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STANDARD TERMS AND CONDITIONS

Last Updated: August 2, 2025

1. Definitions

  • “We,” “Us,” or “Our”: Best Ed Translation Services, a registered Kenyan business based in Nairobi.
  • “You” or “Client”: The individual or entity engaging our services.
  • “Services”: Document translation, website localization (in collaboration with Best Ed Creative Hub), and language interpretation provided by Best Ed Translation Services.
  • “Deliverables”: Translated documents, localized websites, or interpretation outputs provided to the Client.

2. Scope of Services

Best Ed Translation Services offers:

  • Document Translation: Accurate translations of legal, medical, academic, business, or marketing documents into languages including Swahili, English, French, and Arabic.
  • Website Localization: Adaptation of website content, visuals, and functionality for target markets, in partnership with Best Ed Creative Hub.
  • Language Interpretation: Simultaneous or consecutive interpretation for meetings, conferences, or events in Kenya and beyond.

All services are subject to a written agreement or quote accepted via email (info@translationserviceskenya.cc) or our website (www.translationserviceskenya.cc).

3. Client Responsibilities

  • Accurate Information: You must provide complete, accurate, and legible source materials for translation or localization, along with any specific instructions (e.g., target audience, tone).
  • Timely Communication: Respond promptly to our queries to ensure project deadlines are met.
  • Compliance: Ensure all materials provided comply with Kenyan laws, including intellectual property and defamation regulations under the Copyright Act, 2001, and Penal Code (Cap 63).
4. Payment Terms
  • Quotation: We provide a detailed quote based on project scope, word count, or hours, payable in Kenyan Shillings (KES) unless otherwise agreed.
  • Payment Schedule: A 50% deposit is required before work begins, with the balance due upon delivery of scanned translated copies or completion of services. Payments can be made via bank transfer, mobile money (e.g., M-Pesa), or other methods specified in the quote.
  • Late Payments: Overdue payments incur a 5% penalty per week, up to a maximum of 20%, as permitted under Kenyan contract law.
  • Taxes: All fees are exclusive of applicable taxes (e.g., VAT for turnovers above KES 5,000,000 or Turnover Tax for KES 1,000,000–50,000,000), which will be added per Kenya Revenue Authority (KRA) regulations.
5. Document Retention and Storage Fees
  • Retention Policy: Hard copies of translated documents are retained for 30 days after scanned translated copies are issued to the Client via email or download from www.translationserviceskenya.cc.
  • Storage Fees: Beyond the 30-day period, a storage fee of KES 100 per day per document will be charged. Clients will be notified via email (info@translationserviceskenya.cc) before fees apply.
  • Disposal: If unclaimed after 60 days, hard copies may be securely disposed of in compliance with the Data Protection Act, 2019.
6. Delivery and Revisions
  • Delivery: Deliverables are provided electronically (via email or website download) within the agreed timeline, typically 2–5 business days for standard projects. Express services are available at an additional cost.
  • Revisions: Clients may request one round of revisions within 7 days of delivery if the work deviates from the agreed scope. Additional revisions or changes beyond the original brief incur extra charges.
  • Delays: We are not liable for delays caused by incomplete or inaccurate source materials or force majeure events (e.g., natural disasters, government restrictions).
7. Confidentiality and Data Protection
  • Confidentiality: We treat all client materials as confidential, using them solely for the agreed services. Non-disclosure agreements (NDAs) are available upon request.
  • Data Protection: We comply with the Data Protection Act, 2019, ensuring secure storage and processing of personal data. Client data is not shared with third parties, except Best Ed Creative Hub for website localization projects, with client consent.
  • Secure Storage: Electronic and hard copy documents are stored securely, with hard copies retained as outlined in Section 5.
8. Quality Assurance
  • Accuracy: We strive for linguistic and cultural accuracy, employing certified translators and interpreters. However, we cannot guarantee perfection for highly technical or ambiguous source materials.
  • Client Review: You are responsible for reviewing deliverables for suitability (e.g., legal or cultural context) before public use.
  • Partnership: Website localization is conducted with Best Ed Creative Hub, ensuring high-quality, SEO-optimized content tailored to your target market.
9. Liability and Indemnity
  • Limitation of Liability: Our liability is limited to the value of the services provided. We are not responsible for indirect losses (e.g., lost profits) or misuse of deliverables by the Client.
  • Indemnity: You agree to indemnify us against claims arising from inaccurate or unlawful source materials, per the Contracts Act (Cap 23).
  • Errors: If errors are found due to our negligence, we will correct them at no cost within 7 days of notification.
10. Termination and Refunds
  • Termination: Either party may terminate the agreement with written notice if the other breaches these terms. Ongoing work will be billed pro-rata.
  • Refunds: Refunds are issued only if we fail to deliver as agreed, less the deposit for work completed. Refund requests must be submitted to info@translationserviceskenya.cc within 14 days of delivery.
11. Intellectual Property
  • Ownership: You retain ownership of source materials. We retain ownership of translated deliverables until full payment is received, after which ownership transfers to you.
  • Usage Rights: Deliverables are for your specified use only. Additional uses (e.g., publishing translations) require our consent and may incur fees.
12. Governing Law and Dispute Resolution
  • Governing Law: These terms are governed by the laws of Kenya, with disputes subject to the jurisdiction of Kenyan courts in Nairobi.
  • Dispute Resolution: Disputes will first be addressed through mediation, as per the Mediation Act, 2020. If unresolved, they will proceed to arbitration or court proceedings.
13. Amendments

We reserve the right to update these Terms and Conditions, with changes posted on www.translationserviceskenya.cc. Continued use of our services constitutes acceptance of the updated terms.

14. Contact Us

For inquiries, project requests, or concerns, contact us at:

  • Email: info@translationserviceskenya.cc
  • Website: www.translationserviceskenya.cc
  • Address: Best Ed Translation Services, Nairobi, Kenya

By engaging Best Ed Translation Services, you acknowledge and agree to these Terms and Conditions, ensuring a transparent and professional partnership for all your translation needs.