How to meet the EU Whistleblowing Directive requirements?

Are you a company with more than 50 employees, a local authority, a school or a publicly funded organisation and want to be sure you're meeting all the requirements of the new EU directive? FaceUp has you covered. We'll also monitor all risks and deadlines for you.

Protects whistleblowers
Compliant with EU Whistleblowing Directive
Trusted by more than 2,700 customers worldwide
European union whistleblowing Directive

What are the EU Whistleblowing Directive requirements and how does FaceUp meet them?

Set up a secure internal reporting channel which enables anonymous reports.

✔️ Whistleblowers can create reports through the FaceUp website, your own website, intranet or even through our mobile app.

Designate an impartial person (assignee) who can receive and investigate reports from whistleblowers.

✔️ They'll receive access according to your organisational structure and type of report. We'll provide a contract template to the assignees and are happy to provide training. We can also offer external counsel services.

Protect whistleblowers against retaliation.

✔️ Whistleblowers can communicate anonymously through FaceUp which ultimately is the best way to protect them from retaliation.

Respond to the report and investigate it within the statutory time limit.

✔️ We automatically keep track of all deadlines, send you prompt smart notifications, and simplify all matters relating to the report.

Maintain a secure archive system for individual reports from all sources.

✔️ The FaceUp administration area serves as an encrypted database of reports from all your communication channels. You can add comments, upload attachments, and save notes.

Enable written and oral reporting. For oral whistleblowing reports, you can upload a recording or a transcript.

✔️ With FaceUp, the whistleblower can not only send text reports but also record anonymised voice messages.

Ensure confidential communication between whistleblower and assignee.

✔️ Only designated assignees will have access to reports. Neither FaceUp nor any third party have access to them.

Make the reporting channel accessible not only to your employees but also to other groups (contractors, job applicants...).

✔️ You can make FaceUp available to anyone you wish. This can be through a password, a direct link, QR code or your website.

Ensure that whistleblowers receive a fair evaluation of the legitimacy of their report. .

✔️ The whistleblower can see the status of their report by entering a unique code on the website. They can also receive a notification that their report has successfully reached the system.

Inform the whistleblower of the steps taken to investigate their report.

✔️ Through FaceUp you can keep the whistleblower informed of everything they need to know. Their identity is protected during all communications, for as long as they wish it to be.

Ensure a fair evaluation of the legitimacy of their report.

✔️ FaceUp offers the combination of maintaining the whistleblower's anonymity and the option of a follow up conversation. You can ask for further information and evaluate the legitimacy of the report.

Post the authorised person's details online and provide remote access to reports.

✔️ We'll automatically create a profile for your organisation so all the important information is available online. You can easily set up remote access yourself, as well as for the reporting channel.

Create an internal wiki on the protection of whistleblowers and related legal documents.

✔️ In the FaceUp administration area there are free legal document templates for you to use. We can also put you in contact with approved partners who can create tailored versions for you.

Allow whistleblowers to file a report with a regulatory body or to make it public.

✔️ We'll set up your system in such a way that makes it not only easier, but also safer for whistleblowers to report directly to you. Over 10,000 reports have already been submitted through us.

Whistleblowing channel available 24/7.

✔️ You can put your trust in FaceUp. We have been running for over 5 years, are trusted by 2,700 organisations on 4 continents and have an in-house team of experienced developers working on our platform.

Train the designated person in their responsibilities and record this training.

✔️ Both FaceUp and our partners can assist with training. You can find a free record template in the administration area.

Process data in accordance with GDPR.

✔️ Full compliance with GDPR regulations and ISO 27001 certificated.

Key dates of EU Whistleblowing Directive

Check Icon

23 October 2019

The European Parliament and European Council approved a directive protecting those who report breaches of EU law, known as the "Whistleblowing Directive".

Check Icon

17 December 2021

The European Directive guaranteeing the protection of whistleblowers and prohibiting any form of retaliation comes into force. Affected organisations should have an internal whistleblowing system in place.

