Terms and Conditions

GENERAL TERMS

Unless expressly agreed otherwise in writing, the CLIENT implicitly accepts these conditions, which will be considered an integral part of each budget, acceptance, and contract for services provided by BILINGUAL SAC, hereinafter referred to as BILINGUAL. 

1. Client Responsibilities and Information 

BILINGUAL considers any individual or legal entity requesting its services through written communication, telephone, or in person as a CLIENT. If the individual or legal entity acts on behalf of a third party, the CLIENT must provide BILINGUAL with the third party’s name or company name, address, and telephone/email contact information, as well as the billing address. The CLIENT will be regarded as the primary debtor and payer of the billing amount to BILINGUAL in the event of non-payment or late payment by the third party. Therefore, it is the CLIENT’s responsibility to provide accurate and up-to-date information and to maintain the accuracy of such data. 

2. Service Use Restrictions 

• For Personal Use Only: It is hereby acknowledged that you will use the Service solely for your personal or internal business purposes and not for resale.  
• The following uses of the Service are strictly prohibited: the transmission of messages or other materials that infringe on copyrights, patents, or trademarks; the unauthorized disclosure of trade secrets; and the transfer of information or technology in violation of any applicable export laws or regulations. 

3. Pricing and Adjustments 

The prices quoted do not include VAT and may be adjusted at any time by BILINGUAL prior to the signing of a contract, receipt of the required payment, or written acceptance. Once the contract is signed and payment has been received, BILINGUAL reserves the right to adjust the prices to correct errors, replace unavailable local labor, and account for changes in expenses such as hotel accommodation, airfare, transportation, and other related items. 

4. Changes to Service Orders 

Any modification to the service order already accepted by the CLIENT shall entitle BILINGUAL to adjust the prices outlined in the initial estimate, modify the delivery conditions, or both. 

5. Confidentiality and non-disclosure 

BILINGUAL will maintain strict confidentiality regarding any information disclosed by the CLIENT. All professionals and suppliers involved in providing services on behalf of BILINGUAL have signed a Non-Disclosure Agreement. 

6. Force Majeure and Liability Limitations 

BILINGUAL shall not be liable to the CLIENT if the performance of its obligations is prevented, hindered, or delayed due to force majeure, as defined herein. For the purposes of this agreement, Force Majeure shall include, but not be limited to, any circumstances beyond the control of BILINGUAL, such as: (I) riots, civil commotion, war, rebellion, national or international emergencies, strikes, curfews, or other forms of social unrest; (II) destruction or damage due to natural causes, including floods, fires, explosions, storms, lightning, or machinery breakdown. 

7. Billing, Payment, and Disputes 

• Any claim related to invoices must be submitted in writing within five (5) days after the physical or virtual delivery of the invoice; otherwise, the invoice will be deemed accepted in full by the CLIENT, including the work referred to therein. After this period, the CLIENT cannot suspend any payment and is obligated to pay for the service, or for the portion of the service not formally contested, within the period stipulated for each type of service. 
• In the event the CLIENT fails to comply with any payment for the services described herein, the CLIENT shall be liable for all indirect and consequential damages, including, but not limited to, collection costs, attorneys’ fees if a lawsuit is filed, and court costs, if any, in addition to interest on the amount owed at the highest statutory rate. 

8. Liability and Damages 

BILINGUAL will only be liable for damages directly resulting from proven deficiencies exclusively attributed to BILINGUAL. Under no circumstances will BILINGUAL be responsible for other types of damage, such as indirect damage, loss of profit, or harm. BILINGUAL’s liability shall not exceed, in any case, the amount of the invoice issued. 

​TRANSLATION

​1. Client’s Document Responsibilities 

The CLIENT represents and warrants that the document submitted to BILINGUAL for translation, as well as the translation produced by BILINGUAL, will not:  

• Violate any third-party copyrights, intellectual property rights, or any other property or privacy rights;  
• Violate any law or regulation;
• Contain viruses or other harmful or dangerous programs. 

2. Intellectual Property and Liability 

The CLIENT explicitly agrees not to hold BILINGUAL responsible for any violations resulting from the translation of documents submitted, including any infringement of copyrights, intellectual property rights, or other property rights, regardless of the nature of such violations. The CLIENT ensures that all content provided for translation does not infringe on third-party rights. 

3. Quality and Delivery 

• BILINGUAL guarantees that all translations will comply with the quality standards established by ISO 17100, and that they will be faithful to the original document with a possible margin of error not exceeding 3%. 
• The delivery time agreed upon will not be altered once the service has been accepted, as any changes may negatively impact the quality of the translation. If the CLIENT requests a change after accepting the service, the request will be reviewed for any changes in word count, and the delivery time may be adjusted accordingly. 
• Translations delivered by email will be considered as sent from the moment they leave the BILINGUAL email server. 

4. Restricted Use of Translations

Translations are intended for the exclusive use of the CLIENT. Any reproduction or distribution of the translated document for commercial, advertising, or other purposes will be the sole responsibility of the CLIENT, unless prior written consent from BILINGUAL is obtained. 

5. Service Modifications and Cancellations 

In the event the CLIENT cancels a translation service order that has already been accepted, BILINGUAL reserves the right to claim 100% of the payment for any translation work already produced. BILINGUAL will provide the CLIENT with any work produced upon request. 

