Terms & Conditions

1. Introduction

These Terms and Conditions outline the general rules governing the Management System Certification services provided by 3core2 Certification Ltd, along with its divisions and subsidiaries. The certification services are collectively referred to as "the Scheme."

2. Definitions

• Auditor: A person appointed by the Certification Body (CB) to assess and evaluate management systems.
• Accreditation Body Assessor: A person acting on behalf of a National Accreditation Body (NAB) to observe or verify audits conducted by the Scheme at a client's premises or site. Candidate Companies/Clients must allow observers, such as representatives from a National Accreditation Body, to attend audits.
• The Standard: Any standard for controlling operational or product manufacturing systems (Management Systems) as published by recognised standard-making bodies, such as the International Organization for Standardization (ISO).
• Candidate Company: An individual or company that has applied for, but has not yet received, registration under the Scheme.
• Certificate: A certificate of registration issued under the Scheme, confirming that a company, product, or management system meets the requirements of the relevant standard. The English version of the certificate shall take precedence.
• Certification Logo: The logo that may be used to indicate that a company is registered under the Scheme.
• Certified Company: A company or individual that has successfully obtained registration under the Scheme, meeting the requirements for a specific scope of certification as determined by the CB.
• CB: The body responsible for certification under the Scheme.
• Management System: The structure, processes, resources, and activities that allow a company or individual to meet the requirements of the Scheme and the relevant standard.
• 3core2: 3core2 Certification Ltd, the Certification Body responsible for operating the Scheme, based at 631 Birchwood Boulevard, Birchwood, Warrington, WA3 7QU.
• Scheme Manager: The person responsible for the day-to-day operation of the Scheme.

3. Governing Law and Jurisdiction

These Terms and Conditions, and any disputes arising from them or related to the certification services provided by 3core2 Certification Ltd, shall be governed exclusively by the laws of England and Wales. All disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

4. Certification Authority

The CB is the sole authority responsible for granting, renewing, amending, or revoking Certificates of Registration. This includes determining the scope of certification and ensuring compliance with accreditation rules.

5. Responsibilities of a Candidate Company

A Candidate Company must:
a) Provide accurate and complete company details to the Scheme Manager to enable an appropriate quotation for certification services.
b) After receiving the quotation, complete and submit the signed acceptance form found on page 4 of the quotation if they wish to proceed with certification.
c) Pay the prescribed application fee and assessment fees as outlined in the quotation, on demand, to 3core2.

6. Access for Assessment

A Candidate Company must allow Scheme Representatives from the CB to visit its premises. These representatives may inspect materials, processes, finished products, methods, records, systems, and procedures to prepare for the Certification assessment.

7. Use of Certification Logo, Accreditation Marks, and Reference to Certification

Upon certification, a Certified Company is entitled to use the 3core2 Certification Logo and, where applicable, the Accreditation Body (AB) mark — provided the certification scheme is accredited. All use is subject to the following conditions:

a) Use of the Certification and Accreditation Logos

• The Certification Logo signifies that the Certified Company has met the requirements of the 3core2 Assessment Schedules and the relevant standard.
• The Certification Logo must always be used alongside the Certified Company's name, and in conjunction with the Certificate Number issued.
• The Accreditation Body logo (e.g., UKAS, IAS) may only be used if the certification issued falls under an accredited scheme, and then only in accordance with the rules set by the relevant Accreditation Body and 3core2.
• Logos may only be used in relation to the scope of certification granted and must not be used on products, packaging, or in any way that could suggest product certification (unless covered under an accredited product scheme).
• Logo size, colour, and layout must conform to the brand guidelines provided by 3core2 and/or the Accreditation Body.
• Improper or misleading use of logos must cease immediately upon instruction from the Certification Body (CB).

b) Reference to Certification

The Certified Company shall, through legally enforceable arrangements, be required to:

• Conform to the CB's requirements when making reference to its certification status in communication media such as websites, brochures, advertising, or other documents.
• Not make or permit any misleading statement regarding its certification.
• Not use or permit the use of any certification document or any part thereof in a misleading manner.
• Upon withdrawal of certification, discontinue use of all advertising matter that contains a reference to certification, as directed by the CB.
• Amend all advertising matter when the scope of certification has been reduced.
• Not allow reference to its management system certification to be used in such a way as to imply that the CB or AB certifies a product (including services) or process.
• Not imply that certification applies to activities or sites outside the certified scope.
• Not use its certification in any way that would bring the CB, the certification system, or the Accreditation Body into disrepute or damage public trust.

c) Use of Logos Upon Suspension or Termination

• Upon suspension, reduction of scope, or termination of certification, the Certified Company must immediately discontinue use of all certification and accreditation logos and return the Certificate of Registration to the Scheme Manager.

