Terms & Conditions

2. About Us

2.1 “We”, “Us”, or “Our” means:

(a) Global Voices, a company incorporated and registered in Scotland (Company No. SC270103); with its registered office at Unit A, Logie Court, Innovation Park, Stirling, FK9 4NF, United Kingdom; VAT Number: 842 988 380

 

or

 

(b) Global Voices EMEA, a company incorporated in Ireland with its registered office at Ormond Building 31-36 Ormond Quay Upper Dublin 7, D07 EE37 Dublin, Ireland (Company No. 734114); VAT Number: IE 4115720 OH.

2.2 We may also trade under the names London Translations, Lingo Connect, or Global Voices Media.

2.3 Our services are provided through offices located in multiple countries. Customers may contact the office most convenient to them.

3. Definitions

For the purposes of these Terms:

 

Customer / You / Your means the business or organisation placing an order for services.

 

Services means translation, interpretation, localisation, transcription, voiceover, subtitling, desktop publishing, video editing and any related language services supplied by us.

 

Customer Content means any documents, data, audio, video, text or other material supplied by you for the purpose of delivering the Services.

 

Quotation means the written price estimate provided by us for the Services.

 

Order means the instruction from you to proceed with the Services described in the Quotation.

 

Contract means the agreement formed between you and us consisting of the Quotation, the Order, and these Terms.

 

Confidential Information means any information disclosed by one party to the other which is reasonably considered confidential, including business, technical, financial or operational information.

4. Orders and Formation of Contract

4.1 A Contract is formed when:

• you accept a Quotation; and/or
• we confirm acceptance of your Order.

 

4.2 Quotations are valid for 30 calendar days unless otherwise stated.

 

4.3 An Order must accurately describe the Services required. You are responsible for ensuring that the information provided is correct and complete.

 

4.4 We reserve the right to refuse an Order at our discretion.

 

4.5 Exclusion of Customer Terms

 

The Contract shall apply to the exclusion of any terms or conditions submitted, proposed or relied upon by the Customer, including any terms contained in any purchase order, procurement portal, vendor onboarding document, confirmation of order, specification or other document issued by the Customer, whether before or after the date of the Order.

Any such terms or conditions are expressly rejected by Global Voices and shall have no effect unless expressly agreed in writing and signed by an authorised representative of Global Voices.

Commencement of the Services, acceptance of a purchase order number, or failure by Global Voices to object to any Customer terms shall not be deemed acceptance of such terms.

5. Services

5.1 The Services to be supplied will be described in the Order.

 

5.2 Any changes requested by you after an Order is placed may result in:

• a revised quotation
• changes to delivery timelines

 

5.3 We will deliver completed work electronically unless otherwise agreed.

 

5.4 For translation and written language projects, delivery timelines are based on the agreed number of lead days stated in the Quotation. Lead days begin from the date the Quotation is accepted by the Customer. For example, where a project specifies 5 lead days, delivery will normally take place 5 working days from the date the Quotation is accepted. Delivery timelines are therefore estimates and may vary depending on the timing of Order confirmation and the scope of the Services, unless expressly agreed otherwise in writing.

 

5.5 Client Review and Project Continuation For certain projects, including translation, audio-visual or formatting assignments, the Services may be delivered in stages and may require Customer review or approval before the next stage of work can proceed (for example translation review prior to formatting, subtitling, voiceover recording or final production). Where a review period is agreed in the Quotation, the Customer must provide feedback or approval within that agreed timeframe. If the Customer does not respond within the agreed review period, Global Voices reserves the right to invoice the project in full in accordance with the agreed payment terms.

 

The Customer shall remain liable for payment of the full project fee even if subsequent stages of the project have not yet been completed due to delays in Customer feedback or approval. Once the Customer provides the required approval or instructions, Global Voices will proceed with the remaining stages of the project within a reasonable timeframe.

6. Customer Responsibilities

6.1 You are responsible for ensuring that Customer Content provided to us:

• is accurate
• is complete
• is legally permissible to use

 

6.2 We are not responsible for verifying the authenticity or legality of Customer Content.

 

6.3 We are not responsible for errors resulting from:

• unclear or incorrect source material
• illegible documents
• inaccurate instructions

 

6.4 Interpretation Project Information

Where interpretation services are requested, the Customer is responsible for providing as much relevant information as possible to enable us to prepare and allocate a suitable interpreter. This includes, where available, details such as the subject matter or topic, the format of the meeting or event, the number of participants or delegates, any specialist terminology, relevant background materials, and the expected duration of the assignment.

