Terms and Conditions
Last updated: April 18, 2025
Welcome to Luso Language Solutions. These Terms and Conditions (“Terms”) govern your use of our website and all language services provided by our team, including but not limited to translation, localization, revision, interpreting, certified translation, transcription, and post-editing of machine translation (MTPE). By accessing or using our platform or contracting any of our services, you agree to comply with these Terms. If you do not accept these Terms in full, you must refrain from using our services.
1. Definitions and Interpretations
1.1. Client refers to any individual, company, or institution that requests, purchases, or uses language services from Luso Language Solutions.
1.2. Services means the language-related offerings provided by Luso Language Solutions, including translation, localization, revision, MTPE, transcription, interpreting, certified translation, and any ancillary services.
1.3. Project indicates a specific engagement between the Client and Luso Language Solutions, defined by the scope, deliverables, pricing, and deadline mutually agreed upon in writing before commencement.
1.4. Deliverables are the final translated, localized, revised, or otherwise processed files or materials delivered to the Client.
1.5. Workflow refers to the series of steps, tools, and methodologies used to fulfill a Project, including human-only workflows and AI-assisted workflows.
1.6. NDA stands for Non-Disclosure Agreement, a legally binding document that protects Confidential Information exchanged between the Client and Luso Language Solutions.
2. Scope of Services
2.1. General Overview. Luso Language Solutions offers a comprehensive suite of language services tailored to the needs of individuals, businesses, and institutions. Our Services include, without limitation:
General and specialized translation (industry-specific, technical, legal, medical, marketing, etc.)
Localization (software, websites, multimedia, games)
Revision and proofreading
Post-editing of machine translation (MTPE)
Transcription (audio to text, closed captions)
Interpreting (consecutive, simultaneous, remote, on-site)
Certified and sworn translations for official use
Terminology management and glossaries
Desktop publishing (DTP) and formatting assistance
2.2. Customization. Each Project is custom-defined based on the Client’s requirements. Scope, timelines, languages, formats, and pricing are established in a Project Order or Quote, which forms part of these Terms upon Client approval.
2.3. Professional Standards. All Services are performed by qualified linguists, translators, interpreters, and subject-matter experts holding relevant credentials and experience. Luso Language Solutions maintains a strict vetting and quality assurance process to ensure consistency, accuracy, and cultural appropriateness.
3. Quotes, Pricing, and Project Approval
3.1. Free Quotes. We issue Quotes at no cost based on information provided by the Client, including word count, language pair, subject matter, file format, complexity, and desired workflow.
3.2. Validity. Quotes are valid for seven (7) calendar days from the date of issuance, unless otherwise specified. After expiration, Quotes may be subject to revision based on updated project parameters.
3.3. Approval and Confirmation. A Project is considered confirmed when the Client approves the Quote in writing (email, signed document, or our online system). Upon confirmation, the Quote and these Terms constitute a binding agreement.
3.4. Adjustments. Should the Client request changes affecting scope (e.g., additional files, expanded word count, new target languages), Luso Language Solutions reserves the right to issue a revised Quote reflecting updated pricing and timelines.
3.5. Taxes and Fees. All prices quoted exclude applicable taxes, duties, or levies (e.g., VAT, GST). The Client is responsible for any taxes arising from the Services.
4. Turnaround Times and Delivery
4.1. Estimated Timelines. Delivery estimates are provided based on Project parameters. Standard turnaround is measured in words per business day or full-service days, depending on complexity.
4.2. Factors Affecting Delivery. Actual delivery may be influenced by:
Volume and complexity of content
File formats and technical requirements
Client responsiveness (e.g., timely approvals, provision of reference materials)
Workflow chosen (human-only vs. AI-assisted)
External events (e.g., public holidays, natural disasters, force majeure)
4.3. Delays and Notifications. If delays occur due to incomplete information, late deliveries from the Client, or conditions beyond our control, we will notify the Client promptly and propose a revised timeline.
4.4. Progress Updates. For large or multi-phase Projects, Luso Language Solutions may provide interim deliverables and periodic status reports to keep the Client informed of progress.
4.5. Delivery Methods. Deliverables are shared via secure file transfer platforms, email, or the Client portal. The Client is responsible for verifying receipt and accessibility of files.
