Support
Specialised administrative support that sustains the compliance function and produces auditable evidence.
The Compliance Secretariat provides the administrative backbone of the compliance function. Supervisors and auditors judge a programme by its evidence: approved documents, met deadlines, recorded decisions and traceable follow-up. The Secretariat ensures that this evidence exists, is complete and can be produced when requested.
document management: a controlled repository of policies, procedures and records, with versions, approvals and review dates;
regulatory calendar: statutory deadlines, reporting dates and periodic reviews, with reminders to the responsible persons;
minutes and decisions: preparation and recording of compliance committee meetings and of decisions of the management body on compliance matters;
whistleblowing administration: registration of reports, control of the seven-day acknowledgement and three-month feedback deadlines and secure record keeping, while decisions on each case remain with the designated managers;
registers: conflicts of interest, gifts and hospitality, third parties, training and incidents;
authority reporting: preparation and submission of required communications, for example the documents of the Portuguese RGPC that must be published and communicated to MENAC;
data subject requests: registration and deadline control of GDPR requests, in coordination with the Data Protection Officer.
The Secretariat works under strict confidentiality and access controls, and acts as a processor where it handles personal data on behalf of the client, under a written data processing agreement.
The scope, service levels and volumes are agreed in a proposal. The service starts once the order is confirmed and invoiced, and all records are kept in the Office, available to the client at any time.
Related: Fractional Compliance Officer · Whistleblower Protection · Corporate Governance · Help-Desk