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corporate governance

TERMS OF references 

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 Anti-Corruption and Anti-Bribery Statement

As a firm with a global footprint, we, the group of companies known as TRAKS PRO (includesTRAKS SAFETY TRAINING, TRAKS FZ LLC, TRAKS PRO FZE, TRAKS SAFETY TRAINING KSA, TRAKS PRO TRAINING INDIA PVT LTD), appreciate the importance of anti-corruption law compliance for our clients and their interest in conducting proportionate anti-bribery due diligence on their service providers. We can confirm that TRAKS PRO has a culture of zero tolerance for bribery which, as a member firm, we endorse and uphold, and we have well-established policies and procedures around anti-bribery.  We are committed to compliance with applicable laws, including all applicable anti-corruption laws. Our anti-bribery policy is based on an understanding of applicable legal requirements.

We require our staff amd contractors to behave in an ethical manner in their business dealings, including compliance with applicable laws and regulations. Our TRAKS PRO Code of Conduct addresses anti-bribery considerations as outlined below:  

  • We reject unethical or illegal business practices in all circumstances. 

  • We act with professional integrity: we comply with laws, regulations and standards that apply to us in our professional conduct and we do not offer personal inducement to secure work. 

  • We support our people and will withdraw from working with or for anyone that put our people under undue pressure or threaten them in exercising their professional duties. 

  • We do not accept payments or items of value if this could reasonably be viewed as influencing our conclusions or advice.  

DATA SECURITY POLICY

Data Security Policy for TRAKS PRO group of companies (includes TRAKS SAFETY TRAINING, TRAKS FZ LLC, TRAKS PRO FZE, TRAKS SAFETY TRAINING KSA, TRAKS PRO TRAINING INDIA PVT LTD)

1. Introduction

This Data Security Policy outlines the measures and practices implemented by TRAKS PRO to ensure the security, confidentiality, integrity, and availability of the data it processes. TRAKS PRO recognizes the importance of safeguarding sensitive information and is committed to maintaining the highest standards of data security.

2. Data Classification

TRAKS PRO classifies data based on its sensitivity and criticality. The classification determines the level of protection required and the access controls that are implemented.

  • Confidential Data: Information that is highly sensitive and must be protected against unauthorized access, disclosure, or alteration.

  • Sensitive Data: Information that, while not classified as confidential, requires heightened security measures to prevent unauthorized access or disclosure.

  • Public Data: Information that can be freely shared without posing any risk to TRAKS PRO or its users.

3. Access Controls

Access to TRAKS PRO's systems and data is granted based on the principle of least privilege. Access rights are assigned according to job responsibilities, and regular reviews are conducted to ensure appropriateness.

  • User Authentication: Multi-factor authentication is enforced for all users accessing TRAKS PRO systems and platforms.

  • Authorization: Access permissions are defined based on job roles and responsibilities, and access is regularly reviewed and updated.

4. Data Encryption

All sensitive and confidential data transmitted over networks or stored in databases is encrypted using industry-standard encryption protocols to protect against unauthorized interception or access.

5. Physical Security

Physical access to servers, data centers, and other infrastructure components is strictly controlled. Security measures include surveillance, access logs, and restricted access to authorized personnel only.

6. Data Backup and Recovery

Regular data backups are performed to ensure data integrity and availability. TRAKS PRO maintains documented procedures for data recovery in the event of a system failure, data corruption, or other emergencies.

7. Incident Response

TRAKS PRO has established an incident response plan to address security incidents promptly. This includes procedures for reporting incidents, investigating, containing, and mitigating security breaches.

8. Employee Training and Awareness

All employees receive training on data security practices and policies. Regular awareness programs are conducted to keep employees informed about emerging threats and best practices.

9. Compliance with Regulations

TRAKS PRO complies with applicable data protection laws and regulations. Regular assessments and audits are conducted to ensure ongoing compliance with relevant standards.

