Impartiality and Confidentiality Policy

Purpose. Protects the independence of test results and the confidentiality of client information, as required by the standard for testing laboratories and the Privacy Act 1988.

1.Impartiality

Laboratory activities must be undertaken impartially. Veritas will not allow commercial, financial or other pressures to compromise a result. Staff must not perform testing for a client in which they or a close family member have a financial interest, and must declare any such interest to the Quality Manager. Management will identify and assess risks to impartiality at least annually and record how each risk is eliminated or minimised.

2.Pressure to change results

Any request from a client, a colleague or a manager to alter, omit or delay a result for a reason other than a documented technical error must be refused and reported to the Quality Manager. The report will be treated as a nonconformance and investigated. Staff who report such pressure in good faith will be protected from any adverse treatment.

3.Confidentiality

All information obtained or created during laboratory activities is confidential to the client unless the client authorises release or the law requires it. Test reports, chain of custody forms, quotes and correspondence must be stored in the laboratory information system and the client job register and must not be discussed outside the laboratory. Where the law requires Veritas to release information, for example to a regulator, the client will be notified unless the law prohibits it.

4.Personal information

Contact details of client staff and any personal information in samples, for example in workplace exposure monitoring, are handled under the Privacy Act 1988. Access is limited to staff who need it for their work. Personal information must not be copied to personal devices or email.

5.Subcontracting and external providers

Where a test is subcontracted to another laboratory, the client must be informed in writing and the subcontractor must be accredited for the test or approved by the Quality Manager. Subcontractor reports are attached to the Veritas report and identified as such.

6.Breaches

Any breach of impartiality or confidentiality must be recorded as a nonconformance and reported to the Laboratory Director. Serious breaches will be reported to the accreditation body and, where personal information is involved, assessed under the notifiable data breach scheme.