How data services engagements with CAQA Data are proposed, scoped, delivered, invoiced, varied and cancelled.
These Client Engagement Terms apply to data services arranged through CAQA Data, part of CAQA Groups and Career Calling International Pty Ltd (ABN 53 162 651 238). Client work is performed under an agreed proposal, quote, service agreement, retainer or written scope. The scope will identify the deliverables, assumptions, client responsibilities, fees, payment terms, timelines and review process. Clients are responsible for providing accurate, complete and timely information. Work outside the agreed scope may require a variation, additional fee or revised timeline.
After an enquiry through this website or by phone or email, we discuss your needs and issue a written proposal or quote. A proposal remains open for the period stated on it and an engagement commences only when you accept in writing. If the priced scope depends on assumptions about your data - for example record volumes, system versions or the state of source data - those assumptions are stated in the proposal, and material differences discovered during the work are handled as variations.
Typical engagements cover AVETMISS validation and lodgement support, USI data support, data cleaning and deduplication, student management and learning management system migrations, funding and claims data preparation, data quality programs, reporting packs and custom data projects. Each engagement's deliverables are listed in its scope, and every engagement ends with documentation of what was done, so improvements can be sustained by your team.
Clients agree to provide source data and system access through the agreed secure channel, respond to queries and review requests within reasonable timeframes, nominate a contact authorised to make decisions about the data, maintain backups of source systems before migrations or bulk corrections begin, and review and approve deliverables before any submission is made to a regulator or funding body. Delays in providing data or approvals may extend timelines and, where significant, may be treated as a variation.
No payments are taken through this website: it has no checkout, cart or stored payment facility. Fees are quoted in the proposal as fixed fees, staged payments or a retainer, and are invoiced under the agreed engagement with payment terms stated on each invoice. Unless the proposal says otherwise, invoices are payable within the stated terms and work may be paused where invoices remain unpaid after reasonable notice.
Either party may cancel or postpone an engagement by written notice as provided in the proposal. Where a client cancels, fees are payable for work performed and non-recoverable commitments made up to the effective date of cancellation, and any unused prepaid amounts beyond that are returned. Where we are unable to proceed with an engagement, we will tell you promptly and refund prepaid fees for work not performed. Nothing in these terms limits rights that may apply under the Australian Consumer Law.
Requests that fall outside the agreed scope - additional collections, extra systems, expanded record volumes or new deliverables - are quoted as variations before the additional work begins. We do not bill for out-of-scope work you have not approved.
Timelines in a proposal are set with reporting deadlines in mind and assume the stated client responsibilities are met. Deliverables include the number of review rounds stated in the scope; further rounds can be added by variation. Where a fixed external deadline such as a collection cut-off is at risk, we will tell you as early as possible and agree how to proceed.
All engagements are performed under our Confidentiality policy and our Data Processing and Security Notice, which cover secure transfer, access controls, and the return and deletion of your data at completion. These documents form part of our standard engagement framework alongside the written scope.
Our work improves the quality and defensibility of your data; it does not decide regulatory outcomes. Responsibility for source-data accuracy, submission authorisation and regulatory reporting obligations remains with your organisation, as explained in our AVETMISS Disclaimer.
If you are unhappy with any aspect of an engagement, raise it with your engagement contact first; most issues are resolved quickly at that level. Unresolved concerns can be escalated in writing to info@caqa.com.au and will be reviewed by a senior member of the team, with a response provided within ten business days.
To scope an engagement or ask about these terms, reach us through our contact page, by email to info@caqa.com.au, by phone on 1800 266 160, or by mail to 2/10 Lawn Court, Craigieburn, Victoria 3064.
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