Certification Agreement

General

  • The Certification Agreement is applicable to all clients who are certified by ACE International Certification Pte Ltd (AIC)
  • AIC is a private limited company, financed through paid-up shares
  • AIC offers management systems certification services within the scope granted (“the Services”). The Services provides an independent audit and certification of an applicant’s management systems against a recognised and appropriate standard

Request & Application for Certification Services

  • Clients can request for the Services by sending an email to This email address is being protected from spambots. You need JavaScript enabled to view it. to receive a Certification Application Form (CAF), or call us at 6362 1886 to speak with our sales/admin representative. Clients will complete the CAF with detailed information about the scope of their operations and return it for AIC’s review on their request for the Services. If AIC accepts the request, AIC prepares a proposal for clients’ acceptance. AIC reserves the right to decline any request for the Services and would give the clients the reason for non-acceptance.
  • Upon acceptance of the proposal, clients must complete the Certification Agreement form and return it to AIC. The Certification Agreement, together with the proposal upon mutual acceptance by AIC and clients, serves as a legally binding contractual agreement between AIC and clients.

AIC’s Rights and Obligations

  • AIC reserves the rights for the Services. These include the rights to grant, maintain, extend, reduce, suspend, and withdraw of certification approval.
  • AIC understands the importance of and is committed to impartiality in providing the Services. AIC manages any conflict of interest to ensure objectivity of its certification assessment.
  • AIC will not market or offer the Services as being linked with the activities of an organisation that provides management system consultancy. AIC will take action to correct inappropriate claims by any consultancy organisation stating or implying that certification would be simpler, easier, faster, or less expensive if AIC’s Services are used. AIC will not state or imply that certification would be simpler, easier, faster or less expensive if a specified consultancy organisation is used.
  • AIC grants the certification based on its review and audit of information, documents and samples provided by clients during the performance of the Services. AIC cannot be held liable for any inaccuracies, omissions or errors in the approved certification, audit reports and/or any documents issued to clients by AIC in the performance of the Services.
  • The certification granted by AIC does not exempt clients from their legal obligations required of the services or products. Client is solely liable for any defects in their services and products and shall protect and indemnify AIC from any and all claims, costs, expense, loss or damage and liability made by certified clients as a result of their failure to maintain their management system and /or of any negligent act.
  • AIC reserves the right to revise the certification scheme requirement or any normative requirement for certification. AIC would give due notice to clients of any changes and for their compliance with any new requirement.
  • AIC shall take appropriate actions with clients to deal with incorrect references to certification status and/or misleading use of certification documents, marks and audit reports. Such actions include requests for correction and corrective actions, suspension, withdrawal of certification, and if necessary, legal action.
  • AIC shall not be liable for any cost, losses or charges incurred by the clients in the event that the performance of the Services and/or AIC’s obligations under the agreement is hindered or is caused to be delayed by any default, act or negligence of the clients.
  • AIC reserved the right to impose a $300/- Administration fees if client’s notification date to discontinue their certification is less than 2 months before the due date of the next audit.

Clients’ Rights & Obligations

  • Clients have the right to object to the inclusion of any auditor proposed by AIC for the performance of the Services, on the grounds of competency or possible conflicts of interest.
  • Clients shall, with reasonable diligence, co-operate with AIC in its provision of the Services by providing access to its premises, personnel, documentation required for the proper conduct of the Services. Clients shall obtain necessary consents to facilitate AIC’s auditors’ entry into its premises and to accommodate, where applicable, the presence of observers. Clients shall also ensure a safe and secure working condition on site during the performance of the Services. Clients shall inform AIC and its auditors of requirements to comply with any health, safety and security regulations applicable to its premises.
  • Clients shall pay the fees for the Services invoiced by AIC in full and promptly on the due date. AIC may impose an interest charge of 10%, compounded monthly on the sum of outstanding until the payment is made. The fees and other charges are excluding of prevailing GST.
  • Clients who are granted certification approvals shall inform AIC without delay, of matters that may affect the capability of their management system to continue fulfilling the required standard used for certification and approval. These changes include, but not limited to:-
    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
  • Clients who are granted certification approvals shall:-
    1. Conform to the requirement of AIC when making references to its certification status in any communication media such as in brochures, the internet, advertising and other documents.
    2. Give consent for the assessor(s) of accreditation body to witness the on-site audit if requested upon.
    3. Not to make or allow any misleading statement regarding its certification and do not use or allow the use of a certification document or any part of it in a misleading manner
    4. Not continue its use of all advertising matter that contains a reference to certification if clients’ certification is suspended or withdrawn.
    5. Amend any communication and /or advertising collaterals when its scope of certification has been reduced
    6. Not allow reference to its management system certification to be used to imply that AIC certifies its product, service or process
    7. Not imply that the certification applies to activities outside the scope of certification
    8. Not use its certification in any manner that brings AIC and its certification system into disrepute and loss of public trust.
  • Clients who are granted certification approvals who intend to discontinue their certification shall notify AIC in writing at least two (2) months before the due date of the next audit.
  • Clients shall indemnify AIC against any costs, losses or charges sustained or incurred by the Clients arising from their judgement, decision and/or actions taken on the basis of the information given in the audit report provided and certificate of approval issued by AIC.

