Obligations of the Licensee
Once an organisation has successfully received certification from Halal Conformity Services (HCS), there are certain obligations the certificate receiving organisation (licensee) must comply with. An adherence to these obligations will help facilitate a compliance to the HCS SOP as well as the SOP of the importing countries, along with provide the basis for a productive and prolonged working relationship. Those obligations are available below:
1 – AUDITING
This is in accordance with the requirements of clause 9.2.3 of GSO 2055-2, clause 9.2.3 of UAE.S 2055- 2, clause 9.2.3 of OIC/SMIIC 2 and the New Zealand Export Halal Scheme (NZEHS).
- The licensee will aid in facilitating and permitting HCS to observe their sites with regular scheduled auditing.
- The licensee will consistently update and organise their documentation in order to allow HCS to survey their documentation upon auditing.
- If any non-conformances or non-compliant findings are identified, the licensee is to rectify them in a swift manner, whilst also providing proof that there has been a rectification to HCS.
- During the audit, the HCS auditors have freewill regarding where they want to observe, and are independent in their choices.
2 – IMAGING AND THE USE OF THE HCS MARK, LOGO AND ISSUED HALAL CERTIFICATES
This is in accordance with the requirements of clause 4.1.3 of ISO 17065, and clause 8.4 of GSO 2055-2, clause 8.4 of UAE.S 2055- 2, and clause 8.4 of OIC/SMIIC 2.
- The licensee is to not use the HCS mark, logo or Halal Certificates unless authorised. Furthermore, they may only be used for its specified use and scope.
- The licensee is not permitted to outsource the HCS mark, logo or Halal certificates to any other 3rd party that is not mentioned in the certificate.
- If the Halal Certificate is expired, the licensee is not allowed to continue with functioning use or display of the certificate and return the expired documentation to HCS if requested.
- The licensee is not to tamper with the Halal Certificate of HCS.
HCS client site Halal certificates clearly state: “The certificate is valid for this address only”. Furthermore, also stating: “This certificate is not transferable and shall not be used in another premise”.
The site Halal certificates of HCS clients have QR codes for verification. When the QR code is scanned, if the page says the certificate is Valid & Current in green, the certificate can be accepted. However, if the QR code on the certificate cannot be read or says it is either expired, suspended, withdrawn or cancelled, you are required to contact email@example.com
Therefore, the breach, misuse or violating the HCS Site Halal certificate and HCS mark and the agreement between HCS and its clients is prohibited. If a third party is to display HCS Halal certificates which are specific to clients and the explicitly stated address without written approval from HCS, it will result in legal action being taken.
Any unauthorised entity displaying the HCS site Halal certificate or any other documents which contain the HCS Halal mark, HCS common seal stamp, HCS company Logo and HCS signatures belonging to HCS official’s is unlawful and HCS has the right to take legal action. A HCS lawsuit for this misuse can result in HCS seeking compensation of $500,0000 (five hundred thousand New Zealand dollars) or more, depending on the breach and the damage that has been inflicted on HCS.
The HCS Halal mark is below, and a client must agree with the HCS Halal mark’s terms and conditions.
3 – FEE STRUCTURE
- The licensee and HCS will agree on a fee structure once HCS have deemed the applicant’s Halal operations to be compliant with the Halal requirements of the MPI Halal Notice 2010, importing countries and HCS Standard Operating Procedure (SOP). Once the details are agreed upon, the licensee must uphold their obligation regarding providing payment, invoicing and any documentation that is related to fees on time.
4 – COMMUNICATION
- The licensee is to ensure regular communication with HCS regarding any queries, requests or observations.
- The licensee is to not disclose any HCS communication to a 3rd party, unless authorised.
5 – MAINTENANCE OF THE HALAL CERTIFICATE
- A licensee must comply with the requirements set by the MPI Halal requirements, Importing countries and HCS SOP without fail. Importing countries have specific standards, they will be provided to the licensee.
- The licensee must become familiar with and comply with all requirements in the New Zealand Export Halal Scheme (NZEHS)
6 – HCS HALAL CERTIFCATE SUSPENSION OR CANCELLATION
This is in accordance with the requirements of clauses 9.6 & 9.1.3 of GSO 2055-2 along with clauses 9.6 and 9.1.3 of UAE.S 2055- 2. Also, clause 7.11 of ISO 17065 and clauses 3.8 and 9.6 of OIC/SMIIC 2.
In the circumstance that a licensee’s HCS Halal certificate has been suspended, cancelled, or there has been a reduction to the scope, HCS will provide a letter in writing.
The licensee shall immediately do the following:
- Stop the supply of all goods or services.
- Adopt appropriate measures to modify goods or services before supply to customers.
- Modify or destroy existing materials or goods.
- inform public about the Halal status of their products.
- Stop using HCS Halal certificate/mark in their circulars and advertisements.
- Swiftly implement a goods recall procedure.
- Cease to use any promotional or advertising material showing it has HCS Halal certification including Halal mark or logo.
7 – CHANGES TO HALAL SCOPE
This is in accordance with the requirements of clause 7.10.2 of ISO, clause 9.6 OIC/SMIIC 2, clause 9.6 of UAE.S 2055- 2, and clause 9.6 of GSO 2055-2.
- In the event that that a licensee has made a change to their HCS Halal scope, whether it be a reduction or addition, they must notify HCS in writing beforehand. Any changes that are made without the approval of HCS will be nulled, and HCS will begin corrective procedures.
Changes to details:
- If a licensee’s management or stakeholders have changed, they must inform HCS.
- If a licensee’s address, location, or contact details have changed, they must inform HCS.