Grievance and whistleblowing policy for clients, suppliers, contractors and wider community partners 

Introduction 
Conscious Communications is committed to conducting its business with the highest standards of integrity, transparency and accountability. If our clients, suppliers, contractors and wider community partners are affected by, or have concerns about our activities, whether these result in/relate to complaints about how Conscious Communications conducts its business (grievances) or reports of serious wrongdoing (whistleblowing) this policy provides details of the steps that should be followed. 

The purpose of this policy is to provide: 

  • A clear and accessible process for external stakeholders to raise grievances or whistleblowing concerns 
  • A commitment that all issues raised will be taken seriously, investigated impartially and resolved wherever possible 
  • Assurance that individuals who raise concerns in good faith will be protected from retaliation 

Contact list 
Concerns may be submitted through the following channels: 

Scope 
This policy applies to all external parties who wish to raise a grievance or whistleblowing concern regarding Conscious Communications’ activities.   

Including: 

  • Clients 
  • Suppliers and contractors (including subcontractors, consultants, and partners) 
  • Community members or organisations impacted by or involved in Conscious Communications’ operations 

There are separate grievance and whistleblowing policies which apply to staff, and follow the same principles. 

Grievance 

A complaint or concern about how Conscious Communications’ activities directly affect you or your organisation. 

Whistleblowing 

Reporting of serious wrongdoing, risks or misconduct that is illegal, unethical or against company policy. 

Both of the above are equally important, and this combined policy ensures each is handled through an appropriate and fair process. 

Grievance procedure 
What you can report 

  • Health, safety, social or environmental concerns 
  • Concerns about service quality 
  • Contractual or commercial concerns relating to fairness of treatment 
  • Human rights or labour rights concerns 
  • Misconduct, harassment or discrimination by Conscious Communications’ representatives 
  • Breaches of laws, regulations or company commitments 

Our process 

  1. Acknowledgement: All grievances will be acknowledged within 5 working days 
  2.  Investigation: Concerns will be reviewed and, where appropriate, investigated by a manager or independent reviewer. You may be asked to provide further information to support the investigation. If a meeting is required, you are welcome to have a representative present 
  3. Resolution: A written response or resolution will be provided within 30 working days. If this is not possible, you will be informed of the reason and given a revised timeline 
  4. Confidentiality: All grievances will be treated in confidence and only shared with those directly involved in resolving the issue 
  5. Potential outcomes: 
    a. Grievance upheld in full 
    b. Grievance upheld in part 
    c. Grievance not upheld 
  6. Record keeping: Any notes related to the grievance will remain live on file for the period stipulated in the outcome letter and will remain on file for a period of 24 months 

In all cases, steps may be recommended to prevent similar issues in future. If you are not happy with the outcome of the grievance, you will have the opportunity to appeal the decision by submitting your appeal in writing to alison.taylor@consciouscomms.com within 5 working days of receiving the outcome letter, outlining the grounds for the appeal. 

Whistleblowing procedure 

 What you can report 

  • Fraud, bribery or corruption 
  • Human rights, labour rights or environmental violations 
  • Serious breaches of health and safety 
  • Discrimination, harassment or unethical conduct 
  • Concealment of wrongdoing or deliberate cover-up of risks 

Our process 

  1. Acknowledgement: Concerns will be acknowledged within 5 working days (unless submitted anonymously) 
  2. Investigation: An impartial investigation will be conducted. Depending on the issue, this may involve senior management. You may be asked to provide further information to support the investigation 
  3. Resolution: A written response or resolution will be provided within 30 working days. If this is not possible, you will be informed of the reason and given a revised timeline 
  4. Outcome: A written response will be provided within 30 working days, or an explanation and revised timeline where more time is required. Anonymous reports will still be fully investigated, though we may not be able to provide direct feedback 
  5. Protection for whistleblowers 
    a. Conscious Communications will not tolerate retaliation against anyone who raises a concern in good faith 
    b. Whistleblowers may remain anonymous 
    c. Malicious or knowingly false reports will not be tolerated 

Confidentiality & fairness 
All reports under this policy will be handled: 

  • With strict confidentiality 
  • With impartiality and without bias 
  • With respect for all parties involved 
  • Where necessary, Conscious Communications may also notify or cooperate with relevant authorities 

 Version created May 2026