Last updated: 22/12/2025 

Scope and Contact Details 

This Policy applies to all internal and external stakeholders including, but not limited to, employees, contractors, clients, suppliers and partners of HewardMills Ltd, HewardMills (Ireland) Limited, HewardMills DPO Ghana Limited, HewardMills Norway AS (collectively HewardMills) as well as the general public. 

Please send any grievance or whistleblower report: 
  • by email to grievance@hewardmills.com using Subject: Confidential – Grievance/Whistleblower
  • by completing the grievance form  

Purpose 

HewardMills is committed to operating with the highest standards of ethics, transparency, and accountability. This policy outlines how stakeholders may raise grievances or report misconduct and the procedures we follow to address these concerns. It also outlines our strict protections for whistleblowers and our zero-tolerance approach to retaliation. 

Grievance and Complaint Mechanism 

HewardMills encourages the reporting of concerns related to: 

  • ethical misconduct such as fraud, corruption or bribery 

  • environmental violations or unsustainable practices 

  • human rights violations or abuse 

  • unsafe or illegal workplace behaviour 

  • breaches of our policies, codes of conduct, or 

  • third-party obligations 

Excluded Issues: issues not related to the company’s conduct, or internal HR matters not relevant to third parties, may not be investigated through this process. 

You may raise a grievance 

  • by sending an email to grievance@hewardmills.com using Subject: Confidential – Grievance/Whistleblower 

  • by completing the grievance form  

The reporting message should contain details such as a description of the violation, date, time, location and any supporting evidence.  You may choose to remain anonymous. 

Grievance Handling Process 

Stage 

Timeline 

Details 

Acknowledgement 

Within 3 business days 

A confirmation will be sent to the complainant unless the complaint is submitted anonymously 

Initial review 

Within 10 business days 

We will assess admissibility and assign an ethics case manager. 

Investigation 

Within 30 calendar days 

 

We will conduct a thorough and impartial investigation with updates provided every 10 business days. 

Resolution 

Varies by complexity 

 

A written outcome will be shared. If the grievance is not accepted, a clear explanation will be provided. 

An ethics case manager will be assigned to each grievance who will be responsible for managing communication and co-ordination.  An investigative team will be engaged which may include internal or external experts, depending on the issue.  The Executive team will maintain oversight and assume overall responsibility. 

If the investigation finds that a third party (eg supplier or client) has acted unethically or illegally, HewardMills may: 

  • terminate the contract or engagement 

  • report the matter to regulatory authorities 

  • prohibit future collaboration 

 

Disciplinary procedure for Employees  

HewardMills requires good standards of conduct from all employees and satisfactory standards of work and aims to foster an environment where issues are resolved quickly and informally whenever possible. HewardMills Disciplinary Policy and Procedure is designed to improve the specific issue and protect HewardMills’ business operations and the health and safety of HewardMills employees. The Disciplinary Policy and Procedure will be followed if the outcome of any complaint and investigation under this Policy finds this warranted. 

Whistleblower Protection Policy 

HewardMills strictly prohibits retaliation against anyone who reports a concern in good faith, regardless of the outcome of the investigation. 

Retaliation includes, but is not limited to: 

  • termination or demotion 

  • harassment or intimidation 

  • contract cancellation 

  • denial of future work or business 

Consequences for retaliation may include: 

  • employees: subject to disciplinary action, up to and including termination 

  • suppliers/vendors/clients: subject to contract termination and permanent disqualification 

  • partners: subject to suspension or termination of business relationships 

Complainants may report anonymously by omitting personal details in email or post. All reports will be handled with strict confidentiality. Identities are only disclosed with consent or when legally required. Access to grievance details is limited to those involved in the investigation. 

Communication and Updates 

Complainants (unless anonymous) will receive regular updates on the progress of the grievance. A summary of the findings and actions taken will be shared once the matter is resolved. In cases where the grievance is not investigated, a written explanation will be provided. 

Policy Accessibility 

This policy is publicly available at https://www.hewardmills.com/whistleblower-policy/ and on the internal SharePoint site for employees and contractors. 

Review 

This policy will be reviewed annually or in response to significant legal, regulatory, or organisational changes.