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Certified UK Translation
Certified UK Translation Office

Terms of Business - Agreement

Definitions
  • The 'Provider' means CertifiedUKTransl.net, a division of experTTranslators Ltd. registered in England and Wales no. 4279604. VAT reg. 782722119. Reg. office: 31A Crawford Place, London, W1H 4LL, its employees and sub-contracted Translators.
  • The 'Client' means the customer of the Provider, whether an individual or corporate entity, for whom the certified translation service is being provided.
  • 'Job' means any translation, certified or not, physical or digital, provided by the Provider from the written source certificate provided by the 'Client'.
  • 'Confirmation' means an acceptance by the Client of this Agreement, instructing the Provider to perform the Job, whether pre-paid or not, by any confirmation means (email, web, letter or fax).
  • 'Agreement' means the Terms of Business herein between the 'Provider' and the 'Client' constituted by these terms of business.
  • 'Working hours': Even though our office opening hours are Monday to Friday

    09:00

    to

    18:30

    , Saturday from

    10:00

    to

    15:00

    , our actual translation processing working hours are Monday to Friday from 9am to 5pm excluding public holidays.
  • 'Original Certificate' means an actual physical Official certificate (or Certified True copy of Original certificate) bearing an original signature or stamp.
  • 'Copy of Certificate' means a physical or digital certificate (fax, photocopy, scan) which is a reproduction of the Original Certificate not bearing an original signature or stamp.
  • 'Deadline 1': 16:00 on the date the Job is completed as indicated on the Job Confirmation (not including weekends and public holidays)
  • 'Deadline 2': The date the Job is received by the Client according to the following delivery schedule (not including weekends and public holidays):
    • Post-Recorded Delivery UK 1st Cl. - (Up to 4 Business days) - £4.68
    • Post-Special Delivery UK - (Next Business Day) - £9.54
    • Courier London to M25 - (Sameday) - £58.80
    • Courier outside London - (50 Miles from M25 (Sameday)) - £138.00
    • Intl Sign Post - (4 days EU/US) - £20.40
    • World (not EU/US) Fedex - (4 days) - £106.80
    • EU/US Fedex - (2 days) - £106.80
    • Intl Sign Post - (8 days World not EU/US) - £20.40
    • Collect from office: 31A Crawford Place, London, W1H 4LL
Certification of Translation:
A Certified Translation of an Official Certificate (a Job) is a translation that has been declared/stamped by the Provider or sworn by the Provider in front of a Commissioner for Oath (usually a solicitor but also a Notary Public) that is is true, accurate and complete. The Job is not 'equivalent' to the Original official Certificate. The Provider will not be held responsible for checking the authenticity of the Original certificate nor will it be held responsible for the translation of a Copy of Original which has been modified in any shape or form. It is up to the Client confirming the Job to ensure that a Copy of Original certificate provided is true and an exact Copy. In most cases, the Job will have a Copy of the Original certificate attached. Our Clients are advised to send Original (or Certified True copies of Original) certificate when they receive the Job from the Provider to whoever they are sending the Job to who may wish to verify the Copy against the Original. Authentication of Original certificates or evaluation of Original certificate (such as educational equivalence of Academic Diplomas/Transcripts) is not a service the Provider offers.

Certification of Original Certificate:
We also offer the following Certification of Original certificate services:
a) A Certified True Copy of Original Certificate means that the Original Certificate is photocopied, signed & stamped as a True Copy by a Legal person (usually a Solicitor). You can get a Certified True Copy yourself done at any solicitor or we can do it for you as part of the Certification Translation process. Please note: Certified True Copies are not applicable to UK Crown Copyright certificates such as General Register Office (GRO) Birth, Marriage, No Impediment to Marry, Death certificates, etc. We can only stamp Originals or Extracts of Originals issued by the GRO. You can request extracts direct from the GRO website (see Useful Links).
b) Notarisation of Original certificate which means that the Original Certificate is photocopied, signed & stamped as a True Copy of Original Certificate by a Notary Public along with a Notary declaration that the validity of the contents of the Original certificate have been checked as authentic. You can get a Notarisation of Original certificate yourself done at any Notary Public or we can do it for you as part of the Certification Translation process.
c) Legalisation (Apostille): The Foreign & Commonwealth Office (FCO) in the UK is the only authority that can legalise Original certificates and translations. You can get your Original certificate and/or Job yourself done at the FCO or we can do it for you as part of the Certification Translation process. The legalisation service offered by the Provider means that we send the certificates and/or translations to the FCO for legalisation on your behalf.


