Terms & Conditions

2. Changes to Terms of Access

2.1 We reserve the right to review and change any of the Terms by updating this page at our sole discretion. You should regularly check this page to ensure that you are familiar with the Terms. Any changes to the Terms take effect from the date that we notify you in writing of the change. Before you continue, we recommend you keep a copy of the Terms for your records.

2.2 The scope of the VETTING.com Solution and the checks it provides may varied from time to time at VETTING.com's absolute discretion.

3. Performance of Services

3.1 We will, from when you pay us the Fees:

1. provide the Services (if relevant); and
2. permit you to access and use the VETTING.com Solution for the purposes of receiving the benefit of the Services in accordance with these Terms; and
3. provide Support Services according to our SLA.

4. Terms of Licence

4.1 Subject to paying the Fees, adhering to these Terms and such other terms and conditions we agree, we grant you a non-exclusive, non-transferable right to access and use the VETTING.com Solution for your own internal business needs in Australia and/or New Zealand (as applicable). Unless otherwise agreed by you and us, this licence is limited to you alone using the VETTING.com Solution.

4.2 If we provide you with a Quote, the Quote will not be binding on us until you have formally accepted it (including within any time period specified in the Quote) in writing.

4.3 We licence and authorise you to use the documentation only to support your proper, lawful, and permitted use of the Software.

4.4 You undertake that, except to the extent permitted by any applicable Laws, you shall not, nor attempt or induce any third party to:

1. copy (except to the extent copying is reasonably incidental to normal and proper use, back-up or operational security of the Software), modify, duplicate, create derivative works from, frame, mirror, republish, download, display, transmit, or distribute all or any portion of the VETTING.com Solution in any form or media or by any means; or
2. copy or attempt to copy, interfere with, disassemble, reverse engineer or otherwise reduce to human-perceivable form all or any part of the VETTING.com Solution or attempt to gain unauthorised access to any part of the VETTING.com Solution or any connected system;
3. use the VETTING.com Solution in relation to or to facilitate any illegal activity;
4. commercially exploit, license, sell, rent, lease, transfer, assign, distribute, or otherwise make any part of the VETTING.com Solution available to any third party other than in accordance with these Terms; or
5. to make alterations to, or permit the VETTING.com Solution to be combined with, or incorporated in, any other programs.

4.5 You agree to not change, obscure or remove any notices (including copyright or disclaimer notices) we include in or on the VETTING.com Solution (or any part thereof).

5. Access to the VETTING.com Solution

5.1 You must employ all reasonable operating and security requirements, and any procedures specified by us from time to time relating to:

1. access to, and storage of, the VETTING.com Solution;
2. the use of the VETTING.com Solution and/or Services, (including in respect of passwords and other security information); and
3. protect our Intellectual Property Rights in the Software.

5.2 You must not interfere with or knowingly introduce or cause to be introduced, any Harmful Code into the Software, our Website or any other VETTING.com System.

6. Agency Information

6.1 You acknowledge that Agency Information is provided to VETTING.com by Government Agencies and other third parties, and VETTING.com uses this and other information to provide Agency Checks to/for you. VETTING.com does not have direct access to or control of any Agency Information, and VETTING.com relies on the information provided to it from the relevant Government Agency or authorised third parties (as the case may be) to perform the Services and for and in respect of the VETTING.com Solution.

6.2 You acknowledge that:

1. we are not responsible for Agency Information (including without limitation Police History Information or Visa Entitlement Information) provided to you on any Agency Check;
2. we cannot change, modify or adapt any Agency Information on any Agency Check (including without limitation any Police Check, Visa Check or International Check), except for minor non-substance alterations to the format and presentation;
3. accuracy and quality of Agency Information is dependent on the relevant Government Agency or Authorised Third Party (as the case may be), and VETTING.com is not responsible for any inaccurate information provided to you or if it is delayed or unable to provide information to you because of the action or inaction of the relevant third party; and
4. Agency Checks are subject to disclaimers specified by the relevant Government Agency or Authorised Third Party, including any applicable disclaimers issued by the NZ MOJ or NZ Police;
5. NZ CCH Checks and NZ Police Vetting Checks may conceal criminal convictions where such concealment is required by the Criminal Records (Clean Slate) Act 2004 (New Zealand), or where a conviction must otherwise not be disclosed in accordance with law.
6. we cannot undertake and/or release any Police Check and Police History Information without first receiving from the Applicant:
   1. the Applicant's Application and Applicant's Informed Consent Form;
   2. the prescribed identification documents and information;
   3. confirmation that the Applicant agrees to their identification being checked with the issuer or official record holder;
   4. confirmation that the Police Check may be shared with you; and
   5. any other information or documents which, from time to time, we may specify to you in writing or which may be required or requested by any Government Agency.

7. Your Obligations

Information you provide to us

7.1 You are solely responsible for lodging all requests in the Software under your unique username and password.

7.2 You shall bear all costs arising out of any complaints made in connection with the any requests you lodge (including complaints made by any Governmental Agency), except to the extent that VETTING.com has caused or contributed to the making of the complaint, in which case VETTING.com will contribute to such reasonable costs to that extent.

Information we provide to you

7.3 You must not disclose and only use the Police Check and Police History Information for the purpose for which the Applicant gave informed consent, as per the Applicant's Informed Consent.

