To help your organisation spread the word about the online reporting platform you adopted, you can find below some images for your website, a poster, model emails and model text to include on your website, intranet, newsletters, and relevant internal documents (such as whistleblowing policies and supplier contracts).
Communications about the online reporting platform should always be accompanied by relevant information about your organisations’ whistleblowing and whistleblower protection policy and procedures, for example by providing a link to the relevant section of your website where personnel, collaborators and business partners can find information about the following:
- all the channels available to make a whistleblowing report, including the [name of product] online reporting platform
- who can report, and what can be reported
- who qualifies for protection and the types of protection and support measures provided by the organisation to whistleblowers (including procedures and remedies to address detrimental conduct)
- confidentiality and anonymity regimes (including legal exceptions and practical limitations)
- how the organisation will manage reports and communicate with the whistleblower (including how/when the whistleblower will be contacted)
- how personal data will be processed, how long it will be retained and for what purpose.
Description of the online reporting platform
We suggest that you include the below description of the online reporting platform in the relevant internal policies and procedures (such as the whistleblowing procedure) and in the section of your website and intranet dedicated to whistleblowing.
[Name of organisation] has join the [PRODUCT NAME] project of [Name of the chapter] and adopted [PRODUCT NAME], a safen online reporting platform to provided by [Name of the chapter]. a reporting tool to its pPersonnel, collaborators and business partners can report suspected wrongdoing encountered in a work-related context via this channel to [Name of organisation].
Reporting through this new online platform offers many advantages for whistleblowers’ safety and greater confidentiality:
The report is made by filling in a questionnaire and can be sent anonymously. The report can be made from any digital device (PC, tablet, smartphone) both from within the entity and from outside it. The protection of anonymity is guaranteed in all circumstances.
The report is received and managed by the [title of the organisation’s employee responsible for handling reports], who have a duty of confidentiality.
The platform allows dialogue, even anonymously, between the reporting person and the [title of the organisation’s employee responsible for handling reports] for requests for clarification or further information, and feedback, without the need to provide personal contacts. At the time of sending the report, the whistleblower receives a 16-digit numeric code that they must keep in order to access the report again, read the response of the [title of the organisation’s employee responsible for handling reports] and communicate with them.
The report can be made from any digital device (PC, tablet, smartphone) both from within the entity and from outside it. The protection of anonymity is guaranteed in all circumstances.
Reports can be sent to the web address [insert full address with link].
[Link / Button] Send a report
Image for your organisation’s website and intranet
On the homepage of your organisation’s website, insert the image with a link to the section of the website dedicated to whistleblowing (rather than the platform itself). At least initially, it triestry to give priority and maximum visibility to this new service by positioning the image in a clearly visible way and without having to scroll the page to see it.
On the section of the website dedicated to whistleblowing, you can use the image to link to the online platform.
The image is available in both square and rectangular versions depending on your needs.
Click on the below button to download the images.
News item for your organisatsion’s website, intranet and newsletters
Publish a news item on your organisation’s website, intranet and newsletter to inform all visitors about the new tool you adopted to strengthen your organisation’s integrity and protect those who decide to report suspected wrongdoing. This is an example of text to publish:
[Name of the entity] makes available to personnel, collaborators and business partners (including contractors, sub-contractors, suppliers and their personnel, shareholders and board members, volunteers and trainees, as well as job applicants and bidders) a new tool to fight corruption and other wrongdoing.
This is an online platform activated as part of the [WEBPAGE/PRODUCT NAME] project promotedprovided by [Name of TI chapter] that allows you to send to [Name of entity] reports about suspected comitted within or wrongdoing encountered in a work-related context of which you have become aware, in a secure and confidential manner.
Among the main advantages of this tool is the possibility to report anonymously and to dialogue with the person receiving the report, the [title of the responsible employee, such as Whistleblowing or Anti-corruption or Integrity officer] while remaining anonymous.
For more information on the organisation’s whistleblowing and whistleblower protection policy and procedures, and to send a report, click here [link to the dedicated whistlesietblowing/integrity/ anti-corruption page].
For more information on [PRODUCT NAME], visit the [INSERT URL] website.
Poster
The poster is aimed at all those who pass through the premises of your the organisation – personnel, collaborators and business partners, etc – and is designed to encourage potential whistleblowers to use the [PRODUCT NAME] platform for sending whistleblowing reports.
Specs
The poster is in 500x700mm format.
We suggest a paper thickness of not less than 130 gr.
Both the web version and the print version are available .(if professional execution services are used).
We suggest printing and distributing multiple copies, depending on the size of the organisation, and posting them in strategic points clearly visible to anyone (entrance, meeting rooms, recreation rooms, etc.).
Click on the button to download the poster.
