A secure digital trust box is not only an advantage but also a legal obligation for certain legal persons or entities. In accordance with the Whistleblower Protection Act, companies must provide an internal whistleblowing system for secure and confidential reporting.
Trust Box module from SmartFP offers companies a tool that meets legal requirements, protects whistleblowers, guides the entire process step by step, and promotes an open corporate culture.
What this article will tell you:
What is a safe deposit box and whistleblowing
Whistleblowing is when someone within an organisation blows the whistle on illegal, unethical or dangerous behaviour – typically in the areas of finance, safety, health, the environment or the handling of public funds. The aim is to catch the problem early, before it causes major damage to the company, people or the public interest.
The Trust Box is an internal communication channel through which employees (and often others – contractors, interns, volunteers) can safely and sometimes anonymously report a problem – typically a suspected violation of law, internal rules or company ethics. In modern terms, this is usually part of what is known as an internal whistleblowing system under the Whistleblower Protection Act.
Whistleblower Protection Act
In the Czech Republic Act No. 171/2023 Coll., on the protection of whistleblowerswhich requires certain entities to have an internal whistleblowing system – i.e. exactly what a trust box is in practice.
The law also provides:
- time limits (e.g. acknowledgement of receipt of notification within 7 days, notification of the result within 30 days),
- the duty to protect whistleblowers from retaliation,
- the requirement for the system to allow for written and verbal notifications and controlled processing.
The internal notification system must have, among other things:
- all companies with 50 or more employees,
- certain entities regardless of size (e.g. banks, insurance companies, selected regulated institutions),
- a wide range of public institutions (e.g. authorities, schools, etc.).
What are the typical problems in a workplace without a Trust Box?
If a company does not have a Trust Box in place and does not address whistleblowing at all, it often encounters the following problems:
- Notifications get lost – submissions come in private emails or “between the doors”, leading to confusion in record keeping and data protection violations.
- Employees don’t believe in anonymity – a paper box in the hallway or a “write to the boss” certainly doesn’t feel like a secure channel. As a result, they prefer to remain silent,
- There is no clear process for who handles what – notifications are made on an ad hoc basis and it is not clear who the “appropriate person” is, what step the case is at, or what time limits apply,
- Risk of non-compliance – without a proper internal reporting system, the company risks not being able to demonstrate that it is complying with the law – and runs the risk of sanctions,
- Chaos in record keeping and reporting – tracking complaints and getting them right is complex and inefficient,
- Damage to reputation and company culture – unresolved issues can leak out, damaging employee and public trust.
Without a digitised Trust Box, the risk of legal and reputational problems increases, whistleblowers lose confidence in protection and management loses sight of what is really happening in the company.
How we solve the trust box in SmartFP
The Trust Box helps you meet the requirements of the Whistleblower Protection Act, provides true anonymity and employee trust, offers a clear workflow with accountability and audit history, reduces administration by automating deadlines and notifications, reinforces an open and ethical company culture, and as part of the wider SmartFP platform, is not another isolated application but fits naturally into your business processes.
How the SmartFP trustbox works:
- Single notification form– notifications can be made anonymously or under a name,
- Secure storage and encryption – the module supports secure data handling to protect notifications from unauthorized access,
- Categorisation and controlled process – complaints can be categorised (e.g. bullying, breach of regulations, health and safety, financial irregularities…) and assigned to competent persons. The system continuously monitors the status of handling and deadlines,
- The ability to personalise the form and homepage – allowing companies to tailor the tool to their own needs and company culture,
- Connection to other modules and reporting – within the SmartFP platform you can combine the trustbox with other HR and administrative modules (Employee records, Documents, Organizational Structure, Helpdesk…), which simplifies the work and reporting to management.
Module Trust Box module in SmartFP enables secure, anonymous and fully documented submission of complaints in accordance with the legislation. Just like HelpDesk, it brings order, clarity and strengthens company culture as well as protecting employees and the entire organisation.
If you want to see how the Trust Box can simplify your internal processes and increase transparency, request a demo. We’d be happy to show you how SmartFP can work right in your environment.
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Additional SmartFP modules for efficient business process management
The SmartFP platform handles a wide range of business processes that save you time and simplify administration.
Trust box is one of our key tools that provides a secure and anonymous channel for suggestions. This tool is part of a broader platform that includes modules such as Employee records, HelpDesk or Travel Orders. Although the Trust Box works on its own, its connection to these modules enables more efficient management of business processes, so you have all your data in one place. This integrated approach provides better visibility, reduces administrative errors and ensures that all complaints are properly managed and handled in accordance with the legislation.
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