About IPPF SafeReport

Reporting – General

Reporting Security & Confidentiality

Tips & Best Practices

About IPPF Safe Report

  1. What is IPPF SafeReport?
  2. IPPF SafeReport is an independent, confidential reporting service operated by NAVEX Global UK on behalf of IPPF. It can be used by IPPF clients, members of the public or anyone working or volunteering for the IPPF Secretariat or Member Associations.

    IPPF SafeReport is overseen by the IPPF Secretariat Central (London) Office, but reported concerns are handled locally. This means that if you report a concern, it will be progressed to conclusion by an IPPF Regional Secretariat Office, or a Member Association.

  3. Why does IPPF need a service like IPPF SafeReport?
    • IPPF is accountable to its donors and regulators such as the Charity Commission and must report fraud and other serious incidents including abuse, exploitation and harassment.
    • An effective reporting system contributes to IPPF’s commitment to creating a safe organisational culture – whether in the workplace, or in our clinics and other services.

    Reporting – General

  4. What types of concerns can I report?
  5. You may have a grievance or wish to report a complaint, an allegation, or you may have experienced or witnessed something that concerns you. These are referred to as ‘concerns’. IPPF SafeReport allows concerns to be reported across a range of issues

    • Equality, Diversity and Inclusion
      • Racism
      • Sexism
      • Discrimination or harassment on the grounds of age, sex, sexual orientation, gender, gender identity or expression, race, ethnic or national origin, religion or belief, partnership status, pregnancy or parental status, disability health or any other status
    • Safeguarding
      • Physical Violence (Children, Vulnerable Adults)
      • Forced Labour and Human Trafficking
      • Sexual Exploitation and Abuse (Children, Vulnerable Adults and Beneficiaries)
      • Sexual Harassment
      • Modern Slavery
      • Self-Neglect
    • Employment and Workplace Matters
      • Bullying
      • Harassment (non sexual)
      • Contractual
      • Health and wellbeing
      • Victimisation
      • Health and safety at work
      • Environmental
      • Confidentiality/data protection
      • Substance abuse
      • Conflict of interest
    • Financial Wrongdoing
      • Fraud, embezzlement or misappropriation
      • Financial or related malpractice
      • Acting outside material sanctions
      • Terrorist financing
      • Money laundering
      • Deception
      • Bribery and corruption
      • Forgery
      • Extortion
      • Theft
    • Safety and Security
      • Safety risk and/or incidents
      • International or violent incident
      • Near miss
      • Theft/electronic theft
      • Threats to staff
      • Threats to clients or programmes
      • Access restrictions: access to services, projects or a community
      • Vandalism
      • Travel safety
    • Information and Service Provision to Clients
      • Breach of confidentiality
      • Violation of privacy (yours or others')
      • Coercion to accept or refuse care
      • Discrimination
      • Denial of sexual and reproductive health rights
      • Denial/refusal to provide information or care on sexual and reproductive health rights
      • Denial/refusal of appropriate referral
      • Denial/refusal of appropriate follow up care
      • Serious health events following receipt of sexual and reproductive health rights care
      • Inappropriate disposal of biological or medical waste (including drugs and medicines) that pose risk to a person or environment
  6. How do I report a concern?
  7. If you are concerned about something that you suspect may be happening, have experienced or witnessed yourself, or which has been disclosed to you by someone, you can report it using IPPF SafeReport. It is available 24 hours a day, 7 days a week, 365 days a year. You can report a concern from any device that can access the internet – a desk top computer, a laptop, or a mobile phone.

    Web or Mobile Intake

    • Available in Arabic, English, French and Spanish.

      Type the web address (URL) into your browser address bar. You will be guided through a series of questions. When you finish entering your answers – click submit. You will have provided us with the details of your concern.
    • Using a phone that can access the internet: https://IPPF.SafeReport.eu/mobile
    • Using any device that can access the internet: https://IPPF.SafeReport.eu/web

    Telephone Intake

    Calls are free. Over 70 widely used languages are supported through interpreters. You can find the relevant telephone number on the IPPF SafeReport website.

  8. How do I report a concern if I do not have access to the internet at home?
  9. If you do not have access to the internet at home, many public locations, including the public library, have computers which you can use to access the internet.

  10. If I personally witness or become aware of something that concerns me, shouldn't I just report it to my manager, a security or safeguarding adviser or to human resources colleagues?
  11. When you become of aware of something that concerns you, whether you experienced it or observed it yourself, or became otherwise aware of it, you have a duty to report your concern. You can report concerns to your manager, a security or safeguarding adviser or to Human Resources, who should log the concern on IPPF SafeReport on your behalf.

