Translators Family’s General Terms and Conditions

1. Introduction

These Terms and Conditions govern the provision of translation, interpreting, revision, review, proofreading, desktop publishing (DTP), and other related services (hereinafter referred to as the “Services”) provided by Translators Family to its clients (hereinafter referred to as the “Client”). By engaging with Translators Family for the Services, the Client agrees to these Terms and Conditions.

Definitions
Translators Family: Refers to the language service provider offering translation, interpreting, revision, review, proofreading, desktop publishing (DTP), and other related linguistic services to its clients. Translators Family has two separate business entities: Translators Family UK and Translators Family Poland. Client can choose which entity to work with. Otherwise, Translators Family provides the bank details or PayPal of the business entity at its own discretion. The payment method and/or invoice identify which entity is responsible for the Work.

Client: Any individual, company, or entity that engages Translators Family for the provision of the Services as defined herein.

Services: The translation, interpreting, revision, review, proofreading, desktop publishing (DTP), and any other related services provided by Translators Family to the Client, as mutually agreed upon in writing through electronic correspondence or other means of communication.
Work: Any work commenced by Translators Family to deliver the Services required by the Client.

Confidential Information: Any information disclosed by one party to the other, in any form, including but not limited to technological, technical, legal, financial, organisational, or commercially valuable information, as well as personal data, that is not publicly known and is subject to confidentiality provisions as outlined herein.

Electronic Correspondence: Communication between Translators Family and the Client that occurs via email or any other electronic means, used for the purpose of defining the scope of Services, delivery timelines, fees, and any other relevant details pertaining to the provision of the Services.

Intellectual Property Rights: Rights granted to the creators of original works, including copyrights, trademarks, patents, and trade secrets, pertaining to the translated content delivered by Translators Family to the Client.

Payment Terms: The conditions under which the Client agrees to pay Translators Family for the Services rendered, including the currency, amount, and deadlines for such payments.

Quality Assurance: The commitment by Translators Family to ensure that all Services provided meet the highest standards of quality, accuracy, and professionalism, in accordance with industry standards and specific requirements set forth by the Client.

Deadline: The agreed-upon date or time by which the Services are to be completed and delivered by Translators Family to the Client.

Deliverables: The final products or outcomes of the Services provided by Translators Family, including but not limited to translated documents, interpreted content, and any other materials produced as a result of the Services.

GDPR (General Data Protection Regulation): A regulation in EU law on data protection and privacy in the European Union and the European Economic Area, which also addresses the transfer of personal data outside the EU and EEA areas.

DPA (Data Protection Act) 2018: The United Kingdom’s implementation of the GDPR, which governs the processing of personal data within the UK.

Force Majeure: Unforeseeable circumstances that prevent someone from fulfilling a contract, including natural disasters, war, or other acts of God, which may excuse a party from its obligations under these Terms and Conditions for the duration of such events.

2. Scope of Services

2.1. Translators Family agrees to provide the Services as mutually agreed upon in writing through electronic correspondence, including any specific projects, language combinations, subject matter, fees, and other relevant details.
2.2. Services shall be performed based on the written request of the Client and may include translation, interpreting, revision, review, proofreading, desktop publishing (DTP), and other related services as defined in the electronic correspondence.
2.3. The Parties shall mutually agree upon the scope of services before commencing any Work.
2.4. Translators Family reserves the right to decline a Work offer due to lack of capacity or any other reasonable grounds.

 

3. Confidentiality

3.1. All information received from the Client shall be treated as confidential. Translators Family commits not to disclose or use such information except for the purpose of fulfilling the Services hereunder.
3.2. Confidential Information excludes information that is publicly available, already known to Translators Family, received from a third party, or independently developed without access to the Client’s Confidential Information.
3.3. Translators Family shall comply with all applicable data protection laws, including the GDPR and DPA 2018, in handling personal data.

 

4. Intellectual Property Rights

4.1. All intellectual property rights in the translated content shall be owned exclusively by the Client upon delivery.
4.2. Translators Family acknowledges that it shall not retain any rights, title, or interest in the translated content or any part thereof, except as necessary to perform the Services.

