Erikshjälpen's Procurement Policy describes how purchasing and procurement rules should form the basis for the organization's purchases and procurements to actively contribute to achieving high quality in the business.
1. background
Erikshjälpen's purchasing and procurement rules shall form the basis for the organization's purchases and procurements to actively contribute to the achievement of high quality in the business. Purchases and procurements shall be characterized by professionalism and lead to correct deliveries and implementations at the lowest possible total cost in combination with high quality. Erikshjälpen undertakes to promote the highest ethical standards among its suppliers.
2. purpose
The purpose of this policy is to document and communicate Erikshjälpen's purchasing and procurement rules for goods and services in order to achieve efficiency in all areas of purchasing. The policy is aimed at everyone who is responsible for purchasing goods and services within the Foundation.
3. business acumen
Purchasing and procurement shall be based on a holistic approach based on this document. Buyers/procurement officers shall have good competence in the field and have a high level of integrity and respect for suppliers and consultants.
4. definitions
a. Goods
Goods means all supplies, materials, equipment and furniture, computers, IT and telecommunications equipment, computer software, office supplies,
household appliances, goods and equipment needed for the business to
functioning of the business.
b. Services
Services are those activities and functions that cannot be described as goods. A service adds value to a recipient without being a permanent physical object with its own value.
c. General services
Services such as equipment/furniture repair and maintenance, trucking, freight, janitorial, security, office rental, transportation, import, logistics services, media, advertising, health, maintenance and other similar services.
d. Consultancy services
Services requiring external technical and professional expertise beyond Erikshjälp's internal capacity, such as advice and review, feasibility studies, design, construction supervision, management and related services and technical or special studies carried out by Corporate.
5. Basic rules
The following thresholds apply to the procurement of goods and services:
- procurement must be carried out competitively for all service contracts above four price base amounts*.
- procurement shall be carried out on a competitive basis for all supply contracts above two price base amounts*.
*) For 2022, the price base amount is SEK 48,300.
Rules concerning the invitation to tender, tender evaluation and procurement decisions referred to in points 1 and 2 above.
a. Complete and clear tender documentation in the form of technical specifications/mission statement and commercial conditions should be included in the tender request. It is important that the specifications are neutral and if reference to a particular brand has to be made, "or equivalent" should be added.
b. The evaluation of tenders shall take into account only the criteria set out in the invitation to tender. The tender considered most advantageous in the light of all these criteria shall be accepted.
c. Tenders must not be invited solely for reasons of comparison. The person invited to submit a tender must also be able to expect to be considered as a supplier.
d. The invitation to tender must be sent to at least three parties, or advertised.
e. The composition of the group of tenderers should not always be the same but
varied from time to time.
f. The successful tenderer shall be informed in writing as soon as possible. However, at the latest within the period during which the tender is binding on the tenderer. Tenderers whose tenders have not been accepted must be notified as soon as possible. Erikshjälpen does not need to give reasons to the tenderers who are rejected.
g. It can be considered reasonable that the requirements must be adapted to local conditions and local legislation in this area. However, procurement must always be carried out on a commercial basis.
A simplified tendering procedure can be carried out through a written price comparison of at least three tenders if the value of the procurement is between one and two price base amounts. If three offers are not provided, a justification for the deviation should be documented, as well as the basis for the choice of offer in the individual case. Orders exceeding two price base amounts must be covered by contracts signed by both parties.
6. guidelines
The following aspects should be taken into account when purchasing goods and services.
a. Ethics
Erikshjälpen's officials, employees or agents must neither request nor accept gratuities, favors or anything of monetary value from suppliers or potential suppliers. If this is breached, disciplinary action will be taken against the persons concerned. Erikshjälpen upholds honesty, integrity and fairness in all aspects of its business, and expects the same in its relationships with its suppliers. Erikshjälpen is committed to promoting the highest ethical standards among its suppliers. Our staff, especially those involved in any phase of procurement, must declare all affiliations with suppliers and must not disclose confidential information about a project's requirements or deprive other bidders of such information that puts one bidder or group of bidders in a more favorable position over other bidders. This includes disclosing the other bidders' prices, terms and conditions, etc. Failure to declare affiliations with suppliers shall be considered a conflict of interest. The offer or acceptance of any form of bribe, monetary or otherwise, is unacceptable and subject to disciplinary action. In addition, staff should not accept personal commissions, gratuities or gifts from suppliers.
b. Conflict of interest
Erikshjälpen shall avoid situations that may involve conflicts of interest for employees, officials or agents or their immediate family. Suppliers must declare if they have family or relatives who are employed by Erikshjälpen. If a tenderer is found to have a hidden conflict of interest with Erikshjälpen, or with a competing tenderer, that tenderer shall be disqualified from participating in
a tender procedure.
c. Fraud and corruption
The contracting authority shall reject any proposal submitted by tenderers and, where appropriate, terminate the contract if it is established that they have participated in corrupt, fraudulent, collusive or coercive practices:
- Corrupt practices mean offering, giving, receiving or soliciting, directly or indirectly, anything of value to influence the effect of the contracting entity in the procurement process or contract performance.
- Fraudulent practices are acts, omissions or misrepresentations that intentionally or recklessly mislead or attempt to mislead the contracting entity in the procurement process or contract performance, in order to avoid an obligation while obtaining financial gain or other advantage.
- Collusion is a secret agreement between two or more bidders aimed at artificially altering the results of the tender procedure in order to obtain a financial or other advantage.
- Coercive practices impair or prejudice or threaten to impair or prejudice, directly or indirectly, any participant in the tender procedure in order to influence that participant's activity or to affect the performance of a contract.
To avoid corruption in procurement , the principles and
approach described in Erikshjälpen's anti-corruption policy shall apply. See section
three in our anti-corruption policy.
d. Principles governing the award of contracts
Responsibility for procurement, including the award and implementation of contracts, rests with the procuring entity. Erikshjälpen has an obligation to ensure that funds entrusted by donors are used appropriately with regard to economy and efficiency, and without regard to political or non-economic influences. Erikshjälpen's procurement should generally be guided by:
- the quality of goods, works and services
- Efficiency and economy;
- Gender equality and open competition;
- Transparency of the process and adequate documentation;
- Highest ethical standards in all procurement activities.
Contracts should only be concluded with suppliers that have the potential ability to meet the terms of a proposed contract. Consideration shall be given to such matters as the supplier's values, record of past performance, its financial and technical resources, and the availability of other critical issues. A contract shall be entered into with the supplier whose offer is the most advantageous to Erikshjälpen, taking into account factors such as price, quality, delivery time, payment terms, etc.
All deliveries and transportation of goods should be accompanied by a consignment note signed by the persons concerned. The consignee should immediately return a copy to the consignor.
e. Environmental and rights aspects
Erikshjälpen shall ensure that the requirements for procurement correspond to environmentally sustainable development in accordance with Erikshjälpen's environmental policy. An important part of the purchasing work is therefore to take into account the environmental impact when choosing suppliers and set relevant environmental requirements, so that negative advocacy on the environment is reduced. In this work, the assessment shall be based on a scoring system where the highest score is given if the supplier has an externally audited environmental certification such as ISO, EMAS or similar. The level below this is if the supplier has some form of environmental program but this is not externally audited. A further level below is if there is only an environmental policy. The lowest level is if there is no organized environmental work and no document on the supplier's environmental work.
When choosing a product, Erikshjälpen shall also look at the product's documented environmental performance and make an informed choice. Erikshjälpen shall strive to purchase as many environmentally certified products and services as possible, with relevant ecolabels for the relevant product category. When purchasing goods, these should preferably be labeled with one or more of the following labels:
Electronics: TCO, EPEAT, Energystar, Nordic Ecolabel and EU Ecolabel.
Cleaning products: Good Environmental Choice and the Nordic Swan.
Food products: KRAV-labeled, Fairtrade, MSC and organic.
Promotional products: Fairtrade, FSC, KRAV-labeled and organic.
Erikshjälpen shall also ensure that the requirements for the selection of suppliers of goods and services take into account the fundamental human rights as expressed in the ILO's core conventions. Among other things, the following rules of conduct apply to our suppliers:
- All employment shall be voluntary with the supplier.
- Labor and employment laws must be respected.
- Compensation laws and existing collective agreements must be respected.
- A humane treatment of all employees is a basic requirement.
- Discrimination must not occur in employment decisions.
- Agreed and statutory safety rules must be followed.
- Security and crisis contingency plans must be in place.
- The supplier's employees must be informed of their rights.
- The supplier shall provide a safe and good working environment for its employees.
f. Prohibition of child labor
The contracting entity must ensure that tenderers do not use child labor and that fundamental social rights and working conditions are respected. The tender procedure must include a clause that does not allow any child labor.
g. Quality
The buyer / procurer must always be clear and present Erikshjälp's specifications to suppliers and only use the suppliers that meet the organization's requirements, needs and expectations. The quality of delivered products and services must be ensured through continuous Monitoring and evaluation.
h. procurement of second-hand goods
Erikshjälpen can buy used goods whenever possible. The choice must be made with regard to the environment and sustainability and when it is appropriate and can be combined with sufficient functionality and quality.
i. Competitive opportunities
Competitive opportunities shall be actively sought and utilized. Erikshjälpen's purchasing volume shall be used to achieve the lowest possible cost by coordinating purchases and thus reducing the price level.
All procurement shall be carried out in such a way as to ensure open and free competition. Tenders and tenderers shall be treated objectively so that competition on equal terms is achieved. The purchase of supplies, works and services shall be based on a clear and accurate description of the technical requirements of the material, product or service to be procured. Such a description shall not, in competitive procurement, contain features that unduly restrict competition.
j. Adaptation of procurement rules
If institutional donors contributing to a particular operation (e.g. Sida, SMC, EU) have specific procurement rules that are more demanding than those of Erikshjälp, these rules will be applied to this specific operation.
Erikshjälpen's Code of Conduct Policy governs that Erikshjälpen's vision and values are reflected in all work and conduct, both inside and outside the organization. Adopted by Erikshjälpen's board 2013-10-01.
1. Introduction
Working at Erikshjälpen entails a great responsibility, not only in the implementation of the work, but also in how we act. Erikshjälpen's vision and values should be reflected in all our work and conduct, both inside and outside the organization. This means that it is very important that you contribute to maintaining the good reputation of Erikshjälpen, in your work with partner organisations, in contact with authorities and with people in general - both in Sweden and abroad. These guidelines must be followed by everyone who represents Erikshjälpen as staff, board members and anyone hired as an expert or consultant.
2. transparency
Decisions must be open and clear. Everything you do in your work must be transparent and verifiable for colleagues and others that Erikshjälpen chooses to involve in the work.
3. respect
You have a responsibility to treat all people with respect. You must have an understanding of the opinions and views of others. When working to promote children's rights and the vision and values of Erikshjälp in a context that is contrary to these values, it is important to act thoughtfully and with sensitivity.
