Applies To: All employees, clients, suppliers, contractors, partners, and the general public
Contact: Please send all grievances and whistleblower reports to our Managing Director at: hello@millstreamproductions.com (Subject: “Confidential – Grievance/Whistleblower”)
Purpose
Millstream Productions is committed to operating with the highest standards of ethics, transparency, and accountability. This policy outlines how stakeholders may raise grievances or report misconduct and the procedures we follow to address these concerns. It also outlines our strict protections for whistleblowers and our zero-tolerance approach to retaliation.
Scope
This policy applies to all internal and external stakeholders, including but not limited to:
Employees (full-time, part-time, contractors)
Clients and customers
Suppliers and vendors
Business partners and associates
Community members or the general public
Grievance/Complaint Mechanism
What Can Be Reported
Millstream encourages the reporting of concerns related to:
Ethical misconduct (e.g., fraud, corruption, bribery)
Environmental violations or unsustainable practices
Human rights violations or abuse
Unsafe or illegal workplace behaviour
Breaches of our policies, codes of conduct, or third-party obligations
Excluded Issues:
Issues not related to the company’s conduct, or internal HR matters not relevant to third parties, may not be investigated through this process.
How to Submit a Grievance
You may raise a grievance by sending an email to Managing Director at hello@millstreamproductions.com (Subject: “Confidential – Grievance/Whistleblower”).
The reporting message should contain details such as a description of the violation, date, time, location, and any supporting evidence. You may choose to remain anonymous.
Grievance Handling Process
Stage 1. Acknowledgement
Timeline: Within 3 business days
A confirmation will be sent to the complainant (unless submitted anonymously).
Stage 2. Initial Review
Timeline: Within 10 business days
Assess admissibility and assign an Ethics Case Manager or externally to Millstream’s HR provider.
Stage 3. Investigation
Timeline: Within 30 calendar days
A thorough and impartial investigation. Updates provided every 10 business days.
Stage 4. Resolution
Timeline: Varies by complexity
A written outcome will be shared. If grievance is not accepted, a clear explanation will be provided.
Responsibilities
Ethics Case Manager: Assigned to each grievance; manages communication and coordination.
Investigative Team: May include internal or external experts, depending on the issue.
Senior Leadership: Reviews high-risk or sensitive cases.
Actions Against Third Parties
If the investigation finds that a third party (e.g., vendor, supplier, client) has acted unethically or illegally, Millstream may:
Terminate the contract or engagement
Report the matter to regulatory authorities
Prohibit future collaboration
Disciplinary Procedure for Staff
Our aim is to support all employees in meeting the standards expected of them, fostering an environment where issues are resolved quickly and informally whenever possible. This section outlines our approach to handling situations where further action may be needed.
Principles
Fairness: Everyone deserves to be treated fairly and respectfully.
Clarity: We will clearly explain any concerns and the improvements needed.
Support: We aim to assist employees in meeting expectations through guidance and support.
Professionally: We may work with our HR contractor to ensure everything is dealt with the right way.
Steps in the Disciplinary Process
1. Informal Discussion
If there’s a concern about your performance or behaviour, your manager will first talk to you informally. This is a chance to understand any issues and how you might resolve them together.
2. Second Informal Discussion
If the situation doesn’t improve, one more informal discussion.
3. Formal Meeting
If the situation doesn’t improve, or if the issue is more serious, a formal meeting will be scheduled. You’ll receive a clear explanation of the issue beforehand and you can bring a colleague for support. This meeting is a chance to discuss the situation, make your case, and explore solutions.
4. Outcome
After the meeting, we’ll take some time to make a decision, considering everything discussed. We’ll let you know the outcome in writing, which might be a warning to improve behaviour or performance. We’ll explain what needs to change and how we can support you in making these changes.
5. Follow-Up
We’ll schedule follow-ups to review progress and provide ongoing support. If there are still issues, we might need to meet again, and further actions, such as additional warnings or other measures, may be considered.
5.1 Appeal
If you disagree with a disciplinary decision, you have the right to appeal. Just let us know in writing within a week of the decision. We’ll arrange for a manager not involved in the original process to review it and provide a final response.
5.2 Documentation
To keep everything transparent, all formal procedures and decisions will be documented and shared with you. This ensures both parties have a clear understanding of what was discussed and agreed upon.
Whistleblower Protection Policy
Protection from Retaliation
Millstream strictly prohibits retaliation against anyone who reports a concern in good faith, regardless of the outcome of the investigation.
Retaliation includes, but is not limited to:
Termination or demotion
Harassment or intimidation
Contract cancellation
Denial of future work or business
Consequences for Retaliation
Employees: Subject to disciplinary action, up to and including termination.
Suppliers/Vendors/Clients: Subject to contract termination and permanent disqualification.
Partners: Subject to suspension or termination of business relationships.
Anonymity & Confidentiality
Complainants may report anonymously through the grievance form or by omitting personal details in email or post.
All reports are handled with strict confidentiality. Identities are only disclosed with consent or when legally required.
Access to grievance details is limited to personnel involved in the investigation.
Communication and Updates
Complainants (unless anonymous) will receive regular updates on the progress of the grievance.
A summary of the findings and actions taken will be shared once the matter is resolved.
In cases where the grievance is not investigated, a written explanation will be provided.
Policy Accessibility
This policy is publicly available on our website at www.millstreamproductions.com
Review
This policy will be reviewed annually or in response to significant legal, regulatory, or organisational changes.
This document was last updated on 2nd June 2026.