Anonymous reporting and confidentiality of identity

What is the difference between anonymous reporting and confidentiality of identity?

Anonymous reporting and confidentiality of identity are not the same.

When a report is submitted anonymously, the reporter does not provide their name or any other information that identifies them. The recipient therefore does not know who submitted the report.

Confidentiality of identity, on the other hand, applies when the reporter provides their name but the recipient keeps their personal information confidential. Under the Icelandic Whistleblower Protection Act, the recipient must maintain the confidentiality of this information unless the reporter gives their explicit consent for it to be disclosed.

Anonymous reporting

A workplace may choose to allow employees to submit reports without providing their name. This can make it easier for people to take the first step when they do not feel comfortable identifying themselves.

Even if no name is provided, the description of events, attachments or other information included in the report may reveal the reporter’s identity. Employees should be made clearly aware of this before submitting a report.

Confidentiality when a name is provided

Reporters may also choose to provide their name. This can make it easier to handle the case, particularly when further information or clarification is required.

Information identifying the reporter should only be accessible to those who need it to handle the case. The workplace should therefore establish clear rules governing access to reports and how confidentiality, including the confidentiality of the reporter’s identity, is maintained.

The conversation can continue

An anonymous report does not have to be a one-way communication. After submitting a report, the reporter receives a reference number and password that provide access to Tilkynna’s secure communication portal.

The reporter can use the portal to read responses, provide further information and submit supporting documents without disclosing their name. The case manager can also request clarification and provide updates on the status of the case.

Reporters should keep their reference number and password secure, as these details are required to access the communication portal. They can also choose to receive an email notification when a new response or other update is available. The email address is not accessible to the recipient of the report and does not provide access to the communication portal.

What does the workplace need to decide?

The workplace should clearly define and communicate:

• whether reports may be submitted anonymously;
• how the reporter’s identity is kept confidential when a name is provided;
• who receives reports and has access to them;
• how cases are investigated and followed up;
• how potential conflicts of interest are handled; and
• how reporters are kept informed about the progress of their case.

Anonymous reporting can limit a workplace’s ability to gather information or investigate a case. However, a secure communication portal, clear follow-up questions and ongoing communication can significantly reduce these limitations.

A secure way to report concerns

Tilkynna brings together the receipt of reports, secure communication and case follow-up, whether a report is submitted anonymously or under the reporter’s name. The workplace remains responsible for handling each case professionally, protecting the confidentiality of the reporter’s identity and taking appropriate action.