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Commercial Terms and Conditions 


1. General Provisions

1.1. The present Terms and Conditions (hereinafter – “Terms”) shall be considered as a regulatory document of „Baltic Translations” Ltd., registration Nr. 40103457302, legal address: A. Deglava 61/1-57, LV-1035, Riga, (hereinafter – “Contractor”) and a client/partner (hereinafter – “Customer”), hereinafter collectively referred to as the “Parties”, and individually – the “Party”, which sets out rights, obligations, and principles of cooperation between the Parties.

1.2. The Terms are published on the internet website of the Contractor, www.baltictranslations.lv, where the Customer can become acquainted with the Terms.

1.3. The Terms are an integral part of any transaction between the Customer and the Contractor, and are binding to the Parties.

1.4. Contractual arrangements between the Customer and the Contractor are made with a written order, including an electronic order (hereinafter – "Order Form").

2. Subject of the Terms and Conditions

Subject of the Terms and Conditions is the provision of such services that are business activities of the Contractor, especially translating and interpreting services (hereinafter – Order) in accordance with the provisions established in the Order Form and the Terms herein.

3. Written Translations

3.1. General Provisions

3.1.1. The Contractor undertakes to fulfil the Order in the necessary language within the deadline and shall deliver it to the Customer as previously agreed in accordance with the Terms herein.

3.1.2. The Customer shall undertake to accept and pay the previously agreed price for the received Order in accordance with the Terms herein.

3.2. Order Deadlines

3.2.1. The Customer shall accept the Order provided within the term and in line with the provisions established in the Order Form.

3.2.2. The Customer or its authorised representative shall be obliged to confirm the acceptance of the Order by telephone or electronically (including via e-mail), acknowledging that it was received in time.

3.2.3. Should the Customer fail to fulfil the obligation established by Clause 3.2.2. without any notification about the Order by telephone or electronically (including via e-mail) within 24 hours after receiving the Order, the Contractor shall presume that the Customer has duly received the Order and has no objections regarding deadlines and the arrangement. In this case the Customer shall not be entitled to raise any objections regarding the Order received.

3.2.4. The deadline shall not be considered as missed if the Contractor repeatedly – after the notification of the Customer – sends the Order and proves that it was already sent within the term and in line with arrangements established in the Order Form.

3.2.5. Should the Contractor fail to meet the deadline of the Order without a justifiable reason, the Parties shall agree upon a discount in the amount of not less than 10%. The amount of the discount shall depend on the period of delay.

3.2.6. If the fulfilled Order cannot be delivered to the Customer as previously agreed, the Contractor shall choose other type of delivery, expenses of which shall be covered by the Customer provided that there shall be an advance notice.

3.2.7. If no claims are received on behalf of the Customer within 5 (five) business days after the delivery of the Order to the Customer, and the Customer refuses to accept a duly fulfilled Order without a justifiable reason agreed by both Parties, the delivered Order shall be considered as fulfilled, and the Contractor shall be entitled to issue an invoice which the Customer shall be obliged to pay.

3.3. Rights and Obligations of the Parties

3.3.1. Upon the request of services, the Customer shall inform the Contractor (via e-mail, or by filling out the Order Form) on:

3.3.1.1. any specific stylistic characteristics related to the Order, for example, final use of the Order, identifying whether the Order is going to be printed, used for promotional and/or PR purposes, published on the internet, requests regarding the layout of the text, text format, etc.;

3.3.1.2. and shall submit to the Contractor all documents and information necessary to provide adequate and precise completion of the Order, for instance, specific terminology, key to abbreviations used in the original language, or by submitting other materials to the Contractor, or appoint a person that shall be responsible for the consultations on the document to be translated, its characteristics, nuances, etc.

3.3.2. Should the Customer fail to meet Clause 3.3.1., the Contractor shall not guarantee the compliance of the translation to any requests made by the Customer (i.e. subjective choice of terminology, text interpretation) or the final use of the Order, and shall not be responsible for deficiencies, inaccuracies, faults, and the arising complaints shall not be reviewed.

3.3.3. The Customer shall be obliged to inform the Contractor on any conditions that may affect the ability of the Customer to pay the invoice for the fulfilled Order.

3.3.4. The Contractor shall not be responsible for possible consequences related to infringement of copyright.

3.3.5. The Contractor shall not disclose any information related to the subject of the Order, and shall keep all records regarding materials received from the Customer, especially confidential information.

