• Terms and Conditions of Certification

Terms and Conditions of Certification

Last updated 23 August 2018 

Issue 16

 

1 INTRODUCTION

CCAS follow the criteria specified in the ISO/IEC 17021 for a Certification Body recognised as competent and reliable in the operation of Management Systems Standards & ISO/IEC 17065 for security product certification. 
This Agreement shall be governed by English Law.

2 SCOPE OF THE RULES OF REGISTRATION

These Terms and conditions apply to all CCAS registered firms that have confirmed acceptance of these Terms & Conditions as part of their condition of approval to either ISO 9001, ISO 14001, BS OHSAS 18001, ISO 45001, Product Security Certification and the CCAS Pasport Scheme for security companies.

Each applicant must agree to supply all necessary information as determined by CCAS to fullfill the criteria of either ISO/IEC 17021 & or ISO/IEC 17065 Certification Body Standards.

2.1.1 Consultancy Services

As a UKAS accredited assessment body CCAS does not offer/provide consultancy services.

As an example, the following OH&SMS activities would be considered to be, but are not limited to, consultancy services: 

i) performing the role of Occupational Health and Safety coordinator,

ii) safety reporting,

iii) performing risk assessments,

iv) performing Occupational Health and Safety inspections and internal audits,

v) communication with regulatory authorities on behalf of the client,

vi) assistance in developing an organisation's Occupational Health and Safety Management System, and

vii) accident and incident investigation.

3 DEFINITIONS

For the purpose of these Terms and Conditions:
Applicant means an individual, body corporate or body unincorporated applying for a Certificate of Registration.
Assessment means a verification of the effectiveness of the relevant Management System operated by an Applicant through the examination of materials, finished product, methods of test, records, systems, environmental and other activities established by the Applicant within its Management System.
Technical Committee means the committee appointed to establish and monitor the performance of the CCAS certification scheme and make recommendations for improvement as necessary.

Certificate of Registration means a document issued by CCAS in recognition that the management system operated by the Applicant meets the requirements of the applicable Standard and these Terms and Conditions.

Client means applicant or registered company as appropriate.
Product means the goods/products or services provided by a client.
Certification of a Management System means independent demonstration that the management system of the organisation

a) Conforms to specified requirements

b) Is capable of consistently achieving its stated policy and objectives, and

c) Is effectively implemented.

Registered Company means an individual, body corporate or body unincorporated which has been granted a Certificate of Registration.
Scope of Registration means the range of products, services, activities covered by the management system of a registered company specified on the Certificate of Registration.
Standard means the Standards or other requirements for which the applicant organisation is seeking certification.

Observer means person who accompanies the audit team but does not act as an auditor.  An observer can be a member of the auditee, a regulator UKAS) or other interested party.  In addition a technical expert may accompany an auditor but does not act as an auditor in the audit team unless qualified to do so.

4 PRESENCE OF OBSERVERS, TECHNICAL EXPERTS ETC

It is a condition of clients applying for and maintaining certification that, when required by CCAS or by a regulatory body e.g. The SIA, they make provision and accommodate the presence of observers etc. when required to do so.

4.1.1 Rotation of Assessors

To maintain impartiality, it is a condition of the CCAS Passport Scheme and ACS Standard Route Scheme that applicants/ registered companies allow CCAS to rotate its assessors at least once in a three year period.

4.2 APPLICATION FOR REGISTRATION

On receipt of an enquiry for certification from an applicant, a review of the information provided is undertaken by the CCAS Sales Team to determine the number of assessment days and associated costs required to carry out the initial certification and ongoing registration costs. A quotation is then produced and issued to the applicant which includes the number of assessment days and costs of certification. To confirm acceptance of the quotation, the applicant is required to sign the "contract acceptance" section of the "quotation proposal" and submit it to CCAS together with payment for the Stage 1 Planning Visit. Arrangements are then made by the CCAS Planning Department, with the applicant, for the Stage 1 assessment to take place.  The balance of certification/registration costs i.e. Stage 2 Initial Assessment, should be made at least 7 days prior to the commencement of the date of the assessment.