 

5. How Translators Family Calculates the Cost of Translation

5.1. Translation costs are determined by the number of words in the source text. To provide an exact quote, we require a review of the content to be translated, as the cost is influenced by factors such as the language combinations, document type, subject matter, and specific requirements including specialisation level, repetition, urgency, and formatting needs.
5.2. For small occasional jobs Translators Family applies a minimum fee which is provided in the offer to the Client.
5.3. The cost of interpreting and other services is usually calculated by hour or a block of hours. The number of hours and the rates are agreed between Translators Family and Client in writing.
5.4. Translators Family’s quotes are valid for 30 days from issuance.
5.5. For ongoing and large projects, Translators Family offers a more cost-effective solution through membership packages. The membership packages terms and conditions are described in the customised proposal provided by Translators Family to the Client.

 

6. Booking Conditions for Phone, On-site, or Remote Interpreting

6.1. To ensure the availability of interpreters for interpreting services, Translators Family requires booking requests to be made via email or phone call at least 2 days prior to the scheduled call.

6.2. The booking request should include details about the language combination, date and time of the call, a brief description of the call topic, and any materials that can aid in preparation. While Translators Family accepts later bookings, availability may be more limited.

 

7. Cancellation and Postponement

7.1. In the event that the Client cancels any commissioned Work for any reason, the Client will be responsible for the payment of all Work completed up to the point of cancellation. Additionally, the Client will cover any costs and expenses incurred by Translators Family as a result of the cancellation.
7.2. Should the Client decide to suspend or postpone any commissioned Work, the Client is obliged to pay for all Work that has been completed up to the point of suspension or postponement. This includes covering any costs and expenses that arise due to the suspension or postponement of the Work.
7.3. The termination of contract, for any reason, will not affect any rights or remedies that have accrued to either Translators Family or the Client prior to the termination. This ensures that both parties retain their entitled protections and obligations up until the point of contract termination.

 

8. Cancellation Policy for Interpreting

8.1.Cancellation made 10 days before the interpreting job will incur a charge of 50% of the interpreting cost.
8.2. Cancellation 3-1 days before or on the day of the interpreting job will incur a charge of 100% of the interpreting cost.

 

9. Payment Terms and Conditions

9.1. Payments shall be made in pounds sterling in the UK or EUR/USD/PLN in Poland, unless otherwise agreed.
9.2. The payment terms are discussed individually with the Client and are shown on the invoices issued by Translators Family.
9.3. Translators Family in the UK does not add VAT, but this may change in the future. Translators Family will inform the Client 30 days before any changes take effect.
9.4. Translators Family in Poland adds 23% VAT to their prices.

 

10. Quality Assurance

10.1. Translators Family guarantees that all Services provided will meet the highest standards of quality and accuracy in accordance with industry standards, including ISO 17100:2015 for the projects where appropriate Services were ordered.
10.2. If the Client deems the work unsatisfactory, Translators Family shall take immediate corrective action to meet the required standards.

 

11. Deadlines and Deliverables

11.1. Translators Family commits to delivering all Services within the agreed timelines.
11.2. In case of anticipated delays, Translators Family shall notify the Client promptly and provide a revised timeline for completion.

 

12. Termination

12.1. This Contract may be terminated immediately by either party upon written notice.
12.2. Termination shall not affect accrued rights or obligations prior to the termination date.

 

13. Liability and Indemnification

13.1. Translators Family’s liability for losses caused by negligence, fraud, or willful default is limited to the fee of the Work in question.
13.2. Translators Family is not liable for breaches resulting from circumstances beyond its reasonable control.

 

14. Governing Law and Jurisdiction

14.1. This Contract shall be governed and interpreted in accordance with the law of Scotland in case of the Work with Translators Family UK or in accordance with the law of Poland in case of the Work with Translators Family Poland. The relevant business entity is shown on the invoice issued by Translators Family and the business account which is used to receive the payment from the Client.
14.2. The Parties hereby submit to the jurisdiction of the courts of Scotland or Poland for any disputes arising out of or in connection herewith.

By using the services of Translators Family, the Client acknowledges and agrees to abide by the terms and conditions outlined herein