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SQS Whistleblowing Policy for External Stakeholders
Introduction
In our commitment to transparency, accountability, and ethical conduct, we have established a whistleblowing policy for external stakeholders. This policy encourages and enables individuals, such as suppliers, customers, and other business partners, to raise concerns about any unethical or illegal activities without fear of retaliation.
Objectives of the Policy
The primary objectives of this whistleblowing policy are:
Promote Transparency: Foster an environment where stakeholders feel safe to report misconduct.
Ensure Accountability: Hold the organization and its members accountable for their actions.
Prevent Misconduct: Deter unethical or illegal activities by providing a clear reporting mechanism.
Protect Whistleblowers: Safeguard the identity and rights of those who come forward with information.
Scope of the Policy
This policy applies to all external stakeholders, including but not limited to:
Suppliers and vendors
Customers and clients
Business partners and consultants
Contractors and subcontractors
Reportable Concerns
Stakeholders are encouraged to report any concerns related to:
Fraud or financial misconduct
Violations of laws or regulations
Corruption or bribery
Environmental harm
Health and safety hazards
Harassment or discrimination
Reporting Mechanism
Stakeholders can report their concerns through the following channels:
1. Email Reports: Concerns can be emailed to grievances@sqs.co.uk designated address, ensuring confidentiality.
2. Online contact form: An encrypted online form available on our website for secure submissions.
3. Mail: Written reports can be sent to our registered office at 5a Ack Lane East, Bramhall, Stockport, SK7 2BE.
Protection and Confidentiality
Confidential Handling: All reports will be handled in confidence, and efforts will be made to protect the identity of the whistleblower.
Non-Retaliation: The organization prohibits any form of retaliation against individuals who report concerns in good faith.
Anonymous Reporting: Stakeholders have the option to report anonymously if they prefer.
Investigation Process
Upon receiving a report, the following steps will be taken:
1. Acknowledgment: The whistleblower will receive an acknowledgment of their report.
2. Preliminary Review: An initial assessment to determine the validity and scope of the concern.
3. Investigation: A thorough investigation will be conducted by a qualified team.
4. Outcome and Action: Based on the findings, appropriate corrective actions will be implemented, and relevant parties will be informed of the outcomes.
Conclusion
We encourage our external stakeholders to actively participate in maintaining the integrity of our organisation. Through this whistleblowing policy, we aim to create a safe and ethical environment for all parties involved. Your cooperation and vigilance are crucial in upholding our values and commitments.
Grievance Procedure and Policy for External Stakeholders
Introduction
Our organisation values transparency, accountability, and open communication with all external stakeholders, including clients, partners, suppliers, and the community. To ensure any concerns are addressed promptly and fairly, we have established a comprehensive grievance procedure and policy. This document outlines the steps stakeholders can take to raise a grievance and how we will respond to it.
Objectives of the Policy
To provide a clear, simple, and accessible process for external stakeholders to raise grievances.
To ensure grievances are addressed promptly, fairly, and consistently.
To foster trust and maintain positive relationships with all external stakeholders.
Scope of the Policy
This policy applies to all external stakeholders who interact with our organisation and feel they have been adversely affected by our actions, decisions, or services.
Grievance Procedure
Step 1: Submission of Grievance
External stakeholders can submit their grievances through the following channels:
Online Form: Available on our official website under the "Contact Us" section.
Postal Mail: Grievance Department, Sterling Quality Services Ltd, 5a Ack Lane East, Bramhall,
Stockport, SK7 2BE
When submitting a grievance, stakeholders should include:
A detailed description of the issue
Date(s) of occurrence
Any relevant documentation or evidence
Contact information for follow-up
Step 2: Acknowledgment
Upon receipt of a grievance, our Grievance Department will acknowledge it within three
business days. The acknowledgment will include:
Confirmation of receipt
A unique reference number for tracking
An estimated timeline for resolution
Step 3: Investigation
Our Grievance Department will conduct a thorough investigation, which may include:
Reviewing the details and documentation provided
Consulting with relevant parties within the organization
Gathering additional information if needed
Step 4: Resolution
After the investigation, we will:
Determine appropriate actions to resolve the grievance
Communicate the outcome and any corrective measures to the stakeholder
Provide a written response within 15 business days of acknowledgment
Step 5: Appeal
If the stakeholder is not satisfied with the resolution, they may request an appeal within 10 business days of receiving the decision. The appeal will be reviewed by a senior executive
who was not involved in the original investigation.
Confidentiality
We are committed to maintaining the confidentiality of all grievances and will only disclose information to those directly involved in the resolution process.
Monitoring and Review
We will conduct regular reviews of our grievance procedure and policy to ensure its effectiveness and make improvements as needed. Feedback from stakeholders is welcomed and will be considered in these reviews.
Conclusion
Our organization is committed to handling grievances with the utmost care and diligence. By providing a structured and transparent process, we aim to resolve issues amicably and continue building strong, positive relationships with all external stakeholders.