5. Payment Terms
5.1. Invoices. After completion of the Services, we issue an invoice reflecting the confirmed Quote and any adjustments approved by the Client in writing.
5.2. Payment Due Date. Payment is due within the period stated on the invoice (typically 15 or 30 days from invoice date). Late payments may incur interest at the maximum rate permitted by law or a fixed administrative fee.
5.3. Payment Methods. We accept payments via bank transfer, credit card, or other methods specified in the invoice. The Client bears any transaction fees or charges associated with payment processing.
5.4. Suspension of Deliveries. In the event of non-payment by the due date, Luso Language Solutions reserves the right to suspend ongoing or future Projects until the outstanding balance is settled.
5.5. Disputed Charges. Clients must notify us in writing of any billing disputes within ten (10) days of the invoice date. Undisputed amounts remain due and payable on the original due date.
6. Confidentiality & Data Protection
6.1. Confidential Information. All materials shared by the Client are treated as Confidential Information, including source documents, reference materials, project briefs, and any proprietary data.
6.2. Non-Disclosure Agreements (NDAs). We require all translators, reviewers, project managers, and subcontractors to sign NDAs prior to accessing Client materials. These NDAs cover both the content and all associated metadata.
6.3. Security Protocols. Our internal systems comply with industry-standard security measures, including encrypted file storage, secure communication channels, password protection, and access controls.
6.4. Data Retention and Deletion. Project files are retained only for the duration necessary to fulfill contractual obligations or as otherwise agreed. Upon request, we will delete all project-related files and confirm deletion in writing.
6.5. Legal Compliance. We handle personal data in compliance with applicable data protection regulations (e.g., GDPR, CCPA). Clients requiring specific compliance frameworks must notify us before project initiation.
7. Use of Artificial Intelligence (AI)
7.1. Workflow Options. Clients choose between:
Human-Only Workflow: Translation and revision conducted solely by human linguists, with no machine-generated input.
AI-Assisted Workflow: Initial translation via secure neural machine translation engines, followed by human post-editing by two qualified linguists.
7.2. Quality Assurance. All AI-assisted deliverables undergo a dual-review process to ensure accuracy, tone consistency, and cultural appropriateness.
7.3. Machine-Output Detection. For human-only Projects, we employ content detection tools and internal checks to prevent inclusion of machine-generated text.
7.4. Transparency. Clients are informed of the selected workflow, and all AI usage is documented in project briefs and final reports.
8. Client Responsibilities
8.1. Input Materials. Clients must provide clear, legible source files, reference materials, glossaries, style guides, and any relevant background information before project launch.
8.2. Timely Feedback. To maintain delivery schedules, Clients must review interim and final deliverables promptly and provide consolidated feedback within agreed timeframes.
8.3. Intended Use. Clients must disclose the intended purpose of the translation (e.g., publication, legal filing, marketing) to ensure proper formatting and certification.
8.4. Legal and Ethical Compliance. Clients warrant that source materials do not infringe third-party rights or contain unlawful content. We reserve the right to refuse work that violates laws or ethical standards.
9. Quality Assurance & Revisions
9.1. Standard Process. Each Project includes translation, revision, and final proofreading by qualified professionals as part of our base workflow.
9.2. Revision Window. Clients may request one complimentary round of in-scope revisions within seven (7) calendar days of delivery. Revision requests beyond original scope or timeline may incur additional fees.
9.3. Additional Services. Optional services, such as expedited delivery, multiple review rounds, or linguistic QA reports, are available at extra cost and must be specified in advance.
9.4. Dispute Mediation. In the event of a quality dispute, both parties agree to attempt amicable resolution through consultation with a senior linguist or project manager.
10. Certified Translations
10.1. Regulatory Compliance. Certified translations are prepared in accordance with the regulatory standards of the target jurisdiction. Clients are responsible for verifying acceptance criteria with relevant authorities.
10.2. Deliverables. Certified translations include a signed statement of accuracy, translator credentials, date, and formatting required for legal acceptance.
10.3. Additional Legalization. Notarization, apostille, or embassy/legalization services are not included unless explicitly requested and quoted separately prior to project start.
11. Interpreting Services
11.1. Booking and Confirmation. Interpreting services (remote or on-site) must be booked at least five (5) business days in advance and confirmed in writing.
