Privacy Policy

1. Introduction

ICV Assessments Pvt. Ltd. ("ICV", "we", "our", or "us") is committed to protecting the privacy and confidentiality of the personal and business information entrusted to us. Whether you visit our website, request information, apply for certification, participate in audits, or use any of our services, we handle your information responsibly and transparently.

This Privacy Policy explains how we collect, use, store, protect, and disclose your information when you interact with our website or use our certification, inspection, auditing, training, and related services. It also outlines your privacy rights and the choices available to you regarding your personal information.

By accessing our website or using our services, you acknowledge that you have read and understood this Privacy Policy and agree to the practices described.

2. Scope of This Privacy Policy

This Privacy Policy applies to all individuals and organizations that interact with ICV Assessments Pvt. Ltd. through our website or business services. It governs the collection and processing of information regardless of how you communicate with us.

This includes information collected when you:

• Visit our website.
• Submit an enquiry or request a quotation.
• Apply for certification or inspection services.
• Register for training programs.
• Contact us by email, telephone, or contact forms.
• Participate in audits, assessments, or surveillance activities.

This Privacy Policy does not apply to third-party websites that may be linked from our website. Those websites operate under their own privacy policies, and we encourage you to review them before sharing any information.

3. Information We Collect

To deliver our services efficiently and meet contractual and regulatory requirements, we may collect different types of personal, business, and technical information. The information collected depends on the services you request and your interaction with our organization.

Personal Information

When you contact us or submit an enquiry, we may collect personal information that helps us identify and communicate with you. This may include:

• Full name
• Email address
• Mobile or telephone number
• Job title or designation
• Company or organization name
• Business address
• Country or region

We only collect information that is necessary for responding to your enquiry or providing our services.

Business Information

For certification, auditing, inspection, and assessment services, additional business information may be required to evaluate your organization's compliance with applicable standards.

Depending on the service, this may include:

• Organization details
• Scope of certification
• Industry sector
• Number of employees
• Business processes
• Existing certifications
• Audit reports
• Compliance records
• Supporting documentation required during assessments

This information is used solely for certification, assessment, verification, and related business purposes.

4. Our Commitment to Privacy

We collect only the information that is reasonably necessary to provide our services, fulfil contractual obligations, comply with legal requirements, and improve your experience with ICV Assessments Pvt. Ltd.

We are committed to:

• Collecting information lawfully and transparently.
• Using your information only for legitimate business purposes.
• Protecting your information through appropriate technical and organizational security measures.
• Limiting access to authorized personnel only.
• Retaining information only for as long as necessary or as required by law.
• Respecting your privacy rights and responding to privacy-related requests promptly.

Protecting the confidentiality of client information is an important part of our commitment to maintaining trust and delivering professional certification services.

5. How We Collect Your Information

ICV Assessments Pvt. Ltd. collects information through lawful and transparent means to provide certification, inspection, auditing, training, and related services. We collect information only when it is necessary for legitimate business purposes or when you voluntarily choose to share it with us.

Your information may be collected through various methods, including:

• When you submit an enquiry through our website.
• When you request a quotation for our services.
• When you apply for certification, inspection, or assessment.
• During audits, surveillance activities, and certification processes.
• Through email, telephone, or other business communications.
• When you subscribe to newsletters or marketing updates.
• When you register for training programs, webinars, or events.
• Through cookies, analytics tools, and similar technologies while browsing our website.

In some cases, we may also receive information from publicly available sources, accreditation bodies, regulatory authorities, business partners, or organizations acting on your behalf, where permitted by applicable laws.

6. How We Use Your Information

The information we collect helps us deliver our services efficiently, maintain the integrity of our certification processes, and improve your overall experience.

We may use your information for the following purposes:

Service Delivery

Your information enables us to process enquiries, prepare quotations, conduct audits, issue certifications, manage surveillance activities, and provide other services requested by your organization.

Communication

We use your contact details to respond to enquiries, send service updates, schedule audits, share certification-related information, and provide customer support whenever required.

7. Sharing and Disclosure of Information

ICV Assessments Pvt. Ltd. respects the confidentiality of your personal and business information. We do not sell, rent, or trade your information to third parties for their independent marketing purposes.

