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Whistleblower Guide - Disclosurely User Guides

Complete guide for whistleblowers on submitting reports safely, anonymous vs confidential reporting, tracking reports, and your rights and protections.

Guide for Whistleblowers

Complete guide for whistleblowers on safely reporting misconduct, protecting your identity, and understanding your rights.

Welcome, Whistleblower

Thank you for your courage in considering reporting misconduct. Speaking up about wrongdoing, unethical behavior, or violations of law and policy is an act of integrity that helps protect your organization, colleagues, and the public. This guide will help you understand the reporting process, your options for maintaining anonymity or confidentiality, and your legal protections against retaliation.

Whistleblowing can feel intimidating, but Disclosurely makes it safe, secure, and straightforward. Whether you're reporting financial fraud, harassment, safety violations, or any other concern, you deserve to be heard without fear of retaliation. This platform provides military-grade encryption, zero-knowledge architecture, and anonymous reporting options to protect your identity while ensuring your concerns are thoroughly investigated.

Your Reporting Options

Anonymous vs. Confidential Reporting

You have two primary ways to submit a report, each with different levels of identity protection:

Anonymous Reporting:

  • Complete anonymity: Your identity is never known to anyone
  • No account required: No registration or login needed
  • Tracking ID access: Use unique tracking ID to check status and communicate
  • Maximum protection: Even Disclosurely cannot identify you
  • Best for: Cases where you fear retaliation or prefer complete privacy

Confidential Reporting:

  • Identity known: Your name is known to authorized investigators only
  • Protected disclosure: Your identity kept confidential, not shared publicly
  • Easier follow-up: Direct communication with investigators
  • Identity protection: Separately encrypted from report content
  • Best for: Cases where you're comfortable revealing your identity to investigators

Learn more about the differences in the Report Types documentation.

What You Can Report

Disclosurely accepts reports about various workplace concerns and misconduct:

Financial Misconduct:

  • Fraud, embezzlement, or financial irregularities
  • Accounting violations or misrepresentation
  • Theft, bribery, or corruption
  • Expense abuse or misuse of funds
  • Tax evasion or regulatory violations

Workplace Misconduct:

  • Harassment, discrimination, or bullying
  • Retaliation against other whistleblowers
  • Conflicts of interest
  • Ethical violations
  • Policy or procedure violations

Safety and Health:

  • Workplace safety hazards
  • Health and safety violations
  • Environmental concerns
  • Security risks
  • Regulatory non-compliance

Privacy and Data:

  • Data breaches or privacy violations
  • Unauthorized access to information
  • GDPR or other privacy regulation violations
  • Misuse of confidential data

How to Submit Your Report

Step-by-Step Submission Process

  1. Access the Secure Portal

    • Obtain your organization's secure reporting link
    • Found on company intranet, employee handbook, or posters
    • Access from personal device for maximum anonymity
    • Verify HTTPS connection and correct URL

  2. Choose Report Type

    • Select "Anonymous" or "Confidential" reporting
    • Consider your comfort level and retaliation risk
    • Anonymous provides maximum identity protection
    • Can't change to confidential later if you choose anonymous

  3. Select Category

    • Choose the category that best fits your concern
    • Financial misconduct, harassment, safety, etc.
    • Helps route to appropriate investigation team
    • Add details about other categories in description

  4. Provide Details

    • Who: Names or descriptions of people involved
    • What: Specific actions, behaviors, or violations
    • When: Dates, times, frequency
    • Where: Locations, departments, facilities
    • How: Explain how you know about the misconduct
    • Evidence: Reference documents, witnesses, or proof

  5. Upload Evidence

    • Attach relevant documents, emails, or photos
    • Files encrypted automatically before upload
    • Remove identifying information if reporting anonymously
    • Check metadata (hidden information in files)

  6. Save Your Tracking ID

    • CRITICAL: Write down your unique tracking ID
    • Format: DIS-XXXXXXXX
    • Store securely (password manager recommended)
    • Cannot be recovered if lost (by design for security)
    • Needed to check status and communicate

For detailed submission instructions, see How to Submit a Report.

Writing an Effective Report

Be Specific:

  • Include exact dates, times, and locations
  • Name individuals involved (or describe if anonymous)
  • Cite specific policies or laws violated
  • Provide concrete examples, not general complaints

Include Evidence:

  • Documents that support your allegations
  • Names of witnesses who can corroborate
  • Email correspondence or messages
  • Financial records or transaction details
  • Photos, videos, or audio recordings (if legal)

Be Factual:

  • Stick to what you personally witnessed or know
  • Distinguish between facts and your interpretation
  • Don't exaggerate or embellish
  • Avoid emotional language
  • Focus on the misconduct, not personal grievances

Consider Timing:

  • Report as soon as possible after discovering misconduct
  • Don't wait for "perfect" evidence—report what you have
  • Ongoing issues should be reported promptly
  • Delays make investigation more difficult

After You Submit

What Happens Next

Immediate (Day 1):

  • Report encrypted and securely stored
  • Confirmation message displayed
  • Investigation team notified automatically
  • You receive unique tracking ID

Initial Review (1-7 days):

  • Case handler reviews your report
  • Report categorized and prioritized
  • Preliminary assessment conducted
  • May request additional information from you

Investigation (2-8 weeks typical):

  • Assigned investigator examines allegations
  • Evidence gathered, witnesses interviewed
  • Subject given opportunity to respond
  • Progress updates posted to tracking portal

Resolution (varies by complexity):

  • Findings determined based on evidence
  • Appropriate actions taken
  • You're notified of outcome (within confidentiality limits)
  • Case closed and archived

Tracking Your Report Status

Use your tracking ID to check report status anytime:

  1. Access Status Portal

    • Visit the tracking URL provided after submission
    • Enter your tracking ID
    • No other login required

  2. View Current Status

    • New: Just submitted, awaiting review
    • Under Review: Initial assessment in progress
    • Investigating: Active investigation underway
    • Pending Information: Waiting for your response
    • Resolved: Investigation complete
    • Closed: Case archived

  3. Check for Messages

    • Investigators may ask follow-up questions
    • Respond promptly to avoid delays
    • All communication encrypted and secure
    • No personal identifiers requested

Learn more about tracking in the Tracking Your Report guide.

