Quantum Certification Services' Policies

Costs are detailed in the quote provided. As costs are based on the charge rate applicable when submitting a quote, we reserve the right to increase charges during the certification period.

Additional fees apply for extra work not included in the quote. This may consist of special audits to follow up on non-conformities, unscheduled audits as directed by relevant authorities, follow-up due to suspending, withdrawing, and reinstating certification, and scope changes.

If you transfer your certification to Quantum Certification Services, this process will be completed according to our procedures.  Quantum Certification Services Pty Ltd will liaise with your original Certification Body to ensure a smooth transfer process to continue your audits and certification cycle.

You can transfer certification to another certification assessment body at any time during your certification cycle and as long as the certification is current.  Quantum Certification Services recognises the client’s right to choose a certification body without being unduly or unfairly constrained, and we cooperate with organisations that transfer to another certification body by providing requested information about the status of the organisation’s certification.

The transfer process commences with a pre-transfer review, so we can

• Confirm that your organisation’s certified activities fall within our scope
• Determine the reasons for seeking a transfer
• Verify that the site or sites seeking to transfer certification, hold accredited certification, is authentic, and have accredited valid certification
• Review the initial certification, most recent recertification audit reports, the latest surveillance audit report and any outstanding nonconformities that may arise from them
• Review Complaints received and action taken
• The stage in the current certification cycle
• Any current engagement by the organisation with regulatory bodies in respect of legal compliance.

Only certifications that are covered by an accreditation of an Internal Accreditation Forum – Multilateral Recognition Arrangement (IAF MLA) are eligible for transfer.

Organisations holding certifications that are not covered by such accreditations are treated as new clients.

If the pre-transfer review identifies no outstanding or potential problems, Quantum will accept the certification transfer.   Where doubt continues to exist, after the pre-transfer review, as to the adequacy of a current or previously held certification, Quantum Certification Services will, depending upon the extent of doubt, either:

• Treat the applicant as a new client, or
• Conduct an audit concentrating on identified problem areas.

We will provide you with our Terms and Conditions for Certification Services upon acceptance of our quote. The quote and our Terms and Conditions for Certification Services form the legally binding Contract between Quantum Certification Services Pty Ltd and the client, which comes into effect when the quote is signed.

The Client must comply with all relevant provisions or requirements of certification and these terms and conditions.

The Client must ensure that the ongoing activities you have been granted certification for comply with the requirements and rules of the certification program, including, but not restricted to:

1. The standard(s) on which the certification is based
2. The licence fee, surveillance audit fees and any other fees or charges which may be agreed to from time to time between the Licensee and Quantum
3. Inform Quantum of any change of address. Note: the certificate is issued to cover the place(s) where the audit was conducted.
4. The Client must make clear in all contact with its clients, that the certification issued by Quantum in no way implies that the products or services certified are approved by the JASANZ Governing Board or the relevant Australian or New Zealand Government Ministers
5. When notified by Quantum, implement promptly any changes to the certification scheme
6. If providing copies of the certification documents to other parties, make sure documents are reproduced in their entirety or as specified in the certification scheme
7. Keep a record of all complaints relating to compliance with certification requirements and make these records available to Quantum when requested.
8. Take appropriate action regarding complaints and/or deficiencies found that affect compliance with certification requirements and document these actions.

Certified clients are required to:

1. Comply with all reasonable requests and/or directions made by Quantum regarding the activities for which certification has been granted, including use of the Marks
2. Acknowledge that the Certification Mark is the intellectual property of Quantum Certification Services Pty Ltd or its successors or assignee, and that Accreditation Marks are the property of the accreditation body/bodies
3. If providing copies of the certification documents to other parties, make sure documents are reproduced in their entirety or as specified in the certification scheme
4. The Client must make clear in all contact with its clients that the certification issued by Quantum in no way implies that the products or services certified are approved by the JASANZ Governing Board or the relevant Australian or New Zealand Government Ministers.
5. The Client must make sure that any advertising and promotional material does not contain misleading information or create confusion between certified and uncertified products, processes and services
6. The Client must not make any direct or implied claim that the Certification and/or Accreditation Mark(s) cover any activity that is outside the scope for which certification has been granted
7. Not associating the Marks with any laboratory tests, calibration or inspection reports, or certificates
8. The Client must not assign or otherwise transfer all or any part of the rights granted under these terms and conditions to any third party.