3.3.6. The Contractor shall hold copyrights on completed works.

3.4. Complaints

3.4.1. The Order shall be deemed as non-conforming if it has failed to comply with provisions established by the Order Form, or has lack of adequate grammar, stylistics, and semantics.

3.4.2. If such non-conformities, described in Clause 3.4.1., are not identified, it shall be deemed that the Order is duly fulfilled in accordance with the requests of the Customer.

3.4.3. Complaints shall be submitted in writing (including via e-mail). Complaints shall be justified, identifying the type of non-conformity and, if possible, the number of them.

3.4.4. Complaints regarding non-conforming services shall be submitted as follows:

3.4.4.1. if the Customer is a legal person (commercial translation), promptly, but no later than within 5 (five) business days from the receipt of Contractor’s services, after identifying the non-conformity;

3.4.4.2. if the Customer is a natural person, in accordance with the procedure and within the term established by regulatory enactments, regarding a product or services non-conforming to the provisions of the agreement in line with the Consumer Protection Law.
3.4.5. Complaints submitted not in compliance with Clauses 3.4.4.1. and 3.4.4.2. shall not be reviewed.

3.4.6. Should the Contractor recognise the complaint of the Customer as justified, the Contractor shall provide the necessary revision of the completed Order. In this case, the Customer shall be entitled to receive a discount up to 10% of the price of the Order.

3.4.7. If the Contractor recognises the complaint of the Customer as justified, and which is not based on the defects described in Clause 3.4.1., or in case the Customer declines the revision, the Customer shall receive an adequate discount to the Order. In case of a dispute between the Parties over a complaint of the Customer submitted within the term, both Parties shall settle the dispute in line with the out-of-court procedure with the help of a competent and independent expert’s opinion. The expert shall be selected from the list of sworn translators at the particular notary and agreed by both Parties. The amount of the discount shall be based on the expert’s opinion or mutually agreed by the Parties.

3.4.8. The Contractor shall be responsible for the losses due to the fault of the Contractor in conditions described in Clause 3.4.1 of the Terms. Losses can be compensated in the amount of the price of the Order. In any other cases, not regulated by the Terms hereof and the cooperation agreement, the Parties shall follow the regulatory enactments of the Republic of Latvia.

4. Interpreting

4.1. General Provisions

4.1.1. The Contractor in line with the Terms hereof shall provide the Order (interpreting) in the necessary language, time, and place.

4.1.2. The Customer shall accept the completed Order and pay to the Contractor the agreed price for interpreting.

4.1.3. The Contractor shall provide interpreting services through an interpreter (interpreters).

4.2. Interpreting Deadlines

4.2.1. The Customer shall be obliged to accept interpreting in the agreed time and of the agreed type established by the Order Form.

4.2.2. If interpreting was provided in line with the requests and within the term established by the Order Form, and the Customer has no complaints, the Customer or its authorised representative shall be obliged to promptly (within the particular day) fill out an interpreting performance protocol confirming that the interpreting was provided in the necessary quality and time.

4.2.3. Should the Customer refuse to accept adequate interpreting without a justifiable reason agreed by both Parties, there are no complaints, and the Order is considered as completed, the Contractor shall be entitled to issue an invoice, which the Customer shall be obliged to pay.

4.3.Rights and Obligations of the Parties

4.3.1. The Customer shall:

4.3.1.1. inform the Contractor about the purposes of the interpreting, and

4.3.1.2. no later than three business days before the day when the Services will be provided, submit to the Contractor all documentation, information and/or additional materials necessary to ensure adequate and precise completion of the Order, for instance, specific terminology, key to the abbreviations used in the original language, protocols/decisions from the previous meetings, reports, presentations or other materials, and inform about specific characteristics, nuances, etc. of the text to be translated.

4.3.2. Should the Customer fail to meet Clause 4.3.1. of the Terms, the Contractor shall not guarantee the compliance of the interpretation to any requests made by the Customer (i.e. subjective choice of terminology, text interpretation) or the final use of the Order, and shall not be responsible for deficiencies, inaccuracies (i.e. imprecise interpretation of terms, etc.), faults, and the arising complaints shall not be reviewed.

4.3.3. The Customer shall inform the Contractor on any conditions that may affect the ability of the Customer to pay the invoice for the fulfilled Order.

