Whistleblowing Policy

Mesh desires an organizational culture characterized by openness, where criticizable conditions are addressed, discussed, and resolved. The main rule is that conditions perceived as criticizable should be addressed directly with the party involved. When this does not lead to a resolution or when it is necessary to bring the matter to someone else who can address the criticizable conditions, it is called whistleblowing. The routines have been updated with new rules in the Working Environment Act § 2 A, effective from 1.1.2020 (Norway) and with the Whistleblower Protection Act effective from 24.06.2021 (Denmark).

The whistleblowing routines specify:

• What should be reported
• Who can report
• To whom it can be reported
• How it should be reported
• How a report in Mesh is handled

What should be reported?

In Mesh, we want to be informed about unethical behavior that goes against our values, ethical guidelines, undermines Mesh’s reputation, and/or other criticizable conditions. Criticizable conditions are defined according to the Working Environment Act § 2 A-1 (Norway) and Whistleblower Protection Act (Denmark) as “conditions that violate legal rules, written ethical guidelines in the organization, or ethical norms widely supported in society,” such as conditions involving:

• Danger to life or health
• Danger to climate or environment
• Corruption or other economic crimes
• Abuse of authority
• Unsafe working environment
• Violation of data protection
• Violation of Mesh’s statutes, values, or ethical guidelines
• Violation of general Norwegian legislation

The report must concern conditions related to Mesh, the organization’s members, or guests. Whistleblowing rules normally do not apply to personnel conflicts and disagreements about the implementation of the employment contract.

Who can report?

Mesh encourages anyone experiencing criticizable conditions in the organization to inform us about it. Whether you are a member,  guest or in any way connected to Mesh, you can report if you experience criticizable conditions in the organization or at our Hubs.

To whom can it be reported?

Mesh members, guests or others associated with Mesh have the following reporting channels:

• To the immediate supervisor or person in charge (e.g., workbar leader, Head of Hospitality/Membership,General Manager or COO)
• To the supervisor’s supervisor
• To the leader of the board or the COO.

As a general rule, the report should be made to the immediate supervisor or person in charge in the organizational unit concerned. If the report concerns the top leader, it can be reported to the higher organizational unit. Generally, problems should be addressed with the immediate superior or chief operating officer in the organization, or with the chief executive officer or board chair if the matter concerns the chief operating officer. 

How can it be reported?

Whistleblowing about criticizable conditions should be done in writing. A report should include the full name, unless anonymity is desired. Describe the basis for the observation or concern as specific as possible. Also, provide information about any previously known cases that may be relevant to the report and who else is aware of the conditions being reported. The report should be made in a responsible manner, and the person reporting must take responsibility for their statements.

Whistleblowers have the right to report anonymously. However, transparency normally ensures a better process and outcome. Regardless, all reports must be treated confidentially.

How are reports handled in Mesh?

Those handling a report must follow these fundamental principles:

• Both the whistleblower and the party being reported have the right to be adequately taken care of,  while the case is being processed and after the case is concluded.
• As soon as possible, the whistleblower receives confirmation that the report has been received and necessary information about the further processing of the case. In each case, it must be assessed who should be involved in the further processing of the case. The whistleblower and the party being reported should be given the opportunity to present their views on the matter and have the right to be assisted by a representative. The recipient of a report should always consider involving the safety representative in cases involving employees.
• Anyone hearing about a criticizable condition has a duty to handle the report or, if unable to handle it themselves, report it further.
• Whistleblowing cases must be treated confidentially and in accordance with data protection legislation. Confidentiality in this context means that the identity of the whistleblower and the party or parties being reported should not be disclosed to more people than necessary for the further processing of the case.
• Those handling the report must create a log for all cases they receive, indicating whether the case was processed, how it was processed, who participated, and the result of the report. The log and other case documents must be archived and stored confidentially in a secure manner.
• The report will be sent automatically to the selected recipient on the form.  If the recipient of a report needs guidance on handling the report, the HR and organization manager at Mesh can be contacted for advice.