Introduction
The Emic Foundation, as a non-governmental organization, is guided in its daily work by values such as apoliticality, honesty, reliability, and professionalism.
For us, apoliticality means not interfering in current political disputes, not engaging in campaigns of specific political parties, and maintaining neutrality, including with regard to the views of the organization's employees (if they are consistent with the Constitution) and its clients. We understand honesty primarily as spending acquired funds in accordance with their intended purpose and maintaining integrity in internal and external communications addressed to clients and stakeholders of the organization. For us, reliability and professionalism mean focusing on the quality of the support provided and its continuous improvement, acting in the long-term interest of clients, and monitoring and evaluating program activities.
The organization pursues the goals defined in its statute within two main program areas:
- providing direct support to people with migration experience;
- supporting Polish society in integrating people with migration experience.
Therefore, one of the most important tasks of the board and the organization's professional team is to obtain feedback and complaints from our clients and anyone connected with the organization. This aims to ensure the highest quality of support provided to clients and to ensure the safety and comfort of work for the board and the entire organization's team. We are open to reported irregularities and complaints, as well as to thanks, positive feedback, and minor comments that can improve our daily work.
The Emic Foundation Board does not and will not accept any violations of the law, abuse, unequal treatment, or other situations inconsistent with the organization's mission and policies. All such matters will be thoroughly investigated for all Emic Foundation employees, regardless of their place of work, position, or form of employment or collaboration.
Glossary – Definitions
Feedback – information provided by a whistleblower to the Emic Foundation, may be positive (e.g., thanks, congratulations, comments) or negative (complaint, reporting of irregularities, comments on the service received, etc.).
Reporting irregularities/complaint – formal information indicating dissatisfaction with an activity, the work of another person regarding the service/support received, information about knowledge of irregularities, abuse, violations of law, etc. Receiving such information requires taking appropriate action and reporting the steps taken and their results.
Whistleblower – a person or entity who, based on their knowledge, provides feedback to the Emic Foundation, either positive or negative, which is then analyzed by the foundation's management.
Who can provide feedback or report irregularities?
Anyone associated with the Emic Foundation in any way may provide feedback or report irregularities or file a complaint, including:
Options for providing feedback and reporting irregularities to the Emic Foundation:
By phone: 575342 755
By email: opinie@emic.com.pl
In person at the foundation's offices, submitting information in specially prepared boxes.
Online form (here)
If the above options are not possible, please provide information verbally to a member of the Emic Foundation's board.
Matters related to sexual abuse and violence, as well as child protection policy, have two separate channels for reporting:
- phone number: 783 523 901
- email address: skargi@emic.com.pl
Procedure for reporting irregularities/complaints:
Complaints submitted anonymously and under the name and surname are accepted.
The contact details of the person reporting irregularities/complaints are treated confidentially, particularly with respect to the employees concerned. Personal data is protected in accordance with the Emic Foundation's personal data protection policy, and consent to data processing is included in the feedback forms.
Depending on the nature of the report, each case receives a specific procedure determined by the Foundation's management board.
There are four types of complaints/reports of irregularities: sensitive matters, program matters, financial matters, and others. Sensitive matters (e.g., sexual matters, mobbing, etc.) are prioritized and reviewed immediately upon receipt – within 5 business days. Other types of cases are reviewed within 30 days of receipt.
Initiation of an Investigation
After collecting the necessary information and evidence by a designated board member, the Emic Foundation Board decides whether or not to initiate an internal investigation. The Emic Foundation Board's priority is protecting whistleblowers, primarily by maintaining their anonymity and protecting them from the individuals concerned. Each report will be reviewed by the Board, but reports concerning sensitive matters will be prioritized.
Final Conclusions
Employees found to have committed abuse or irregularities during the investigation will be subject to an investigation. In the most serious cases, disciplinary action, including immediate dismissal, may be necessary.
Volunteers and other individuals associated with the organization should expect their cooperation with the Emic Foundation to be immediately terminated if irregularities are identified.
In cases of suspected criminal offenses, matters will be reported to the appropriate authorities and institutions.
If the internal investigation does not confirm the irregularities committed against the individual, the individual will be cleared of suspicion.
There may be cases where false allegations are reported with the intention of deliberately harming the individual who is the subject of the allegations. In such cases, an investigation will be initiated for a whistleblower associated with the Emic Foundation, with the possibility of disciplinary action. If the whistleblower is someone unrelated to the organization, repeated complaints from that individual will not be accepted.
Designated members of the management board are responsible for the process of submitting complaints and reporting irregularities, including contact with the whistleblower.
Contact: olga.kuratnik@emic.com.pl, sylwia.antonowicz@emic.com.pl
Jednocześnie, informujemy, że Państwa zgoda może zostać cofnięta w dowolnym momencie przez wysłanie wiadomości e-mail na adres emic@emic.com.pl.
Informujemy, że nie są Państwo profilowani. Państwa dane nie będą przekazywane do państwa trzeciego lub organizacji międzynarodowej.
Administratorem podanych danych osobowych jest Fundację EMIC, ul. Jagodowa 37, 87-100 Toruń. Kontakt z nami emic@emic.com.pl. Więcej informacji o przetwarzaniu twoich danych osobowych przez nas i twoich uprawnieniach znajdziesz na stronie Polityki prywatności.
Wszystkie pola są obowiązkowe.
