Whistleblowing

and

Grievance Mechanisms

Grievance Mechanism

Whistleblowing Solution

cutting

-

edge

software

and

expert

guidance

Grievance and whistleblowing mechanisms are critical components of a robust compliance and risk management system. Our flexible cutting-edge software and expert guidance, provides companies with a comprehensive solution to meet their human rights and sustainability objectives, minimize legal risks, and safeguard their business against malicious activities.

Overview

Whistleblowing Mechanism

Grievance Mechanism

Focus & Scope

Designed to allow employees, stakeholders, or insiders to report unethical, illegal, or non-compliant activities within the company, such as fraud, corruption, discrimination, or safety violations. Focuses on internal corporate integrity and compliance, often tied to governance and operational policies.

Provides a platform for both internal and external stakeholders to raise concerns about- and seek remediation for- human rights abuses or environmental harm, often caused indirectly by the company’s operations, suppliers, or partners. Focuses on specific issues such as labor rights, pollution, and community impact.

Typical Users

Primarily employees, contractors, and other internal stakeholders. The mechanism may sometimes be extended to include partners or third-party contractors.

Broader range of users, including affected workers, local communities, NGOs, and civil society. Often deployed in supply chain contexts where the company might not have direct oversight.

Process

Confidential and secure channels ensure anonymity and protection against retaliation. Typically leads to internal investigations handled by compliance or legal teams.

May involve mediation or third-party oversight to resolve disputes fairly and impartially. Designed to address grievances beyond internal corporate boundaries, often requiring collaboration with suppliers and local stakeholders.

Purpose

Supports adherence to corporate ethics, regulatory compliance, and accountability frameworks. Protects the company’s reputation and ensures compliance with laws and internal policies.

Detects risks to human rights and environmental harm in a proactive and accountable manner. Offers a channel for stakeholders to obtain remediation and redress.

Challenges

Limited in addressing broader human rights and environmental risks, especially in extended supply chains.

Requires engagement with diverse actors. Success depends on trust, accessibility, and effective communication.

When to use which mechanism ...

Whistleblowing Mechanism

Should be used when issues pertain to internal compliance, fraud, ethical and legal violations, or breaches of corporate governance. Best suited for addressing internal risks or issues directly under the company's operational control.

Grievance Mechanism

Should be deployed when risks also involve external stakeholders, particularly in supply chains. Critical for addressing adverse impacts on vulnerable communities or environmental ecosystems affected by the company’s suppliers or partners.

Why They Should Be Separate ...

Whistleblowing Mechanism

Grievance Mechanism

Different Stakeholders

Designed for internal stakeholders familiar with corporate procedures.

Must accommodate a broader, external audience that may be unfamiliar with corporate processes and require additional support.

Distinct Processes

Focus on internal compliance investigations without the need for mediation or extensive external engagement.

Require structured resolution processes, often involving third parties, and are tailored to handle cultural sensitivities and localized issues.

Specialization

Centered on compliance and legal expertise within the corporate context.

Demand expertise in international human rights standards, environmental science, and community engagement strategies.

Trust and Accessibility

Supports adherence to corporate ethics, regulatory compliance, and accountability frameworks. Protects the company’s reputation and ensures compliance with laws and internal policies.

Mitigates risks to human rights and environmental harm in a proactive and accountable manner. Aligns with international frameworks such as the UN Guiding Principles on Business and Human Rights and the OECD Guidelines for Multinational Enterprises.

Avoiding Confusion

Limited in addressing broader human rights and environmental risks, especially in extended supply chains.

Requires engagement with diverse actors. Success depends on trust, accessibility, and effective communication.

Our Solutions

Learn more about our state-of-the-art solutions here ...

GrievanceMechanism

WhistleblowingMechanism

Services

We provide tailored software solutions and expert consultation services to empower organizations with secure, efficient, and user-friendly tools. Whether you need a whistleblowing platform, a grievance mechanism, or something else, our team ensures that every solution is customized to meet your specific needs. Partner with us for cutting-edge technology and trusted advisory support that drives compliance, transparency, and operational excellence.

