Terms and Conditions of Service for Language Services
Interpreting and Translation LC Agency
These terms and conditions (“Terms”) govern the provision of interpreting and translation services (“Services”) by Interpreting and Translation LC Agency (“LC” or “Service Provider”) to the client (“Client” or “You”). By ordering Services from LC, it is assumed that the Client agrees to be bound by these Terms. These Terms are subject to English law.
Service Engagement
1. By engaging LC’s Services, the Client acknowledges and agrees to abide by these Terms in their entirety.
2. LC reserves the right to amend or update these Terms at any time. The most current version will be made available on LC’s website and will apply to any new Service requests or ongoing engagements.
Service Provision
3. LC agrees to provide interpreting and translation Services to the Client in accordance with the agreed-upon specifications, requirements, and availability.
4. The Client shall provide all necessary information, materials, and access required to facilitate the provision of the Services.
5. LC shall make reasonable efforts to ensure the accuracy and quality of the Services delivered. However, LC does not guarantee the absolute accuracy or suitability of the Services for the Client’s specific purposes.
Cancellation and Rescheduling
6. The Client may cancel or reschedule Services by providing written notice to LC. In the event of cancellation or rescheduling, the following charges will apply:
6.1 For hourly bookings of up to a full day (7 hours), any changes or cancellations must be made with at least 72 hours’ notice. If cancellation occurs with less than 72 hours’ notice but more than 48 hours, LC will charge 50% of the total estimated cost for interpreting, cultural mediation, or LC services, including certain special services such as Statement Drafting and Tour Guide Services. If cancellation occurs with less than 48 hours’ notice, the charge will be 100% of the total estimated cost (as per the initial invoice). For multi-day bookings, a minimum of seven (7) working days’ notice is required for cancellation or rescheduling to ensure job security and income stability for both LC and the linguist. If a booking is cancelled or rescheduled with less than seven working days’ notice, LC reserves the right to charge for the full duration of the agreed booking. If the assignment has already started, LC reserves the right to charge the full fee for the entire booking, regardless of any curtailment, amendments, or early termination of the service. The minimum chargeable duration will be the full duration of the original booking. For special services, including but not limited to Forensic & Expert Evidence Services, Foreign Deployments, Expert Reports, and large-scale projects, a minimum cancellation notice of three (3) weeks is required as standard. This period may be extended depending on the volume of work and the expert’s duration requirements. If cancellation occurs within this period, LC reserves the right to charge the full estimated cost (based on the initial invoice or according to the rates provided) for the service. For rare languages and exceptional cases, an additional special or cancellation policy may apply on a case-by-case basis. Please contact LC for confirmation before finalising your booking.
6.2 If a linguist has already commenced travel to the assignment location or made prior arrangements for travel and accommodation following LC’s receipt of booking confirmation, all incurred travel costs, travel time, associated expenses, and mileage will be chargeable. This applies in cases where the linguist has prepaid for travel and accommodation or has already departed from their residence to attend the booking. In such cases, the client will be invoiced for all applicable fees.
6.3 Translation Cancellation Policy: In the event that the Client cancels a confirmed translation order, a cancellation fee of 90% of the total estimated cost of the Services will be applied. LC recognises that unforeseen circumstances may arise, and we make efforts to accommodate reasonable requests for rescheduling or cancellation. However, it’s essential to note that translation cancellations after confirmation may incur significant costs and resource allocation. We appreciate your understanding and cooperation in adhering to this cancellation policy. If you have any questions or require further clarification, please do not hesitate to contact us.
Payment Terms
7. LC shall invoice the Client for the Services rendered shortly after the completion of the assignment, unless otherwise agreed upon request.
8. Payment shall be made by the Client within 7 days and the specified payment terms. LC reserves the right to charge interest on any overdue payments in accordance with applicable laws. In the event of LC receiving advance payment, especially for bookings and orders received from abroad, LC will adjust the payment and issue an invoice reflecting the remaining balance or refund any overpayment. This ensures accurate and transparent financial transactions between LC and its valued clients.
9. LC has standardised pricing based on the level of the linguist (1 to 5 and X), and these prices can be accessed on request or by submitting a quotation form. Please note that these prices may change, and it is advisable to check for the most up-to-date pricing.
9.1 For non-urgent interpreting quotes, they are valid for a duration of 8 hours and are subject to the availability of a linguist. Translation quotes (non-urgent) are valid for 7 days. For all other services, please inquire about the quote expiry as LC strives to hold an estimate given to the client for as long as possible. However, it is important to note that prices cannot be guaranteed as language services are subject to the availability of linguists.
9.2 LC is dedicated to providing accurate and transparent pricing information and will make every effort to accommodate client requests.
9.3 The price provided by LC is fixed (subject to alteration solely in the event of a change in linguist personnel or a job amendment), with the breakdown provided for reference only. LC will not provide receipts or invoices for expenses (also, ref: 17.7, 17.7.1). Exceptions may apply for exceptional circumstances, including quotes provided more than 30 days ago or acts of God causing the cost of delivery to exceed the initial estimate. In such circumstances, LC reserves the right to revise the invoice and add the additional sum.
Confidentiality and Data Protection
10. LC shall maintain the confidentiality of any confidential information or materials provided by the Client in connection with the Services.
11. The Client agrees to provide LC with any necessary permissions or legal requirements to handle any confidential or sensitive information shared for the provision of the Services.
