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Terms and conditions for clients

DEFINITIONS OF CLIENT TERMS & CONDITIONS

  • The 'Provider' is trading under the name certifieduktransl.net, a Translation Agency of the legal entity Patrick Pule Sole Proprietor. Registered office: 128 Wemborough Road, Stanmore HA7 2EG, its employees and sub-contracted Linguists.
  • The 'Client' means the customer of the Provider, whether an individual or company.
  • The ‘Linguist’ means the person (whether directly employed by the Provider or contracted on a freelance basis by the Provider) responsible for the translation (whether he/she has performed the translation personally or having supervised the translation performed by other translator(s)).
  • ‘Assignment’ means any translated document, stamped, signed, or not, physical or electronic, supplied by the Provider from the written Source document provided by the 'Client'.
  • 'Confirmation' means an acceptance by the Client of this Agreement, instructing the Provider to perform the Assignment, whether prepaid or not, by any written confirmation means (email, website order, whatsapp message, letter).
  • 'Agreement' means the Terms & Conditions of Business herein between the 'Provider' and the 'Client' constituted by these terms of business.
  • 'Working hours': 8.00 am to 6.30pm Monday to Friday, Saturday 10.00 am to 2.00 pm (or you can place orders on our website at all times).
  • 'Original document' means an actual Physical document, bearing an original mark such as: wet signature/stamp, an authentication mark such as an embossed stamp, a wax seal, a watermark feature, a QR-code, a barcode, a Solicitor or Notary photocopy wet signed/stamped (Certified True Copy), or other Document with a salient original mark.
  • 'Copy of Original document' means a Physical or Electronic document which is a reproduction of the Original document above (photocopy, photographic image, scan).
  • ‘Source document’ is a general term to identify either an Original document or a Copy of Original document, whether Physical or Electronic.
  • 'Deadline 1': Delivery of Electronic copy on the date the Assignment is completed to the Client as indicated on the Assignment Confirmation (not including weekends and public holidays)
  • 'Deadline 2': Delivery of Physical hard copy on the date the Assignment received by the Client according to the following delivery schedule (not including weekends and public holidays):
    • Post-Signed Delivery UK 1st Cl. - (Up to 3 Business days)
    • Post - Special Delivery UK - (Guaranteed Next Business Day)
    • Courier within M25 - (Same day)
    • Courier outside M25 up to 50 miles (Same day)
    • International Signed Post - (Up to 7 days EU/US)
    • International Signed Post - (Up to 15 days World not EU/US)
    • International Courier World (not EU/US) - (Up to 4 days)
    • International Courier Europe/USA - (Up to 3 days)
    • By email only (Same day)
    • Collect from our office (Same day)

DECLARATION OF ACCURACY:

A Stamped Certified Translation (the Assignment) is a translated document that has been signed by a Representative of the Provider (the Translation Agency) or Sworn by a Representative of the Provider in front of a Commissioner for Oath (usually signed by a Solicitor but also a Notary Public)* - (*See Exception note below)- that it has been translated and declared as True, Accurate and Complete from the Source document. You will find the variations in the three main categories of Certification: Basic, Sworn, Notarised on the Provider’s website certifieduktransl.net. This is acceptable in the UK and almost all foreign countries (some foreign countries require Legalisation/Apostille, see our website for more information on Legalisation/Apostille).

* The guidelines at Bury-St-Edmunds Court (and some other UK Courts) regarding the submission of Certified Translations of Foreign Marriage Certificates translated into English for Divorce proceedings, require the Linguist to personally sign the translation, not just the Translation Agency on behalf of the Linguist. This is why in our Booking system on our website we ask for the Purpose of the Translation. If the option chosen is: ‘Court of Law for Divorce…’ our procedure will be to comply with Divorce Court guidelines and all our Certified Translations of Foreign Marriage Certificates for Divorce Proceedings in the UK will be signed personally by the Linguist alongside a representative of the Translation Agency.