7.4 You must implement the Safeguards and ensure that all Personnel who deal with the Agency Checks are aware of your obligations under this Agreement

7.5 You must destroy or securely dispose of all hard and electronic copies (including, to the extent it is technically possible) of each Agency Check as soon as you no longer require this information and within twelve (12) months following receipt of the check/information, unless a longer document retention period is required by applicable Laws, in which case you must dispose of the check/information within one (1) month following the end of the required document retention period.

Compliance with Laws & Directions

7.6 You shall:

1. comply with all applicable Laws, including Privacy Laws;
2. comply with any directions or guidelines in relation to Personal Information or Agency Information as notified to you in writing by a relevant Government Agency, Authorised Third Party or VETTING.com;
3. on receipt of a written request from VETTING.com, promptly provide to us or our nominee, a copy of your privacy policy;
4. comply with our reasonable directions, policies and procedures relating to the use of the Software as communicated to you from time to time; and
5. not act in a way that may expose us to the risk of any legal or administrative action, may interfere with or disrupt our business and the provision of services to third parties.

7.7 You acknowledge that our Services incorporate products, services data, or information provided to us by third parties, including Government Agencies and Authorised Third Parties. You must comply with all terms and conditions imposed by such third parties (including in relation to any specified permitted purposes), as notified to you by VETTING.com from time to time.

7.8 Without limitation to any other consent(s) or approval(s) you provide in relation to the Services, you consent to VETTING.com collecting, storing, using and disclosing Personal Information you provide to us:

1. to conduct any Agency Check that is the subject of your request for Services;
2. as required by us to provide the Services and perform our obligations under these terms and conditions; and
3. to comply with VETTING.com's obligations under agreements it has with suppliers of information the subject of the Services, including any agreement VETTING.com has with NZ MOJ or the NZ Police with respect to the provision of Police Checks.

Accuracy of Information

7.9 You are solely responsible and liable for ensuring that all information provided to us by you (including any Personal Information) is accurate, complete and up to date, is not misleading, does not infringe any other person's rights and is not in provided in breach of any applicable Laws. We are not responsible for any consequences (including an invalid or incorrect Results) if we have relied on information provided by you, and such information is inaccurate or incomplete.

8. Verification functionality

8.1 We may embed, incorporate or use verification functionality or features with respect to Agency Checks, which may include providing access to an online verification of the Agency Information contained in the relevant Agency Check, or such other security or integrity measures as determined by us.

9. Disputing Search Results

9.1 If you or an Applicant disagrees with, and wishes to dispute, any Agency Check, please complete and send this notice to us at support@vetting.com. The process for dealing with disputes relating to search results can be found on our Website.

10. Ownership of & Licence to Intellectual Property Rights

Ownership of IP

10.1 Unless we agree in writing to the contrary, we (or a third party with whom we have an agreement, such as the relevant Government Agency) is the owner of and retains all Intellectual Property Rights with respect to the Website, VETTING.com Systems, the documentation and VETTING.com Solution and other materials supplied or made available to you under or in connection with these Terms. Nothing in these Terms transfers or assigns to you any of those rights.

Licence to use our IP

10.2 Subject to the payment of the Fees, we agree to grant to you a non-exclusive, non-transferable, licence for Australia and/or New Zealand (as applicable) for the term of our engagement to use the VETTING.com Software pursuant to these Terms for the purpose of receiving the Services.

10.3 Subject to clause 7.5, we grant to you a royalty-free, perpetual and non-exclusive licence for Australia and/or New Zealand (as applicable) to use any Agency Information in your lawful possession, custody or control as at the date our engagement comes to an end pursuant to these Terms. This licence survives the termination or expiry of this Agreement.

10.4 Upon termination or expiry of our arrangement, you must promptly delete, erase, or otherwise permanently destroy the documentation, any copies of the Software, all documentation and other materials containing our Confidential Information that came into your possession in the course of us providing the Services.

Licence to use your information

10.5 You grant us a non-exclusive, royalty-free, irrevocable perpetual licence to use all non-Personal Information data that came into existence during the provision of the Services and your use of the Software. We shall use this data on anonymous and aggregated basis.

10.6 To the extent required under our contractual or other legal obligations to any Government Agency, you grant to each such Government Agency the right to use information, including Personal Information, that came into existence during the provision of the Services and your use of the Software for the purposes of reviewing, monitoring, evaluating and enhancing the services it provides and reviewing, monitoring and evaluating its contractual relationship with VETTING.com.

11. Fees & Payment

11.1 You shall pay us in accordance with the payment terms stated in the Quote, or on such other terms as we agree.

11.2 Unless otherwise stated in the Quote, we may invoice you monthly in advance (In relation to ascertainable fees) and monthly in arrears in respect of all other fees. Invoices are payable within 14 days of the date on which they are raised. Some fees may be payable on a per use basis and they will be charged at the time you purchase, download or receive that information.

11.3 If you require Other Services, we shall agree Fees and deliverables, and the payment terms, associated with delivery of those Other Services.

11.4 We may change the amounts to be charged to you at any time (but you may be entitled to terminate as provided in clause 25). We shall give you at least one month's notice if we intend to change any of the amounts payable by you while you continue to use the Services.

11.5 If you fail to make any payment due to us by the due date, we may suspend your use of the Software and charge you interest on the overdue amount(s) at the rate of the Reserve Bank of Australia Cash Rate from time to time plus 6%, accruing on a daily basis from the due date until the date of actual payment of the overdue amount.