DOWNLOADS
Model emails
Personnel and collaborators
Send an email to personnel and collaborators (including shareholders, board members, volunteers and trainees) to tell them that your organisation joined theadopted [PRODUCT NAME] project and that they can now use a safe online platform to report wrongdoing to your organisation.
Sender: Head of the Organisation
CC: Person responsible for the organisation’s internal whistleblowing system
Subject: Safe online platform available for internal reporting (whistleblowing)
Dear colleagues and collaborators,
Whistleblowing is one of the most effective ways to detect and address wrongdoing, thus protecting our organisation and the public from the damaging effects of misconduct. To enable our personnel, collaborators and business partners (including shareholders, board members, volunteers and trainees) to report wrongdoing they encounter in a work-related context, [entity name] has implemented an internal whistleblowing system since [date].
[Entity name] has now adopted [PRODUCT NAME], a new safe online whistleblowing channel: . We joined the [PRODUCT NAME] project promotedprovided by [TI Chapter name] which you and you can now use to report suspected wrongdoing to [Entity name]. a safe online platform to report wrongdoing.
Reporting through this new online platform offers many advantages for whistleblowers’ safety and greater confidentiality:
- The report is made by filling in a questionnaire and can be sent anonymously.
- The report is received and managed by the [title of the organisation’s employee responsible for handling reports], who have a duty of confidentiality.
- The platform allows dialogue, even anonymously, between the reporting person and the [title of the organisation’s employee responsible for handling reports] for requests for clarification or further information, and feedback, without the need to provide personal contacts. At the time of sending the report, the whistleblower receives a 16-digit numeric code that they must keep in order to access the report again, read the response of the [title of the organisation’s employee responsible for handling reports] and communicate with them.
- The report can be made from any digital device (PC, tablet, smartphone) both from within the entity and from outside it. The protection of anonymity is guaranteed in all circumstances.
For more information on the organisation’s whistleblowing and whistleblower protection policy and procedures, and to send a report, click here [link to the dedicated whistleblowing/integrity/ anti-corruption page].
For more information on the [WEBPAGE/PRODUCT NAME] project, visit the [INSERT URL] website.
Business partners
Send an email to all the organisations within whom you have a past or existing contractual relationship – , such as including consultants, contractors, sub-contractors, suppliers, grantees – to tell them that your organisation joined the [PRODUCT NAME] project and that they /their personnel, collaborators and relevant business partners can now use a safe online platform to report wrongdoing committed in, by or for [Entity name].
Sender: contact person for the business partner at [entity name]
CC: Person responsible for the organisation’s internal whistleblowing system
Subject: Safe online platform available to report wrongdoing to [entity name]
Dear company / supplier,
by virtue of the existing or recently concluded working relationship with our organisation, we wish to inform you of a new development in our whistleblowing policy and procedures, the whistleblowing news that we have recently adopted and which may also concern you / your company.
Whistleblowing is one of the most effective ways to detect and address wrongdoing, thus protecting our organisation and the public from the damaging effects of misconduct. To enable our business partners and their personnel and collaborators (contractors, sub-contractors, suppliers and their personnel) to report wrongdoing they encounter in a work-related context, [entity name] has implemented an internal whistleblowing system since [date].
[Entity name] has now adopted [PRODUCT NAME], a new safe online whistleblowing channel provided . We joined the [PRODUCT NAME] project promoted by [TI Chapter name]. and yYou / your organisation’s personnel and contractors can now use a safe online platformthis channel to report suspected wrongdoing committed in, by or for [Entity name] directly to us.
We invite you to disseminate this information to your workers, collaborators, and relevant business workers.
Reporting through this new online platform offers many advantages for whistleblowers’ safety and greater confidentiality:
- The report is made by filling in a questionnaire and can be sent anonymously.
- The report is received and managed by the [title of the organisation’s employee responsible for handling reports], who have a duty of confidentiality.
- The platform allows dialogue, even anonymously, between the reporting person and the [title of the organisation’s employee responsible for handling reports] for requests for clarification or further information, and feedback, without the need to provide personal contacts. At the time of sending the report, the whistleblower receives a 16-digit numeric code that they must keep in order to access the report again, read the response of the [title of the organisation’s employee responsible for handling reports] and communicate with them.
- The report can be made from any digital device (PC, tablet, smartphone) both from within the entity and from outside it. The protection of anonymity is guaranteed in all circumstances.
For more information on [entity name]’s whistleblowing and whistleblower protection policy and procedures, and to send a report, click here [link to the dedicated whistleblowing/integrity/ anti-corruption page].
For more information on the [WEBPAGE/PRODUCT NAME] project, visit the [INSERT URL] website.
We thank you for your cooperation.