Capital Link Services

Terms & Conditions and Disclaimer

Application requirements and fees for Passports, Visas, Document Legalisation & Police Clearances are not in the control of CLS Capital Link Services Pty Ltd and are subject to change without notice.  Changes may include, but are not limited to, changes in embassy consular fees, processing procedures, application forms and documentation required for visa issuance.  CLS Capital Link Services Pty Ltd is not responsible for changes in application requirements or fees or for any loss or delay relating to such changes.
Completed passports, visas & documents are normally sent by DHL, TNT, StarTrack, Platinum Express Post or QANTAS Freight and are subject to the terms and conditions set by these companies.  CLS Capital Link Services Pty Ltd is not responsible for any loss or delays incurred for shipments consigned to these delivery services.

CLS undertakes the processing of all applications upon receipt of the application and payment of the required fee.  No refund of any part of the fee paid is repayable after it is received by CLS, subject only to any provision to the contrary in these Terms and Conditions.

We stand by our service 100%.  If we fail to meet our commitment of service to you, we will refund 100% of your service fee. Refunds of CLS Capital Link Services Pty Ltd Service fee will not be given if the client has changed their mind, insisted on having the service provided in a particular way against CLS Capital Link Services Pty Ltd advice or Failed to clearly explain their needs as per the ACCC Regulations. We cannot be held responsible for actions or delays caused by any foreign embassies, consulates or third-party services such as couriers or other delivery services. This guarantee does not cover damages and is limited to the refund of our service fee.

CLS Capital Link Services Pty Ltd is not responsible for damages resulting from incorrect information from applicants or errors caused by applicants.       

CLS Capital Link Services Pty Ltd, liability for processing delays, loss, damages whether direct, incidental, special or consequential including but not limited to the loss of profit or income regardless of whether CLS Capital Link Services Pty Ltd, may have had knowledge that such damages may be incurred is limited to the amount of service fee paid to CLS Capital Link Services Pty Ltd.

CLS Capital Link Services Pty Ltd, liability for damage to or loss of the passport, visa or other documents caused by CLS Capital Link Services Pty Ltd, is limited to the cost of replacement or $200.00 whichever less is. 

Customer acknowledges and agrees that CLS Capital Link Services Pty Ltd., will not be liable or responsible for any damage, loss or delay caused by third parties, delivery companies or events beyond the control of CLS Capital Link Services Pty Ltd including but not limited to civil commotions, Acts of God, war, terrorist acts, strikes, embassy closure, acts or omissions of public authorities, agencies, consular offices and consular officials.

Customer acknowledges and agrees that embassy consular officials and other agencies may request customer to provide additional documentation or may request revised documentation.  Customer also acknowledges and agrees that the official responsible for the issuance of the passport or visa may not give a reason for the denial of the passport or visa.  Customer acknowledges and agrees that CLS Capital Link Services Pty Ltd is not responsible for the inaction or action of those officials. 

All quotes of processing times are approximate.  Processing time cannot be guaranteed and the processing time quotes cannot and should not be relied upon. 

Passport and Visa requirements are established by each country and are subject to change without notice.  CLS Capital Link Services Pty Ltd provides the best possible information available but cannot guarantee that the information provided is the most current and complete.

CLS Capital Link Services Pty Ltd in its sole and absolute discretion may refuse to process any passport, visa or other document.

CLS Capital Link Services Pty Ltd ensures that our client’s privacy is a boundary that will not be crossed at all times and will comply with their obligations under the Privacy Act 1988 (Cth)

CLS Capital Link Services Pty Ltd ensures at all times to keep confidential any information provided to CLS, including personal information.

Passports and Visas should first be secured and in customer's possession prior to customer purchasing non-refundable tickets or reservations. 

Customer's act of transmitting the application to CLS Capital Link Services Pty Ltd is customer's acceptance of the above stated terms and conditions.

Privacy

Statement of Confidentiality and Privacy Policy

Capital Link Services is committed to the privacy of our clients and our staff, and to the professional conduct of its staff in relation to confidentiality and privacy. We aim to achieve this by:

·         Ensuring that staff are aware of the confidentiality and privacy policy before they start work, and understand their responsibilities in relation to the policy

·         Ensuring that information is collected, stored, used and disclosed in accordance with legislative requirements and the privacy and confidentiality of its staff and clients

·         Providing a channel to report breaches of the policy

·         Ensuring that breaches of the policy are identified and resolved quickly and effectively

        ·         Ensuring that that the policy is reviewed and updated as required.

Responsibilities

It is everyone’s responsibility (management, employees, contractors and subcontractors) to ensure that information about clients, the company and colleagues is not discussed or made public without written permission from the management, and/or the affected party. This section describes the responsibility of each stakeholder.

