Whistleblowing Policy

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Whistleblowing Policy

1.Statement

Rotary Jaipur Limb (“the Charity”) applies exclusively to the Rotary Jaipur Limb and all the projects it supports.

Whistleblowing is the reporting of any suspected misconduct by an interested party.

2. Aim of Policy

The aim of this policy is to encourage anyone who has serious concerns about any aspect of the Charity’s activities to voice those concerns without fear of victimisation, subsequent discrimination or disadvantage.  

Any items raised will be investigated and feedback provided.

If the concern relates to the personal treatment of any volunteer, medical professional or technician it should be raised as a complaint to the Chairman of the Trustees via the relevant policy.

2.1 What should be reported

Actions that:

a) Make a person feel uncomfortable in terms of known standards.

b) Fall below established standards of practice.

c) Constitute improper behaviour.

Relating to:

a) Conduct which is an offence or breach of the law applicable to the country of operation.

b) Racial, sexual, disability or other discrimination and/or harassment.

c) Health and safety of the public and/or other volunteers, medical professionals and technicians.

d) Damage to the environment.

e) Possible fraud and corruption.

f) Neglect or abuse of amputees and differently abled people being served by the Charity.

g) Other unethical conduct.

3. Protecting the whistleblower

3.1 Legal Rights

This policy has been written to take account of the Public Interest Disclosure Act 1998 which protects those making disclosures about certain matters of concern, when those disclosures are made in accordance with the Act’s provisions and in the public interest.

The Act makes it unlawful for the Charity to terminate volunteers’, medical professionals’ and technicians’ engagement with the Charity or allow them to be victimised on the basis that they have made an appropriate lawful disclosure in accordance with the Act.

3.2 Harassment or victimisation

The Charity will not tolerate any harassment or victimisation of a whistleblower (including informal pressures) and will take appropriate action to protect the whistleblower when a concern is raised in good faith and will treat this as a serious matter.

3.3 Support to the whistleblower

Throughout this process, full support will be given to the whistleblower; concerns will be taken seriously and the Charity will do all it can to assist the whistleblower throughout any subsequent investigation.

3.4 Confidentiality

All concerns will be treated in confidence and the identity of the whistleblower will not be revealed. If further or legal action is taken after the investigation, it may be necessary for the whistleblower to come forward as a witness. If the whistleblower agrees to this, they will be offered advice and support.

3.5 Anonymous allegations

We encourage any whistleblower to own any concerns they raise.  The Trustees will follow the process protecting the anonymity of the complainant wherever possible.

Anonymous concerns can be raised however they may be considered at the discretion of the Charity.  Factors considered would include:

a) The seriousness of the issue raised.

b) The credibility of the concern.

c) The likelihood of confirming the allegation from other sources.

3.6 Untrue allegations

Where a whistleblower makes an allegation in good faith and believes it to be reasonably true which is not then confirmed by any investigation and outcome, the Charity recognise the whistleblower’s concern and that person has nothing to fear.

However, if an allegation is made frivolously, maliciously or for personal gain, appropriate disciplinary action will be taken.

4 Raising a concern

4.1 Who should the concern be raised with

This will depend on the seriousness and sensitivity of the issues involved and who is suspected of wrongdoing. Concerns should normally be raised with:

4.2 How to raise a concern

Concerns should be raised in writing and include the following information:

a) The nature of the concern and evidence as to why you believe it to be true.

b)  The background and history of the concern, giving specific dates and times.

A whistleblower may invite a friend/colleague to be present for support during any meetings or interviews in connection with concerns that have been raised,

5. What the Charity will do

The Charity will respond to any concerns raised via the Whistleblowing policy as quickly as possible. Responding to a whistleblower’s concerns is not the same as accepting or rejecting them.

The overriding principles for the Charity will be public interest and the good name of the Charity. To be fair to anyone involved including those who may be wrongly or mistakenly accused, initial enquiries will be undertaken to decide whether an investigation is appropriate, and, if so, what form it should take.

The investigation may need to be carried out under terms of strict confidentiality, (ie: by not informing the subject of the complaint until (or if) it becomes necessary). In certain circumstances, (ie: allegations of ill treatment or improper sexual conduct) the accused may be asked to leave the location immediately. Protection of others is paramount in all cases.

Within 10 calendar or working days of the concern being raised the person investigating will write to the whistleblower:

a) Acknowledging that the concern has been received.

b) Indicating how the Charity proposes to deal with the matter.

c) Informing the whistleblower of any support mechanisms.

d) Advising the whistleblower if further action is to be taken and if not, why not.

Contact between the whistleblower and the persons considering the issues will depend on the nature of the matters raised, the potential difficulties involved and the clarity of the information supplied. It is likely that an interview will take place – this could be ‘face to face’ or online.

The whistleblower must be assured that the disclosure has been properly addressed. Unless there are any legal reasons why this cannot be done, the whistleblower will be kept informed of the progress of any investigation.

6. The responsible officer

The Chairman of the Trustees has responsibility for the maintenance and operation of this policy.

7. How the matter can be taken further

This policy is intended to provide everybody involved in the Charity’s operations with an internal avenue to raise concerns. The Charity would hope that all involved persons will be satisfied with any action taken. If this is not the case, and it is felt by the whistleblower that it is right to take the matter outside the Charity the proper channels would be:

a) the police

b) other relevant bodies prescribed by legislation. The General Secretary of Rotary in Great Britain and Ireland will give advice on which body to contact.

If concerns are raised outside the Charity, it is essential that it is to a proper channel. A public disclosure to anyone else could take the whistleblower outside of the protection of the Public Interest Disclosure Act and this policy.

Information that is confidential to the Charity should not be disclosed to any other body.

8. Review of this policy

The Trustees will review this policy annually and make any necessary changes.

9. Recording and monitoring

The Chairman of the Trustees will maintain a register containing all concerns that are brought to their attention. All those involved in an incident must provide the required information to be held on the register.

A report will be presented to the Annual General Meeting of the Charity to provide a summary of concerns raised and the location of the occurrences. Any report will not include individual names.

The register will be available for internal and external examination after removing any confidential details.

Updatesd July 2023