Terms of Use

Commercial terms

3. Quotes and estimates

Quotes and online estimates are based on the information available at the time of request. This may include the language pair, subject area, word count, file format, formatting complexity, deadline, service type, quality level, and any additional instructions provided by the client.

Any automatic estimate or online calculator result is indicative only. The final price and delivery time may change after we review the files, formatting, source quality, urgency, language availability, technical requirements, or project complexity.

A quote is valid only for the period stated in the quote. If no validity period is stated, the quote is valid for 14 calendar days.

We may revise or withdraw a quote if:

• the source files differ from those originally submitted;
• the word count or scope changes;
• the client adds target languages or services;
• the deadline changes;
• the files are incomplete, non-editable, damaged, poor-quality, handwritten, scanned, or technically complex;
• the project requires additional review, formatting, terminology work, OCR, DTP, or specialist expertise;
• the client instructions change after quotation.

4. Orders and project confirmation

A project is confirmed only when PangeaVox Translation accepts the order in writing or through the relevant website workflow.

Submitting a request through the website does not automatically create a binding order. We may decline a project if the scope, deadline, content, legal risk, technical requirements, or availability of suitable linguists makes delivery unsuitable or impracticable.

The client is responsible for checking that the order details are correct before confirming the project. This includes language pair, target language variant, service type, deadline, delivery format, certification requirements, and any special instructions.

5. Payment

Payment terms are stated in the quote, invoice, order confirmation, or separate written agreement.

Unless otherwise agreed, invoices are payable by the due date stated on the invoice. The client is responsible for any bank charges, intermediary fees, transfer fees, currency conversion charges, or payment processing fees, unless otherwise agreed in writing.

PangeaVox Translation may require advance payment, partial payment, milestone payment, or full prepayment, especially for new clients, urgent projects, large projects, private clients, or technically complex assignments.

Late payment may result in suspension of ongoing work, delayed delivery of non-essential files, refusal of further orders, or recovery of outstanding amounts where permitted by law.

6. Cancellations and changes

The client may request cancellation or reduction of a project in writing. If work has already started, the client must pay for the work completed, work in progress, project preparation, committed supplier costs, and any non-cancellable external costs.

If a confirmed project is cancelled after resources have been allocated, a cancellation fee may apply. The amount will depend on the stage of the project, the work already performed, and the costs incurred.

Urgent projects, interpreting assignments, booked voice talent, studio work, multimedia production, DTP work, and other time-sensitive services may be subject to stricter cancellation terms if resources have already been reserved.

Client cooperation

7. Client responsibilities

The client must provide accurate, complete, and timely information required for the project.

This may include:

• complete source files;
• editable files where available;
• reference materials;
• glossaries;
• previous translations;
• style guides;
• brand guidelines;
• terminology preferences;
• target audience information;
• purpose of the translation;
• required language variant;
• formatting requirements;
• delivery instructions;
• confidentiality requirements;
• any legal, institutional, or technical requirements relevant to the project.

The client is responsible for ensuring that submitted files and instructions do not infringe third-party rights and that the client has the necessary rights to provide the materials for processing, translation, review, or related language services.

If instructions are incomplete, contradictory, or provided late, this may affect price, deadline, or final deliverable quality. PangeaVox Translation is not responsible for issues caused by missing, inaccurate, late, or unclear client instructions.

8. Source files and file handling

We handle files with professional care. However, clients should retain their own copies of all materials submitted to us.

We may process files in different formats depending on the project requirements. This may include editable documents, PDFs, spreadsheets, presentations, image files, subtitle files, audio, video, software strings, or other digital formats.

If the source file is scanned, damaged, poorly formatted, non-editable, handwritten, incomplete, or technically complex, additional work may be required. This may include OCR, file recreation, formatting, DTP, timecoding, extraction, conversion, or technical preparation. Such work may be quoted separately.

Unless expressly agreed in writing, we do not guarantee that complex formatting, embedded elements, macros, tracked changes, comments, hidden text, metadata, corrupted files, or third-party platform constraints will be preserved exactly.

9. Delivery

Delivery dates are agreed on the basis of the confirmed project scope, file availability, client instructions, and timely client cooperation.

A deadline may be affected if:

• the client provides incomplete or revised files;
• the client changes the scope;
• queries remain unanswered;
• technical problems arise with files or platforms;
• additional services are required;
• payment or project confirmation is delayed;
• force majeure or events outside our reasonable control occur.

Unless expressly agreed in writing, delivery times are not guaranteed for projects that depend on late client input, third-party systems, external reviewers, platform access, or technical conditions outside our control.

