General Conditions For Certifications

Introduction

V3 Quality Certification Pvt. Ltd. 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 Quality Certification Pvt. Ltd. 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 Quality Certification Pvt. Ltd. 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.
• The Client has completed at least one Management Review.
• The client should fill in the application form provided by V3 Quality Certification Pvt. Ltd.
• The application fee must be included with the application form.
• The client shall keep records of all complaints and remedial actions.
• The final assessment should be satisfactory and without any major non-conformances.
• The recommendation of the audit team should be favorable.
• The client must fulfill all financial obligations to V3 Quality Certification Pvt. Ltd.

 

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 format through the Quotation Request Form.

The filled Quotation Request Form should be signed by the authorized representative and sent to V3 Quality Certification Pvt. Ltd. office.

The Client organization should be prepared to provide additional information or allow representatives to visit the client site for gathering more information.

The Quotation Request Form is reviewed to ascertain the 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.

Pre-Assessment Audit

Before the actual assessment, a detailed examination of the client’s Quality Management System is undertaken to ensure compliance with 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-conformance requires documentary evidence for verification.
• Major non-conformance requires a follow-up audit.
• Certificates are not issued unless 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 of Registration remains valid for three years from the date of issue, subject to satisfactory surveillance audits.

 

Surveillance Audit

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

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

For each surveillance audit, a report is prepared providing feedback regarding the results of the audit.

 

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 continued compliance and improvement, certification is renewed for another three years.

 

Special Audit

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

If corrective actions are not verified within the specified period, certification may be suspended or withdrawn.

 

Change of Address/ Extension of Scope of Registration

Clients wanting to extend the scope of registration to include additional products, services, or sites must submit a written application.

The procedure for extension is similar to the initial certification process.

If required, a special audit will be conducted before issuing an amended certificate.

If the client changes address, a written application must be submitted to determine requirements for maintaining certification status.

 

Modification of the Management System

Clients intending to modify products, processes, or the management system in a way that affects compliance must immediately inform V3 Quality Certification Pvt. Ltd.

Additional audits may be required depending on the nature of the changes.

Failure to notify such changes may adversely affect registration status.

 

Maintaining Certifications

• Surveillance audits must be conducted as scheduled.
• The Quality System must be maintained effectively.
• Internal audits and management reviews must be regularly conducted.
• Customer complaints and corrective actions must be properly recorded.
• All dues payable to V3 Quality Certification Pvt. Ltd. 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 material.
• Certification marks must not imply product certification.
• Certification marks cannot be used on test, calibration, or inspection reports.
• Improper use of certification marks may lead to legal action.

 

General Conditions for Certification

Termination

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

Confidentiality

Information obtained during assessment or certification shall remain confidential unless required by law.

Force Majeure

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

Law

Agreements are 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 are reviewed by the certification committee. If satisfactory, certificates are awarded and issued within two weeks after completing all required formalities.

The client’s name is included in the certified organization database after certificate issuance.

 

Refusing the certification

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

 

Procedure for reinstatement of suspended Certificate

If the requirements specified in the suspension decision are fulfilled within the appointed time, V3 Quality Certification Pvt. Ltd. will issue a reinstatement decision and inform the client.

 

Extensions to Scope

Applications for extension of certification scope are reviewed to determine the audit activities necessary before approval.

This may be conducted together with a surveillance audit.

 

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 logos 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.

 

Complaints, Appeal and Disputes

Complaints

Complaints regarding V3 Quality Certification Pvt. Ltd. may be submitted in writing and will 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 Quality Certification Pvt. Ltd. have authority to assess the client’s management system and records whenever required.

Certified clients must provide necessary information and access during such assessments.