Right to Assess Client Records

Introduction

V3 Certification is a legal entity incorporated under the Companies Act 1956, in India. The main object of the company is to offer independent third party certification to organizations against various International Standards. V3 Certification offers a service to its clients, which cover the Assessment and Certification of Quality Management Systems based on ISO 9001 and Environment Management Systems based on ISO 14001.  

Criteria for Granting Certification V3 Certification has accepted the quotation for request.

• The client has a documented Quality Management System applicable to its scope of certification and conforming to ISO 9001 and ISO 14001 requirements.
• The client has completed at least one Internal Audit cycle of all applicable processes, systems and subsystems.
• The client has completed at least one Management Review of the completed audit cycle.
• The client must fill in the application form provided by V3 Certification.
• The application fee mentioned in the quotation must be submitted.
• Upon receipt of the application and fee, the client will be enrolled in the Certification Programme.
• The client shall maintain records of complaints and corrective actions.
• The final assessment must be satisfactory without any major non-conformances.
• The recommendation of the audit team must be favorable.
• The client must fulfill all financial obligations to V3 Certification.

 

Certification Process

Application For Certification

The Client organization seeking certification of their QMS to ISO 9001 or EMS to ISO 14001 should submit detailed information in the prescribed Quotation Request Form. The filled Quotation Request Form should be signed by the authorized representative and sent to V3 Certification office. The Client organization should be prepared to provide additional information or allow V3 Certification representatives to visit the client site to gather further information. The Quotation Request Form is reviewed by V3 Certification to ascertain clarity of certification requirements and capability to provide the required service. If the quotation request is accepted, further documents are sent to the client for approval and confirmation.

Documentation Review

A document review is conducted to assess the documented management system against the requirements of the relevant standard without issuing a certificate of conformity.

Pre-Assessment Audit

Before the actual assessment, a detailed examination of the client’s Quality Management System may be undertaken to ensure compliance with all applicable requirements. This is an optional part of the certification process.

Certification Audit

An assessment team visits the organization’s premises to verify compliance with procedures and requirements described in the Quality Management System or Environmental Management System documentation.

Non Conformity Report

If a non-conformance is detected during assessment, a Nonconformity Report will be issued and corrective action shall commence.

• Minor non-conformities require documentary evidence for verification.
• Major non-conformities require follow-up audits.
• Certificates are not issued until all non-conformities are effectively closed.

Recommendation for Certification

Organizations are recommended for certification after closure of all non-conformities and approval by the Certification Panel.

• The certificate shall not be released until all dues are cleared.
• The Certificate of Registration remains the property of V3 Certification.
• The certification remains valid for three years subject to successful surveillance audits.

 

Surveillance Audit

Surveillance audits are conducted regularly to ensure continued compliance with certification requirements.

• At least one surveillance audit shall be conducted every year.
• Six-month surveillance audits are preferred.
• Major non-conformities require follow-up audits.
• Corrective actions must be verified within one month.
• Failure to close corrective actions may result in suspension.

 

Re-certification Audit

Certification is valid for three years. A comprehensive re-certification audit is conducted at the end of the cycle for renewal. If the audit confirms continual improvement and maintenance of the Management System, certification is renewed for another three years.  

Special Audit

Special audits may be conducted in cases of major non-conformities, complaints, extension of scope, or changes affecting certification.

• Major non-conformities must be closed within one month.
• Failure to comply may require a complete re-audit.
• Continued failure may result in suspension or withdrawal of certification.

 

Change of Address / Extension of Scope of Registration

Clients seeking extension of scope must submit a written application to V3 Certification.

• The extension process follows the same procedure as initial certification.
• Additional fees may apply depending on the audit scope.
• A special audit may be conducted for newly added activities.
• An amended certificate may be issued if no major non-conformities are found.
• Address changes must also be communicated in writing.

 

Modification of the Management System

Clients must inform V3 Certification immediately if any modification is made to products, processes, ownership, personnel, equipment, or management systems that may affect certification compliance. V3 Certification may decide whether additional audits are required.  

Maintaining Certifications

• Surveillance audits must be conducted as scheduled.
• The Quality System must be effectively maintained.
• Internal audits and management reviews must be conducted regularly.
• Customer complaints and corrective actions must be recorded.
• All dues payable to V3 Certification must be cleared.

 

Use of Logo and Certification Mark

• Certification marks may only be used for certified activities.
• Marks may be used on correspondence, advertising, and promotional materials.
• Certification marks must not imply product certification.
• Certification marks shall not be used on laboratory test, calibration, or inspection reports.
• Improper use of certification marks may result in legal action.
• Upon termination of certification, all use of marks must immediately cease.

 

General Conditions for Certification

Termination

Either party may terminate the agreement by giving 30 days written notice.

Confidentiality

All information obtained during assessment or certification shall remain confidential unless required by law or accreditation authorities.

Force Majeure

Delays caused by war, natural disasters, fire, labor disputes, or other uncontrollable events shall not constitute default.

Law

The agreement shall be governed by prevailing law in India and subject to Delhi jurisdiction.

Fees

Fees are payable within 7 days of invoice date and may be revised during the certification period.  

Granting of the Certificate

Audit reports and supporting documents are reviewed by the Certification Committee. If satisfactory, certificates are awarded and issued after completion of all required formalities.

• Certificates are normally issued in English language.
• Certificates remain valid for 3 years subject to surveillance audits.
• Certified organizations are included in the certified client database.

 

Refusing the Certification

Certification is refused if major non-conformities are not closed within the agreed schedule.  

Procedure for Reinstatement of Suspended Certificate

If all suspension conditions are fulfilled within the appointed time, V3 Certification may reinstate the certificate and inform the client accordingly.  

Extensions to Scope

Applications for extension of certification scope are reviewed and additional audit activities may be conducted before approval.  

Suspension, Withdrawal, Cancellation or Reducing of the Certificate

• Failure to comply with certification requirements may result in suspension.
• Non-payment of fees or misuse of certification marks may lead to withdrawal.
• Cancelled clients must stop using certification marks immediately.
• Clients may request cancellation in writing.
• Certification scope may be reduced based on performance or client request.

Consequences of Suspension / Withdrawal / Cancellation

• Return the ISO Certificates to V3 Certification.
• Discontinue use of logos and certificates.
• Remove certification logos from all materials.
• The client’s name shall be removed from the certified client list.

 

Complaints, Appeals and Disputes

Complaints

Complaints regarding V3 Certification may be submitted in writing and shall be investigated.

Appeal

Clients may appeal decisions regarding certification acceptance, suspension, withdrawal, or denial.

Disputes

Disputes unresolved through negotiation shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, subject to Delhi jurisdiction.  

Right To Assess the Client Records By Concerned Accreditation Body

Accreditation bodies and V3 Certification have authority to assess the client’s management system and records whenever required. Certified clients must provide all necessary information and access.