5.1 ACCESS TO PROCESSES

For all assessments clients are required to make all necessary arrangements for the conduct of the audit, including access to, all processes and areas within the organisation, records and personnel for the purpose of CCAS having the ability to undertake each assessment effectively.  This policy also applies to follow up audits following a complaint received from an interested party e.g. about the products/services provided by the certified organisation.

5.2 ASSESSMENT METHOD

The first stage of the assessment process carried out by CCAS is to review the client's documentation and readiness for the Stage 2 assessment. Applicant companies agree to provide CCAS with access to documents, areas and records for conducting assessments.
For all applicant companies that dio not hold registration approval, a Stage 1 Planning/Readiness Visit is carried out at the client's premises to review the adequacy of the documented management system and status of implementation. On completion of the Stage 1 visit the audit findings shall be documented and communicated to the client, including identification of any areas of concern that could be classified as a non-conformity during the Stage 2 audit.
The Stage 2 assessment is carried out at the aplicant premises against the requirements of the appropriate standard/s and the client's documented management system, the assessment process includes an audit of relevant processes, records, interviews with senior management and relevant staff members and audit of working practices in accordance with the agreed scope of assessment.

6 CERTIFICATION

On completion of the Stage 2 assessment the Lead Auditor issues a report to CCAS Head Office along with a recommendation form for approval which will be submitted for impartial independent review. If certification is granted, the client is included on the CCAS directory of certified clients, which is available to the public via the CCAS website. NB: the Directory remains the sole property of CCAS.
Each Certificate of Registration defines the Scope of Registration.
The Certificate of Registration is personal to the Company who must not give permission for it to be used by a third party.
Registration is on an annual basis subject to continued compliance with the Standard following a successful annual surveillance visit. Certificates remain the property of CCAS Ltd.
Certificates of registration shall not be issued unless Chamber Certification Assessment Services Ltd has received payment in full.

7 NOTIFICATION OF CHANGES BY A CLIENT (EXPANDING OR REDUCING THE SCOPE OF CERTIFICATION)

Certified clients must inform CCAS without delay of matters that may affect the capability of the management system ie legal or commercial organisation status or ownership, contact address and sites, scope including expanding or reducing the scope of certification etc.

Notification of changes requiring a reissue of registration certificates other than for initial or reassessments will attract a nominal administration charge. See section 19 Fees.

7.1  NOTIFICATION OF THE OCCURANCE OF A SERIOUS INCIDENT OR BREACH OF REGULATION 

All CCAS certified clients must inform CCAS, without delay, of the occurrence of a serious incident or breach of regulation necessitating the involvement of the competent regulatory authority.

8 SURVEILLANCE

After the issue of a certificate a pre-arranged surveillance visit will be carried out at the client's premises. If areas of concern are identified that may require a revisit as recommended by the Lead Auditor the management would review the report/recommendation and if in agreement with it, the client agrees to meet the extra cost relating to any additional assessments required.

9 RECERTIFICATION (RENEWAL)

A re-certification audit is conducted to evaluate the continued fulfilment of all of the requirements of the relevant management system standard every three years to confirm contiued conformity and effectiveness of the management system as a whole and its continued relevance and applicability for the scope of certification. A review of the company's performance during the preceding three year period is also undertaken.

10 PUBLICITY

Once a certificate has been issued then the Company has the right to publish the fact and to apply the relevant certification marks to their stationery and promotional material relating only to their assessed scope of registration.

The conditions for the use of the CCAS Certification mark are set out in document CCAS024.
CCAS clients/registered companies agree not to use granted certification in such a manner as to bring CCAS into disrepute. 

11 CERTIFICATE MISUSE

CCAS will take all reasonable precautions to ensure that there is no misuse of their certificate in client advertising etc. The client undertakes only to use certification marks and/or accreditation marks as appropriate to their assessed scope of registration e.g. only the assessed location/s and/or applicable management system standard can be promoted/advertised as being approved/certificated.


