The company's digital whistleblowing system
If you have already informed yourself about it, What whistleblowing systems are, Did you know that there are different versions of reporting channels available? Regardless of your current level of knowledge, this is important: you can no longer avoid thoroughly examining your current system or the system proposed for introduction to see if it is compatible with the new EU Whistleblower Directive and also compliant with the German Whistleblower Protection Act in the short term. Experience from practice shows that from many viewpoints a digital whistleblowing system is the most efficient and also the safest choice.
A digital whistleblowing system is an online platform specifically designed for corporate whistleblowing. By being hosted in the cloud, whistleblowers can submit their reports independently of time and location using any internet-enabled device. The system is completely independent of the company's IT infrastructure. Some providers even enable bilateral communication through real-time chat if the informant and the recipient are logged into the system simultaneously. Inquiries can still be made after submitting the report via a mailbox, which can be crucial for clarifying a critical incident. The whistleblower remains anonymous at all times.
The core functions of a digital whistleblowing system
Anonymity for the whistleblower
A digital whistleblowing system guarantees the anonymity and/or confidentiality of the whistleblower during the submission of the (anonymous) report and throughout the subsequent communication process. The whistleblower can submit their report verbally or in writing through this type of reporting channel. The results of the oral report will ultimately also be documented in text form as part of the report in the system. This can be done using manual input, voice processing software, or artificial intelligence. Furthermore, the whistleblower has the option to upload supporting information, such as images or documents. To prevent this information from compromising the whistleblower's anonymity, some providers offer automatic removal of metadata upon upload. The content of the information remains unaffected.
Process optimisation in the company
Another function of the tool facilitates cooperation with whistleblowers within the company: a digital whistleblowing system not only receives the reports but also automatically informs the person responsible for the respective company about the receipt of a new report. The recipient of the report could be, for example, an internal compliance officer or an external lawyer. In the previous paragraph, we already touched upon it: the EU directive not only mandates the introduction of a reporting system but also the introduction of corresponding processes within the company. A digital system simplifies compliance with these stipulated deadlines within your company through appropriate notifications on the side of the report recipient.
Time can be a crucial factor in a truly critical case. The responsible employees are then able to react quickly. As a company, you can counteract and prevent worse. No entrepreneur likes to imagine it: but a scandal that arises because a whistleblower goes public because there was no internal reporting option or their report was not heeded? This is a scenario that you can proactively prevent by introducing a digital whistleblowing system.
Complete and comprehensive documentation
Whistleblowing software makes it easy for you to seamlessly log and monitor reports, uploaded documents, and all communication with the whistleblower within your company. The whistleblower can also download their report. This ensures that both the company and the reporting person have the same complete level of information.
What are the advantages of a digital whistleblowing system?
From the aforementioned functions of a digital whistleblowing system, many advantages can be derived. Such a system is currently the most secure and efficient solution for a policy-compliant reporting channel that potential whistleblowers within your company can trust.
- 100%ige Anonymity for Whistleblowers
- Communication with the anonymous whistleblower
- 24/7 availability: from anywhere and at any time, provided there is internet access.
- Process Optimisation & Digitisation of your Compliance
- Sophisticated role concepts for confidential case processing
- Secure data encryption
- Seamless and GDPR-compliant documentation
- Compliance with the EU Whistleblower Directive, Money Laundering Act and Supply Chain Due Diligence Act
With providers like LegalTegrity Your sensitive data is secure in the Deutsche Telekom Cloud. The software provider ensures that your company complies with all legal requirements with the LegalTegrity whistleblowing system. You no longer need to worry about updates, even if legal requirements change.
If you want to learn more about the current legal requirements and the topic of whistleblowing, please visit our Know-how Page over.
Would you like to know more? Then download „Your Guide to Implementing the Whistleblower Protection Act in Your Company“ down. Of course, our experts are also available for a personal consultation: contact us. See us!
(The male form used refers to all persons, regardless of their gender. Gender.)
