Whistleblower system

With MasterQMS, you get an effective whistleblower system for secure case handling and confidential reporting that meets all legal requirements and best management practices.

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A whistleblower system integrated directly into your management system

An effective whistleblower system is essential for a company’s compliance and risk management. With MasterQMS, you get a secure, legally compliant solution that is fully integrated into your existing management system.

This enables employees and stakeholders to report serious issues – such as illegal activities or ethical violations – confidentially and without fear of retaliation. For companies with more than 50 employees, this system is a legal requirement, and with MasterQMS, you can easily comply with the law without using external systems.

How Our Whistleblower System Works

In the upper right corner, you can use a series of screenshots and step-by-step instructions to get an idea of how a whistleblower case might unfold—from filing the report to monitoring the case’s progress and the deadline for feedback.

In the step-by-step guide, you’ll find an introduction, learn how to create and describe a case, upload relevant files, interact with the responsible whistleblower, and view the current status of the ongoing case. The whistleblower system streamlines the handling of whistleblower cases.

1. Start by creating the case by clicking “Fill Out.” Be sure to save the secure link that is generated for your case when you create it.

2. In this step, you enter the case name, the type of information, the date the incident occurred, and a description of the case.

3. In this step, you can upload relevant files for the case in question.

4. In the bar under “Status,” you can see how far along the case is in the processing. You can also communicate with the case manager using the messaging feature.

5. A secure link to the whistleblower case in question will be generated for you; you should save it in a secure location.

6. In this step, you can view ongoing cases and see how far along each case is in the processing workflow. You can also track the 3-month (90-day) deadline for providing feedback.

7. Monitor the status of the case and await feedback on each individual case.

Why is a whistleblower system important?

A whistleblower system is not just a legal requirement – it is also an effective tool for strengthening a company’s compliance efforts and internal controls. When employees have access to a secure whistleblower system, the likelihood that serious issues will be reported in a timely manner increases.

The MasterQMS whistleblower system supports an open and accountable corporate culture in which irregularities are handled professionally and systematically. The system also helps reduce risks, minimize financial losses, and protect the company’s reputation.

By integrating the whistleblower function directly into your management system, you ensure that whistleblower activities are naturally aligned with your other processes related to quality, occupational safety, information security, and compliance. This makes the solution particularly relevant for companies that operate according to international standards and seek a cohesive system landscape.

Secure reporting with our system

The whistleblower feature in MasterQMS is user-friendly and secure. The system generates a unique link that the company can share internally or externally, allowing reports to be submitted directly and confidentially. Only those responsible for the whistleblower program have access to the reports, ensuring that sensitive information is handled properly in accordance with the law.

When a case is received, it is automatically registered in MasterQMS and becomes part of the company’s management system. This provides an overview, consistent documentation, and the ability to follow up in a structured manner – without the need for external systems or manual workflows.

Comply with legal requirements using our whistleblower system

The law sets clear requirements for handling whistleblower cases. The whistleblower must receive confirmation of the report within 7 days, and an update on the status of the case must be provided no later than 3 months after the report is filed.

The case does not need to be closed within 3 months, as its complexity may vary. The most important thing is that the whistleblower is kept informed on an ongoing basis.

In MasterQMS, reminders can be set up for incoming cases so that those responsible can easily meet response deadlines and processing times. The system also supports extending the response deadline by up to 3 weeks if the case requires more time. In this way, MasterQMS helps the company comply with legal requirements in a structured and documented manner.

Whistleblower System – Part of Our Management System

The major advantage of the MasterQMS Whistleblower System is that it is fully integrated into the MasterQMS management system as a standalone piece of whistleblower software. This means that whistleblower management becomes a natural part of the company’s overall management, documentation, and compliance processes.

Instead of using a separate whistleblower system, you get a single, unified platform where all relevant processes are interconnected. This provides a better overview, consistent workflows, and reduced administrative complexity.

The MasterQMS whistleblower program is well-suited for both small and medium-sized businesses as well as larger organizations seeking a scalable solution that can be tailored to the company’s needs. At the same time, the solution supports compliance with standards and requirements in the areas of quality, governance, and ISO standards.

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