Terms and Conditions

Terms and Conditions of Cooperation between the Slavis Translation Agency and its Partners regarding Written Translations and Related Services provided by the Agency.

1. General Provisions

1. These terms define the cooperation between SLAVIS Sp. z o.o., Jeleniowska 177, 25‑550 Kielce (correspondence address identical), VAT ID 9591972632, hereinafter referred to as “Service Provider”, and businesses or individuals (hereinafter “Client”) for services performed by the Service Provider for the Client.
2. Service Provider and Client may agree on special terms for a specific order or ongoing cooperation only in writing, otherwise such terms are invalid.

2. Placing Orders

1. Orders can be placed via the online form, email, phone or in person. In all cases, a final order must be sent via email from the Client’s business email.
2. Using the online form and providing an email constitutes consent to receive commercial communications from Service Provider under Article 10(1) of the Polish E‑commerce Act (July 18, 2002).
3. The order should specify scope of translation, delivery deadline, final price, and Client’s invoicing details if required.
4. The order must include a statement confirming that the Client has reviewed and accepted the Terms (available at https://slavis.net/en/terms-conditions).
5. The order is deemed accepted once the Service Provider sends a confirmation email from its business address. At that point, the delivery timeline begins (counted in business hours or days unless otherwise stated).
6. Unless agreed otherwise, delivery times refer to business days, excluding Saturdays, Sundays, public holidays, and statutory non‑working days.

3. Order Fulfillment

1. The Service Provider agrees to fulfill accepted orders with the utmost care, in compliance with all mutually agreed terms.
2. For translations intended for publication, the Client must notify the Service Provider and request an optional paid verification service, costing 50% of the agreed translation fee.
3. Written translations are provided as “raw translations.” Before publication—print, media, or any other form—they should undergo professional editing/proofreading.
4. When an order requires multiple translators due to volume or tight deadlines, the Service Provider must inform the Client prior to confirmation. The Client accepts that multi‑translator orders may exhibit inconsistency, unless otherwise agreed.
5. If circumstances prevent meeting the agreed terms, the Service Provider will notify the Client immediately, and both parties will decide on further steps.
6. An order is considered completed when the translated files are delivered via email, FTP link, website download, in person, postal mail, or courier.
7. Courier delivery is limited to the Service Provider’s contracted carriers.

4. Certified (Sworn) Translations

1. Rules for certified translations performed by a sworn translator are governed by the Ministry of Justice regulations.
2. Certified translations are sent to the Client by email (scans) and/or by post or courier (physical documents with translator’s seal and signature).
3. The Service Provider is not responsible for delivery delays caused by postal or courier services.

5. Contract Termination

1. The Client may terminate the contract at any time but must reimburse the Service Provider for all work done up to the termination point.
2. Termination is effective upon receipt of email from the Client’s business address. The Service Provider must provide results and an invoice by the next business day.
3. The Service Provider may terminate if the Client fails to pay any pre-agreed advance. The Service Provider shall invoice for work done up to termination.
4. The Service Provider may terminate without penalty if they discover that the source text violates laws. The Client will be billed for work completed.
5. Either party may terminate without penalty or amend terms in the event of force majeure: strikes, blockades, floods, earthquakes, prolonged power outages, terror attacks, epidemics, etc.

6. Non-Performance or Poor Performance

1. An order is considered improperly executed if delivered late or below professional standards.
2. Clients may file complaints within 7 days of delivery (see section 3). Complaints must be in writing (mail or email). Late complaints will be addressed at an additional cost.
3. Complaints must include complainant’s name, contact details, and detailed description of errors. Only translation errors are valid; style or formatting issues are excluded, unless Client provided terminology that wasn’t used.
4. If accepted, the Service Provider will correct issues within 2 business days or at most 1/10 of the original delivery time, unless otherwise agreed. Corrections are exclusive to the Service Provider.
5. If defects cannot be fixed, the Client may claim a penalty of up to 25% of the net fee. For major defects, up to 50%.
6. For late delivery, the Client may claim a penalty of 1% of the net fee per business day, capped at 25% of the net fee.
7. Liability is limited to 50% of the net fee, unless the translation was intended for publication or included paid verification services—then liability is 100% of the net fee.
8. Penalties count toward a compensation claim. Filing a complaint does not delay or reduce payment obligation, unless within payment term.

7. Confidentiality

1. The Service Provider will keep confidential all information provided by the Client, disclosing it only to employees or subcontractors involved in fulfilling the order.
2. Both parties are also bound to confidentiality regarding pricing and terms.
3. Additionally, SLAVIS’s privacy and data protection policy is available as Appendix 1 of these Terms: Privacy Policy – Appendix 1.

8. Final Provisions

1. These Terms do not apply to consumers as defined under the Competition and Consumer Protection Act (Feb 16, 2007) or the Civil Code (Apr 23, 1964).
2. In case of disputes, the competent court is the court for the Service Provider’s registered office.
3. These Terms are effective as of April 1, 2020.