    Whether you report your concern to IPPF SafeReport, a manager or to Human Resources, you should ensure it is reported. However, IPPF recognises there may be circumstances in which you may not feel comfortable reporting the issue to a manager.

    In these circumstances, you can choose to report your concern to IPPF SafeReport. You can do this anonymously, and while this can make matters more difficult to look into or investigate, IPPF will accept anonymous reports is committed to taking seriously any concern reported.

  12. Why should I report what I know? What is in it for me?
  13. We all have the right to work or volunteer for IPPF in a safe, harm free, positive environment. IPPF beneficiaries and clients also have the right to access and receive services in a safe environment, where they are treated with dignity and respect.

    IPPF is committed to creating this environment and culture; for its clients and staff and anyone else that comes into contact with IPPF, wherever they are based.

    Individuals who work or volunteer for IPPF have a responsibility to behave appropriately at work and to adhere to IPPF’s policies. Policies such as IPPF’s Code of Conduct, Respect at Work and Safeguarding (Vulnerable Adults and Children) explain acceptable behaviour at work and the rights of clients to be protected from harm and be treated appropriately

    If you don’t report concerns, IPPF may not be aware that these rights and responsibilities are not being upheld, cannot do anything to rectify the situation and longer term improve its culture and accountability for the protection of everyone it comes into contact with.

    Other policies, such as the IPPF Fraud Policy, explain IPPF’s commitment and approach to dealing with such matters. All Policies can be found in the IPPF Policy Handbook.

  14. Does management really want me to report concerns?
  15. We certainly do. In fact, you have a duty to report. You know what is going on in IPPF; both good and bad. Reporting concerns enables IPPF to minimise potential negative impact or harm, whether to an individual or to IPPF’s reputation.

  16. Where do these reports go? Who can access them?
  17. Reports are entered directly to IPPF SafeReport on a secure server by the ‘Reporter’ or by the call handler if you report your concern through the telephone service. Reports are only assigned and accessible to nominated individuals, known as Incident Coordinators.

    The contents of a reported concern, will only be shared with others on a strict ‘need to know’ basis in accordance with IPPF’s Confidentiality and Information Sharing Policy.

    Incident Coordinators are responsible for reviewing concerns reported and deciding on the appropriate and proportionate response on a case-by-case basis; confidentially and in accordance with IPPF values, policies and procedures.

    A response is the approach and the actions required to progress a report to conclusion. The specifics of the response progressed, the time this takes, and the actions required, depend on the content and complexity of each individual report and the people named in a report.

  18. Isn’t this system just an example of someone watching over me?
  19. No. IPPF SafeReport contributes to the provision of safe, ethical information and services to staff and clients and to the creation of a safe, harm-free and respectful working environment and culture.

    Reporting Security & Confidentiality

  20. It is my understanding that any report I send from my work computer generates a server log that shows every website that my PC connects with. Won’t this log identify me as the report originator?
  21. IPPF SafeReport does not generate or maintain any internal connection logs with IP addresses, so no information linking your PC to IPPF SafeReport is available. If you feel uncomfortable reporting a concern on your work computer, laptop or smart mobile phone, you have the option of using a personal device outside your work environment (such as one located at an Internet café or at a friend’s house). Many people choose this option; NAVEX Global’s data shows that fewer than 12% of concerns reported are submitted during business hours.

  22. Can I file a report from home and remain anonymous?
  23. A report from home, a neighbour’s computer, or any Internet portal will remain secure and anonymous. An internet portal never identifies a reporter or staff member undertaking Incident Management work by screen name and IPPF SafeReport strips away internet addresses so that anonymity is maintained.

  24. I am concerned that the information I provide IPPF SafeReport will ultimately reveal my identity. How can you assure me that will not happen?
  25. IPPF SafeReport protects your anonymity. However, if you wish to remain anonymous, you are responsible for ensuring your identity cannot be identified from the content of the report. For example, if your report includes things like “From my desk next to Jan Smith…” or “In my 33 years” or if the email address you choose to provide includes your name, it may be possible to identify you.

  26. Is the telephone free-to-call hot line confidential and anonymous too?
  27. Yes. You will be asked to provide the same information that you would provide in an internet-based report. The telephone service team will type your responses into IPPF SafeReport.

  28. What if I want to be identified with my report?
  29. There is a section in the report to identify yourself if you wish.