The Declaration of Accuracy does not authenticate the Source document, only the Translation. The Provider will not be held responsible for checking the Authenticity of the Source document** (see **Exceptions notes below), nor will the Provider be held responsible for an Assignment which was modified in any shape or form by a Third Party outside of the Provider’s control. In most cases, the Assignment will have a Copy of Original document attached (whether Physical or Electronic). When a Client receives the Assignment from the Provider, either physically or electronically, the Client may wish to either send the Original document(s), or provide a means of Authentication of Copy of Original document(s) to whoever he/she is sending the Assignment to, who may wish to verify the Copy of Original document. Authentication of Original documents or Evaluation of Original documents is not a service offered by the Provider* (See **Exceptions note below).

** 1. We offer Certified True Copies of Original document via our Third Party Legal Providers (Solicitor or Notary): A True Copy of Original Document means that the Original document is seen by a Solicitor or Notary, then photocopied, signed & stamped as a True Copy. You can get a True Copy done yourself at any Solicitor or Notary (depending on whether your recipient has requested just Certified True Copy or Notarised True Copy) or we can do it for you as part of the translation process. Please note: True Copies are not applicable to UK Crown Copyright documents such as General Register Office Birth, Marriage, No Impediment to Marry, Death documents, we can only stamp Originals or Extracts of Originals issued by the General Register Office. You can request extracts direct from the General Register Office website.

2. Legalization (Apostille): Legalisation is the Authentication of a signature on a UK Official document for use in a Foreign country. The Foreign, Commonwealth & Development Office (FCDO) in the UK is the only authority that can legalize Original documents, Certified True Copies of Original documents, and/or Sworn/Notarised Translated documents. You can get your Original document and/or Sworn/Notarised Translated document legalized yourself at the FCDO or the Provider can do it for you as part of the Translation process. The legalization offered by the Provider means that we send the Source document and/or translated document to the FCDO for legalization on your behalf by courier and it usually takes two days.

3. The FCDO (Foreign, Commonwealth & Development Office) will not legalise/apostille Sworn Translations of UK Educational Qualifications unless they are first Authenticated by a Solicitor, Notary. That is an updated FCDO procedure. The Provider offers Clients the choice to either 1. Have their Educational Qualification Authenticated themselves first by any Solicitor or Notary of their choice, or 2. Request from the Provider to Authenticate the Copy of Educational Qualification on the Client’s behalf for an extra fee. (Most UK Educational Qualifications have a QR-code at the back of the Qualification to enable us to verify their Authenticity with specialised software).

LANGUAGE CONSIDERATIONS

  • We are extremely careful in ensuring that the Assignment is accurate and reflects the text in the Source document. Please note that the Provider does not perform any 'editing' or 'rewriting', this means that no text is either added, removed or modified when translating from the Source document. Sometimes the Provider may add ‘Notes’ to clarify any justified comment.
  • Text discrepancies: To avoid discrepancies in phonetic names/places or handwritten illegible text that can be difficult to translate, a Draft of the Assignment will be sent as an email PDF to the Client for review before certification. The Client must ensure the Draft is thoroughly checked and reply by email promptly to avoid any delays. Any discrepancies found after the Assignment is signed/stamped may incur a further fee if the Provider is required to correct and re-certify the Assignment.
  • A good translated document depends among other things on a well and clearly written Source document. Unless otherwise requested by the Client, the Assignment will closely reflect the intended meaning of the Source document and will not be subject to adaptation, rewriting or editing, except for typos and obvious common sense errors. Illegible text will be marked as [illegible] and will not be guess-translated by the Provider.
  • The Proper Names of the person(s) are translated using what the Provider believes to be the proper nomenclature for the language and country. The Provider will not add, shorten or modify the name(s) of the person(s) on the Source document should the Client request to do so, except in cases of phonetic adaptation, as long as the adaptation closely reflects the nomenclature of the original name(s), for example, upon Client request, the name ‘Alexandre’ may be modified to ‘Alexander’ to match the Client's first name on all other official documents, passport, etc.
  • Formatting/Layout: Please note that we provide to a certain extent a closely matched layout and design of the Assignment with the Source document (sometimes even using Graphic Design) without extra fee but our main priority is the accuracy of the translation, not accuracy of layout, and the Client is to expect a layout that matches closely the layout of the Source document but not to expect a 100% full design match, falsely giving the impression that the Translated document is an Original document in its own right. That’s why for example, we do not use colours in the translated document, all coloured logos, pictures, photos, etc. are converted into grey images.

