Grievance Mechanism & Whistleblower Protection Policy

Last updated: 18/12/2025

1. Introduction

At Seismic, we are committed to the highest standards of integrity, transparency, and accountability. As a B Corp, we recognize that our operations impact our workers, clients, suppliers, and the wider community. We encourage all stakeholders to speak up if they encounter conduct that falls short of our values or legal obligations.

2. Scope and Access

This policy applies to all stakeholders, including employees, contractors, suppliers, clients, and community members.

How to Raise a Grievance

You can submit a formal grievance or report a concern through the following channels:

• Dedicated Email: [email protected]
• Postal Mail: Marked “Confidential” to the COO at Sustainable Workspaces, County Hall, 5th Floor, The Riverside Building, Belvedere Road, SE1 7PB
• Open-Door Policy: Employees are encouraged to speak directly to their Guide or a member of the Leadership Team in the first instance.

3. The Grievance Process

We handle all reports systematically and fairly. Below is our standard procedure for managing grievances.

Grounds for Accepting a Grievance

A grievance will be accepted for investigation if it pertains to:

• Breaches of our Code of Conduct or Ethics Policy.
• Legal or regulatory violations (including health and safety).
• Human rights impacts or unfair labor practices.
• Environmental damage caused by our operations.
• Financial malpractice, bribery, or fraud.

Process Steps and Timelines

How Resolutions are Facilitated

Resolutions are reached through dialogue and, where appropriate, independent mediation. If an investigation finds that our actions have caused harm, we are committed to remediation, which may include apologies, financial or non-financial compensation, or changes to our internal procedures to prevent recurrence.

4. Whistleblower Protection & Anti-Retaliation

We understand that speaking up takes courage. Seismic strictly prohibits any form of retaliation against individuals who raise concerns in good faith.

Our Commitment

We guarantee that no stakeholder will be fired, demoted, harassed, or discriminated against for using our grievance mechanism. This protection applies even if the concerns raised are eventually proven to be unfounded, provided they were reported with honest intent.

Protection Mechanisms

• Confidentiality: Your identity will be kept confidential throughout the process. We will only share your details with those strictly necessary to investigate the matter, and we will seek your explicit consent before sharing your information with any third party.
• Anonymity: You may choose to report anonymously, though this may limit our ability to investigate thoroughly or provide you with direct feedback.
• Risk Assessment: For sensitive cases, we may collaborate with independent third parties to assess potential risks to the whistleblower, particularly for vulnerable stakeholders in the supply chain.

Consequences of Retaliation

Retaliation is a 100% “zero-tolerance” issue.

• For Employees: Any staff member found to be retaliating against a whistleblower or breaching confidentiality will face immediate disciplinary action, up to and including dismissal.
• For Partners: Breach of these protections by a supplier or contractor may result in the termination of the business relationship.

5. Communication and Transparency

We are committed to keeping you informed.

• If we accept your grievance, we will communicate progress at every milestone.
• If we do not accept a grievance (e.g., if it is a commercial dispute better suited for contract litigation), we will provide a clear written rationale as to why it was rejected and, where possible, suggest alternative avenues for resolution.