Definitions

Updated Words – Translation team of which the Translator is a member.

Translator – the professional who provides the Translation or other translation-related service

Client – Individual or company who commissions the translation or other translation-related Service

Service/Translation – translation or other related translation services

Source material – all documents, either in digital or physical format, provided by the “Client” to be translated

Source language – language in which the “source material” is written

Target language – language into which the “source material” will be translated to

Quote – Document provided by the “translator” containing the price and duration of the “service”

Invoice – Final document provided by the “translator” containing the price of “service”, bank details for payment

Duration of service – timeframe set by the “translator” to the completion of service

Approval – written note provided by the “client”, in the form of an email or other, accepting the terms of the “Quote” and these Terms & Conditions.

Business days – weekdays, except public holidays

Overall

This document sets out the rules and regulations that govern the Updated Words team. Updated Words is a team of independent translators and should not be deemed to be a Company. The Client contacts our members individually and if they chose to contact the team through the general email address, they will be referred to the best suitable Translator to fulfil their requirements.

The Client shall be served a copy of this document together with the Quote for the Service required. Service will start upon Approval of the Quote for the Service to be provided and these Terms & Conditions. Non-approval of one or both will cause the Service to be refused by the Translator. The Approval of these Terms & Conditions presumes the document was read and understood by the Client and Updated Words or its members are not responsible for any misinterpretation or failure to read the document.

Code of Conduct

1       All our members comply with a code of conduct set by the bodies they are affiliated with or the country of their residence. These codes of conduct will set out the rules that govern all language professionals under their jurisdiction. Updated Words complies with AUSIT Code of Ethics and Chartered Institute of Linguists Code of Professional Conduct.  Breaches of this code may be reported to the respective bodies.

Authenticity or Legality of the Source material

2       The Translator does not guarantee the authenticity or legality of the Source Material. The translator shall not be responsible for any misuse of the Translation by the Client. The Translator reserves the right to refuse Service if the Translator deems it to be part of any illegal activity.

Copyright

3       The Translator accepts the Translation on the understanding that the performance of his Service will not infringe any third-party rights. The Client must ensure the Translator is not liable for any copyright or Intellectual Property Rights infringement claims. The Client shall also ensure the Translation is not liable for any legal action as a result of the content of the Source Material and Translation.

Confidentiality

4       As set in the Code of Conduct mentioned herein, all information obtained by the Translator to carry out the Service is private and confidential. The Translator shall not disclose any such information to a third party, unless if it’s required by Law.

Quote

5       The Client shall provide the Translator with Source Material for quoting. The Quote is to be prepared according to the type of document, size and complexity. The price shall be set according to Price List provided at Updated Words Official Website. The Quote should also set the Duration of Service.

Quote approval

6       After being served with the Quote, the Client shall notify the Translator of the Approval of the Quote and these Terms and Conditions. That notification must be done in writing and it should mention that both documents are approved by the Client.  No Service will commence without the approval of both the Quote and these Terms & Conditions.

Approval sets delivery date

7       Once the Quote and these Terms & Conditions are approved, the delivery date is set according to the Duration of Service specified therein. Service is set to start immediately after Approval, or otherwise when agreed by both parties.

Business Day

8       Each member sets their business hours. These must be available at the member’s profile page. The Team’s business days are set as from Monday to Friday, except Public holidays. The Translator may not work all Business Days, please refer to their professional profile. The Translator may work out of his regular business hours if they think fit.  Please refer to Clause 9 and 10 herein.

Urgent Work

9       The Client may require urgent work. In that case, the Client will incur in a 10% surcharge due to urgency. Business days will be maintained unless agreed otherwise. The urgency is subject to the Translator’s availability.

Extra Time

10     The Client may require the translator to work extra hours. If that is agreed between the two parties, the Translator will work out of their business hours. A 50% surcharge will be charged in that case. The Translator reserves the right to refuse working extra hours.

Delivery Time

11     Service will be completed and delivered according to the duration of Service shown in the Quote.

Failure to meet the delivery date

12     If for any reason the Translator is unable to meet the delivery date, the Translator should notify the Client in writing of that delay. The Translator should then take 10% off the agreed price, if it’s proven the delay was the Translator’s responsibility.

Changes and alterations

13     The Quote shall be prepared based on the first Source Material sent to the Translator (original). If the Client needs the Source Material to be modified in any way, the Client should notify the Translator and submit the alterations to be quoted. The new Quote should be done according to clause 5 of these Terms & Conditions. The new Quote will be added to the price set on the first Quote. The Translator will set a new delivery time due to the alterations proposed.

Cancellations and Refunds

14     If the Service is Approved by the Client and subsequently cancelled, the Client shall pay the full amount contracted for that Service. The Translator is not liable for any refund or compensation due to that cancellation.

Certified Translations

15     According to Australian Law, certified translations can be done by a NAATI Certified Professional. The Translation is made based on the Source Material provided by the Client which will then be certified with the stamp and signature of the Translator. A copy of the Source Material will be printed out on the reverse page and will also be stamped and signed. Any alterations made to the original without the Translator’s knowledge won’t be certified and the Translator is not responsible for any damages resulting from any such alterations. Certified translations must be done according to the legislation of the Translator’s Country of residence. The Client must notify the Translator if they require the Translation to be certified. The Translator must be a Member of NAATI (or equivalent) to be capable of certifying translations. If the Translator incurs in any payments regarding the certification of a Translation, the Translator should charge the Client for that amount, upon presentation of a copy of the receipt.

Duplicate Certified Translations

16     The Client may require a duplicate of the translated document to be printed and certified. In this case, the Client will pay a surcharge for printing and certification services. This surcharge is set according to the size of the Translation, and it is set as follows; 5% for documents up to 20 pages, 10% for documents between 20 and 50 pages and 25% for documents containing more than 50 pages.

Postage Fee

17     The Translator may be required to post a certified translation from time to time. The Translation will be sent by registered express post and the tracking number shall be sent to the Client. The Client will be charged an $8.85 postage fee (Australia only). For Clients overseas, the fee will be charged upon presentation of a copy of the receipt or receipts with all charges incurred by the Translator, as per Clause 15 of these Terms & Conditions.

Internet Disruption

18     Updated Words is not responsible for any delays due to problems regarding Internet servers and email providers. If the Client fails to receive a document due to technical problems on the email providers, the Translator is not liable for any compensation.

Payment

19     Payment should be made in the method agreed between the parties. The Translator shall send the Invoice to the Client containing the payment details. For a new client, payment shall be done upon completion of Service. For existing clients, payment terms are 7 days after the date of the Invoice. The Client shall notify the Translator once payment is done, providing a copy of the transaction details.

19.1 Late Payments

After 7 days after an Invoice is overdue, the Translator will notify the Client of the overdue Invoice, by sending an email with the account statement. Late payments will incur in a 30% surcharge. If the Client does not pay the Invoice after 3 payment reminder emails, the surcharge will apply.  

19.2 Deposits

For bigger Translations (books and documents bigger than 150 pages), a 10% Deposit will be required to be paid upon Quote Approval. This amount will be deducted from the total price in the Invoice for that particular Service. In this case, work will not commence until prove of deposit payment is received.

Taxes

20     Taxes will be charged if required, pursuant to the Law of the translator’s country of residence.

Law and Jurisdiction

21    These Terms & Conditions shall be governed by and construed in accordance with the Law of the Country of residence of the Translator.