Linguistic Considerations
  • As a certified translation company, we are extremely careful in ensuring that the Job is accurate and reflects the text in the original certificate. Please note that we do not perform any 'editing' or 're-writing', this means that no text is either added, removed or modified from the original certificate.
  • Text discrepancies: To avoid translation discrepancies in phonetic names/places or handwritten illegible text that can be difficult to translate, a Draft of the Job will be emailed as a PDF attached to the Client for verification before certifying/stamping the Job. Clients must ensure the Draft is thoroughly checked and reply by email promptly to avoid any delays. Any discrepancies found after the Job is certified and stamped may incur further cost if the Provider is required to correct and re-certify the translation.
  • Unless otherwise specified by the Client, the language the Provider is asked to translate into will be a mainstream language using a vocabulary that does not include dialectual or regional specific words and syntax. Unless a specific dialect or translator qualification/experience is requested by the Client, the Provider will use its discretion in the choice of the most suitable translator to match the translation assignment. A good translation depends amongst other things on a well and clearly written original certificate. Unless otherwise requested by the Client, the Job will closely reflect the intended meaning of the original certificate and will not be subject to adaptation, rewriting or editing, except for typographical and obvious common sense errors. Illegible text will be marked as [illegible] and will not be guess-translated by The Provider. On no account will the Client request to have illegible text guess-translated. The Provider will not be held responsible for unsatisfactory translation work resulting from poorly written and illegible original certificates.
  • The Proper Names of the person(s) on Certified Translations are translated using what the Provider believes to be the proper nomenclature for the language translated into. The Provider will not to add, shorten or modify the Name(s) of the person(s) on the original certificate should the Client requests 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 'Mohamed' may be modified to 'Mohammad' to match the Client's first name on all other official certificates.
  • Where the requirement for a translation job is needed into or from a rare language or dialect and no qualified translator is available, the Provider reserves the right to either reject the Confirmation and refund any money paid, or try its best to choose the most suitable Provider available and inform the Client of the difficulty encountered in the Provider not being able to supply its service with the full confidence it is accustomed to for other mainstream languages. Should the Client wish to proceed with the job in this case, the Provider will not be held responsible for any unsatisfactory outcome of the Job.
  • Where an urgent Job job is needed for delivery earlier than our standard delivery deadlines (around 3 pages per day for translation, minimum two days), the Provider will try his best to deliver a quality Job to satisfy the client's need but may indicate a lack of quality or fail to deliver on time due to urgent Job constraints (which is very rare). Should the Client wish to proceed with the Job in this case, the Provider will not be held responsible for any unsatisfactory outcome of the Job. In this case, the Client will not withhold payment of request a refund on account of this.
  • Formatting/Layout: Please note that we are a translation company, not a design company. We try our best to match the layout and design of the translation with the original certificate free of charge but our main priority is the accuracy of translation, not accuracy of layout and the client is to expect a layout that matches closely the layout of the original certificate but not to expect a 100% full design match.