4. No abuse of your position of power
Development aid and assistance does not only involve the transfer of financial resources and knowledge, it often entails an aspect of power. In your work, it is therefore likely that you will come into contact with people who are or who perceive themselves to be in a position of dependence on you. These may be people in the partner organization or people in the target group, or other people within Erikshjälpen. You must never abuse your position of power. In addition, you must not use your position of power to give other people advantages that they would not normally have. Your behaviour and relationships with the partner organization and other people must not be such that people think you are demanding or expecting favours or benefits.
5. non-discrimination
You must not discriminate against any individual or group, regardless of gender, age, ethnicity, religion, sexual orientation, political beliefs or disability, either at Erikshjälpen, partner organisations or people in general. It is important that you actively uphold this obligation within the framework of the partnership, as projects and activities should strive to enable the above-mentioned groups or persons to participate.
6. no sexual abuse or harassment
All forms of sexual abuse are prohibited, as well as all forms of sexual contact between adults and children, i.e. persons under the age of 18. The purchase of sexual services is strictly prohibited. It is forbidden to use technical equipment (computers, etc.) provided by Erikshjälpen to view or distribute pornographic material. No employee or person with whom you come into contact may in any way be subjected to sexual harassment, either physically or mentally. Sexual harassment refers to unwelcome conduct based on sex or unwelcome conduct of a sexual nature that violates a person's privacy. You have an obligation to know and follow Erikshjälpen's Child Protection Policy - Safe Children.
7. non-corruption
Corruption means misusing the resources of an organization/company/authority for personal gain. You must not contribute to corruption in any way, for example by giving or receiving bribes, either in the form of money or other benefits in order to give you advantages over others. Erikshjälpen's anti-corruption policy and action plan has zero tolerance for corruption. The action plan states who at Erikshjälpen you should contact if you suspect irregularities.
8. Alcohol and drugs
When working (abroad and in Sweden), alcohol consumption is only allowed in exceptional circumstances, such as official dinners and similar events. On these occasions, it is extremely important to consume alcohol in moderation. During your free time during an official assignment, you should also be restrained in your alcohol consumption as you are a representative of Erikshjälpen. Erikshjälpen never offers alcohol. Alcohol consumption is completely prohibited when driving and as a passenger you should always react if you suspect that the driver is intoxicated. All forms of involvement in, possession or consumption of drugs are prohibited, unless they are prescription drugs for personal use.
9. Knowledge of this Code of Conduct
Everyone working for Erikshjälpen, all staff, board members and people hired as experts or consultants, must be made familiar with this Code of Conduct. As one of these persons, you are obliged to know and follow these guidelines.
10. Monitoring
This Code of Conduct is a governing document adopted by the Board of Erikshjälpen. As of 2013-10-01, it must be signed by everyone engaged in assignments for Erikshjälpen, all staff, board and those working as experts or consultants. If you are suspected of violating the code of conduct, you must receive a written warning and the opportunity to respond to the allegations. Repeated or deliberate breach of the Code of Conduct may lead to termination of employment/assignment. Any dismissal will be submitted to the Board for a final decision on the matter. If a failure to comply with the rules is also a breach of Swedish law, a police report may be filed.
Erikshjälpen's Investment Policy aims to lay the foundation for responsible and efficient financial management that gives the foundation long-term sustainable conditions to carry out its mission for children in the world. Adopted by Erikshjälpen's board 2023-09-22.
1. Introduction
"To work in the spirit of Erik means for us to be sensitive, opportunity-focused, creative and deeply aware of the responsibility it entails to manage donors' gifts and trust". The above quote from Erikshjälpen's core values describes well the attitude that should apply to the entire financial management within the foundation and not least the asset management that takes place through various forms of investments. The purpose of this policy is to lay the foundation for responsible and efficient financial management that gives the foundation long-term sustainable conditions to carry out its mission for children and the world they dream of.
2. division of responsibilities
The basic division of responsibilities within the Foundation is documented in the Rules of Procedure and Decision-Making adopted by the Governing Board and revised annually. The description below is based on the rules of delegation set out therein.
2.1 Responsibilities of the Board
The Board shall
- be responsible for and monitor that the management is carried out in a responsible manner and in accordance with the Foundation's statutes, core values and this investment policy
- once a year or, if necessary, establish or revise the investment policy.
2.2 Responsibilities of the Secretary-General
The Secretary-General shall
- decide on asset management within the limits set by the Board of Directors in this investment policy or by other Board decisions
- continuously monitor and evaluate the performance of asset management
- be responsible for reporting to the Board on the performance and risks of asset management.
The Secretary-General may delegate responsibility for day-to-day management to the Administrative/Financial Manager or an official in a similar position. However, the Secretary-General always has overall responsibility for asset management.
2.3 Securities Committee
The Secretary-General shall appoint a Securities Committee responsible for managing investments. This committee shall be composed of the Chief Administrative Officer/Chief Financial Officer and officials of similar status. The Committee may also appoint external experts to advise and prepare investment decisions. The officials of the Committee shall implement the investment decisions taken and monitor the progress of the investments made.
The Committee may, by delegation, implement changes to the portfolio on its own initiative, subject to the provisions of this policy. The changes made to the portfolio shall always be reported to the Board of Directors.
3. location rules
3.1 General
The Foundation shall manage its funds in such a way as to ensure a good return and adequate security. The Foundation chooses low-risk investments and does not speculate with endowment funds.
The funds must be managed in an ethically defensible manner in accordance with the foundation's fundamental values (see below). According to a decision by the Board of Directors, Erikshjälpen must have a balanced equity corresponding to current turnover for a period of 5-7 months.
3.2 Ethics
Erikshjälpen chooses investments in listed Corporate and equity funds that comply with the international conventions on human rights and the environment that Sweden has adopted, and this applies primarily:
- The ILO Conventions
- human rights conventions
- the Convention on the Rights of the Child
- conventions against bribery and corruption
- international environmental conventions.
We exclude investments in Corporate whose business involves the manufacture and/or sale of alcohol products, pornography, tobacco and tobacco products, weapons, commercial gambling or the extraction of fossil energy (natural gas including shale gas, petroleum and coal). Weapons are defined as products intended to kill, maim or destroy and sold to military users, including products used as platforms for weapons and strategic products, such as warships, tanks and combat aircraft.
3.3 Cash and cash equivalents
Cash and cash equivalents are held in transaction accounts at the best possible interest rate. Cash and cash equivalents shall correspond to one month's turnover.
3.4 Investable funds
Investable funds means capital available for investment in Shares, bonds, funds and interest-bearing Securities. This capital shall be invested to provide a good long-term return. At least 80% of the investable funds shall be invested in such a way that they can be converted into cash within a maximum of 14 days.
Based on the market value, the Foundation's investments shall be allocated as follows:
| Asset class | Minimum % of | Normal mode %. | Maximum % of |
|---|---|---|---|
| Equity-related investments | 0 | 50 | 60 |
| Interest rate related investments | 40 | 50 | 100 |
During the year, there may be deviations from the above minimum and maximum levels caused by increases and decreases that affect the outcome of the percentages. Investments in individual shares may not exceed 10% of the entire equity portfolio. Investments in Swedish investment companies may not exceed 20% of the entire equity portfolio.
3.5 Securities received by inheritance or gift
Securities received by way of inheritance or gift are sold as soon as possible unless there are specific obstacles or special reasons.
4. Reconciliation and adjustment of investments
A reconciliation of the current investments in relation to the above allocation guidelines (3.4) and the policy in general shall take place at least once every six months. If the reconciliation shows that the investments deviate from the current guidelines, measures must be taken to correct the portfolio. Changes to the investments must then be made as quickly as possible, taking into account the value of the investments and available alternatives. The Administrative/Financial Manager is responsible for carrying out the reconciliation and reports to the Secretary-General.
5. reporting
Reporting of investments and returns is done annually in connection with the annual report. In the event of major deviations or extraordinary events that have or risk having an impact on the Foundation's financial position, the Secretary-General shall inform the Governing Board as soon as possible.
In Erikshjälpen's privacy policy you can read how we ensure that your personal data is processed in accordance with the General Data Protection Regulation (GDPR). This privacy policy has been decided by Erikshjälpen and is valid from 2018-05-25.
Data protection rules are based on human rights. Everyone has the right to respect for their private and family life and to the protection of their personal data.
On May 25, 2018, the new General Data Protection Regulation (GDPR) will enter into force across the EU, replacing the Personal Data Act (PUL). The purpose of the GDPR has been to protect people from having their privacy violated when their personal data is processed. The GDPR further strengthens your rights by imposing stricter requirements on how Corporate and organisations process personal data.
You should always feel safe when you provide your personal data to Erikshjälpen. With this privacy policy, we want to show how we ensure that your personal data is processed in accordance with the new General Data Protection Regulation (GDPR).
Erikshjälpen, Insamlingsstiftelsen Farbror Eriks barn- och hjälpverksamhet, organization number 827500-4789, 561 33 Huskvarna, is the data controller for the processing of your personal data.
1. processing of personal data
1.1 When does Erikshjälpen collect your personal data?
- When you give a gift to Erikshjälpen in our various channels or start a fundraising for the benefit of Erikshjälpen.
- When you want to subscribe to newsletters, use our registration and nomination forms or order goods through our various channels.
- When you apply for a vacancy or register as a Volunteer at Erikshjälpen.
1.2 What do we use the data for?
We use the personal data you provide mainly to administer gifts. The data may also be used for information and marketing purposes, Monitoring and development of Erikshjälpen's activities.
When you apply for vacancies, we use your personal data only for the purpose for which you provided it.
1.3 What data do we process about you and why?
By getting in touch with us at Erikshjälpen, you provide us with certain information. Here you can read about what information we process about you, for what purpose we process your information and what legal basis we have for processing it.
1.3.1 If you are an existing donor
We process about you: Name, social security number, donor ID number, address details, email, phone number, gender, family connections, payment history, donor contact notes and for contract donorsMonthly Donor, Youth Sponsor, Sponsor) also bank account numbers. In some cases, free text data is processed in order to provide a good donor service. In order to keep address details up to date, they are regularly updated from SPAR, which is a public personal register, for the period of time we keep your data.
| Purposes of processing | Legal basis |
|---|---|
| Administration of the payment of the gift | Processing necessary for the purposes of handle payment of the gift according to the agreement between the donor and Erikshjälpen. |
| Good donor service | Balancing of interests |
| Feedback on your giving | Balancing of interests |
| Efficient administration and cost-effective fundraising | Balancing of interests |
| Continued processing for collection purposes | Balancing of interests |
| Monitoring and analysis | Balancing of interests |
| Comply with the requirements of the Accounting Act 1999:1078 | Legal obligation |
Our legitimate interests in the processing operations are based on the balancing of interests carried out. Our aim is to improve our administration and thus reduce our costs. This will allow us to help more children and families in need. Data is processed for as long as you are a donor and for a period of 36 months after you stop donating. Data may be kept for longer in accordance with legal requirements, such as the requirements of the Accounting Act.
