Robson Laidler Accountants Whistleblower Protection Policy

This policy aims to enable and encourage staff and other stakeholders to raise concerns within Robson Laidler Accountants Limited 

Purpose

Robson Laidler Accountants is committed to upholding the highest standards of integrity, honesty, and ethical conduct in all our operations. We encourage our employees, contractors, clients, suppliers and stakeholders to report any concerns they have regarding unethical behaviour, misconduct, or violations of law or company policy. This Whistleblower Policy ensures that those who report in good faith are protected from retaliation and have their concerns addressed promptly and confidentially.

Commitment to Protecting Whistleblowers

Robson Laidler Accountants is fully committed to protecting whistleblowers from retaliation. We understand that reporting misconduct can sometimes be challenging, and we want to create an environment where stakeholders feel safe to raise concerns without fear of negative consequences. As such, we have put in place strong measures to protect individuals who report in good faith.

The whistleblower must reasonably believe that they are acting in the public interest.  Whistleblowers are encouraged to report any of the following concerns:

  • A criminal offence such fraud, corruption, or financial misconduct
  • Breach of confidentiality
  • A miscarriage of justice
  • Health and safety violations
  • Discrimination or harassment
  • Violations of legal or regulatory requirements
  • Unethical behaviour or breaches of company policy
  • Damage to the environment
  • Attempts to cover up any of the above examples  

Other examples of wrongdoing might include (but are not restricted to): 

  • Unsafe working conditions
  • Lack of, or poor, response to a reported safety incident
  • Inadequate induction or training for staff
  • Bullying culture (across a team or organisation rather than individual instances of bullying). 

How to Report a Concern / Grievance

We encourage you to report any as soon as possible through the following channels: 

  • You may decide to raise a whistleblowing concern anonymously.

In this instance, please contact ‘Protect – Speak up, stop harm’ by calling 020 3117 2520 or using their advice line form: Contact our Advice Line – Protect – Speak up stop harm

‘Protect – Speak up, stop harm’ is a third party, confidential whistleblowing advice provider. They provide free expert advice to whistleblowers, helping you decide how to best raise your concern and can advise you on what protection you are entitled to.

Whilst we encourage anonymous reporting over remaining silent and we will investigate any concern that is reported anonymously as best we can, an anonymous report can be more difficult to investigate, and we will not be in a position to provide you with any feedback. 

  • You may also like to report a concern, misconduct or grievance via Robson Laidler’s virtual Grievance Form.  Here you can identify yourself, that way the Whistleblower Officer can work closely with you to obtain more information and make the investigation process easier.
  • By writing to our Director and Whistleblowing Officer Nick Wilson on nwilson@robson-laidler.co.uk or via our head office address: Fernwood House, Fernwood Road, Jesmond. NE2 1TJ. Or by Telephone: (0191) 2818191

Investigation Process

Once a concern has been reported, Robson Laidler Accountants will:

  • Acknowledge receipt of the concern within 5 business days.
  • Conduct a thorough and fair investigation of the matter.
  • Provide an initial response within 20 business days and, if applicable, a final response with findings and resolution within 40 business days.
  • In some cases, we may choose to involve an Independent Complaints Handler for a fair and unbiased investigation. 

Measures for Protection

Confidentiality

Robson Laidler Accountants is committed to maintaining confidentiality. If the whistleblower wants to raise the matter in confidence, they should say at the outset so that appropriate arrangements can be made. Whistleblowers should be assured that their identity will not be disclosed without their consent unless required by law. However, certain investigations may require the disclosure of identity to proceed.

Protection Against Retaliation

Robson Laidler Accountants strictly prohibits any form of retaliation against individuals who report concerns in good faith. Retaliation includes, but is not limited to, discrimination, harassment, or any form of adverse action taken against the whistleblower. If you believe that retaliation has occurred, please report this immediately to our Director and Whistleblowing Officer Nick Wilson on nwilson@robson-laidler.co.uk. 

Third-Party Protection

In cases where we assess risks to vulnerable stakeholders (such as employees, clients, or others), we may collaborate with independent third parties to ensure an impartial and objective risk assessment is conducted. This helps to identify any potential threats to the whistleblower’s safety or wellbeing. 

Consequences for Retaliation

If retaliation is identified following a report of misconduct, Robson Laidler Accountants will take immediate and appropriate action. This may include disciplinary action, up to and including termination of employment or contractual relationships. All incidents of retaliation will be thoroughly investigated and addressed to ensure that whistleblowers are protected.

Mechanisms for Protection

Training and Awareness

Employees, contractors, and others involved in handling grievances or complaints will receive enhanced training and mentoring from legal or HR professionals to ensure they understand the importance of protecting whistleblowers and maintaining confidentiality throughout the process. This training will emphasize the need for fair treatment and the consequences of breaching confidentiality or retaliating against whistleblowers.

More generally, Robson Laidler will also provide regular refresher training to all staff enabling them to deal with concerns that are raised and so that they are aware of whistleblowing law and know how to use this policy.

Clear Communication and Informed Consent

At the beginning of the grievance process, stakeholders raising concerns will be informed of the grievance process about who will need to be involved or informed in the investigation and what information may need to be shared. We will seek the whistleblower’s consent before sharing any information with additional parties, ensuring that the whistleblower is aware of and agrees to the disclosure of relevant details. 

Confidentiality and Outcome Reporting

We are committed to maintaining confidentiality not only during the grievance process but also regarding the outcome. While we aim to resolve complaints transparently, the details of the outcome may be kept confidential to protect the whistleblower and others involved.

Only relevant information will be shared with appropriate parties, and we will always prioritize the protection of the whistleblower’s identity and interests. 

Disciplinary Actions for Breaches of Confidentiality

Any breach of confidentiality by individuals handling grievances will result in disciplinary action. This ensures that all staff involved in the grievance or complaint process understand the importance of protecting sensitive information and maintaining the trust of stakeholders. 

Resolution

After completing the investigation, we will provide the whistleblower with the findings and any relevant actions or recommendations. If the complaint is upheld, corrective actions will be taken to resolve the issue.

Reporting a concern to an external body

If an employee or stakeholder is not satisfied with the outcome of an investigation or if, for any reason they do not feel comfortable raising their concern internally within Robson Laidler, they can contact the Financial Ombudsman Service (FOS): https://www.financial-ombudsman.org.uk/ or the Institute of Chartered Accountants England and Wales: ICAEW’s Code of Conduct for Complainants.

They are also free to take the matter to a prescribed person or body or to their Member of Parliament (MP).

The full list of prescribed persons and bodies can be found on the UK government website at www.gov.uk/government/publications/blowing-the-whistle-list-of-prescribed-people-and-bodies–2/whistleblowing-list-of-prescribed-people-and-bodies 

More information and support

We are committed to reviewing and improving our whistleblowing and grievance mechanisms regularly to ensure they are effective and provide adequate protection for those who raise concerns.

This policy will be communicated and reviewed annually.