12 CERTIFICATE SUSPENSION, REFUSAL, WITHDRAWAL OR RESTORE

See also the section on Appeals Procedures.
Following an unsuccessful assessment of a company's management system to the relevant standard, the certificate of registration may be refused, suspended or withdrawn as follows:
(i) As a result of continued misuse of Registered Company Certification Marks.
(ii) Failure to apply corrective action as a result of non-conformances found at an assessment within the relevant timescale.
(iii) Any other breach of CCAS's Certification Terms and Conditions.
It is also a policy of CCAS to notify the local Trading Standards Office of any client withdrawn from registration.

Client certification can be restored if all issues including nonconformities have been cleared satisfactorily and recommendation for restoring certification is made by the certification decision making team.

13 CANCELLATION OF REGISTRATION

Clients wishing to cancel/withdraw from registration must notify CCAS of their intention to do so within 2 months of the annual surveillance visit. Upon the cancellation of the Certificate (however determined) the Company shall forthwith discontinue the use of the CCAS certification marks and all advertising literature that contains the CCAS marks or any reference thereto. In addition, any other material or documents in the possession of the Company, which bear reference to the Certificate, shall be eradicated.

14 SPECIAL / REVIST AUDITS

Special / revisit audits for ISO/ACS Passport assessments may be required to close out major nonconformities / improvement needs.

In addition, if a complaint is made about a certified client, or we have received notification of any changes (See Section 7), we reserve the right to undertake a special / revisit audit to investigate whether the company is still meeting the requirements of the appropriate standard they are approved to. Such visits are chargeable - (See Section 19).

Independently from the involvement of the competent regulatory authority, a special / revisit audit may be necessary in the event that CCAS becomes aware that there has been a serious incident related to occupational health and safety, for example, a serious accident, or a serious breach of regulation, in order to investigate if the management system has not been compromised and did function effectively. CCAS shall document the outcome of its investigation.

Information on incidents such as a serious accident, or a serious breach of regulation necessitating the involvement of the competent regulatory authority, provided by the certified client or directly gathered by the audit team during the special / revisit audit, shall provide grounds for CCAS to decide on the actions to be taken, including a suspension or withdrawal of the certification, in cases where it can be demonstrated that the system seriously failed to meet the OH&S certification requirements.

15 CUSTOMER COMPLAINTS AGAINST CCAS SERVICES/CERTIFIED CLIENTS

If a organisation or individual wishes to complain about the services provided by CCAS, in the first instance the complainant should submit the nature of the complaint in writing to the Chief Executive of CCAS - email This email address is being protected from spambots. You need JavaScript enabled to view it.

Complaints made about certified clients of CCAS will be dealt with in the same manner in accordance with our Complaints Handling Procedure and must be made in writing to the Chief Executive at CCAS - email address This email address is being protected from spambots. You need JavaScript enabled to view it.

A copy of the full complaints handling process (OP10) can be made available upon request.

16 ACCESS TO RECORDS OF COMPLAINTS

CCAS certificated companies are required to record all complaints received from applicants, registered clients and interested parties. When the complaint applies to a CCAS certified customer, evidence of prompt effective corrective action being carried out by the certificate holder shall be required within set timescales. Evidence of action taken will be examined at the next scheduled  CCAS surveillance audit unless it is determined that a follow up visit is deemened necessay to effectiveley close out the complaint. In the event of an alleged breach of relevant legislative or regulatory requirement the CCAS client/registered company must inform CCAS as soon as possible.

17 APPEALS PROCEDURE

If a client wishes to appeal against any decision for whatever reason including suspension or withdrawal of a certificate, the client is at liberty to lodge an appeal with the Chief Executive of CCAS within 14 days of having been served with the decision.
The Technical Committee will review the Appeal and will meet within 30 days of receipt of the appeal notice. The original decision shall remain in force pending the decision of the Panel.
The decision of the panel is final and binding on both the client and CCAS. No counter claims will be allowed by either party.
No costs, for whatever reason, will be allowed for either party as a result of an appeal.


18 PERSONNEL

CCAS undertake to provide suitably qualified personnel for all assessment and surveillance work using their own staff or suitable, qualified sub-contractors. All members of CCAS (employees or sub-contractors) are required to sign confidentiality agreements concerned with all confidential information that they may be exposed to at client premises.

