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Privacy Policy

Last Updated: 15 - 11 - 2024

1. Introduction

1.1 Definitions

In these Terms and Conditions, the following terms shall have the meanings ascribed to them:

  • “PLS”: Refers to Perfect Language Services, the interpretation and translation company providing language services.
  • “Company”: Refers to the organisation, firm, or person to whom PLS introduces an interpreter or translator.
  • “Language Provider”: Refers to interpreters and translators introduced to the Company by PLS.

1.2 Legal Compliance

The laws of England and Wales govern this agreement. Any disputes arising under these Terms and Conditions will be subject to the exclusive jurisdiction of the courts of England and Wales.

2. Parties

2.1 PLS

PLS agrees to introduce the Language Provider to the Company for the purpose of providing interpretation and translation services as required by the Company.

2.2 Company

The company is the individual or entity that engages PLS for language services. The company is responsible for providing accurate information and paying for services rendered.

2.3 Language Provider

The language Provider is the interpreter or translator introduced by PLS to perform the services requested by the Company. The Language Provider operates as a freelancer employee of PLS.

3. Services

3.1 Scope of Services

PLS offers a range of language services, including but not limited to:

  • Interpretation (face-to-face, simultaneous, consecutive, over-the-phone, video call)
  • Translation (written documents, websites)
  • Transcription
  • Proofreading and Editing

3.2 Service Agreement

Upon the Company’s acceptance of a quotation, PLS will assign a suitable Language Provider to deliver the services. The specific terms of the service (including deadlines, deliverables, and language pairs) will be agreed upon before work begins.

Company acknowledges that by accepting these Terms and Conditions, it enters into a contract with PLS.

These Terms and Conditions govern the provision of services by PLS and Language Provider to the Company and shall apply to all engagements unless otherwise agreed in writing.

4. Company Responsibilities

  • The company is responsible for providing accurate and complete information necessary for providing services, including language pairs, deadlines, and specific requirements.
  • The company must provide all necessary documents and information required for translation or interpretation services in a timely manner. Failure to do so may result in delays.
  • The company must ensure they have the necessary permissions and rights to use, translate, or distribute the source materials provided to PLS and the Language Provider. The company indemnifies PLS and the Language Provider against any claims of copyright infringement or misuse of third-party content.

5. PLS Responsibilities

  • PLS shall exercise reasonable skill and care in the selection of the Language Provider introduced to the Company.
  • PLS will ensure that the Language Provider has the qualifications and experience to perform the requested services.
  • PLS is not responsible for the content of the services provided by the Language Provider and shall not be liable for any errors, omissions, or inaccuracies in the services offered.

6. Language Provider Responsibilities

  • The language provider shall perform the services with reasonable skill, care, and diligence, as per the company’s instructions.
  • The language Provider shall maintain confidentiality concerning all information disclosed by the Company during the provision of services.
  • The language Provider shall adhere to all relevant codes of conduct and professional standards applicable to their services.
  • If the language provider is not able to proceed with the job, they should inform PLS 48 hours before the start of the session; otherwise, £50 penalty will be applied.
  • Email, phone calls, and WhatsApp are our official contact methods. Booking an interpreter via any of these methods should be considered official.

7. Fees and Payment

7.1 Pricing

Fees for services will be detailed in the quotation provided to the company before work begins. Pricing is based on factors such as word count, language pair, complexity, and urgency.

Fees for services are calculated based on the agreed rates. PLS will provide qualified interpreters and translators on a legal aid rate basis.

7.2 Invoicing and Payment Terms

Invoices will be issued upon completion of the service or as otherwise agreed. Payments are due within 30 days of the invoice date. Late payments may incur interest charges as per the Late Payment of Commercial Debts (Interest) Act 1998.

7.3 Travel Expenses Terms

Reasonable travel expenses incurred by the Language Provider will be added to the invoice. When the Language Provider travels by car, mileage expenses will be added to the invoice.

Travel expenses incurred by Language Provider will be added to invoice when Language Provider travels by public transport and can provide a receipt or a copy of the receipt as evidence of the expense incurred.

7.4 Travel Time Terms

The minimum travel time within the city of London will be three hours. Travelling time to locations outside London will be counted as four or extra hours, depending on the location and the actual travel time.

PLS is not liable for any calculation of tax, National Insurance, or any other deductions or contributions made from the money owed to the Language Provider.

7.5 Home Office Virtual Interviews  and Courts Attendance Invoices

For all Home Office virtual substantive / PIM interviews and court attendance, a charge of at least 3 hours will be added to the invoice. If these bookings last longer, the invoice will reflect the actual duration of the attendance.

7.6 Less Than an Hour Telephone Call or Video Call Invoice

We will charge for the exact job duration, and there is no minimum one-hour invoice rule, but if the job duration is less than 30 minutes, an invoice will be generated for 30 minutes.

7.7 Rare Languages

The invoice for rare languages will be generated for a minimum of 60 minutes if the job duration is less than an hour and will be for the exact job time if the job time is more than 60 minutes.

7.8 Being Late for the Booking

The company should contact the Language Provider using the contact details provided in the booking confirmation by PLS.

If the Company calls the Language Provider later than the start time on the booking request, it will still be invoiced from the start time.

If the call exceeds the end time indicated on the booking request, the company will be charged for the entire call duration.

The Language Provider has the right to decide to stay longer or stop the session when the booking time is over.

8 Cancellation and Refunds

8.1 Translation Services

Cancellations must be made in writing. If the translation has commenced, the Company will be billed for the work completed up to the point of cancellation.

