Policy for Transfer of Accredited Certification

1. Purpose

This policy defines the procedure followed by GICIA India Private Limited (GIPL) for the transfer of accredited certification of product or scheme-based certifications from one Certification Body (CB) to another under IAF-recognized accreditation. It outlines the requirements and responsibilities applicable to Transfer In (Inbound) and Transfer Out (Outbound) cases, including pre-transfer review, certification decisions, cooperation between certification bodies, and conditions for withdrawal of certification, as per the defined procedure of GIPL’s Transfer of Accredited Certification Policy.

2. Scope

This policy applies to all certification schemes currently operated by GIPL that fall under IAF-recognized accreditation.

3. Reference Documents

• ISO/IEC 17021-1
• ISO/IEC 17065
• IAF MD 2:2023 – Transfer of Accredited Certification of Management Systems

4. Definition

Transfer of certification refers to the recognition of a valid accredited certification issued by another accredited certification body and its acceptance by GIPL for issuing its own certification.

5. Eligibility for Transfer

• Only valid and accredited certifications issued under IAF MLA signatory accreditation are eligible.
• Suspended certifications shall not be accepted for transfer.
• Certifications issued by CBs whose accreditation has expired, been suspended, or withdrawn shall be transferred within six months or before certificate expiry, whichever is earlier.

6. Pre-Transfer Review

GIPL shall conduct a documented pre-transfer review prior to accepting any transferred certification. The review shall include, at a minimum:

• Verification of the accreditation scope of the issuing CB
• Review of initial, surveillance, or recertification audit reports
• Review of the status of nonconformities and corrective actions
• Review of complaints and relevant regulatory compliance
• Evaluation of the client’s reasons for seeking transfer

Where required, GIPL may conduct a pre-transfer site visit to confirm the validity of the certification.

7. Transfer Decision

• Certification shall not be issued until all outstanding major nonconformities are closed.
• Corrective action plans for minor nonconformities shall be reviewed and accepted.
• Certification decisions shall be taken by personnel independent of those involved in the review process, in accordance with impartiality requirements.

8. Certification Cycle

• Where transfer is accepted, the existing certification cycle shall be maintained.
• Where transfer conditions are not fulfilled, the organization shall be treated as a new applicant, and the certification cycle shall commence accordingly.

9. Cooperation Between Certification Bodies

• The transferring client shall provide written authorization for information sharing between certification bodies.
• GIPL shall seek cooperation from the issuing CB to obtain relevant certification records.
• Any non-cooperation that may affect certification integrity shall be reported to the relevant Accreditation Body.

10. Withdrawal of Certification – Transfer In (Inbound)

• GIPL shall not issue certification to a transferring client until all transfer requirements are met.
• Where major nonconformities remain unresolved, required records are unavailable, or cooperation from the issuing CB is not obtained, the transfer shall be declined, or the organization shall be treated as a new applicant.
• All decisions and justifications related to inbound withdrawal or transfer refusal shall be documented and communicated to the client.

11. Withdrawal of Certification – Transfer Out (Outbound)

• Certification shall not be suspended or withdrawn solely on the basis that a client intends to transfer certification to another accredited CB, provided certification requirements continue to be met.
• Upon receipt of written authorization from the client, GIPL shall cooperate with the accepting CB and provide relevant certification records.
• Certification shall remain valid until expiry unless withdrawn for justified reasons.

12. Grounds for Withdrawal

Certification may be suspended or withdrawn by GIPL in situations including, but not limited to:

• Failure to close nonconformities within defined timelines
• Persistent non-compliance with certification requirements
• Non-payment of applicable certification fees
• Misuse of certification or accreditation marks
• Voluntary withdrawal requested by the client
• Legal or regulatory non-compliance relevant to the certification scope

All withdrawal decisions shall follow due process and require appropriate management approval.

13. Roles and Responsibilities – Transfer and Withdrawal Process

• Program Manager: Receives client requests, initiates process, coordinates documentation review, and consolidates findings.
• QA Representative: Provides oversight, confirms applicability under IAF requirements, assigns reviewers or audit teams, ensures impartiality, and liaises with the Accreditation Body where required.
• Audit Team / Reviewer: Conducts document reviews and pre-transfer visits, and reviews audit reports, nonconformities, and complaints.
• Top Management: Provides final approval for certification transfer acceptance and withdrawal decisions.
• Communication & Records: Ensures clients, certification bodies, and Accreditation Body (where applicable) are formally informed and records are maintained.

Flowchart: Roles & Responsibilities for Transfer & Withdrawal of Certification

14. Records

All records related to certification transfer and withdrawal shall be maintained in accordance with GIPL document control and record retention procedures.

15. Approval

This policy is approved by Top Management and shall be reviewed periodically or upon changes to applicable accreditation or regulatory requirements.

Contact Us

GIPL Quality Assurance Team
GICIA India Private Limited
C-1501, 15th Floor, Tower C, ATS Bouquet, Sector-132, Noida, Uttar Pradesh – 201304, India
Email: info@gicia.org

Mr. Dhananjay Kumar
Chief Executive Officer