ASTON HOLMES WHISTLEBLOWING PROCESS
At Aston Holmes, we are committed to operating with integrity, transparency, and accountability. This process outlines how any external stakeholder — including clients, candidates, suppliers, and service providers — can report serious concerns related to unethical, unlawful, or harmful conduct connected to our business operations, without fear of retaliation.
WHEN TO USE THIS POLICY
You may follow this process if you believe Aston Holmes, or individuals acting on its behalf, are involved in:
• Corruption and Abuse of Power: Miscarriage of justice.
• Financial Irregularities: Any criminal actions, for example; fraud.
• Legal Violations: The company is breaking the law.
• Threats to Health and Safety: Situations that put someone’s safety at risk.
This applies where the issue is of public interest or may impact the ethical operation of our business.
GUIDELINES FOR REPORTING
When raising a concern:
• Please include as many details as possible.
• Keeping reports factual and avoiding speculation.
• Where applicable, include dates, names, and supporting context.
ANONYMITY AND CONFIDENTIALITY
This platform is anonymous, and your identity will be protected. The information provided is kept confidential and shared only with those necessary to ensure a fair and thorough investigation.
WHAT HAPPENS NEXT
Upon receiving your report:
• We will issue a confirmation of receipt within 3 business days.
• A formal review will be conducted to determine the next steps.
• You will be updated throughout the process, including when the matter is resolved.
• If a concern does not fall within the scope, we will explain why and redirect you to a more appropriate contact.
INVESTIGATION PROCESS
All whistleblowing reports are investigated impartially and documented thoroughly. Outcomes are based on the evidence gathered, and appropriate action will be taken where necessary.
GRIEVANCE HANDLING WITHIN WHISTLEBLOWING
We treat external grievances related to whistleblowing with equal seriousness.
Grounds for Acceptance:
• Involvement in unethical or unlawful practices.
• Improper treatment in a candidate or supplier engagement.
• Concerns over safety, fairness, or legality.
A grievance may be rejected if:
• It falls outside the scope of whistleblowing. (e.g. unrelated personal matters)
• It lacks sufficient detail or is raised in bad faith.
• It has already been reviewed with no new information.
Process and Timelines
1. Submission: via our website - www.astonholmes.com
2. Acknowledgement: You will receive confirmation within 3 working days.
3. Review: A review to assess eligibility will be completed within 5 working days.
4. Investigation: If accepted, a formal investigation will begin within 10 working days.
5. Outcome: A written response will be issued within 15 working days, or an update provided if more time is required.
Where a grievance is not accepted, a clear explanation will be provided.
Facilitation of Resolution
• You will be updated throughout the process.
• You’ll be informed whether the grievance is upheld, resolved, or declined—with reasoning provided.
• Any agreed resolution will be communicated clearly and respectfully.
PROTECTION FOR WHISTLEBLOWERS
Anyone who reports a concern in good faith — including clients, candidates, and suppliers — is protected against retaliation or negative treatment.
Consequences for Retaliation
If retaliation is found, disciplinary action will be taken against those responsible—up to and including dismissal. Furthermore, depending on the severity, we will support with further actions involving local authorities.
Additional Protection Measures
• Anonymous reporting
• Confidential communication with authorised parties only
• Alternative communication channels if needed
SUPPORT AVAILABLE
If you’re unsure whether to report something or need assistance, please contact our Legal Team at legal@astonholmes.com. All conversations will be handled discreetly and respectfully.
WHEN NOT TO USE THIS
Whistleblowing is a serious concern and is designed for serious public-interest concerns.
Please use alternative channels for:
• Candidate Queries: For feedback on your application, interview, or process, contact our Talent team directly.
• Client or Supplier Queries: For contract, billing, or delivery concerns, please reach out to your assigned contact or account lead.
• General Feedback: Use our standard contact information or feedback channels on our website or reach out to legal@astonholmes.com