11.2. Client Preparation. Clients must provide agendas, materials, terminology lists, and logistical details prior to the event. Failure to do so may affect quality and timeliness.
11.3. Fees and Cancellations. Cancellations made less than forty-eight (48) hours before the scheduled session incur a 100% cancellation fee. Rescheduling is subject to interpreter availability.
11.4. Liability. Luso Language Solutions is not liable for technical failures (e.g., internet outages, platform issues) or misinterpretations due to last-minute changes in content.
12. Warranties and Disclaimers
12.1. Service Warranty. We warrant that Services will be performed by competent professionals in accordance with industry best practices.
12.2. No Other Warranties. Except as explicitly stated, all services are provided “as is,” without any additional warranties, express or implied, including merchantability or fitness for a particular purpose.
12.3. Client Review. Clients acknowledge responsibility for final review of Deliverables before use, publication, or submission to ensure compliance with their specific requirements.
13. Limitation of Liability
13.1. Indirect Damages. Luso Language Solutions shall not be liable for any indirect, incidental, consequential, special, or punitive damages, including lost profits or business interruption.
13.2. Maximum Liability. Our total aggregate liability for any claim arising out of or in connection with these Terms shall not exceed the amount paid by the Client for the specific Services giving rise to the claim.
13.3. Essential Basis. The Client agrees that the limitations of liability and disclaimers set out in these Terms are fundamental elements of the agreement.
14. Intellectual Property
14.1. Client Ownership. Upon full payment, the Client owns all rights, title, and interest in the final Deliverables.
14.2. Luso’s Rights. We retain the right to store anonymized content and metadata for internal quality assurance, training, and statistical purposes unless the Client requests otherwise in writing.
14.3. Third-Party Materials. If the project involves third-party proprietary materials, the Client warrants they have obtained necessary permissions or licenses.
15. Cancellation and Refunds
15.1. Client Cancellation. Clients may cancel Projects at any stage by providing written notice. Fees for work completed up to the cancellation date will be invoiced pro rata.
15.2. Post-Completion Cancellation. Cancellation after full delivery does not entitle the Client to a refund.
15.3. Refunds. Refunds are only issued at Luso Language Solutions’ discretion and may be subject to administrative fees.
15.4. Interpreting Cancellation. Interpreting Services canceled less than 48 hours before the scheduled time are non-refundable.
16. Right to Refuse Work
16.1. Content Restrictions. We reserve the right to decline or terminate Projects involving hate speech, unlawful content, unethical material, or content that violates applicable laws or regulations.
16.2. Abusive Conduct. We may refuse service or terminate an agreement if the Client’s conduct is abusive, fraudulent, or threatening.
17. Subcontracting
17.1. Use of Subcontractors. We may engage qualified subcontractors to fulfill certain Services. All subcontractors are bound by the same NDAs and quality standards.
17.2. Responsibility. Luso Language Solutions remains fully responsible for the performance and quality of subcontracted Services.
18. Force Majeure
18.1. Definition. Neither party shall be liable for delays or failures caused by events beyond reasonable
Conditions’s length continues…
19. Governing Law & Dispute Resolution
Governing Law: These Terms are governed by the laws of [Insert Country/State]. Any dispute shall be submitted to the exclusive jurisdiction of the courts of [Insert Location].
20. Notices
All notices must be sent in writing to:
Luso Language Solutions Email: info@luso-ls.com Phone: +1 (904) 341-2547
21. Severability
If any provision of these Terms is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.
22. Waiver
Failure by Luso Language Solutions to enforce any right or provision of these Terms shall not constitute a waiver of future enforcement of that right or provision.
23. Assignment
Clients may not assign or transfer any rights or obligations under these Terms without our prior written consent. We may assign these Terms at our discretion.
24. Entire Agreement
These Terms, together with any Quote or Project Order, constitute the entire agreement between the parties and supersede all prior understandings.
25. Amendments
We may update these Terms at any time by posting a revised version online. Continued use of our Services constitutes acceptance of the updated Terms.
Contact Us
If you have questions or require clarification about these Terms, please contact us:
Email: info@luso-ls.com | Phone: +1 (904) 341-2547