DEADLINE & DELIVERY

  • The deadline number of days (working days) shown on our website will be instantly shown along with the fee and depends on the combination of type of documents, languages, number of pages to be translated and type of Certification. Subject to the Client confirming the Assignment, delivering the document(s), instructions and payment to the Provider on time, the Provider will do its utmost to ensure that the Assignment reaches the Client by the deadline, complete by Postal delivery or Courier or Fedex, or ready to be Collected, and in all cases by email.
  • Delivery deadlines are binding but may be subject to change in the following circumstances:
  1. Any reason beyond the Provider's control (such as delayed delivery by sub-contracted providers, employees, illness, breakdown in communication traffic - internet, emails - acts of God, disruptions in law & order, etc.)
  2. Post: Delivery of Assignments are dependent on other Third Party providers such as Solicitors, Notaries, the FCDO, Royal Mail, Couriers, Fedex, Internet provider, performing on time. The Provider will not be held responsible for the failure of such Third Party providers delivering on time. Assignments sent by post are sent using Royal Mail ‘Signed For’ or ‘Signed Special Delivery’ with tracking number. Clients who do not receive or receive delayed Assignments by Royal Mail's post will need to chase delivery direct with Royal Mail through their tracking facility. Signed and Special Delivery requires the Client to sign for delivery either at home or office address. Royal Mail will leave a card at the delivery address giving instructions on how to retrieve non-delivered items. The same applies to signed acknowledgments from Couriers and Fedex.
  3. Any delay should any modification is made to the Assignment after payment confirmation (change of or additional document, pages, Assignment hold/reschedule, any change to the initial confirmed Assignment). Any deadline adjusted during the course of the Assignment must be confirmed in writing and agreed by both the Client and Provider.
  4. e) The Provider always sends a Draft of the Assignment by email (as a PDF attachment) before final signature and certification. The Client is required to review the Assignment promptly and reply by email with any changes so that the Provider is able to proceed with the Certification process. Any delay by the Client in approving the Draft will result in delays in meeting the Delivery Deadline.
  • The Client shall meet the fees of delivering any document to us by post, courier or Fedex and ensure that we have received the document (to the specified postal address in our Contact Us page) unless it is delivered by email to info@certifieduktransl.net or by Whatsapp to +44(0)7719900798 or Upload on our website. The Client is entirely responsible for ensuring that the document(s) have been delivered and seek confirmation of receipt from the Provider. The Client must not assume that the Assignment is being undertaken without confirmation from the Provider that the document and payment has been received. The Provider always acknowledges by email to the Client when all documents (including type of document, number of documents, number of pages) and payment have been received within two hours of receipt (during office hours).
  • The Client shall also meet the fees of receiving the Assignment back from the Provider by post, courier or Fedex through the initial booking process unless it is delivered electronically only by email to the Client or his Whatsapp phone number.

PAYMENT

  • All Assignments are prepaid before commencement of the Assignment. For some regular repeat Clients, and in other exceptional circumstances and upon prior agreement between the Client and the Provider, some Assignments are paid upon delivery on Invoice. In which case, it is agreed that payment must reach our bank account within 30 days from the date of Invoice. The Provider may charge interest and admin fees on late payments at the rate of 8% above base rate (or such rate as determined by UK legislation). Relevant bank payment charges to be borne by the Client.
  • For the majority of Prepaid assignments, it is the responsibility of the Client to ensure that payment reaches us on time for timely delivery of the Assignment. Credit/debit cards and UK Bank transfer payments are instantly confirmed. International payments may take 2 or 3 days, and will be confirmed as soon as payment reaches the Provider's bank account. Confirmation of the Assignment will start from when payment reaches our account. The Provider will send a reminder of payment to the Client if payment is delayed.

