Stakeholder Grievance and Whistleblowing Policy

Code of Ethics & Responsible Business Conduct

Applies to: Employees, Contractors, Directors, Suppliers, and Critical Third Parties

1. Introduction and Purpose

At Bradshaw Taylor Group, we are committed to conducting business honestly, ethically and with integrity. We expect the same high standards from everyone who works with us and from our wider network of partners and stakeholders.

 

We recognise that, from time to time, things can go wrong or concerns may arise about malpractice, wrongdoing or unlawful conduct. We encourage anyone — whether they work for us or engage with us in any capacity — to speak up if they become aware of behaviour that does not meet our standards or legal obligations.

 

This policy provides individuals with a safe, clear route to raise concerns and explains the protections available when concerns are raised properly. A person raising a concern does not need to prove that wrongdoing has occurred, but they must reasonably believe that the information they disclose shows malpractice and that their disclosure is in the public interest.

 

We take all genuine concerns seriously. Anyone who raises a concern in good faith under this policy will not suffer retaliation, detriment or unfair treatment as a result. Where confidentiality is requested, we will respect that request as far as possible, unless disclosure is required by law.

 

2. Scope

This policy applies to concerns raised by any individual who has a relationship with Bradshaw Taylor Group, including:

• Employees, officers, consultants, contractors and other workers, including agency workers, volunteers, homeworkers and casual workers
• Suppliers and business partners
• Clients and customers
• Community members and members of the public affected by our activities
• Other stakeholders affected by our work

 

This policy does not form part of any contract of employment and may be amended at any time.

 

The policy covers two types of concern:

 

A whistleblowing concern is a serious concern about wrongdoing, risk or harm that affects others or is in the public interest.

Examples include:

• Criminal offences
• Miscarriages of justice
• Risks to the health and safety of any person
• Damage to the environment
• Breaches of legal or professional obligations
• Human rights or labour rights concerns
• Fraud, bribery or corruption (which should also be reported under our Anti-Bribery and Corruption Policy)
• Misleading claims or misrepresentation
• The deliberate concealment of any of the above

 

A grievance is usually a concern about something that affects you personally. Examples include treatment at work, a dispute with a manager, service quality, contractual concerns or poor communication. Employees should use our internal Grievance Procedure for personal employment concerns.

If you are unsure which category applies, raise it using this policy, and we will direct your query to the correct person and mechanism.

 

3. Our commitment

We will:

• Take concerns seriously
• Handle concerns fairly and promptly
• Protect confidentiality as far as possible
• Protect people from retaliation when they raise a concern in good faith
• Keep appropriate records
• Take corrective action where needed
• Review this policy regularly

 

We will not tolerate retaliation, victimisation, bullying or disadvantage against anyone who raises a concern in good faith.

 

Retaliation may result in disciplinary action, contract termination or other appropriate action.

 

4. How to raise a concern

You can raise a concern using one of the routes below.

 

Option 1: Use the reporting form on this page

Complete the reporting form on this page. Please include as much detail as you can.

 

Option 2: Email us

Email: HumanResources@bradshawtaylor.com

 

This inbox is only accessible by Jason Hewetson (Chief Finance Director), Sarah Gould (Group HR Manager) and Jeanette Mayers (Finance & HR Administrator)

 

Option 3: Write to us

Private and Confidential
For the attention of: Sarah Gould (Group HR Manager)
Bradshaw Taylor Ltd

16 Mill Street

Oakham

Rutland

LE15 6EA

 

Option 4: Escalation route

If your concern relates to the persons who would normally receive or investigate the concern, you can contact:

 

[Alternative senior role / independent director / external adviser]
Email: [alternative email]

 

5. What to include in your report

Please include as much detail as possible. Useful information includes:

• Your relationship with Bradshaw Taylor
• Whether the matter is a grievance, a whistleblowing concern, or you are unsure
• What happened
• When it happened
• Where it happened
• Who was involved
• Who may be affected
• Whether the issue is ongoing
• Any evidence or documents
• Whether you have already raised the concern elsewhere
• Whether you want your identity kept confidential

 

Please do not include personal data unless it is necessary to explain the concern.

