Annual Reports

Ataxia UK Policies and Procedures

Whistleblowing

You can download our whistleblowing policy here or read ahead.

1.Policy
Ataxia UK is committed to the highest standards of openness, probity and accountability. In line with that commitment, the charity has implemented this policy to cover any genuine concerns that a trustee, member of staff, or volunteer may have about suspected wrongdoing within the charity.

In demonstrating this commitment Ataxia UK encourages its trustees, members of staff, or volunteers who have serious concerns about any wrongdoing within the charity to come forward and express their concerns. It is important that any fraud, misconduct or wrongdoing by staff or others working on behalf of the charity is reported and properly dealt with. This policy sets out the way in which individuals may raise any concerns that they have and how those concerns will be dealt with.

2.Background
The Public Interest Disclosure Act 1998 amended the Employment Rights Act 1996 to provide protection for workers who raise legitimate concerns about specified matters in the public interest. These are called ‘qualifying disclosures’. A qualifying disclosure is one made by an employee who has a reasonable belief that any of the following is being, has been or is likely to be, committed:

• A criminal offence
• A miscarriage of justice
• An act creating risk to health and safety
• An act causing damage to the environment
• A breach of any other legal obligation
• Concealment of any of the above

This policy additionally reflects the requirements of the Code of Fundraising Practice introduced by the Fundraising Regulator regarding fundraising practices.

It is not necessary for you to have proof that such an act is being, has been, or is likely to be, committed – a reasonable belief is sufficient. You have no responsibility for investigating the matter – it is the charity's responsibility to ensure that an investigation takes place.

If you make a protected disclosure you have the right not to be dismissed, subjected to any other detriment or victimised because you have made a disclosure. We encourage you to raise your concerns under this procedure in the first instance.

3.Principles

• Everyone should be aware of the importance of preventing and eliminating wrongdoing at work. Staff and others working on behalf of the charity should be watchful for illegal or unethical conduct and report anything of that nature that they become aware of.
• Any matter raised under this procedure will be investigated thoroughly, promptly and confidentially, and the outcome of the investigation reported back to the person who raised the issue.
• The identity of the person raising the concern will not be disclosed without their consent. However, in situations where concerns cannot be resolved without revealing the whistleblower’s identity (for instance because their evidence is needed in court) this will be discussed with the person raising the concern and a decision reached on how and whether Ataxia UK can proceed.
• No employee or other person working on behalf of the charity will be victimised for raising a matter under this procedure. This means that the continued employment and opportunities for future promotion or training of the worker will not be prejudiced because they have raised a legitimate concern.
• Victimisation of an individual for raising a qualified disclosure will be a disciplinary offence.
• If misconduct is discovered as a result of any investigation under this procedure, our disciplinary procedure will be used, in addition to any appropriate external measures. Maliciously making a false allegation is a disciplinary offence.
• An instruction to cover up wrongdoing is itself a disciplinary offence. If told not to raise or pursue any concern, even by a person in authority such as a manager, you should not agree to remain silent. You should report the matter to the Chief Executive or the Chairman of the Board of Trustees.
• Ataxia UK recognises that a trustee, member of staff or volunteer may in exceptional circumstances decide to raise concerns with an appropriate external body such as the Charity Commission or the Fundraising Regulator or the Independent Fundraising Standards and Adjudication Panel for Scotland, as the case may be and depending on the nature of the concern. Ataxia UK will work honestly and openly with any such external body to resolve the concern.

4. Procedure
This procedure is for disclosures about matters other than a breach of your own contract of employment, which should be raised via the grievance procedure.

Stage 1
In the first instance, any concerns should be raised with the Chief Executive, who will arrange an investigation of the matter. The investigation may involve you and other individuals involved giving a written statement. Any investigation will be carried out in accordance with the principles set out above. Your statement will be taken into account and you will be asked to comment on any additional evidence obtained. The Chief Executive will take any necessary action, including reporting the matter to the Chairman of the Board of Trustees and any appropriate government department or regulatory agency. The Chief Executive will also invoke any disciplinary action required. On conclusion of any investigation, you will be told the outcome and what the charity has done, or proposes to do, about it. If no action is to be taken, the reason for this will be explained.

Stage 2
If you are concerned that the Chief Executive is involved in the wrongdoing, has failed to make a proper investigation or has failed to report the outcome of the investigations to the relevant person, you should escalate the matter to the Chairman of the Board of Trustees. The Chairman will arrange for a review of the investigation to be carried out, make any necessary enquiries and make their own report to the board.

Stage 3
If on conclusion of stages 1 and 2 you reasonably believe that the appropriate action has not been taken, you should report the matter to the relevant body. This includes:

• HM Revenue & Customs
• the Health and Safety Executive
• the Environment Agency
• the Serious Fraud Office
• the Charity Commission
• the Pensions Regulator
• the Information Commissioner
• the Financial Conduct Authority
• the Fundraising Regular
• the Scottish Charity Regulator

You can find the full list in The Public Interest Disclosure (Prescribed Persons) Order 2014: www.gov.uk/government/uploads/system/uploads/attachment_data/file/496899/BIS-16-79-blowing-the-whistle-to-a-prescribed-person.pdf

5.Review of Effectiveness
The Chief Executive will:

• Regularly review this policy and seek feedback from trustees, staff and volunteers as to the effectiveness of the policy.

The Chief Executive and Senior Management Team will:

• Implement and communicate the procedures on whistleblowing to trustees, staff and volunteers of Ataxia UK.
• Create a culture that reflects the values and professional standards of Ataxia UK.
• Ensure that trustees, staff and volunteers understand that Ataxia UK will not tolerate harassment or victimisation and will ensure that support is in place if an individual raises an issue.
• Ensure line managers understand how to handle whistleblowing situations through formal training and coaching.