Hours Icon

Year 2023

EU countries gradually introduce laws which implement the requirements of the Directive. All private companies with more than 50 employees and autonomous areas of more than 5,000 inhabitants must implement a reporting channel.

REQUEST A DEMO

Frequently asked questions about whistleblowing

Who is a whistleblower?

What can whistleblowers report?

What if an organisation does not comply with the EU Whistleblowing Directive?

How can I protect whistleblowers?

What to look out for in terms of the EU Whistleblowing Directive?

Why is it important for employers that employees report anonymously?

How to prevent an issue being reported to the authorities or made public?

Can smaller organizations share a single whistleblowing system?

Can an organization have an external designee with access to FaceUp?

Articles about whistleblowing

Whistleblower Hotline: How to Implement an Effective and Confidential Reporting System

A whistleblower hotline, sometimes known as an ‘ethics line’ or a ‘whistleblowing platform’ more generally, is a way for your employees to anonymously speak up when they witness misconduct, workplace bullying, fraud, or simply wish to offer suggestions and ideas for improvements. These days, a whistleblower hotline is usually a standalone online tool, or is part of a HR programme through which individuals can submit reports, usually anonymously. In the past, whistleblower hotlines were often actual telephone lines that employees could call to express their concerns, or a physical trust box where slips of paper with the report details could be deposited.  Why introduce a whistleblowing hotline?Introducing a whistleblowing hotline has a multitude of benefits.  Primarily, they are a sign to your employees that you are an open and transparent company which values feedback and takes concerns of misconduct seriously. Moreover, providing your employees an anonymous channel to share their concerns demonstrates that they will not be on the receiving end of any recrimination or abuse for doing so. This in turn can mean that they stay with you for longer, thus saving your company on the recruitment and onboarding costs associated with high employee turnover Financial gains can also be felt in other ways, such as the prevention of internal fraud and other loss prevention due to whistleblowing, as well as the increases in productivity brought about by a happier, more engaged workforce. Effective implementationOf course, choosing the right whistleblowing hotline is only the first step. Effective implementation is key to ensuring that the system is used and valued by everyone in your organization. It is important to devise a communication plan for the introduction of the whistleblowing system, utilizing internal channels such as email and intranet to make sure all stakeholders are aware that the system is available for use.  It is also key to offer some kind of training and guidance materials so that your employees know how to get the best out of the system that you have chosen and that it is truly serving the purpose for which it was brought in. FaceUp provides its clients with examples of communication templates and guidance materials so make all this run as smoothly as possible. Finally it’s important to decide who will be responsible for receiving and resolving reports, whether that’s within your company, perhaps in the HR department, or an external specialist. Why choose FaceUp?FaceUp represents a perfect choice for any organization, big or small, looking to introduce a whistleblowing hotline. FaceUp is rich in features such as anonymity, attachments, customizable forms, follow up communication, the ability to set deadlines and allocate assignees to reports, plus much more. FaceUp also ensures that you meet all the requirements of the EU Whistleblowing Directive and other whistleblowing laws around the work, plus it helps you adhere to the stipulations of any certifications and standards you employ in your operation.  Are you looking for the whistleblowing hotline?Get in touch with our whistleblower specialist today to arrange a free demo, or browse some of FaceUp’s whistleblowing system features.
ja .jpeg

Helena Jezkova

2023-06-09T13:25:18.525Zmin read
what is whistleblowing system for companies

What is a whistleblowing system?

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.
ja .jpeg

Helena Jezkova

2023-05-26T08:16:46.851Zmin read
Anonymous Workplace Reporting Empowering Employees and Unveiling Benefits for Companies

Anonymous Workplace Reporting: Empowering Employees and Unveiling Benefits for Companies

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. 
ja .jpeg

Helena Jezkova

2023-05-25T16:42:22.651Zmin read
FREE E-BOOK: everything you need to know about whistleblowing
WHISTLEBLOWING NEWSLETTER