Terms and Conditions

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Terms and Conditions

General

Our role is to assess your management system against a set standard. If you meet this standard, we register your organisation on our system and issue you with a certificate detailing what standard you met.

To provide an impartial service, we do not provide consulting services. Sometimes we may suggest ‘opportunities for improvement’ as part of the auditing process, however it is up to you to decide what to do with the information.

Your role

You must ensure that an authorised representative of your organisation provides the necessary information to establish the feasibility of the audit when applying and provides all information necessary when the audit is being undertaken. This information must be accurate and complete.

Audit decisions

We shall be responsible for all decisions relating to certification, including the granting, refusing, maintaining of certification, expanding or reducing the scope of certification, renewing, suspending or restoring following suspension, or withdrawing certification.

We can also fail an organisation’s certification, suspend or revoke issued certificates. The following are reasonable situations where this may take place:


Beginning the certification process does not guarantee you will achieve certification status.

Certification

Once you are certified, you have the responsibility for consistently achieving the intended results of implementation of the management system standard and making sure you conform with the requirements for certification.

Appeals

You may wish to appeal the outcome of your audit. We take appeals seriously and any submission, investigation or decision on appeals will not result in any discriminatory actions against you or your organisation.

We are responsible for all decisions at all levels of the appeals-handling process.

We will acknowledge receipt of your appeal within three working days and will provide you with progress reports and the result of the appeal.

When we receive the appeal, we shall gather and verify all necessary information to assess the appeal.

We will ensure that the people engaged in the appeals-handling process are different from those who carried out the audit and made the certification decision.

The decision will be communicated to you as soon as possible. This will include a copy of the appeal form, a copy of which will also be stored on our file.

Use of logos and marks

The use of the Avid Auditing name and its associated logos is restricted.

Certified Avid Auditing clients are only permitted to use Avid Auditing logos for the purpose of advertising your organisation as certified under the identified scope of the management system standard. You cannot use our logos when you are not certified, your certification suspended or if your application is withdrawn.

There must be no ambiguity, in the mark or accompanying text, as to what has been certified and where Avid Auditing has granted the certification. This mark shall not be used on a product or product packaging nor in any other way that may be interpreted as denoting product conformity.

We do not certify products, so we do not permit a mark to be applied by certified clients to laboratory test, calibration or inspection reports or certificates.

Complaints

You may make a complaint about the service you receive from us. We shall confirm whether the complaint relates to certification activities that we are responsible for and, if so, shall manage it.

If the complaint relates to a certified organisation, then examination of the complaint shall consider the effectiveness of the certified management system.

We will deal with all complaints with as they arise and in a timely manner. Our aim is to address and find a solution for the complaint within a 14-day timeframe (30 days being the maximum acceptable timeframe).

Whenever possible, we shall acknowledge receipt of the complaint, and shall provide the complainant with progress reports and the result of the complaint.

When we receive a complaint, we shall be responsible for gathering and verifying all necessary information to validate the complaint.

We will also determine, together with the certified organisation and the complainant, whether and, if so to what extent, the subject of the complaint and if its resolution shall be made public.

To ensure complaints are dealt with appropriately and consistently they will be recorded on an official complaint form with a copy held on file. This is to maintain transparency for all complaints and so that others are able access the details of the complaint if needed. Where this is not possible, the details of the complaint will accessible.

All complaints will be managed by our Audit Programme Manager with a documented investigation. The outcomes of the investigation will be reviewed by our Guidance Committee and a decision made.

Information exchange

We require you to let us know, without delay, of any significant events that may affect your certification. This includes but is not limited to fatal incidents, serious injuries, occupational disease or legal action by a regulatory authority. As well as any health and safety related findings by a third party.

You must also let us know if there are any changes in:

  1. the legal, commercial, organisational status or ownership
  2. organisation and management (e.g. key managerial, decision-making or technical staff)
  3. contact address and sites
  4. scope of operations under the certified management system
  5. major changes to the management system and processes
  6. matters that may affect the capability of the management system to continue to fulfil the requirements of the standard used for certification.


We shall let you know in advance, of any information that we intend to place in the public domain. All other information, except for information that is made publicly accessible by you, shall be considered confidential.

Communication concerning audit team members

We shall provide the name of and, when requested, make available background information on each member of the audit team, with sufficient time for you to object to the appointment of any particular audit team member.

Confidentiality and privacy

We are committed to maintaining the highest level of integrity with regard to handling sensitive or commercial information. This includes individual information, private information, commercially sensitive information, classified information or information relating to sensitive government matters. We shall treat the information according to the classification of the information.

You have the right to access and request correction of any personal information concerning them, as per the Privacy Act (1993).

Some information may be subject to the Official Information Act (1982). When we are required by law or authorised by contractual arrangements (such as with an accreditation body) to release confidential information, you will, unless prohibited by law, be notified of the information provided.

These confidentiality obligations take into account obligations explicitly imposed on Avid Auditing including those prescribed by the Privacy Act (1993), Official Information Act (1982) and the Public Records Act (2005). Avid Auditing will ensure they have followed appropriate business unit protocols or taken appropriate advice from legal and compliance advisers prior to disclosing confidential information.

The fact that you are a client of Avid Auditing is not in itself confidential and Avid Auditing shall be entitled to disclose this if we so wish.

An organisation’s information will only be used for the purpose for which you have provided it. We will not use personal information for any other purpose without consent.

We have security systems in place to ensure that any information we hold is protected by reasonable security safeguards against loss or unauthorised access, use, modification or disclosure.

Auditors and the Audit Programme Manager are required also to have two levels of security for any information. Our technology systems also have security measures in place.

Disclaimer

Audit evidence is based on a sample of the information available; therefore, this introduces an element of uncertainty. We shall carry out and complete the agreed audit and will exercise all reasonable care and skill in doing so.

Payment

All our charges are expressed in New Zealand dollars and shall be exclusive of GST. We have set out our charges to reflect your specific audit. We will invoice you at the conclusion of your audit. This payment will need to be paid directly into Avid Auditing Ltd’s bank account on the 20th day of the month or prior, if that suits your accounts.

In the unlikely event that your account cannot be settled, any collection costs incurred will be your responsibility.