Grievance and Whistleblower Policy

1. Purpose

The purpose of this policy is to provide a fair, transparent, and confidential mechanism for employees and external stakeholders to raise grievances and report misconduct, unethical behavior, or violations of law or organizational policy, without fear of retaliation.

2. Scope

This policy applies to:

  • All employees (permanent, temporary, contractual) 
  • Directors, officers, and management 
  • Consultants, vendors, customers, and other stakeholders where applicable 

3. Definitions

  • Grievance: Any concern, complaint, or dissatisfaction arising out of employment or association with the organization. 
  • Whistleblower: An individual who reports suspected misconduct, illegal activity, fraud, corruption, harassment, or serious policy violations. 
  • Retaliation: Any adverse action taken against a person for raising a grievance or whistleblowing in good faith. 

4. Guiding Principles

  • Fairness and impartiality 
  • Confidentiality to the fullest extent possible 
  • Protection against retaliation 
  • Timely resolution 
  • Good faith reporting 

5. Matters Covered

This policy covers, but is not limited to:

  • Workplace harassment or discrimination 
  • Unethical conduct or abuse of authority 
  • Fraud, corruption, or financial irregularities 
  • Health, safety, or environmental violations 
  • Breach of laws, regulations, or internal policies 
  • Misrepresentation or suppression of information 

6. Grievance Redressal Mechanism

6.1 Informal Resolution

Where appropriate, employees are encouraged to resolve issues informally with their immediate supervisor or HR. More details are available in the Employee or Contractor Handbook. 

6.2 Formal Grievance Submission

If informal resolution is not possible or appropriate, grievances may be submitted using this web form.

The grievance should include:

  • Description of the issue 
  • Relevant facts and evidence (if any) 
  • Date(s) and parties involved 

6.3 Acknowledgment and Review

  • Grievances will be acknowledged within 7 working days 
  • An impartial review or investigation will be initiated 
  • The complainant may be interviewed if required 

6.4 Resolution

  • Findings and decisions will be communicated within 14 days, subject to complexity 
  • Corrective or disciplinary action may be taken if warranted 

7. Whistleblower Policy

7.1 Reporting Mechanism

Whistleblowers may report concerns via this web form. Anonymous reports are permitted.

7.2 Confidentiality

  • The identity of the whistleblower will be kept confidential unless disclosure is legally required 
  • Information will be shared strictly on a need-to-know basis 

7.3 Protection Against Retaliation

  • Retaliation against whistleblowers is strictly prohibited 
  • Any act of retaliation will result in disciplinary action, up to termination 
  • Whistleblowers who believe they are facing retaliation may report it under this policy 

7.4 Good Faith Reporting

  • Reports must be made in good faith 
  • Malicious or knowingly false complaints may lead to disciplinary action 

8. Investigation Process

  • Investigations will be conducted objectively and independently 
  • External investigators may be appointed where necessary 
  • All parties will be given a fair opportunity to be heard 

9. Record Keeping

  • All grievances and whistleblower reports will be documented 
  • Records will be retained securely in accordance with legal requirements 

10. Roles and Responsibilities

  • Employees: Report concerns responsibly and in good faith 
  • Managers: Facilitate resolution and prevent retaliation 
  • HR: Administer the policy and investigations

11. Policy Review

This policy will be reviewed periodically and updated to ensure compliance with applicable laws and best practices.

12. Non-Interference

No individual shall attempt to suppress, influence, or interfere with the grievance or whistleblower process.