WhiteBox Grievance Mechanism for Companies
Grievance Mechanism for Supply Chain Due Diligence
Why are grievance & tip mechanisms so important?
Important pillars for effective risk management and due diligence processes
Early Warning System
Effective complaints, grievance and whistleblowing mechanisms act as early warning systems by identifying problems before they escalate. This helps you prevent or limit damage to your business in the form of damage payments, fines, or reputation.
Risk Analysis & Auditing
Grievance and tip portals can be a highly effective and efficient tool to analyse risks along your value-chain. Furthermore, they offer companies the opportunity to obtain feedback on the effectiveness of their risk management and individual due diligence processes. Therefore they also form an important building block for the further development of risk management systems.
Fraud Detection & Deterrence
In 2022, the Association of Certified Fraud Examiners reported that 42% of occupational fraud was detected through whistleblower reports. Effective whistleblower channels can also deter malicious actors out of fear of being reported and caught.
Compliance
Compliance with the German Supply Chain Due Diligence Act (LkSG), EU CSDDD, and EU Whistleblower Directive
Compliance made simple with WhiteBox
WhiteBox is developed for full compliance with:
- German Supply Chain Due Diligence Act (LkSG)
- EU Corporate Sustainability Due Diligence Directive (EU CSDDD)
- EU Directive for Whistleblower Protection
Turn-key compliance in 6 steps with WhiteBox!
Companies using WhiteBox can reach full compliance with grievance mechanism obligations contained in supply chain due diligence regulations in 6 steps which are completed within minutes and without any extra expertise needed!
Set up within minutes
Ready procedures accompanied by reporting forms and policies (provided as templates) as well as an intuitive interface ensure quick and easy implementation
No expertise required
WhiteBox guides you to compliance and simplifies the establishment of grievance mechanisms. For extra help our network of consultants are always available.
Full-Suite accompanying services
Consultation for setting up of a procedure & drafting of the policies
Get full-suite consultation from domain experts with decades of experience
Education & training for staff capacity building
Train procedure administrators and managing staff on their obligations and best practices
Education & training for stakeholder awareness
Educate stakeholders on their rights and how they can use the procedure effectively and appropriately
On-going services for management of procedure
- Ombudsperson services,
- On-demand translations,
- Consultation,
- Legal Assessments,
- and more ...
Features & Capabilities
Book a demo ...
Get in touch with us!
Accessibility
Efficient & Effective Grievance Management
Organise | Automate | Streamline | MonitorUtilise WhiteBox to effortlessly manage received reports on human rights and sustainability risks or violations. With WhiteBox, your company receives all relevant grievances from its supply-chain and enables your staff to handle these complaint reports effectively and efficiently.
How WhiteBox leverages Artificial Intelligence
Transcription of Spoken Information Increasing Accessibility for Illiterate Stakeholders
We increase accessibility to the procedure for illiterate rightsholders through an industry leading transcription service called "Whisper" provided by OpenAI.
Instant High-Quality Translation between over 100 Languages
We bridge language barriers with instant translations from- and to- over 100 languages (powered by DeepL for 30 supported languages and Amazon Translate for another 70). Where automation falls short, human translation services can be integrated directly into the platform ensuring confidentiality and efficiency.
Fast and Accurate Anonymisation of Reports for Confidential Further Processing and Collaboration in the Supply Chain
We use Amazon Comprehends natural language processing (NLP) capabilities to identify and redact personal and corporate identifying information to ensure confidentiality across our systems.
Automated Identification of ESG Risks and Flagging of "Out-of-Scope" Reports.
After the reports are translated into English and redacted from any personal or company identifying information, they are analysed by various Large Language Models including those provided by the organisations OpenAI and Anthropic.
Integrated Service Providers
Legal Assesments
Mediation Services
Ombudsperson Services
Translation Services
Auditing Services
& More
Certified Services
Professional grievance and whistleblowing management services by trained staff of certified firms around the world
Select firms with regional expertise to support your compliance department
Full-suite set up and management services for your WhiteBox and additional grievance mechanisms
Highly qualified consulting services for grievance and whistleblowing procedures
Seamless Integration With Your Supply Chain
WhiteBox stands out as the sole solution in the market, facilitating seamless integration of both direct and indirect suppliers into your grievance mechanism.
Effortlessly implemented along your entire value-chain
WhiteBox facilitates the transmission of grievance reports from your own operations as well as your entire supply chain to you. Affected stakeholders only need to identify the company and worksite impacting them, while you simply need to know your direct suppliers.
Protecting important information of your company
WhiteBox enables collaboration and transparency for the supply chain grievance mechanism while keeping identifying data regarding suppliers and customers of your company hidden to unauthorised third parties (including the reporting individual) with advanced digital anonymisation technology.
Automatically delegated main responsibility
WhiteBox automatically delegates the main responsibility for the procedure based on the requirements of the laws and factors influencing the ability to respond to the issue most effectively.
Enabling suppliers to quickly address and refute any defamatory claims
WhiteBox enables suppliers to protect their reputation by tracking and responding to any defamatory claims disguised as grievances.
