Whistleblowing Policy

1. Policy Statement

At Synergix Sameday, we are committed to maintaining the highest standards of honesty, integrity, and accountability. We encourage a culture of openness in which employees, subcontractors, and stakeholders can raise genuine concerns about misconduct or wrongdoing without fear of reprisal.

This policy outlines how concerns can be reported and how they will be handled fairly and responsibly.

2. Purpose of This Policy

This policy is designed to:

  • Encourage employees, drivers, and third parties to report serious concerns early.

  • Provide a clear and confidential process for reporting.

  • Protect whistle-blowers from dismissal, discrimination, or victimisation.

  • Ensure concerns are properly investigated and appropriate action taken.

3. What Is Whistleblowing?

Whistleblowing refers to the disclosure of information related to suspected wrongdoing or dangers in connection with our business. This may include:

  • Criminal activity (e.g. theft, fraud)

  • Breach of legal or regulatory obligations

  • Health and safety risks, including those to the public or drivers

  • Environmental damage (e.g. unlawful waste disposal)

  • Modern slavery or human trafficking

  • Bribery or corruption

  • Concealment of any of the above

This policy is not for personal grievances (e.g. bullying or harassment) which should be raised under our Grievance Policy.

4. Who Can Raise a Concern?

The following people are covered under this policy:

  • Employees (permanent, temporary, or part-time)

  • Self-employed drivers or subcontractors

  • Agency or freelance staff

  • Suppliers or other stakeholders

5. How to Raise a Concern

You are encouraged to raise concerns as early as possible, preferably in writing. You can report your concern to Line Manager or Supervisor.

Concerns can be raised anonymously, although it may limit our ability to fully investigate.

6. Investigation Process

  • The Whistleblowing Officer will acknowledge your concern within 5 working days.

  • An internal review or full investigation will begin, depending on the nature of the concern.

  • You will be kept informed of progress unless doing so would compromise confidentiality or a legal process.

  • Where appropriate, the matter may be reported to regulators or law enforcement.

7. Protection and Confidentiality

We are committed to ensuring no one suffers detrimental treatment as a result of raising a concern in good faith.

  • Any retaliation, victimisation, or attempts to silence whistleblowers will be treated as a disciplinary offence.

  • All concerns will be treated confidentially. Your identity will not be disclosed without your consent unless legally required.

8. Malicious Allegations

Deliberately false or malicious allegations are serious offences and may lead to disciplinary action. However, if a concern is raised in good faith but turns out to be unfounded, you will not be penalised.

9. Review and Oversight

This policy is reviewed annually by senior management and updated as necessary. A summary of whistleblowing concerns and resolutions (anonymised) may be included in board-level reports to improve accountability.

10. External Reporting

If you feel your concern has not been properly addressed internally, you may contact relevant authorities such as:

  • The Health and Safety Executive (HSE)

  • The Environment Agency

  • The Information Commissioner’s Office (ICO)

  • The police or other statutory regulators

Approved by:
Henry Simons

Founder & CEO