10. Vendor Security

Third-party vendors that have access to TRAKS PRO data adhere to the same data security standards and are contractually obligated to protect the data as per this policy.

11. Policy Review and Updates

This Data Security Policy is regularly reviewed and updated to adapt to changing technology, regulations, and business requirements. Employees are notified of any changes to ensure continued compliance.

12. Enforcement

Violation of this Data Security Policy may result in disciplinary action, including termination of employment and legal action as appropriate.

By adhering to this Data Security Policy, TRAKS PRO aims to create a secure environment for its users and maintain the trust and confidence of its stakeholders.

13. Confidentiality Declarations

All staff, Subcontractors, Candidates Director and Committee Members will be required to agree to TRAKS PRO confidentiality policy and sign a confidentiality agreement. Subcontractors will also sign an agreement which also contains the responsibility to maintain confidentiality.

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 Feedback and Complaints Policy

Introduction:

At TRAKS PRO, we value the feedback of our users and take any complaints seriously. This policy outlines the procedures for users to provide feedback and raise complaints regarding our products and services.

Feedback Submission:

We encourage users to share their thoughts, suggestions, and positive experiences with TRAKS PRO. Users can submit feedback through the following channels:

  1. Email: Send an email to feedback@traks-me.com with the subject line "Feedback."

  2. Online Form: Visit our website and use the online feedback form available in the "Contact Us" section.

  3. In-App Feedback: For users of TRAKS PRO software, utilize the in-app feedback feature to provide real-time comments.

 

Complaints Procedure:

If users have a complaint about TRAKS PRO, we aim to resolve the issue in a fair and timely manner. Follow the steps below:

  • Submission: Users can submit complaints through the following channels:

    • ​​​Email: Send an email to feedback@traks-me.com with the subject line "Complaint."

    • Online Form: Use the online complaints/feedback form available on our website.​​

  • Information Required: To expedite the resolution process, please include the following information in your complaint:

    • Your full name and contact information.

    • A detailed description of the complaint, including relevant dates and any supporting documentation.

  • Acknowledgment: Upon receiving a complaint, TRAKS PRO will acknowledge the receipt within 2 business days. The acknowledgment will include a reference number for tracking purposes.

  • Investigation: TRAKS PRO will initiate an investigation into the complaint, involving the relevant departments or personnel. The aim is to understand the issue thoroughly and determine the appropriate course of action.

  • Resolution: TRAKS PRO is committed to resolving complaints promptly. We will communicate the resolution to the user within 5 business days from the acknowledgment date. 

  • Appeals: If the user is dissatisfied with the resolution, they have the right to appeal. The appeal should be submitted within 2 days of receiving the resolution. TRAKS PRO will conduct a further review and provide a final response.

 

Continuous Improvement:

TRAKS PRO is dedicated to continuous improvement. Feedback and complaints play a crucial role in helping us enhance our products and services.

Impartiality Statement

TRAKS PRO  group of companies (includes TRAKS SAFETY TRAINING, TRAKS FZ LLC, TRAKS PRO FZE, TRAKS SAFETY TRAINING KSA, TRAKS PRO TRAINING INDIA PVT LTD) is dedicated to upholding the principles of impartiality in all aspects of its operations. We are committed to providing a fair and unbiased platform that ensures equal treatment for all users. Our policies, procedures, and decision-making processes are designed to be objective and impartial, free from any undue influence or favoritism. We strive to maintain the highest standards of integrity and neutrality in delivering TRAKS PRO services, fostering an environment of trust and reliability for all our users.

TRAKS PRO, its Director, Managers, Staff and others involved in the Certification of Persons fully understand the importance of impartiality in undertaking its Personnel certification activities.

TRAKS PRO will therefore ensure that in its dealings with Candidates or potential Candidates, all employees or other personnel involved in Personnel certification activities are, and will remain, impartial.

To ensure that impartiality is both maintained and can be demonstrated, Traks has identified, and risk assessed all relationships which may result in a conflict of interest or pose a threat to impartiality.

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