12. Security of your Credit Card

12.1 Credit card payments may not be processed through pages controlled by us. We may use one or more online payment service providers. All purchases through them will be governed by their terms and conditions, which can be accessed through their website.

13. Renewal Payments for Subscription Services

13.1 Where you have paid Fees for a period (Subscription), four (4) weeks before expiry of your Subscription we shall send you a notice (Extension Notice) to your last known email address specifying that:

1. your Subscription is shortly to expire; and
2. that unless you give written notice to us (Cancellation Notice) on or before the date that is at least 5 working days prior to the expiry of your Subscription (Cancellation Date), the Subscription will automatically renew for a further period equivalent to the period of the Subscription (Renewed Term); and
3. the terms and conditions (including fees and other charges) which will apply to the Renewed Term.

13.2 If a Cancellation Notice is not received by us from you on or before the Cancellation Date, your Subscription will automatically renew with effect from the end of the current term of the Subscription. The terms and conditions specified in the Extension Notice and (to the extent they are not inconsistent) these Terms will apply to the renewed Term. Unless you cancel the Subscription, we shall automatically take payment from your credit card or agreed form of payment of the sum specified on the notification message sent to you and shall confirm the renewal of your Subscription for the same period as your Subscription.

13.3 If a Cancellation Notice is received by us from you on or before the Cancellation Date, your Subscription will not be renewed and will terminate on the date that your Subscription expires.

13.4 You may cancel your Subscription by giving us a Cancellation Notice in writing by email (support@vetting.com), via our Website or through the Software (where available).

14. Refunds

14.1 We only offer refunds in exceptional circumstances. Without limitation, you will not be eligible for a refund of any amounts paid with respect to the Services or use of the Software if you or the Applicant has not:

1. provided true and correct information;
2. properly and accurately completed the relevant application with respect to the relevant Agency Check;
3. properly provided all consents and documents specified in paragraph 6.2(e) required by us with respect to the relevant Services.

14.2 You are not entitled to any refund with respect to data entry errors by you or the Applicant; selection of the wrong type and/or reason for the Agency Check or failure to properly complete a request.

14.3 Without limiting paragraphs 14.1 and 14.2, if you are dissatisfied with our Services, you may be entitled to the benefit of the consumer guarantees in the Australia Consumer Law or under similar consumer laws in New Zealand (including the Consumer Guarantees Act 1993 and the Fair Trading Act 1986). Subject to applicable laws, in these circumstances or if you cancel an order, we may choose to reimburse you with a credit note redeemable for our Services within 12 months from the date of issue. The value of the reimbursement will be the purchase price paid by you after deducting our reasonable costs for: (a) the work undertaken by or for us in providing, or attempting to provide, the Service; and (b) the administrative costs of processing and effecting the request for a refund, being $NZD10 (inc GST). This refund-processing fee will be subtracted from any refund amount that is approved by us and will be retained by us.

14.4 If you cancel your Subscription during the Subscription period, no refunds will be given for any unused portion of your Subscription, unless:

1. required by law; or
2. we are no longer able to provide the Services; or
3. you have cancelled because we have changed these Terms in accordance with clause 2 of these Terms, in way which substantially reduces the benefits you receive, or substantially increases the burdens you bear, under any contract of which these Terms are a part (including any applicable LEC and Services Agreement or Quote).

14.5 To request a refund, please email support@vetting.com - refund requests must include your first name and surname, date of birth, the reference number with respect to the relevant Services (If possible), and a brief description of why you request a refund. We will then assess the refund request and determine, in our absolute discretion, if you are eligible for a refund.

15. Taxes & GST

15.1 If we make a supply under or in connection with these Terms on which GST is to be imposed, you shall pay an amount equal to the GST payable on that supply.

15.2 Except as otherwise specified in these Terms, the Fees and any other fees and charges payable by you under these Terms are exclusive of all taxes, duties and charges imposed or levied in Australia, New Zealand or overseas in connection with these Terms or the Services, which are your responsibility. Without limiting the foregoing, you are solely responsible for any taxes, duties or charges imposed subsequent to the Commencement date of these Terms.

16. Data and privacy

16.1 You agree and consent to VETTING.com collecting information (including Personal Information) about you, the Applicant and referees in accordance with these Terms and our Privacy Policy / Statement.

16.2 VETTING.com will only use Personal Information collected and stored by it (or to which it has access):

1. for the purposes set out in its Privacy Policy / Statement, including to fulfil its day-to-day business operational needs including to make improvements to the Software and/or to improve, enhance or expand the Software and the Services offered or to be offered by us to you and/or third parties.
2. required by any applicable Laws and, where applicable, under any agreement VETTING.com has with a Government Agency or Authorised Third Party in relation to matters relevant to the provision of the Services (including specifically any agreement VETTING.com has with NZ MOJ with respect to the NZ CCH Check and NZ Police with respect to the NZ Police Vetting Check); and
3. where applicable, in accordance with VETTING.com's Privacy Policy / Statement.

16.3 for further information, please see our Privacy Policy at https://vetting.com/en-nz/privacy-policy.

16.4 You acknowledge that use of the VETTING.com Solution involves:

1. the collection, use and disclosure of Personal Information and Agency Information that is required to complete and submit a request for an Agency Check and to obtain Agency Information; and
2. the collection and use and possible disclosure by VETTING.com, the Applicant and/or You of Agency Information.

