Internal reports concerning violations of law

At the Institute of Physics of the Polish Academy of Sciences, an Internal Reporting Procedure (hereinafter referred to as the Regulations) has been introduced, outlining the procedure for reporting violations of law and taking follow-up actions.

The subject of an aforementioned internal report may include information about a violation of the law, involving an action or omission that is unlawful or intended to circumvent the law, concerning, among others:

corruption
public procurement
financial services, products, and markets
counteracting money laundering and financing of terrorism
product safety and their compliance with requirements
transportation safety
environmental protection
radiation protection and nuclear safety
...

Detailed and complete information regarding internal reporting of violations and the scope of violations that may be reported is contained within the text of the Regulations.

A whistleblower, i.e., a natural person who reports or publicly discloses information about a violation of the law obtained in a work-related context may, in particular, be:

an employee or former employee of the Institute
a person applying for employment at the Institute, who obtained information about a violation of the law during the recruitment process or negotiations preceding the conclusion of an agreement
a person performing work under a civil law contract
a person working under the supervision and direction of a contractor
a subcontractor or supplier, including under a civil law contract
a PhD student
an intern

According to the current Regulations, a Coordinator for Internal Reports has been appointed at the Institute, i.e., a person designated to receive reports of violations, reporting directly to the Director of the Institute.

Internal reports are confidential, and the data contained therein are protected as personal data unless the whistleblower provides written consent for their disclosure.
The Institute ensures appropriate communication channels allowing the whistleblower to report violations promptly and safely. Internal reports may be submitted:

in writing by mail to the address Al. Lotników 32/46, 02-668 Warsaw, with the note "Coordinator for Internal Reports" – the letter is not opened by the mail office, and after its registration, it is handed directly to the Coordinator for Internal Reports,
via protected encrypted email correspondence to the email address: This email address is being protected from spambots. You need JavaScript enabled to view it.,
in person to the Coordinator for Internal Reports, whose office is located at Al. Lotników 32/46, 02-668 Warsaw, after scheduling an appointment by phone (dedicated number 221163222).

Note: Anonymous reports will not be considered.

Documents related to personal data protection:

Internal Reporting Procedure concerning violations of the law and follow-up actions pdf (306 KB) ,
Director's Order implementing the Regulations pdf (75 KB) .