Deadline & Delivery
  • The deadline number of days (business days) shown on our website will be instantly shown and depends on the number of certificates & pages to be translated and type of certification. Subject to the Client confirming the Job, delivering the certificate(s), instructions and payment to the Provider, the Provider will do its utmost to ensure that the Job reaches the Client by the deadline 2, complete by Recorded Postal delivery, Courier, Email or Client Collect).
  • Delivery deadlines are not binding and may be subject to change in the following circumstances:
    a) Any reason beyond the Provider's control (such as delayed delivery by sub-contracted provider, employees, illness, breakdown in communication traffic - internet, emails, etc. - acts of God, disruptions in law & order, etc.)
    b) Post: Delivery of Jobs are dependent on other third party providers such as solicitors, notary publics, the FCO, Royal Mail, Couriers, performing their services on time. The Provider will not be held responsible for the failure of such third party providers delivering on time. Jobs sent by post use the services of Royal Mail recorded delivery signed for with tracking number. Clients who do not receive or receive delayed Jobs by Royal Mail's postal service will need to chase delivery direct with Royal Mail through their tracking service (see 'Useful Links'). The Recorded Delivery service require's the Client to sign for delivery either at home or work address. Neither The Provider nor Royal Mail will be held responsible by the Client for delivery failure due to non-physical presence of Client or Client proxy required to sign for delivery. Royal Mail will leave a card at delivery address giving instructions on how to retrieve non-delivered items. The Client will acknowledge receipt of the Job.
    c) Unforeseen difficult/complex nature of text to be translated. Even though Jobs booked direct on our website do not depend on the Provider seeing the certificate(s), the Client agrees to request confirmation of Job and deadline before payment is made in the case of what could be perceived as a difficult translation job (difficult/technical complex original text, rare language, over 300 words A4 per page, complex layout, etc.).
    d) If any modification is made to the Job after confirmation (change of or additional certificate, pages, Job hold/reschedule, any change to the initial confirmed Job). Any deadline adjusted during the course of the project must be confirmed in writing and agreed by both the Client and Provider.
    e) The Provider always sends a Draft of the Job by email (as a PDF attachment) before final Certification. The Client is required to review the Job promptly and reply by email with any changes so we are able to proceed with the Certification process. Any delay by the Client in approving the Draft will result in delays in meeting the delivery deadlines.
  • The Client shall meet the costs of delivering any certificate to us by email, upload, fax, post, courier or in person (to the specified postal, fax or email address on our website). The Client is entirely responsible for ensuring that the certificate(s) have been delivered and seek confirmation of receipt from the Provider. The Client must not assume that the Job is being undertaken without confirmation from the Provider that the certificate and payment has been received. The Provider always acknowledges by email to the client when all certificates (including type of certificate, number of certificates, number of pages) and payment have been received.
  • The Client shall also meet the costs of receiving the Job back from the Provider by post, courier or in person, unless such delivery is for a non-Certified Translation, in which case the Provider will send it by email only.


Prices:
  • Certified Translation Price per 'Page': The definition of a 'page' and its translation pricing depends on:
    a) the languages combination, b) the type of certificate c) the number of pages, d) the type of Certification. The price 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 original certificate to be translated (which corresponds to average lettering of 12 point typeface size and a maximum of 29 lines). Please note that for certificates submitted for translation exceeding the maximum number of words per page as indicated above, we reserve the right to either request additional payment for extra words (in increments of extra pages) or cancel the job and offer a refund (less a cancellation fee of £14 + VAT).
  • Discounts are given at the discretion of the Provider. Discounts apply to translation/certification charges only and do not include extra services such as urgent jobs and postal charges.


Additional fees
These are payable by the Client to the Provider in the event of the following:
  • Upon receipt of translation, the Client shall promptly review it and within 30 days after receipt, notify the Provider of any corrections or changes. Any changes requested by the Client after 30 days of receipt are chargeable and will require the Client to operate a new booking. A discount may be applicable at the Provider's discretion.
  • Certified statements not directly related to the certified translation of certificates (such as witness statement, court related statements requiring the physical presence of the translator or not) are not a service that the Provder habitually offers. For such requests, the Client will inform the Provider before hand of such requirement in writing and the Provider will use its discretion in accepting to offer such service or not. Different rates (and travel expenses if any) will apply in such case.


