How to Report a Concern Regarding an EFPRP PBO or Volunteer

How to Submit a Report

To report a concern, please send an email to: internal@efprp.org.

When submitting your report, include the following details where possible:

Your contact information: Full name, email, and phone number.
Who the report concerns: The name and role of the EFPRP PBO or volunteer.
Their ID, if known: (PBO ID or Volunteer ID)
What happened: A clear, factual summary of the incident or behavior.
When it happened: Date(s) and time(s).
Where it happened: The specific location, project, or event.
Any witnesses or evidence: Names of witnesses, if given consent and any supporting material (emails, screenshots, photos, etc.).

If you do not know the PBO or volunteer ID, please provide their name and position. Reports without IDs will still be processed.

What You Can Report

The EFPRP takes all reports seriously. You should submit a report if you believe you have witnessed or been affected by:

Professional misconduct or ethical violations
Harassment, discrimination, or abuse
Conflicts of interest or corruption
Misuse of EFPRP funds, property, or data
Breaches of confidentiality or data protection
Safety, environmental, or reputational risks

What Happens After You Submit a Report

Acknowledgment: You will receive confirmation that your message was received (if you included your contact details).
Preliminary Review: The EFPRP Internal Support & Internal Affairs (IS&IA) team will review and classify your report.
Investigation: If necessary, a formal investigation will be launched following EFPRP’s Internal Affairs Investigation Protocol.
Outcome: If your report is substantiated, appropriate actions will be taken according to EFPRP’s internal policies and legal requirements.

We may not be able to share detailed outcomes for privacy reasons, but all valid concerns are addressed.

Confidentiality and Good-Faith Reporting

All reports are treated confidentially and shared exclusively with the Internal Support & Internal Affairs Division (IS&IAD)
The EFPRP protects individuals who report in good faith.
Knowingly false or malicious reports are prohibited and may not be processed.

Sample Email Template

Subject: Concern Regarding EFPRP [PBO/Volunteer] – [Name or ID if known]
To: internal@efprp.org


Hello,
I would like to report a concern regarding an EFPRP [PBO/volunteer].

• Person concerned: [Full Name, Role]
• ID (if known): [PBO ID numbers only OR Volunteer ID]
• Description of incident(s): [Provide a clear factual summary]
• Date(s) & time(s): [Example: 24 October 2025, 15:30]
• Location/context: [Event, office, project, or call]
• Witnesses (if any): [Names and contact details if available and granted authorization]
• Evidence (attached if available): [Screenshots, photos, or emails]

My contact details:
[Your full name]
[Your email]
[Your phone number]

Thank you,
[Your Name]

Example of Valid EFPRP IDs

PBO ID: 2847593, 2749301

Volunteer ID:

VEFP-GR/AAA/123
VEFP-FR/AAA/123
VEFP-ES/AAA/123

Data Protection Notice

EFPRP processes all personal information submitted through reports only for legitimate investigative and compliance purposes. Data is handled securely and confidentially, in accordance with applicable privacy and data protection laws.

Avoid including unnecessary personal or medical details unless directly relevant to the incident.

Urgent Safety Concerns

If there is an immediate threat or danger, contact local authorities first.

After the situation is safe, you may send a report to internal@efprp.org referencing the incident. If any legal action, detention, or arrest occurred, you may include the public police report or the statement you submitted.