However, in the course of providing our services, it may be necessary to share certain information with trusted parties. Such sharing is limited to what is required for legitimate business, contractual, or legal purposes and is carried out with appropriate safeguards.

Your information may be shared in the following circumstances:

Accreditation and Regulatory Authorities

Where required, we may share relevant information with accreditation bodies, government authorities, regulators, or statutory agencies to comply with applicable laws, accreditation requirements, or official requests.

Auditors and Technical Experts

Information may be shared with qualified auditors, technical experts, evaluators, or assessment teams engaged in delivering certification, inspection, auditing, verification, or related services. These individuals are required to maintain strict confidentiality.

8. Data Retention

We retain personal and business information only for as long as it is necessary to fulfil the purposes described in this Privacy Policy, comply with legal and regulatory obligations, resolve disputes, enforce agreements, and maintain certification records.

As part of our document retention policy:

• Client information and certification records are generally retained for four (4) years after completion of certification services.
• Where a client renews or continues certification services, the retention period may be extended for an additional four (4) years from the date of renewal.
• Certain records may be retained for a longer period where required by applicable laws, accreditation requirements, contractual obligations, or ongoing legal proceedings.

Once the applicable retention period expires and the information is no longer required, it will be securely deleted, anonymized, or destroyed using appropriate methods.

9. Data Security

Protecting the confidentiality, integrity, and availability of your information is a key priority for ICV Assessments Pvt. Ltd. We implement appropriate technical, administrative, and organizational measures designed to protect personal and business information against unauthorized access, alteration, disclosure, misuse, or accidental loss.

Our security measures may include:

• Secure Socket Layer (SSL) encryption for data transmitted through our website.
• Controlled access to confidential information based on business responsibilities.
• Password-protected systems and secure authentication procedures.
• Firewalls, malware protection, and network security controls.
• Secure storage of electronic records.
• Regular monitoring of systems to identify potential security risks.
• Periodic security reviews and updates to strengthen data protection practices.

While we strive to maintain a high level of security, no method of electronic transmission or storage can be guaranteed to be completely secure. Accordingly, we cannot guarantee absolute security of information, although we continuously work to protect it using industry-recognized practices.

If we become aware of a significant data security incident affecting your personal information, we will take appropriate steps in accordance with applicable laws and notify affected individuals or regulatory authorities where required.

10. Third-Party Websites

Our website may contain links to third-party websites, applications, or online services for your convenience and information. These external websites operate independently and are governed by their own privacy policies.

ICV Assessments Pvt. Ltd. does not control or accept responsibility for the privacy practices, content, or security of third-party websites. We encourage you to review their privacy policies before submitting any personal information.

11. Children's Privacy

Our services are intended for businesses, organizations, professionals, and individuals who are legally capable of entering into contracts.

We do not knowingly collect personal information from children under the age of 18 years. If we become aware that personal information relating to a child has been collected without appropriate authorization, we will take reasonable steps to delete such information from our records as soon as practicable.

Parents or legal guardians who believe that a child has provided personal information to us may contact us to request its review or deletion.

12. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business operations, legal obligations, regulatory requirements, technologies, or service offerings.

Any revised version of this Privacy Policy will be published on our website together with the updated "Last Updated" date. Where changes are significant, we may also notify users through our website, email, or other appropriate communication channels.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Your continued use of our website or services after the updated Privacy Policy becomes effective constitutes your acceptance of the revised Policy.

13. Appeal Committee

In accordance with applicable laws, including the Information Technology Act, 2000 and other applicable regulations, ICV Assessments Pvt. Ltd. has constituted an Appeal committee to address questions, concerns, or complaints relating to this Privacy Policy or the processing of personal information.

If you have any privacy-related concerns, believe your information has been used improperly, or wish to exercise your privacy rights, you may contact our Grievance Officer using the contact details below.

We aim to acknowledge your request promptly and make reasonable efforts to respond within seven (7) business days of receiving a complete request. Where additional time is required due to the complexity of the matter, we will inform you accordingly.

14. Contact Us

If you have any questions, concerns, requests, or complaints regarding this Privacy Policy or the way ICV Assessments Pvt. Ltd. collects, uses, stores, or protects your personal information, please contact us using the details below: