✅ Control of Mandatory Documentation to Operate with Third Parties in Accordance with Regulations and Internal Policies
Avoid legal risks from working with non-compliant suppliers

In the Compliance area, one of the critical tasks is ensuring that all third parties with whom the organization maintains relationships (suppliers, subcontractors, advisors, partners) meet the documentary requirements established by law and internal policy.

This control includes:
📄 Legal documentation: tax ID, deeds, powers of attorney, contracts
📋 Tax, labor, and social security certificates
📑 Insurance policies, compliance with HSE, GDPR, criminal prevention
🧾 Responsible declarations, codes of ethics, anti-corruption clauses
📆 Expiring documents (insurance, authorizations, certificates…)

When managed without a system:
❌ Documentation arrives via email or WhatsApp without control
❌ No visibility of who delivered what or whether it is valid
❌ Work continues with third parties in irregular status
❌ Difficult to justify compliance in internal or external audits

⚠️ Risks of operating without structured document control

• Legal or contractual breaches with suppliers
• Sanctions for working with companies lacking valid documentation
• Loss of reputation or credibility in compliance audits
• Difficulties responding to clients or authorities
• Exposure to fraud or undetected conflicts of interest

🧩 How does Trackline solve it?
Trackline enables structured and automated third-party document control with full traceability and zero margin of error:

• Create requirement templates by type of supplier or business relationship → e.g., external services, advisors, transport, subcontractors.
• Define mandatory documents according to regulations and internal policy → certificates, declarations, legal documents, etc.
• Invite third parties to upload documentation via a unique link → no registration or email exchange required.
• Enable automatic validation by date, format, and type → or review manually if content validation is needed.
• Receive alerts before any expiration → act before non-compliance occurs.
• Monitor documentation status of any supplier or third party from the dashboard → visual, filterable, and audit-ready.

💡 Result: compliant third parties, secure relationships, proven compliance
✔ Avoid working with companies lacking valid documentation
✔ Full traceability for audits or inspections
✔ Automated control without unnecessary emails
✔ Reinforced legal and reputational compliance

Do you know for certain whether your suppliers comply with all legal requirements?

📩 Automate it easily with Trackline: [email protected]