The EU’s new directive and associated legislation requiring compliance from even smaller organizations to have a functioning whistleblower channel can feel like another heavy demand on an already large bureaucracy.
In short, the directive is about ensuring anonymity, confidentiality, and transparency through an internal process to deal with irregularities in the organisation, with at least one secure and anonymous whistleblower channel for reporting of concerns, thereby enhancing whistleblower protection and potentially involving external parties, thereby upholding fundamental human rights.
HINT! In our article “Whistleblowers; your optimal guide to the EU directive” you will find everything you need to know about the directive.
Setting up a whistleblower channel in a conducive environment doesn’t have to be expensive and complicated at all.
The vast majority do well with a secure and anonymous whistleblower channel that can be created using a secure e-form from us on the existing website.
WARNING! Ordinary e-mail or form services such as Google Forms, Microsoft Forms and above all free alternatives do not meet the requirements for secure reporting channels for whistleblowers and should not be used for this purpose!
Complement the whistleblower channel with a free secure email account with Proton , a whistleblowing policy, a code of conduct, and an internal process for handling reported irregularities.
We recommend Proton Secure Email and uses it in the example below but our forms work with all email services and clients like Outlook, Gmail and Mozilla Thunderbird that support PGP encryption, read more about email services and clients we tested with our forms
Our standard whistleblowing e-forms meet the accessibility and environment requirements for compliance with EN301549 and WCAG 2.1 AA, ensuring transparency, and are spam protected with Captcha.
This is how our whistleblowing channel solution works:
- A person surfs to the form on your website and fills in what is to be reported, ensuring their anonymity and confidentiality. The form data is already encrypted in the browser and sent through an encrypted channel to the e-mail account with Proton that the administrator has access to.
- The submitted report is decrypted in Proton’s email client (or alternatively downloaded to the case manager’s regular email client via Proton Mail Bridge and decrypted there).
- The report is processed according to the internal process your organization has created, in line with the code of conduct, for the reporting of concerns through the whistleblowing channel, potentially involving external parties for further investigation or resolution, ensuring compliance with human rights standards.
- If the whistleblower has registered an email address for contact, you can communicate via Proton’s secure email.
Do this to set up your new whistleblower channel:
- Read the article “How to create a simple and cheap whistleblower solution”
- Create a free Proton account (or buy a subscription if you want to receive reports in e.g. Outlook).
- Buy a suitable subscription
- Embed your secure e-form into your website using a link to the whistleblower e-form, or use our free JavaScript library or plugin for WordPress or Joomla
- Create a whistleblower policy using our free template or the dynamically created policy included with the subscription, and establish a dedicated whistleblower channel for submissions. Embed the policy or a link to it in the same page where you embed the form according to point 4
As you can see, it is easy to create a cost-effective whistleblowing channel that ensures compliance with all regulatory requirements, adheres to a strong code of conduct, involves external parties, protects human rights, emphasizes transparency, maintains confidentiality, considers the environment, ensures proper reporting of concerns, provides whistleblower protection, and preserves anonymity for the whistleblowers.
| Physical mailbox | “My door is always open” | E-mail service | ANON::form | |
|---|---|---|---|---|
| The highest Security Level | ||||
| Cost-efficient | ||||
| Can be embedded into existing website | ||||
| The whistleblower can choose to be confidential or anonymous | ||||
| Continue your conversation with the whistleblower after reporting | ||||
| Is the system compliant with GDPR, the EU Directive and Schrems II? |
Frequently Asked Questions (FAQ) — Secure Whistleblower Reporting Channels
What is a secure whistleblower reporting channel?
A secure whistleblower reporting channel is a system that enables employees and stakeholders to submit reports of misconduct, compliance breaches, or irregularities confidentially or anonymously through a secure, encrypted form. These channels ensure that sensitive data is protected from interception and that the identity of the whistleblower remains confidential.
Why is anonymity important for whistleblowers?
Anonymity is essential to encourage reporting without fear of retaliation. A reporting channel that guarantees anonymity and confidentiality increases trust, enabling employees to disclose misconduct without risking their identity. A system that uses end-to-end encryption (E2EE) and secure forms supports this level of protection.
Can I create a whistleblower channel on WordPress, Joomla, or Drupal?
Yes. You can embed a secure whistleblower reporting form into your existing WordPress, Joomla, or Drupal site using a secure e-form solution. This integration allows you to create a compliant whistleblower channel that maintains the security and anonymity of submissions while using your current CMS.
What are the risks of using free forms like Google Forms for whistleblowing?
Ordinary free forms such as Google Forms, Microsoft Forms, and similar services do not meet regulatory requirements for whistleblower reporting because they lack sufficient encryption, confidentiality safeguards, and anonymity protections. They are not suitable for secure reporting of sensitive information.
How do secure whistleblower forms protect data?
Secure whistleblower forms encrypt data in the browser before submission and transmit it through an encrypted channel. They meet accessibility and compliance standards (e.g., WCAG 2.1 AA) and are often paired with secure email providers that support PGP encryption, ensuring that only authorized recipients can decrypt and view the report.
What internal processes support effective whistleblower reporting?
In addition to a secure reporting channel, organisations should establish internal processes including:
- a whistleblowing policy and code of conduct,
- defined steps for processing, triaging, and investigating reports,
- clear roles for responsible personnel,
- secure record keeping and data protection,
- feedback procedures for reporters (if appropriate).
How does a low-cost whistleblower channel meet compliance?
Affordable solutions (e.g., around €5 per month) can still meet fundamental regulatory requirements by providing secure, encrypted reporting forms and supporting integration with compliant email systems. These tools help small and medium organisations fulfill obligations under whistleblower protection directives without high upfront investment.
What steps are involved in deploying a secure channel?
To deploy a secure whistleblower channel:
- Set up a secure encrypted mailbox (free or paid, e.g., Proton).
- Embed the secure reporting form into your CMS site.
- Publish a dedicated whistleblower policy alongside the form.
- Define the internal handling process and recipient roles.
Who should manage the whistleblower reports?
Reports should be received and managed by designated personnel or a compliance team with appropriate training in handling sensitive disclosures, maintaining confidentiality, and following up on reported concerns. This enhances trust and compliance effectiveness.
How does secure reporting support organisational integrity?
Secure reporting channels help organisations detect issues early, mitigate risks, and uphold transparency. They reinforce ethical culture, support regulatory compliance, and protect both the reporter and the organisation from potential legal and reputational harm.