Payment
  • All Jobs are pre-paid before commencement of the Job. In exceptional circumstances and upon prior agreement between the Client and the Provider, some Jobs are paid upon delivery of the Job. In which case, it is agreed that payment must reach our bank account after start of the Job but before Deadline 1 of the Job (Usually around 2 to 3 business days). The Provider will not release the Job to the Client until payment has been received in full into the Provider's bank account. The amount payable will be indicated on the Provider's Job confirmation receipt received by the Client. Upon Deadline 2 delivery of the Job, a full VAT receipt will be issued to the Client. The Provider reserves the right to stop delivery of an ongoing Job and charge interest and admin costs on late payments at the rate of 8% above base rate (or such rate as is determined by UK legislation, the latter prevailing). Relevant bank payment charges to be borne by the Client.
  • The Client shall not be entitled to withhold payment or ask for a refund of any amount properly payable on account of any disputed claim by the Client in respect of:
    a) a current Job dispute such as disagreement with translation terminology; disagreement about academic titles translation, Client request to add, remove or modify passages in translation which do not conform to the Original certificate;
    b) another Job provided by the Provider, or any alleged breach of Agreement, or any other Agreement between the Provider and the Client. The Client shall not be entitled to set-off or otherwise deduct from any amount properly payable to the Provider any monies which are allegedly due from the Provider to the Client.
  • The Client shall not be entitled to whithold or delay payment of any amount payable to the Provider on account of any third party withholding payment to the Client.
  • In the case of disputes, part-payment will be made in line with normal payment terms, subject to the nature and extent of the dispute.
  • It is the responsibility of the Client to ensure that payment reaches us on time for timely delivery of the Job. Credit/debit cards are instantly confirmed. Payments by cheque, Paypal and Online transfers will be confirmed as soon as payment reaches the Provider's bank account. Confirmation of the Job will start from when payment reaches our account. The Client will not be notified if payment has not reached the Provider's account, in which case, it is the responsibility of the Client to chase payment has been received.


Confidentiality
All Original certificates submitted to the Provider by the Client remain the property of the client, and will be held in strict confidentiality by the Provider. Copies of certificates remain the property of the Provider.
Copies of certificates expressly identified by Client in writing as confidential shall be maintained in confidentiality by the Provider and, unless expressly authorised by the Client in writing, shall not be divulged or published by the Provider, nor authorised by the Provider to be divulged or published to others. 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) terminological glossary entries compiled by the Provider whilst performing the Job. The Client and Provider may agree in writing upon payment of an agreed-upon fee by Client to Provider that such terminological glossary entries shall be the property of the Client and covered by confidentiality provisions of this paragraph. Likewise, the Client shall not disclose to any third party any information relating to the Provider and any of its work methods without prior written consent from the Provider.

Cancellations/Reschedules/Amendments
As soon as we receive a confirmed job during Working Hours, it is processed immediately and we start working on the translation. For cancelled translation jobs, 50% of the booking total is refundable within two hours from the job confirmation start date/time during Working Hours, 0% refundable after two business hours from the Job confirmation start date/time. For rescheduled/amended/on-hold translations, a £29 + VAT re-booking fee becomes payable and added to the total amount to cover the administration costs involved in stopping/amending and reprocessing the translation. Translations which have been put on hold by the Client for whatever reason are allowed a grace period of 5 business days after which the translation must be resumed. Should we not receive instructions to resume the translation within the grace period, the translation will be automatically cancelled and no refund will be applicable. Our translators allocate translation work in an orderly manner. If a job is confirmed and time allocated for that purpose and later cancelled, loss has to be compensated as the translator would have turned down other jobs. The cancellation of a job in full or in part engenders working time and resources wasted which have to be compensated. The translation work completed until the client on-hold instructions shall be made available to the Client.