4.3.4. The Contractor shall not be responsible for possible consequences related to infringement of copyright.

4.3.5. The Contractor shall not disclose any information related to the subject of interpreting.

4.3.6. The Customer shall not be entitled to demand from the interpreter(s) to provide other services not mentioned in the Order Form, such as written translations, take meeting minutes, provide guiding services, etc.

4.3.7. The Customer shall be obliged to pay for the all agreed working hours of the interpreter(s) to the Contractor, including cases when the Customer has not used the services for all these hours.

4.3.8. The Customer shall be obliged to provide the necessary working conditions for the particular type of interpreting, including technical equipment if it has not been ordered from the Contractor.

4.3.9. The Contractor shall hold copyrights on completed works.

4.4. Transport, Accommodation and Food Costs

4.4.1. The Customer shall be obliged to provide transport for the interpreter(s) from the agreed place to the place where the interpretation will take place.

4.4.2. In case the interpreter(s) use private transport, public transport, taxi, etc., the Customer shall cover all travel expenses of the interpreter(s) in line with a mutual agreement with the Contractor.

4.4.3. The Customer shall provide accommodation for the interpreter(s) – a comfortable single room.

4.4.4. The Customer shall be obliged to provide lunch breaks and break times for the interpreter(s) at least 30 minutes long every four interpreting hours.

4.4.5. Interpreting day is 8 (eight) hours long, including all breaks, the Parties shall agree upon additional payment in case the interpreting day is prolonged.

4.4.6. The Customer is entitled to receive compensation if the interpreter is late for interpreting.

4.5. Complaints

4.5.1. Interpreting is considered as defected if it was not provided in accordance with the Terms established by the Order Form due to the fault of the Contractor.

4.5.2. The complaint shall be submitted in written (including e-mail). The complaint shall be justified and describe the type of defect, and shall be based on evidence as much as possible.

4.5.3. Complaints regarding non-conforming services shall be submitted as follows:

4.5.3.1. if the Customer is a legal person (commercial translation), promptly after receiving the services but no later than of the moment of signing the acceptance protocol by the Parties. Should the Customer fail to sign the protocol right after receiving the services and submit justified complaints in writing, the next day the protocol shall be deemed as signed;

4.5.3.2. if the Customer is a natural person, in accordance with the procedure and within the term established by regulatory enactments, regarding a product or services non-conforming to the provisions of the agreement in line with the Consumer Protection Law.

4.5.4. Complaints submitted not in compliance with Clauses 4.5.3.1. and 4.5.3.2. shall not be reviewed.

4.5.5. The Customer shall receive an adequate discount, if the Contractor recognises the complaint of the Customer as justified, and which is not based on the defects described in Clause 4.5.1. The amount of the discount shall be based on the expert’s opinion or mutually agreed by the Parties.

4.5.6. In case of a dispute between the Parties over a complaint of the Customer which was submitted within the term, both Parties shall settle the dispute in line with the out-of-court procedure with the help of a competent and independent expert. The expert shall be selected from the list of sworn interpreters at the particular notary and agreed by both Parties.

4.5.7. The Contractor shall be responsible for the losses due to the fault of the Contractor in conditions described in Clause 4.5.1. of the Terms. Losses can be compensated in the amount of the price of the Order. In any other cases, that are not regulated by the Terms hereof and the cooperation agreement, the Parties shall follow the regulatory enactments of the Republic of Latvia.

5. Price of the Order

5.1. The price of the Order is based on the existing price list of the Contractor and the established pricing system.

5.2. If the approximate price of the Order is based on the approximate number of units, pricing is based on the number of actual units (in the target language) and is carried out after the completion of interpreting.

5.3. All prices displayed in the price list are given in euros (EUR) and exclude value added tax (VAT). In case the prices are altered during the period of the Order because of various reasons, the Contractor shall give the Customer a notice of at least one calendar month.

5.4. The Contractor is entitled to give a discount to the whole Order. The amount of a discount depends on the total volume of the Order.

5.5. Depending on the complexity of the Order (text), the Contractor is entitled to apply an extra charge in the amount of up to 30%.

6. Settlement Procedure

6.1. The Contractor is entitled to issue an invoice for the provided services right after the completion of such services, based on the provisions laid down in the Order Form.

6.2. The Customer shall pay for the services in accordance with the invoices issued by the Contractor, which the Customer shall pay within the established term.

