Terms of Service

1. Definitions

"Layaab", "we", "us" means Layaab Services, the provider of the services.
"Client", "you" means the person or organization that requests a quote or confirms an order.
"Services" means translation, certified translation, notarization arrangement, interpretation in any mode, localization, transcription, subtitling and related project work.
"Source Material" means the documents, files, recordings, strings, glossaries and instructions you provide.
"Deliverables" means the translated, localized or transcribed output we produce, including any statement of accuracy.
"Quote" means the written scope, turnaround and fees we send by email for an assignment.
"Booking Confirmation" means the written confirmation of an interpretation assignment, stating date, time, duration, mode, location or platform, language and the applicable notice and cancellation windows.
"Assignment" means a single order confirmed under a Quote or Booking Confirmation.

2. Quotes and orders

Every assignment begins with a Quote. A Quote is based on the Source Material and information you give us at the time. It is valid for the period stated in the Quote; if no period is stated, it is valid for 30 days. A Quote is free and creates no obligation on either side.

An order is formed when you accept the Quote by email confirmation, or by another written method we agree to. Your acceptance confirms that the scope, language pair, turnaround, deliverables and fees in the Quote are correct. Work does not begin before acceptance unless we agree otherwise in writing for urgent matters.

If the Source Material turns out to differ materially from what was quoted, for example more pages, poor legibility, handwritten content or a different subject area, we will tell you before proceeding and issue a revised Quote for your acceptance.

3. Scope and Source Material

We deliver what the Quote describes: the language pair, the deliverable format, the level of review and any certification. Anything not listed, such as desktop publishing, notarization, hard copy delivery, additional file formats or extra target languages, is outside scope unless added by a revised Quote.

You confirm that you have the right to provide the Source Material to us and to have it translated, interpreted or transcribed, and that doing so does not infringe anyone else's rights or breach any duty of confidence you owe.

4. Client responsibilities

Provide legible, complete Source Material in the version you want translated. Where a scan is partly unreadable, we will flag the passage and translate what can be read.
Provide reference material where it exists: previous translations, glossaries, style guides, product names, preferred spellings of personal names, and the intended purpose and audience of the Deliverables.
Answer our queries promptly. Turnaround is paused while a question that blocks the work is outstanding.
Tell us in advance if the Deliverables must meet the rules of a particular authority, court, institution or platform.
For interpretation, provide the agenda, names of participants, case or patient context as permitted, and any documents that will be read aloud, so the interpreter can prepare.
Nominate one contact person who can approve changes and answer questions.

5. Turnaround and delivery

Turnaround runs from the later of acceptance of the Quote and receipt of all Source Material and information needed to start. Standard delivery for typical documents is 24 to 48 hours; a 12 hour rush option is available where stated in the Quote; larger projects are scheduled per project. Turnaround is quoted in business hours unless the Quote states otherwise, and urgent legal and medical requests can be handled around the clock by arrangement.

Deliverables are sent by email or by the secure transfer method agreed in the Quote. Delivery is complete when the files are sent to the address you gave us. Hard copies, where ordered, are sent by a tracked courier and delivery times depend on the carrier. If we expect to miss a delivery date we will tell you as soon as we know and propose a new date; where a delay is caused by us and materially affects you, we will agree a fair reduction of the fee for that assignment.

6. Certified translations and the USCIS acceptance guarantee

A certified translation is a complete and accurate rendering of the Source Material accompanied by a signed statement of accuracy identifying the translator or reviewer and the language pair. Notarization of that statement is available on request and is arranged with a notary; the notary attests to the signature, not to the content.

USCIS acceptance guarantee. If United States Citizenship and Immigration Services rejects a certified translation we produced on the ground that the translation or its certification is inaccurate, incomplete or does not meet USCIS translation requirements, we will correct or retranslate the document and reissue the certification at no charge. To claim the guarantee, send us the written rejection notice within the time stated in it. The guarantee does not cover rejections for reasons unrelated to the translation, including problems with the underlying document, its authenticity, missing pages you did not provide, deadlines you missed, filing fees, eligibility, or the content of your application. It does not cover consequential losses and does not extend to authorities other than USCIS unless the Quote says so.

7. Revisions

If a Deliverable contains an error of translation, omission, terminology or formatting relative to the Source Material and the Quote, tell us within 14 days of delivery and we will correct it free of charge. Corrections are our first remedy for any quality concern.

Changes to the Source Material after delivery, preference based changes of style that the Deliverable did not fail to meet, and additional content are treated as new work and quoted separately. Certified translations that must be reissued because of a change in the Source Material are treated as new work.

