Corporate Policies

Orion recognizes that our company’s strength lies in the combined efforts and contributions of our staff, employees, and contractors. As such, the health and safety of our team is extremely important to us.

As part of our commitment to providing our staff with a safe work environment, we will make every effort to:

• Identify hazards and risks associated with our activities.
• Take the appropriate actions to control, eliminate, or minimize these hazards or risks.
• Comply with all legislative requirements (e.g. Occupational Health & Safety Act).

As an audit firm, our auditors spend most of their time at our client’s facilities.

We ensure our staff and contractors comply with our clients’ health and safety programs and make every effort to ensure they are understood in advance and reaffirmed prior to starting their activities.

Our continuous improvement efforts support our goal of maintaining an injury and accident-free workplace.

David Huebel

President, Orion Assessment Services

At Orion, we are committed to upholding the highest standards of impartiality and avoiding any conflicts of interest that may compromise our integrity. We recognize that our decisions and actions may have a significant impact on our clients, partners, and stakeholders, and we are dedicated to making these decisions based solely on relevant facts, expertise, and ethical considerations.

To ensure that we remain free from commercial, financial, or other pressures that could compromise our impartiality, we hold ourselves accountable to a strict code of ethics and transparency. We require all employees and contractors to disclose any prior, potential and/or present conflicts of interest and actively work to mitigate these conflicts in order to maintain our commitment to impartiality.ﾠ Examples may include:ﾠ

• supplying or designing products or services for a client;
• acting as an operator or developer of processes for certification evaluation for a client for which they are assigned

ﾠ

Our company is committed to providing unbiased and reliable services and solutions to our clients, and we continuously strive to improve and maintain our reputation for impartiality and integrity.

For certifications falling under the Orion Registrar, Inc. / AMTIVO Refer to Orion Registrar for additional details.

David Huebel

President, Orion Assessment Services

At our auditor firm, we are committed to maintaining the highest standards of integrity, transparency, and objectivity in our work. As part of this commitment, we have established a gift policy to ensure that our auditors do not accept gifts that could compromise our independence, impartiality, or credibility.

Our gift policy is as follows:

• Prohibition of Gifts: Our auditors are prohibited from accepting any gifts, whether in the form of cash, goods, services, or other benefits, from any client or other party that could influence or appear to influence their judgment or decision-making.
• Exceptions: Our auditors may accept gifts of nominal value, such as promotional items, business cards, or other items of minimal value that are customary in the industry or in the local culture. However, such gifts must not influence or appear to influence our auditors' judgment or decision-making.
• Reporting of Gifts: If any gift is offered to our auditors, they must promptly report it to Orion. Orion will review the gift and determine whether it can be accepted under the policy.
• Transparency: Our audit process is open, transparent, and conducted at arm's length. We maintain clear lines of communication with our clients and other stakeholders, and we provide regular updates on the progress and findings of our audits.
• Enforcement: Violations of our gift policy may result in disciplinary action, up to and including termination of employment or engagement. We take all allegations of misconduct seriously and investigate them thoroughly.

We believe that our gift policy helps to ensure that our auditors maintain their independence, impartiality, and credibility, and that our audits are conducted in accordance with the highest ethical standards.

Gift policy for certifications with Orion, Registrar, Inc.

Introduction
At Orion, we recognize the importance of maintaining the confidentiality of sensitive information. This Confidentiality Policy outlines the guidelines and procedures that all employees, contractors, and affiliates of our company must adhere to when handling confidential information. By signing the confidentiality agreement, individuals agree to protect and preserve the confidentiality of such information in accordance with this policy.

Scope
This policy applies to all individuals with access to confidential information related to Orion, regardless of their employment status. This includes but is not limited to employees, contractors, temporary workers, interns, and vendors.

Definition of Confidential Information
Confidential information includes any non-public data or proprietary information that is not generally known to the public. This may include, but is not limited to:

• Intellectual property: Trade secrets, patents, trademarks, copyrights, and proprietary software.
• Financial information: Business plans, financial reports, budgets, and pricing strategies.
• Personal data: Employee records, customer information, and any personally identifiable information (PII).
• Business strategies: Marketing plans, sales projections, expansion plans, and business development initiatives.
• Third-party information: Information obtained under non-disclosure agreements (NDAs) with other companies or individuals.
• Operational processes: Manufacturing processes, supply chain information, and logistical details.
• Audit information: Information reviewed and collected during audit activities.

Responsibilities
All individuals with access to confidential information must:

• Safeguard Information: Handle confidential information with care, ensuring it is not accessible to unauthorized personnel or third parties.
• Access Control: Limit access to confidential information on a need-to-know basis. Employees should only access information relevant to their job responsibilities.
• Physical Security: Store physical documents containing confidential information in secure locations, such as locked filing cabinets.
• Digital Security: Use strong passwords and encrypted channels when accessing and transmitting confidential data electronically.
• Data Disposal: Dispose of confidential information securely through shredding or secure digital deletion when no longer needed.
• Non-Disclosure Agreements (NDAs): Comply with any applicable non-disclosure agreements with third parties.
• Reporting Incidents: Report any unauthorized access, disclosure, or potential breaches of confidential information to the appropriate authority immediately.

Confidentiality Agreement
All employees, contractors, and affiliates must sign a confidentiality agreement as a condition of their engagement with Orion. The agreement will acknowledge their understanding of this policy and their commitment to adhere to its principles.

Information in the Public Domain

As part Orion's accreditation requirements, information found on a certificate will be in the public domain.  This information includes:

• the name and geographical location of each certified client (or the geographical location of the headquarters and any sites within the scope of a multi-site certification;
• the effective date of granting, expanding or reducing the scope of certification, or renewing certification which shall not be before the date of the relevant certification decision;
• the expiry date or recertification due date consistent with the recertification cycle;
• the management system standard and/or other normative document, including indication of issue status (e.g. revision date or number) used for audit of the certified client;
• the scope of certification with respect to the type of activities, products and services as applicable at each site without being misleading or ambiguous;

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