Failure to provide sufficient information may affect the quality or suitability of the Services and we shall not be liable for any issues arising from incomplete or inaccurate project information supplied by the Customer.

 

6.5 Remote Interpretation Services

Where interpretation services are delivered remotely (including video or telephone interpretation), the Customer is responsible for ensuring that they have suitable equipment, internet connectivity and technical capability to access and use the service.

 

The Customer must ensure that their internet connection, network stability and Wi-Fi capability are sufficient to support video or audio calls. Global Voices shall not be responsible for any interruption, delay, reduced quality or failure of the Services caused by the Customer’s internet connection, equipment, network configuration or any other technical issue outside of our reasonable control.

 

Global Voices is not responsible for interruptions caused by third-party communication platforms selected or required by the Customer.

Where a session cannot proceed or is disrupted due to such technical issues, the booking will be treated as delivered or cancelled by the Customer, and the applicable fees will remain payable.

 

6.6 Interpretation Equipment

Where interpretation services are provided for meetings, conferences, events or remote sessions, the Customer is responsible for ensuring that suitable interpretation equipment and facilities are available for the interpreters to perform the Services. This may include, where applicable, interpretation booths, microphones, sound systems, headsets or receivers for participants, interpretation consoles, remote interpretation platforms and appropriate technical support.

If the Customer requests Global Voices to arrange interpretation equipment, this will be supplied as part of the Services and may incur additional charges. Where equipment is supplied by Global Voices but the Customer chooses not to engage a technician or technical support, Global Voices shall not be responsible for any interruption, malfunction, reduced quality or failure of the Services resulting from the operation or configuration of the equipment.

All equipment provided for an event or assignment remains the responsibility of the Customer for the duration of the booking and until it has been collected or returned after the event. The Customer is responsible for ensuring that equipment is properly handled, supervised and safeguarded during the event.

The Customer will be responsible for the cost of repair or replacement of any equipment that is lost, damaged or not returned following the event, except where such loss or damage is caused by the negligence of Global Voices.

 

6.7 Interpretation Working Conditions

The Customer must ensure that interpreters are able to clearly hear all speakers during the assignment. Where microphones, sound systems or interpretation equipment are used, these must be functioning correctly and used appropriately by

participants.

Global Voices shall not be responsible for any reduction in interpretation quality caused by poor audio conditions, participants speaking simultaneously, excessive speaking speed, or failure to use microphones or sound systems where required.

 

6.8 Interpretation Working Time

Interpretation assignments must comply with reasonable professional working limits. For longer assignments or events of extended duration, additional interpreters may be required in accordance with industry standards. Global Voices reserves the right to allocate additional interpreters where necessary and charge accordingly.

 

6.9 Minimum Interpretation Booking

Interpretation services are subject to minimum booking periods as specified in the Quotation. Where an assignment ends earlier than scheduled, the booking fee remains payable.

 

6.10 Audio-Visual Services

Audio-visual services may include subtitling, captioning, dubbing, voiceover recording, video editing, timecoding and related production services. The Customer acknowledges that such services are subject to technical and production constraints.

 

Subtitling and Captioning

Subtitles must comply with technical timing and readability constraints, including character limits, line limits and reading speed standards. As a result, translations used for subtitles may require linguistic adaptation, condensation or restructuring in order to fit the timing of the video. Subtitles may therefore differ from a direct or literal translation of the source dialogue.

 

Timecoding and Source Media

Subtitle timing and timecodes are based on the version of the source media supplied by the Customer at the time the Services are performed. If the source video is edited, replaced or modified after subtitling or timecoding has been completed, additional work may be required and additional charges may apply.

 

Burnt-in Subtitles and Video Rendering

Where subtitles are “burnt” or permanently embedded into a video file, any subsequent revisions may require the video to be re-rendered or re-exported. The Customer acknowledges that such revisions may require additional production time and charges.

 

Video Formats and Technical Specifications

The quality and format of the deliverables depend on the quality and format of the media supplied by the Customer. Global Voices shall not be responsible for issues arising from incompatible formats, corrupted files, incorrect frame rates or other technical issues contained in the source media.

 

Voiceover and Script Adaptation

Voiceover scripts may require adaptation in order to match the timing, pacing or structure of the video. Unless otherwise agreed, voiceover translations are prepared to suit the duration and flow of the audiovisual content rather than as a literal translation of the source script.

 

Voice Talent and Recording

Voice talent will be selected based on suitability and availability unless specific requirements are agreed in advance. Any revisions resulting from script changes, terminology changes, pronunciation changes or Customer preference after recording may incur additional charges.