6.3. In case there is no separate written agreement, the Customer shall be obliged to make a payment within ten days after receiving an invoice by the transfer to the account of the Contractor, or send to the Contractor a justified objection or a written claim.

6.4. Should the Customer fail to make the payment on time, the Customer shall pay a penalty in the amount of 0.5% of the outstanding debt for each day of delay.

6.5. The Contractor shall be entitled to appoint a third party to control payments and collect debts from the Customer, and the Customer shall be obliged to make these payments.

6.6. In case of delay in payments, the Contractor shall be entitled to stop further works.

6.7. In case of any delay in payments, money received from the Customer shall be first transferred for payment of the penalty and the debt, and the remainder – for the payment. The day of payment shall be deemed the day when money in full amount is transferred into the bank account of the Contractor.

6.8. The Customer shall be obliged to pay 100% for the first Order to the Contractor within the established term.

6.9. If in case of delay in payments the Contractor gives a written notice (including via e-mail, etc.) to the Customer three days in advance, and the Customer has failed to make the payment, the Contractor shall be entitled to cancel further works immediately, without additional warnings. The works are continued after all money for penalties, debts, and regular payments had been received.

6.10. The Contractor shall be entitled to make an advance invoices to the Commissioning Party and request payment before launching work when the commission sum exceeds EUR 200.00 (two hundred).

7. Responsibility

7.1. The Parties shall not be liable for non-fulfilment of the liabilities of the agreement, if such non-fulfilment is due to force-majeure or unforeseen circumstances which the affected Party (or both Parties) could not foresee, prevent and affect, and for which the Parties shall not be responsible.

7.2. If the text of the translation is going to be printed, or in any other way published or distributed, the Customer shall be obliged to inform the Contractor about it. In case the Customer has failed to note to the Contractor that the translation is planned to be printed, the Customer has no rights to make a complaint and request a compensation of losses due to defects discovered in the Order.

7.3. When using means of communication by the Parties, the Contractor shall not be responsible for losses incurred by harmful interference in post-office services, electronic or other means of communication, or technical devices which provide the particular services for the Contractor.

7.4. The Contractor shall not be responsible for delays in delivery of the Order, disappearance of mails, transmission errors or distortions due to lack or a breakdown of communication equipment (including computer viruses), differences between time zones, interruptions in electricity supply in the region of the Customer, or due to any other circumstances outside the Contractor’s will and control.

7.5. In all cases the responsibility of the Contractor shall not exceed the amount of money paid by the Customer to the Contractor within the framework of the particular Order.

8. Special Provisions

8.1. In case the Order is cancelled on the initiative of the Customer, the Customer shall be obliged to pay to the Contractor for all the work already completed.

8.2. The Customer shall undertake not to contact with a Contractor’s translator or interpreter without a written approval of the Contractor.

8.3. In case the Contractor in writing allows to the Customer to contact with a translator or interpreter, the Customer shall be obliged not to disclose to the translator or interpreter information related to the particular Order.

8.4. The Customer shall inform the Contractor about any new agreement made with a translator or interpreter. Should the Customer fail to meet Clauses 8.2. and/or 8.3. hereof, the Customer shall pay a penalty to the Contractor in the amount of ____.

9. Final Provisions

9.1. All disputes, disagreements or claims arising from the Contract concluded by the Parties and related to its breach, termination or invalidity, the Parties shall settle in line with the Terms and Conditions hereof by means of negotiations. Should the Parties fail to do so, all disputes shall be solved in accordance with the regulatory enactments of the Republic of Latvia.

9.2. The Terms shall be binding for the Parties.

9.3. The Customer shall agree and allow to the Contractor to process the personal data of the Customer.

9.4. The Contractor shall draw up and determine cooperation provisions, price rates, and the Terms and Conditions of the Services. If the Terms and Conditions are amended during the particular Order, the Parties shall observe the Terms and Conditions effective upon the moment of making the Order.

9.5. The Customer shall be entitled to become acquainted with the Terms and Conditions published on the Contractor’s website www.baltictranslations.lv at any time. At the request of the Customer, these Provisions may be printed and added to the Order Form/Contract.

9.6. Regarding other issues not covered by these Terms and mutual agreements, the Parties shall act in accordance with the regulatory enactments of the Republic of Latvia.

9.7. All headings and numeration references used in these Terms and Conditions are for convenience purposes only and shall not be used for interpretation of the Terms hereof.

Confirmed on 4 January 2013, Riga.
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