16.5 f whether or not you would otherwise be bound by the Privacy Laws you and we each undertake to comply with all applicable provisions of the Privacy Laws as if you and we each were an APP Entity or agency for the purposes of the Privacy Laws.

16.6 In respect of the Personal Information and Police History Information you agree that you will:

1. not disclose the information other than for the purpose for which the Applicant gave the Applicant's Informed Consent;
2. implement Safeguards to keep Personal Information and Police History Information secure;
3. use reasonable commercial endeavours to secure the information against loss and unauthorised access, use, modification or disclosure;
4. not collect, transfer, store or otherwise use Personal Information or Police History Information outside New Zealand, or allow parties outside New Zealand to have access to Personal Information or Police History Information, unless you have our prior written approval;
5. not commit any act, omission or engage in any practice which is contrary to the Privacy Laws;
6. ensure that all Personnel who are required to deal with the Personal Information and Police History Information are made aware of your obligations under these Terms.

16.7 You must notify VETTING.com immediately (and, in any case within 24 hours) if you become aware of a suspected, alleged or actual, breach of any of the obligations set out in these Terms, including clause 16, by you or your Personnel. In these circumstances, you shall establish and implement appropriate steps to remedy and/or prevent the breach or any further breach.

16.8 You confirm that you are the legal owner of all Personal Information you provide to us for the purposes of us providing the Services or are authorised to use and share with us the Personal Information that you share with us and enter into the Software.

16.9 16.9 You are solely responsible for obtaining and maintaining during our engagement all requisite authorisations required for you to operate the VETTING.com Solution and receive the Services, and for complying with all rules and laws applicable to you and your business. You agree to indemnify us in respect of any loss or damage that we may suffer as a result of your breach of this paragraph.

17. Other Services

17.1 We may provide support services or Other Services to you in respect of the Software. You agree to be bound by our support terms and conditions, and such other terms and conditions we specify.

17.2 You and we will agree mutually convenient times for the delivery of the support services, and any Other Services. Where such dates are booked in advance, you understand that we are required to commit resources. You will remain liable to pay our costs if you cancel any advance bookings giving fewer than five (5) Business Days' notice of cancellation. We agree to deploy staff who have reasonable levels of skill to provide the support services and Other Services.

18. Supply of hardware

18.1 You shall, at your cost, provide appropriate access devices, software, operating conditions, cabling, telephone lines, modems and internet connections required to access/use the VETTING.com Solution and otherwise receive the benefit of the Services.

19. Passwords

19.1 You (and your Personnel) have the sole responsibility for protecting the confidentiality and integrity of your password(s) and log in credentials. Use of your password / credentials by any other person to access the Website, the Software or our Services, may result in the immediate cancellation of your access and/or the Services.

19.2 You agree to immediately (and, in any case, within 24 hours) notify VETTING.com of any unauthorised use, breach or attempted breach of security of which you have become aware.

20. Third Party Websites

20.1 We have not reviewed any websites linked to the Website and are not responsible for the contents of any website of a third party.

20.2 You should seek permission prior to linking to our Website, which is at your own risk.

21. Confidential information

21.1 Each party may be given access to information that is proprietary or confidential and is either clearly labelled as such or identified as confidential information ("Confidential Information") by the other party in order to perform its obligations under these Terms, provided that the information of one party shall be deemed not to constitute Confidential Information if it:

1. is or becomes publicly known other than through any act or omission of the receiving party;
2. was in the other party's lawful possession before the disclosure;
3. is lawfully disclosed to the receiving party by a third party without restriction on disclosure;
4. is independently developed by the receiving party, which independent development can be shown by written evidence; or
5. is required to be disclosed by law, by any court of competent jurisdiction or by any regulatory or administrative body.

21.2 Each party shall hold the other's Confidential Information (and Confidential Information in respect of the Applicant) in confidence and, unless required by law, not make the other's Confidential Information available to any third party or use the other's Confidential Information for any purpose other than the implementation of these Terms, for a period of seven years from disclosure of the Confidential Information.

21.3 Each party shall take all reasonable steps to ensure that the other's Confidential Information to which it has access is not disclosed or distributed by its employees or agents in violation of these Terms.

Government Confidential Information

21.4 You agree to secure all of the Government Confidential Information (including Police History Information) against loss and/or unauthorised access, use, modification or disclosure.

21.5 If requested by us in writing, you agree to promptly arrange for your Personnel to give a written undertaking in a form acceptable to both VETTING.com and the relevant Government Agency relating to the use and non-disclosure of the Government Confidential Information (including Police History Information).

21.6 This clause shall survive termination of these Terms, however arising.

22. Publicity

22.1 You agree that we may use your name and logo on our Website, other promotional material and customer reference lists that we may provide to customers and potential customers.

23. Disclaimer & Limitation of Liability

23.1 To the maximum extent possible under Law, our total liability under these Terms arising out of or in connection with the Services and the VETTING.com Solution and the Other Services, however arising, including under contract, tort (including negligence), in equity, under statute or otherwise, will not exceed the fees paid and/or payable to VETTING.com in the calendar year in which the loss occurred.