ADDITIONAL FEES AND DISCOUNTS.

Additional Fees may be payable by the Client to the Provider or Discounts are given by the Provider to the Client in the event of the following:

  • Discounts are given at the discretion of the Provider based on number of documents, number of pages, amount of text per page, repeat Client loyalty. Discounts are not given for already provided translated documents by the Client or Third Party.
  • Assignment Fees per 'Page': The definition of a 'page' and its Assignment fees depends on:

The languages combination, b) the type of document c) the number of pages, d) the type of Certification. The fee per page shown at the time of the booking on our website includes a minimum of 1 word and a maximum of 300 words per A4 page of the Source document (which corresponds to average lettering of 12-point typeface size and a maximum of 29 lines). Please note that for documents submitted exceeding the maximum number of words per page as indicated above, we may at our discretion either accept payment as is, request additional payment for extra words or cancel the Assignment and offer a refund (less a possible cancellation fee of £14).

  • Upon receipt of the translated document, the Client shall promptly review it and within 30 days after receipt, notify the Provider of any changes. Any changes requested by the Client after 30 days of receipt may be performed free of charge, depending on the reason for the changes, or may be chargeable.
  • Request from the Client of an unusual Declaration from the Linguist himself/herself, instead of the usual Provider Declaration of Accuracy, such as a Linguist Witness Statement, a Linguist Court Statement requiring the signature or physical personal presence of the Linguist) as these are not offered by the Provider habitually* (See *Exception note above). For such requests, the Client shall inform the Provider beforehand of such requirement in writing and the Provider shall use its discretion in accepting to offer such facility or not. Additional fees (and travel expenses if any) may apply in such cases.
  • It is the responsibility of the Client to ensure that the correct document is sent to us for the Assignment. The document sent to us will be notified to the Client by email attachment within two business hours as verification. Should the Client realise that they have sent us the wrong document, no additional fee is applied if the correct document is resent within 4 hours of our email verification. A discretionary additional fee may be applied beyond 4 hours of our email verification as we would’ve already started working on the translation.

PRIVACY & COOKIES NOTICE

Please visit our Privacy Notice & Cookies Notice page.

CANCELLATIONS / RESCHEDULES / TERMINATION / COMPLAINTS, REVIEWS AND REFUNDS

Cancellations: As soon as we receive a confirmed Assignment during Business Hours, it is processed immediately and we start the job. For cancelled Assignments, 100% of the booking is refundable within four business hours from the Assignment confirmation start date/time, 50% refundable after four business hours up to 24 hours from the Assignment confirmation start date/time. 0% refundable after 24 hours from the Assignment confirmation start date/time.

Rescheduling: An Assignment which was put on hold and rescheduled by the Client for whatever reason is allowed a grace period of 15 business days after which the Assignment must be resumed. Should we not receive instructions to resume the Assignment within the grace period, the Assignment may be automatically cancelled and no refund may be applied. Our Linguists allocate Assignments in an orderly manner. If an Assignment is confirmed and time allocated for that purpose and later cancelled, loss may need to be compensated as the Linguist may have turned down other Assignments. The cancellation after the grace period of an Assignment in full or in part involves time and resources which may need to be compensated. The translated document shall be made available to the Client.

Termination: In most cases the Provider shall, within 24 hours of receipt of payment, confirm the Assignment by return email. The Provider may not undertake and may terminate an Assignment immediately and notify the Client as such, for the following reasons:

  • Documents submitted exceeding the maximum number of words per page as indicated above, we may either request additional payment for extra words (in increments of extra pages) or terminate the Assignment.
  • Documents submitted with predominantly Illegible content.
  • Documents with non-translatable content with predominantly erroneous terminology.
  • Documents with improper, unlawful, immoral content which the Provider judges is not appropriate to be translated.
  • Please note that Assignments which may have been terminated for any of the above reasons are subject to a refund.

