Whistleblower Reports

Dear Sir or Madam,

Pursuant to the Act of June 14, 2024, on the protection of whistleblowers (Journal of Laws 2024.928) implementing Directive (EU) 2019/1937 of October 23, 2019 on the protection of persons reporting breaches of Union law (OJ EU L 305 of November 26, 2019, p. 17), I hereby inform you that by Order No. 10/2025 of June 10, 2025 (after consultation with the representative of the institution’s staff), the Provincial Center for Cultural Animation introduced the “Internal procedure for reporting violations of law and taking follow-up action at the Provincial Center for Cultural Animation in Toruń.”

  1. The Provincial Center for Cultural Animation in Toruń attaches the utmost importance to establishing internal procedures that allow for the safe and confidential reporting of violations of the law. Pursuant to Order No. 10/2025 of the Director of the Provincial Center for Cultural Animation in Toruń dated June 10, 2025, an “Internal procedure for reporting violations of the law and taking follow-up action at the Provincial Center for Cultural Animation in Toruń” was introduced. The purpose of the procedure is to increase the effectiveness of detecting irregularities, eliminating them, and reducing risk at all organizational levels of the Center.
  2. Purpose and legal basis: The procedure sets out the rules for reporting violations of the law, taking follow-up action, and protecting whistleblowers, and was established on the basis of the Whistleblower Protection Act of June 14, 2024. Its purpose is to improve the detection of irregularities and take action to eliminate them.
  3. Definition of a whistleblower: A whistleblower may be a natural person reporting a violation of the law in a work-related context, regardless of the form of employment or cooperation. This includes, among others, employees, interns, volunteers, as well as entrepreneurs and proxies.
  4. Reporting channels: Reports can be made in writing (by letter or email to sygnalista@woak.pl) or verbally (during a meeting arranged by email). Anonymous reports are also considered.
  5. Team responsible for reports: A special team is responsible for receiving, reviewing, and following up on reports. It consists of a person from the human resources department (chairperson), a person from the secretariat, and a staff representative. A legal advisor cooperating with the Center is invited to participate in the team’s work on a case-by-case basis.
  6. Reporting requirements: The report should contain a clear description of the violation, including the date, place, and description of the situation, as well as the name of the person concerned, any witnesses, and evidence. The whistleblower may also indicate their preferred method of contact.
  7. Whistleblower protection: The whistleblower is protected as long as they had reasonable grounds to believe that the information was true and concerned a violation of the law at the time of the report. Any retaliatory actions, including dismissal, reduction in salary, refusal of promotion, or mobbing, are prohibited. Persons assisting the whistleblower and persons associated with them are also protected.
  8. No protection for false reports: Knowingly making false reports is prohibited. If a false report is made, the whistleblower loses protection and may be held legally liable (fine, restriction or deprivation of liberty) or disciplined (including termination of employment).
  9. Confidentiality and personal data: The identity of the whistleblower and the person concerned by the report are confidential and may not be disclosed to unauthorized persons. Personal data may only be disclosed when necessary and proportionate in the context of legal proceedings.
  10. Deadlines and follow-up actions: The whistleblower receives confirmation of receipt of the report within 7 days. The team assesses the validity of the report and may take follow-up actions, such as forwarding the findings to the Director of the Center or authorized institutions. Feedback is provided to the whistleblower within 2 months of confirmation of receipt of the report.
  11. Report register: Each report is recorded in a confidential internal report register maintained by the Team. The register includes, among other things, the report number, its subject matter, the details of the whistleblower and the person concerned, the date of the report, and the actions taken.

Łukasz Wudarski
Director of the Provincial Center for Cultural Animation
in Toruń

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