 

6. Anonymous and confidential reporting

You may raise a concern confidentially.

 

This means your identity will only be shared with people who need to know in order to assess, investigate or resolve the concern.

 

You may also ask to remain anonymous. We will respect this where possible. Anonymous reporting can make it harder for us to investigate fully or ask follow-up questions.

 

If you use email, your identity may be visible from your email address. If you use the website form, some technical information may be collected by the website. We will handle all information in line with our privacy policy.

You have the right to be accompanied by a colleague or trade union representative to ensure you feel safe and comfortable talking about your concern.

 

7. What happens after a concern is raised

Step 1: Acknowledgement

We will acknowledge receipt within 7 calendar days, where contact details have been provided.

 

Step 2: Initial assessment

We will assess the concern to decide:

• Whether it falls within this policy
• Whether it is a grievance, whistleblowing concern, or another type of complaint
• Who should handle it
• Whether any immediate action is needed
• Whether there is any conflict of interest

 

We aim to complete the initial assessment within 14 calendar days.

 

Step 3: Investigation

Where investigation is needed, we will appoint an appropriate accountable person. The investigation may include reviewing documents, speaking with relevant people, reviewing policies and records, seeking external advice, and taking steps to protect people from harm or retaliation. We will avoid involving anyone with a conflict of interest.

 

Step 4: Outcome

We will inform the reporting person of the outcome where it is lawful and appropriate to do so. Outcomes may include corrective action, policy or process changes, training, disciplinary or contractual action, referral to an external body, or further monitoring.

We aim to conclude most cases within three months; complex cases may take longer, and where this is so, we will provide an update where possible.

 

Step 5: Follow-up

Where appropriate, we will check whether the action taken has addressed the concern.

 

8. Protection for Those Who Speak Up

Bradshaw Taylor Group is committed to supporting anyone who raises a genuine concern in good faith, even if that concern later proves to be mistaken.

 

No individual will suffer dismissal, disciplinary action, disadvantage, intimidation, harassment or any other detriment for speaking up under this policy in good faith. Retaliation for raising a concern or issue can include:
 

• Dismissal or demotion
• Bullying, harassment or victimisation
• Exclusion or reduced hours or opportunities
• Unfair treatment by managers, colleagues, suppliers or clients
• Threats or pressure to withdraw a concern

 

Retaliation against anyone who raises a concern or who assists with an investigation will not be tolerated and may result in disciplinary or contractual action.

 

If you believe you have suffered retaliation or unfair treatment, you should report this immediately using the routes in section 4.

 

9. False or malicious reports

This policy is intended to protect individuals who raise genuine concerns in good faith and in the public interest.

Anyone who knowingly raises a false allegation, acts maliciously, or uses this policy for personal gain may be subject to disciplinary or contractual action.

 

10. Data protection and confidentiality

We will handle all reports in line with data protection law and our Privacy Policy. Information will only be shared on a need-to-know basis. Records will be stored securely and retained only for as long as necessary.

 

11. External advice and reporting

The purpose of this policy is to provide a safe and effective route for raising concerns internally, and in most cases, this will be the most appropriate course of action.

In exceptional circumstances, where you reasonably believe the information is substantially true and feel unable to raise the concern internally, the law may allow you to report to a prescribed external body, such as a regulator, professional body or MP. Anyone considering an external disclosure is strongly encouraged to seek independent advice first.

You may also seek independent advice from Protect, the UK whistleblowing charity.

 

12. Monitoring and review

We will keep a confidential register of all concerns raised under this policy. At least once a year, senior leadership will review:

 

• The number and type of concerns raised
• Time taken to respond
• Outcomes and corrective actions taken
• Any recurring themes
• Any evidence of retaliation
• Improvements needed to this policy or process

 

This policy, reporting mechanisms, and supporting procedures will be reviewed at least annually to ensure they remain effective, up to date, and appropriate for the organisation. The review will consider any concerns raised, the number and type of reports received, how concerns were handled, whether any barriers to reporting were identified, and whether changes are needed to improve accessibility, confidentiality, investigation, remediation or protection from retaliation.