Whistleblowing Policy

Purpose and who this covers

Xcademia Ltd wants to know if something is going wrong. This policy explains how to raise a serious concern about wrongdoing, in confidence and without fear of retaliation. It follows the Public Interest Disclosure Act 1998, which protects workers who make a protected disclosure in the public interest.

The policy applies to our staff, associate trainers and partners, including contractors and others who work with us or on our behalf. Learners and customers who have a concern about our services should use our Complaints and Appeals Procedure, although we will treat a serious allegation of wrongdoing under this policy where that is appropriate.

What you can report

You should report a genuine concern that something is wrong, has happened or is likely to happen. Examples include:

• criminal activity, fraud, bribery or financial malpractice
• malpractice in assessment or examinations, such as falsifying results, helping candidates cheat, or altering records
• a safeguarding concern, including abuse of a learner or someone at risk
• a risk to health and safety
• a breach of data protection or information security, including loss or misuse of personal data
• a failure to comply with a legal or regulatory obligation
• deliberate concealment of any of the above

You do not need proof. You need a reasonable belief that the concern is true and that raising it is in the public interest. If you are unsure, raise it anyway and we will help you work out the right route.

How to raise a concern internally

In most cases, start by raising the concern with your manager or the person who manages your work with us. If the concern is about your manager, or you feel you cannot raise it with them, contact a director instead.

You can email info@xcademia.com with the subject line "Confidential", or call +44 20 8050 4999 and ask to speak in confidence about a whistleblowing concern. Say clearly that you are raising a concern under this policy. Give as much detail as you can, such as what happened, when, who was involved and any records you know about.

If your concern is about a safeguarding matter involving a learner or an adult at risk, also follow our Safeguarding and Prevent Policy. Urgent concerns are acted on immediately, and in an emergency you should call 999.

What happens next

We acknowledge the concern and decide who is best placed to look into it. The person looking into it must be independent of the matter. We may ask you for more information, and we will keep you informed of progress and the outcome as far as the law and the need for confidentiality allow. Concerns are dealt with fairly, and appropriate action is taken where wrongdoing is found. This can include disciplinary action, ending a contract, reporting the matter to the police or a regulator, and changing our processes.

Protection from detriment and confidentiality

No one will be dismissed, penalised, harassed, or lose work or opportunities because they raised a genuine concern in good faith, even if the concern turns out to be mistaken. Anyone who victimises or threatens someone for raising a concern will face action under our disciplinary procedures or the terms of their engagement.

We will keep your identity confidential wherever we can and will share it only with those who need to know to look into the matter. We cannot always guarantee confidentiality, for example where the law requires disclosure, and we will talk to you first if we think your identity may need to be shared. You may also raise a concern anonymously, although this can make it harder for us to look into it and to protect you.

Deliberately making a false allegation to harm someone is a serious matter and may lead to action.

External routes

We hope you will use the internal route first, but you are free to go outside the organisation if you feel you need to. You can:

• contact a prescribed person or body, such as a regulator for the area concerned. The list of prescribed persons and bodies (opens in a new tab) is published on GOV.UK
• get free, confidential advice from the independent whistleblowing charity Protect (opens in a new tab) before deciding what to do
• speak to a solicitor or a trade union representative

Protection under the Public Interest Disclosure Act 1998 depends on the circumstances of the disclosure, so it is worth taking advice first. Disclosures to the media are protected only in limited cases.

Whistleblowing and personal grievances

Whistleblowing is about a concern that affects the public interest, our learners, or the integrity of what we do. A personal grievance is a complaint about your own working arrangements or how you have been treated, such as a dispute about pay, working hours or a disagreement with a colleague. Grievances are handled through the appropriate procedure for your engagement, and not through this policy. If a matter includes both, we will help you decide which route to use.

Management reviews this policy at least annually, and records the number and type of concerns raised, without identifying individuals, to learn from them.

Questions about this policy?

Contact us or email info@xcademia.com.