CONFIDENTIALITY

Confidentiality

  1. UGG will undertake all measures to ensure the confidentiality of client’s proprietary information or trade secrets accessed to in the course of assessment activities.
  2. All assessing staff (including sub-contractor Assessment personnel and Technical Expert) and Impartiality Committee are issued with a signed statement (Impartiality and Confidentiality Declaration Form- UGG-FM(MSPO)-01A and UGG-FM(MSPO)-01A) indicating that they have signed a confidentiality agreement and that they agree to abide by the confidentiality and impartiality requirements of UGG. They will not release any information, whether directly or indirectly, other than those authorized by the client or required by the law.
  3. They will also inform UGG and should not take part in any assessment activities or certification decision where they have conflict of interest that have occurred within the previous 2 years unless there are exceptional circumstances that must be approved by the Managing Director.
  4. Conflict of interest may occur through, but is not limited to :
    • Previous employment.
    • Previous business interests.
    • Family interests.
  5. The Administration Manager will ensure that all client’s confidential information/ data and records kept in the office and access is controlled. All staff will ensure control of client’s confidential information/ data and records are handled with utmost care.
  6. All staff will note that no information / data or records will be released to any external party without prior consent from the client. If required by law to release the information to a third party, Operation Manager will write officially to the client on the information provided.
  7. All auditors will return the management system documents to the client after the documentation review. These documents will be treated as confidential documents during the period that it is in the UGG’s office for the documentation review.
  8. All auditors will assure the client during the opening meeting of the assessment visit that all proprietary information or trade secrets gathered as a result of assessments are treated as strictly confidential. No information, either directly or indirectly, will be released to a third party unless the client has given official consent or as required by law.
  9. All records of client in the form of hard copy will, when no longer required, to be destroyed.