1. Purpose
Audit Docs helps businesses manage supplier audits, quality documents, and supplier risk decisions. Because these records can affect product quality, patient safety, and regulatory compliance, the people who use the platform must be able to trust what they see and how others behave. This Code of Conduct explains the standards we expect from everyone who uses Audit Docs, and the standards we hold ourselves to when we run it.
This Code supports our Terms and Conditions and Privacy Policy. If there is a conflict, the Terms and Conditions apply.
2. Who this applies to
This Code applies to customers, their employees and administrators, suppliers and auditors who are invited to the platform, and Audit Docs staff and contractors. It covers everything you do in connection with the Service, including uploading documents, writing comments, assigning actions, contacting other users, and communicating with our support team.
3. Our core values
We expect everyone on the platform to act with integrity, which means being honest about the information they provide and the decisions they record. We expect accuracy, which means taking care that documents, dates, findings, and ratings are correct and complete. We expect respect, which means treating colleagues, suppliers, auditors, and our staff courteously and fairly. We expect confidentiality, which means protecting commercially sensitive and personal information that is entrusted to us. And we expect accountability, which means owning your actions and fixing mistakes promptly.
4. Integrity of audit records
The value of Audit Docs depends on the reliability of the records it holds. When you use the platform, you must not:
Upload, create, or edit audit reports, certificates, test results, or other documents that you know to be false, altered, backdated, or misleading.
Remove, hide, or downplay audit findings, deviations, or corrective action requirements to make a supplier appear more compliant than it is.
Record a supplier approval or qualification decision that you know is not supported by the evidence.
Close corrective actions without confirming that the required work has actually been completed.
Use another person's identity, credentials, or authority to approve, sign, or change a record.
If you discover that a record on the platform is wrong, please correct it or report it as soon as you can. Honest mistakes that are promptly reported and corrected are treated very differently from deliberate falsification.
5. Respectful and professional behaviour
Audit work can involve difficult findings and disagreements, and we want people to feel able to speak plainly. Plain speaking must still be respectful. You must not harass, threaten, bully, or discriminate against anyone on the basis of race, ethnicity, nationality, religion, gender, sexual orientation, age, disability, or any other protected characteristic. You must not use abusive, hateful, or sexually explicit language in comments, notes, or messages. Feedback about a supplier's performance should focus on facts, evidence, and the work, not on the people involved.
6. Confidentiality and data protection
Please treat everything you see on Audit Docs as confidential unless it is clearly public. In particular, you must not share a supplier's audit reports, findings, or commercial details with anyone who is not authorized to see them, and you must not copy or export data from the platform for any purpose that is not part of your legitimate work. Upload only the personal data that is needed for your audit and qualification work, and follow the data protection laws that apply to you. Do not access, search for, or attempt to view information that you have not been given permission to see, even if a technical mistake makes it possible.
7. Security responsibilities
You are responsible for protecting your account. Audit Docs uses one-time codes sent to your work email, so you must keep your email account secure, never share a sign-in code, and not allow anyone else to use your account. Administrators must give each person only the access they need and remove access promptly when someone leaves or changes role. You must not try to bypass our security controls, test the platform for weaknesses without our written permission, or introduce malicious code. If you find a security problem, please report it to operations@audit-docs.com and give us a reasonable chance to fix it before you share the details with anyone else.
8. Conflicts of interest and fair dealing
People who review suppliers or record qualification decisions must make those decisions on the evidence. You must tell your organization about any personal or financial relationship that could reasonably influence your judgment, and you must not accept gifts, payments, or favors in exchange for a particular audit outcome or supplier decision. Audit Docs staff are held to the same standard and must not use customer information for personal gain or for the benefit of a competitor.
9. Responsible use of the platform
Please use the platform fairly and as intended. You must not overload or disrupt the Service, scrape data from it by automated means without permission, resell access, or use it to build a competing product. Risk ratings and summaries are decision-support tools, and you should apply your own professional judgment rather than treating them as a substitute for it.
10. Our commitments
Audit Docs will keep customer content secure and confidential and use it only as described in our Privacy Policy. We will keep the platform free from advertising and from the selling of customer data. We will respond to reports under this Code seriously, fairly, and in confidence, and we will not retaliate against anyone who raises a concern in good faith. We will also be open about problems that affect our customers, including security incidents, and tell them promptly as required by law and by our agreements.
11. Reporting a concern
If you see conduct that appears to break this Code, or if you are unsure whether something is acceptable, please tell us. You can email operations@audit-docs.com or contact your organization's administrator. Please include as much detail as you can, such as the people involved, the dates, and the records affected. You may report anonymously where the law allows, although this can make it harder for us to investigate. We will treat reports as confidential and share information only with people who need it to look into the matter or act on it.
Reports made in good faith will never lead to punishment, even if the concern turns out to be mistaken. Knowingly making a false report to harm someone is itself a breach of this Code.
12. How we handle breaches
When we receive a report, we will review it promptly and, where appropriate, ask the people involved for their account. The action we take depends on how serious the breach is, whether it was deliberate, and whether it has happened before. Possible responses include a reminder or warning, removal or correction of content, a temporary suspension of access, termination of an account or subscription, and notice to the customer organization, regulators, or law enforcement where the law requires or the conduct is serious enough to justify it. Where a customer organization is affected, we will work with its administrators on the outcome.
13. Changes to this Code
We may update this Code from time to time. When we make a significant change, we will post the new version with an updated date and, where appropriate, tell you by email or through the platform. If you keep using the Service after a change takes effect, you accept the updated Code.
14. Contact us
If you have questions about this Code of Conduct, please contact:
Email: operations@audit-docs.com