23.2 You acknowledge and agree that we (and the relevant Government Agency or Authorised Third Party) make no representation or warranty of any kind in respect to the accuracy or completeness of any Agency Check or Agency Information; and we and the relevant Government Agency or Authorised Third Party takes no responsibility or liability for any omission or error in any Agency Check or Agency Information.

23.3 A party shall not be liable for any indirect, incidental, special consequential or exemplary damages which may be incurred by the other party, however caused. This shall include, but is not limited to, any loss of profit (whether incurred directly or indirectly), any loss of goodwill or business reputation and any other intangible loss.

23.4 We shall not be responsible for any loss, alteration or (unless it is as a result of our negligence or we are in breach of these Terms) disclosure of your data. You agree that your sole and exclusive remedy resulting from any loss or damage to your data, shall be for us to use reasonable commercial endeavours to arrange for the lost or damaged data to be restored through any back-up controlled by us.

24. Indemnity

24.1 You indemnify VETTING.com and its Personnel (those indemnified), and will hold those indemnified harmless, against all loss and damage suffered or incurred by any or all of those indemnified arising, directly or indirectly, out of or in connection with:

1. a breach of these Terms by you;
2. any negligent or fraudulent act, error or omission by You or your Personnel;
3. loss of or damage to any property or injury to or death of any person caused by any act or omission of you or your Personnel; or
4. any claim by a third party against VETTING.com relating to a request by you to conduct an Agency Check.

except where the loss or damage is caused by the action or inaction of VETTING.com.

25. Termination

25.1 Unless otherwise stated in the Quote, an LEC and Services Agreement between you and us or in clauses 25.2 or 25.3, these Terms may be terminated by either party giving the other not less than ninety (90) days' notice in writing.

25.2 VETTING.com may terminate these Terms (or reduce the scope of the Services) immediately on written notice to you:

1. as a result of a termination or reduction of scope of VETTING.com's agreement with the relevant Government Agency or Authorised Third Party, including NZ MOJ or NZ Police;
2. if it is satisfied, on reasonable grounds, that You are unable or unwilling to comply with these Terms.

25.3 Either party may terminate these Terms immediately on written notice to the other if:

1. the other is in material (or persistent or repeated) breach of these Terms which is incapable of being remedied or not remedied within 14 days after receiving written notice to rectify the breach;
2. the other becomes insolvent or unable to pay its debts, enters into liquidation, whether voluntary or compulsory (other than for reasons of bona fide amalgamation or reconstruction), passes a resolution for its winding-up, has a receiver or administrator manager, trustee, liquidator or similar officer appointed over the whole or any part of its assets, makes any composition or arrangement with its creditors or takes or suffers any similar action in consequence of its debt, or becomes unable to pay its debts.

25.4 On termination of these Terms you shall forfeit all rights granted to you under these Terms (except those terms that survive termination) and you agree that you shall immediately stop using all parts of the VETTING.com Solution and, without limiting any other obligation under these Terms, delete or remove the Software from all computer equipment in your possession and immediately destroy or (at our option) return all copies of it and the documentation in your possession, custody or control to us and, in the case of destruction, certify such destruction us and all amounts due from you shall become immediately payable together, if we have terminated these Terms, the amount that would have been payable in respect of the notice period if you had given notice to us on the date on which the Agreement is terminated.

26. Suspension of Services

26.1 We may withdraw, limit or suspend any Services or your access to the Software for any reasonable reason by giving you not less than seven (7) days' notice in writing.

26.2 If VETTING.com or the relevant Government Agency believes, in their reasonable opinion, that there is a suspected or actual breach of Applicable Laws or these Terms, then the Parties agree to waive the notice requirements in paragraph 26.1.

27. Audits

27.1 We or the relevant Government Agency ("our Partners") may conduct audits relevant to your compliance with these Terms. Audits may be conducted of:

1. Data, records and other materials relevant to the Services, Agency Checks and the handling of Police History Information by you;
2. your operational practices, and procedures as they relate to the Services, your use of the VETTING.com Solution and your use and handling of Agency Information;
3. your compliance with Privacy Laws and your privacy and confidentiality obligations under these Terms; and
4. any other matter determined by us or our Partners to be relevant to the use of the VETTING.com Solution, the Software, the Services or the performance by you of these Terms.

27.2 You must cooperate and promptly participate in any audits conducted by or on behalf of us or our Partners, including granting authorised Personnel access to your premises, data, records and other material (and facilities to copy, if required) relevant to your access / use of the VETTING.com Solution, the Services and your use, storage and/or disclosure of Police History Information, and the subject matter of these Terms.

27.3 Subject to paragraph 27.4, we/our Partners shall provide you with at least three (3) Business Days' prior notice of any audit to be undertaken pursuant to this clause 27 and agree that the audit will be subject to your reasonable security requirements and will be conducted in such a way so as not to adversely impact your day-to-day business operations.

27.4 If VETTING.com or the relevant Government Agency believes, in their reasonable opinion, that there is a suspected or actual breach of applicable Laws, then the Parties agree to waive the notice requirements of three (3) days in paragraph 27.3.

27.5 Each Party must bear its own costs associated with any audit pursuant to this clause 27.

28. Dispute Resolution

28.1 The Parties agree to enter into good faith negotiations and use reasonable endeavours to resolve any potential or actual Dispute between them in a constructive and objective manner.

28.2 You agree to provide us or our nominee with any information or materials reasonably requested by us, in order to allow us to resolve any dispute between the Parties.