1.3.2 You as a prospective donor
We process about you: Name, postal address, email address, social security number and telephone number. In some cases, free text data is processed after contact with our telemarketing departments. Your data is in some cases purchased from other Corporate, with SPAR as the source. In some other cases, data may be obtained from, for example, news sources, in situations where you have some kind of connection with Erikshjälpen and could be interested in contributing to our work.
| Purposes of processing | Legal basis |
|---|---|
| Contact for requests to make one-off or regular gifts. | Balancing of interests |
Our legitimate interest in the treatments is to connect with people who are interested in making gifts and supporting our work.
Your personal data will normally be kept for two months in cases where data has been purchased for a specific activity. In other cases, data may be kept for up to 12 months since the last contact with you as long as you do not object to us processing your data.
1.3.3 If you have included or expressed an interest in including Erikshjälpen in your will
We process about you: Name, social security number, postal address, email address and telephone number. Your address details are regularly updated from SPAR, which is a publicly accessible register, for the period of time we keep your data. In some cases, we process data on financial and family circumstances.
| Purposes of processing | Legal basis |
|---|---|
| To safeguard the rights of Erikshjälpen under wills. | Consent |
| Keep in touch in case of expressed interest to include us in your Will and make a gift to Erikshjälpen. | Balancing of interests |
| Analysis of donor groups for improved donor awareness. | Balancing of interests |
| Maintain a duplicate-free and well-administered donor register. | Balancing of interests. Personal data are processed on the basis of the importance of secure identification. |
Our legitimate interest in the treatments is to connect with people who are interested in making gifts and supporting our work.
If you have informed us that you have included Erikshjälpen in your will and have consented to us processing your data, we will keep it for as long as you have consented to this. If you have not consented but have shown interest and/or requested information, we will retain your data for up to 12 months since the last contact with you as long as you do not object to us processing your data.
1.3.4 If you are a contact person at a Corporate, parish or association that gives a gift, or orders Sister's Secret Box
We process about you: Name, telephone number and email address.
| Purposes of processing | Legal basis |
|---|---|
| To manage the relationship between your Corporate and Erikshjälpen. | Balancing of interests |
Our legitimate interest in processing is to be able to administer the contact with the company/organization you represent.
The data is saved as long as no new contact person is notified or for 36 months after the last gift your Corporate donated to Erikshjälpen.
1.3.5 If you are the recipient of a gift certificate
We process about you: Name and postal address. Your address details are collected from the donor.
| Purposes of processing | Legal basis |
|---|---|
| To establish a gift certificate. | Balancing of interests |
Our legitimate interest in processing and that of the donor is to be able to administer the gift and ensure that you receive the gift certificate.
The data is stored for 36 months. After that, we delete your data.
1.3.6 If you use a registration or nomination form on erikshjalpen.se
We process about you: Name, telephone number and email address.
| Purposes of processing | Legal basis |
|---|---|
| To administer applications and nominations. | Balancing of interests |
Our legitimate interest in processing is to be able to administer registrations for events or nominations for awards and to ensure that you receive information related to the event or the results of the award.
The data is only kept until the event is over or the award is announced. After that, we will delete your data.
1.3.7 If you receive our magazine and digital newsletter
We process about you: Name and postal address for magazine and for digital newsletter email address.
| Purposes of processing | Legal basis |
|---|---|
| Newsletter/magazine distribution | Balancing of interests |
Our legitimate interest in processing your personal data is that you have indicated that you wish to receive our magazine and/or newsletter. Your data will be deleted when you indicate that you no longer wish to receive the magazine/newsletter.
1.3.8 Applying for a vacancy or traineeship
We process about you: Name, social security number, postal address, telephone number, social security number, information about education and work experience, information in cover letter/email, information in CV and references.
| Purposes of processing | Legal basis |
|---|---|
| Enable the secure identification of the job seeker. | Balancing of interests. Personal data are processed on the basis of the importance of secure identification. |
| Enable an efficient recruitment process. | Balancing of interests. |
Our legitimate interest in processing your personal data is to be able to manage your application in our recruitment process in an efficient and accurate manner.
The personal data we process about you will normally be kept for as long as necessary for the recruitment process in question. If the process is terminated and you are not offered the position, we will delete your data.
2. sharing of personal data
2.1 Who do we disclose the data to?
Your personal data will be processed by Erikshjälpen. In addition, your personal data may be shared with third parties who process personal data on our behalf, so-called data processors. We ensure that there are always data processing agreements in situations where a third party processes personal data on our behalf. We disclose or allow IT and system suppliers, banks, payment services, web agencies, printers and telemarketing companies to access your personal data that is necessary to carry out the tasks ordered. We ensure that the data is not passed on for processing by independent parties.
2.2 Is the data stored outside the EU or EEA (third country)?
As a general rule, we and our suppliers and partners only process your personal data within the EU/EEA. In cases where personal data is processed outside the EU/EEA (in "third countries"), there is either a decision by the European Commission that the third country in question ensures an adequate level of protection for the processing of personal data or other appropriate safeguards under the GDPR, for example in the form of standard contractual clauses that ensure that your rights are protected.
2.3 What are your rights?
In accordance with the applicable data protection legislation, you have the right to access information about what personal data we process about you and the right to request rectification of your personal data.
Under certain conditions, you also have the right to request erasure of personal data or restriction of processing of your personal data or to object to our processing. You also have the right, under certain conditions, to obtain the personal data concerning you that you have provided to us in a structured, commonly used and machine-readable format and have the right to transmit it to another controller.
You have the right to withdraw your consent to the processing of your personal data at any time with effect from the moment of withdrawal. You also have the right to object at any time to the processing of your personal data for direct marketing and profiling purposes.
If you have any complaint regarding our processing of your personal data, you have the right to lodge a complaint with the Swedish Data Protection Authority, which supervises the processing of personal data.
3. security
3.1 How do we work on security?
We and our partners constantly work to keep firewalls and antivirus software up to date to protect and prevent unauthorized access to your data. Only staff with authorized accounts and passwords have access to the areas and systems where personal data is stored. Our employees are also strictly instructed to handle all personal data in accordance with applicable laws and regulations.
3.2 What is a cookie?
Erikshjälpen uses cookies to create the best possible experience on our website erikshjalpen.se. Cookies are small text files that are stored on your computer and contain data from websites you have visited. The purpose is to give visitors access to various functions and make browsing easier. The next time you visit the same website, it can read your cookie and display the pages according to your settings.
For more information see erikshjalpen.se/cookies
3.3 Are we responsible for external links?
Erikshjälpen's information material may sometimes contain links to external websites or services that we do not control. If you follow a link to an external website, you are encouraged to read the principles for personal data processing and information about cookies that apply to the page in question.
4. contact
If you have questions about Erikshjälpen's processing of personal data or want to exercise your rights as above, you can email personuppgifter@erikshjalpen.se or send a letter to:
Erikshjälpen
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Policy for child safety and protection aims to formulate and clarify the principles and approaches that Erikshjälpen applies to prevent children from being harmed and how the organization acts if a child is harmed in any of Erikshjälpen's activities.
Adopted by Erikshjälpen's board 2022-02-03. Minor adjustment approved by Erikshjälpen and Erikshjälpen Second Hand's management groups 2023-01-31. The policy is called ERIKS Child Safeguarding Policy in English.
Contents
- Introduction and purpose
- The ethos of Erikshjälpen
- Erikshjälpen's commitments to ensure the safety and protection of children
- Reporting and notification
- Responsibility
- Annex 1: Definitions - Child safety and protectionAttachments
- Annex 2: Child safety and protection guidelines and notification procedure
1. Introduction and purpose
Erikshjälpen's vision is "A changed world where children's dreams come true". It is a world where every child feels safe and secure. Therefore, Erikshjälpen also takes all necessary measures to ensure that the organization, its operations and employees look after the child's best interests and prevent children from being harmed, and that all suspicions or established cases of abuse, violations and abuse are taken seriously and handled according to established procedures and guidelines.
This policy for child safety and protection aims to formulate and clarify the principles and approaches that Erikshjälpen applies to prevent children from being harmed and how the organization acts if a child is harmed in any of Erikshjälpen's activities. It applies to the whole of Erikshjälpen, i.e. the children's rights organization and Second Hand activities in Sweden as well as internationally, and must be applied by Erikshjälpen's employees: employees, trainees, field students, volunteers, recruiters, board members, consultants and other people who carry out work for Erikshjälpen. It establishes responsibilities and roles in the work to ensure the safety and protection of children in the organization. The policy is complemented by a position paper that describes Erikshjälpen's view of children's right to safety and protection and explains how Erikshjälpen works with this issue as a focus area in program activities.
The policy for child safety and protection interacts with the organization's other policies. For different parts of Erikshjälpen's activities, guidelines and procedures are developed as needed to provide guidance to employees within the organization in how the work should be conducted.
Erikshjälpen is a child rights organisation and works primarily with a focus on children. A child is every person under the age of 18. In Erikshjälpen's own activities or in projects supported by Erikshjälpen, young adults over 18 also participate. The overarching principles of the right to safety and protection in this policy, with associated documents, apply to all persons participating in or affected by Erikshjälpen's work and activities.
The main message of the policy is adapted and made accessible and understandable to participating children in the activities for which Erikshjälpen is directly responsible.
Where activities are carried out by partners, and the partner has its own child safety and protection policy, this must be followed. This policy is monitored annually and revised as necessary.
2. The ethos of Erikshjälpen
Erikshjälpen's commitment to working for children's rights is guided by the organization's identity and values - to work in the spirit of the founder Erik Nilsson, based on a Christian view of humanity and the UN Convention on the Rights of the Child. The Convention on the Rights of the Child clearly states that all children have the right to life and development, and to be protected from all forms of violence, abuse, maltreatment and exploitation. All children, without distinction, have the right to be safe in the activities that Erikshjälpen and its partners conduct. Everything Erikshjälpen does must have the best interests of children in focus. Therefore, Erikshjälpen is committed to creating safe environments for children where they can develop and feel good, and to integrating measures to ensure children's safety and protection in all processes and systems within the organization. Erikshjälpen has zero tolerance for the exploitation and abuse of children as well as violations and harassment.
Erikshjälpen uses the following definition of child protection: Measures and structures to prevent and respond to abuse, neglect, exploitation and violence affecting children. Child protection means protecting children from harm. Harm includes violence, abuse, exploitation and neglect. The goal of child protection is to promote, protect/defend and fulfill children's right to protection from abuse, neglect, exploitation and violence as expressed in the UN Convention on the Rights of the Child and other human rights, humanitarian and refugee treaties and conventions as well as national legislation¹.