Complaints, Reviews and Refunds: “We Guarantee that the Assignment (the Certified Translation) including the Certification Declaration of Accuracy will be compliant with the Published Requirements of UK and Foreign authorities (such as the Home Office, UKVI, HM Courts, UK ENIC, universities, the DVLA, or the Passport Office and all Foreign authorities in Spain, France, Saudi Arabia, Algeria, Italy, Brazil, Angola, Greece, China, Malta, all Foreign countries, pending also Legalisation/Apostille at the FCDO (Foreign, Commonwealth & Development Office), and possibly further Legalisation at the relevant Foreign Consulate in the UK.

Should any UK or Foreign Authority reject our Certified Translation for any translation related reason (due to lack of compliance or discrepancy/error), we will fix and reissue the Certified Translation free of charge within one or two days. In the translation business since 2004, rejections of the Provider’s Certified Translations have been very rare, and in every case the corrected translation was accepted.

  • The Provider guarantees that if a correction and resubmission of a rejected translation fails to be re-accepted (which has not yet happened), the Provider will refund the FULL translation.

When is the Provider NOT liable for rejection by an authority, of an application comprising a Certified Translation, in the UK or Abroad:

  • Errors, typos, illegible text, discrepancies in the meaning present in the Original Source document.
  • Rejections caused by a spelling or other discrepancy that was not communicated to us at the time a Draft translation was sent for the Client for review (such as spelling of names: Mohamed, Mohammad, etc.). Please note that we always send a DRAFT of the translation to the Client before Certifying the translation. It is the responsibility of the Client to thoroughly review the translation and to ensure all correct spellings, illegible text, discrepancies have been communicated to us for evaluation and correction before the Certification of Translation process.
  • Other non-translation related factors, such as a visa rejection or legal judgment separate from the translation factor.

THIRD PARTIES

The Provider shall bear no responsibility as to any changes in the Assignment made by the Client or any Third Party after completion by the Provider and receipt by the Client.

The Client undertakes to make no attempt to establish any arrangement independent of the Provider with the Provider’s Linguist contracted to the Provider on this or any related Assignment. Should the Client breach this arrangement, the Client may need to pay the Provider any compensation adequately reviewed by the Provider as compensation for breach of this clause under the terms of this Agreement.

TITLE & COPYRIGHT

If a Source document be translated is under Copyright, the Provider shall not be held responsible whatsoever for any breaches in Copyright laws whilst the Provider was not being made aware by the Client of any Copyright rules regarding the Source document and its translated version. The Provider undertakes the Assignment in good faith from the Client on the understanding that:

  1. the Client has the rights from the copyright owner(s) to have the document translated,
  2. the Client will be using the translated document for private purposes only,
  3. The Client shall not hold the Provider responsible for any claim for infringement of Copyright and/or Assignment rights and from any legal action which may arise from the contents of the original material. It is also agreed that the Client shall not hold the Provider responsible for any claim for infringement of Copyright and/or Assignment rights for any legal action which may arise by any Third Party with regards to the Assignment, either directed against the Provider or the Client.

CONFIDENTIALITY

All Original documents submitted to the Provider by the Client remain the property of the Client, and will be held in strict confidentiality by the Provider. Clients Source documents shall be maintained in confidentiality by the Provider and, unless expressly authorized by the Client in writing, shall not be divulged or published by the Provider, nor authorized by the Provider to be divulged or published to others. The same applies to Client personal data: names, addresses, telephone numbers, any other personal particulars, these will be held in strict confidence (See our Privacy and Cookies Notice page). Excluded is a) information which is or becomes available to the general public, provided this did not result from a breach by the Provider, b) short terminology glossary entries compiled by the Provider whilst performing the Assignment.

CHANGES TO THE TERMS AND CONDITIONS

From time to time, we reserve the right to make changes to this Agreement.

ENGLAND & WALES GOVERNING LEGISLATION

This Agreement shall be governed by the laws of England and Wales. In the case of an unresolved dispute, the adjudication of a court of law in England and Wales shall be used which decision shall be binding and final. Any fees arising from the adjudication process will be borne by the party which court decision favoured against. In case an Agreement exists in the English and another language, the interpretation of the English language Agreement shall be binding.