12. At LC, we prioritise the protection of your privacy. We handle your personal data with the utmost care and in compliance with the applicable legal requirements in the UK and EU. The collection and storage of your data are essential for providing services, work opportunities and facilitating secure business transactions between LC, our clients, and our linguist professionals. The LC web app is managed and administered by LC, Moons ABC & CITC, who process your data as necessary. The following information explains why:
Non-Solicitation
13. The Client agrees not to directly contact or engage any linguists (interpreters and translators) provided by LC for future assignments without prior written consent from LC.
13.1 The Client agrees to abstain from contacting the linguist directly for interpretation booking management, translation services, or future booking purposes. For any support or further assistance, the customer may contact the LC Admin Team at admin[@]linguistscollective.com or by calling +44 (0)333 240 0139. Booking directly with the linguist or obtaining translations without LC’s confirmation may constitute a breach of the contract and will not be covered by LC insurance.
14. Any breach of this non-solicitation clause may result in legal action and liability for damages.
Limitation of Liability
15. LC’s liability for any loss, damage, or expense arising from the provision of the Services shall be limited to the total amount paid by the Client for the specific Services in question.
16. LC shall not be liable for any indirect, consequential, or incidental damages incurred by the Client, including but not limited to lost profits, loss of business opportunities, or reputational harm.
Relevant policies:
17. LC’s charging policy for interpreting is based on the original booking duration unless the assignment exceeds the agreed duration. If a booking or assignment runs for more than 8 hours, it will be considered as overtime, and the Client will be charged time and a half for the additional duration beyond 8 hours.
17.1 Minimum booking duration for face-to-face interpreting: 3 hours with a paid break of 21 minutes. For court, legal and conference interpreting, the minimum booking duration is 4 hours, which includes a 60-minute paid break.
17.2 Minimum booking duration for remote interpreting: 3 hours with a paid break of 21 minutes. For court, legal and conference interpreting, the minimum booking duration is 4 hours, which includes a 60-minute paid break.
17.3 Minimum charge for translation / word count for translation work: 1000 words.
17.4 Billing Account Service Charge: 10% on the total amount.
17.5 Platform and booking or order service charge: 5% on the total amount.
17.6 Our prices do not include VAT. In the UK, we will charge VAT at 20% or as appropriate. For VAT details, please email LC for more information.
17.7 Overnight Allowance (OA): An Overnight Allowance charge will apply if the booking venue is more than 70 miles away and/or requires a linguist to travel more than 140.00 miles round trip.
17.7.1 The estimate or invoice provided by LC represents a fixed price (total including VAT), which may only be adjusted in the event of changes to linguist personnel or job specifications. Terms such as ‘disbursements’ or ‘reimbursements’ are not applicable. The provided price breakdown, including travel and hotel, serves as a reference only, with actual costs subject to variance. LC will not provide receipts or invoices for incurred expenses, including travel, food, payment to linguists, and accommodation, due to confidentiality and commercial sensitivity. By engaging LC’s services, customers acknowledge LC’s right to withhold expense details for job delivery.
17.8 Our suggested rates at I&T LC Agency are available upon request, and we calculate prices separately for each job. Please note that this information is considered company confidential and must not be shared publicly without prior permission from LC Agency, including any Estimate or Quote provided to the Client. Be aware that the prices are subject to VAT and may change based on the availability of linguists. We highly recommend customers request a quotation for each assignment, unless they have an established pre-agreed arrangement and contract with LC that includes a fixed rate for our services. Note that LC Marketplace and LC Agency may have different prices due to varying factors.
17.9 At LC, we are committed to providing outstanding service to our clients and prioritising fair compensation, ethical practices, and the well-being of our linguist professionals. LC is strongly opposed to all forms of slavery, including human trafficking, drug trafficking, sex trafficking, and unpaid labour. We are committed to fighting modern-day slavery.
18. The Client agrees to review LC’s additional policies, including the Privacy Policy and Code of Conduct, available on LC’s website.
Dispute Resolution
19. Any disputes arising from these Terms or the provision of Services shall be resolved amicably through negotiation and good faith discussions between the parties.
20. In the event that a resolution cannot be reached, the parties agree to submit to the exclusive jurisdiction of the English courts.
21. Please be aware that a linguist retains the right to cancel or withdraw from an assignment due to valid reasons, such as illness, emergencies, mental distress, and similar circumstances. In such instances, LC will diligently attempt to secure a substitute linguist, although we cannot guarantee a replacement. Nevertheless, under such circumstances, LC will not assume responsibility for any financial losses sustained by the customer. By confirming a service with LC, the Client agrees not to assert any financial claims or claims of any other nature in such unforeseen situations.
22. By requesting a remote service from LC, the Client acknowledges that in the event the customer or a third party provides an audio or video conference link, and for any reason the linguist is unable to join, regardless of the circumstances, the minimum payment as per the terms and conditions must be honoured, and the invoice must be paid on time.
23. By requesting a service from LC, the Client acknowledges the responsibility to settle payment within seven days from the invoice date, regardless of circumstances. This includes any applicable cancellation fees and is subject to the Late Payment of Commercial Debts (Interest) Act 1998 [England]. Please be aware that in the absence of a signature or name on an email order or booking form, the company’s director or the domain owner will be deemed liable for the order. Failure to comply may lead to legal action and reporting to regulatory bodies such as the SRA.
These Terms constitute the entire agreement between LC and the Client and supersede any prior understandings or agreements, whether written or verbal, relating to the Services.
End of LC Agency Terms and Conditions of Service.