In addition to the above, Erikshjälpen emphasizes that harm includes physical, sexual, social, psychological, emotional and spiritual aspects that affect children's health, survival, development or dignity in the context of relationship or responsibility, trust or power. Children should be protected from both potential and actual harm.
¹ Taken from Erikshjälpen's thematic position paper - the right to safety and protection.
3. Erikshjälp's commitments to ensure the safety and
and protection
To ensure children's right to safety and protection in the business, Erikshjälpen undertakes to prevent, act and follow up as follows:
3.1 Prevention
All employees in Sweden and internationally, i.e. employees, interns, field students, volunteers, recruiters, board members, consultants and other persons who perform work for Erikshjälpen, are required to sign that they have read and understood Erikshjälpen's policy and will follow its guidelines.
When recruiting staff to work with children, the suitability of the person concerned is checked, for example, by means of references and criminal records.
Erikshjälpen creates awareness among staff and other people involved in the issue of child safety and protection through information and training.
Erikshjälpen plans its work to minimize the risk of children being harmed, exploited or abused, which includes conducting risk assessments.
Erikshjälpen has an easily accessible and child-friendly complaint handling system for reporting abuses in its operations, as well as procedures for how reports should be followed up.
Erikshjälpen informs participants and guardians in activities for which Erikshjälpen has direct responsibility about the policy for child safety and protection and where they can turn to report irregularities. In cases where activities are conducted by partners, it is the partner's responsibility to inform participants and guardians about its policy. The partner's reporting procedure should be followed.
Erikshjälpen has specially appointed people (child protection officers) in the organization with the task of proactively monitoring the issue of child safety and protection and ensuring that the organization's commitments are fulfilled.
Erikshjälpen ensures that partner organisations within the program activities have their own policy for child safety and protection and that this is complied with and encourages child-friendly complaint handling. In the absence of such a policy, partners shall apply Erikshjälpen's policy until they have formulated their own.
3.2 Acting
Erikshjälpen undertakes to take any concerns raised seriously and act promptly based on developed guidelines and procedures in the event of suspected or established abuses and irregularities concerning children's right to safety and protection. Erikshjälpen also ensures that partners act in accordance with the above.
Erikshjälpen helps to facilitate any investigation in cases where notification to authorities needs to be made.
3.3 Follow-up
If misconduct or irregularities are found, this is followed up with measures to ensure that the incident does not recur, which may involve changing procedures, suspending cooperation or transferring or dismissing people. Victims of abuse or harassment are offered support as the situation requires.
4. Reporting and notification
In the event of suspected or established abuses and irregularities concerning children's right to safety and protection within Erikshjälpen's activities, reporting and notification must be made in accordance with the adopted guidelines. Internal reporting must be made in all cases, notification to the relevant authorities is made after a conversation with the nearest responsible manager and where the assessment is that this should be done.
In the event of incidents in international projects supported by Erikshjälpen, Erikshjälpen's Regional offices ensure that the partner handles the matter in accordance with current policy and applicable laws and regulations in the country in question.
All reporting, both near misses and incidents, should be done promptly, if possible within 24 hours.
All reports received are handled professionally, confidentially and in the most appropriate manner. If it is deemed that authorities need to be involved, this is done with the best interests of the child in mind.
For more detailed instructions on reporting and notification procedures, guidelines should be available.
5 Responsibility
The boards of Erikshjälpen and Erikshjälpen Second Hand are responsible for deciding on the policy and revising it when necessary.
The Secretary General of Erikshjälpen and the Executive Director of Erikshjälpen Second Hand have the ultimate responsibility for child safety and protection within Erikshjälpen's activities, that the policy is implemented, complied with and followed up and kept alive and updated. A summary of how the policy has been complied with must be included in Erikshjälpen's annual report.
Each Head of Department and Regional Director is responsible for ensuring that the policy is followed within their area of responsibility, and that child safety and protection perspectives are integrated into all work. This is done with the support of the specially appointed child protection officers from the program departments.
In international projects run by partners, the Regional Director is responsible for ensuring that child safety and protection policies are in place and enforced.
Everyone working for Erikshjälpen (employees, interns, field students, volunteers, recruiters, board members, consultants and other persons performing work for Erikshjälpen) is responsible for contributing to the safety of children in the organization's activities by following this policy and associated guidelines, and reporting deviations from the policy.
In connection with temporary visits to Erikshjälpen's projects or activities, both in Sweden and internationally, where children participate, the receiving staff is responsible for ensuring that the visitors comply with Erikshjälpen's policy for child safety and protection and associated guidelines.
Annex 1: Definitions - Child safety and protection
This annex defines and explains the main concepts related to child safety and protection. The list is not exhaustive.
Child
A child is a person under the age of 18.
Child protection
Measures and structures to prevent and respond to abuse, neglect, exploitation and violence affecting children. Child protection means protecting children from harm. Harm includes violence, abuse, exploitation and neglect. The aim of child protection is to promote, protect/defend and fulfill children's right to protection from abuse, neglect, exploitation and violence as expressed in the UN Convention on the Rights of the Child and other human rights, humanitarian and refugee treaties and conventions as well as national legislation².
Harm includes physical, sexual, social, psychological, emotional and spiritual aspects that affect the child's health, survival, development or dignity in the context of relationship or responsibility, trust or power.
Child protection officer
Person within Erikshjälpen who is tasked with monitoring the issue of child safety and protection and ensuring that the organization's commitments are fulfilled.
Direct and indirect contact with children
Direct contact means being in close physical or digital proximity to children within the organization's work.
Indirect contact means having access to information about children in the context of the organization's work such as children's names, addresses, pictures or other personal data.
Abuse
Abuse includes any form of violation, maltreatment, neglect or negligent treatment that may result in harm to the child's health, ability to survive and develop, or diminished dignity in the context of relationship or responsibility, trust or power.
- Physical abuse is when someone uses their position of power to cause a child actual or potential physical harm, illness, pain or to put the child in a state of helplessness and powerlessness. Any form of corporal punishment of a minor (under 18) is considered physical abuse of a child. Physical abuse also includes the failure to meet a child's physical needs.
- Psychological abuse is when someone takes advantage of their position of power and subjects a child to acts such as ridicule, mockery, degrading judgments, degrading treatment, threats, ostracism, unreasonable demands, unfair punishment, rejection, forced isolation from social contacts, being encouraged to engage in anti-social behavior or criminality, being forced to witness violence or experiencing threats of violence. Psychological abuse includes all forms of physical, sexual and spiritual abuse of children. Psychological abuse also includes the failure to meet a child's emotional needs and the failure to provide a developmentally appropriate and supportive environment for the child to develop emotional and social competence.
- Sexual abuse includes all forms of sexual acts that a child is subjected to by another person, which violate the child's integrity. Sexual abuse or harassment can be both physical and non-physical, and can range from unwelcome looks and words with sexual undertones to intimate physical contact or rape. It is an act of a sexual nature that is forced on a child or that the child cannot understand or is not ready for.
Sexual abuse includes:
- Grooming, which is when an adult makes contact with a child with the aim of enticing, encouraging or inducing them to engage in inappropriate or illegal sexual activity.
- Child pornography, which involves the viewing, use, exploitation, trafficking, forwarding and transmission of sexual images of children engaged in real or simulated sexual activity or exposing their bodies for the purpose of sexual gratification.
- Sexual exploitation, which means that someone exploits a person through prostitution or trafficking for sexual purposes, with the aim of making a profit.
- Spiritual abuse is the misuse of power or influence in a spiritual context to control, coerce, manipulate or dominate a child.
Abuse also includes:
- Harmful traditional and cultural practices that may put the child at risk of harm, such as child marriage and genital mutilation.
- Exploitation, i.e. the exploitation of children for personal gain through child labor or other activities that are harmful to the child's physical or mental health or otherwise impair the child's development.
- Bullying, which is the repeated victimization of someone by others. It can include being teased, hit, or ostracized, and also includes actions that take place online.
² Erikshjälpen's Thematic Position Paper - The Right to Safety and Protection
Annex 2: Child safety and protection guidelines and notification procedure
1. Introduction and purpose
The following guidelines concretize and clarify how the child safety and protection policy should be applied in specific contexts. The Swedish version is comprehensive and includes both the Swedish and international versions. The English version is adapted to the international context. Examples are presented below but the list is not exhaustive or complete. All Erikshjälpen staff (employees, trainees, field students, volunteers, recruiters, board members, consultants and other people who carry out work for Erikshjälpen) are expected to plan and organize their work and workplace in such a way as to minimize the risk of children being abused, harmed, hindered in their development or their rights being violated in any other way. All children have the right to be safe in the activities that Erikshjälpen and its partners conduct.
Erikshjälpen's employees are obliged to report irregularities and deviations from the policy for child safety and protection and to respond to children who have been subjected to harm, violation, exploitation or abuse in accordance with Erikshjälpen's guidelines for reporting and Monitoring. See Guidelines for reporting and monitoring at the end of this document.
Erikshjälpen has specially appointed child protection officers in the organization who are tasked with proactively monitoring issues of child safety and protection and ensuring that the organization's commitments are met.
There will be a designated staff member in each international region and two staff members from headquarters; one from the International Program Department and one from the Sweden Program Department responsible for activities in Sweden. The Child Protection Officers will have specific knowledge of issues related to children's right to safety and protection and act as resource persons within the organization. Support will be provided to the Child Protection Officers within the regions as needed. See appendix "Child Protection Officer Erikshjälpen" for the name and contact details of each child protection officer.
child participation is an important part of the revision and implementation of the policy and its annexes. Internationally, the regional offices are responsible for selecting at least three children from each region to participate in the revision and Monitoring of the documents. Nationally, Erikshjälpen's Youth council is part of ensuring the perspective of children and young people in the revision and follow-up.
2. guidelines in specific activities
2.1 Recruitment, employment and training
Erikshjälpen's employees play a crucial role in creating safe and secure environments for children. Therefore, it is of the utmost importance that the people recruited are suitable for their tasks and are aware of their responsibilities. To ensure this, as far as possible, the following is applied in the recruitment and employment process:
- Nationally, when recruiting or hiring someone to work directly with children, the HR department is responsible for checking their suitability through references and criminal records. Internationally, the regional managers are responsible for an accountability of the references, which includes an accountability of the person's past behavior in relation to children. If possible, an extract from the criminal record or similar register is requested.
- Nationally, introduction for assignments within Erikshjälpen shall include a review of the Policy for Child Safety and Protection with associated annexes.
- Internationally, regional offices are responsible for the introduction and review of the Child Safety and Protection Policy, as well as guidance and training as needed.
- Nationally and internationally, regular reflections on child safety and protection, especially during joint days.
