General Terms and Conditions of Use and Provision of Services

1. Identity of the Service Provider

This site is published by SRL ACL LANGUAGES, whose registered office is located at 1050 Brussels, Avenue Louise, 500/12, registered with the Crossroads Bank for Enterprises (BCE) under number 0799.364.726.

For any questions or information, you can contact us at the following e-mail address: info@acllanguages.com or at the telephone number: +32478022649.

2. Purpose

These general terms and conditions define the rights and obligations of the parties in the context of the use of the website and the translation and/or interpretation services offered by ACL LANGUAGES

3. Acceptance of the general terms and conditions

By accessing the website or contracting with ACL LANGUAGES, you accept these general terms and conditions without reservation. Any order or request implies your acceptance.

4. Services offered

4.1. ACL LANGUAGES offers the following services:
– Written translation
– Oral interpretation (consecutive, simultaneous or other, depending on availability).
– Language courses

4.2. Each service is the subject of a personalized quote established according to the nature, complexity and estimated duration of the mission.

4.3. Multilingual services

4.3.1. Specific rates for multilingual services
Services involving translation or interpretation in several languages ​​will be invoiced separately for each language, in accordance with the rates defined in the quote.

If an additional language is added after acceptance of the quote, an amendment to the initial quote must be validated by the client before the additional services are carried out.

4.3.2. Coordination for multilingual services

When several translators or interpreters are required to cover the requested languages, Mrs. Alba CARVAJAL LARAGEJO will be responsible for the coordination between the participants, unless otherwise stated in the quote. This coordination may give rise to additional costs indicated in the quote.

4.3.3. Liability for multilingual versions

The service provider cannot be held responsible for discrepancies or inconsistencies between different language versions if these result from a lack of information provided by the client, in particular. In the event of a discrepancy, the original version will prevail

4.3.4. Revisions or modifications to multilingual versions

Any request for revision or modification after delivery of the service, in one or more languages, will be invoiced at the hourly rate indicated in a subsequent quote or in proportion to the volume of additional work to be provided.

4.4. Services requiring travel

4.4.1. Travel and accommodation costs

For interpretation services or other services requiring travel to the site, travel, accommodation and meal costs shall be borne by the client, unless otherwise agreed in the quote.
These costs include, among others:

• Transport costs (train, plane, taxi, mileage at the rate specified in the Belgian Official Journal on the date of the service.
  
• Accommodation costs
  
• Subsistence costs
  

4.4.2. Services abroad

For any service outside Belgium, the client undertakes to take care of the necessary administrative procedures (e.g. visas, work permits) and any insurance related to the service provider’s travel.

4.4.3. Travel time travel

Time spent traveling is considered working time and may be billed at the hourly rate agreed in the quote.

4.4.4. Cancellation of services requiring travel

In the event of cancellation of a service requiring travel, the costs incurred (transport, accommodation, etc.) not reimbursable by the service providers concerned shall remain the responsibility of the customer.
If the cancellation occurs after the service provider has left for the place of service, the total amount planned for the service will be due, in addition to the costs incurred.

4.5. specificities of on-site services

4.5.1. Access and working conditions on site

The client is required to guarantee the service provider adequate access and working conditions that comply with professional standards (workstation, lighting, necessary equipment).
Any logistical difficulties on site (for example, lack of equipment required for simultaneous interpretation) must be resolved at the client’s expense.

4.5.2. Exceeding the planned duration

A day of interpretation services is calculated on the basis of an 8-hour period, including breaks. Any unplanned extension of the duration of the services initially agreed will give rise to additional invoicing at the hourly rate specified in the quote.
In particular, with regard to half-days provided (up to 4 hours of services – including breaks), any excess will transform the initial rate into a rate corresponding to a full day

4.6. Specific clauses for multilingual events

4.6.1. Simultaneous interpretation equipment

For events requiring simultaneous interpretation (e.g. conferences, seminars), the client is responsible for providing the required technical equipment (booths, headphones, microphones).
If the equipment is not provided by the client, the service provider may arrange its rental, with the costs being fully invoiced to the client.

4.6.2. Technical tests and rehearsals

Any technical test session or prior rehearsal requested by the client will be invoiced in addition, at the hourly rate or according to an agreed package.

4.6.3. Management of a multilingual audience

If the service involves the management of an audience speaking several languages, the client must provide clear instructions regarding linguistic priorities and any time restrictions.

5. Orders and quotes

5.1. Any request for a service must be preceded by a quote, drawn up free of charge.

5.2. The order is validated once the quote has been accepted in writing (e-mail, mail) and after the possible payment of a deposit set out in the quote.

5.3. Changes to the order after acceptance of the quote may result in additional costs.

6. Rates and payment terms

6.1. Rates are indicated in euros (€) and are exclusive of tax (VAT applicable according to the regulations in force).

6.2. Payment is made by [bank transfer/other means of payment].

6.3. Unless otherwise agreed, invoices must be paid within [30 days] of receipt.

6.4. In the event of late payment, late payment interest at the legal rate in force and a fixed recovery fee of €150 may be applied.

7. Service provider obligations

7.1. ACL LANGUAGES undertakes to provide a professional service, faithful to the documents or speeches entrusted, while respecting the confidentiality of the information transmitted.

7.2. However, the service provider cannot guarantee absolute accuracy or a unanimously accepted interpretation in sensitive or ambiguous contexts.