8.2 Video Call Services

  • If the Company cancels or postpones a video call 24 hours before its scheduled start time, no cancellation fee will apply.
  • A cancellation fee will apply if the Company cancels or postpones a video call within 24 hours of the scheduled time and date.
  • If a video call concludes before the end time stated in the booking request, a cancellation fee will apply. If a video call should go past the end time indicated on the booking request, the Company will be charged for the entire call duration.

8.3 Face to Face Interpretation

  • No cancellation fee will apply if the Company cancels or postpones an attendance 48 hours before its scheduled start time.
  • If the Company cancels or postpones an attendance within 48 hours of the time and date that it is scheduled to take place, a cancellation fee will apply. No travel time or expenses will be charged unless the interpreter has incurred travel expenses in advance for public transport. If such costs have been incurred, PLS will notify the Company.
  • If the Company cancel an attendance while the interpreter is travelling to or has arrived at the attendance location. In that case, the Company will be charged a cancellation fee equivalent to the minimum interpreting fee payable and travel time, travel expenses, or mileage incurred by the interpreter. A minimum charge of one hour’s attendance will apply for all attendances regardless of the actual duration of the attendance. An attendance booked for two to three hours will be charged a minimum interpreting fee of 2 hours. A minimum interpreting fee of 5 hours will be charged for an all-day attendance booked for 5 hours or more.

8.4 Telephone Interpretation

  • If the Company cancels or postpones a telephone attendance 24 hours before its scheduled start time, no cancellation fee will apply.
  • If the Company fails to inform PLS within 24 hours of the telephonic booking that It no longer requires telephonic attendance, It will be charged a minimum of 60 minutes for telephonic attendance time. If the booking is for longer than 60 minutes, It will be charged for the entire duration of the telephonic attendance booked. The company must contact PLS directly, not the Language Provider, to cancel any booking.

9. Confidentiality

9.1 Non-Disclosure

PLS and Language Provider agree to maintain the confidentiality of all materials and information provided by the Company and will not disclose any details to third parties without the Company’s express consent, except as required by law.

9.2 Data Protection

PLS complies with the UK General Data Protection Regulation (GDPR). Personal data collected during the course of service provision will be handled in accordance with our Privacy Policy.

9.3 Language Provider Obligations

Language Provider, as introduced by PLS, is also bound by confidentiality obligations and must not disclose any information provided by the Company to any third party except where necessary for the performance of the services.

10. Quality Assurance

10.1 Standards of Service

PLS aims to provide high-quality translation and interpretation services. Qualified and experienced Language Providers will carry out all work.

10.2 Revisions and Corrections

If the Company identifies any errors or omissions in the translation, PLS will coordinate with the Language Provider to correct these at no additional cost, provided that the request is made within 2 days of delivery.

10.3 Limitation of Liability

PLS and Language Provider will not be liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of profits or data, arising from the use of our services.

The total liability of PLS in respect of any claim arising out of or in connection with the services provided shall not exceed the total fees paid by the Company for the specific services giving rise to the claim.

Nothing in these Terms and Conditions shall limit or exclude liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

11. Intellectual Property

11.1 Ownership of Work

Upon full payment of services, the company will own the intellectual property rights to the translated or interpreted material, except where such rights are held by a third party or otherwise agreed.

11.2 Use of Work

The company may use the translated or interpreted material for its intended purpose. PLS and Language Provider retain the right to use anonymised versions of the work for internal quality control and training purposes.

12. Relationship Between Parties

12.1 Independent Contractor Status

The Language Provider is a freelancer employee of PLS. PLS is responsible for introducing Language Provider to the Company.

12.2 No Agency or Partnership

Nothing in this agreement creates an agency, partnership, or joint venture between the Company and the Language Provider.

The company agrees not to engage the Language Provider directly for any services without the prior written consent of PLS. Any direct approach by the company with the language provider without PLS’s confirmation will have legal consequences. Also, the language provider cannot contact the company directly without informing the PLS booking team

13. Termination

13.1 Termination by Company

The company may terminate the agreement at any time by providing written notice. The company will be liable for payment of services rendered up to the date of termination.

13.2 Termination by PLS

PLS reserves the right to terminate the agreement if the Company breaches these Terms and Conditions, fails to make payments on time, or engages in unlawful activities.

14. Dispute Resolution

14.1 Negotiation

In the event of a dispute, all parties agree to attempt to resolve the matter through good-faith negotiations.

14.2 Mediation

If negotiations fail, the parties agree to consider mediation before pursuing litigation.

14.3 Litigation

Any legal action arising out of or relating to this agreement will be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Miscellaneous

15.1 Amendments

PLS reserves the right to amend these Terms and Conditions from time to time. Any amendments will be communicated to the Company and will take effect from the date of such communication.

15.2 Severability

If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable by any court of competent jurisdiction, such provision shall be deemed to be deleted, and the remaining provisions shall continue in full force and effect.

15.3 Entire Agreement

These Terms and Conditions, along with any service agreements or quotations, constitute the entire agreement between PLS, Company, and Language Provider and supersede all prior agreements, understandings, or representations.

15.4 Force Majeure

PLS and Language Provider shall not be liable for any failure or delay in performing their obligations under these Terms and Conditions if such failure or delay is due to circumstances beyond their reasonable control, including but not limited to natural disasters, war, strikes, or other industrial disputes.

16. Notices

Any notices required or permitted to be given under these Terms and Conditions shall be in writing and shall be delivered by hand, email, or sent by pre-paid first-class post to the registered office of the relevant party.

17. Contact Information

For any questions or concerns regarding these Terms and Conditions, please contact us at:
Perfect Language Services Ltd
19 Margil House, Singapore Road, London, United Kingdom, W13 0FD
020 3376 1314
info@perfectlanguageservices.com