- All staff (employees, interns, field students, volunteers, recruiters, board members, consultants and other persons performing work for Erikshjälpen) must sign that they have read, understood and will comply with Erikshjälpen's policy for child safety and protection.
- Nationally, people who work in direct contact with children must undergo training on child safety and protection, provided by Erikshjälpen. The scope of the training may vary depending on the nature of the assignment.
- Internationally, new employees should read the Child Safety and Protection Policy and, with the support of the Regional Manager or Human Resources Manager, be given the opportunity to reflect their understanding before signing the employment contract.
2.2 Activities with children
In all activities within Erikshjälpen, including digital, which involve direct contact with children, the employees concerned must do everything possible to protect children from harm, violations, abuse or exploitation. In international projects conducted by partners, the partner's guidelines must be followed.
All Erikshjälpen employees are expected to:
- Assess risks and plan work in all activities so that children can feel safe and secure in the activities.
- Treat each child as an individual, respecting their integrity and dignity.
- Treat all children fairly and never discriminate or favor some children at the expense of others.
- Strive for transparency and openness (including in the physical environment) and to foster a culture of safety and respect, so that critical issues and problems can be discussed.
- Give children the space and opportunity to express their views in situations that concern them and are appropriate to their age and maturity.
- Always respect and safeguard children's right to their own beliefs and convictions; promote reflection on existential questions; never blame, condemn or force anyone to participate in activities of a spiritual or religious nature.
- Only help children with intimate and private commitments if the situation requires it or they cannot do this themselves.
- Identify and avoid situations that could be misconstrued and interpreted as inappropriate by the children concerned or outsiders.
- Follow Erikshjälpen's guidelines for communication and handling of images and personal data.
- Never promise confidentiality to a child, as some situations may require action to be taken in the best interests of the child.
- Never act in a way that blames, humiliates, degrades or humiliates children or otherwise exposes them to emotional abuse or harm.
- Never hit or otherwise use physical violence or abuse against children.
- Never condone, participate in, or give tacit approval to any child's behavior that may be considered illegal, dangerous or wrongful.
- Avoid activities that may trigger questionable and inappropriate behavior or lead to children being hurt, humiliated or feeling forced to participate against their will.
- Avoid, as far as possible, working alone with children, unless the task requires it and it is agreed in advance with the line manager.
- Never initiate sexual contact with children. Nor enter into a relationship, which may be perceived as exploitation, molestation or otherwise considered inappropriate, with children participating in Erikshjälpen's activities.
- Avoid touching, talking or interacting with children in ways that may be perceived as inappropriate, offensive or abusive.
- Child pornography is never allowed, which means the display, use, exploitation, trade, forwarding and transmission of sexual images of children engaged in real or simulated sexual activity or exposing their bodies for the purpose of sexual gratification.
- Nationally, avoid sleeping alone in the same room as a lone participating child during overnight stays, unless it is required to ensure safety, and it is agreed with the line manager and guardian. Internationally, this is covered by partner organizations' policies.
Children, and their guardians, who participate in activities for which Erikshjälpen has direct responsibility, should be informed of Erikshjälpen's child safety and protection policy in a way that they can understand. This includes knowing where to go if they have a complaint to make.
People within Erikshjälpen, who lead or organize activities where children participate, are responsible for ensuring that temporary guests and visitors adhere to Erikshjälpen's policy for child safety and protection.
Within Erikshjälpen, collective confidentiality is applied to activities where children participate. This means that personal information about participants is not disseminated outside the group by leaders and leaders, but can be shared within the group. Participants in the various activities are informed of the meaning of the collective duty of confidentiality. In the event of a report to the police or social services, the duty of confidentiality does not apply.
2.3 Communication and fundraising
In order to prevent children from being exploited, abused or otherwise harmed by Erikshjälpen's communication and fundraising work, the following must be taken into account in accordance with Erikshjälpen's guidelines for images:
- In all communication, strive to think from the perspective of children and in their best interests.
- When children are portrayed in text or images, it should always be done with care, respect and dignity.
- In accordance with the GDPR, consent is obtained before images and personal data of children
are published. The consent must be in writing and it must clearly state how the images will
be used. For children aged 0-16, consent is required from both parents and children
based on their age and maturity. For children aged 16 to 18, only their own consent is required. - Images of people with protected identities must not be published under any circumstances.
- In the case of fundraising through corporate cooperation, a declaration must be made before the agreement is signed that
Corporate does not violate children's rights through its activities. (See Appendix 2 Checklist
for violations of children's rights - to be developed).
2.4 Partners in Programme and Projects
When cooperation agreements are signed with external organizations, it must be ensured, as far as is reasonable and possible, that partners meet Erikshjälp's requirements for child safety and protection. This is done through the following measures:
- An organizational assessment should be carried out before signing cooperation agreements to ensure that child safety and protection are adequately addressed within the organization.
- In cases where partners do not have their own policy for child safety and protection, Erikshjälpen's policy and applicable guidelines must be followed. Erikshjälpen encourages and supports partner organisations in developing their own policy.
- Nationally, in connection with the reporting of interventions or when renewing agreements, the work on child safety and protection must also be followed up. Internationally, this is reported to Erikshjälpen and followed up according to partner organizations' own policies.
- Serious deviations from the child safety and protection policy may lead to the termination of cooperation, which should also be reflected in the cooperation agreement.
2.4 Store
Erikshjälpen's second-hand shops must be safe and secure places for both children and adults. Therefore, the following applies:
- Agreements ensure that store partners support Erikshjälpen's policy for child safety and protection, which also includes the application of Erikshjälpen's guidelines for images.
- All store staff (employees, trainees, volunteers, board members) must sign the commitment, which shows that they have read, understood and will comply with Erikshjälpen's child safety and protection policy.
- If underage volunteers or trainees work in the shop, follow the guidelines under Activities with children (see above).
- If a store houses Erikshjälpen Framtidsverkstad , guidelines for Activities with children must be followed (see above).
- When risk assessment is carried out in the store, the children's perspective should also be taken into account, to ensure that it is a safe and secure environment for children to be in.
2.5 Purchasing and procurement
In order to prevent Erikshjälpen from contributing to children being exploited or harmed, in accordance with Erikshjälpen's procurement policy, a declaration must be made for major purchases and procurement that tenderers do not use child labor and that the basic social rights and working conditions are complied with. (See Appendix 2 Checklist for violations of children's rights - to be developed).
3. guidelines for reporting and notification
All reporting should be done promptly, if possible within 24 hours. Internationally, reporting is done as defined in the Partner Agreement with reference to the "Guidelines on complaint and Response Mechanisms". If a partner organization receives a complaint and requests support from the Regional Office, the Regional Office will provide support if possible and report the complaint in the ERIKS CRM.
3.1 Incident and near miss reporting
When deviations from the policy for child safety and protection are discovered, or when deficiencies in Erikshjälpen's activities that could lead to children being harmed by Erikshjälpen's employees, reporting must be done. If someone suspects an incident and does not report it, it will be considered consent.
Incident reporting is done in the event of knowledge or suspicion that children have been subjected to intentional or unintentional harm, violation, discrimination or any form of abuse or exploitation in Erikshjälpen's activities by Erikshjälpen's employees or other persons related to Erikshjälpen. Reporting must also be done when an event has occurred, where someone could have been injured, but did not (incident).
Incidents and near misses must be reported either in writing via the complaint management system at erikshjalpen.se or through the manager concerned. In the case of incidents occurring in international operations, the regional office should be involved in the first instance. The persons receiving the report will ensure that appropriate action is taken, in accordance with the agreed procedures.
In connection with a crisis situation, Erikshjälpen's crisis plan must be followed.
All cases of reporting will be handled professionally, confidentially and in the most appropriate manner. If the case concerns a child and it is assessed that authorities need to be involved, this will be done in the best interests of the child.
Nationally, the reporting system is designed so that participants, guardians and occasional visitors can also easily report abuses in the activities. Internationally, this is covered by partner organizations' policies.
3.2 Reporting to authorities in Sweden
According to the Social Services Act (Chapter 14, Section 1), anyone who becomes aware of or suspects that a child is being abused should report this to the social services (regardless of the context in which the child is being abused). People who work professionally with children and suspect or become aware that a child is being abused must report this to the social services (applies to the exercise of authority). For employees of Erikshjälpen, the following applies when reporting to authorities:
Reporting concerns to the social services
Anyone who becomes aware of or suspects that a child is being abused must document what they have seen or heard. It is important to note the date and describe how the information was obtained.
The situation that has arisen is discussed with the nearest supervisor or manager, if it is not the manager or supervisor who is the suspected perpetrator, then the matter is raised instead with the nearest senior manager or the HR department. Together, it is decided whether a report should be made to the Social Services in the municipality concerned and whether guardians need to be involved.
It is important to listen to and support the child, but avoid influencing the child or starting an investigation yourself. Also, as you may be forced to proceed with the notification and reporting, do not promise the child your silence.
Individuals can submit the report anonymously, but when the report is made by Erikshjälpen, the name and contact details must be included, in order to be able to assist in any investigation. The report is signed by the immediate manager.
In some cases, it may be appropriate to make the report together with the victim or with the guardian, so that they can express their need for help and support and thus "own" their own case. This will be assessed on a case-by-case basis.
3.3 Notification to authorities internationally
In international operations, the laws of the country concerned must be followed in the reporting procedure.
3.3 Reporting to the police
If a breach of the law is committed in connection with child abuse in the activities that Erikshjälpen itself conducts or provides support for, this must be reported to the nearest police authority. Before reporting, the nearest supervisor or manager must be contacted, unless it is the manager or supervisor who is suspected of the crime. In this case, the matter will be discussed with the nearest senior manager or the HR department.
Children's right to safety and protection
Erikshjälpen works for all children's right to safety and protection, to influence and change the fact that many children in the world are suffering. Our goal is that all children should be able to live a life in safety.
Read more about how we work on safety and security
Erikshjälpen's Anti-Corruption Policy describes how we define and relate to corruption and how we work to counteract, detect and act on corruption.
Adopted by Erikshjälpen's board 2024-04-12. Erikshjälpen's Anti-Corruption Policy is available in English and is then called ERIKS Anti-Corruption Policy.
1. Introduction and purpose
Erikshjälpen is a non-profit second-hand business and a child rights organisation that works to ensure that children's rights are respected, protected and fulfilled in Sweden and around the world. Corruption is always an obstacle to social and economic development. It also risks damaging Erikshjälpen's trust among those we work with in our interventions and in relation to private and institutional donors, partners and customers in our stores. Erikshjälpen therefore sees corruption as a serious risk that counteracts our vision of a changed world where children's dreams come to life.