28.3 We agree that:

1. the Party claiming that there is a dispute will send the other Party a notice setting out the nature of the dispute ('Dispute Notice');
2. within 10 Business Days, the Parties will meet and will try to resolve the dispute through direct negotiation, including by referring the matter to persons who have the authority to intervene and direct some form of resolution.
3. if a dispute is not settled within ten (10) Business Days after the date of the Dispute Notice (or such later date as the parties may agree in writing), the Parties will, if mutually agreed, submit the Dispute to mediation administered by the IAMA in accordance with and subject to the Mediation Rules developed by IAMA. The mediator will be an independent person agreed between the parties or, failing agreement, a mediator will be appointed by the President of IAMA.
4. any mediation meetings and proceedings under this paragraph 28 must be held in Auckland, New Zealand.

29. General

29.1 The failure to insist upon strict performance of any of your obligations or to exercise any of the rights or remedies to which we are entitled under these Terms shall not constitute a waiver of such rights and shall not relieve you from compliance with such obligations. No waiver by us of any part of these Terms shall be effective unless it is expressly stated to be a waiver and is communicated to you in writing.

29.2 If any of the terms of these Terms are held to be invalid, unlawful or unenforceable, it will to that extent be severed from the remaining terms, conditions and provisions which will continue to be valid to the fullest extent permitted by law.

29.3 These Terms, together with any LEC and Services Agreement and/or Quote (and any document expressly referred to within these documents), represents the entire agreement between us in relation to the provision of the VETTING.com Solution and supersedes any prior agreement, understanding or arrangement between us.

29.4 You may only assign your rights under these terms and conditions with our prior written consent.

29.5 Termination of these terms and conditions will not prejudice any right of action or remedy which may have accrued to either party prior to such termination.

29.6 Neither party is liable for any failure to perform or delay in performing its obligations under these terms and conditions if that failure or delay is due to anything beyond that party's reasonable control. This clause does not apply to any obligation to pay money. The deadline for any obligation that is affected by the Force Majeure will be extended by a period equivalent to the period for which the Force Majeure has prevented that obligation being performed.

29.7 Each party must do, at its own expense, everything reasonably necessary (including executing documents) to give full effect to these terms and conditions and any transaction contemplated by it.

29.8 Any indemnity or any obligation of confidence under these terms and conditions is independent and survives termination of these terms and conditions. Any other term by its nature intended to survive termination of these terms and conditions survives termination of these Terms, including in particular, clauses 4.4 (Terms of Licence), 7 (Your obligations), 10 (IP ownership & licence), 11 (Fees & Payment), 16 (Data & Privacy), 20 (3rd Party websites), 21 (Confidential Information), 22 (Publicity), 23 (Disclaimer & Limitation of Liability), 24 (Indemnity), 27 (Audits), 29 (General) and 30 (Definitions).

29.9 These Terms do not create a relationship of employment, trust, agency or partnership between the parties.

29.10 Inrespect of our customers in New Zealand, these, these Terms are governed by the laws of New Zealand and each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of New Zealand. In respect of our customers in Australia and all other overseas jurisdictions, these Terms are governed by the laws of New South Wales, Australia and each party irrevocably and unconditionally submits to the non-exclusive jurisdiction of the courts of New South Wales, Australia.

