Suspension, Withdrawal, Cancellation or Reducing of Certificate

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 covering all applicable processes and systems.
• The client has completed at least one Management Review.
• The application form provided by V3 Certification must be filled and submitted.
• The applicable application fee mentioned in the quotation must be paid.
• The client shall maintain records of complaints and remedial actions.
• The final assessment must be satisfactory without 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 for ISO 9001 or ISO 14001 shall submit detailed information in the prescribed Quotation Request Form. The completed form must be signed by the authorized representative and submitted to V3 Certification.

The client organization should be prepared to provide additional information or allow V3 Certification representatives to visit the site for gathering further details.

The Quotation Request Form is reviewed to determine clarity of certification requirements and the capability of V3 Certification 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 status of 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 pre-assessment of the client’s Quality Management System may be conducted to ensure compliance with applicable requirements. This is an optional part of the certification process and has no bearing on certification decisions.

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 Non-Conformity Report (NCR) is issued and corrective action procedures begin. Non-conformances may be classified as Minor or Major.

• Minor non-conformances require documentary evidence for verification.
• Major non-conformances require a follow-up audit.
• 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. Certificates are issued subject to clearance of all dues.

The Certificate of Registration remains the property of V3 Certification and cannot be copied or reproduced without prior written approval.

Certification remains valid for three years subject to satisfactory surveillance audits.

Surveillance Audit

Surveillance audits are conducted regularly to ensure continued compliance with certification requirements and effective implementation of the Management System.

• At least one surveillance audit is conducted every year.
• Six-month surveillance audits are preferred.
• Major non-conformances require follow-up audits.
• Corrective actions must be verified within one month.
• Failure to comply may result in suspension of registration.

V3 Certification prepares a report after each surveillance audit and provides feedback to the client.

Re-certification Audit

Certification is valid for three years. At the end of this cycle, a comprehensive re-certification audit is conducted for renewal. If the Management System continues to meet requirements, certification is renewed for another three-year period.

Special Audit

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

Failure to close major non-conformities within the prescribed period may result in suspension or withdrawal of certification.

Change of Address / Extension of Scope of Registration

Clients seeking extension of scope for additional products, processes, services, or sites must submit a written application to V3 Certification.

A special audit may be conducted for the extended scope. If satisfactory, an amended Registration Schedule shall be issued.

For address changes, written intimation must be submitted to V3 Certification for necessary evaluation and approval.

Modification of the Management System

Clients must immediately inform V3 Certification regarding any modifications in products, processes, ownership, equipment, personnel, or management systems that may affect compliance.

V3 Certification may decide whether an additional audit or reassessment is required. Failure to inform may adversely affect certification status.

Maintaining Certifications

• Surveillance audits must be conducted as scheduled.
• The Management System must be effectively maintained.
• Internal audits and management reviews must be conducted regularly.
• Customer complaints and corrective actions must be properly 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 cannot be used on laboratory test, calibration, or inspection reports.
• Misuse of certification marks may lead to suspension or legal action.
• Upon termination of certification, all use of logos and marks must immediately cease.

General Conditions for Certification

Termination

Either party may terminate the agreement by giving 30 days written notice. Applicable costs and fees up to the date of termination shall be payable.

Confidentiality

V3 Certification shall maintain confidentiality of all information obtained during assessment and certification activities unless disclosure is 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 under the agreement.

Law

All agreements shall be governed by prevailing laws in India and subject to Delhi jurisdiction.

Fees

Fees are payable within 7 days from the invoice date. Additional audits or extra work may attract additional charges.

Granting of the Certificate

Audit reports are reviewed by the Certification Committee. If the audit report and recommendations are satisfactory, certificates are awarded and issued after completion of all formalities.

• Certificates contain certification details, scope, validity, and accreditation information.
• Certificates are generally issued in English.
• Certificates remain valid for three years subject to satisfactory surveillance audits.

Refusing the Certification

Certification may be refused if major non-conformities are not closed within the agreed timeframe between the auditee and audit team.

Procedure for Reinstatement of Suspended Certificate

If all conditions specified in the suspension notice are fulfilled within the appointed time, V3 Certification may reinstate the suspended certificate and notify the client accordingly.

Extensions to Scope

Applications for extension of certification scope are reviewed by V3 Certification. Necessary audit activities are conducted before granting approval for the extended scope.

Suspension, Withdrawal, Cancellation or Reducing of the Certificate

Suspension

• Failure to comply with certification requirements may result in suspension.
• Non-payment of fees or misuse of logos may lead to suspension.
• Clients must stop using certification logos during suspension.

Withdrawal

• Certification may be withdrawn if corrective actions are not implemented.
• Withdrawn clients must return certificates and discontinue logo usage.
• Client names are removed from the certified client list.

Cancellation

• Clients may request cancellation in writing.
• Cancelled certificates must be returned to V3 Certification.
• All promotional use of certification logos must cease immediately.

Reducing Scope

• Certification scope may be reduced due to unsatisfactory performance.
• Clients may voluntarily request reduction of scope.

Complaints, Appeal and Disputes

Complaints

Complaints regarding V3 Certification or certified clients may be submitted in writing and will be investigated as per established procedures.

Appeal

Clients may appeal decisions relating to acceptance, suspension, withdrawal, denial, or granting of certification.

Disputes

Disputes unresolved through mutual negotiations 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

The Accreditation Body and/or V3 Certification have authority to assess the client’s management system, records, and related information whenever required. Certified clients must provide necessary access and cooperation.