The deadline for approving the Act on the Protection of Whistleblowers is fast approaching, which is why we have prepared answers to the most frequently asked questions regarding the implementation of the system for Whistleblowers. This type of program will provide an internal reporting channel, and employers should ensure that it is safe, compliant, and effective.
Why do employers need to provide a Whistleblower reporting system?
The implementation of the system for managing Whistleblower reports is one of the main requirements for all employers who are subject to the European Union Directive on the protection of Whistleblowers 2019/1937. This type of software ensures the safe sending of reports on violations and communication between Whistleblowers and persons managing the reports. In this case, it is important that the system complies with the regulations and ensures the security of the data of both the reporting person and the notified person.
What fields should the application form contain?
First of all, the application form should contain fields enabling:
- A precise description of the event that has occurred.
- Provide the date or time interval in which the violation occurred.
- Entering the name and surname of the person included in the ticket.
- Definition of the place of the event.
What is more, it is very important that the employer can personalize the appearance of the form so that it is tailored to individual needs, which is made possible, for example, by the Whistleblower system. So it is possible to introduce additional single or multiple-choice fields, such as:
- witnesses,
- remarks,
- a position held,
- attachments.
How many people from the company can access the system and resolve reports?
In the case of the Whistleblower ticketing system, unlike other software, there is no limit to people who can have access to the panel and, due to the assigned role, solve the report. It will depend on the employer how many people will have access to the Administrator's or Agent's panel. Such issues are raised during the initial implementation consultations, and the Whistleblower software has two implementation options: On-Premises and Managed.
What does the ordering process look like?
The consultation process regarding the purchase of the Whistleblower system consists of several steps. Firstly, after receiving a message expressing the will to purchase the software, the delegated specialists responsible for the implementation of the system contact the customer within 24 working hours. Secondly, they conduct detailed interviews to get to know all the requirements and propose optimal configurations and dedicated options. Importantly, they will learn about the industry to configure the system for the client most effectively. Then, they help to implement the system into the organization's infrastructure. In case of any questions or problems, the team of Whistleblower system specialists also provides technical support and additional consultations.
Is the managing of Whistleblower reports safe?
Yes, the Whistleblower guarantees the protection of the confidentiality of the identity of persons reporting breaches and the security of the processed data, which, just like the reports, are encrypted and access to them requires multi-level authentication. Therefore, people assigned to a specific ticket have access to it only after entering the password received via e-mail. Each employer who purchases the system can manage roles.
Is correspondence with the Whistleblower possible?
Yes, the Whistleblower enables secure and confidential communication between the Whistleblower and the person assigned to resolve his / her report. After completing the application form and sending it, each Whistleblower receives a unique pin that allows access to the notification and chat.
Is the register of all tickets visible in the system?
Yes, in the main panel, the employer can view the register of all tickets. Due to this, he can see which report is waiting for consideration, which is in progress or has been resolved. The history of processing all tickets is also preserved, as well as the possibility of viewing events in the form of a list as well as statistics in a graphic form.
To sum up, the Whistleblower is a safe system, compliant with the requirements of the directive and national regulations, for receiving, managing, and solving reports of violations that have occurred in the workplace. Meet the employer's requirements and provide your company with the best software, which is an internal channel for managing tickets.
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