Definitions

Updated Words – Translation Team, of which the Translator/Copywriter/Service Provider is a member. Trading Name of the Translator/Copywriter/Service Provider.

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

Copywriter – The professional who provides the Copywriting service

Service Provider – The professional who provides a Service

Client – Individual or company that commissions the Translation or another  Service

Service/Translation – Translation Service or other 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

Quote – Document provided by the Translator/Copywriter/Service Provider containing the price and duration of the Service

Invoice – Final document provided by the Translator/Copywriter/Service Provider containing the price of the Service and bank details for payment

Duration of Service – Timeframe set by the Translator/Copywriter/Service Provider for 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 – From Monday to Thursday, 9 am to 5 pm, except public holidays

Copy/Text – The text to be edited or produced by the Translator/Copywriter/Service Provider

Overall

This document sets out the rules and regulations that govern Updated Words. Updated Words started as a team of independent translators, currently run by one member only, Cátia Cassiano. Updated Words is a trading name for the Translator/Copywriter/Service Provider. Even if Updated Words becomes a Team again, its members will work independently under the trading name, and no work will be carried out jointly between the members. Updated Words should not be deemed to be a Company. The Client contacts our members individually, and if they choose to contact the team through the general email address, they will be referred to the best-suited Service Provider 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 Service Provider. 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 the AUSIT Code of Ethics and the 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 that 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 Updated Words to carry out the Service is private and confidential. Updated Words shall not disclose any such information to a third party unless it is required by Law.

Quote

5      The Client shall provide the Translator/Copywriter/Service Provider 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 the Price List provided on the 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/Copywriter/Service Provider 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 the 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 on the member’s profile page. The Team’s business days are set from Monday to Thursday, 9 am to 5 pm, except for Public holidays. The Translator/Copywriter/Service Provider may not work all Business Days; please refer to their professional profile. The Translator/Copywriter/Service Provider may work out of their regular business hours if they think fit.  Please refer to Clauses 9 and 10 herein.

Urgent Work

9      The Client may require urgent work. In that case, the Client will incur 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/Copywriter/Service Provider to work extra hours. If that is agreed between the two parties, the Translator/Copywriter/Service Provider will work out of their business hours. A 50% surcharge will be charged in that case. The Translator reserves the right to refuse to work 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/Copywriter/Service Provider is unable to meet the delivery date, the Translator/Copywriter/Service Provider must notify the Client in writing of that delay. The Translator/Copywriter/Service Provider should then take 10% off the agreed price if it is proven that the delay was the Translator’s/Copywriter’s/Service Provider’s responsibility.

Changes and alterations

13    The Quote shall be prepared based on the first Source Material sent to the Translator/Copywriter/Service Provider (original). If the Client needs the Source Material to be modified in any way, the Client must notify the Translator/Copywriter/Service Provider 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/Copywriter/Service Provider 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/Copywriter/Service Provider 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 Translator. 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 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 50% surcharge for printing and certification services. The price is charged per page and can be found on the Updated Words website.

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 a $11.05 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.

Proofreading, Editing and Post-editing

18   Although these services have some similarities, they are different and must be considered differently.

18.1 Proofreading

This Service is for translations that have been made by a professional translator and need reviewing. The Service is quoted per word. Both Source Material and Translation must be presented for quoting. The Translator must provide the Client with their comments and revision marks to be reviewed and approved by the original translator.

18.2 Editing

This Service is for revision and editing of a Text that have been produced by the Client and he/she want the Translator to review and improve their contents. The Service is quoted per word. The Text must be presented for Quoting. At the end of the project, the Translator shall provide the Client with the Edited Text.

18.3 Post-editing (MTPE)

This Service is for translations that have been done with Machine Translation (MT) or Artificial Intelligence (AI) and need to be reviewed by the Translator. The Service is quoted by word. Both the Source Material and translation must be presented for quoting. At the end of the project, the Translator shall send the Client the file with the post-edited Translation.

Copywriting

19    The Service is quoted per hour. A free initial consultation is set to discuss the parameters of the Project, and the Client must provide the Copywriter with all the details of the Copy to be created, including the type of content and subject. The Client must provide the Copywriter with any informative material that would be the basis for the Copy the Client requires. A 10% Deposit must be paid upon Quote approval, and the Service won’t commence until the Deposit is paid.

Web Design

20     The Service is for the building of a simple professional, non-ecommerce website structure only. Content and translation are quoted as per Clause 5 and Clause 19 herein. The Service is quoted per hour. A free initial consultation is set to discuss the parameters of the project. The Client must inform the Service Provider of all the parameters of the Project, including the number of pages, subject or industry, if it requires Copywriting or Translation services, company colour scheme, and preferred fonts, if applicable.  A second consultation is set to provide the Client with the structure built for review and approval. If the Client requires Copywriting and Translation Services, a Proposal must be sent with the proposed content and translation for approval. Once the project is finalised, the Client chooses a date for the website to be launched and provides the Service Provider with the login details for website launching purposes. A 10% Deposit must be paid upon Quote approval, and the Service won’t commence until the Deposit is paid.

20.1 Additional Costs

Some Projects might require the purchase of additional plugins or templates. These costs must be discussed at the initial consultation and approved by the Client. No extra costs will be added without the Client’s approval.

20.2 Domain Registration and Web Hosting Services

Updated Words is not responsible for Domain Registration or Web Hosting services. The Client must register their Domain and sign in with a Hosting Service, and provide the Service Provider with the login details for website publication purposes. The Service Provider may recommend services they use, but it is totally the Client’s responsibility to choose and hire these services.

20.3 Photos, logo, videos and other media

Updated Words does not provide photography services. All photos, logo, videos or any other media that might be required by the Client,is the responsibility of the Client. The Client must provide the Service Provider with all these files, like photos, logos and any other media they want to include on the website.

20.4 Usage of third party logos and images

The Client may require a testimonials section or other containing the logos or other imagery of their clients. The Client must ensure the Service Provider these are not in breach of Copyright Law, and Updated Words or the Service Provider are not responsible for any misuse or Copyright Law infringement due to the usage of this imagery.

Internet Disruption

21    Updated Words is not responsible for any delays due to problems with Internet servers, web hosting server, or email providers. If the Client fails to receive a document due to technical problems with the email providers, or their website cannot be launched at the set date due to server’s maintenance or any other problems, the Server Provider is not liable for any compensation.

Payment

22    Payment should be made in the method agreed between the parties. The Service Provider shall send the Invoice to the Client containing the payment details. For a first-time Client, payment shall be made upon completion of the Service. For existing Clients, payment terms are 7 days after the date of the Invoice. The Client shall notify the Service Provider once payment is made, providing a copy of the transaction details.

22.1 Late Payments

7 days after an Invoice is overdue, the Service Provider will notify the Client of the overdue Invoice by sending an email with the account statement. Late payments will incur a 60% surcharge. If the Client does not pay the Invoice after 3 payment reminder emails, the surcharge will apply.  

22.2 Deposits

For Copywriting, Web Design and 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 of the Invoice for that particular Service. In this case, work will not commence until proof of deposit payment is received.

Taxes

23    Taxes will be charged if required, pursuant to the Law of the Service Provider’s country of residence.

Law and Jurisdiction

24    These Terms & Conditions shall be governed by and construed in accordance with the Law of the Country of residence of the Service Provider.