Formula confidentiality and access

Before you share a formula

Ask for the confidentiality agreement and a conversation about the scope of work before uploading sensitive information. The agreement identifies the parties and records the permitted purpose, confidentiality duties and handling at the end of the engagement. A draft or a client acceptance is not a signed agreement from both parties.

We use a submitted formula and information derived from it for the client’s agreed assessment and regulatory work. They are not available for another client’s work or for product development. The client or manufacturer keeps the rights it already has in its formula and know-how.

Who can see it?

Access depends on the product, the person’s role and the way the formula was supplied. The signed-in portal shows access details for a product and records a receipt after a confidential file is saved. A manufacturer may submit composition directly so that authorised SARVA Reg staff can assess it while the brand sees status rather than the protected composition. The verified manufacturer can access its submission while its grant is active. If a regulatory deliverable must disclose composition, its recipients need to be agreed before submission.

The draft agreement proposes need-based access and confidentiality duties for authorised people and providers. Necessary disclosures, including those required by law or a competent authority, must be covered by the signed agreement and applicable law. A request for support access must be assessed against the same confidentiality scope.

Processing and storage

The portal stores originals and may create extracted text, previews and drafts to support human review. AI-assisted reading and drafting use the hosted API of Anthropic, PBC under its commercial terms. Relevant document text and formula data are sent to the provider. Under those terms, API inputs and outputs are not used to train its models. The applicable Master Service Terms and Data Annex set out the processing arrangements; ask for them before sharing a sensitive file. A protected manufacturer submission is received for manual review without an AI reading step.

The public website and its free check have separate processing; their current provider and location information is in the website privacy notice.

Retention, export and departure

Uploaded originals, working drafts, extracted text, final regulatory records, signed agreements, temporary processing data, logs and backups have different purposes and retention triggers. We will tell you which records can be exported or deleted for your scope, and which records must be retained for legal, contractual or dispute reasons. Manufacturer-confidential composition is excluded from an export to a person without access. Deletion from the active file does not remove a copy from backups immediately; backups expire on their own cycle. Precise periods remain subject to confirmation for each record type, so please ask before sharing if a period is a condition of your engagement.

Questions before sharing?

Email reg@sarva.im to request a confidentiality conversation or ask for the agreement and information pack. Please do not include your formula in your opening message.