Parts of Erikshjälpen's activities, both in Sweden and internationally, are carried out in environments and contexts with a relatively high risk of corruption, which requires specific measures and approaches. Countries with high inequality, weak democracy and conflicts often have a higher risk of corruption. Similarly, internal risks such as handling large sums of money, close and long-term relationships between colleagues and representatives of different parties, and weak internal accountability can promote corruption. There is also a risk of corruption in, for example, procurement, purchasing and business partnerships, which often take place in Sweden.
The purpose of this policy is to describe how Erikshjälpen defines and relates to corruption and how we work to counteract, detect and act on corruption.
Erikshjälpen's work with anti-corruption is based on our identity document "In the service of love" which establishes our core values. In addition, the following documents are also linked to our work on anti-corruption:
- feedback, complaint and Whistle blowing policy
- Procurement policy
- Code of conduct
- Child safety and protection policy
- Staff and recruitment policy
This policy is valid for all parts of Erikshjälpen's activities, i.e. the children's rights organization and Erikshjälpen Second Hand, in Sweden and internationally, and applies to Erikshjälpen's staff, interns, volunteers, elected representatives and consultants. The policy also applies via agreement to Erikshjälpen's international partner organisations.
2. definition and approach
Definition of
Erikshjälpen follows Sida's definition of corruption, which is the abuse of trust, power or position for improper gain. Corruption includes, among other things, bribery, embezzlement, extortion, conflict of interest, nepotism and other similar irregularities. It is defined as the use of a position of power to benefit oneself, a close associate or one's own interests. The gain can include both financial and other benefits. Corruption also refers to the failure to take action.
Approach
Erikshjälpens approach to corruption is based on Sida's anti-corruption rule, which means always prevent, never accept, always inform and always act. This should be applied in all situations even if it means delays in interventions or termination of partnerships.
Erikshjälpen's activities are subject to Swedish law. The Swedish laws and regulations are applied to Erikshjälpen's work abroad where local legislation and rules must also be followed and respected. However, local laws can never be used as an excuse for corrupt or unethical actions.
3. implementation
Always prevent
Erikshjälpen works at all levels to conduct risk assessments that include risks of corruption. Structures and systems within the organization must always be designed to minimize the risk of corruption while continuously discussing values and ethics. All employees, elected representatives and volunteers have a responsibility to prevent corruption and must be given training and support in how to do this.
Trust is also an important part of combating corruption. Erikshjälpen therefore works constantly to build trusting relationships with partners and to create a good and constructive dialog.
Never accept
Erikshjälpen's employees, trainees, elected officials, volunteers and consultants should never accept corruption or corrupt acts, whether in our own operations or in interventions that we support financially or in other ways. It is our shared responsibility to ensure that every aspect of our work is characterized by fairness, transparency and honesty. Never accepting corruption means not only complying with the law, but also acting on our values and setting an example of ethical behavior in all situations. At the slightest suspicion of an irregularity, it must be reported.
Always inform
Erikshjälpen's employees, trainees, elected officials, volunteers and consultants are obliged to report suspected or discovered corruption via our complaint function or Whistle blowing on our website. More reporting routes and responsibilities can be found in our feedback, complaint and Whistle blowing Policy.
If the operation is funded by Sida, the Swedish Mission Council (SMC) must be informed. If the operation has another institutional donor, the relevant party must be informed.
Always act
Erikshjälpen must always act on tips, warning signals and suspicions of corruption. The action must be taken with discretion and with respect for those involved. Erikshjälpen investigates all suspicions of corruption and appropriate measures are taken to deal with the specific case and prevent something similar from happening again. Internal and external reporters and whistleblowers are offered anonymity and other security measures if needed. The procedures for how a case is assessed are the same whether the information first comes to Erikshjälpen through our complaint and Whistle blowing function or otherwise. More information on the procedure for suspected corruption can be found on our website and in our feedback, complaint and Whistle blowing policy
Transparency
Erikshjälpen always strives for openness and transparency in all parts of the organization's activities. This applies to policies, strategies, plans, decisions and reports. This enables insight into and scrutiny of the business, which can help to increase confidence in Erikshjälpen among employees, volunteers and elected officials as well as partners and other stakeholders.
Accountability
Erikshjälpen strives to have a clear mandate and division of responsibilities and to have structures and systems to track mistakes and deliberate errors. The people who have responsibility within the organization must be held accountable for their actions. An important part of this work is our complaint and Whistle blowing function, where suspected corruption can be reported. What we define as complaint and Whistle blowing is described on our website and in our feedback, complaint and Whistle blowing policy.
Participation
All relevant actors in Erikshjälpen's partnerships, including the intended target groups, must have ownership and influence over the planning, implementation and follow-up of our partnerships in order to be able to participate more easily in the work against corruption.
partner organisations
Erikshjälpen encourages and supports our international and national partner organisations to have their own systems and procedures for working preventively with corruption and to detect and report corruption at the earliest possible stage. Our and our partners' agreements regulate how partner organisations and Erikshjälpen act in the event of suspected corruption.
Erikshjälpen strives to have an open and continuous dialogue with partners on the issue of corruption and on values and ethics. Support is given to partner organisations that need to improve their internal control systems or implement other measures that prevent corruption.
Communication
This policy must be available on Erikshjälpen's intranet and website and be shared and added as an annex when signing an agreement with a partner organization. It should also be presented to new employees as well as elected officials, interns, volunteers and consultants within the organization.
4. Monitoring
Successful anti-corruption work requires continuous Monitoring and evaluation of the work. The Secretary General is ultimately responsible for the work on anti-corruption, that the policy is followed and that the work is evaluated. The policy is adopted by the board of the children's rights organization and revised when necessary.
All managers in both the children's rights organization and the second-hand business have a responsibility to ensure that anti-corruption work becomes an integral part of the work within their business. The immediate manager is also responsible for ensuring that employees are aware of the policy and the other documents that reflect Erikshjälpen's view of and work with corruption. All employees, in turn, have a responsibility to contribute to the realization of the policy's intentions and to work for anti-corruption.
Erikshjälpen's fundraising policy governs all fundraising within Erikshjälpen and must be applied to all types of fundraising. Approved by Erikshjälpen's board 2024-11-29.
1. Introduction and purpose
At Erikshjälpen, we boldly raise money to continue our work for a changed world where children's dreams come true. We realize children's rights through interventions for education and leisure, health and safety and protection, as well as humanitarian interventions. We want to give children and young people around the world the help and opportunity to dare to dream about the future. We believe in children and want to give them the conditions for a better life and a more secure future.
According to Erikshjälpen's values, we want to work in "Erik's spirit". This means that we take the responsibility of managing donors' gifts and trust very seriously. Erikshjälpen's fundraising work is aimed at private individuals, Corporate, parishes and associations. We regard every gift as an expression of personal commitment. This has been the case since the days of Erik Nilsson.
Erikshjälpen's activities are funded by private fundraising, institutional contributions and surplus from our Second Hand shops. This policy clarifies for our donors the principles that apply to fundraising activities, how Erikshjälpen raises money and how we handle gifts. The fundraising policy also provides guidance and direction to Erikshjälpen's employees, volunteers and others who participate in our fundraising work.
Erikshjälpen's fundraising policy governs all fundraising within Erikshjälpen. However, gifts in the form of used goods to Erikshjälpen Second Hand are not covered by this policy.
2. Definition of funds raised
Gifts from the public/privateprivate individuals, organisations, Corporate, communities, private and non-profit funds and foundations, testamentary gifts and the value of donated assets are counted as funds raised. A gift to Erikshjälpen must always be voluntary.
Contributions in the form of money from Corporate can be legally defined as either a gift or sponsorship. Corporate partnerships, where the contribution from the company is to be met by some type of counter-performance from Erikshjälpen, are considered sponsorship and are designed in dialog, after which we write an agreement that clarifies the scope and division of responsibilities.
3. transparency and accountability
Information and reporting back
We see our various aid and development projects as a partnership with our donors. As part of strengthening this partnership, we provide regular feedback with examples of how funds raised have been used.
We've got it covered! Safe and controlled fundraising
Erikshjälpen's fundraising towards the public, and the handling of donations, always takes place via a 90 account that is controlled by Swedish Fundraising Control. This means that the collection is checked annually to ensure that we do not have unreasonable collection and administration costs. At least 75 percent of the total income must go to the purpose. Erikshjälpen is also a member of Giva Sverige, the professional association for fundraising in Sweden, and applies their quality code. The purpose of the code is to promote transparency, professionalism and increased trust.
In Erikshjälpen's annual report, which is available at erikshjalpen.se, we report funds raised, costs, funds distributed and the results and effects of our interventions.
Erikshjälpen follows current legislation when handling personal data. Detailed regulations can be found in our Privacy Policy (personal data policy).
4. Approach to donors
We respect our donors!
Erikshjälpen's fundraising work is completely dependent on committed donors who want to join us in the work for children's rights and future. We do not just want to collect as much money or as large gifts as possible. For us, the small gift is as important as the big one.
In Erikshjälpen's fundraising work, it is central to respect the donor's wishes. This means that:
- If a donor does not wish to be called, receive a fundraising letter or our magazine, we respect this and note it in our register.
- If a donor wishes to remain anonymous, this should be respected. The donor's name should never be published
without the donor's consent. Erikshjälpen does not pass on the donor's name to another
organization or Corporate, unless this is required to conduct information and
fundraising work (e.g. printers). - The donor must be able to find out the names and contact details of people in
Erikshjälpen's management. - The donor has the right to know if the person requesting a contribution to Erikshjälpen is a volunteer
an employee or an external consultant - The donor should be able to expect a correct and professional treatment from
Erikshjälpen's representatives and should never be subjected to pressure. - The donor should be able to ask questions to Erikshjälpen at any time and expect a quick
and reliable answer. Any complaint can be submitted directly to an employee at Erikshjälpen
or submitted via a form on erikshjalpen.se, where it is also possible to be
anonymous. complaint are always treated with respect and kindness, followed up carefully, and lead to
relevant measures.
What can a donor be involved in deciding?
Erikshjälpen strives to ensure that most of the funds raised are not earmarked. This means that we can use the funds where they are most needed and do the most good. If it is of great importance to the donor to direct the gift to a special purpose within the framework of Erikshjälpen's projects, this can be done in consultation with donor service.
The donor has the right to receive information about what the funds raised are used for. In fundraising campaigns and disasters, the donor must be able to easily find out what purpose the funds raised are for and, for example, which organisations Erikshjälpen chooses to cooperate with on site in the crisis-affected area.
If, for some reason, targeted gifts cannot be used for what the donor wanted, the donor must be contacted and offered the opportunity to direct the gift to another purpose. If Erikshjälpen wants to change the area of use, the donor must first be contacted.
When do we pay back?
If a donor wishes to have a gift returned and contacts Erikshjälpen within a reasonable time, we will, as far as possible, accommodate this request and pay back the gift. If Erikshjälpen discovers that an incorrect gift has been received or that a gift has been paid twice by mistake, this must be rectified and refunded to the donor as soon as possible.
