What happens when someone reports anonymously?
The case will be viewed by a senior member of the People Hub team
The People Hub will first review the report to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken. If any identifiable information is provided, the administrator will then remove the identifiable information.
The information kept will be for trend analysis and inform proactive prevention.
You can find out more about how it works on our support page.
You can find out more about how it works on our support page.
What is the difference between reporting with contact details, or reporting anonymously?
When someone reports anonymously, there is no name provided. We cannot see who has reported anonymously, and therefore cannot reach out and provide support. Whereas if someone wants to receive support or consider informal or formal options to address a concern, they would report with their contact details.
What happens when someone wants to report something with contact details?
The case will be viewed by a senior member of the People Hub team, they will then assign a case to an advisor.
The advisor receives an email notification that a case has been assigned to them – no identifiable information is provided within this email alert. The advisor then logs into the Culture Shift dashboard to access information provided using their personal login details. One of the support team will then make contact with the person and they arrange a meeting to discuss in more detail.
What action can be taken if someone reports anonymously?
The People Hub will review the report to identify any risks that relate to duty of care. If no immediate risk is identified, no further, direct action will be taken.
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work.
The Divisional People Partners will work with areas identified to address any concerning trends. The Culture Team will also use the trends and information provided to inform proactive change campaigns.
If you want direct and specific action to be taken, it is always best to report with contact details so we can provide the right support.
How will the RUH manage malicious complaints?
If a report is found to be malicious or vexatious, such reports will be addressed under existing staff procedures.
What do you do with the information gathered from anonymous reports?
Information provided within anonymous reports will be used as statistical data to understand what is happening and to inform proactive prevention work.
The Divisional People Partners will work with areas identified to address any concerning trends. The Culture Team will also use the trends and information provided to inform proactive change campaigns. Themes and trends will be reported through the People Directorate’s governance structures.
How secure is the data and information sent through the system?
Data held on Culture Shift is GDPR compliant and further information about how data is collected and stored is outlined in the Privacy Notice. The system has been security tested by both the developer, Culture Shift, and by Royal United Hospitals Bath NHS Foundation Trust (RUH).
How long is data sorted on the system?
We will only retain personal data for as long as necessary to fulfil purposes we collected it for. We will keep records of reports one year from case closure on Culture Shift system as outlined in the Privacy Notice. All personal data will be kept according to the Records Retention Schedule.
Who are the administrators on the system?
The system is administrated by the People Hub and your report goes to the People Hub inbox. A senior member of the People Hub will assign a case to an advisor.
If someone chooses to send their report to FTSU then it will be sent to a FTSU inbox managed by the Freedom to Speak Up Guardian.