The Whistleblower application is a secure platform for transmitting and then handling anonymous reports of undesirable situations. It provides full protection for employees in relation to the reports they make, while workflow mechanisms improve supervision and case management.
The module consists of an external portal provided as a link for anonymous handling by the user. The second component of the system is a portal in the V-Desk system, through which a request can be registered and handled electronically. The archive module allows closed cases to be stored securely.
What does the Whistleblower module in the V-Desk guarantee?
Protection of the reporting person, through full anonymity
Prompt and adequate response to irregularities
Organised and structured case management
Secure archiving of processed events
What does case handling look like step by step?
The Whistleblower application organizes the entire process — from receiving a report to its closure and archiving. This allows the organization to respond faster, and case management becomes consistent and repeatable, regardless of the number of reports. This structured approach minimizes the risk of losing a report, facilitates deadline monitoring, and ensures transparency of actions.
Case flow in the Whistleblower module
Incident report submission in an external portal (anonymously or according to adopted policy).
Registration in V-Desk and assignment of status and priority.
Assignment of responsibility (e.g., compliance/HR/security) with access control.
Case communication — possibility to ask follow-up questions without revealing the reporter’s identity.
Actions and decisions conducted according to workflow: deadlines, stages, tasks, and approvals.
Case closure and secure archiving with a complete set of evidence and action history.
Whistleblower infrastructure in V-Desk GA
The application is available in a cloud model as a single-tenant option. This solution provides maximum data security with easy and fast application handling. It relies on the fact that the customer’s data and resources are stored in dedicated server space and in isolation from other buyers of the application.
When handling reports, protecting information — both the reporter’s data and the case content — is crucial. The Whistleblower module supports organizations in building trust in the reporting channel through a privacy-by-design approach and system-level access control.
anonymity of reports
and the possibility to conduct dialogue without revealing identity
roles and permissions
restricting case access exclusively to authorized persons
full action history
(who did what and when) supporting audit and accountability
secure archiving
module archiwum of closed cases in a dedicated archive module
data encryption
reducing the risk of unauthorized access to reports and attachments
single-tenant cloud model
is, a dedicated data space for the client, isolated from other users.
Implementation and adaptation to organizational procedures
The Whistleblower module is not a rigid form. The application allows adapting report handling to internal policies, organizational structure, and investigative procedures. As a result, the solution supports not only the receipt of reports but also the actual operational work of the teams responsible for handling them. This means implementation does not end with launching the reporting channel — the system supports the entire process from submission to closure.
The system allows us to easily track payment deadlines, verify incorrect entries and, above all, eliminate manual work at many stages of invoice processing.
Dyrektor Finansowy w SMP Poland, Financial Director
“V-Desk is a modern and efficient solution, equipped with a range of tools that significantly improve the comfort of everyday work. We appreciate the flexibility and scalability of the system, which allows documents to be processed efficiently and in accordance with established procedures. By launching the V-Desk system, we have significantly reduced the use of paper documents, and the processing and management of invoices and correspondence in the company has been optimized.”
We value the potential of the V-Desktop platform, its stability and functionality, which allows us to save time and resources. Tasks including document registration and approval have been automated, and we now have effective control over the process.
“We no longer waste time searching for invoices, and we have resolved situations where tasks were not monitored and responsibility was unclear. With the V-Desk System, we have achieved smooth document processing.”
“Cooperation with Primesoft Polska began in 2021 and focused on the introduction of solutions aimed at the complex digitization of business processes management.”
Grażyna Jaworska, President of the Management Board
The flexibility of the implemented system means that its development possibilities, tailored to the company’s current needs, are an additional advantage that is highly valued by our company.
“We chose the V-Desk solution because of its wide range of options for adapting the solution to our individual processes, as well as the flexibility it offers when integrating with the SAP system.”
“We took advantage of the consulting and analytical support provided by Primesoft Polska, and as a result of our cooperation, the V-Desk electronic document circulation system was launched in our organization. We confirm the implementation of the solution in the areas of contracts, orders, and invoices, as well as its integration with the Exact financial system. In all areas, document approval and circulation processes have been streamlined, and control at every stage has been strengthened.”
