POLICIES

Centralized policy management for global compliance teams

A single, unified platform to distribute policies and prove compliance

EQS Policies give you one platform to create, distribute, and certify every policy. Employees get instant access and AI-powered answers. You get timestamped proof of every attestation. Auditors get their evidence in seconds.

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Trusted by 14,000+ organizations globally

Why choose a dedicated policy platform?

Built for compliance teams, not document management.

Other platforms store files. EQS closes the compliance loop. While SharePoint creates folders and Google Drive shares links, EQS is purpose-built for policy attestation, audit trails, and regulatory requirements including HinSchG, Sapin II, and the EU Whistleblower Directive. Automated campaigns replace manual tracking. Real-time dashboards replace guesswork. Every attestation is logged for audit readiness.

Why compliance teams rely on EQS

Real-time compliance dashboards

Track published policies, drafts, certification rates, and overdue tasks in one live view. Monitor EU Whistleblower Directive compliance requirements, or review progress on HinSchG approvals, and third-party attestations.

Policy Buddy:
The AI assistant that guarantees understand

Employees rarely read policies cover to cover. Policy Buddy, your dedicated AI assistant, summarizes long documents, answers employee questions instantly inside the Integrity Hub, and directs users exactly to the section they need. Compliance lands where it matters: in practice.

Automated policy campaigns

Launch distribution campaigns with multi-step attestation workflows. Schedule targeted reminders, track completion rate in real time, and combine policies with training or disclosures for one seamless compliance experience.

Feature / Core Need	EQS Policies	Specialized GRC	SharePoint / Generic Platforms	Workflow / Low-Code Platforms
Primary Focus	Policy attestation & Proof of Compliance	Broad GRC/E&C Suite coverage	Document storage and basic collaboration	Workflow automation and process modeling
Policy Consumption & Understanding	AI-powered Policy Buddy: Summarizes policies, answers employee questions instantly, and points to the exact section	May offer basic search/Q&A, but AI feature is typically less integrated or focused on consumption	Requires manual reading and searching of PDFs/Word files	Requires custom build/integration for any Q&A/AI feature
Distribution & Tracking	Automated, trackable distribution of policies, often bundled with disclosures/training. Real-time attestation tracking	Robust distribution and attestation tracking	Requires manual email/links; tracking is cumbersome (e.g., requires form/spreadsheet management)	Requires significant custom workflow build, often lacks native real-time certification dashboards
Audit Readiness & Proof	Immutable Audit Trail: Automatic logging of every view, signature, and attestation with timestamps. Built-in reporting for GDPR-compliant policy tool requirements	High-quality, robust audit trails	Non-existent or manual/fragmented (e.g., combining email logs, file logs, and training records)	Audit trail is dependent on how accurately the custom workflow was configured
Third-Party Attestation	Built-in Module: Easy external distribution and valid signature capture for vendors/partners	Typically included as part of a Third-Party Risk Management module (often at extra cost)	Not supported natively; requires separate e-signature tool (DocuSign, Adobe Sign) and manual tracking	Possible, but requires integration with external e-signature tools and complex workflow setup
Initial Policy Upload	Flexible Upload: Accepts PDF, Word, and PowerPoint, managing them without forced reformatting	Often requires proprietary content format conversion	Direct upload, but no built-in policy lifecycle or version control management	Requires content conversion into the platform’s proprietary form/document type
Time to Value	Fast, as it is a dedicated, compliance-first module that integrates with the existing EQS Integrity Suite	Fast, but can be complex due to the large, integrated suite nature	Immediate document storage, but zero value for compliance needs until significant manual work is done	Slow due to the initial need for low-code configuration and workflow design

Proven in practice

“Thanks EQS Policies, we can easily fulfil our task of sharing policies with colleagues and I can be sure that all contacts in our personnel system receive the appropriate notification. This is a great help”

Edmund Blum

Legal & Compliance Manager, tonies

Challenge

As tonies expanded internationally, manual policy management created risk. Employees weren’t consistently receiving or certifying updates on time, and compliance evidence was nearly impossible to produce quickly.

Result

tonies centralized their entire policy workflow, automated attestations globally, and gained instant, full visibility into the compliance status across all international teams.

Centralized policy management

Automated attestations with audit trails

Faster onboarding with automated notifications

The EQS difference: Policy orchestration

Most policy tracking and reporting software focuses only on the upload.
EQS uses the entire Integrity Hub ecosystem to ensure your policies are understood, acknowledged, and embedded into your corporate culture.

Launch

Combine policy distribution, attestations, and training into a single campaign.

Submit

Employees access final, approved policies through a single portal.

Certify

Employees attest with legally valid signatures automatically logged with timestamps.

Track

Every action is recorded. Generate audit-ready reports instantly.

Security & compliance certifications

At EQS Group, protecting your data is our highest priority. EQS Policies meets the strictest IT security standards and ensures full compliance with GDPR and the EU Whistleblowing Directive.

Data Protection

ISO/IEC 27001 certified infrastructure
2048-bit end-to-end encryption
GDPR Article 25 compliant by design
No metadata collection or IP tracking

Ongoing Security

Annual penetration testing (OWASP standards)
ISAE 3000 Type II audits by PwC
Cloud Security Alliance certified and STAR registered
100% renewable energy hosting

Discover more

What compliance officers
really want to know

Can EQS Policies be used as a centralized policy management system?

Yes. It is your single source of truth for all guidelines, procedures, and attestations across your organization and third parties.

How does policy tracking and reporting software work at EQS?

Certifications are logged automatically with timestamps and user IDs, providing audit-ready proof that is always available via our real-time dashboards.

Which file formats are supported for policy uploads?

PDF, Word, and PowerPoint can all be uploaded and managed without reformatting.

Can policies be shared with vendors and partners?

Yes. The platform extends compliance beyond your firewall, allowing vendors and partners to attest with legally valid signatures.

Is EQS Policies a GDPR-compliant policy tool?

Absolutely. We are ISO certified, GDPR aligned, and built with strict access controls, encryption and regional hosting options.

Resources to help you go further

14 key requirements for conflict of interest management

Discover the essential steps to create a transparent, well-managed Conflict of Interest (COI) program. This white paper outlines 14 proven requirements for effective COI management, including strategies for monitoring, reporting, and reviewing COIs, and tips for fostering a healthy speak-up culture around ethics.

Download the white paper

Why proactive compliance awareness is your strongest defense

Learn how embedding compliance into the daily mindset of your employees can enhance culture and reduce risk.
This guide outlines a proactive approach to awareness that supports your compliance goals and enhances organizational culture.