  30. What does IPPF do with the information it collects in IPPF SafeReport?
  31. As IPPF SafeReport is a database, reports are analysed to identify trends and patterns that may need to be addressed by IPPF. As a registered charity, IPPF is accountable to the United Kingdom Charity Commission and to other bodies such a donors, for the effective governance and oversight of IPPF’s work. To ensure this is achieved, management reports are produced and reviewed by Senior Management and Trustees, to ensure the required management and governance oversight is achieved.

    Management reports never include personal or other sensitive information. Your personal information is stored securely and confidentiality. Information we hold on IPPF SafeReport is processed in accordance with Data Privacy laws and best practice.

    Management reports only include information that facilitates the identification of patterns and trends, to effect continuous improvement of IPPF’s incident management processes and activities, the provision of information and services to its clients and IPPF’s employment practices and organisational culture.

    Tips & Best Practices

  32. I am aware of some individuals acting unethically, but it does not affect me. Do I have to report this?
  33. Yes, you have a duty to report such concerns. This is to enable IPPF to act quickly and proportionately to ensure no one else is affected by inappropriate or unacceptable behaviour in the workplace or service delivery location.

  34. I am not sure if what I have observed or heard is a breach of IPPF policy, it just does not look right to me. What should I do?
  35. You do not need to know whether there has been a breach of IPPF Policy. Your only duty is to report the concern in your own words. Once you have reported your concern, IPPF will review the details of reports received, and progress these to conclusion through its incident management process in accordance with its values and policies.

  36. What if my boss or other managers are involved? Will they get the report and be able to cover it up?
  37. The IPPF SafeReport report distribution rules ensure that people mentioned in reports are not notified or granted access to reports. This is called a Conflict of Interest.

  38. What if I remember something important after I report my concern or want to know what progress is being made? Or what if IPPF has questions for me about the concern I have reported?
  39. When you file a report to the IPPF SafeReport you will receive a unique, randomised number called a Report Key and will be asked to choose a Password.

    You should make a note of these and must not share them with anyone. If you do not note the Report Key and your Password, you will not be able to access IPPF SafeReport to read progress updates or provide any further information.

    IMPORTANT

    • If you did not provide an email address for us to contact you, we are unable to send you notifications. However, you can log into IPPF SafeReport anytime and progress updates will be available to you. You will also be able to respond to questions that the Incident Coordinator may have or submit additional information you wish to be considered.
    • It is your responsibility to log in to IPPF SafeReport on a regular basis; to view updates and respond to questions, submit further information required by the Incident Coordinator or send any additional information you want to share that may not have been included in your original report.
    • If you do not log in and respond or submit information required for IPPF to progress your report, your report may be closed on the basis of insufficient information received.
  40. What if I lose my Report Key or forget the Password I created?
  41. To ensure confidentiality remains intact and at the heart of our Incident Management process, no one working for IPPF ever receives or has access to your Password.

    If you lose your Report Key or Password, you will need to file a new report. Please mention in the new report that it is related to a concern you reported and when the previous report was made. This will make it possible to link the information in your new report to the original concern.

  42. Will I receive progress updates automatically? What if I did not provide a contact email address, or reported my concern anonymously?
  43. If you provided an email address for us to contact you when you reported the concern, you will receive notifications to that email address. The notification will not provide any detail but will direct you to log into IPPF SafeReport.

    You can choose to remain anonymous but still provide an email address for notifications.

  44. How do I login to IPPF SafeReport and what can I do when I log in?
  45. Using the Report Key and Password, you can log into IPPF SafeReport via the internet, on a computer or smart mobile phone. Once logged in, you will be able to:

    • add more detail or submit documents;
    • ask questions you have;
    • answer questions raised by the person handling your report (the Incident Coordinator);
    • find out what progress has been made when these updates are posted to IPPF SafeReport for you to view.
  46. If I submit further information or reply to a question, is this secure?
  47. All IPPF SafeReport communications and updates are held in strict confidence.

  48. What happens when IPPF have completed the response to the concern I have reported? Will I receive information about the outcome of an investigation, if one took place, or the actions taken if another colleague was named in the report.
  49. For reasons of confidentiality, we may not be able share details about the outcome or any actions that may have been taken as a result of the concern you reported. This does not mean nothing happened.

    IPPF seeks to learn from concerns that are reported. It achieves this by systematically reviewing the kind of concerns reported (without any personal information about Reporters being shared).

    IPPF considers changes or improvements that might need to be made to the way information or services are offered to clients or to the way IPPF operates as an employer. The concern you reported will contribute to this approach.