Confidentiality Policy Statement
Soleil Solutions Africa is committed to the utmost degrees of impartiality, confidentiality, and competence in the course of the performance of validation and verification activities.
- Confidentiality Policy Statement
- Impartiality Policy Statement
- Quality Policy Statement
- Handling of Appeals
- Handling of complaints
Confidentiality Policy:
To achieve this, the Company shall conduct the following:
- Confidentiality Agreement: all personnel involved in validation and verification activities sign a confidentiality agreement. This agreement outlines their responsibilities for maintaining the confidentiality of sensitive information.
- Confidentiality Risk Assessment: The Company shall conduct a risk assessment identifying any potential threats and risks to confidentiality. Mitigation controls shall be put in place to eliminate or reduce the identified threats and risks to acceptable levels. The risk matrix shall be reviewed annually at a Management Review Meeting and adjustments made where necessary. Review and adjustments to the threat and risk matrix shall also be done immediately an unforeseen threat or risk is identified in the course of conducting validation and verification activities.
- Secure Document Handling: In accordance to the Documented Information Procedure, measures have been put in place to ensure documents (both physical and electronic) are handled securely. This includes measures such as restricted access to document storage areas, password protection for electronic files, and encryption for sensitive information.
- Information Sharing Protocol: Develop a protocol for sharing information with external parties, ensuring that confidential information is only shared with authorized individuals or organizations. This may include procedures for obtaining written consent, using secure file transfer methods, or establishing secure communication channels.
- Data Privacy Policy: Create a data privacy policy that outlines how personal data is collected, stored, processed, and protected in accordance with applicable data protection regulations. This policy should address aspects such as data anonymization, access controls, and data retention periods.
This policy applies to all personnel performing validation and verification activities on behalf of Soleil Solutions Africa and it is reviewed every two years.
Soleil Solutions Africa is committed to maintaining impartiality in all the validation and verification activities it conducts.
This shall be achieved as explained below:
- Conflict of Interest Policy: all personnel involved in validation and verification activities shall disclose any potential conflicts of interest prior to conducting any validation and verification activities. This includes any financial, personal, or professional relationships that could compromise impartiality.
- Impartiality Risk Assessment: We shall conduct risk assessments identifying any potential threats and risks to impartiality. Mitigation controls shall be put in place to eliminate or reduce the identified threats and risks to acceptable levels.
- Non-Discrimination Policy on validation and verification activities: All aspects of validation and verification activities shall be treated with no discrimination; no aspect is greater than another.
- Independence of Validation and Verification Activities: All validation and verification activities shall be conducted independent from any undue influence or pressure. The selection and assigning of personnel shall be done in accordance with our Planning process which includes managing relationships with clients and maintaining organizational independence.
- In the event that Soleil Solutions Africa is providing both validation and verification to the same client, due care shall be taken to consider any potential threat to impartiality such as self-review and familiarity and manage this risk accordingly, this may vary from selective assignment of duties of the Validation/Verification Team to declining the Engagement if need be.
- Soleil Solutions Africa shall not offer or provide both consultancy and validation/verification for the same claim from the same client.
- Where the relationship between any consultancy company and Soleil Solutions Africa poses an unacceptable threat to the impartiality, we shall not provide validation/verification activities to clients who have received consultancy relating to the same claim. This includes potential clients with whom we are pre-engaged.
- Soleil Solutions Africa activities shall not be marketed or offered as linked with the activities of any consultancy company. We shall take all necessary actions when we are notified of inappropriate links with any consultancy company stating or implying that validation/verification would be simpler, easier, faster or less expensive if we are used. We also do not advocate the use of any consultancy company in order to make validation/verification with us simpler, easier, faster or less expensive.
- Soleil Solutions Africa has set up an independent Committee to Safeguard impartiality.
This policy applies to all personnel performing validation and verification activities on behalf of Soleil Solutions Africa and it is reviewed every two years.
Soleil Solutions Africa is committed to delivering high-quality products/services that consistently meet or exceed customer expectations. We strive for excellence in all our operations and continuously improve our processes to enhance customer satisfaction.
Our quality policy is based on the following principles:
- Customer Focus: We prioritize understanding and fulfilling the needs and expectations of our customers. By listening to their feedback and requirements, we aim to provide products/services that create value and exceed their expectations.
- Quality Excellence: We are dedicated to maintaining the highest standards of quality in all our activities. Through rigorous quality control measures and adherence to industry best practices, we ensure that our products/services are reliable, safe, and of superior quality.
- Continuous Improvement: We foster a culture of continuous improvement, encouraging all personnel to actively contribute to the enhancement of our processes, products, and services. We constantly seek opportunities to optimize efficiency, minimize waste, and enhance overall performance.
- Personnel Empowerment: We recognize that our personnel are our greatest asset. We provide a supportive and empowering work environment that encourages their professional growth and development. By nurturing a culture of teamwork, innovation, and open communication, we harness the collective knowledge and expertise of our workforce.
- Compliance and Accountability: We are committed to complying with applicable legal, regulatory, and industry requirements. Our quality management system is designed to ensure adherence to these standards, and we take responsibility for our actions and strive for transparency in all our business practices.
Through the effective implementation of our quality management system, we aim to achieve operational excellence, exceed customer expectations, and maintain our position as a trusted provider of high-quality services.
This policy applies to all personnel performing validation and verification activities on behalf of Soleil Solutions Africa and it is reviewed every two years.
At Soleil Solutions Africa (SSA), we are committed to addressing complaints and appeals promptly and effectively to ensure client and stakeholder satisfaction and continuous improvement in our services.
- Send appeal via email to hello@soleilafrica.com
- Appeal is acknowledged within 3 days.
- SSA logs appeal.
- SSA conducts internal review meeting within 7 days.
- Progress report/feedback of appeal provided within 14 days.
- Appeal resolved within 21 days.
At Soleil Solutions Africa (SSA), we are committed to addressing complaints and appeals promptly and effectively to ensure client and stakeholder satisfaction and continuous improvement in our services.
- Send complaint via email to hello@soleilafrica.com
- Complaint is acknowledged within 3 days.
- SSA logs Complaint.
- SSA conducts internal review meeting within 7 days.
- Progress report/feedback of complaint provided within 14 days.
- Complaint resolved within 21 days.
List of Programmes that SSA is Currently Applying
Programme Name Programme
CORSIA (Carbon Offsetting and Reduction Scheme for International Aviation)
Administrator
ICAO
Effective Date of Participation
01 Jan 2024
Reference to validation/verification and use of marks
The Company has guidelines on the use of marks by its clients who have undergone validation and verification processes. These guidelines are communicated in the Engagement letter.
These practices may vary depending on the specific certification or verification scheme being used, in such case the certification, scheme or programme guidelines will apply.
Marks, logos and labels may include symbols of the body or those associated with a programme. The Company’s agreement shall require the client to ensure that any opinions or reports of factual findings made public by the client are communicated in their entirety.
VALIDATION/VERIFICATION PROCESS
The Company applies the process steps listed below as validation/verification activities.
- pre-engagement
- engagement
- planning
-
- validation/verification execution
- review
- decision and issue of the validation/verification statement
4. Facts discovered after the issue of the validation/verification statement
5. Handling of appeals
- handling of complaints
- records
Verification Process
The verification process is as detailed below:
