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 an interpreter or translator is introduced by PLS.
- “Language Provider”: Refers to interpreters and translators introduced to Company by PLS.
1.2 Legal Compliance
This agreement is governed by the laws of England and Wales. 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 Language Provider to Company for the purpose of providing interpretation and translation services as required by Company.
2.2 Company
Company is the individual or entity that engages PLS for language services. Company is responsible for providing accurate information and payment for services rendered.
2.3 Language Provider
Language Provider is the interpreter or translator introduced by PLS to perform the services requested by Company. Language Provider operates as an 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 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 Company and shall apply to all engagements unless otherwise agreed in writing.
4. Company Responsibilities
- Company is responsible for providing accurate and complete information necessary for the provision of services, including language pairs, deadline, and specific requirements.
- 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.
- Company must ensure that they have the necessary permissions and rights to use, translate, or distribute the source materials provided to PLS and Language Provider. Company indemnifies PLS and 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 Language Provider introduced to Company.
- PLS will ensure that Language Provider has the necessary qualifications and experience to perform the requested services.
- PLS is not responsible for the content of the services provided by Language Provider and shall not be liable for any errors, omissions, or inaccuracies in the services provided.
6. Language Provider Responsibilities
- Language Provider shall perform the services with reasonable skill, care, and diligence, and in accordance with any instructions provided by Company.
- Language Provider shall maintain confidentiality concerning all information disclosed by Company during the provision of services.
- 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 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 Language Provider will be added to the invoice. When 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 has no liability in respect of any calculation of tax, National Insurance or any other deductions or contributions made from the money owed to Language Provider.
7.5 Home Office Virtual Interviews Invoice
At least 3 hours charge will be added to the invoice for all Home Office virtual substantive / PIM interviews.
7.6 Less Than an Hour Telephone Call or Video Call Invoice
A minimum charge of 1 hour of telephone attendance will apply if the booking is made for less than 1 hour.
7.7 Being Late for the Interview
Company should contact Language Provider using the contact details provided in the booking confirmation by PLS.
If Company call Language Provider later than the start time on the booking request, Company will still be invoiced from the start time.
Company will be charged for the entire call duration if the call exceeds the end time indicated on the booking request.
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, Company will be billed for the work completed up to the point of cancellation.
8.2 Video Call Services
- If Company cancel or postpone a video call 24 hours before its scheduled start time, no cancellation fee will apply.
- If Company cancel or postpone a video call within 24 hours of the scheduled time and date, cancellation fee will apply.
- If a video call concludes before the end time stated in the booking request, cancellation fee will apply. If a video call should go past the end time indicated on the booking request, Company will be charged for the entire call duration.
8.3 Face to Face Interpretation
- If Company cancel or postpone an attendance 48 hours before its scheduled start time, no cancellation fee will apply.
- If Company cancel or postpone an attendance within 48 hours of the time and date that it is scheduled to take place, 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 Company.
- If Company cancel an attendance while the interpreter is travelling to or has arrived at the attendance location. In that case, 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 Company cancel or postpone a telephone attendance 24 hours before its scheduled start time, no cancellation fee will apply.
- If Company fail to inform PLS within 24 hours of the telephonic booking that Company no longer require telephonic attendance, Company will be charged a minimum of 60 minutes for telephonic attendance time, and if the booking is for longer than 60 minutes, Company will be charged for the entire duration of the telephonic attendance booked. Company must contact PLS directly, not 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 Company and will not disclose any details to third parties without 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 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. All work will be carried out by qualified and experienced Language Providers.
10.2 Revisions and Corrections
If Company identifies any errors or omissions in the translation, PLS will coordinate with 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 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, or for fraud or fraudulent misrepresentation.
11. Intellectual Property
11.1 Ownership of Work
Upon full payment of services, 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
Company may use the translated or interpreted material for its intended purpose. PLS and Language Provider retain the right to use anonymized versions of the work for internal quality control and training purposes.
12. Relationship Between Parties
12.1 Independent Contractor Status
Language Provider is an employee of PLS. PLS is responsible for introducing Language Provider to Company.
12.2 No Agency or Partnership
Nothing in this agreement creates an agency, partnership, or joint venture between Company, and Language Provider.
Company agrees not to engage Language Provider directly for any services without the prior written consent of PLS.
13. Termination
13.1 Termination by Company
Company may terminate the agreement at any time by providing written notice. 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 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 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 the performance of 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 33 76 1314
info@perfectlanguageservices.com