Confidentiality

  • AIC safeguards clients’ information obtained or created during the performance of the Services.
  • AIC will divulge only clients’ information detailed on the certification approval. AIC will inform Clients in advance, unless prohibited by Law, of confidential information required to be make available by law and/or governing regulations to third party, e.g. government agencies, accreditation bodies.

Fees and Payment

  • The fees payable for the Services are as follows:-
    • Documentation examination fee, if applicable
    • Assessment fee for initial assessment and issuance of the certificate
    • Reassessment fee, applicable should clients fail the initial assessment
    • Surveillance fee for certification maintenance
    • Re-certification fee for certification renewal
    • The details of the fee are given in the quotation and will remain in force for a period of three (3) years.
  • The fees payable will be invoiced accordingly and must be paid prior to its respective assessments.

AIC’s Certification Audit Process

Initial Certification
Stage 1 Audit
  • This audit is conducted at clients premises. The purpose of the audit is for the auditor(s) to conduct documentation review documentation review and readiness of the management systems to proceed to stage 2 audit.
  • Prior to the conduct of stage 1 audit, the appointment of the auditor(s) will be made known to the clients. Clients have the right to object to the inclusion of any auditor proposed by AIC on the grounds of competency or possible conflicts of interest.
  • AIC could repeat its stage 1 audit if it determines that clients are not ready to proceed with the Stage 2 audit.
  • AIC may amend the agreement with clients if it determines that adjustments to the stage 2 audit are necessary, e.g. Change in scope, sites, audit man-days and audit fee.

Stage 2 Audit
  • Clients will be given an audit plan prior to the audit. The auditor will verify the effectiveness of the implementation of the management systems.
  • The auditor will prepare an audit report detailing the findings and the scope of certification to the clients’ management after the audit.

Granting of Certification Approval
  • AIC will grant clients its certification approval when clients complete all agreed corrective actions and are accepted by AIC’s auditors. The certificate issued to clients details the scope of the management system found compliant at the time of audit. The certificate remains the property of AIC.

Surveillance audit
  • AIC performs a minimum of one (1) surveillance audit annually to ensure clients maintain its management system to meet the requirements of the certification. The surveillance audit program is on-going and is agreed with the clients in the contracting agreement. Clients would be given reasonable time to complete all agreed corrective actions on nonconformities being raised, during the surveillance audit.

Re-Certification
  • AIC performs a re-certification of clients’ management system every three (3) years after the initial assessment approvals. Subject to the satisfactory outcomes of the surveillance audits and the re-certification audit, AIC will re-issue the certification approvals to the clients. Clients shall be required to complete the re-certification audit and obtain certification approvals before the expiry date of the current certification approvals to ensure continuity of the certification.
  • AIC reserves the right to suspend, withdraw, or cancel the certification approvals of clients by giving notice to clients of AIC’s intention. AIC would brief its clients of the intention and will give clients reasonable time to take corrective actions before making the final decision on the action to be taken. AIC reserves the right to provide such information to third party upon request.

Special Audits
  • Expansion of Scope
    • AIC shall, in response to an application for extension to the scope of a certification already granted, undertake a review of the application and determine any audit activities necessary to decide whether or not the extension may be granted. This may be conducted in conjunction with a surveillance audit.
       
  • Transfer/Adoption audit
    • When any certified clients under a different Certification Body, choose to register its certification under AIC, a Transfer/Adoption audit shall be conducted by AIC during a Recertification or surveillance audit.
       