Termination
Our online booking system allows the self-service facility to Clients to book their Certified Translation jobs from amongst the list of certificates listed on the first step of the booking journey, upload their certificate(s), complete and pay for the booking without The Provider seeing the certificate(s) that is being booked. The Client must not assume that the job will be undertaken guaranteed just because the booking steps were completed and payment made. In most cases the Provider will, within 24 hours of receipt of payment, confirm the job by return email. The Provider reserves the right not to undertake and to terminate a job immediately and notify the Client as such, for whatsoever reason, but mainly for the following reasons:
  • Certificates submitted for translation exceeding the maximum number of words per page as indicated 'Prices' above, we reserve the right to either request additional payment for extra words (in increments of extra pages) or terminate the job.
  • Certificates submitted for translation with predominantly Illegible content.
  • Certificates with improper, unlawful, immoral content which the Provider judges is not appropriate to translate.
  • Please note that jobs which have been terminated for any of the above reasons or any other reason are subject to a refund (less a termination fee of £14 + VAT)


Third Parties
The Provider shall bear no responsibility whatsoever as to any changes in the translation made by the Client or any third party after completion by the Provider and receipt by the Client. The Provider shall also bear no responsibility whatsoever as to the outcome of the Client's submission of the Provider's Certified translation to any third party (for example visa application, university application, job application). In over 10 years of satisfactory certified translation work, the Provider has never had its Certified Translation rejected by any third party, however, the Provider assumes no responsibility for any unsatisfactory outcome to the Client's submission of the Provider's Certified Translation, directly or indirectly.
The Client undertakes to make no attempt to establish any arrangement independent of the Provider with translators contracted to the Provider on this or any related Job. Should the Client breach this arrangement, the Client will 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 an Original or Copy of certificate text to 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 Original or Copy of certificate and its translation. The Provider undertakes the Job in good faith from the Client on the understanding that:
a. the client has the translation rights from the copyright owner(s) to translate the certificate, or,
b. the client will be using the translation for private purposes only.
c. The translation of a work into another language is also elligible for separate copyright. The Client shall not hold the Provider responsible for any claim for infringement of copyright and/or translation 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 translation rights for any legal action which may arise by any third party with regards to the Job, either directed against the Provider or the Client.
Copyright ownership in the intellectual property of the translation is not transferable from Provider to Client until payment has been made in full. In case of payment default, the Provider has no obligation to protect any copyright, trademark, confidentiality or other right of Client with respect of the Job. The Provider shall have the right to retain file copies of the item(s) to be translated and of the translation transcripts.

Complaints, reviews and refunds
We aim to provide a flawless service and take every care to ensure that any Job meets the Client satisfaction. On very rare occasions when things may go wrong, whether within or beyond our control, we aim to redress the situation immediately, free of charge, and within 30 days from the delivery date of the Job by rectifying any errors and doing everything we possibly can to remedy the situation. Unfortunately, we cannot accept any responsibility or complaints for any Jobs after 30 days. Requests for changes and complaints beyond 30 days from delivery date, will need to be made in writing to customer services at the office address above and may be reviewed at the Provider's discretion free of charge or at cost. All outstanding payments will still need to be made regardless of whether a complaint or review is pending. In case the Provider was not able to perform the job to the Client's satisfaction and after the Provider having been given a chance to rectify the situation, a full or partial refund of the payable amount may be made to the Client. The Provider will not be held responsible for any loss, claim, damage, expense or liability which the Client may have incurred on account of using the Provider's services. The Provider strives to provide the best Certified Translation service to match specific jobs, We reserve the right to terminate the job and operate a full or part refund in some situations where whatsoever illegal activity has been identified by the Provider.

Indemnification and hold-harmless by Client
The Client agrees to indemnify and hold the Provider harmless from any and all losses, claims, damages, expenses or liabilities (including reasonable solicitor's fees) which the Provider may incur based on certificates furnished, prepared or approved by the Client for use by the Provider in the work job performed under this Contract.

Changes to the Terms of Business
From time to time, we reserve the right to make changes to this Agreement.

Governing Law
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 whose decision shall be binding and final. Any costs 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.
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