8. Interpretation bookings

Notice. Bookings should be made with as much notice as possible. Urgent legal and medical bookings are accepted around the clock subject to interpreter availability, which we confirm before the Booking Confirmation is issued.
Cancellation. Cancellation windows and the fees that apply when a booking is cancelled or rescheduled inside a window are as set out in the Booking Confirmation. Cancellations must be sent by email to the address in the Booking Confirmation.
No shows and late starts. If the session does not take place because participants do not attend, the platform link is not provided, or the interpreter is not admitted, the booked time is charged as set out in the Booking Confirmation. Time lost to a late start is counted within the booked duration.
Minimum booking. Each interpretation mode has a minimum bookable duration and a billing increment, both stated in the Booking Confirmation. Sessions that run beyond the booked time are charged in those increments subject to interpreter availability.
On site assignments. Travel time and expenses, where applicable, are stated in the Booking Confirmation. You are responsible for providing a safe working environment and, for simultaneous interpretation, the agreed equipment or booth.
Remote assignments. You are responsible for the platform, connection and audio quality at your end. We are not liable for interruptions caused by your equipment or network.
Recording. Interpreted sessions may not be recorded, broadcast or transcribed without written agreement in advance.
Role of the interpreter. Interpreters convey what is said faithfully and impartially. They do not advise, advocate, fill in forms on a party's behalf or add content of their own.

9. Fees and payment

Fees are as stated in the Quote or Booking Confirmation and, unless stated otherwise, exclude applicable taxes, notary fees, courier charges and travel expenses. Payment terms, accepted methods and any deposit requirement are stated in the Quote. Invoices are payable by the date shown on them. We may suspend work or withhold Deliverables on an assignment while an invoice for that assignment is overdue, and we may charge interest on overdue amounts at the rate permitted by law. Fees for work already performed at the time of a cancellation remain payable.

10. Confidentiality

We treat all Source Material, Deliverables and information about your matter as confidential. We use them only to perform the Services, restrict access to the coordinator and linguists assigned to your work, require every linguist and staff member to sign a confidentiality agreement, transfer files over encrypted connections, and delete files on request. Where protected health information is involved we act as a business associate under HIPAA and a business associate agreement is available on request. These obligations continue after the assignment ends and are described in more detail in our privacy policy and on our security and confidentiality page. We will sign your own confidentiality agreement where its terms are reasonable.

11. Intellectual property

You keep all rights in the Source Material. On payment in full for an assignment, all rights in the Deliverables for that assignment, including the copyright in the translation, transfer to you. Until payment we retain those rights and grant you a license to use the Deliverables for their intended purpose.

We retain all rights in our tools, processes, templates, quality checklists, certification formats and in the translation memories, term bases and glossaries we maintain, including entries created while working on your assignments. We do not use your confidential content in any way that would disclose it to another client, and on request we will export the translation memory segments created for you or delete them.

12. Limitation of liability

We perform the Services with the skill and care expected of a professional language services provider, using human linguists and a two tier review process. Our total liability to you arising out of or in connection with an assignment, whether in contract, tort, negligence or otherwise, is limited to the fees paid or payable for that assignment. We are not liable for indirect or consequential loss, loss of profit, loss of business, loss of data, or for losses caused by inaccurate or incomplete Source Material, by instructions you gave, or by the use of Deliverables for a purpose other than the one stated in the Quote. Nothing in these terms limits liability that cannot be limited by law, including liability for death, personal injury or fraud.

Deliverables are prepared for the purpose stated in the Quote. Before relying on a translation in a legal, medical, financial or regulatory setting you are responsible for confirming that the format and certification meet the requirements of the receiving authority.

13. No legal or medical advice

We translate, interpret and transcribe. We do not provide legal, immigration, medical, financial or tax advice. Nothing our coordinators, translators or interpreters say or write, including guidance on document requirements, should be taken as advice on your case, application, treatment or transaction. Consult a qualified professional for those questions.

14. Force majeure

Neither party is liable for failure or delay caused by events beyond its reasonable control, including natural disasters, epidemics, war, civil unrest, government action, strikes, failures of public networks or utilities, and outages of third party platforms. The affected party must inform the other promptly and take reasonable steps to limit the effect. If the event continues for more than 30 days, either party may cancel the affected assignment on written notice, and fees for work performed up to that date remain payable.

15. Governing law

These terms and any assignment under them are governed by the laws of the jurisdiction in which Layaab Services is established, without regard to its conflict of law rules. Mandatory consumer protection rules of the place where an individual client habitually resides are not affected.

16. Disputes

If you are dissatisfied with any part of the Services, tell us by email as soon as possible and we will investigate and respond in writing. Both parties agree to try in good faith to resolve any dispute by direct discussion for at least 30 days before starting formal proceedings. If discussion fails, the dispute will be brought before the competent courts of the jurisdiction in which Layaab Services is established, unless mandatory law gives you the right to bring proceedings elsewhere. Nothing in this section prevents either party from seeking urgent injunctive relief to protect confidential information or intellectual property.

17. General

These terms, together with the applicable Quote or Booking Confirmation, form the entire agreement for an assignment and replace any earlier discussions.
If any provision is held invalid, the rest continues in force.
A failure to enforce a right is not a waiver of it.
You may not assign an assignment without our written consent. We may use subcontracted linguists bound by our confidentiality obligations to perform the Services.
Notices must be in writing and sent by email to the addresses used for the assignment.

18. Changes to these terms

We may update these terms from time to time. The version in force when you accept a Quote or Booking Confirmation applies to that assignment. The effective date at the top of this page shows when the current version took effect, and material changes will be announced on this page.

19. Contact

Questions about these terms, quotes, invoices or complaints should be sent to info@layaabservices.com. Email is our only contact channel. See also our privacy policy and quality guarantee.