8. Ongoing Responsibilities of Certified Companies

A Certified Company must:

• Maintain its management system in accordance with the relevant standard and incorporate any necessary updates as directed by 3core2. Documentation related to the system must be made available to the CB when requested.
• Not make changes that would deviate from the certified management system without notifying 3core2 in advance.
• Inform the CB without delay of any matters that may affect the capability of the management system to continue to fulfil the requirements of the standard used for certification. This includes, but is not limited to, changes relating to:

• The legal, commercial, or organisational status or ownership of the company.
• Organisational structure and management (e.g., key managerial, decision-making, or technical personnel).
• Contact address and certified sites.
• Scope of operations covered by the certified management system.
• Major changes to the management system or core processes.

• Inform the CB as soon as reasonably practicable of any serious incidents, significant non-conformities, or breaches of regulatory requirements that could impact compliance with certification requirements.
• Allow access to all relevant premises, records, and personnel for evaluation by 3core2 or an appointed Auditor during normal working hours.
• Appoint a management representative who will oversee compliance with certification requirements and sign declarations as needed.
• Undergo regular surveillance audits to ensure ongoing compliance with the standard.

9. Responsibilities of the CB

The CB will:
a) Send a representative to visit the Certified Company at regular intervals to verify compliance with the certification requirements. These surveillance visits do not exclude the requirement to reassess the company for continued certification, which may occur at intervals not exceeding three years.
b) Not disclose any information about the Certified Company, except as required by law or accreditation standards, or when necessary for accreditation purposes.
c) Inform the Certified Company of any customer complaints related to their products or services that have been received by the Scheme.
d) Notify the Certified Company of any changes in the assessment interpretation due to updates in certification standards, allowing the company reasonable time to adjust its system as required.
e) Advise the Certified Company of any amendments to the scope of certification as stated on the Certificate of Registration, including reductions or extensions to the scope.
f) Take full responsibility for all audit and certification activities, including those outsourced to other bodies. The CB requires cooperation from certified companies when investigating the activities of their representatives.
g) Ensure impartiality and integrity in all certification services provided.

10. Scheme Fees

Administration of the Scheme requires payment of fees, which 3core2 may review and adjust periodically. The fees are as follows:
• Candidate Company: Pre-certification, assessment, and any necessary reassessment fees must be paid.
• Certified Company: Fees for surveillance and recertification must be paid.

11. Certificate of Registration

Once a Candidate Company is approved by the CB and has paid the required fees, it will receive a Certificate of Registration under the Scheme. The certificate remains the property of the CB and must be returned to the CB if the company ceases to be a member.
The certificate remains valid as long as the CB can confirm that the Certified Company continues to meet the registration requirements. If the company's membership is formally cancelled, the certificate must be returned immediately.
A Certified Company must notify the CB in writing of any changes to its name or structure and provide any necessary documentation for verification. All audit reports generated under the Scheme remain the exclusive property of 3core2 and are subject to disclosure limitations.

12. Non-Compliance and Suspension of Certification

If a Certified Company temporarily fails to meet the requirements of these Terms and Conditions, the CB may require the company to cease using the Certification Logo and making claims of registration until it has demonstrated compliance again. Certification may be suspended until the company meets the necessary requirements, or the company may appeal the decision under Regulation 14.

13. Consequences of Non-Compliance and Certification Status

If a Certified Company fails to comply with these Terms and Conditions, the CB may take the following actions:
a) Withdrawal, Suspension, or Refusal of Certification:

• Withdrawal: The CB may revoke any certificate of registration.
• Suspension: Certification may be suspended if the company fails to comply with the certification requirements or if there are significant issues with the company's management system or products.
• Reduction of Scope: The scope of certification may be reduced, including the withdrawal of certification for certain products or services.
• Refusal to Confirm Registration: The CB may refuse to confirm continued registration, thereby suspending certification.
• Limitation on Use of Certification Logo: The use of the Certification Logo may be limited or prohibited if the company is not in compliance.
  b) Specific Conditions for Withdrawal or Suspension:
  Certification may be revoked, suspended, or refused under the following conditions:
• The company becomes subject to bankruptcy, liquidation, or an insolvency arrangement.
• The ownership of the company changes and the new owners fail to accept the terms of the Scheme.
• The company fails to notify the CB of changes that affect its ability to comply with certification requirements (e.g., relocation, changes to product or production methods).
• For ISO45001(OH&SMS) clients: The company fails to notify 3core2 promptly about a serious incident or regulatory breach.
• For ISO13485 (MDQMS) clients: The company fails to notify 3core2 about non-compliance or regulatory breaches.

