabourForced or Compulsory Labour Health and SafetyFreedom of Association & Right to Collective BargainingDiscriminationDisciplinary PracticesWorking HoursRemunerationManagement System Organizations that apply for an SA8000 certificate signal to stakeholders and the public that they are committed to creating work environments that protect and promote human rights. Having an SA8000 certification also shows potential investors that your organization is a safe investment.  As ESG (Environmental, social, and corporate governance) investing becomes more prevalent, organizations are under increased pressure to ensure that they are above board and operating ethically. The SA8000 is one of the most well-known certifications for ensuring that commitment.    SA8000 whistleblowing requirementsThe SA8000 requires that a company has a written complaint system. This grievance process must be easily accessible, for employees and other interested parties to make complaints, comments, recommendations, or reports about the workplace or violations of SA8000 standards. The SA8000 also specifies that the complaint system must be unbiased, confidential, and non-retaliatory. Once a report is received, the organization needs to have a clearly outlined process for investigating and following up on complaints concerning the workplace or non-conformance to the SA8000 guidelines.  The results of the investigation and response must be freely available to all personnel and interested parties upon request. Finally, The SA8000 makes it clear that the organization can’t in any way punish, dismiss, or discriminate against a member of staff if they choose to make a complaint. Do you need an internal complaints system for the SA8000?FaceUp is an intuitive effective whistleblowing system that matches all of these requirements. FaceUp makes it easy to track reports and respond to issues quickly within your organization. Available in 113 languages, the platform takes minutes to integrate into your organization and makes collecting reports and responding to workplace issues much easier. Get in touch and see how FaceUp can meet your whistleblowing needs.