Bogusław Nowosielski, Managing Director, Chairman of the Board
“With a professional approach and a deep understanding of our needs, the solution meets our expectations. V-Desk is easy to use and functional, but above all, it streamlines the work of many people and increases the efficiency of the company’s operations.”
Anna Jankowska-Kosińska, Finance General Manager Kia Polska sp. z o.o.
The expectations we had for digitizing our company have been met. With the V-Desk system, we are no longer using paper documents, which has had a positive impact on the efficiency of our processes.
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
“The transition to a digital document circulation system involved changes that had a positive impact on the functioning and flow of processes such as invoice circulation, requisitions, purchases and employee requests. The workflow system was launched to handle the circulation of cost invoices, of which approximately 500 are processed each month.
The positive cooperation with Primesoft, whose goal was to digitise Ariadna, allows us to plan the expansion of the V-Desk system with additional modules.”
“Given that we have been successfully cooperating with Primesoft Polska Sp. z o.o. for many years in the development of the V-Desk system, we are pleased to recommend it as a supplier of electronic document circulation systems.”
Paweł Lewandowski, Vice President of the Management Board at EFL
V-Desk allows us to focus on the tasks that are essential to our business, without wasting valuable time waiting for documents or registering them manually.
Monika Siurdyban, Chief Accountant Mitutoyo Polska
“The workflow system from Pimesoft is a simple way to collect quality information, analyse trends, identify problems, and take corrective action. This allows for continuous process improvement and higher quality standards.”
Marcin Cygan, Quality Manager Lhoist Bukowa sp. z o.o
“We implemented this system as an independent platform available to our subcontractors, self- employed engineers, and other external entities. We wanted to streamline document circulation in our company. We searched the market for programmes that would be easy to use, ergonomic, but also flexible in terms of future system development.”
“V-Desk GA introduced a systematic approach to processes at Nuxe, reducing the problems associated with manual document handling. From now on, we manage invoices electronically and handle HR processes such as vacation requests and approvals, as well as employee attendance records.”
“During 11 years of using V-Desk, we have become convinced of the flexibility of this solution, which is why we commissioned modifications allowing V-Desk to be integrated with another system in the company. We confirm that the work was carried out to the highest standard, maintaining high standards of business ethics and continuity of processes in the company.”
Krzysztof Bartuszek, Chairman of the Management Board of Securitas companies in Poland
FAQ – The Whistleblower module
Which companies need to implement the Whistleblower module?
Under the 2019 Whistleblower Protection Directive, the obligation to put in place a procedure for whistleblowing applies to public sector companies as well as smaller companies with between 50 and 249 employees.
The Whistleblower Module – Legal Basis
A law on the protection of whistleblowers has not yet been adopted in Poland. The obligation to adopt such a law stems from EU legislation, more precisely from the European Union Directive.
The Directive enforces the protection of whistleblowers, especially when exposed to retaliatory incidents. There is a strong emphasis on protecting the identity of the whistleblower, right from the moment violations are indicated. It also protects against consequences, e.g. dismissal, demotion, forced unpaid leave, change of job, reduction of salary, or other disciplinary measure.
On 2 April 2024, a draft law on the protection of whistleblowers was adopted. It aims to implement the European Parliament and Council Directive 2019/1937 of 23 October 2019 into Polish law. The deadline has already passed on 17 December 2021.
Under the draft, those working in the private or public sector will be protected.
Among other things, it also assumes that the appropriate channels for notifications should be put in place:
internal created by private and public entities
external to relevant state authorities
public disclosures
The whistleblower protection system will not end with the entry into force of the Act. In two years, evaluations of the whistleblower system in Poland will be conducted.
Who has access to reports and how are permissions controlled?
Access to cases is restricted according to organizational rules. Only authorized persons responsible for handling reports have access. This approach supports confidentiality and organizational order (e.g., separation of roles: registration, investigation, approval, archiving).
What happens to cases after they are closed?
Closed reports can be securely archived in a dedicated archive module. This helps maintain order in active cases while preserving the history of case handling for internal procedures and potential audits.
Contact us
Access Restricted: You do not have access to this embedded content.
Mariusz Lisiecki, Information Systems Manager
Renata Rosenbeiger, Chief Accountant at Elplast+ sp. z o.o.
Beata Karbowniczak, Chairman of the Board