c) Non-Payment of Fees:

• The CB may suspend or revoke certification if the company fails to pay audit fees or ancillary costs within the payment terms stated on the invoice.

14. Appeals Process

If a Candidate or Certified Company wishes to appeal any decision made by the CB — including decisions relating to the suspension, withdrawal, reduction in scope, or refusal of certification — they must notify the Scheme Manager in writing within 21 days of receiving the decision.

The appeal will be reviewed by an independent person, and the outcome will be communicated to the appellant within 30 days. The submission, investigation, and decision on appeals shall not result in any discriminatory action against the appellant.

The decision made by the CB after the appeal is final, with no further right to appeal.

15. Liability and Indemnity

3core2 shall not be liable for any loss or damage of any nature suffered by a Candidate or Certified Company arising from actions or omissions of any independent professional auditors appointed by the CB under these Terms and Conditions.

The Candidate or Certified Company shall indemnify and hold harmless 3core2 against any claims, losses, or damages arising from the death or personal injury of a CB representative while present on the company's premises for the purposes of conducting assessments or surveillance, except where such injury or death results from the negligence of 3core2, its employees, or agents.
The Candidate or Certified Company shall maintain appropriate insurance coverage to meet this obligation and must provide evidence of such insurance upon request.

16. Limitations of Liability

3core2 commits to providing independent and impartial audit, inspection, training, and certification services in line with relevant management system standards. However, the liability of 3core2 for any loss or damage suffered by a Candidate or Certified Company due to a breach of these Terms and Conditions (whether arising from negligence or otherwise) is limited to the amount of the fees paid by the company in the relevant year, or £5,000, whichever is higher.
3core2 will not be liable for any indirect or consequential losses, including but not limited to loss of production, profit, or business. Additionally, 3core2 is not responsible for any loss or damage suffered by any third party.
Clients are responsible for taking corrective actions in response to any non-compliance identified by a 3core2 auditor. 3core2 does not provide advice on how to remedy non-compliance and the holding of a 3core2 certificate does not relieve the client of its legal liabilities.
If 3core2 is found to have incorrectly interpreted a standard or assessment result, its liability will be limited to the fees charged for certification or £5,000, whichever is higher.

17. Amendment of Regulations

These Terms and Conditions may be amended by the CB from time to time. Any changes will not affect the rights of Certified Companies to use the Certification Logo or claim registration under the Scheme unless they have been notified in writing of such amendments.
Certified Companies will be given a reasonable period (normally not less than six months from the date of notification) to comply with the updated regulations.

18. Disclosure of Information and Public Register

3core2 will maintain a public register of Certified Companies, which includes details of their certified products and services (the "Registered Scope"). This register will be available for inspection by the public during normal working hours at the address listed in Regulation 2.
Certified Companies' details, including the certificate number, location, management system standards, and scope of certification, will also be accessible for verification via the IAF certificate search website (www.iafcertsearch.org) and the UKAS certificate search website (www.certcheck.ukas.com).
However, in exceptional cases, a Certified Company may request that certain information be restricted, such as for security reasons. Any such requests must be submitted in writing to the Scheme Manager at the time of application or as soon as possible thereafter.
If any information is requested beyond what is covered by the public register, the Certified Company will be notified in advance of the request, unless disclosure is required by law.

19. Notice Requirements

Any decision, requirement, or notification under these Terms and Conditions must be provided in writing, signed by or on behalf of the party giving the notice. For termination of assessment services or registration by a Candidate or Certified Company, a minimum of thirty days' notice must be given.
If the minimum notice period is not observed, 3core2 reserves the right to charge up to the full assessment fee or any additional costs incurred in administering the withdrawal from the Scheme's Register of Certified Companies.
Notices may be delivered to the address provided in the registration documents or sent by prepaid recorded delivery or registered post. A notice sent by post will be deemed served 48 hours after posting, unless the contrary is proven.