Communicating Securely

Using Secure Messaging:

  • All communication through encrypted platform only
  • Don't send emails about your report
  • Don't discuss case via external messaging apps
  • Never share your tracking ID with anyone
  • Access messages using tracking ID only
  • Respond to investigator questions promptly

What to Expect:

  • Clarifying questions about allegations
  • Requests for additional evidence
  • Updates on investigation progress
  • Notification of outcome
  • Professional, respectful communication

Read more about Secure Messaging features.

Protecting Your Identity

Maintaining Anonymity

If you submitted anonymously, protect your identity:

Access Considerations:

  • Use personal device, not work computer
  • Use home internet, not work network
  • Access from private location
  • Consider VPN for extra privacy
  • Clear browser history after checking status
  • Use incognito/private browsing mode

Behavioral Considerations:

  • Don't change behavior after reporting
  • Don't hint to colleagues about reporting
  • Don't ask leading questions about investigations
  • Maintain normal work routines
  • Be careful what you say in follow-up messages
  • Don't reveal details that identify you

Communication Security:

  • Only communicate through platform
  • Don't discuss report with coworkers
  • Don't mention on social media
  • Don't confirm or deny if questioned
  • Keep all report-related information confidential

If You Fear Retaliation

Document Everything:

  • Keep records of your report submission
  • Document any changes in treatment after reporting
  • Save emails, messages, performance reviews
  • Note dates, times, and witnesses
  • Maintain personal copies off company systems

Report Retaliation Immediately:

  • Submit new report about retaliation
  • Retaliation is often more serious than original complaint
  • Protected by whistleblower laws in most jurisdictions
  • Organization must take retaliation seriously

Know Your Rights:

  • Whistleblower protection laws vary by jurisdiction
  • EU Whistleblowing Directive provides strong protections
  • US laws include SOX, OSHA, Dodd-Frank protections
  • Many countries prohibit retaliation against whistleblowers
  • Consult employment attorney if needed

Your Rights and Protections

EU Whistleblowing Directive (2019/1937):

  • Prohibits retaliation against whistleblowers
  • Applies to EU member states
  • Protections for job applicants, employees, contractors
  • Covers wide range of breaches and violations
  • Confidentiality of identity guaranteed
  • Burden of proof on employer in retaliation claims

US Whistleblower Protections:

  • Sarbanes-Oxley Act (financial fraud)
  • Dodd-Frank Act (securities violations)
  • OSHA protections (safety, environment, consumer)
  • False Claims Act (government fraud)
  • SEC whistleblower program (financial rewards)

Your Rights Include:

  • Right to report without fear of retaliation
  • Right to confidentiality or anonymity
  • Right to be informed of investigation outcome
  • Right to protection against dismissal, demotion, harassment
  • Right to legal remedies if retaliation occurs

What Constitutes Retaliation

Protected Against:

  • Termination or forced resignation
  • Demotion, salary reduction, or denial of benefits
  • Harassment, intimidation, or threats
  • Negative performance reviews or disciplinary actions
  • Denial of promotion or training opportunities
  • Transfer to less desirable position
  • Social isolation or hostile work environment
  • Blacklisting for future employment

If Retaliation Occurs:

  • Report immediately through whistleblowing platform
  • Document all incidents thoroughly
  • Consult employment attorney
  • File complaint with labor authorities
  • Consider external regulatory reporting
  • Preserve all evidence

Common Concerns Addressed

"What if nothing happens?"

  • Not all reports result in visible action
  • Some issues may be resolved quietly
  • Disciplinary actions are often confidential
  • You won't always see immediate changes
  • Check status regularly for updates
  • Can request follow-up information

"Can I be identified from my report?"

  • Anonymous reports are truly anonymous
  • Even Disclosurely cannot identify you
  • Organization cannot trace report to you
  • Be careful not to include identifying details
  • Don't reveal information only you would know

"What if I'm wrong?"

  • Good faith reporting is protected even if mistaken
  • You're not required to be certain
  • Provide the facts as you understand them
  • Investigation will determine truth
  • Bad faith or knowingly false reports are not protected

"Will I get in trouble for reporting?"

  • Reporting in good faith is legally protected
  • Retaliation is illegal in most jurisdictions
  • Your courage is valued and protected
  • Organization has duty to investigate
  • Confidentiality protects you

"Can I report on behalf of someone else?"

  • Yes, but indicate it's secondhand information
  • First-person reports are more credible
  • Provide your basis for knowledge
  • Encourage the direct witness to report if possible

Getting Support

If You Need Help:

  • Technical issues: support@disclosurely.com
  • Questions about process: Check this documentation
  • Legal advice: Consult whistleblower attorney
  • Emotional support: Employee assistance program
  • Retaliation concerns: Report immediately through platform

Additional Resources:

Remember

  • You're doing the right thing by speaking up
  • Your report helps maintain an ethical workplace
  • You deserve protection from retaliation
  • Your identity can remain completely anonymous
  • Professional investigators will review your concerns
  • Many others have reported before you
  • Silence protects wrongdoing; reporting protects everyone

Ready to report? Contact your organization for the secure reporting link.

Whistleblower Guide - Disclosurely User Guides | Disclosurely Docs