We say thank you!
We want to show our gratitude for the gifts we receive. We aim to ensure that all new donors receive a personalized thank you and information on how the money is used.
Can young people be involved? (Minors in fundraising)
Erikshjälpen wants to make it easier for young people to get involved. With our founder Erik Nilsson as a role model and example, we know that children and young people can change the world.
We are present in many contexts where young people, including those under 18, move and participate (festivals, concerts, etc.). People under 18 who want to become donors are welcome to join, but only after the consent of the guardian and/or the signature of an agreement.
We also want to encourage the involvement of children and young people and their fundraising initiatives. This may involve, for example, school classes, groups of children in parishes, sports clubs and others who want to organize fundraising events. We encourage and welcome these initiatives, but always with the approval and involvement of teachers, parents and/or other responsible adults.
We do not target minors in direct marketing activities, such as mailings or targeted campaigns.
5. Ethics and professionalism
Are there gifts we cannot receive?
Our basic rule is that everyone who wants to can donate money to Erikshjälpen. Erikshjälpen can sometimes still choose to decline a donated gift if the donor wants to condition the gift in a way that we cannot accept or live up to. Erikshjälpen can also choose to decline a gift if the donor's values or activities are in conflict with the organization's values and if the origin of the gift is contrary to Erikshjälpen's Guideline for sustainable cooperation. Erikshjälpen can also decline a gift if it is associated with conditions that we cannot fulfill or if the costs of the gift are not in reasonable proportion to the gift itself. Other reasons for refusal may be that the gift has undesirable consequences or if it consists of goods, services, buildings, etc. that Erikshjälpen cannot use or dispose of.
The Guideline on Sustainable Cooperation providesdetailed information.
Gifts in the form of Securities or real estate
If the gift/will is received in the form of Shares, these may be retained for a shorter or longer period unless this is clearly contrary to the donor's wishes as expressed in the deed of gift or will.
Holding Shares in Corporate whose main business is in the alcohol, tobacco, pornography or arms industries is not in line with our policy. If such Shares are received as a gift/will, a responsible liquidation must take place within a maximum of one year unless there are exceptional reasons. Erikshjälpen's Investment Policy containsdetailed information regarding shareholdings.
Gifts in the form of real estate are sold as soon as possible and the amount received is used in accordance with the donor's wishes. However, exceptions can be made if continued ownership of the property in some form can contribute to the realization of Erikshjälpen's purpose, or if the donor in his deed of gift or will expressed a specific wish.
Bequeathed gifts
When Erikshjälpen receives a will, we make a careful accountability that the bequeathed funds can be used according to the testator's last will. If it turns out that the will is written in such a way that we cannot fulfill the testator's wishes, we contact the estate to discuss the design and whether the gift can be used for similar activities. If this is not possible, we will decline the gift out of respect for the donor's last wishes.
Wills that benefit Erikshjälpen where another party raises a complaint, we handle with the help of legal expertise, with the aim of fully respecting the deceased's will.
This is an easy-to-read version of Erikshjälpen's Child Safety and Protection Policy. In order for everyone to feel safe and secure at Erikshjälpen, there is a policy for children's safety and protection. At Erikshjälpen, everyone should be treated fairly and with respect.
All the work Erikshjälpen does is based on the UN Convention on the Rights of the Child - also known as the Convention on the Rights of the Child. This means that all children and young people have the same rights and are equally valuable. Children and young people are defined as people under the age of 18.
The policy was adopted by Erikshjälpen's board 2022-02-03. Minor adjustment approved by Erikshjälpen and Erikshjälpen Second Hand's management groups 2023-01-31.
1. How should this policy be used?
Everyone who works at Erikshjälpen must promise to follow this policy, after they have read, understood and signed it.
Children and their guardians shall be informed of this policy and how they can report if they believe or have seen that a child is abused in any of Erikshjälpen's activities.
All Erikshjälpen employees who work directly with children receive training in child safety and protection and are checked for previous criminal convictions.
2. everyone working at Erikshjälpen must ensure that children and young people are protected by:
Always
- create a safe and secure environment where children can develop and thrive
- listen to children and consider them and their best interests in everything that affects them. All children have the right to be heard
- respect children's right to their own beliefs
- ask permission before taking pictures, filming or sharing pictures, names or other personal data of participants in Erikshjälpen's activities. For children under the age of 16, approval is also needed from their guardians
- be at least two adults when working directly with children and young people, unless otherwise informed by their manager
- ensure that people visiting or participating in Erikshjälpen activities comply with this policy.
Never
- teasing, threatening, hitting or otherwise making a child feel bad
- force a child to take part in spiritual or religious activities against their will
- contacting children for sexual purposes, either in real life or online
- touching, talking or interacting with children in ways that may be perceived as inappropriate
- photograph, film, download or share sexual images of children
How do I report if I suspect a child is being abused?
If you see or believe that a participant in one of Erikshjälpen's activities has been injured, you should always report it as soon as possible, preferably within 24 hours of the incident.
Tell the nearest manager in the organization or use our website for complaint and Whistle blowing - erikshjalpen.se/complaints-and-whistle-blowing. If it is the manager who is suspected, talk to their manager or another senior manager instead.
If someone violates Erikshjälpen's policy for child safety and protection, it can lead to them no longer being able to work for Erikshjälpen. Serious crimes against children can lead to a police report.
Children's right to safety and protection
Erikshjälpen works for all children's right to safety and protection, to influence and change the fact that many children in the world are suffering. Our goal is that all children should be able to live a life in safety.
Read more about how we work on safety and security
Policy for feedback, complaint and Whistle blowing describes how feedback, complaint and whistle blowing alarms can be reported within Erikshjälpen and how reported cases are handled. Approved by Erikshjälpen's board 2025-05-22.
The policy applies to all of Erikshjälpen, i.e. the second-hand business and the children's rights organization in both Sweden and internationally. The policy is also available in English and is called Policy for Feedback, Complaints and Whistleblowing.
Contents
- Introduction and purpose
- feedback
- Complaints
- Whistle blowing
- complaint and Whistle blowing regarding partner organizations
- Can I report anonymously?
- Principles for handling cases
- Procedure for complaint and whistleblowing alerts
- Appeal against the handling of a case
- External reporting of whistleblowing alerts
1. Introduction and purpose
This policy describes how feedback, complaint and whistleblower alarms can be reported within Erikshjälpen and how reported cases are handled. It applies to the whole of Erikshjälpen, i.e. the Second Hand activities and the children's rights organization in Sweden as well as internationally. feedback can be positive or negative, complaint point to shortcomings in our activities while Whistle blowing warns of serious abuses. Chapters 2-4 describe these in more detail.
Erikshjälpen works to ensure that children's rights are respected, protected and fulfilled in Sweden and around the world. We have zero tolerance for discrimination, all forms of abuse, sexual exploitation and sexual harassment. We strive to be transparent and accountable in the management of the gifts we receive and work preventively on anti-corruption. Our approach is described in our Child Safety and Protection Policy, our Code of Conduct and our Anti-Corruption Policy, among others.
Erikshjälpen encourages the reporting of both suggestions for improvement and grievances in order to improve quality and address any shortcomings in our operations both in Sweden and in our other program countries. The purpose of this policy is to create a safe and open environment where transparent procedures ensure that all feedback, complaint and whistleblowing alarms are treated seriously, fairly and confidentially and with respect for the individuals involved.
Whistle blowing is based on the rights and obligations stipulated in the Act (2021:890) on the protection of persons reporting wrongdoing (the "Whistleblowing Act"). The Act is based on the EU Whistleblowing Directive. When a whistleblowing case arises outside the EU, the specific legal requirements of that country will also be taken into account.
2. feedback
2.1 What counts as feedback?
feedback can concern anything within Erikshjälpen's activities, both positive and negative. For example, it can be praise, feedback or suggestions for improvement.
2.2 Who can provide feedback?
Anyone who in any way comes into contact with Erikshjälpen or Erikshjälpen Second Hand can submit feedback, including participants and guardians that we meet in our program initiatives.
2.3 How to submit feedback?
feedback is given directly to the business concerned. Contact details are available on our website.
2.4 Who handles feedback?
feedback is handled in the first instance within the relevant activity. If necessary, senior managers can be involved. When deemed relevant, the comment can be handled as a complaint, see below.
3. complaint
3.1 What counts as a complaint?
A complaint is intended to draw our attention to shortcomings in our operations and those of our partners. It may concern deviations from, or suspected deviations from, agreements, guidelines and policies.
A complaint may, for example, concern unethical behavior in one of our businesses or among our partners, but it is not considered to fall within the scope of Whistle blowing, i.e. it is not of such a nature that the public has an interest in it being discovered and stopped (see further what applies to Whistle blowing in section 4 below).
Incidents concerning an individual employee's work environment are instead reported as an incident or an occupational injury via the intranet or directly to the immediate manager.
Opinions about in-store products are instead handled as feedback and given directly to the store in question.
3.2 Who can lodge a complaint?
Anyone who in any way comes into contact with Erikshjälpen or Erikshjälpen Second Hand can submit a complaint. For example, it can be employees, volunteers, trainees, partners and their employees, donors and customers. It can also be participants and guardians that we meet in our interventions.
3.3 How to report a complaint?
complaint are reported via forms on Erikshjälpen's website. In order for us to be able to act on incoming complaint , it is desirable to state which business or store the case concerns. It is also possible to report a complaint to complaints@erikshjalpen.se or directly to a manager or employee at Erikshjälpen or Erikshjälpen Second Hand. The person receiving the complaint can then enter the information in the form.
We also ensure that in our interventions we have easily accessible ways for participants and guardians to lodge complaint and that our international partner organisations have their own policies and systems for complaint handling. Reporting channels should be easily accessible and adapted to the local context and rights holder in our work.
If a partner organization within our international program activities receives a complaint , the regional office can support the partner if possible. The complaint will then be reported through Erikshjälpen's complaint form.
Reporting of deviations from our child safety and protection policy should be done promptly, if possible within 24 hours. Internationally, reporting is done as defined in the partner agreement.
3.4 Who receives the complaint reported?
Reported complaint are sent to the relevant quality control group, based on which activity the case concerns. There are quality control groups for different parts of the business, including second hand, program activities in Sweden, program activities internationally and Erikshjälpen in general. The groups consist of operational managers and in some cases controllers and/or coordinators. If necessary, other functions can be involved, e.g. child protection officer, safety officer, financial manager or HR manager. If the case concerns someone in the quality control group, the next higher manager is involved, or the relevant board or external party.