Employer

Capital Link Services is responsible for:

·         Ensuring that all employees are aware of, and understand, the Privacy and Confidentiality Policy and their responsibilities in relation to the policy

·         Investigating and resolving breaches of the policy

·         Ensuring that the way in which information is collected, stored, used and disclosed is in accordance with legislative requirements and the privacy and confidentiality of its staff and clients

·         Regularly review the policy and updating it where required.

Employees

Capital Link Services employees have a responsibility to:

·         Read and understand the Capital Link Services Privacy and Confidentiality policies, and any client-specific policy in place at the client site

·         Comply with the Privacy and Confidentiality policies in place to ensure the privacy and confidentiality of its staff and clients

·         Report known breaches of the policy.

Categories of Affected Party

Client Confidentiality

When performing their duties for Capital Link Services, employees will inevitably witness, hear or read information about the client that would have some form of consequences if made public.  Information will also be collected about the client for the purpose of carrying out normal business process, such as processing invoices and payments.  It is the policy of Capital Link Services that any such information or incident is kept private.  Information may include, but is not limited to:

·         Financial information

·         Legal information

·         Business plans and strategies

·         Customers and relationships

·         Employee information

·         Specific incidents or behaviour of the client and its employees or guests

·         Photographs, video or audio captured of the client and its employees or guests

If any such information is made known outside of Capital Link Services, it will be a breach of this policy and those responsible will be subject to disciplinary and/or legal action.

Any information provided to Capital Link Services by the client, such as testimonials or other identifying information, will not be used by Capital Link Services without the permission of the client.

Applicant Confidentiality

When using our secure, online Capital Link Services portal, applicants may have to provide information that may include, but is not limited to:

·         Personal details such as name address and date of birth

·         Passport type and number

·         Name of government organisation who has authorised travel

·         Occupation or position held

·         Country/ies or territory/ies they will be visiting

·         The purpose of their trip

·         Arrival and departure dates

If any such information is made known outside of Capital Link Services, it will be a breach of this policy and those responsible will be subject to disciplinary and/or legal action.

Any information provided to Capital Link Services by the applicant, will not be used by Capital Link Services without the permission of the applicant.

Company Confidentiality

Capital Link Services has the right to keep its own confidential information from being widely discussed or made public.  Information may include, but is not limited to:

·         Financial information

·         Legal information

·         Pay rates and charge out rates

·         Customer list and relationships

·         Business or marketing plans and strategies

 

If any such information is made known outside of Capital Link Services without the prior consent of Capital Link Services management, it will be a breach of this policy and those responsible will be subject to disciplinary and/or legal action.

Employee Confidentiality

Capital Link Services collects information about employees for the purpose of carrying out normal business process, such as processing wages and conducting confidential reviews.  This data collection is only done with the consent of the employee.  Current and former Capital Link Services employees should be confident that their personal information will not be shared within the company (aside from the normal course of operation) or made public.  Information may include, but is not limited to:

·         Contact details

·         Bank details

·         Employment history

·         Previous or current disciplinary action

·         Previous or current claims or reports of the policy breaches of others

·         Performance reviews

·         Medical information

·         Pay rates

Every effort will be made to ensure that this information is only used for the purpose for which it was originally collected, with the consent of the employee, and is stored securely. If any such information is made known outside of Capital Link Services without consent, it will be a breach of this policy and those responsible will be subject to disciplinary and/or legal action.

Data Security and Storage

It is the responsibility of Capital Link Services to ensure that confidential information is stored securely, and only those who require access for the purpose for it was originally collected, with consent, can access that information.

Printed material containing confidential information is also stored securely with restricted access.  When it is no longer required, this material will be securely shredded or otherwise destroyed.

Digital Security

The Capital Link Services portal utilises a GeoTrust SSL certificate encrypted at 256bits, ensuring a constant level of encrypted data, and is housed in a secure server situated in a highly secure data centre.

Data Security

The Capital Link Services system is housed in a secure server situated at the RackSpace Sydney Datacentre. The RackSpace data centre is engineered to the first-class standards required to support the highest level of accredited security and availability for mission critical application hosting, IT infrastructure and intellectual assets.  

Physical Security

The Capital Link Services premises has been equipped to meet internationally recognised facility security standards. Capital Link Services currently holds a Transport Asset Protection Association Facility Security Requirement (TAPA FSR) Classification C.

The Capital Link Services premises is secured to a standard which ensures that documents and relevant articles are safe from theft or damage by forced entry.

 Reporting Policy Breaches

Capital Link Services has a responsibility to provide a channel to report breaches of this policy to management, and to investigate and resolve these breaches quickly and confidentially. 

Breaches should be reported to Capital Link Services management in person, or written via email, fax or letter.

All reports must be made in good faith; if the report is found to be fraudulent or constitutes groundless harassment of another person, this may be subject to disciplinary action. 

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