10. Client review and feedback

The client should review the delivered files promptly and notify us of any issue within the review period stated in the quote, order confirmation, or written communication.

If no review period is stated, the client should notify us of any issue within 7 calendar days of delivery.

Reasonable corrections related to the agreed scope will be reviewed. Changes caused by new instructions, source text changes, stylistic preferences not provided before the project, additional target audiences, changed terminology requirements, or expanded scope may be treated as a new task and quoted separately.

Quality, confidentiality, and technology

11. Confidentiality

PangeaVox Translation treats client materials and project information as confidential.

Access to project files is limited to the people and service providers who need access for the agreed project. This may include translators, editors, reviewers, project managers, technical specialists, DTP specialists, interpreters, transcribers, subtitlers, voice professionals, or other relevant contributors.

Client materials are used only for the purpose of providing the requested service, managing the project, maintaining records, complying with legal obligations, or resolving project-related issues.

If a project requires a separate non-disclosure agreement or special confidentiality procedure, the client should inform us before submitting sensitive files or confirming the order.

12. AI-assisted workflows

Some services may involve AI-assisted tools, machine translation, automatic transcription, terminology extraction, quality assurance tools, or other language technology. These tools may be used only where appropriate for the service type, project risk, confidentiality requirements, and client instructions.

AI-assisted output is not treated as final professional work unless it has undergone the agreed level of human review, editing, post-editing, or quality control.

The client must inform us in advance if a project must not involve machine translation, AI-assisted processing, cloud-based tools, automated transcription, or third-party language technology.

Where AI-assisted workflows are used, PangeaVox Translation remains responsible for delivering the agreed service according to the confirmed scope, but we do not guarantee that automated tools will be error-free, suitable for all content types, or accepted by every institution, authority, platform, or end user.

13. Intellectual property

Unless otherwise agreed in writing and subject to full payment, the client receives the agreed deliverables for the intended purpose stated in the project instructions.

The client remains responsible for the legality, ownership, and permitted use of the source materials provided to us.

PangeaVox Translation and its contributors retain rights in internal methods, know-how, templates, workflows, terminology resources, project management processes, non-client-specific tools, and reusable technical assets, unless expressly agreed otherwise.

Legal and website use

14. Website content

The content on this website is provided for general information only. It may be updated, modified, or removed without notice.

We make reasonable efforts to keep website information accurate and current, but we do not guarantee that all information is complete, error-free, or suitable for every client situation.

Nothing on this website constitutes legal, financial, medical, regulatory, or other professional advice outside the scope of language services.

15. Liability

PangeaVox Translation provides services with professional care and skill according to the agreed scope.

To the maximum extent permitted by applicable law, PangeaVox Translation is not liable for indirect, incidental, consequential, special, punitive, or economic losses, including loss of profit, loss of business, loss of data, loss of opportunity, reputational damage, or losses caused by client delay, incomplete instructions, source text errors, or third-party systems.

Our total liability for a project is limited to the amount paid by the client for the specific service giving rise to the claim, unless a different limit is expressly agreed in writing or such limitation is not permitted by applicable law.

PangeaVox Translation is not responsible for decisions made by the client or third parties on the basis of translated, edited, reviewed, transcribed, interpreted, subtitled, dubbed, or otherwise processed materials.

16. Third-party tools and links

The website may contain links to third-party websites, platforms, payment systems, file transfer tools, embedded media, or external services. These are provided for convenience only.

PangeaVox Translation is not responsible for third-party websites, external tools, platform availability, content, policies, security, or technical performance.

17. Data protection

Personal data is processed in accordance with our Privacy Policy.

By using this website, submitting forms, uploading files, or communicating with us, you acknowledge that personal data may be processed for purposes such as responding to enquiries, preparing quotes, managing projects, delivering services, maintaining records, issuing invoices, handling communication, and complying with legal obligations.

For more information, please refer to the Privacy Policy available on this website.

18. Governing law and dispute resolution

These Terms are governed by the laws applicable to PangeaVox Translation, unless mandatory consumer, data protection, or other applicable laws provide otherwise.

The parties will first seek to resolve any dispute through good-faith communication. If the dispute cannot be resolved informally, it may be referred to the competent courts or authorities in accordance with applicable law and any separate written agreement between the parties.

19. Changes to these Terms

PangeaVox Translation may update these Terms from time to time. The updated version will be published on this page with a revised “Last updated” date.

Continued use of the website or continued communication with us after publication of updated Terms means that you accept the updated Terms, unless a separate written agreement provides otherwise.