Confidentiality, Impartiality & Non-Disclosure Policy

Effective Date: 1st March 2026

1. Purpose

Earth Quality Certifications Pvt. Ltd. is committed to safeguarding the confidentiality, integrity, and impartiality of all information obtained or created during audit and assessment activities.

This policy establishes our commitment to protecting client information and ensuring that all audits are conducted independently, objectively, and without conflict of interest.

2. Scope

This policy applies to all personnel associated with Earth Quality Certifications Pvt. Ltd., including employees, auditors, contract staff, external experts, consultants & any individual acting on behalf of the organization

3. Confidentiality Commitment

All information obtained during audit and certification activities is treated as strictly confidential.

This includes, but is not limited to:

• Client details and records
• Audit findings and reports
• Business and operational information of food establishments
• Internal audit documentation and processes
• Commercially sensitive information shared during the engagement

Such information shall not be disclosed to any third party without prior written consent of the client, except where disclosure is required by law or a competent regulatory authority.

Confidentiality is maintained at all stages of the engagement, including before, during, and after completion of the audit.

4. Non-Disclosure Assurance

All personnel engaged in audit and certification activities are required to sign a Confidentiality and Non-Disclosure Agreement (NDA) prior to assignment.

External experts, consultants, and contract personnel shall not be engaged without execution of the required NDA.

This ensures that all information shared during the audit process remains protected against unauthorized use, disclosure, or misuse.

5. Information Security

All records and documents, whether physical or digital, are maintained under secure access controls.

Access to confidential information is restricted to authorized personnel only.

Electronic data is protected through safeguards such as password protection and restricted access systems.

6. Impartiality Statement

Earth Quality Certifications Pvt. Ltd. is committed to conducting all audits with complete impartiality, independence, and professional objectivity.

Audit findings are based solely on evidence, observed conditions, and regulatory requirements.

No commercial, personal, or external influence shall affect audit outcomes.

Any potential conflict of interest shall be disclosed and managed appropriately.

7. Restrictions

Personnel associated with Earth Quality Certifications shall not:

• Share confident ial information with unauthorized individuals
• Use client information for personal or commercial benefit
• Disclose audit findings outside official communication channels
• Influence audit outcomes for personal, financial, or external interests

8. Breach Reporting

Any actual or suspected breach of confidentiality, non-disclosure obligations, or Impartiality shall be reported immediately to the management for review and appropriate action.

Necessary corrective, disciplinary, contractual, or legal action may be initiated, as applicable.

9. Client Assurance

Confidentiality, impartiality, and non-disclosure requirements form an integral part of all client engagement and audit agreements.

10. Review

This policy shall be reviewed periodically and updated as required to ensure continued compliance with applicable standards and regulatory requirements.

11. Contact Information