DigitalPA

TABLE OF CONTENTS

Introduction
System safety and confidentiality
Sending a report
Report status
Editing your profile
 

Introduction

Whistleblowing is a process that allows employees or third parties (e.g., suppliers) to confidentially report any wrongdoing encountered during their work activities.
The whistleblower (or reporter) is the person who identifies a wrongdoing or irregularity during the performance of his or her duties and decides to report it to the company or entity to which he or she belongs or to a third-party authority.
The figures involved are:
•    Whistleblower: the person who provides valuable information to the purpose and makes a report about it.
•    Manager: the person who handles the report.
•    Collaborator: an individual appointed by the manager who supports the manager's activity.
 

System safety and confidentiality

This platform allows users to submit a report in complete confidentiality. The information entered into the system is protected by encryption and viewable only by the submitter and the recipient of the report. No other unauthorized parties can access the contents or know that a report has been sent. 
 
The report is sent to the whistleblowing manager anonymously: there is no name of the whistleblower within the report. Only the whistleblowing manager has the authority to associate the report with the name of the user who sent it. The whistleblower is notified of this action in a special area of the report, along with the reason given by the manager. 
 

 

Sending a report

To submit a report, you must complete all required fields that are marked with an asterisk.

NEW REPORT

At the bottom of the report, you will find the privacy policy and you will need to confirm that you have read it.
 
CONFIRM
 
For greater confidentiality we suggest that you:
•    do not include personal information that could trace your identity in the description of the reported incident;
•    do not use a company email address for registration or to receive notifications from the system;
•    do not send a report from your workstation;
•    if you enter attachments, remember that they may also contain personal information in the metadata1.
To remove "hidden" personal information from a file, right-click and select "Properties." For more information on this topic, we recommend a search on the Internet.
 
METADATA
 
After submission, if the whistleblowing officer has enabled the notification system, you will receive an email confirmation.

 1 Document properties, also known as metadata, consist of details that describe or enable identification of a file. They include details such as the title, author name, subject and keywords for identifying the subject or content of the document.
 
 

 

Report status

Usually, an email notification system is in place, so in case the person in charge requests clarification you will be notified by email. In some cases, the notification system may be disabled, so if you do not receive notifications, we recommend that you periodically access the report to view the status or to read any requests from the manager.

 LIST 

 

If you want to add information, do not send a new report, but use the "message" area of the report already sent.
Clicking on the report will take you to the file. In this section you will find information about the "Processing status" and the people who have taken charge of your report - "Persons responsible for the report" (you may find names or simply roles).

DETAIL

 

In case the manager decides to display the identity of the reporter, you will find in the "information" section of the report a notice "identity displayed" with the reason.
 
SHOW IDENTITY
 
 
If the whistleblowing officer sends you a request for clarification, you will find a "message" within the file in the "messages" section.
Click on the message preview to read the entire content.
In the message area you can create a new message to add new information or respond to messages from other users who are in charge of your report.

NEW MSG
 
Note: If the status of the report is "closed," you can no longer send messages.

 

Editing your profile

Click on the name in the upper right corner to edit your profile information and preferences.

EDIT PROFILE

You can change your personal information, language, password, and enable two-factor authentication (when you log in, you will be sent a security code via email to enter in a check box to verify your identity).

 

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