19 FEES

A formal quotation, which details the Stage 1, Stage 2 and surveillance fees, is supplied to each applicant. The applicant acknowledges acceptance of the quotation by signing the Acceptance part of the CCAS quotation. These fees are payable in advance at least 30 days prior to commencement of the assessment.
Annual registration fees are invoiced at the anniversary date of the Stage 2 assessment and should be paid in full 30 days after receipt of invoice to cover the cost of the use of the CCAS and UKAS certification marks and management of the scheme.

19.1 Cancellation of an assessment made by a client of CCAS at Short Notice

If an arranged/confirmed assessment date is cancelled at short notice by a client of CCAS within 10 days or less of the agreed assessment date, the client shall agree to incur/pay a £250.00 cancellation fee to CCAS as a result of the late cancellation notice. If a cancellation is  made by a client within 5 days or less of the agreed planned assessment date, the full assessment cost shall apply.

19.2 Extra Visits

Extra visits as a result of major non-compliances being raised, receipt of a complaint or notification of any changes will be chargeable at CCAS's standard fee at the time and are payable by the client within 30 days of date of invoice.
A Registered Firm shall pay a final Surveillance fee upon termination of the Certificate of Registration if such a Surveillance visit is required by CCAS.
All fees for assessment and surveillance are agreed by the CCAS Board of Directors and are available on request.
Certificates of registration shall not be issued unless Chamber Certification Assessment Services Ltd has received payment in full.

19.3 Re issue of Certificates as a result of a Clients Request/Circumstances

Certificates reissued as a result of changes to a client's circumstances e.g. change of address, company etc at the client's request, shall attract a nominal administration charge of £25.00.

All quoted fees are exclusive of VAT. All fees paid to Chamber Certification Assessment Services Ltd are strictly non- refundable.

20 LIABILITY

If in providing information or service neither CCAS nor any of its servants or agents warrants the accuracy of any audit, review or information supplied. Except as stated in this document CCAS nor any of its servants or agents shall not be liable for any loss, expense or damage howsoever sustained by any company, client or person due to any act whatsoever taken by CCAS or its servants or agents save to the extent that any attempted exclusion of liability would be contrary to law.

21 INDEMNITY

The client will indemnify CCAS against any claims or losses suffered by CCAS as a result of misuse by the client of any approval or registration given to the client by CCAS under their rules of assessment.

22 CHANGES TO TERMS AND CONDITIONS

CCAS reserves the right to change these rules for registration herewith without prior notification as required by the Directors of CCAS. No such changes shall affect the right of any Registered Company to use the certification marks until it has been served with notice in writing of such changes by CCAS. CCAS will notify the Registered Company of the date by which it must comply with the altered Terms and Conditions via the CCAS website.

23 COMMUNICATION

E-mail shall be an accepted means of communication.


TERMS AND CONDITIONS FOR ACS VERIFICATION ASSESSMENTS

These Terms and Conditions form the agreement between Chamber Certification Assessment Services (CCAS) and each Applicant and registered company for the Security Industry Authority (SIA) Approved Contractor Scheme (ACS).

English Law shall govern this Agreement.

The Authority referenced in these terms refers to the organisation responsible for regulating the private security industry under the terms of the Private Security Industry Act 2001 ("PSIA 2001").

The reference to Applicant in this document refers to the organisation applying to become and/or is registered as an ACS approved contractor.

Choice of assessment body - An applicant organisation has a free choice to select any Authorised Assessment Body to conduct the Assessment.

Other certifications – to become an SIA Approved Contractor, it is not a requirement of the standard for organisations to hold other certifications approvals such as BS EN ISO9001, ISO 14001.

Assessment Frequency - CCAS advises applicants that the assessment frequency will be in line with SIA policy, including any change in the frequency of assessment as a result of risk assessment.

Matters of Relevance – Applicant organisations are advised that all matters of relevance to the ACS approval process will be made available to the authority 'including the use of email'

1 SCOPE OF THE RULES OF ACS

The Applicant must agree to supply all necessary information to CCAS for the purpose of conducting verification visits.

