Privacy and T&C



PRIVACY POLICY



At Translator in London we are committed to safeguarding the privacy of those who contact us; this policy sets out how we will treat your personal information.


1. WHAT INFORMATION DO WE COLLECT?
We may collect, store and use the following kinds of personal information:
 information that you provide to us for the purpose of registering with us;
 information that you provide to us for the purpose of requesting a quotation or hiring our translation or interpreting services.
 information that is included in the source documents you provide to us for translation purposes.
 information that you provide to us for the purpose of subscribing to our website services or email notifications.


2. USING YOUR PERSONAL INFORMATION
Personal information submitted to us via our website or email will be used for the purposes specified in this privacy policy or in relevant parts of the website.
We may use your personal information to:
 enable your use of the services available on the website;
 send you email notifications which you have specifically requested;
 carry out translations of official documents where personal information should be included.
 issue quotations and invoices directly addressed to you.
 post hard copies of certified translations upon your request to your address of preference.
 deal with enquiries made by or about you relating to our services through our website, social media platforms (i.e. Facebook, Linkedin, Twitter), through text messages, WhatsApp messages, and/or email.
We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.


3. DISCLOSURES
We may disclose information about you to any of our suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy policy.
In addition, we may disclose your personal information:
 to the extent that we are required to do so by law;
 in connection with any legal proceedings or prospective legal proceedings;
 in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
Except as provided in this privacy policy, we will not provide your information to third parties.


4. SECURITY OF YOUR PERSONAL INFORMATION
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
Data transmission over the internet/ post is inherently insecure, and we cannot guarantee the security of data sent over the internet/ by post.
You are responsible for keeping your personal details confidential.
Please note that we will store copies of the certified translated documents for three years for post-certification surveillance purposes unless you explicitly make a different request in writing.


5. POLICY AMENDMENTS
We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.


6. YOUR RIGHTS
You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to the supply of appropriate evidence of your identity.
You may instruct us not to process your personal information for marketing purposes by email at any time. In practice, we will not send marketing messages to our clients and we may only contact them once or twice a year as a follow-up after they have hired our
services.


7. THIRD PARTY WEBSITES
The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.


8. CLARIFICATION
For any questions regarding the above policies or about the way we deal with your personal information, please contact us by email and notify us of your preferences in writing.




TERMS OF BUSINESS



These Terms of Business are issued by Translator in London and are the basis on which he/she executes translations, interpreting and related work.


1. Applicable law
The Contract shall be governed by the laws of England and the Client agrees to submit to the exclusive jurisdiction of the English courts.


2. Definitions
In these Terms of Business:
a) the Client is the person or corporate body that places a Commission;
b) the Commission is the assignment or work placed with the Translator by the Client and may comprise translation, abstracting, revising/editing translations or any other similar work or associated work to be agreed between the Client and the Translator;
c) the Contract is the contract entered into between the Client and the Translator in respect of the Commission and any requirements of the Commission;
d) the Translator is the practitioner who accepts the Commission;
e) the source language is the language in which the text to be translated or
abstract is written;
f) the target language is the language into which the text of the commission is to be translated or the abstract is to be written; any text to
be revised or edited will also be in the target language;
g) for the purpose of translation and related work, requirements shall include the required layout, software, deadlines, target language, the purpose of the translation or related work (e.g. whether for publication, information), method of delivery, any special terminology to be used, whether proof reading/checking will be done by the client.


3. Purpose
These Terms of Business are intended: 
a) as a basis for executing Commissions and will be made available to Clients on request; and
b) to form the basis of a good working relationship between Clients and the Translator.


4. Acceptance
A Commission shall not be considered as agreed and confirmed until a signed Contract has been exchanged between the Translator and the Client.


