Whistleblower Tool

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MEET OBLIGATIONS | WHISTLEBLOWER TOOL

The KenCube whistleblowing system is a confidential channel that lets employees report misconduct anonymously. It helps you set up an internal reporting channel in line with the EU Whistleblowing Directive and the German Whistleblower Protection Act (HinSchG).

Anonymous reporting

• Opened from KenCube, with the report itself submitted through a separate anonymous mailbox
• No link to the user account, so there is no way to trace who reported
• Subject and message, stored encrypted
• Case ID and password for later access
• Replies to follow-up questions, still anonymous
• Information about the reporting process in one central place in KenCube

In practice: An employee notices irregularities in billing. She reports the case anonymously and notes down the case ID and password. A week later, she answers a follow-up question from the reporting office without giving her name.

Case handling in the reporting office

• Separate, protected case portal
• Access only for explicitly authorized persons
• Confirm receipt, reply confidentially, close the case
• The identity of the reporting person stays hidden from the reporting office too
• Notification of new reports and messages

In practice: The compliance officer and a member of management form the reporting office. A new report appears in the case portal and both are notified. The compliance officer confirms receipt and asks a first follow-up question.

Deadlines and traceability

• Deadline for confirming receipt, default 7 days
• Deadline for closing the case, default 90 days
• Progress bar for each case, from green through orange to red
• Reminder before the deadline, freely configurable
• Tamper-proof activity log for each case

In practice: Because of a vacation, a report sits untouched for a few days. Two days before the deadline for confirming receipt, a reminder arrives. The activity log records when receipt was confirmed.

Required modules

The whistleblowing system is part of the add-on module Compliance & Quality Management. All add-on modules can be added at any time and rolled out step by step.

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