Everything your reporting channel has to do, and nothing it should not.
One system, set up in your name, operated by us. It takes the report, protects the person who made it, keeps your deadlines, and hands your compliance team a case they can actually work with.
The first hour of every case, done before you open it.
Reports arrive as free text written by someone who is often upset and rarely precise. The system reads what arrived and prepares the case, so the person on duty starts from a structured file instead of a blank page.
A suggested category
Safety, fraud, environmental damage, mistreatment of workers, data protection, procurement and the other headings your policy uses. You can define your own.
A severity estimate
So a report about immediate danger to a person does not sit behind a parking complaint. Thresholds are yours to set, and any case can be reclassified by hand.
The deadlines, calculated
Acknowledgement within seven days and feedback within three months are counted from receipt, with reminders before they run out, not after.
Metrics you choose
Repeat locations, time to close, categories over time. We can add the measures you want to watch, documented as required by the EU AI Act.
What is in the system
Anonymous, and still a conversation
A reporter who gives no name keeps a token and can answer your questions, add a document and read your feedback. Most cases die because nobody could ask a follow-up question.
End to end encryption
AES-256-GCM in the reporter's browser, a separate key per case, ciphertext at rest. Your designated person holds the means to open it.
Any language
The reporting page in the languages of your workforce, and reports readable by your team whatever language they arrive in. Agency and seasonal staff are usually the ones who need this.
Case management
Status, owner, notes, internal comments, attachments and a full history. Filter by severity, age or location. Nothing to install.
Exportable case file
A complete PDF including the trail, timestamps and every action, for an audit, a regulator or a court. Retention set to your national requirement.
Reachable from outside
A public page, a QR poster for the yard, a line in a supplier contract. Several member states require the channel to be reachable by agents and suppliers as far as possible.
Against the arrangements most employers actually have
This compares types of channel, not vendors.
| Requirement | Operated channel | Shared mailbox | Letterbox | External ombudsperson |
|---|---|---|---|---|
| Takes a truly anonymous report | Yes | No | Yes | Yes |
| Dialogue with an anonymous reporter | Yes | No | No | Rarely |
| Encrypted content | Yes | No | No | Depends |
| Deadlines tracked automatically | Yes | No | No | Manual |
| Audit trail you can hand over | Yes | No | No | Manual |
| Reachable by suppliers and agency staff | Yes | Rarely | No | Yes |
| Available at three in the morning | Yes | Yes | No | No |
| Cost grows with the number of reports | No | No | No | Usually |
Operated means operated
- We write and host the reporting page in your design and your languages.
- We draft the policy text and the notice your staff and suppliers receive, for your counsel to approve.
- We configure the categories, severities and escalation rules with your compliance lead.
- We prepare the poster and the QR code for sites, depots and vehicles.
- We keep the system patched, monitored and available, and we tell you when something breaks.
- We keep the retention clock and delete on schedule.
The law wants an impartial person inside your organisation to follow up on reports. That person is yours: they read the case, they decide, they give the feedback. We make that job possible and we document that it was done. We do not investigate for you and we do not read reports.
If you would rather the first intake sat with an external lawyer or ombudsperson, the system works the same way with them as the designated recipient.
Have a look at the case view.
Thirty minutes on a call, with the engineers who built it. Bring your works council questions and your data protection officer.