Corporate Whistleblower Policy Template
Download a Ready-to-Use Standard Whistleblower Policy Template
Table of Contents
A corporate whistleblower policy presents how employees and associates of the organization can report any suspected fraud or misconduct. These incidents may lead to a safety hazard, policy violations, or ethical issues. This policy ensures that no one will fear retaliation when making reports, except through confidential investigations that align with the company’s values and the law.
The policy establishes a framework for reporting and investigating concerns to help maintain transparency and legal compliance. An effective policy enhances openness and establishes confidence among the teams and localities. It also assists the organizations in avoiding any form of misconduct.
Corporate Whistleblower Policy Template
It includes the company’s name, applicable region or law, email or portal, and the name of the committee. Ensure that the policy aligns with local and industry regulations. Use HR governing to get legal advice and a signature.
Purpose
The intended purpose of this whistleblower policy is to establish a culture of integrity and adherence to our business. It motivates other employees and others to report any perceived mistreatment to the company.
Reporting misconduct is essential because 40% of organizations experience some form of employee misconduct. Implementing such a policy helps companies reduce the number of misconduct cases.
Scope
The whistleblowing policy applies to all employees, interns, contractors, vendors, and partners of the company, worldwide. It also applies to our subsidiaries and affiliates. This policy covers actions taken both on and off company property, as long as they relate to the company’s business operations.
Definitions
Under this policy, an individual is called a whistleblower if they report an issue through official channels and share it with a protected third party.
Protected Disclosure
A report prepared according to this policy has confidentiality protections and guarantees against retaliation.
Reportable Concerns
Laws, behavior rules, company policies, unusual accounting practices, corruption, misuse of authority, safety risks, discrimination, harassment, data privacy issues, and hiding any of these.
Principles of Whistleblower Policy
Zero Retaliation
Individuals cannot retaliate, intimidate, or harm a whistleblower. Doing so could result in disciplinary action.
Confidentiality
We will keep the identities and information private to the extent permitted by law. We will only share it with those who need to know for the investigation and resolution.
Fair Process
The investigations conducted will be free of bias, performed on time, and in accordance with the process, HR policies, and other relevant laws.
Reporting Channels
- Secure portal – Incident Portal URL with case ID auto-acknowledgement of 48 hours.
- Email – A dedicated email ID for communication regarding ethical compliance.
- Hotline – It includes a toll-free number, which has the option of anonymity, as the policy demands.
- Escalation – In case the matter has been reported to the reporting manager or HR, then it has to be escalated to the Head of Department/Chief Compliance Officer or the Audit/Ethics Committee.
What to Include in a Whistleblower Policy?
Prioritize and Intake
Accept receipt within two business days and categorize severity and risk to safety, operations, or compliance with this whistleblower policy. Identify and appoint an independent investigator or panel; preserve evidence and avoid tampering.
Investigation
Look into issues related to accessing systems, information, and locations as approved by the ethics/audit committee. Interview the whistleblower and any other witnesses, record date and time, and ensure that laws, code of conduct, and other policies are followed. A preliminary review will happen within 10 business days. A final evaluation report will be completed within 30 to 45 business days.
Data Protection and Confidentiality
Cases will be stored in limited systems that have access controls, encryption, and audit records. Records will be maintained in accordance with the retention schedule/region to meet legal and audit requirements.
In cases where it is not possible, the company will take all necessary measures to minimize the disclosure of identity and protect against retaliation in accordance with this policy.
Non-Retaliation
Any act of retaliation against a whistleblower or a witness against whistleblowing leads to disciplinary actions, including, but not limited to, dismissal, and may result in legal action.
Malicious or False Allegations
The disclosure policy excludes intentionally and maliciously made reports, which may result in disciplinary action. But those who report in good faith will continue to be safeguarded by the policy.
Roles and Responsibilities
- Employees and associates- Reporting and assisting in investigations according to this whistleblowing policy.
- Managers- Keep it discreet, avoid confrontation, and assist the investigators and HR department.
- Investigators- Investigate impartially, observe professional and legal regulations, and write the evidence and inferences.
- HR and Legal- Ensure due process, policy alignment, and adherence to labor and privacy laws, updating policies to reflect current regulations.
Training and Awareness
Train employees each year, practice handling case management situations, and share anonymized insights and data to build trust in the whistleblowing policy and promote early reporting of issues.
Record Keeping and Reporting
Keep a secure case register that tracks the status, timelines, findings, actions, and closure notes. Provide quarterly reports to leadership and the board on the trends and improvements related to this policy.
Related Policies
Related policies with this policy include,
- Code of Conduct
- Anti-harassment
- Anti-bribery/Corruption
- Information Security
- Data Protection/Privacy
- Grievance Redressal
- Vendor Management Policies.
Contact Information
If you have questions about the whistleblower policy, please call <|human|> at
At the bottom or side of this page, you will find a link to a central policies library. Look for the link labeled ‘HR Policy Template’ to easily find information and improve your search results.
FAQs
What is a Policy on Whistleblowers?
Whistleblower policy is a structured system that enables employees and other associates to report cases of possible wrongdoing without fear of retaliation and without facing any form of retribution due to a clearly structured investigation process.
How do I Report a Concern?
Whistleblowing issues can be reported via secure portal, hotline, or compliance email. This policy establishes that any other matter involving a manager or HR must be reported to the head of the department or the committee.
What Evidence Should I Give?
Disclose objective/factual information, dates, places, names, and any documents, conversations, e-mails, photographs, and records which may support the issue in this policy.
