Terms & Conditions
Last updated: February 6, 2025
These Terms & Conditions govern all language services supplied by Certified Visa Translation (“we”, “us”, or “the Company”) to the client (“you” or “the Client”). By placing an order, you agree to be bound by the terms set out below.
For projects requested on a fast-track or urgent basis, Certified Visa Translation will use reasonable skill and care to ensure accuracy. However, due to the nature of accelerated delivery schedules, the Client accepts that:
Work performed under reduced timeframes may not achieve the same level of refinement as standard-turnaround projects.
Rush delivery increases the possibility of stylistic discrepancies, minor inconsistencies, or other subjective variations.
The Company is not liable for costs, delays, or consequences arising from such variations.
By commissioning a rush order, the Client confirms their understanding of these limitations.
Any turnaround time provided by Certified Visa Translation is an estimate based on the information, files, page count, word count, formatting requirements, certification requirements, and delivery method known to us at the time of quotation or order confirmation.
While we make every reasonable effort to meet agreed or advertised turnaround times, the Client accepts that turnaround times may be adjusted where the volume, complexity, quality, formatting, or number of documents submitted is significantly higher than expected or reasonably manageable within the requested timeframe.
This includes, but is not limited to, orders involving:
- a large number of pages or documents;
- multiple certificates, records, statements, transcripts, or supporting documents submitted together;
- documents containing dense text, handwriting, stamps, seals, tables, poor scans, unclear images, or complex formatting;
- documents requiring certification, review, printing, postage, notarisation, legalisation, apostille, or any additional verification process;
- additional files submitted after the original quote or after work has started.
Where a Client requests urgent or 24-hour delivery, this does not guarantee that all documents will be completed within 24 hours where the volume or complexity of the order makes this impractical. For example, high-volume submissions, such as large bundles or orders of 20+ pages, may require additional time even where an urgent service has been requested or paid for.
If the submitted documents are significantly more extensive than initially described, Certified Visa Translation reserves the right to revise the delivery schedule, split delivery into batches, and/or issue an updated quote where applicable.
The Client agrees that reasonable extensions to the turnaround time due to document volume, complexity, file quality, or additional instructions shall not constitute a failure to provide the service, provided that work is being carried out with reasonable skill and care.
All fees, charges, and reimbursable costs relating to the project are outlined on the invoice issued by Certified Visa Translation.
Payment must be made within the timeframe stated on the invoice.
Late payments may incur interest at a rate of 8% per calendar month.
All payments must reference the invoice number. Missing references may delay allocation of funds to your account.
Once both parties agree to these Terms & Conditions, Certified Visa Translation may accept written email confirmation as full authorisation for future assignments.
All subsequent projects will follow the pricing, payment terms, and operational conditions set out in these Terms, unless otherwise agreed in writing.
To commence work, Certified Visa Translation may require a deposit toward the anticipated project cost.
Deposits may be paid via bank transfer or card payment, as instructed by the project coordinator. Work will begin only once cleared funds have been received.
Language services—including translation, transcription, and interpretation—often involve subjective choices. Different linguists may express identical meaning using alternative phrasing or structure.
Accordingly:
The Company is not responsible for personal stylistic preferences regarding terminology or tone.
We will use any reference materials or glossaries provided to a reasonable commercial extent.
Additional requests for stylistic changes, terminology alterations, reformatting, or amendments beyond the agreed scope may incur supplementary charges.
If the Client alters instructions, deadlines, file types, or scope midway through a project, the Company reserves the right to revise pricing and/or delivery timeframes.
Any issues regarding the completed work must be communicated within ten (10) business days of receiving the deliverables.
Notification must be sent either:
by email to the Client’s project representative, or
by written letter sent via tracked postal delivery.
If no notification is received within this period, the work will be deemed accepted, and the Client relinquishes any related claims.
Certified Visa Translation will not be liable for any indirect, special, punitive, incidental, or consequential damages, including—but not limited to—loss of earnings, delays, or reputational impact.
The Company’s total liability under any legal theory shall not exceed the total amount paid by the Client for the specific project in question.
Any claim must be submitted within one (1) year from the date the cause of action arises.
Nothing in this clause excludes liability where such exclusion is prohibited by law.
For the duration of any ongoing project and for two (2) years thereafter, the Client agrees not to approach, hire, or contract—directly or indirectly—any translator, interpreter, reviewer, or employee engaged by Certified Visa Translation.
Where this clause is breached, the Client agrees to pay £75,000 GBP per individual as liquidated damages, representing a genuine pre-estimate of loss.
For certain assignments, the Client may be required to provide an advance payment covering expected costs. This will be communicated by the assigned project manager.
No verbal changes will be valid. Any modification must be agreed in writing, either via signed letter or email confirmation from authorised representatives of both parties.
All translation, interpretation, and related services delivered by Certified Visa Translation are bespoke and created to the Client’s specific requirements.
Therefore:
Once an order has been confirmed through payment or written approval (whichever occurs first), it cannot be cancelled or refunded.
Linguists and resources are allocated immediately upon confirmation, and costs are committed from that moment.
Any subsequent amendments may incur additional charges and are not guaranteed.
This policy complies with the exemption for bespoke services under applicable consumer and business legislation and does not affect statutory rights.
These Terms shall be governed by the laws of England & Wales.
Any dispute that cannot be resolved amicably shall be referred to confidential binding arbitration seated in London, under the rules of JAMS (or equivalent successor body).
Key provisions:
Unless both parties agree otherwise, arbitration will be conducted by three arbitrators.
Each party may conduct up to three depositions.
Arbitrators shall not award punitive damages, legal fees, or costs.
Awards may be enforced in any competent jurisdiction.
The costs of arbitration shall be shared equally unless otherwise directed by the arbitrators.
These Terms & Conditions constitute the full agreement between Certified Visa Translation and the Client and supersede any prior arrangements or representations unless expressly stated otherwise in writing.
For any queries, please contact us at:
hello@certifiedvisatranslation.co.uk
https://certifiedvisatranslation.co.uk/