Internal Reporting Channel
The designated function that organisations with 50 or more employees must establish under the HinSchG to receive and handle reports of wrongdoing.
An internal reporting channel (interne Meldestelle) is the organisational function responsible for receiving, documenting, and processing reports of potential legal violations submitted by employees, contractors, or other related parties. Under the German Whistleblower Protection Act (HinSchG), all companies with 50 or more employees are legally obliged to operate such a channel.
The channel must meet strict requirements: it must guarantee the confidentiality of the reporter's identity, be accessible to all relevant persons, and be operated by a designated, impartial person or team. Whoever manages the channel must be independent, free from conflicts of interest, and bound by confidentiality. Reports must be acknowledged within seven days, and reporters must receive feedback on the status of their case within three months.
Organisations may operate the channel in-house or outsource it to a qualified third party, such as an external ombudsperson or a specialist software provider. Digital solutions that enable confidential or anonymous communication are increasingly common, as they help organisations meet compliance requirements efficiently while building trust among their workforce.
Legal Basis
§§ 12–17 Hinweisgeberschutzgesetz (HinSchG); Art. 8–9 EU Directive 2019/1937
Practical Example
A manufacturing company with 300 employees appoints its compliance officer as the responsible person for the internal reporting channel. The company deploys a web-based reporting platform that allows employees to submit reports confidentially, including anonymously. When a report arrives, the compliance officer contacts the reporter within seven days to confirm receipt and begins the investigation in line with the HinSchG procedural requirements.