4. Whistle blowing
The Act (2021:890) on the protection of persons reporting wrongdoing (the "Whistleblowers Act") describes the rights and obligations of whistleblowers. The Act is based on the EU Whistleblower Directive. Whistleblowers must not be prevented from reporting wrongdoing and must be protected from retaliation. Below is a description of how Erikshjälpen and Erikshjälpen Second Hand handle whistleblower alarms. Erikshjälpen's HR department can provide more details on the whistleblower law if needed.
4.1 What counts as Whistle blowing?
Whistle blowing is used to draw an organization's attention to serious wrongdoing that is of such a nature that the public has an interest in its detection and stopping.
The whistleblowing should concern wrongdoings that have occurred or are highly likely to occur in the activity in which the whistleblower is/has been/may become active or in another activity with which the whistleblower is or has been in contact through his/her work.
The whistleblower must have had reasonable grounds to believe that the information about the misconduct was true at the time of reporting in order to be covered by whistleblower protection.
For example, whistleblower alarms can be messy:
- Unethical conduct; for example, breaches of our Code of Conduct
- Corruption and financial irregularities; for example, bribery, unfair competition, money laundering and fraud
- Crimes related to health and safety; for example, health and safety crimes
- Environmental crime; for example, illegal handling of hazardous waste
- Privacy breaches; for example, misuse of personal data
Deviations linked to the above categories but which are not deemed to be so serious that the public has an interest in them being discovered and stopped can instead be reported as complaint (see section 3 above). Information that only concerns an individual employee's own working or employment relationship is not normally covered by the Whistleblowing Act but should instead be raised with the immediate manager or HR or the union.
4.2 Who can blow the whistle?
A whistleblower is protected by the Whistleblowing Act if he or she, in a work-related context, has become aware of or obtained information about wrongdoing and reports it. The whistleblower must also belong to one of the following categories of persons:
- workers (including agency staff and staff of contractors/suppliers/partners)
- job seekers
- self-employed
- persons who are members of the management or supervisory body of an organization
- trainees
- volunteers
Persons who belonged to one of the listed categories of persons and then received the information are also covered by whistleblowing protection.
In addition to the whistleblower, persons who assist the whistleblower in reporting, persons associated with the reporting person, and legal persons that the reporting person owns, works for or otherwise has a work-related connection to are also protected.
4.3 How to report a whistleblowing alert?
There are four reporting channels for whistleblower alarms internally within Erikshjälpen/ErikshjälpenErikshjälpen Second Hand:
- Via form on erikshjälpen.se
- Via email to visselblasning@erikshjalpen.se or to the responsible report recipient
- By telephone to the responsible report recipient
- Via personal meeting with the responsible report recipient if requested by email or phone
Forms and contact details for the responsible report recipients are available at erikshjalpen.se
Whistle blowing forms guarantee anonymity if the whistleblower does not provide any personal data in the form.
Regardless of the channel you choose, your report should include the following information:
- Your connection to Erikshjälpen. If your case concerns a specific store, it is desirable that you indicate which store it concerns.
- Describe the misconduct you want to report.
- When did the abuse take place? Is it still going on?
- Who or what people are involved?
- Is there any documentation or other evidence?
- Have you taken any other measures in response to the misconduct?
- Are you available for additional questions to facilitate the investigation of the case?
- Name and contact details of the data provider (optional).
Reporting of deviations from our child safety and protection policy should be done promptly, if possible within 24 hours. In international programming, reporting is done according to what is established in the partner agreement. If a partner organization in our international program activities so wishes, the regional office can, if possible, support the reporting of whistleblower alarms to Erikshjälpen.
4.4 Who are the responsible recipients of whistleblowing reports?
Erikshjälpen's HR manager and a designated HR specialist are responsible for receiving reports of misconduct in accordance with Chapter 5, Section 5 of the Whistleblower Act and are also the ones who receive alarms via forms on erikshjalpen.se and the email address visselblasning@erikshjalpen.se.
If the HR manager or designated HR specialist is directly linked to what is being reported, reporting can also be made to the highest operational manager, Erikshjälpens Secretary-General, or to the Chairman of the Board. Contact details can be found at erikshjalpen.se.
The designated report recipients are mandated to independently and autonomously handle and investigate reports received. In order to investigate and remedy the misconduct, more people may need to be involved, access to any personal data will then be limited to what each person needs to fulfill their duties. The person handling a whistleblowing case must not unauthorizedly disclose any information that may reveal the identity of the reporting person or of any other individual involved in the case.
5. complaint and Whistle blowing regarding partner organizations
Erikshjälpen cooperates with local partner organizations to implement initiatives for children's rights. According to Erikshjälpen's intervention agreement, the partner organization undertakes to work to prevent, detect and identify any illegal or inappropriate activities or misuse of funds.
Erikshjälpen receives complaint and Whistle blowing regarding local partner organizations and their employees, but also encourages partner organizations to develop their own systems to handle this to increase accessibility and transparency in the operations. Reporting channels should be accessible and adapted to the local context and participants in the operations.
In order for participants to make a complaint , partner organizations are expected, as a minimum, to provide information on the name and contact details of the intervention leader and other leaders in the partner organization. If the partner organization has a system for handling complaint and Whistle blowing, it is expected that the system includes the interventions supported by Erikshjälpen.
6. Can I report anonymously?
When you report a complaint or a Whistle blowing via the form on our website, you can choose to remain anonymous. However, we encourage you to provide your name and contact details so that we can investigate the incident and address it properly, and so that you can receive feedback on what has been done. Even when personal data is provided, it is treated confidentially, i.e. the information is only accessible to the persons authorized to access it.
7. Principles for handling cases
We follow these principles when handling cases:
- Accessibility - Erikshjälpen has easily accessible ways for reporting abuse. This also includes complaint reporting that is adapted for children.
- Transparency - Erikshjälpen strives for openness and transparency in all parts of the organization's operations. This increases the possibility of scrutiny and that any irregularities are addressed in a safe way.
- Accountability - Erikshjälpen strives to have a clear mandate and division of responsibilities and to have structures and systems to track mistakes and deliberate errors. The people who have responsibility within the organization must be accountable for their actions.
- Confidentiality - the information in reported cases is shared only with those persons authorized to access it. Access to personal data is limited to what is necessary for each person to carry out their duties.
- Safety and protection - Erikshjälpen attaches great importance to ensuring the safety and protection of anyone who reports misconduct or anyone who has been subjected to any irregularity linked to our activities.
- Non-retaliation - those who raise complaint or whistleblowing alert should not suffer any type of retaliation, reprisal or negative consequence for their reporting.
- Objectivity - case handlers strive to handle cases professionally and to conduct investigations as objectively as possible.
- Right to appeal - Erikshjälpen offers the right to appeal when the case is not handled as expected.
8 Procedure for complaint and whistleblowing alerts
The procedure followed for incoming cases is described below. The principles set out in section 7 are followed at all stages.
8.1 Reception
The cases reported via the forms enter directly into a case management system, and are assigned a category for the specific case type. The case is given a reference number. Only authorized persons have access to the specific categories. If the case is communicated orally, the reporter and the recipient can fill in the form together.
This applies specifically to Whistle blowing:
In the case of an oral whistleblowing alert, the recipient must document the report. This can be done through a recording if the reporter agrees to it, or alternatively by drawing up a protocol. The reporting person must be given the opportunity to check, correct and approve by signature an established protocol. A case is created in the case management system where documentation is saved.
The recipient sends an acknowledgement of receipt of the whistleblowing report within seven days of receipt, unless the reporting person has declined acknowledgement or the recipient has reason to believe that acknowledgement would reveal the identity of the person.
8.2 Investigation
The case is investigated by the designated recipients. More people can be involved when necessary, but the number involved should always be kept to a few.
Whistleblower alerts are investigated to determine their accuracy.
All whistleblowing alerts and complaint containing particularly sensitive information, such as allegations of gross misconduct, corruption, sexual exploitation and sexual abuse, harassment and assault, are investigated with special discretion and protection for the victim.
If the investigation is deemed to be better handled by an external party - for example for reasons of conflict of interest, credibility or if expert knowledge is needed - such a party will be engaged.
If the case concerns a lack of compliance with our policy on child safety and protection and the involvement of children, action must always be taken promptly. If necessary, Erikshjälpen's child protection officer may participate in the investigation.
When serious cases are received, the Secretary-General of Erikshjälpen and/or the Executive Director of Erikshjälpen Second Hand Hand are informed as soon as possible. They then make an assessment of whether the boards or part of the boards should be informed.
If the matter is considered to be so serious that there is a risk of an organizational crisis, the crisis management group is involved and management takes place according to the established crisis management plan.
8.3 Measures
The recipient will decide on what action, if any, to take in response to the findings of the investigation. If necessary, other functions will be involved in order to implement the necessary measures. Again, with due discretion and protection of personal data involved in the case.
If there is a suspicion that a child is being abused, it may be necessary to report the concern to the Social Services, see further in Child Safety and Protection, Appendix 2 - Guidelines.
If the case involves a breach of the law, this should be reported to the nearest police authority. Before reporting, the nearest supervisor or manager should be contacted.
Beneficiaries regularly follow up on the implementation of agreed measures.
8.4 Feedback
If the reporter has not chosen to remain anonymous, the recipient ensures that the reporter receives feedback regarding his or her case, preferably continuously throughout the process whenever possible.
In the case of Whistle blowing , confirmation of receipt must be made within 7 days. The measures and reasons for these must then be communicated back to the whistleblower within 3 months if they can be reached and wish to receive feedback.
Regardless of the type of case, however, our internal goal is to provide feedback as soon as possible, but within one month at the latest.
8.5 Reporting, evaluation, accountability and disposal
All cases received that, after investigation, are deemed to be of a high level of seriousness will be shared with management and the Board. Reporting is done in an anonymized format where appropriate.
Once a year, cases and actions will be compiled and reported to management and, where appropriate, the Board, also in anonymized format. In connection with the compilation, an evaluation of the process for handling incoming cases is also made and any identified improvements are implemented.
To ensure that whistleblowing alerts are handled correctly by the designated recipients, an accountability review is carried out every quarter, where Secretary-General or the Executive Director reviews all alerts received in the previous quarter and ensures that they have been handled correctly. The results of the review are reported to the Board as part of the reporting of the internal control plan.
Whistleblowing cases are deleted at the latest two years after the case is closed.
9. Appeal against the handling of a case
If the reporter is not satisfied with the handling of a case, he/she can log a new case via the same form on the website, indicate the case reference number and describe his/her dissatisfaction.
10. External reporting of whistleblowing alerts
In Sweden, the government has designated a number of competent authorities that have so-called external reporting channels on their websites that can be used if you want to blow the whistle to an external party. The different authorities receive different types of whistleblowing, see the list of their areas of responsibility here:
List of authorities with responsibility according to area of responsibility under Regulation 2021:949 - Arbetsmiljöverket (av.se)
Internationally, external reporting channels may differ. If necessary, the relevant regional office can refer to the relevant party.
Listening 