5. Force majeure
5.1 If unavoidably prevented from fulfilling the Commission, the Translator will notify the Client of the circumstances, which shall entitle the Client and Translator to withdraw from the contract. The Client shall pay the Translator for any work completed and in consultation with the Client, use reasonable endeavours to source a replacement Translator of equivalent competence and qualifications.
5.2 As a safeguard against hard disk failure or theft of computer equipment, the Translator will back up all work externally on a daily basis.


6. Fees
6.1 Fees/rates shall be agreed before the Commission is commenced and any quotation based on the Client's description of the work shall only be binding once full details of the Commission and the requirements have been confirmed in writing.
6.2 If it emerges after the Commission has commenced that not all the relevant information has been provided and/or if there are any changes to the requirements, the Translator may vary the fees/rates accordingly.

6.3 The Translator will not provide free “test” translations.


7. Payment
7.1 All work must be paid for and payment shall be made in advance or within a term agreed by the translator and client from the date of the invoice is issued by the Translator to the Client.
7.2 In the case of long commissions, the Translator may require payment in instalments.


8. Cancellation

In the event that the Commission is cancelled by the Client, the Translator shall be entitled to cancellation fees as follows:
a) 50% of the fees specified, if the cancellation is received by the Translator
more than 6 calendar weeks before the beginning of the Commission;
b) 75% of the fees specified, if the cancellation is received by the Translator less than 6 calendar weeks but more than 2 weeks before the beginning of the Commission; and
c) 100% of the fees specified, if the cancellation is received by the Translator at any time on or after the date falling 2 weeks before the
beginning of the Commission.


9. Copyright in translating
9.1 When it is agreed that copyright is to be assigned to the Client after translation, such copyright shall only be assigned when full payment for the commission has been received. Until such time, the copyright shall be owned by the Translator.
9.2 Copyright may subsist in material in written or spoken form or recorded in electronic form.
9.3 If the Translator assigns copyright and the translation is subsequently published, the Translator expects the Client to acknowledge their work in the same way as for others involved in the publication, unless otherwise agreed (for example, in the case of promotional material).
9.4 If the translation is to be incorporated in a translation memory, the Translator shall license use of the translation for this purpose.
9.5 If the translation is in any way amended or altered without the Translators written permission, the Translator shall not be in any way liable for the amendments made or their consequences.


10. Copyright in interpreting
10.1 The interpretation is the intellectual property of the Interpreter and is therefore covered by copyright law. Before recording the Interpreter’s work, the
Interpreter’s written consent must be sought. It is up to the Interpreter to refuse
such consent. Generally the recording of the Interpreter’s work is only
acceptable for internal use (such as the creation of minutes) and not for publication. It must be borne in mind that an Interpreter’s work is made for the moment and is influenced by many aspects of the working situation
(background noise, sound quality, speaker’s gestures etc.). Voice-over artists
offer their services for any other recordings. If the Interpreter consents to the
recording of his or her voice, a recording fee becomes applicable.


11. Confidentiality
11.1 The Code of Professional Conduct of the Chartered Institute of Linguists requires Translators who are CIOL members to treat all work performed by them or any third parties (e.g. checkers, proofreaders) and any information given to them as confidential.
11.2 The Client shall not, without the express written consent of the Translator, disclose to third parties any information relating to his/her fees.
11.3 The Translator will not make copies in addition to those required in the normal conduct of business and copies shall be for internal use only. Only such copies shall be retained as are required for professional indemnity insurance.


12. Complaints
12.1 Any complaint by the Client about the Translator’s work shall be submitted to the Translator within 15 days.


13. Liability
13.1 Neither party shall, under any circumstances whatsoever, be liable to the other, whether in contract, tort (including negligence) or restitution, or for breach of statutory misrepresentation, or otherwise, for any:
a) loss of profit;
b) loss of goodwill;
c) loss of business;
d) loss of business opportunity;
e) loss of anticipated saving;
f) loss of corruption of data or information; or
g) special, indirect or consequential damage, suffered by the other party that arises under or in connection with the Contract.