We specialize in designing and implementing robust procedures and policies tailored to your organization’s specific needs for grievance and whistleblowing mechanisms. Our services include:

Crafting clear, comprehensive, and legally compliant policies that outline the purpose, scope, and process of your grievance and whistleblowing mechanisms.
Ensuring alignment with relevant regulations, industry standards, and your organization’s values and objectives.
Establishing step-by-step workflows to handle grievances and whistleblower reports efficiently, confidentially, and fairly.
Integrating mechanisms to ensure anonymity and protect whistleblowers against retaliation.
Designing user-friendly channels for reporting, including digital platforms, hotlines, and in-person options.
Guiding the rollout of new procedures and policies across the organization, ensuring a seamless transition.
Offering on-site or remote support to troubleshoot challenges and refine processes during implementation.
Establishing metrics to measure the effectiveness of grievance and whistleblowing mechanisms.

We provide a comprehensive suite of services that integrate seamlessly with our cutting-edge software solutions, empowering your organization to effectively manage grievances and tips. Our services include:

Thorough Assessment and Reporting
Evaluating submitted tips and complaints and preparing detailed, actionable reports for directors and decision-makers.

System Oversight
Ensuring the efficient and secure operation of the system through continuous supervision.

Follow-up and Procedure Management
Monitoring the follow-up actions and the proper handling of established procedures to maintain integrity and compliance.

Document Preparation and Procedural Guidance
Assisting in the preparation of relevant documentation and offering expert consultation on procedures related to received complaints.

Strategic Consultation and Action Recommendations
Providing tailored advice and recommendations on appropriate actions to address complaints effectively and constructively.

Periodic Reviews and Best Practice Alignment
Conducting regular reviews of the system and processes to ensure continuous improvement, adherence to evolving best practices, and alignment with regulatory requirements.

We provide comprehensive education and training for your management, staff, and rights-holders, ensuring all stakeholders understand their obligations, rights, and procedures under applicable regulations and internal policies. Our training covers key areas such as human rights and sustainability, personal data protection, labor law, and other critical aspects related to handling complaints and whistleblower cases. For rights-holders, we offer targeted awareness training to educate them about their rights and how to effectively exercise and safeguard those rights.

Equipping management and staff with the skills to implement and oversee grievance and whistleblowing mechanisms effectively.
Providing targeted training on recognizing, reporting, and addressing concerns in compliance with policies and legal requirements.

Lightning ⚡️ fast implementation!

Providing you with a complete whistleblowing or grievance mechanism in five steps:

Step 1

Assessment & Analysis

We kick off with discovery to clarify requirements, objectives, scope, risks, and stakeholders. We review suitable solutions together and develop a short-list aligned to your needs.

Step 2

Planning & Design

We plan and design the framework and operating model for the mechanism(s) with all regulatory and data protection requirements embedded. The design is reviewed with internal legal-, compliance-, HR-, and privacy- departments as well as stakeholder representatives such as works councils.

Step 3

Draft & Localize

We draft publish-ready forms, policies, codes of conduct, notices, and any other necessary documents in clear language. Content is localised for applicable jurisdictions and checked for accessibility and consistency.

Step 4

Technical Set-Up

We set-up and configure the management software and digital reporting channels for your mechanism(s). This includes integrations with your existing compliance and risk management software.

Step 5

Train Administrators & Staff

We organise and deliver role-based training for administrators and other involved staff. Affected stakeholders (such as employees, employees of suppliers, and local communities) receive awareness training covering their rights and how to use the mechanism(s). All trainings are documented for compliance and audits.

Step 6

Launch & Handover

We launch the mechanism with clear communications and activate all channels.

Grievance Mechanisms

Regulations such as the German Supply Chain Due Diligence Act as well the EU CSDDD mandate that companies establish a barrier-free grievance mechanism (complaints procedure) that spans throughout their entire supply chain.

To fulfill this requirement, it is highly recommended that companies engage external advisors as ombudspersons, especially in high-risk regions where your company operates directly or indirectly with suppliers. Our solution combines our local presence, legal expertise (ranging from local laws to international regulations), and our tailored software to ensure that your company's grievance mechanism (complaints procedure) is fully compliant, effective, and accessible. With our solution, you can be confident that your company is meeting its legal obligations and operating with integrity, transparency, and respect for human rights and sustainability throughout its entire supply chain.

By incorporating all stakeholders into your reporting mechanisms, you can increase transparency and accountability, and better address potential risks and issues. Our solution provides a user-friendly platform for reporting, tracking, and analyzing data. Through accessibility features it enables that more stakeholders can participate effectively in the process. With our comprehensive approach, you can ensure that your company is operating ethically and sustainably while maintaining compliance with global regulations and standards.

How compliant is your current grievance mechanism?Click Here For An Assessment

Compliance & Effectiveness Audit

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Grievance mechanism and redress management solution for compliance with:

EU Corporate Sustainability Due Diligence Directive (CSDDD)

German Supply Chain Due Diligence Act (LkSG)

United Nations Guiding Principles on Business and Human Rights

Global Data Privacy Laws

and more...

Developed by Enroot Ventures and Köksal Consulting, WhiteBox is the most advanced grievance mechanism software as a service for HREDD in supply chains.

Learn More

Developed for seamless integration along your entire supply-chain

Setting a new standard in accessibility with AI-Powered voice-to-text and text-to-audio

Supports any reporting channels

Promoted to supply-chain stakeholders globally and available in over 100 languages

Automated and streamlined management of grievances

Automated documentation and streamlined report creation

Automated collection and analysis of a wide range of statistics

Supports bidirectional anonymous communication

and much more ...

Custom

Customize WhiteBox, start with a new system, or update and adapt existing systems to new regulatory requirements or for other and more specific use-cases.

Contact us

Examples:

Grievance Mechanisms for Specific Target Groups

Multi-Stakeholder Grievance Mechanisms

Self-Hosted & Enclosed Versions

and much more ...

Whistleblowing Mechanisms

Frameworks such as the EU Whistleblower Protection Directive (Directive (EU) 2019/1937) mandate that companies establish whistleblowing mechanisms to facilitate the reporting of misconduct, fraud, or other illegal activities within their operations. These regulations require organizations to implement secure and confidential channels that allow employees and stakeholders to report concerns without fear of retaliation.

Our solution integrates seamlessly with your existing compliance infrastructure, providing a secure and user-friendly platform for reporting, tracking, and analyzing whistleblower reports. By incorporating a whistleblowing mechanism into your compliance system, you enhance transparency and accountability, enabling your organization to discover and address potential risks and issues proactively and early-on. This approach ensures that your company operates ethically and maintains a positive reputation in the global marketplace. By implementing our cutting-edge whistleblowing solutions, your organization can confidently meet legal obligations, foster a culture of integrity, and uphold ethical standards across all levels of operation.

Whistleblowing mechanisms for compliance with:

EU Whistleblowing Directive

ISO 37002:2021

Sarbanes-Oxley Act of 2002 (USA)

Consumer Financial Protection Act (USA)

Global Data Privacy Laws

and more...

Designed in adherence to ISO 37002:2021
Supports bidirectional anonymous communication
Includes an audit log
Support for over 90 languages
Anonymous on demand of the reporting individual
and more ...

WhiteBox Whistleblower

Powered by GlobaLeaks

The whistleblower module of WhiteBox is powered by GlobaLeaks open-source software and provides organisations with a dedicated reporting channel for Whistleblowing in addition to the WhiteBox Grievance Mechanism.

Standard

€ 19

/mo

excluding VAT, billed yearly

Set-up and ready to go in minutes: Become a recipient in our turn-key whistleblowing solution hosted on Amazon Web Services.

Available in 70+ Languages

One Administrator

Template Whistleblowing Policy

Template Privacy Policy

Hosted on AWS

E-Mail Tech-Support

30-Day Money Back Guarantee

Upgrade to premium at any time without paying double

Premium

€ 89

/mo

excluding VAT, billed yearly

Fully customizable whistleblowing channel for your organization based out of our turn-key whistleblowing solution hosted on Amazon Web Services.

Everything in Standard

Custom branding

Your Own Sub-Domain

Unlimited Reporting Channels

Five Administrators

Enhanced Data Confidentiality

Telephone Tech-Support

30-Day Money Back Guarantee

Self-Hosted

custom

Contact us to find out about all available options

Everything in Premium

Flexible hosting options

and much more ...

More Services

At Köksal Consulting, we go beyond just implementing grievance and whistleblowing mechanisms—we provide comprehensive accompanying services to ensure seamless integration, compliance, and effectiveness. With our end-to-end support, organizations can foster a culture of transparency, integrity, and accountability while ensuring their compliance and risk management systems operate at peak efficiency.

Grievance Mechanism Compliance Audit

Free for a limited time!

Get your grievance mechanism (complaints procedure) audited for compliance with the LkSK, CSDDD, UNGPs, and Best-Practices.

Learn More

Get Started

What's included:

Assessment of policies and contracts

Practical testing of accessibility

Practical testing of confidentiality

Assessment of staff

Ombudsperson Services

Through our ombudsperson services, you unlock significant advantages for your grievance or whistleblowing mechanisms, including:

Trusted Legal Representation

Our trusted lawyers prioritize the interests of both the company and the honest whistleblower, aiming to protect the organization while mitigating potential risks.

Confidential Communication

Whistleblowers can confidently contact sworn lawyers who are bound by strict confidentiality and secrecy obligations, ensuring their safety and privacy.

Exclusive Client Relationship

The contractual relationship exists exclusively with the company. However, this agreement extends a protective effect to the whistleblower at no additional cost.

Identity Protection

Our lawyers safeguard the whistleblower’s identity through statutory rights to refuse evidence and tailored contract provisions, providing an additional layer of security.

Contact us for more information or to get started!

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FAQs

Supply Chain Due Diligence

Our solutions are specifically designed to meet local and international compliance standards such as the EU Whistleblowing Directive, EU CSDDD, GDPR, SOX, and ISO 37002, ensuring that your organization avoids penalties, legal risks, reputational damage or similar. We constantly monitor regulatory developments and regularly update our software solutions, ensuring that your company stays ahead of evolving regulations.

We provide a range of advanced tools, including:
• Secure Digital Portals: Fully encrypted and customizable for accessible and anonymous reporting.
• Multilingual Hotlines: Ensuring global accessibility for multinational organizations.
• Mobile Applications: User-friendly apps for on-the-go reporting.
• Case Management Software: For tracking, investigating, and resolving cases efficiently.
Our tools integrate seamlessly into your existing systems, reducing complexity and boosting adoption.

Absolutely. Besides our comprehensive Ombudsperson services, we provide:
• Regular audits and updates to ensure compliance with evolving regulations.
• 24/7 technical support for all tools and platforms.
• Training for employees and management to maximize adoption and effectiveness.
Our team remains a partner throughout your compliance journey, ensuring the mechanism continues to deliver results.

A robust grievance and whistleblowing mechanism demonstrates your organization’s commitment to governance and social responsibility. Our solutions help you to:
• Mitigate risks related to fraud and misconduct.
• Build trust with employees and stakeholders.
• Strengthen transparency and accountability.
• Enhance your ESG ratings, attracting investors and customers who prioritize ethical business practices.

Still not convinced?

Whistleblowing for more than just compliance!

Whistleblowers can not only help to disclose immoral or even criminal acts, but can also help to deter offenders and thus prevent acts.

0%

average settlement costs for companies that encourage the disclosure of wrongdoing

0%

of fraud schemes are initially detected by tips from whistleblowers

0%

of these tips are reported by company external stake-holders

A whistleblowing procedure is a structured system that enables employees to report misconduct, fraud, or other illegal or unethical activities within an organization. In recent years, the adoption of such procedures has become increasingly common as companies recognize their role in fostering a culture of transparency and accountability. Implementing a whistleblowing procedure offers several significant benefits for businesses.

1. Preventing and Detecting Misconduct
One of the most critical advantages is the ability to prevent and uncover illegal or unethical behavior. By providing employees with a safe and confidential channel to report concerns, companies can identify and address issues early, before they escalate and cause significant harm. This proactive approach not only safeguards the organization’s reputation but also reduces the risk of costly legal or regulatory consequences.

2. Promoting a Positive Work Environment
Whistleblowing procedures contribute to creating a workplace where employees feel empowered to speak up without fear of retaliation. When employees trust that their concerns will be heard and addressed, they are more likely to remain engaged and committed to the organization. This trust fosters higher morale, increased productivity, and reduced turnover, enhancing overall workplace satisfaction.

3. Strengthening Stakeholder Confidence
Establishing a whistleblowing procedure sends a clear message to customers, shareholders, and other stakeholders that the company is committed to ethical behavior. Demonstrating accountability and transparency builds trust and credibility, which can improve brand reputation and, in some cases, positively influence financial performance.

4. Enhancing Ethical Standards
A whistleblowing system reinforces the organization’s dedication to ethical conduct and responsible business practices. By embedding integrity into its operational framework, a company not only complies with legal requirements but also sets a standard of excellence for employees, partners, and industry peers.

Conclusion
Implementing a whistleblowing procedure is a vital step toward promoting transparency, accountability, and ethical behavior in any organization. It empowers employees to voice concerns safely and confidentially, enabling the early detection of wrongdoing, fostering a positive workplace culture, and strengthening the trust of stakeholders. Ultimately, a robust whistleblowing system is an investment in the organization’s integrity, reputation, and long-term success.