To ensure the highest dissemination of this important service to those who work or collaborate with the organisation, and to all those who can send a report according to the law, the WhistleblowingIT project has developed materials and instructions to support the communication activity on whistleblowing.
WHISTLEBLOWING PAGE ON THE WEBSITE
The law requires that each organisation in the public and private sectors make available to all potential whistleblowers clear information on the reporting channel, on the whistleblowing policies, and on the conditions for reporting, with reference to both internal and external reports. Organisations that have their own website, should make available this information in a specific section.
For this reason, the first step to effectively communicate your whistleblowing system is to create a dedicated page, easily accessible from the homepage and from the internal search engine.
On the whistleblowing page, users should be made aware not only of the regulatory framework but also of the following information:
- the alternative channels available to send an internal report, in addition to the WhistleblowingIT platform [WhistleblowingPA for Public Administrations];
- the conditions for sending an internal report;
- the list of all the subjects who can send a report;
- the recipients of reports within the organisation;
- the protections provided for those who decide to send a report;
- what can be the object of internal reporting;
- the procedures and methods for managing reports, transmitting information, processing and retaining personal data;
- the consequences in case of abuse or instrumental use of the whistleblowing tool;
- the channels, procedures and conditions for reporting outside the organisation.
With specific regards to public administrations and public owned companies which have a Transparent Administration section on their website, it is recommended to create a dedicated page entitled Whistleblowing – Procedures for reporting offences within Transparent Administration > Others contents > Corruption prevention in which to insert the suggested contents.
If there is already another page dedicated to whistleblowing not contained within the Transparent Administration section, we recommend to make reference to the specific page containing more information on the procedures, as indicated in the first point, and not duplicating information. This is to avoid confusion among the potential users and any discrepancies in the contents due to errors in the publication of information and/or subsequent updates.
IMAGES AND REFERENCES ON THE HOMEPAGE
On the homepage of the organisation’s website it recommended inserting an image, text or menu item with a direct link to the whistleblowing page.
We suggest giving high priority and visibility to this service, at least at the beginning, by positioning these references clearly and without having to scroll down the page to see them.
In the case of images, the WhistleblowingIT project provides models in both square and rectangular versions, depending on your needs.
NEWS FOR WEBSITE, INTRANET AND NEWSLETTER
Publish a news item on the website of the organisation, on the intranet or send a communication via newsletter to inform all those who have the right to make a report regarding the new procedures adopted to strengthen the prevention of crimes and promote greater protection of whistleblowers. This is the text we suggest to publish:
[Name of organisation] makes a new tool available to everyone – employees, collaborators and suppliers – to combat illegal behaviour.
This is a digital whistleblowing solution activated as part of the WhistleblowingIT project [WhistleblowingPA for Public Administrations] promoted by Transparency International Italia and Whistleblowing Solutions Impresa Sociale which allows you to send reports of illicit conducts of which you have become aware in a secure and confidential manner.
Among the main advantages of this tool is the possibility of reporting anonymously and communicating with the recipient of the report to further investigate the matter.
For more information on the organisation’s internal whistleblowing procedures and to send a report, click here [link to the organisation’s whistleblowing page].
For more information on the WhistleblowingIT project [WhistleblowingPA for Public Administrations], visit the website www.whistleblowing.it.
Posters
The poster is aimed at all those who pass through the spaces of the organisation and is designed to encourage potential whistleblowers to use the WhistleblowingIT platform to send reports.
- The poster is in 500x700mm format.
- We recommend printing on paper with a thickness of 130 g or more.
- Both the web version and the print version are available (if professional services are used for printing).
- We suggest printing and distributing multiple copies, depending on the availability of the organisation, and posting them in strategic sites clearly visible to anyone (entrance, outside offices open to the public, meeting rooms, recreation rooms, etc. ).
EMAIL TEMPLATES
Employees, partners and consultants
Send an email to employees, partners and consultants informing them of the activation of the digital whistleblowing platform for reporting crimes as part of the WhistleblowingIT project.
Sender: Top management of the organisation
CC: Person(s) responsible for receiving reports
Subject: Activation of a secure website for internal reporting (whistleblowing)
Dear colleagues and partners,
[Name of organisation] has activated a new digital whistleblowing channel as part of the WhistleblowingIT project [WhistleblowingPA for Public Administrations] promoted by Transparency International Italia and Whistleblowing Solutions Impresa Sociale.
Whistleblowing is a legal tool for reporting any illicit conduct that occurs in the working environment.
Law no. 179/2017 introduced new and important protections for those who report and obliged public and private organisations to use IT methods and encryption tools to guarantee the confidentiality of the identity of the whistleblowers and of all the subjects mentioned in the report, the content of the reports and the related documentation. Legislative Decree n.33/2024 further strengthened the need to operate secure channels to protect confidentiality.
By reporting through this new online platform that [organisation name] has activated, there are many advantages for security and greater confidentiality:
- the report is made by completing a questionnaire and can also be sent anonymously;
- the report is received by the person responsible for managing the reports (Anti-Corruption Manager in public organisation) and managed by guaranteeing, from a technological point of view, the confidentiality of the whistleblowers and the report;
- the platform allows dialogue, even anonymously, between the whistleblower and the recipients for requests for clarification or further information, therefore without the need to provide personal contacts;
- the report can be made from any digital device (PC, tablet, smartphone), both from within the organisation and from outside. The protection of confidentiality is guaranteed in all circumstances.
For more information or to send a report, click here [link to the whistleblowing page on the organisation’s website].
For more information on the WhistleblowingIT project [WhistleblowingPA for Public Administrations], visit the whistleblowing.it website.
Suppliers of goods and services
Send an email to companies supplying goods and services or carrying out works in favour of the organisation to inform them of the activation of the digital whistleblowing solution for reporting offences as part of the WhistleblowingIT project.
Sender: Top management of the organisation
CC: Person(s) responsible for receiving reports
Subject: Activation of a secure website for internal reporting (whistleblowing)
Dear company/supplier,
Due to the existing working relationship, in the negotiation or tender phase or recently concluded with our organisation, we would like to inform you of the news regarding whistleblowing that we have recently adopted and which could also concern you/your company.
Whistleblowing is a legal tool available to the worker to report any illegal conduct that he encounters in the context of his work activity.
Law no. 179/2017 introduced new obligations in this regard for public and private sector organisations and new protections and rights for reporting subjects. These obligations were confirmed by Legislative Decree n.33/2024.
Within these rules, the possibility of reporting directly to the organisation is also provided to workers and collaborators of companies that supply goods and services or that carry out works in favour of the same.
[Name of organisation] also provides these potential users with a secure and confidential IT platform for reporting, which also allows dialogues between recipients and whistleblowers.
The recipient of the reports is, as required by law, the Anti-Corruption Manager or another person/office designated by the organisation.
We therefore invite you to inform your workers and collaborators of the existence of this channel for reporting violations.
For more information or to send a report, click here [link to the whistleblowing page on the organisation’s website].
For more information on the WhistleblowingIT project [WhistleblowingPA for Public Administrations], visit the whistleblowing.it website.
We thank you for your cooperation.