30. Definitions

• Agency Check includes Police Checks, Police History Information, Visa Checks, Bankruptcy Checks, International Checks and any other check provided by VETTING.com from time to time in relation to an Applicant and any verification, document or data file containing Agency Information that VETTING.com provides to you in conducting the Services.
• Agency Information includes the information about an Applicant received by VETTING.com from a Government Agency or other Authorised Third Party in respect of an Agency Check.
• APP Entity has the same meaning given to the term in the Privacy Act 1988 (Cth).
• Applicant means a person in relation to whom you or a company seeks an Agency Check. In the context of some Agency Checks, an Applicant may be a body corporate.
• Applicant's Informed Consent means the Applicant's informed consent or authorisation given in the form (and accompanied by such supporting documents, information or evidence of identity) as prescribed by the relevant Government Agency or Authorised Third Party (as applicable). The Applicant's Informed Consent is given when the relevant prescribed consent form is completed, dated and signed (in physical or electronic format) by the Applicant; or, if the Applicant is under 18 years of age, completed, dated and signed by a parent or legal guardian.
• Authorised Third Party means a third party, other than a Government Agency, from which VETTING.com receives Agency Information in respect of a Agency Check.
• Bankruptcy Check means the document or data file that VETTING.com provides to you and others containing personal insolvency information received from, in relation to Australia, the Australian Financial Security Authority and, in relation to New Zealand and other jurisdictions, other relevant Government Agencies or authorised third parties, about an individual.
• Business Day means, in respect of our customers in New Zealand, a day on which banks are open for business excluding Saturdays, Sundays, the period commencing 25 December in a year and ending with 2 January in the following year and public holidays in Auckland, New Zealand and in all other cases, means a day in the State of New South Wales, Australia that is not a Saturday, a Sunday or a gazetted Public holiday in that State.
• Business Hours means the period between 9.00am and 5.00pm on a Business Day.
• Commonwealth means the Commonwealth of Australia.
• Confidential Information of a Disclosing Party means the following information, regardless of its form and whether the Receiving Party becomes aware of it before or after the date of these Terms;
  1. information that is by its nature confidential;
  2. information that is designated by the Disclosing Party as confidential; and
  3. information the Receiving Party knows, or ought to know, is confidential;
  4. all notes and other records prepared by the Receiving Party based on or incorporating information referred to in paragraph (a); and
  5. all copies of the information, notes and other records referred to in paragraphs (a) and (b), but excludes information that:
     1. the Receiving Party creates (whether alone or jointly with any third person) independently of the Disclosing Party; or
     2. is public knowledge (otherwise than as a result of a breach of confidentiality by the Receiving Party or any of its permitted disclosees).
• DHA means the Government Department of Home Affairs and any other government department which succeeds the DHA and assumes its functions and powers.
• Fees means that amount payable by you to us for the to use the VETTING.com Solution or receive the Services.
• Government Confidential Information means:
  1. is Police History Information
  2. is provided by, or originates from, a Government Agency or the Commonwealth and is by its nature confidential, including the name or contact details of any staff member or security information relating to the provision of the Service; or
  3. such other information that a Government Agency or VETTING.com specifies, in writing, is confidential.
• Governmental Agency means any governmental, semi-governmental or judicial entity or authority, in Australia, New Zealand or overseas, and including, DHA, Immigration New Zealand, NZ MOJ and NZ Police.
• Harmful Code means any virus, worm, trojan horse, trapdoor, software switch, time bomb, slicing routine, corruptive code, logic bomb, disabling code, disabling routine or expiration dates as these words are generally understood within the technology industry and any equivalent or similar corruptive mechanism.
• Immigration New Zealand means Immigration New Zealand and any other government department which succeeds Immigration New Zealand and assumes its functions and powers.
• Intellectual Property Rights means the current and future registered and unregistered rights comprised in:
  1. any patents, patentable invention, discoveries, copyright, rights in circuit layouts, designs, registered designs, trade and service marks, trade names and any right to have confidential information kept confidential;
  2. computer program material (including computer software computer object code, computer source code, user manuals, tables, charts, flow charts, programming manuals, algorithms, formulas, diagrams, plans, drawing techniques, data, data structures, logical ideas, concepts and processes);
  3. any application or right to apply for registration of any of the rights referred to in paragraph (a); and
  4. all rights of a similar nature to any of the rights in paragraphs (a) and (b) which may subsist anywhere in the world (including Australia and New Zealand).
• International Check means the document or data file that VETTING.com provides to you and others containing Agency Information received by VETTING.com from a Government Agency or other authorised third party located in a jurisdiction outside of Australia or New Zealand.
• Laws means all laws, rules and regulation in any jurisdiction, including (without limitation):
  1. the common law and equity;
  2. any applicable statute, regulation, by-law, ordinance or subordinate legislation (including the Privacy Laws) in force from time to time in New Zealand or Australia, whether made by the Commonwealth, a State, Territory or a local government, and includes the common law and rules of equity as applicable from time to time;
  3. any licence, permit, authorisation, accreditation, code of practice, code of conduct, order, direction or other requirement which is enforceable against you or VETTING.com (As the case may be) or which is issued under an instrument referred to in paragraph (b), and includes any amendment, change, update or replacement to any of them that may be implemented or take effect during the term of this Terms; and
  4. with respect to any International Check, anything specified in Sub-paragraphs (a), (b) or (c) of this definition applicable in the relevant overseas jurisdiction.
• NZ MOJ means the New Zealand Ministry of Justice.
• NZ CCH Check means the criminal conviction history check conducted by the NZ MOJ.
• NZ Police means the New Zealand Police.
• NZ Police Vetting Check means a check conducted by the New Zealand Police pursuant to the New Zealand Police Vetting Service which provides conviction history reports and other relevant non-convicted information for certain approved agencies.
• Personal Information means such information or an opinion in relation to the subject matter of this Agreement (including information or an opinion forming part of a database) whether true or not and whether in a material form or not about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion (or such other meaning that may be given to the term in the Privacy Laws).
• Personnel means officers, employees, agents and contractors, including representatives.
• Police Check means the document or data file that VETTING.com provides to you containing the relevant Police History Information.
• Police History Information means the information collected for the purposes of providing the Services, including in relation to New Zealand, information collected for the purposes of, and released as a part of, a NZ CCH Check or a NZ Police Vetting Check in relation to an Applicant.
• Privacy Laws means:
  1. in respect of Australia, the Privacy Act 1988 (Cth);
  2. in respect of New Zealand, the Privacy Act 2020 (including the industry codes and policies published by the New Zealand Privacy Commissioner);
  3. any modification or re-enactment or legislation enacted in substitution for the above legislation (or any part of them);
  4. any rules, regulations, rulings or statutory instruments issued under the above legislation, as amended or replaced from time to time; and
  5. any legislation (to the extent such legislation applies to you or us) from time to time in force in:
     1. Australia or New Zealand; and
     2. any other jurisdiction where the Services are provided, in each case, which relate to or affect the privacy, protection, collection, handling, storage, processing, use or disclosure of Personal Information, and includes any modification or re-enactment, substitution or re-issue of all, or any part of, or any provision of, such laws, rules, regulations, rulings or statutory instruments.
• Quote means a quote by prepared by us in relation to the supply by us of the VETTING.com Solution or the Services.
• Receiving Party means a party to these Terms who obtains Confidential Information of the other party to these Terms.
• Safeguards means practices that a professional organisation handling Personal Information would implement to appropriately protect that information, including those measures set out in Annexure A.
• Services means the services provided by VETTING.com to you under these Terms, including specifically the provision of Agency Checks.
• Vetting.com Systems means the software and systems used by us to deliver Services, including but not limited to VETTING.com.
• Visa Check means the document or data file that VETTING.com provides to you and others containing the relevant Visa Entitlement Information in relation to Australia or New Zealand (as applicable).
• Visa Entitlement Information means the visa status, work entitlement(s) and other information received from DHA, Immigration New Zealand or any other relevant Government Agency about an individual.