2 APPLICATION FOR VERIFICATION VISIT

On receiving a completed assessment questionnaire CCAS will provide a quotation detailing the verification visit costs. On acceptance of this quotation the Applicant shall sign the Contract Acceptance form and send it to CCAS together with payment of the assessment fee. CCAS will then allocate a suitable assessment team.

3 ASSESSMENT METHOD

A Visit Plan which includes proposed dates, activities and locations to be visited shall be issued to the applicant at least 3 days prior to the verification visit (Please note that the visit plan may be amended at the discretion of the Authority). The verification visit is carried out against the ACS standard, the client's management system, records and by interviewing relevant members of staff regarding their working practices.

4 RE-VERIFICATION VISITS

After the issue of the SIA – ACS award pre-arranged annual verification visit shall be carried out at the client's premises. If mandatory findings are identified at an assessment, it may be necessary to carry out a further visit to close out the mandatory finding. If such a situation should arise, the client shall agree to meet the extra cost relating to any additional assessment visit.

5 COMPLAINTS AGAINST CCAS SERVICES / APPROVED CONTRACTORS

If a organisation or individual wishes to complain about the services provided by CCAS, in the first instance the complainant should submit the nature of the complaint in writing to the Chief Executive of CCAS - email This email address is being protected from spambots. You need JavaScript enabled to view it.

Complaints made about certified clients of CCAS will be dealt with in the same manner in accordance with our Complaints Handling Procedure and must be made in writing to the Chief Executive at CCAS - email address This email address is being protected from spambots. You need JavaScript enabled to view it.

A copy of the full complaints handling process (OP10) can be made available upon request.

6 ACCESSES TO RECORDS OF COMPLAINTS

ACS certificated companies are required to record all complaints received from their clients. When appropriate, evidence of prompt effective corrective action being carried out by the approved company shall be examined at each CCAS verification audit. The client also must inform CCAS Ltd in the event of an alleged breach of relevant legislative or regulatory requirements.

7 CHANGE OF CIRCUMSTANCES

CCAS clients agree to inform CCAS of any changes to their company circumstances eg address, directorships, number of employees etc.

8 PERSONNEL

CCAS undertake to provide suitably qualified personnel for all verification and re-verification visits using their own staff or suitable, qualified sub-contractors. All members of CCAS (employees or sub-contractors) are required to sign confidentiality agreements concerned with all confidential information that they may be exposed to at client premises.

9 FEES

Fees are payable in advance at least 30 days prior to commencement of each verification visit.

Fees will be charged annually at the anniversary date of the initial verification assessment.

Cancellation of verification visit dates by the client within 10 days of the agreed dates may, at the discretion of CCAS, result in CCAS charging a £250 cancellation fee.

Extra work involved as a result of closing out Improvement Needs/Non-conformities identified at assessments will be determined by CCAS in accordance with its Procedure for the close out of IN's/NCR's and are chargeable.  This may be by way of (1) Desktop review of documentation only (2) Desktop review of documentation using Dropbox + Skype conference call or (3) On site revisit and will be charged in accordance with its current fee structure and will be notified to the client in advance of undertaking any work and are payable on receipt of invoice.  

All fees are exclusive of VAT. All fees paid to Chamber Certification Assessment Services Ltd are strictly non- refundable once the work has been carried out.

10 LIABILITY

If in providing information or service neither CCAS nor any of its servants or agents warrants the accuracy of any audit, review or information supplied. Except as stated in this document CCAS nor any of its servants or agents shall not be liable for any loss, expense or damage howsoever sustained by any company, client or person due to any act whatsoever taken by CCAS or its servants or agents save to the extent that any attempted exclusion of liability would be contrary to law.

11 INDEMNITY

The client will indemnify CCAS against any claims or losses suffered by CCAS as a result of misuse by the client of any approval or registration given to the client by CCAS under their rules of assessment.

12 CHANGES TO TERMS AND CONDITIONS

CCAS reserves the right to amend these terms and conditions without prior notification.

13 COMMUNICATIONS

E-mail shall be the accepted means of communication.

14 WITHDRAWALS

Applicants wishing to withdraw from being assessed by CCAS prior to assessment shall not invoke a penalty fee of £250.00 as long as CCAS are notified in writing by the applicant at least 10 prior to commencement of the assessment.