TERMS & CONDITIONS
GENERAL TERMS AND CONDITIONS
Introduction
Welcome to Montana Language Services (MTLS). By engaging with our services, you (“the Client”) agree to the terms and conditions outlined below. These terms are designed to ensure clarity, protect both parties, and establish a framework for successful collaboration. Every project-specific quote you receive will reference these Terms & Conditions as the governing agreement.
Scope of Services
MTLS provides a comprehensive suite of language solutions, including but not limited to:
On-Demand Over-the-Phone (OPI) & Video Remote Interpreting (VRI)
Prescheduled OPI & VRI Interpretation
Prescheduled Onsite Interpretation
Professional and Certified Document and AV Translation and Transcription
All services are delivered by professional linguists who have undergone a rigorous vetting process and are bound by confidentiality and ethical standards.
Translation Terms
File Format
Translation assumes editable Word documents (.doc/.docx). Non-editable files (e.g., PDFs, images, scans) may require additional formatting or desktop publishing (DTP) support, which will be quoted in advance.Delivery & Turnaround
Deadlines will be confirmed upon quote acceptance. Urgent requests may be subject to rush conditions (see Rush Requests section).Revisions
Errors reported within seven (7) business days of delivery will be corrected at no charge. Additional edits or stylistic changes beyond this period, or outside the scope of the original instructions, may be billed separately.Quality Assurance
All translations undergo internal quality review prior to delivery. MTLS uses CAT tools and QA processes to ensure consistency and accuracy, but the Client is responsible for reviewing final deliverables for context-specific preferences.
Interpretation Terms
Scheduling
All interpretation appointments (onsite, remote, or virtual) must be scheduled through MTLS’s designated systems. Confirmations will include date, time, language, modality, and interpreter assignment.Minimum Billing
Legal and community appointments are billed with a one-hour minimum; court assignments carry a two-hour minimum. Time is billed in 15-minute increments thereafter.Preparation & Materials
Clients are expected to provide prep materials (case documents, agendas, presentations, etc.) at least 48 hours before the assignment when available. Interpreter time spent preparing may be billed depending on project scope.Interpreter Delays or Absences
If an MTLS interpreter is late or absent without prior notice, MTLS will provide either a time-equivalent credit or a replacement session at no cost to the Client.Client Delays or No-Shows
If the Client or their participants arrive late, billing will begin at the scheduled start time. Appointments delayed by more than 15 minutes without notice may be considered a cancellation and billed in full.Technology Use (for remote interpretation)
The Client is responsible for ensuring stable internet and functional equipment. MTLS is not liable for service interruptions caused by third-party systems or client-side technology failures.
Payment Terms
Invoices are issued upon completion of services or according to project milestones, as specified in individual quotes. Payment is due within fifteen (15) days of the invoice date. Late payments may be subject to a finance charge in accordance with applicable law. MTLS accepts ACH, check, or credit card payments (subject to standard transaction fees).
Terms of Use
Authorized Users: Access to MTLS platforms and scheduling portals is limited to authorized staff designated by the Client. All activity within these systems is billable.
Technology Requirements: Clients are responsible for providing necessary equipment, internet access, and related infrastructure. MTLS is not responsible for interruptions or delays caused by third-party platforms or client-side systems.
Confidentiality: All information shared with MTLS will be treated as confidential and used solely for the purpose of delivering contracted services. Proprietary information will not be disclosed to third parties without prior written consent.
Liability: MTLS’s liability is strictly limited to the lesser of (a) the value of the invoice in question, or (b) replacement of services. MTLS shall not be held liable for indirect, incidental, or consequential damages.
Independent Contractors: MTLS primarily engages independent linguists. While vetted and monitored, these contractors are not employees of MTLS.
Rush Fees
Requests for services submitted with less than 48 business hours’ notice may be subject to a rush fee of up to 25% of the total service cost.
This fee is based on urgency, availability, and the complexity of the request.
MTLS will inform the client in advance if a rush fee applies and will obtain written approval before proceeding.
Cancellation Policy
Translation Services
Revisions: all errors reported within 7 business days are fixed for free.
Cancellations: the client will be invoiced for all work completed up to the date of cancellation with a flat fee. Work is considered initiated upon formal acceptance of the project quote and commencement of translation activities.
Pre-Scheduled Interpretation Services
Late or No-show Interpreters: MTLS will provide credits or a no-cost replacement.
Additional Fees may apply (travel, mileage, per diem, and lodging).
Cancellation: confirmed interpretation appointments are subject to the following cancellation and rescheduling charges, based on the total duration of the scheduled booking:
Appointments under 5 hours:
100% of the scheduled fee if canceled or rescheduled within 2 business days.
Appointments over 5 hours:
50% of the scheduled fee if canceled or rescheduled within 5 business days.
100% of the scheduled fee if canceled or rescheduled within 2 business days.
Appointments exceeding two full working days:
50% of the scheduled fee if canceled or rescheduled within 10 business days.
100% of the scheduled fee if canceled or rescheduled within 5 business days.
Failure to provide a timely notice or failure of any required party to appear the scheduled time and location constitutes as a “cancellation without notice” and is subject to the full scheduled fee.
In the event an MTLS interpreter is late or fails to appear, the company shall offer a time-equivalent credit or a one-time replacement session at no cost.
Confidentiality
All MTLS contractors and employees sign confidentiality agreements to maintain data protection protocols in line with state and federal laws. No proprietary information will be shared without prior written consent.
Non-Solicitation
The client agrees not to solicit, hire, or engage directly, whether as an employee, contractor, or consultant, any linguist, interpreter, translator, or other personnel introduced or provided by MTLS during the duration of their agreement with the company and for a period of twenty-four (24) months following its termination.
Data Security & Privacy
MTLS maintains secure data handling practices in compliance with applicable privacy laws. Client files are transmitted and stored using encrypted systems whenever possible, and access is limited to authorized personnel.
Intellectual Property Rights
Upon full payment, the Client retains ownership of all translated or transcribed materials. MTLS reserves the right to retain copies solely for record-keeping, quality assurance, and legal compliance.
Clarifications & Modifications
If you have questions or wish to request modifications to these Terms & Conditions, such requests must be made in writing before accepting a project-specific quote. Once you click to agree, these Terms & Conditions will apply in full to all services provided by Montana Language Services.
Electronic Acceptance
By clicking “I Agree,” the Client acknowledges that electronic acceptance is legally binding and has the same force and effect as a handwritten signature.
For any questions, visit our website or contact us directly.
We’re here to help you break language barriers seamlessly!
translation@mtlanguageservices.com
interpretation@mtlanguageservices.com
accounting@mtlanguageservices.com