Certification may be suspended, cancelled or reduced under specific circumstances, including a breach of the Terms and Conditions.   Under suspension, your management system certification is temporarily invalid. Reasons include:

• Persistent or severe failure of the management system to meet certification requirements
• The certified client does not allow surveillance or recertification audits to be conducted at the required frequencies
• If you request a suspension. You can apply for temporary suspension based on significant business changes that may affect your ability to complete the audit. The suspension cannot exceed six months
• Quantum will restore the suspended certification upon satisfactory resolution of the issue. If you fail to resolve the issues that led to suspension, Quantum may withdraw or reduce the scope of certification.

You may terminate your Agreement at any time by giving us written notice of three months before your next audit is due. Failure to do this may result in additional fees.

Our personnel are bound by our Code of Conduct and ISO 19011 Guidelines for auditing management systems. They are prohibited from accepting or requesting payments, gifts, or other inducements to influence the audit and certification process.

Quantum Certification Services understands the importance of independence and impartiality in our certification activities. We take all necessary steps to manage and/or eliminate perceived or actual conflicts of interest that may prejudice or compromise our impartiality. Accreditation bodies, such as JASANZ, audit Quantum to verify compliance with national and international requirements.

The Quantum Impartiality Committee monitors impartiality risks to ensure that Quantum impartially conducts its business and that certification decisions are free from conflict of interest by individuals and the company.

Quantum Certification Services collects and administers a range of information for certification assessment services.

Quantum Certification Services' policy is to protect our client’s privacy by ensuring we comply with our obligations under the Privacy Act 1988, the Privacy Amendment (Enhancing Privacy Protection) Act 2012, and the Australian Privacy Principles.

Information Privacy

Quantum has implemented practices, procedures, and systems necessary to support compliance with the Australian Privacy Principles and to deal with inquiries or complaints about how we comply with them.

Information we collect

We only collect reasonably necessary information for our business functions and activities through lawful and fair means.  We will inform clients about why we collect their information, its primary purpose, and any related secondary purpose.

If we receive personal information that was not solicited, processes require us to determine whether we could have collected it had we intentionally solicited it. If we determine that we could not have collected it, it will be de-identified and destroyed in a timely manner.

How we use the information we collect

We will only use or disclose information for the primary purpose for which it was collected or a directly related secondary purpose.

Quantum will only release information to a third party with the client’s permission and consent.  An exception to this is if circumstances where we are required by law to release confidential information to a third party.  Where this occurs, the client or individual concerned shall, unless regulated by law, be notified in advance of the information disclosure.

Protection of Information 

We will take all reasonable steps to ensure that the information we collect is accurate, complete, current and relevant to the functions we perform.

We will safeguard the information we collect and ensure it is securely stored to prevent misuse, loss, unauthorised access and modification.

Accuracy of Information

We will take all reasonable steps to ensure that the information we collect is accurate, complete, current, and relevant to the functions we perform. The Privacy Officer (Managing Director) manages requests to access information and make corrections if it is inaccurate, incomplete, misleading, or not current. Requests to access and correct information will only be considered after the individual's identity has been verified.

Privacy enquiries and complaints

Quantum has implemented processes for dealing with enquiries or complaints from individuals and companies.   The Privacy Officer will investigate enquiries and complaints individually.

Enquiries and complaints will be acknowledged upon receipt.  Responses may be made by telephone, email or in writing.  The outcome of the investigation will be communicated to the complainant in writing.  If the complainant is dissatisfied with the outcome, they will be referred to the Office of the Australian Information Commissioner.