8. Customer obligations

8.1. The customer guarantees the quality, clarity and legality of the documents provided.

8.2. The client is responsible for the deadlines for the performance of the services, which must be reasonable.

9. Completion deadlines

9.1. Delivery times are indicative and may vary depending on the complexity of the mission or unforeseen events. A reasonable delay will not give rise to any penalty or compensation.

9.2. Specific deadlines related to the nature of the services

9.2.1. Urgent translation:

For translations requested urgently (deadline less than 48 hours), any cancellation after validation of the quote will result in full invoicing of the service, regardless of the stage of progress of the work.

9.2. 2. Interpretation with specific preparation:

For interpretation missions requiring prior preparation (e.g. documents to be studied, specific technical terms to be mastered), the costs related to this preparation will be billed in full in the event of cancellation, even if this occurs within the deadlines without penalty.

9.2.3. Refunds and deadlines

Any refunds will be made within [15 working days] from the acceptance by the service provider of the cancellation request.

9.2.4. Non-refund clause

No refund is due for services fully performed at the time of cancellation, even if the translated documents or services rendered have not yet been sent to the client.

9.2.5. Complaints

Any complaint regarding cancellation must be addressed within [10 days] of invoicing.

10. Limitation of liability

10.1. ACL LANGUAGES declines all liability in the event of abusive or incorrect use of the translations or interpretations provided.

10.2. In the event of proven fault, the liability of the service provider is limited to the total amount of the service concerned.

11. Withdrawal and cancellation

11.1. For individuals/consumers, a 14-day right of withdrawal applies in accordance with the Code of Economic Law, unless the performance of the service has begun with their prior agreement.

 

11.2. For professionals, any cancellation after validation of the quote will result in costs proportional to the work already carried out.

 

11.2.1. Cancellation of translation services

• Before the start of the execution: If the client cancels a translation order before the service provider has started the work, no costs will be charged, unless a deposit has been received. In this case, the deposit will be retained by the service provider as compensation.

• After the start of the execution: If the cancellation occurs after the start of the work, the service provider will invoice the parts of the work already completed, in proportion to the volume processed at the time of cancellation, as well as a fixed compensation equivalent to [X%] of the amount remaining due to cover administrative costs.

• Cancellation in the event of force majeure: In the event of proven force majeure (for example, serious illness, death or natural disaster), no cancellation fees will be applied, except for the work already performed.

11.2.2.  Cancellation of interpretation services

• Cancellation less than 7 days before the scheduled date: If the cancellation is communicated less than 7 days before the service, the total amount of the service will be charged, except in cases of force majeure

• Cancellation less than 15 days before the scheduled date: Cancellation within this period will result in the invoicing of 50% of the total amount planned for the service.

• Force majeure: In the event of proven force majeure, the customer must provide documented evidence to avoid cancellation fees. Costs for any non-refundable travel or reservations incurred by the service provider remain due.

11.3. Obligations in the event of cancellation

Any cancellation must be communicated in writing (e-mail or registered mail) and confirmed by the service provider.
The date of receipt of the cancellation by the service provider will be used to determine the applicable fees.

12. Intellectual property

12.1. The translations provided remain the intellectual property of ACL LANGUAGES until full payment.

12.2. Their reproduction or distribution without prior and express authorization is prohibited.

12.3. In particular, if the interpretations are reproduced and distributed publicly (streaming or other distribution method), an assignment of copyright and related rights will be considered, which will include the amount, duration, territories and methods of exploitation concerned.

13. Protection of personal data

ACL LANGUAGES processes users’ personal data in accordance with current legislation, in particular the GDPR (General Data Protection Regulation).
For more information, please see our Privacy Policy.

14. Confidentiality

14.1. Confidentiality obligations

The parties undertake to maintain the confidentiality of all information exchanged in the context of the execution of these general conditions of use, including, but not limited to, the terms of the agreements concluded, the agreed rates, the details of the services provided, as well as any other commercial, technical or financial information communicated by one of the parties to the other.

14.2. Limitation of Use and Disclosure

Each party agrees to:

• Not to disclose the Confidential Information to third parties without the prior written consent of the other party, unless required by law or by a competent authority;
• Use the Confidential Information exclusively for the performance and compliance with these General Terms of Use;
• Take all reasonable steps to protect the Confidential Information and prevent its unauthorized disclosure.

14.3. Mandatory Disclosure

If a party is required to disclose confidential information under a legal obligation or a court order, it undertakes to inform the other party as soon as possible, unless legally prohibited, in order to allow the latter to contest or limit the scope of this disclosure.

14.4. Duration of the confidentiality obligation

The confidentiality obligation applies for the entire duration of the contractual relationship between the parties and continues for a period of 2 years after its termination, whatever the cause.

14.5. Return or destruction of information

At the end of the contractual relationship or upon written request of one of the parties, the other party undertakes to return or destroy all confidential information, subject to legal retention obligations.

14.6. Penalties for Violation

Any violation of this confidentiality clause by a party may result in penalties, including, but not limited to, damages to compensate for the harm suffered.

14.7. Additional provisions

This clause does not confer any rights or licenses to confidential information, other than those strictly necessary to execute these general conditions.

15. Disputes and applicable law

These general conditions are governed by Belgian law. In the event of a dispute, the parties undertake to seek an amicable solution. Failing this, the French-speaking business court of Brussels will have sole jurisdiction.

16. Modifications to the general conditions

ACL LANGUAGES reserves the right to modify these general conditions at any time. The modifications will be applicable as soon as they are published on the site.

17. Contact

For any questions regarding these terms and conditions, please contact us at the following address: info@acllanguages.com.