  • Short notice audit
    • It may be necessary for AIC to conduct audits of certified clients at short notice to investigate complaints, or unannounced in response to changes, or as follow up on suspended clients. In such cases AIC shall:
    1. Describe and make known in advance to the certified clients, the conditions under which these short notice visits are to be conducted, and
    2. Exercise additional care in the assignment of the audit team because of the lack of opportunity for the client to object to audit team members
  • Restoration of certification
    • When the Management System certification of a client has been suspended or withdrawn due to inadequate rectification of major NC(s), the client may apply to AIC for a restoration of their Management System within 6 months from the suspension or withdrawal after adequately rectifying the major NC. A restoration audit will be conducted by AIC’s auditor.
       
  • Reduction of Scope
    • AIC shall, in response to an application for reduction to the scope of a certification already granted, undertake a review of the application and determine any audit activities necessary to decide whether or not the reduction may be granted. This may be conducted in conjunction with a surveillance audit.

Suspension / Withdrawal of Certification
  • Suspension
    • Examples of cases where AIC shall suspend certification includes:
    1. The client’s certified Management System has persistently or seriously failed to meet certification requirements, including requirements for the effectiveness of the Management System;
    2. The certified client does not allow surveillance or recertification audits to be conducted at the required frequencies;
    3. The certified client has voluntarily requested a suspension.

  • Withdrawal
    • Failure to resolve the issues that have resulted in the suspension within the duration established by AIC shall result in withdrawal or reduction of the scope of certification
  • AIC maintains a registry of its certified clients, which includes the clients’ contacts, addresses and certified scope as detailed in the certification approvals and their certification status. The registry is regularly updated, at least once every six (6) months. The published information in the registry is made available on AIC’s website

Use of Certification Mark

  • Clients will be provided with instructions on the use and application of the AIC and Accreditation Body Marks (“the Marks”)
  • Certified clients shall use the Marks in connection with the scope detail on the certification approvals. The Marks must always be accompanied with the clients’ certificate number and is used only in conjunction with the certified client’s name. Clients must not offer the certified scope from any other address that the address stated on the certificate except on related site(s).
  • The Marks must not be used in any way that would indicate product approvals. The Marks must not be used on a product or product packaging or in any manner that may imply product approvals.
  • The Marks shall not be used on laboratory test, calibration or inspection reports.
  • Certified clients shall discontinue the use of the Marks found unacceptable by AIC. Any statements deem misleading by AIC shall also be withdrawn promptly by certified clients.
  • If certification approvals are suspended or withdrawn, certified clients shall immediately remove the Marks and all references to certification approvals.

Complaints, Disputes and Appeals

  • Clients who may wish to make a complaint could submit in writing to the AIC management, stating specific details of the nature of the complaint. The AIC management will conduct an internal investigation and conclude its investigation with corrective actions where deem necessary.
  • AIC will notify certified clients of any complaint about them that is received from their customers or any other party. AIC would give certified clients reasonable time and opportunity to respond to the nature of the complaint raised. AIC will investigate on the complaint and take appropriate actions, if necessary. If the complaint relates to clients’ certified activities, AIC will examine the effectiveness of clients’ certified management system at the surveillance audits.
  • AIC requires certified clients to maintain a Complaints File detailing their customers’ complaints and clients’ responses and corrective actions. AIC’s auditors will review any complaints and customer feedback during the surveillance and/or re-certification audits.
  • Clients may appeal and/or dispute any decision and/or actions taken by AIC by submitting in writing, the details to the AIC’s Certification Manager for escalation actions to the AIC Governing Committee (“GC”). The GC shall appoint suitable persons and/or an Appeal Committee to investigate and/or review into the disputes and/or appeals. The GC shall impose appropriate remedial or conciliatory actions to resolve the disputes and/or appeals. Records of the GC’s deliberations are noted in the GC’s minutes.
  • If an appeal is raised, clients and AIC’s assessors may be called upon to state their case in private with the appointed Appeal Committee. The decision of the Appeal Committee shall be final and shall not be subjected to further appeals.

Validity of Certification Agreement

  • This Certification Agreement is valid for as long as the client remains a certified client with ACE International Certification Pte Ltd (AIC).
  • AIC reserved the right to amend the Certification Agreement when required and with the mutual agreement of the client.

Approving Authority

  • The terms and conditions under the Certification Agreement had been approved by the General Manager of AIC.

Get in touch

2 Venture Drive #24-01,
Vision Exchange,
Singapore 608526

About Us

ACE International Certification is a certification body providing management systems assessment and accredited ISO certification services to organisations in Singapore and around the region. Though we are new, we know that we have to strive to deliver more than a checklist approach to certification – we’re looking to work with our clients to develop their businesses and to help them achieve real commercial benefit from their management system investment. Our ISO certification services include ISO 9001, ISO 14001 and OHSAS 18001