Whistleblowing Policy
1. OBJECTIVE
1.1. This policy is intended to provide a framework to promote responsible and secure whistle blowing without fear of adverse consequences.
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1.2. This policy aims to create a work environment where employees, vendors, volunteers and other stakeholders are able to raise concerns on misconduct, irregularities or malpractices without fear of retaliation. All concerns will be taken seriously and investigated. Outcomes will also be duly communicated.
2. SCOPE
2.1. This policy applies to all employees as well as to external parties who have business relationship with O’Joy Limited (hereinafter known as “O’Joy”). These parties include customers, suppliers, contractors, etc.
2.2. Reportable incidents for whistle blowing include:
2.2.1. All forms of financial or non-financial malpractices (e.g. fraud, bribery)
2.2.2. Harassment and abuse and misrepresentation of power and authority
2.2.3. In violation of a clear a mandate or public policy concerning the health, safety, welfare or protection of the environment
2.2.4. Discrimination on the basis of gender, race, disabilities, etc.
2.2.5. Manifestation of the intention to mislead, deceive, coerce, or fraudulently influence any internal or external accountant or auditor in connection with the preparation, examination, audit, or reviews of financial statements or records
2.2.6. Serious conflict of interest without disclosure
2.2.7. Breach of O’Joy’s policies or Code of Ethics, and
2.2.8. Concealing information about any of the above malpractice or misconduct
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2.3. This policy excludes employee grievances or disagreements which should be handled by the Human Resources Department
3. DEFINITIONS
3.1. Whistle blowing refers to voluntary disclosure of an individual or organisational malpractice by person/ people who has/ have privileged access to data, events, or information about actual, suspected or anticipated wrongdoings within or by O’Joy that is within its control.
4. POLICY
4.1. It is the responsibility of all Board Members and employees of O’Joy to report any actual or possible improprieties.
4.2. O’Joy is committed to a high standard of compliance with accounting, financial reporting, internal controls, and auditing requirements and any legislation relating thereto. All reported wrongdoings will be investigated by the Executive Director.
4.3. Protection against Reprisal and Confidentiality
4.3.1. When raising concerns or providing information about an actual, suspected, or anticipated wrongdoing; the individual shall be protected against any reprisal such as employment termination, retribution, or harassment.
4.3.2. O’Joy will do its best to protect a whistle-blower’s identity when he/she indicated that they do not wish their identity to be disclosed. It must be appreciated that the investigation process may use the whistle-blower’s report as evidence.
5. PROCEDURE
5.1.1. Whistle blowers can email or write a letter regarding their concerns to:
O’Joy
Blk 5 Upper Boon Keng Road
#02-10
Singapore 380005
Or, email: whistleblow@ojoy.org
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5.1.2. The whistle-blower is encouraged to include name and contact details in case further clarification or information is needed. To enable of investigation of concern, do include details such as:
5.1.2.1. Parties involved
5.1.2.2. Date, time of incident
5.1.2.3. Description of incident, and
5.1.2.4. Any evidence or information to substantiate the concern
5.1.3. Upon receipt of the whistle-blower’s report, the Executive Director will acknowledge that the concern has been received.
5.1.4. An initial investigation will be conducted. Subsequently, the matter may be:
5.1.4.1. Referred to an external party
5.1.4.2. Referred to appropriate law enforcement agencies
5.1.4.3. Investigated by independent external party.
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5.1.5. All findings of the investigations shall be reported to the Board for their attention and necessary actions.
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