Whistleblowing Policy

Policy Statement

Arktek Group Limited is committed to the highest possible standard of operation, probity, and accountability. In line with that commitment, employees with serious concerns are encouraged to come forward and voice those concerns. This whistleblowing policy aims to encourage and enable employees to raise serious concerns and confidentially talk to someone within the Company rather than ignoring a problem or ’blowing the whistle’ outside.

Scope

Whistleblowing means a disclosure of information where the individual making the disclosure reasonably believes that one or more of the following matters is happening, took place in the past or is likely to happen in the future. This is not an exhaustive list of examples:

a criminal offence
a failure to comply with a legal obligation
a miscarriage of justice
a danger to the health and safety of an individual
damage to the environment
any conduct which may damage the Arktek Group Limited’s reputation
deliberate concealment of information relating to any of the above.

The following are outside the scope of this policy:

Matters that concern day-to-day issues relating to an employee’s employment (including issues relating to harassment and bullying or a complaint about another employee which would normally be referred to the employee’s line manager)
Complaints from the customer / public that relate to a standard of service delivered by Arktek Group

Limited or its sub-contractors, which should be reported through the Company’s complaints procedure.

This policy and procedure are designed to clarify the route through which concerns can be raised and to assure our employees that such matters will be taken seriously and acted upon by the Arktek Management team. Arktek Group Limited takes the view that in most cases an internal investigation and decision is likely to be the most appropriate course of action.

If an individual raises matters of concern outside the Company, without first using this procedure, he/she may be in breach of the procedure. That is potentially a disciplinary offence, especially if it causes, or might have caused, unnecessary reputational damage to a member of staff or the Company as a whole.

Reporting a Whistleblowing Concern

It is advisable to report a concern as early as possible. A significant delay in reporting the matter may make the subsequent investigation difficult to pursue. In the first instance concerns should normally be reported to a line manager or a more senior manager.

An employee reporting a concern will not be expected to prove a disclosure but will be asked to demonstrate that there are sufficient grounds for the concern, and it is made in good faith. Concerns can be raised verbally or in writing. Where possible, the following information should be provided when reporting a concern:

An outline of the disclosure.
names of those believed to be involved in the disclosed offence.
names of any person who has relevant information.
details of how the employee became aware of the suspected activities.
names of any person with whom the disclosure may have been shared. the employee’s name and contact details.

Although an employee is not expected to prove the truth of an allegation, he/she will need to demonstrate that there are sufficient grounds for the concern.

In the event an employee feels there concerns should be raised to an individual / organisation outside of Arktek Group Limited, we direct the employee to the government’s guidance for whistleblowing by visiting www.acas.org.uk/grievances or alternatively contacting them directly on 0300 123 1100, Monday to Friday 8am to 6pm.

Safeguards

Arktek Group Limited will not tolerate harassment and victimisation and will take action to protect employees when a concern is reported in good faith. Arktek Group Limited will make every effort to protect an employee’s identity when confidentiality is requested. All identity will be protected as far as possible but should the investigation into the concern require the employee to be named, this will be discussed and agreed with the employee before any identity is disclosed.

Untrue and Unfounded Allegations

If an employee makes an allegation in good faith, but it is not confirmed by the investigation, no action will be taken against them. If, however, an employee makes an allegation frivolously, maliciously or for personal gain, disciplinary action may be taken against them.

Following investigation, allegations may be confirmed as unfounded. This outcome will be notified to the employee who raised the concern, who will be informed that the matter has been concluded and that it should not be raised again unless new evidence becomes available.

Our Response

The concern/disclosure reported will be logged by Arktek Group Limited senior management team and the employee will receive an acknowledgement within ten working days, including an outline of the action that will be taken to investigate the issue.

The action that will be taken will depend on the nature of the concern. Whilst ensuring compliance with Arktek GDPR policies and procedures the matter raised may be:

investigated internally by management or through other internal processes.

referred to the police.

referred to the external auditor.

referred to independent inquiry.

When necessary, further information will be sought from the whistleblower. This will depend on the nature of the matters raised, the potential difficulties involved in investigating and the clarity of the information provided.

Should you have a query about this policy or its applicability, in the first instance, please contact the Managing Director.

This policy was last reviewed by Arktek Group Limited on 8 February 2024.

Whistleblowing Policy.