Whistleblower Policy Template

What is Whistleblower Policy?

A Whistleblower Policy is a set of procedures and guidelines that an organization puts in place to protect employees who report violations of laws, regulations, policies, or ethical standards. It outlines how employees can report misconduct and how the organization will respond to and protect them from retaliation or other repercussions. Whistleblower policies ensure employees feel safe speaking out and that organizations remain compliant and ethically responsible. It also assures that employees who report concerns in good faith will not be subject to retaliation or harassment.

Under the whistle-blower policy, the name itself gives the definition that blows the whistle and raises your voice which means that employees can visit the higher authorities if they witness any illegal or unethical activities like IT cyber security fraud,  code breaching, and not following proper code of conduct.

Guidelines for Whistle Blower Policy Sample

To ensure that all employees abide by the policy, one needs to implement the guiding principles under the whistleblower security policy as follows:

1. Ensure that the person reporting the incident, or the whistleblower, is not treated differently or victimized after doing the needful.

2. After the complaint, proper disciplinary action is taken against the person, and the matter is considered severe. 

3. Ensure employees are properly trained and educated on the whistleblower policy.

4. Ensure the whistleblower policy covers all reporting forms, including anonymous reporting.

5. The evidence regarding the matter should be protected at all costs and in no way is to be disclosed.

6. If anyone tries to destroy or harm the protected disclosure, strict disciplinary action should be taken against the person. 

7. Establish a system for investigating and responding to whistleblower reports.

A whistleblower policy sample creates an open and accessible environment where employees can report all wrongdoings and raise awareness against any illegal or unethical practices in an organization.

What is the Investigation Process?

The investigation gathers evidence and information about a person, event, or situation to answer questions or solve a problem. An investigation typically involves interviews, documents, and other evidence-gathering techniques. In some cases, investigators may use surveillance or law enforcement techniques. The investigation results are usually presented in a report or other document. Investigations may be conducted by individuals, groups, or organizations and can be either criminal or civil.

Support Whistleblowers During the Investigation

1. Ensure the whistleblower knows the process, including their rights and responsibilities.

2. Provide emotional support and encouragement during the process.

3. Offer legal advice and resources to help protect the whistleblower from retaliation.

4. Ensure the whistleblower is kept informed about the progress of the investigation.

5. Provide access to counseling services if needed.

6. Provide other necessary resources to help the whistleblower transition back into their job and everyday life after completing the investigation.

Protection Favoring the Whistle Blower

Under the whistleblower policy in India, an employee that goes to his employer with complaints against perpetrators of fraudulent behavior will not face any retribution or consequences. He will not be at risk of such actions even if he confronts facing them or even if he reports on senior management officials breaking the law. The company’s employees need not worry about losing their job or issues like refusal of promotion, demotion, or transfer.

Any influence of power, whether direct or indirect, prevents a whistleblower from carrying out their duties or tasks—including making subsequent protected disclosures—due to disclosing following this Policy.

The protection is provided to the whistleblower based on the following: 

1. They believe that the disclosure made was in good faith. 

2. The whistleblower believes that their information and allegations are accurate. 

3. Whistleblower is not doing this for their benefit. 

Roles and Responsibilities as a Whistleblower

1. If, as an employee, you come across any cruel practice, then you are responsible for bringing it to the attention of the authorities. They must have enough grounds for concern, even if they are not to offer proof. If there is a delay in the process of reporting, then there might be a financial loss or evidence.

2. When expressing concern, avoid remaining anonymous.

3. Ensure that you follow the procedure while disclosing any complaint. 

4. Support the investigating team by maintaining complete confidentiality.

5. The whistleblower policy aims to bring serious issues forward. It is not meant for trivial reports. Employees should refrain from using their legal options under this Policy to express their ill will or settle personal grudges. Disciplinary action will be provided against those who ‘call out’ malicious claims made by employees.

6. Ensure the confidentiality of the people involved in the matter or malpractice. If you disclose information like this, it might affect and destroy essential evidence. 

7. If, in any case, the whistleblower is not satisfied with how the whistle-blowing officer or the committee is carrying out the investigation, they can directly contact the CMD of the company.

Download StartupHR Toolkit Instantly & Access Largest Collection HR Documents.

The only Toolkit to solve all your HR problems in minutes.