Safeguarding Reporting & Whistleblower

The reporting front door is an encrypted form available without login. Anyone — player, parent, volunteer, sponsor, member of the public — can describe what they saw, attach files, and submit. The system returns a secure reference token that the reporter can use later to add information or read responses, all without ever revealing identity. Reports are stored encrypted; only assigned safeguarding officers can decrypt the contents, and every read is logged.

Whistleblower protection follows EU Directive 2019/1937. Acknowledgement is sent within seven days, substantive feedback within three months, and the reporter is given written notice of the protections against retaliation that apply to them. If the reporter is identifiable and a tenant has linked HR or membership data, the platform also activates retaliation monitoring on related accounts.

Federations configure their own safeguarding policies per category (children, vulnerable adults, athletes), each tied to a legal basis, translated into the relevant FIPJP languages, and version-controlled. Acknowledgements are tracked at the user level, so a club admin can see who has signed the latest policy version and who still owes one.

Safeguarding officers are first-class records with a defined scope (club, district, federation), recorded certifications, expiry dates and notification preferences. Mandatory coach training is similarly tracked: completion, verifier, expiry, and a compliance check that prevents non-compliant coaches being assigned to youth assignments. Confidential incidents have severity levels (low, medium, high, critical), confidentiality levels (internal, restricted, sealed), assigned officers, and a strict timeline of required actions.