Whistleblowing Policy

Last updated: March 25, 2026

Please contact Clare Palmer, Compliance & Training Director with any questions regarding this policy, clare@westcountrywomen.com

West Country Women Awards CIC is committed to operating with integrity, transparency, and accountability. This Whistleblowing Policy provides a safe and confidential process for individuals to raise concerns about wrongdoing, misconduct, or unethical behaviour.

The aim of this policy is to:

• Encourage individuals to report concerns without fear
• Ensure concerns are handled appropriately and fairly
• Protect the reputation and integrity of the organisation, West Country Women Awards CIC

Whistleblowing is the act of reporting genuine concerns about suspected wrongdoing within West Country Women Awards CIC.

This includes (but is not limited to):

• Bullying or harassment
• Abuse of any kind (emotional, physical, financial, or psychological)
• Fraud, financial misconduct, or misrepresentation
• Actions that could cause reputational or brand damage
• Breaches of policies, procedures, or legal obligations
• Unethical behaviour or misuse of power

Whistleblowing is not:

• A grievance about personal matters or disputes
• A disagreement with business decisions that are lawful and ethical
• A complaint made with malicious intent or knowingly false information

Such matters should be addressed through the appropriate internal processes where applicable.

All whistleblowing disclosures will be treated in strict confidence.

• The identity of the individual making the disclosure will only be known to the Compliance Director.
• If the disclosure involves the Compliance Director, the information will be handled by a delegated person, Alexis Bowater.
• Information will only be shared on a strictly need-to-know basis to enable appropriate investigation, the name of the reporter will not be shared unless legally required.

West Country Women Awards CIC will take all reasonable steps to protect the individual making the disclosure from retaliation or harm.

All concerns must be submitted via email using the template titled “Disclosure Report”, located in the appendix of this document.

Reports should be sent to Clare Palmer, Compliance and Training Director using the designated email address, clare@westcountrywomen.com

In the unlikely event of your report including the Compliance and Training Director you should send your email to Alexis Bowater, Director General, using the designated email address, alexis@westcountrywomen.com

Use the template provided in Appendix A, the report should include,

• A clear description of the concern
• Dates, times, and locations (where possible)
• Names of individuals involved (if known)
• Any supporting evidence

West Country Women Awards CIC is committed to handling disclosures promptly:

• Acknowledgement of report: Within 3 working days, if required by the reporter
• Initial assessment: Within 7 working days
• Investigation period: Typically completed within 30 working days

In complex cases, investigations may take longer. The reporting individual will be kept informed of progress where appropriate and if required.

An investigation will be conducted fairly, independently, and objectively.

The process may include:

• Reviewing the disclosure and any supporting evidence
• Conducting interviews with relevant individuals
• Gathering additional documentation or information
• Assessing risks to individuals and the organisation

Investigations will be proportionate to the nature and seriousness of the concern.

Where appropriate, external advisors or independent investigators may be appointed.

Following the investigation:

• Appropriate action will be taken where wrongdoing is identified
• This may include disciplinary action, process changes, or escalation to external authorities

Due to confidentiality, full details of outcomes may not always be shared with the individual who raised the concern.

West Country Women Awards CIC will not tolerate any form of retaliation against individuals who raise concerns in good faith.

Any attempt to victimise or disadvantage a whistleblower will be treated as a serious disciplinary matter.

• Compliance and Training Director: Responsible for receiving and overseeing disclosures and ensuring corrective action is taken when required
• Delegated Person: Acts in place of the Compliance and Training Director where required
• All Individuals: Responsible for raising concerns where appropriate

Subject Line: Disclosure Report

Please include the following information:

1. Your name (optional, but encouraged):
2. Date of report:
3. Description of concern:
4. Individuals involved:
5. Date(s) and location(s) of incident(s):
6. Evidence available (if any):
7. Any immediate risks or concerns
8. Are you happy to be contacted by the Compliance and Training Director regarding this disclosure Y / N