Impartiality Management Procedure

The purpose of this procedure is to define the mechanisms in place to ensure that South African Compliance and Certification (SAC&C) manages pressures and risks to handling of Complaints while neutralizing tendencies that may prevent objectivity in the provision of certification activities to deliver certification outcomes that provide confidence.

The procedure covers the mechanisms of handling of Appeals in the SAC&C provision of certification services

This procedure is applicable within the function and service of SAC&C

Parting using this document shall apply the most recent edition of the documents listed as follows:

• QMS/QM-01 document

• SAC&C: South African Compliance and Certification (PTY) LTD

All the parties using this document shall refer to ISO 17021-1:2015 standard

The following address the action that the SAC&C shall take to respond to any threats to its impartiality arising from the actions of other people or organization.

Risk has an impact on the SAC&C impartiality management and therefore shall be managed as per the requirement of ISO/IEC 17021-1:2015 standard. This shall be carried by implementing the risk management procedure unique number QMS/RM-01. The risk identification will include the risk to impartiality.

For the organisation to identify, analyse and document the possibilities for conflict of interests arising from provision of certification including any conflicts arising from its relationships. SAC&C have developed the following processes to manage the conflict of interest:

4.2.1 Auditors initial declaration: Any auditor who apply for auditing shall declare any conflict on the application form.

 4.2.2 Other personnel including auditors: All the personnel shall complete the conflict-of-interest register.

SAC&C will appoint the impartiality committee that shall assist with the following:

• Assist in developing the policies relating to impartiality of SAC&C Certification activities
• Counteract any tendency on the part of SAC&C Certification Department to allow commercial or other considerations to prevent the consistent objective provision of certification activities.
• Advise on matters affecting confidence in certification including openness and public perception.
• Conduct a review at least once annually of the impartiality of the evaluation and decision-making processes of the SAC&C certification services.

 Other tasks or duties may be assigned to the committee provided these additional tasks or duties do not compromise its essential role of ensuring impartiality. Continuous monitoring shall be done by the Quality Manager while the periodic review shall be conducted by the Impartiality Committee at least once a year.

4.3.1 Responsibilities and authorities of the committee

• Respect confidentiality requirements of the Certification Body
• Adequately represent key interests
• Access any information required to fulfil the functions.
• Take whatever independent action necessary while respecting the Certification Body’s confidentiality requirements.

 4.3.2 The Composition (Membership)

 The Committee shall consist of at least the following members who shall be representatives of key interest groups including but not limited to:

• Industry trade organisation
• Consultant
• Technical expert
• Academics

4.3.3 Meeting of impartiality committee

 The meeting shall be conducted at least once a year and the quality manager or director shall attend that meeting. The member of the committee shall elect the chairperson who will run the meeting and ensure proper communication between the certification body and the committee.

All members of the SAC&C are required to maintain confidentiality concerning SAC&C and company matters discussed or obtained at CIC meetings. Members appointed shall declare any relationships or vested interest or potential conflicts of interest they have or have had (within the last two years) with any company on the SAC&C certification scheme that could cause them to act in an impartial manner.

As per the certification process, the applicant shall indicate any consultant used for its certification processes. Upon the review of applications from the clients, any client that uses the consultant shall have a meeting with the certification body to explain the certification processes. The meeting can be informal or via a telephone discussion. The following shall be covered:

• Certification process and its duration and cost involved in the certification processes. After the discussions, the client will be given the opportunity to accept or decline the certification.

Revision 4, Unique Number SACC/IM-01, Effective Date 15 January 2022, Next Review 30 January 2024 (15 January 2022, Next Review 30 January 2024)