1. Purpose
Exact Security Services is committed to the highest standards of integrity, transparency, and accountability.
This Whistleblowing & Grievance Policy provides a safe and confidential channel for employees, contractors, and third parties to report any misconduct, unethical behavior, or violation of company policies without fear of retaliation.
The purpose of this policy is to:
- Encourage employees to speak up about genuine concerns.
- Detect and prevent improper conduct, fraud, or corruption.
- Protect whistleblowers who report in good faith.
- Support a culture of honesty, fairness, and corporate responsibility.
2. Scope
This policy applies to:
- All employees, including full-time, part-time, and contract staff.
- Directors, managers, and supervisors.
- Contractors, suppliers, and business partners.
- Any person who has a business relationship with Exact Security Services.
3. What Can Be Reported
Whistleblowers may report any of the following misconducts:
- Bribery, corruption, or fraud
- Theft, misuse of company property, or falsification of records
- Abuse of power or position
- Harassment, discrimination, or bullying
- Health and safety violations
- Breach of the Code of Conduct, Anti-Bribery Policy, or company SOPs
- Any illegal, unethical, or improper behavior
4. Reporting Channels
You may report any concern or misconduct through one of the following confidential channels:
Email: [Insert Whistleblowing Email Address]
Phone: [Insert Contact Number]
Attention: Compliance / Human Resources Department
Mail: “Private & Confidential”
Exact Security Services
[Insert Company Address]
5. Anonymity and Confidentiality
- Whistleblowers may choose to remain anonymous; however, providing contact details can help in investigation.
- All reports will be treated strictly confidential.
- The identity of the whistleblower will not be revealed without consent, unless required by law.
6. Protection from Retaliation
Exact Security Services strictly prohibits any form of retaliation, harassment, or victimization against a whistleblower who reports a concern in good faith.
Protection covers:
- Job security (no termination or demotion)
- No discrimination in work assignment or benefits
- No verbal or physical harassment
Any person found retaliating against a whistleblower will face disciplinary action.
7. Handling of Reports
- Acknowledgment: The report will be acknowledged within a reasonable time.
- Preliminary Review: The Compliance/HR Department will conduct an initial review.
- Investigation: A fair and impartial investigation will be carried out.
- Outcome: If misconduct is confirmed, appropriate corrective or disciplinary action will be taken.
- Follow-Up: The whistleblower may be informed of the outcome (if contact details are provided).
8. False or Malicious Reports
Employees are protected when reporting in good faith, even if the claim is unproven.
However, malicious, false, or fabricated reports made with ill intent may result in disciplinary action.
9. Record Keeping
All whistleblowing reports, investigations, and outcomes will be properly documented and stored securely for reference and audit purposes.
10. Communication & Awareness
This policy will be:
- Included in the company’s employee handbook.
- Made available on the company website and notice boards.
- Briefed during staff induction and refresher training sessions.
11. Review of Policy
This policy will be reviewed periodically to ensure its effectiveness and compliance with legal requirements and ethical best practices.
12. Commitment Statement
Exact Security Services is committed to fostering a transparent, ethical, and safe working environment where everyone feels empowered to speak up against wrongdoing without fear.