6. Acceptance

The translation will be considered accepted in full and in perfect condition five (5) business days after the delivery date. Once this period has elapsed, the CLIENT will have no further option to claim for revisions. 

7. Claims and Revisions 

• Any claims regarding the translation must be submitted in writing within five (5) business days of receiving the translation. A partial claim does not release the CLIENT from the obligation to pay BILINGUAL for any part of the service not affected by the claim, with payment due for the remainder of the translation, proportional to the total amount billed. 
• For a claim to be valid, the CLIENT must specify the exact reasons for disputing the quality of the translation, including the specific sections in question and the issues identified. BILINGUAL may request the CLIENT to submit the corrected final text, highlighting the errors in quality. 
• BILINGUAL will not be held responsible for differences in style or terminology compared to the CLIENT’s preferences, provided the translation adheres to correct spelling, grammar, and syntax, and does not contradict accepted terminology for the subject matter. 
• In the absence of a written agreement between BILINGUAL and the CLIENT, the CLIENT accepts the market standards and the translator’s proficiency concerning the quantity, quality, and size of the product.  
• Any claims will be considered invalid if the CLIENT edits the translated document, or allows a third party to do so, or if the CLIENT shares the document with third parties (whether edited or not) before the claim is submitted. 

​INTERPRETATION

1. ​Minimum Fee for Interpretation

To ensure the availability and quality of our interpretation services, we have minimum fees depending on the type of service, whether on-site or remote, regardless of the actual duration of the assignment.

• Remote interpretation: The minimum applicable fee is equivalent to 1 hour.
• On-site interpretation: The minimum applicable fee is equivalent to 2 hours.

The total fee is calculated based on the time booked, always rounded up to the next full hour.

2. Travel and Accommodation Expenses 

Expenses such as airline tickets, hotel accommodation, ground transportation, travel time, and per diem will be borne by the CLIENT unless otherwise specified in advance. 

3. Overtime and Additional Charges 

Overtime will apply for periods exceeding 15 minutes. For jobs performed outside regular working hours, 0.5 times the regular business working hours will be applied. For technicians, overtime will apply after one workday of eight (8) hours, at 1.5 times the regular rate. Work performed between 10:00 p.m. and 6:00 a.m. will also be charged at 1.5 times the regular rate. 

4. Event Cancellation and Termination Fees 

For In-Person Events: In the event of termination by the CLIENT, termination fees will apply according to the following schedule: 

• Twenty (20) calendar days or more prior to the event: 25% termination fee 

• From 19 to 10 calendar days prior to the event: 50% termination fee 

• Less than 10 calendar days before the event: 100% termination fee 

However, if the conference is canceled, the CLIENT must reimburse all expenses incurred by BILINGUAL, including, but not limited to, airfare, accommodation, transportation, etc. 

For Virtual Events 

Cancellation 

• 48 hours prior to the event: 50%  
• 24 hours prior to the event: 100% 

Rescheduling:  

• 24 hours prior to the event: 50%  
• 12 hours prior to the event: 100% 

5. Event Setup and Equipment Requirements 

The CLIENT will provide BILINGUAL with access to the room where the event will be held, either the day before the event starts or at least 2 hours prior to the start time. Once the equipment is installed, it must remain in place throughout the conference. The CLIENT must provide secure storage for the equipment during the term of the contract/service. The CLIENT is responsible for on-site labor other than BILINGUAL personnel, such as union labor, equipment, audio and/or video bridges, electricity, cargo handling charges, and storage or concession fees set by the facility or third parties. If any reconfiguration is required, additional labor charges will apply. 

6. Audio and Sound System Requirements

Language interpretation services require that any speaker or audience member during a conference have access to a microphone. The quality of the microphone and public address system directly impacts the interpreter’s ability to provide accurate interpretation. Unless specified otherwise in the contract, the sound system (microphones, speakers, etc.) is not included with the simultaneous interpretation equipment. 

7. Equipment Security and Responsibility 

The CLIENT is responsible for the security of the equipment from the moment it is delivered to the conference site until it is cleared by BILINGUAL. In case of loss, theft, or damage to any equipment related to this contract, the CLIENT will assume responsibility for the replacement value. To minimize loss of receivers, we recommend collecting proper identification from participants. Any lost receiver will be charged to the CLIENT at $350.00 each, and headsets at $35.00 each. A representative of the CLIENT must be present at the beginning and end of the conference to count the receivers; otherwise, BILINGUAL will proceed in good faith with this task. 

8. Service Claims and Disputes 

Any claim related to the services provided by BILINGUAL must be submitted in writing as soon as possible, but no later than five (5) business days after the service was provided. The submission of a partial claim does not release the CLIENT from the obligation to pay BILINGUAL. 

9. Interpreter Use Restrictions 

It is expressly stated that the interpreter cannot and will not render services other than those specifically engaged for, or in another language as indicated in the service order. Furthermore, the CLIENT shall not request the services of the interpreter directly. Failure to comply with this provision will entitle BILINGUAL to initiate legal actions against both the CLIENT and the interpreter. 

10. Liability for Interpretation Services 

BILINGUAL will not be liable to any person or entity for medical expenses or any direct, incidental, or consequential damage caused by any use, defect, service failure, or equipment malfunction, whether such damage is based on warranty or any other circumstance or tort. 

11. Last minute scheduling penalty 

Penalty for last-minute programming: 

• 24 hrs = 50% 
• 12 hrs = 100%