Collaboration & Communication
WhiteBox enables collaboration and communication with customers, suppliers and stakeholders across your value-chainCollaboration is essential for effective supply chain due diligence, yet it remains a significant challenge within the context of complex, global supply chains. WhiteBox addresses this challenge by facilitating seamless, structured grievance-based collaboration among companies, their business customers, direct and indirect suppliers, reporting stakeholders, and NGOs. Simultaneously, it safeguards the integrity of sensitive data and business secrets for all parties involved through automated anonymization when necessary, ensuring both transparency and confidentiality.
Receive feedback from stakeholders on effectiveness of individual due diligence processes
Stakeholders are invited to provide feedback on the actions implemented before a report is finalized. Additionally, they can offer insights on the overall effectiveness of the procedure, ensuring continuous improvement and alignment with best practices.
Communicate with reporting stakeholders even when they remain anonymous
WhiteBox enables investigations to be conducted and feedback to be collected even in the absence of identifying (contact) information of the stakeholder.
Collaborate with involved organisations even when they remain anonymous
To facilitate seamless collaboration across the supply chain without compromising data confidentiality, WhiteBox protects your company’s customer and supplier data, ensuring it remains secure and is never shared with unauthorized third parties during collaboration within the supply chain.
Statistics & Analysis
WhiteBox provides a comprehensive solution for automating the collection and analysis of data from received reports and feedback
Both the EU Corporate Sustainability Due Diligence Directive and the German Supply Chain Due Diligence Act mandate companies to regularly evaluate the effectiveness of their complaint procedures and conduct thorough risk analyses. WhiteBox streamlines this by automatically collecting data from received reports and associated feedback loops. This empowers your organization to enhance risk analysis capabilities and continuously review the effectiveness of your complaint procedure ass well as other due diligence processes. By automating the collection and statistical analysis of grievances, WhiteBox not only provides a robust foundation for evaluating the effectiveness of your mechanisms over a period of time. It also enables the identification of evolving risk trends, high-risk worksites, suppliers, regions, and sectors, ensuring your risk analyses are both proactive and comprehensive.
Automatic collection of statistics
Automatically collect a comprehensive set of structured data associated with incoming reports and the procedures
Identify high-risk links
Identify high-risk sectors, regions, suppliers and your own worksites with the help of data
Analyse and discover trends
Display and monitor collected statistics in a variety of detailed graphs and charts
Export anonymised data
Easily export anonymised data in .csv for compliant use and import to external analytics programs
Documentation & Reporting
WhiteBox simplifies compliance by automating the documentation of the procedure and relevant reporting
Automatic documentation & comprehensive archive keeping
WhiteBox enables automatic documentation of your grievance mechanism and creates a detailed archive for audit, reporting, and analysis purposes
Documentation of individual due diligence actions
Every action taken in response to a complaint (grievance) is recorded in your company own database together with feedback and effectiveness rating given by both your administrators as well as the reporting stakeholder
Streamlined creation of complaints mechanisms related sections in your HREDD & ESG Reports
The collection of information and creation of text required for ESG & Due Diligence reporting is automated and can be downloaded in a structured format with the click of a button
Data Security & Compliance
Compliance with data protection regulations and security best practices guard the integrity of data in the WhiteBox systemDetailed Permission Management
WhiteBox comes with highly modular permission management features for co-administrators
Account Security
Mandatory high security passwords and optional two factor authentication for login and other critical functions
IT Security
Utilising best practices in IT infrastructure security (click here for more information).
Data anonymisation
Automatic data anonymisation for compliant further processing
Integration with Compliance- and
Risk Management Software
Integrate our platform seamlessly with any compliance and risk management software. For more details and to begin the integration process, please reach out to us.
Customisations, Extensions & Integrations
Customized and tailor-made solutions by our team of experts in law and technology ensure that our platform meets your company's specific requirements. Some suggestions can even be added by our team at no extra cost for you.
Customize any aspect of WhiteBox
Connect WhiteBox with other software
Extend WhiteBox with additional channels
Create new solutions
Base Plans
For Responsible Suppliers & Businesses
Tier 1
up to 49 employees
excluding VAT, billed yearly
Unlimited reports
Free policy template
Up to 3 administrators
30-Day money back guarantee
Tier 2
more than 50 employees
excluding VAT, billed yearly
Unlimited reports
Free policy template
Up to 5 administrators
60-Day money back guarantee
Tier 3
more than 250 employees
excluding VAT, billed yearly
Unlimited reports
Free policy template
Up to 10 administrators
90-Day money back guarantee
For Industry Leaders & ESG Pioneers
Tier 4
more than 1000 employees
excluding VAT, billed yearly
Unlimited reports
Statistics add-on
Up to 25 administrators
Tier 5
more than 3000 employees
excluding VAT, billed yearly
Unlimited reports
Statistics add-on
Up to 50 administrators
Add-Ons
excluding VAT, billed yearly
Whistleblower
Can be purchased independentlyReceive whistleblower reports from a separate channel only accessible by relevant parties
Separate whistleblowing channel & dashboard
Connectable to WhiteBox dashboard
Compliant with EU Whistleblowing Directive and ISO 37002:2021
Additional data security (incl. extra encryption)
Accessible through Tor-Browser (Onion Link)
Flexible hosting options (incl. on-premise)
excluding VAT
Statistics
Activates statistics functionality & dashboard
Automatically collect all kinds of statistics in relation to reports
Chart all kinds of statistics in relation to filed reports
Ability to export statistics in different formats