1. Introduction

This document outlines the reporting and whistleblowing channel and process established by ConnectHear. It aims to provide a clear, confidential, and secure mechanism for both internal and external stakeholders to report concerns related to violations of our safeguarding policies, including modern slavery, child protection, and the code of conduct.

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2. Purpose

The purpose of this reporting and whistleblowing channel is to:

• Enable employees, contractors, suppliers, and other stakeholders to raise concerns about unethical, illegal, or unsafe practices without fear of retaliation.

• Ensure that all reports are treated confidentially, investigated promptly, and addressed appropriately.

• Promote transparency and accountability within the organization and its supply chain.

 

3. Scope

This process applies to:

• All employees, contractors, volunteers, and partners of ConnectHear.

• External stakeholders, including suppliers, clients, and members of the public who may have concerns about the organization's practices.

 

4. Reporting Channels
 

Email Reporting:  

• Email: whitleblowing@connecthear.org

• Managed by: Arhum Ishtiaq

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In-Person Reporting:  

• Stakeholders can report concerns directly to Arhum Ishtiaq and/or Azima Dhanjee or their line manager.

• Office Location: FL 4/6, Block 5, Gulshan-e-Iqbal, Karachi 75300

• Availability: 10AM to 6PM
   

5. Whistleblowing Process
 

1. Report Submission:

• Stakeholders can submit reports through any of the available internal channels.

• Reports should include detailed information about the concern, including dates, locations, individuals involved, and any supporting evidence.

• Reports can be submitted anonymously; however, providing contact information can aid in the investigation.

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2. Acknowledgment:

• Upon receiving a report, Arhum Ishtiaq and/or Azima Dhanjee will acknowledge receipt within 72 hours.

• The reporter will be informed about the process and expected timelines, if contact details are provided.

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3. Investigation:

• Arhum Ishtiaq and/or Azima Dhanjee, or an appointed investigator, will conduct a thorough and impartial investigation.

• The investigation will be carried out confidentially to protect the identity of the reporter and any individuals involved.

• The timeline for completing the investigation will vary depending on the complexity of the case but will typically be within 60 days.

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4. Outcome and Action:

• Upon completion of the investigation, appropriate actions will be taken based on the findings, which may include disciplinary measures, changes in procedures, or referral to law enforcement.

• The reporter will be informed of the outcome, if appropriate and contact details are provided.

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5. Confidentiality and Protection:

• All reports and investigations will be treated with strict confidentiality.

• Retaliation against anyone who reports a concern in good faith is prohibited and will result in disciplinary action.

• The organization will take all necessary steps to protect the reporter from any negative consequences arising from their report.

 

6. Record Keeping:

• All reports, investigations, and outcomes will be documented and securely stored by Arhum Ishtiaq and/or Azima Dhanjee.

• Records will be retained in accordance with ConnectHear’s data protection and retention policies.

6. Implementation and Compliance

 

Internal Communication:

• Training Sessions: All employees and contractors will receive training on the reporting and whistleblowing process during induction and regular refresher sessions.

• Intranet/Employee Portal: Information about the reporting channels and process will be available on the organization's intranet or employee portal.

• Regular Reminders: Periodic emails and notices will remind employees of the availability and importance of the reporting channels.

 

External Communication:

• Supplier Contracts: All supplier contracts will include clauses on the availability of the reporting channels and the expectation to report any concerns.

• Website: The reporting and whistleblowing process will be clearly outlined on the organization’s public website.

• Project Communications: Information on how to report concerns will be included in communications with external stakeholders, such as newsletters, project updates, and client meetings.

 

Monitoring:  

• The organization will conduct regular audits and reviews to ensure compliance with these policies.

• Non-compliance will result in corrective actions, which may include termination of employment or contracts.

 

Review and Updates:  

• This policy will be reviewed annually or as required to ensure it remains relevant and effective.

• Any updates to the policy will be communicated to all relevant parties.