31. References to Certain General Terms

Unless the contrary intention appears, a reference in this Agreement to:

1. 'variations or replacement' - a document (including this Agreement) includes any variation or replacement of it;
2. 'singular includes plural' - the singular includes the plural and vice versa;
3. 'person' - the word "person" includes an individual, a firm, a body corporate, a partnership, a joint venture, an unincorporated body or association, or any Government Agency;
4. 'dollars' - in respect of New Zealand customers, New Zealand dollars, dollars, NZ$ or $ is a reference to the lawful currency of New Zealand and in respect of Australian customers, Australian dollars, dollars A$ or $ is a reference to the lawful currency of Australia;
5. 'calculation of time' - a period of time dating from a given day or the day of an act or event, is to be calculated exclusive of that day;
6. 'reference to a day' - a day is to be interpreted as the period of time commencing at midnight and ending 24 hours later;
7. 'next day' - if an act under this Agreement to be done by a party on or by a given day is done after 5.00pm AEST on that day, it is taken to be done on the next day.
8. 'meaning not limited' - the words "including", "for example" or "such as" when introducing an example, does not limit the meaning of the words to which the example relates to that example or examples of a similar kind;
9. 'time of day' - in respect of Australian customers, time is a reference to Sydney, Australia time, while in respect of New Zealand customers; and
10. 'reference to any thing' - any thing (including any amount) is a reference to the whole and each part of it.
11. 'headings' - Headings (including those in brackets at the beginning of paragraphs) are for convenience only and do not affect the interpretation of this Agreement.

Annexure A – Protection of Personal Information and Police History Information Safeguards

1. Introduction

You must implement the security management measures set out in this Annexure A to ensure against:

1. misuse, interference, loss, unauthorised access, modification or disclosure of Applicant's Personal Information;
2. unauthorised access to and use of the Services;
   1. unauthorised access to Police History Information in the Services Support National Police Checking Service Support System (NSS); And
   2. loss and unauthorised access, use, modification, or disclosure of Police History Information stored outside of NSS.

2. Information Security Policy

2.1 You must develop, document and maintain an Information Security Policy (Policy) that clearly describes how you protect information, which is supported by your senior management and be structured to include any legal framework relevant to the Policy and this Agreement.

2.2 The Policy must include adequate details on how it is enforced through physical, technical and administrative controls, including details on:

1. the type or class of information that the Policy applies;
2. how Personal Information is held and information security roles and responsibilities relating to the Services;
3. security clearance requirements and its Personnel's responsibilities;
4. configuration and change control;
5. technical access controls and staff training;
6. networking and connections to other systems;
7. physical security (including media security); and
8. incident management.

3. Technical Access

Your IT environment must be secured in accordance with the Policy and should:

1. be protected by appropriately configured gateway environment (including firewalls);
2. include technical access controls protecting any Police Checks and Police History Information stored electronically outside of NSS, for example, restricted file system permissions; and
3. maintain a static IP address to avail web services (if applicable).

4. Technical Infrastructure

4.1 Workstations and server infrastructure involved in the storage of Police Checks, Police History Information and relevant Personal Information should be secured in accordance with the Policy and should:

1. run current and patched operating systems;
2. run current and patched software, including browsers (N-1 on browsers is acceptable providing patching is maintained);
3. have anti-virus software application installed up-to-date virus definition files; and
4. run application whitelisting software (desirable).

4.2 Administrative or privileged access to infrastructure is to be minimised and only used when an administrative function is required.

5. Digital Certificates

Digital certificates used in the connection to receipt of the Services must be managed securely and ensure:

1. certificates are not distributed beyond that required for connection;
2. certificates are only installed on your corporate infrastructure (certificates must not be installed on home or personal computers); and
3. passwords relating to certificates are securely stored.

6. Password policy

System accounts / folders that are involved in the storage of Police Checks and Police History Information should be subject to a password policy that sets out:

1. no less than 10 character passwords including a minimum of one numerical and one upper case character;
2. password reset cycle no longer than 90 days;
3. users to select strong passwords (avoid dictionary words);
4. ensure unused accounts are disabled and removed; and
5. computers lock after 15 minutes of inactivity.

7. Training

Your Personnel involved in storage of Police History Information and Personal Information must be provided with the information security awareness training related to:

1. their responsibilities as defined in the Policy;
2. what constitutes authorised access to information; and
3. their obligations with regard to reporting of information security issues or incidents.

8. Incident Management

Any information security issues or incidents must be reported immediately (and within 24 hours of becoming aware of the issue or incident) to VETTING.com. This includes, but is not limited to, loss or compromise of digital certificates or associated passwords.

Date of Last Review: 19 March 2024