Client and Supplier Confidentiality Policy
1. Purpose
This Client and Supplier Confidentiality Policy describes how QUALTECH VISION CONSULTING S.R.L. intends to handle confidential information received from clients, suppliers, partners, potential business contacts or other stakeholders in the context of its business activities.
The policy supports responsible communication, secure document handling and trust in B2B relationships involving contracts, specifications, project documentation, supplier information and other business materials.
2. Scope
This policy applies to confidential information received or accessed in connection with requests, proposals, technical consulting, supplier evaluation, supplier performance, audit-support, claims-related support, documentation review or other professional services.
It applies to information received through email, direct communication, meetings, file sharing, documents, project materials, supplier files or other business channels.
3. Types of confidential information
Confidential information may include, without limitation:
- contracts, proposals, pricing, commercial terms and negotiation details;
- technical specifications, drawings, project documentation, reports, assessments and operational information;
- supplier information, performance data, claims-related materials, non-conformity information and quality documentation;
- business processes, internal procedures, operational data, strategies and planning materials;
- personal data included in business documents, contact details, contracts or project documentation;
- documents, databases, presentations, technical files, correspondence or other materials marked as confidential or reasonably understood to be confidential by their nature or context;
- any other information disclosed in circumstances where confidentiality is expected or agreed.
4. Use of confidential information
Confidential information should be used only for the purpose for which it was provided, such as reviewing a request, preparing a proposal, performing a service, supporting a project, evaluating information, managing a supplier-related matter, handling a claim or managing a business relationship.
QUALTECH VISION CONSULTING S.R.L. should not use client or supplier confidential information for unrelated purposes, external disclosure, unauthorized commercial use or any purpose inconsistent with the context in which the information was provided.
5. Access and disclosure
Access to confidential information should be limited to persons or service providers who need the information for the agreed purpose and who are expected to handle it responsibly.
Confidential information may be disclosed only where necessary and appropriate, including:
- to persons involved in the relevant project, request or service;
- to IT, email, hosting, cloud storage or document management providers used for business communication and document handling;
- to accounting, legal, tax, audit or professional advisors, where necessary;
- to clients, suppliers or partners involved in the relevant matter, where disclosure is required for the agreed purpose;
- to competent authorities, courts or regulators, where required by law;
- with the prior approval of the client, supplier or partner that provided the information.
6. Security and responsible handling
QUALTECH VISION CONSULTING S.R.L. aims to apply reasonable organizational and technical measures to protect confidential information against unauthorized access, loss, alteration, misuse or disclosure.
Such measures may include controlled access, secure storage, careful handling of email attachments, use of professional communication tools, limitation of access to relevant persons and reasonable attention to confidentiality when discussing or transferring documents.
Clients and suppliers are encouraged to avoid sending unnecessary personal data, irrelevant documents or information that is not needed for the specific request or project.
7. Retention, return and deletion
Confidential documents and related information are kept only for as long as necessary for the relevant request, proposal, project, business relationship, legitimate interest or legal obligation.
Where appropriate, the company may return, delete or archive confidential materials after the end of the collaboration, subject to applicable legal, accounting, tax, contractual, evidentiary or legitimate business requirements.
If a client or supplier requests the return or deletion of confidential information, the request will be assessed in light of applicable contracts, legal obligations, ongoing projects, legitimate interests and technical feasibility.
8. Exceptions
Confidentiality obligations generally do not apply to information that:
- is publicly available without breach of confidentiality;
- was already known lawfully before disclosure;
- is independently developed without use of confidential information;
- is disclosed with authorization from the relevant party;
- must be disclosed by law, court order, regulatory request or competent authority;
- is required to protect legal rights, defend claims or comply with contractual or legal obligations.
9. Relationship with contracts and NDAs
This policy provides general information about confidentiality practices. If a separate contract, non-disclosure agreement or written confidentiality clause applies to a specific project or relationship, that document will govern the relevant confidentiality obligations between the parties.
In case of conflict between this general website policy and a specific written agreement, the specific written agreement will prevail for the relevant relationship, unless otherwise required by law.
10. Contact
Questions regarding confidentiality or the handling of client and supplier information may be sent to office@qualtechvision.com.
