Whistleblower system

Information about the Whistleblower System

The Integrity Line whistleblower system from EQS Group AG is one of the most advanced and popular solutions available on the market. The system is user-friendly and meets relevant requirements for data processing (GDPR). Additionally, the hosting providers hold ISO 27001 certification, an international management standard for information security, and are subject to regular independent audits.

The standard solution offered by the law firm of Eli Thorsteinsson through EQS (Integrity Line - essential solution) allows the whistleblower portal to be available in up to two languages. The system can be customized to match the specific workplace in appearance, including logos, colors, and more. A sample of the system can be viewed here.

 

In most cases, the standard solution will be more than sufficient for most workplaces.

 

However, it is also possible to purchase an upgraded solution with additional features if needed.

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The reasons for establishing a whistleblower system in a workplace can vary. Some workplaces are legally required to implement such a system, while others choose to do so voluntarily. This provides employees with the opportunity to submit anonymous reports through a secure system to an independent third party.

 

Advantages of a Whistleblower System

Some advantages of having a whistleblower system in the workplace include:

• Contributes to better ethical behavior and integrity

• Reduces the risk of financial losses

• Helps prevent irregularities

• Improves employee well-being

• Enhances the workplace's reputation

• Promotes better compliance

• Issues are detected sooner rather than later

• Can foster a better workplace culture

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Costs and Related Information

The annual fee for acting as the administrator of the whistleblower system depends on the size of the organization (usually based on the number of employees).

The purchase includes a whistleblower platform and drafts for necessary policies and procedures, such as a whistleblower policy and a privacy policy.

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If the client has specific requests for modifications to the system setup beyond the standard solution or changes to the relevant documents, these will be billed based on the time spent in addition to a setup fee. Furthermore, a written service agreement will be prepared along with a data processing agreement.

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The annual fee does not cover the reception, screening, and handling of reports submitted by whistleblowers. These services will be billed based on the time spent and depend on the complexity and scope of the individual report as well as whether it is a written or verbal report. Reception and screening of less complex written reports typically take around 30 minutes. Verbal or more complex reports can take 1–3 hours. Processing of a report (that is not dismissed) generally takes 3–6 hours (excluding advice on how the report should be handled), depending on the nature of the report.

 

For more details about the cost of the whistleblower system and related services, please contact Eli Thorsteinsson Advokatur.

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Handling of Reports

Step 1 - Reception:
The report from the whistleblower is received by the law firm of Eli Thorsteinsson.

 

Step 2 - Confirmation:
The law firm sends a confirmation to the whistleblower that the report has been received within 7 days. This applies if the whistleblower has created a postbox, either with their name or anonymously.

 

Step 3 - Screening:
The law firm verifies whether the report from the whistleblower can be processed, including whether it falls within the scope of the client’s whistleblower policy, etc.

 

Step 4 - Handling:
Based on the screening results, the law firm will either a) dismiss the report, or b) forward the case to a designated responsible person within the organization, in accordance with the agreement with the client.

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Step 5 - Processing:
The report is investigated and processed within the organization (the client), potentially with advice from the law firm of Eli Thorsteinsson.

 

Step 6 - Feedback:
Based on the feedback from the organization, the law firm provides feedback to the whistleblower within 3 months, informing them of what has been done to investigate and potentially handle the report. This applies if the whistleblower has created a postbox, either with their name or anonymously.