Confidentiality Policy
The Halal Global Training Center is committed to maintaining the confidentiality of all information and data related to candidates, examiners, clients, and staff, in accordance with the requirements of ISO/IEC 17024:2020.
This policy aims to protect sensitive information from unauthorized access or use, to ensure integrity and impartiality throughout all assessment and certification processes, and to clarify the responsibilities of all staff, examiners, and collaborators in maintaining confidentiality. It also defines the technical and administrative measures required to ensure data protection throughout the assessment cycle in compliance with applicable data protection laws.
Scope
This policy applies to:
- All permanent staff of the Center.
- Examiners, assessors, and evaluators working with the Center.
- Any external party contracted to perform activities related to assessment or certification.
- All activities related to training, assessment, certification, and handling of confidential data and documents.
Confidential Information
The information that the Center is committed to keeping confidential includes the following:
- Test and assessment results.
- Candidate performance notes and evaluations.
- Candidate personal files and documents.
- Training records.
- Staff information.
- Any other information deemed confidential by law or by the Center’s policies.
Fundamental Principles and Obligations
1. Commitment to Confidentiality
o All staff are required to maintain the confidentiality of information obtained or generated during the Center’s activities.
o All staff, examiners, and collaborators are responsible for maintaining confidentiality.
2. Confidentiality Declaration
o All staff, examiners, and collaborators are required to sign the Declaration of Commitment to Approved Policies, which explicitly includes confidentiality, impartiality, and conflict of interest.
3. Obligations of External Parties
o Any contract with external parties providing services related to assessment or certification must include clear provisions ensuring confidentiality and legal compliance.
4. Confidentiality During Assessments and Conflict of Interest
o If any potential conflict of interest arises for an examiner or participant in an assessment, management shall take necessary measures to ensure confidentiality and the integrity of the assessment, with all actions documented.
o The policy includes procedures for addressing any violations of confidentiality, including corrective or disciplinary actions where necessary.
Implementation Measures
- All data and documents must be stored securely, whether in electronic or paper form, with digital data encrypted when required.
- Staff access rights are restricted based on job responsibilities to prevent unauthorized access to confidential information.
- Confidential information must not be shared with any unauthorized party, except with the individual’s written consent or where disclosure is required by law.
- All actions taken to ensure confidentiality and data protection must be documented, including potential conflict of interest cases.
- Candidates must be notified in advance of any information to be made publicly available (e.g., names, certificate numbers) prior to certificate issuance.
- Records must be maintained, including confidentiality declarations, cases of violations, and actions taken to address them.
Review and Update
- This policy shall be reviewed at least once annually or as needed.
- Any amendments shall be approved by the top management of the Halal Global Training Center.
- The policy shall be communicated to all staff, collaborators, and stakeholders to ensure full awareness and understanding of its requirements.