20. Contract Duration and Fee Adjustments

Upon acceptance of the quotation, the contract will commence as a rolling annual agreement, automatically renewing each year unless terminated by either party in accordance with the termination clauses outlined in these Terms and Conditions.
The fees associated with the contract are subject to annual review. 3core2 reserves the right to adjust fees to reflect changes in the rate of inflation or other relevant economic factors. Any fee adjustments will be communicated to the Certified Company in advance of the renewal date.

21. Unannounced Assessments

The Certified Company shall permit unannounced assessments by representatives of the national accreditation body (IAS) if necessary. These assessments may occur in response to formal complaints, patterns of nonconformance, regulatory requests, fraudulent activity, unethical behaviour, or misuse of the certification logo.
During such assessments, the accreditation body representative must be granted access to the facility, management system documentation, and all associated records. The Certified Company must also provide access to the most recent audit report issued by 3core2, along with demonstrable evidence of the certification process, such as management reviews, internal audits, audit reports, closure of findings, and corrective actions taken.

22. Availability and Updates of Terms and Conditions

The most current version of these Terms and Conditions is available at www.3core2.co.uk. 3core2 Certification Ltd reserves the right to amend these Terms and Conditions periodically without prior notice. It is the responsibility of all Candidate and Certified Companies to regularly review the Terms and Conditions published on the website to remain informed of any updates. Continued use of certification services following any changes will be deemed acceptance of the revised Terms and Conditions.

Please ensure you review the most up-to-date version of our Terms and Conditions at www.3core2.co.uk/terms. These may be updated periodically. By signing this document, you confirm your acceptance of the version in force at the time.

23. Audit Cancellation and Rearrangement

If a Candidate or Certified Company cancels or requests to rearrange an audit, the following cancellation fees will apply:

• Cancellation within 0–10 working days of the scheduled audit date: 100% of the prevailing day rate per auditor.
• Cancellation within 11–20 working days of the scheduled audit date: 50% of the prevailing day rate per auditor.

In addition, any non-recoverable expenses already incurred by 3core2 (such as travel, accommodation, or subsistence) will be charged at cost.

Rearranged audits will be subject to scheduling availability and may delay certification or surveillance activities.

July 2025

Please read these terms and conditions carefully before booking a training course with 3core2 Certification Ltd. By making a booking, you agree to the following:

1. Payment

• Payment must be made in full at the time of booking. Once payment is received, we will confirm your place on the course.
• Payments are accepted in pounds sterling.
• 3core2 reserves the right to deny course attendance if payment has not been received.
• All course fees are subject to VAT.

2. Cancellations, Transfers, and Substitutions

• To cancel or transfer a booking, please notify us in writing at academy@3core2.co.uk. Transfers to an alternative date are subject to availability.
• Cancellation or transfer requests made:
• Within 11-20 working days of the course start date – 50% of the prevailing day rate.
• Within 0-10 working days of the course start date – 100% of the course fee
• Failure to attend without prior notice – 100% of the course fee
• Delegate substitutions are permitted at no additional cost but must be confirmed in writing as soon as possible.
• 3core2 reserves the right to cancel a course at any time. In such cases, we will offer an alternative date, a course credit, or a full refund.

3. Privacy Policy

• 3core2 Certification Ltd is committed to safeguarding your personal data in compliance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR).
• As a data controller, we process personal data strictly for the purpose of delivering our training services and fulfilling legal obligations in accordance with our Privacy Policy.
• We collect only the necessary personal data, such as your name, job title, contact details and payment information to ensure an effective learning experience.

Data Security & Retention

• We implement appropriate technical and organisational measures to protect personal data from unauthorised access, alteration, disclosure, or destruction.
• Personal data is retained only as long as necessary for the purpose it was collected and in compliance with legal and regulatory requirements. For example, financial transaction records are retained for accounting purposes.
• We do not sell or trade personal data.

Your GDPR Rights

You have the right to:

• Access the personal data we hold about you.
• Request corrections to any inaccurate or incomplete information.
• Request deletion of your data (subject to legal obligations).
• Restrict processing under certain circumstances.
• Request data portability (receive a copy in a structured format).
• Object to data processing in specific cases, such as marketing (though we do not currently process data for marketing purposes).
• Withdraw consent where processing is based on your consent.

For any questions regarding these terms and conditions, please contact us at 0161 543 0407 or info@3core2.co.uk.

May 2025