The ZDHC Speak-Up Procedure is a crucial component of our quality management programme and ZDHC, as it helps to maintain our integrity and accountability. It provides a platform for reporting any suspected or observed misconduct that may affect ZDHC, and we encourage anyone who notices something worrying, inappropriate, unethical, or illegal to speak up.
Speaking up is essential because it enables us to protect our core ZDHC values and principles, our credibility and reputation, and that of our stakeholders. It helps prevent legal and/or ethical misconduct from occurring, stops existing situations from worsening, and prevents undesirable behaviour in the future.
Examples of concerns that can be raised through the Speak Up Procedure include misconduct or gross misconduct, conflict of interest, fraud (including bribery and corruption), anti-competitive practices or behaviour, discrimination or harassment, breach of legal requirements or obligations, and violation of any other ZDHC policies. This list is not exhaustive.
It's best to speak up as soon as possible or as soon as you suspect a violation of laws or regulations or other unethical behaviour. There is no fixed reporting period, but early reporting and intervention are highly effective in resolving actual or perceived incidents of violation.
You can report a concern or incident related to quality, integrity, bribery, professional obligations, violations of stakeholders, or any other suspicious behaviour that can affect the integrity of our programme. You can speak up directly to ZDHC by sending an email to email@example.com, and you will be able, in future, also to use SpeakUp® System (to be launched soon).
The SpeakUp® System will be operated by an independent service provider, and it will be available 24/7. It will allow you to speak up or ask questions directly to an external independent SpeakUp office. The SpeakUp office has highly qualified specialists handling reports. You will be able to speak up in English or other languages, via phone or internet. You can decide to remain anonymous. To assist in the assessment and any subsequent investigation of a report via a SpeakUp channel, as much detailed and factual information as possible about the suspected violation should be provided.
To make a report, you should provide your name, location, and contact details (preferred, but you may choose to stay anonymous), the nature of the suspected violation, why it concerns you, when and where the violation occurred (if known), who was involved, if there were any witnesses and who they are, if you did anything in response to the violation, whether you have already raised a concern with anyone and their response, any evidence that supports your report, and any further information that could help investigate a report. If you are concerned about possible reprisals for raising a concern, please mention it in your report.
Protecting the rights of those who use the ZDHC SpeakUp Procedure is crucial, and we ensure confidentiality. All questions or issues raised are treated confidentially, and information is only shared with a limited number of people on a strict need-to-know basis. ZDHC is committed to protecting the privacy of everyone involved in the SpeakUp process and will do everything within reason to safeguard personal data from unauthorised access and processing. Any personal data obtained will be processed in line with applicable privacy policies and will only be used for the purposes explained in this procedure or to comply with the law or an important public interest. We expect those using the SpeakUp System to report in good faith, meaning that a person comes forward with all of the information in their possession and gives a sincere, truthful, fact-based, accurate, and complete report.
Information can be shared anonymously; however, note that an anonymous reporter does not offer any possibility of further correspondence or investigation.