Terms and Conditions

1. Acceptance of Terms
By submitting an audio file and engaging our services, you ("the Client") agree to be bound by the following terms and conditions.

2. Services Provided
  • We will provide audio transcription services to convert your audio or video files into a written text format.
  • We will make every reasonable effort to produce a high-quality, accurate transcript based on the quality of the source audio.
  • While we strive for accuracy, the final quality of the transcript is dependent on the clarity and audibility of the original recording, including factors such as background noise, speaker clarity, and strong accents.
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3. Client Responsibilities
  • Audio quality: The Client is responsible for providing clear, high-quality audio or video files. Poor quality, inaudible, or difficult-to-understand recordings may result in a less accurate transcript with gaps and may incur additional charges.
  • File format: The Client is responsible for ensuring that all files are submitted in a format compatible with our systems.
  • Legal consent: The Client warrants that they have the legal right and necessary consents to have the audio transcribed, and that the material does not contain illegal or libelous content. 
  • Backup copies: The Client should retain their own backup copies of all files submitted. We are not liable for any loss or damage to your submitted media.
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4. Pricing and Payment
  • Quoted rates: Transcription rates will be agreed upon with the Client before work begins. Estimates are subject to change if the actual audio quality or length differs significantly from the initial assessment.
  • Additional charges: Extra charges will apply for poor audio quality, verbatim transcription, a high number of speakers, or a faster-than-standard turnaround time.
  • Invoicing: Invoices will be sent upon completion of the work or as otherwise agreed.
  • Payment terms: Payment is due within a specified number of days (e.g., 14 or 30 days) of the invoice date. Terms will be stated on the client's invoice. Please note, late payments will incur additional fees as follows:- £20 fee for invoices under £100, £30 fee for invoices between £100 and £1,000, and £70 fee for invoices over £1,000. For new or private clients, full or partial upfront payment will required. 
  • Confidentiality agreement: We agree that all audio files, transcripts, and related information are confidential and will not be disclosed to any third party without your prior written consent. 
  • Data handling: All data will be handled in compliance with relevant data protection regulations (e.g., GDPR in Europe).
  • Data deletion: We will securely delete your audio files and transcripts from our systems within a set period after completion of the project, unless otherwise agreed. For further information, please see our Data Protection policy. 
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6. Delivery and Turnaround
  • Turnaround times: All turnaround times are estimates and refer to working days unless otherwise specified. While we make every effort to meet deadlines, unforeseen circumstances may cause delays. 
  • Delivery method: Transcripts will be delivered via our secure, encrypted file transfer server.
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7. Revisions and Refunds
  • Revisions: If you are not satisfied with the first draft of a transcript, you must notify us in writing within a set period (e.g., 24–48 hours) to request revisions. We will make reasonable efforts to rectify any errors free of charge.
  • Refunds: No refunds are available after work has commenced, except at our discretion.
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8. Limitation of Liability
  • Liability: Our total liability for any claim arising from our services is limited to the value of the work undertaken.
  • Indemnity:  We hold professional indemnity insurance with a limit of indemnity of £1,000,000. This provides cover for our professional services against claims of negligence or breaches of duty of care.
  • Accuracy check: Transcripts are typed into Microsoft Word and then proofread. It is the Client's responsibility to also proofread and verify the accuracy of the final transcript. 
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9. Cancellation Policy
  • Cancellation fee: A cancellation fee may apply depending on the turnaround time booked and the stage of completion.

10. Governing Law
  • These terms and conditions are governed by and construed in accordance with the laws of the United Kingdom.