Poland Office
_Prism International Translation Services_
Solipska 3/5, 02-482 Warsaw, Poland
Phone: +48 781 680 917
Email: info@prismtranslation.com
Website: www.prismtranslation.com
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Prism International Translation Services – General Terms and Conditions
1. Introduction
These Terms and Conditions govern translation, interpreting, revision, proofreading, desktop publishing (DTP), and other language services (collectively referred to as “Services”) provided by Prism International Translation Services (“the Company”) to its clients (“the Client”). By commissioning Services from the Company, the Client agrees to these Terms and Conditions.
Definitions
– Company : Refers to Prism International Translation Services, the provider offering translation, interpreting, and related linguistic services. The Company operates through two entities: Prism International Translation Services UK and Prism International Translation Services Poland. The Client may specify their preferred entity; otherwise, payment instructions will indicate the responsible entity.
– Client : Any individual or organization that contracts with the Company for Services.
– Services : All translation, interpreting, revision, proofreading, DTP, and other related services as mutually agreed in writing between the Company and Client.
– Work : Any assignment undertaken by the Company to deliver the requested Services.
– Confidential Information : Any non-public information exchanged between the parties, including technical, legal, financial, or personal data, subject to confidentiality protections.
– Electronic Correspondence : Communication through email or other electronic means to specify the scope, fees, timelines, and details of Services.
– Intellectual Property Rights : Ownership rights over the translated content delivered to the Client, including copyrights and other relevant protections.
– Payment Terms : The agreed terms for payment, including currency, deadlines, and amounts.
– Quality Assurance : The Company’s commitment to uphold high standards of quality, accuracy, and professionalism in all provided Services.
– Deadline : The agreed-upon date or time for Service completion and delivery.
– Deliverables : Final outputs resulting from Services provided, including translated documents, interpreted content, or other materials.
– GDPR and DPA 2018 : Data protection regulations governing the handling of personal data within the EU, EEA, and the UK.
– Force Majeure : Events beyond reasonable control that may prevent fulfillment of obligations under these Terms and Conditions.
2. Scope of Services
2.1. The Company agrees to provide Services as mutually agreed in writing, detailing project specifics, language combinations, subject matter, and associated fees.
2.2. Services are initiated based on the Client’s written request, which may include translation, interpreting, revision, proofreading, DTP, and other linguistic services.
2.3. The Company and Client will confirm the scope of services prior to beginning any Work.
2.4. The Company reserves the right to decline Work based on availability or other reasonable grounds.
3. Confidentiality
3.1. All information received from the Client will be treated as confidential and will only be used to fulfill the Services.
3.2. Confidential Information excludes information that is publicly available, previously known by the Company, or obtained from a third party.
3.3. The Company will comply with all relevant data protection laws, including GDPR and DPA 2018.
4. Intellectual Property Rights
4.1. All intellectual property rights in translated content belong solely to the Client upon delivery.
4.2. The Company retains no rights in the translated content other than as required to deliver the Services.
5. Cost of Translation
5.1. Translation costs are based on the word count of the source text and may vary according to language, document type, and specific requirements.
5.2. A minimum fee applies to smaller jobs, as outlined in the Client offer.
5.3. Costs for interpreting and other services are typically calculated hourly or in blocks of hours, with rates agreed in writing.
5.4. Quotes are valid for 30 days from issuance.
5.5. For large projects, cost-effective options, including membership packages, may be available.
6. Booking Conditions for Interpreting
6.1. Requests for interpreting services should be made via email or phone at least 2 days in advance of the scheduled event.
7. Cancellation and Postponement
7.1. If the Client cancels a project, the Client is responsible for payment of completed Work up to the cancellation date.
7.2. For suspensions or postponements, the Client will pay for completed Work and any related costs.
7.3. Contract termination will not affect accrued rights or obligations prior to termination.
8. Cancellation Policy for Interpreting
8.1. Cancellations made 10 days prior to an interpreting service will incur a charge of 50% of the fee.
8.2. Cancellations within 3 days will incur a charge of 100% of the interpreting cost.
9. Payment Terms and Conditions
9.1. Payments are accepted in GBP, EUR, USD, or PLN unless otherwise agreed.
9.2. Payment terms are individually specified and shown on invoices.
9.3. The UK entity does not currently add VAT; changes will be communicated in advance. The Polish entity applies a VAT rate of 23%.
10. Quality Assurance
10.1. The Company guarantees that all Services provided will meet high industry standards, including ISO 17100:2015 where applicable.
11. Deadlines and Deliverables
11.1. The Company will adhere to agreed timelines for Service completion.
11.2. In case of delays, the Client will be promptly notified and given a revised timeline.
12. Termination
12.1. Either party may terminate this contract with written notice.
12.2. Termination will not affect any rights or obligations accrued prior to termination.
13. Liability and Indemnification
13.1. The Company’s liability is limited to the fee for the Work in question.
13.2. The Company is not liable for breaches resulting from force majeure or other circumstances beyond reasonable control.
14. Governing Law and Jurisdiction
14.1. This contract will be governed by Scottish law for UK-based Work or Polish law for Work performed in Poland, as indicated on the Client’s invoice.