 

Customer Materials and Rights

The Customer is responsible for ensuring that they hold the necessary rights to use, modify or distribute any video, audio, music, images or other materials supplied for the purpose of the Services.

 

Project Changes

Where the Customer requests changes to the audiovisual content after production work has begun, including changes to the video edit, script or timing, Global Voices reserves the right to revise delivery timelines and apply additional charges.

7. Translation and Linguistic Services

7.1 Unless otherwise agreed, translations will be delivered in the standard form of the target language used in the relevant country or region.

 

7.2 Linguistic services may involve reasonable stylistic variation due to the nature of language translation.

 

7.3 Word counts may differ between the original text and the translated text.

 

7.4 Where rare languages or dialects are involved, we will make reasonable efforts to provide suitable linguists but cannot guarantee availability of formally qualified specialists.

8. Quality and Corrections

8.1 We warrant that services will be performed using reasonable skill and care consistent with industry standards.

 

8.2 If you believe a delivered service contains an error, you must notify us within 30 days of delivery.

 

8.3 Our obligation will be limited to correcting the relevant part of the work within a reasonable timeframe.

 

8.4 Price reductions or refunds will not normally apply where corrections are provided.8.5 Unless the Customer notifies Global Voices of any issues within the period specified in clause 8.2, the Services shall be deemed to have been accepted by the Customer.

 

8.6 If the Customer believes the Services contain a material translation error, the Customer must notify Global Voices in writing within the review period specified in clause 8.2 and provide clear details of the alleged issue.

 

8.7 Upon receipt of such notice, Global Voices will review the relevant material and may consult an internal reviewer or independent linguist to assess the issue. Where a material error is confirmed, Global Voices will, at its discretion, correct the relevant section of the translation or provide a revised version of the affected content. Differences of style, tone or preference will not be considered errors.

 

8.8 Where source materials are changed, edited or replaced by the Customer after translation or production work has begun, Global Voices reserves the right to revise delivery timelines and apply additional charges to reflect the additional work required.

 

8.9 Customer Complaints

If the Customer has a complaint regarding the Services, the Customer must notify Global Voices in writing within 30 days of delivery and provide details of the issue, including the project reference and relevant examples. Global Voices will investigate the complaint and respond within a reasonable timeframe and may propose appropriate corrective action where justified.

9. Delivery

9.1 Services will normally be delivered by email, secure file transfer, or an agreed digital platform.

 

9.2 We are not responsible for delays caused by:

• internet outages
• courier services
• third-party platforms
• government agencies

10. Prices

10.1 Prices are stated in the Quotation.

 

10.2 Unless stated otherwise, prices are exclusive of VAT and applicable taxes.

 

10.3 Additional work outside the original scope may incur additional charges.

 

10.4 Global Voices reserves the right to apply a minimum project fee for small assignments where the administrative or project management effort exceeds the value of the Services.

11. Payment

11.1 Invoices are payable within 15 days from the invoice date, unless otherwise agreed in writing.

 

11.2 Late payments may incur:

• statutory interest under the Late Payment of Commercial Debts legislation
• reasonable debt recovery costs

 

11.3 If payment is not received by the due date, Global Voices reserves the right to suspend ongoing work or future Services until payment is received.

 

11.4 Where only part of an invoice is disputed, the Customer must pay the undisputed portion in accordance with the payment terms.

 

11.5 Submission of a complaint or dispute does not entitle the Customer to withhold payment for undisputed Services.

12. Confidentiality

12.1 Each party agrees to keep Confidential Information strictly confidential.

 

12.2 Confidential information may only be shared with employees, contractors or advisers who require access in order to perform the Contract.

 

12.3 This obligation continues after the termination of the Contract.12.4 The Customer acknowledges that Customer Content may be shared with qualified linguists, interpreters, editors or subcontractors engaged by Global Voices solely for the purpose of delivering the Services.

13. Intellectual Property

13.1 Customer Content remains the property of the Customer.

 

13.2 You grant us a limited licence to use Customer Content solely for the purpose of delivering the Services.

 

13.3 Ownership of deliverables transfers to you once full payment has been received.

14. Data Protection

14.1 For the purposes of data protection law:

• you are the Data Controller
• we act as the Data Processor

 

14.2 We will process personal data only as necessary to deliver the Services.

 

14.3 Both parties agree to comply with applicable data protection legislation including the UK GDPR and Data Protection Act 2018.

 

GENERAL DATA PROTECTION REGULATION (GDPR) POLICY

 

14.4 Global Voices may use translation technologies, including computer-assisted translation tools or machine translation systems, where appropriate to support the delivery of the Services, unless otherwise agreed in writing with the Customer.