GENERAL TERMS AND CONDITIONS — CERTIFIED TRANSLATIONS

(for translation agencies and private clients)

1. Scope of Application

These General Terms and Conditions apply to all quotations, assignments and agreements relating to translation services provided by certified translator Polina Pavlova (VTI No. 43431041), established in Nieuwpoort, Belgium.

These Terms and Conditions apply equally to translation agencies and private clients.

2. Quotations and Acceptance of Assignments

All quotations are non-binding and remain valid for 30 days unless otherwise stated.

An agreement is concluded upon the client's written confirmation of the assignment or once the translator has commenced the execution of the assignment.

3. Performance of the Assignment

The translator shall perform the assignment to the best of her knowledge and ability, exercising due professional care and in accordance with the professional standards and legal obligations applicable to certified translators.

4. Amendments to the Source Text

If the client modifies the source text or provides additional material after the assignment has been confirmed, the translator reserves the right to adjust the delivery deadline and the agreed fee accordingly.

5. Delivery Times and Urgent Assignments

Delivery times are indicative unless expressly agreed otherwise in writing.

An additional surcharge of up to 50% may be charged for urgent assignments.

6. Fees and Payment

Fees are agreed in advance or calculated on the basis of the number of words, pages or an hourly rate.

Invoices are payable within 14 days from the invoice date unless otherwise agreed.

For new clients and assignments of significant scope, the translator reserves the right to request an advance payment.

In the event of late payment by private clients, the translator may suspend the delivery of the completed translation.

In the event of late payment by translation agencies, statutory default interest shall be payable in accordance with the Belgian legislation governing late payment in commercial transactions.

7. Cancellation

If the assignment is cancelled after work has commenced, the client shall reimburse all work already carried out.

Where the translation has already been substantially completed, the full agreed fee may be charged.

Urgent assignments may also be subject to a fixed cancellation fee.

8. Certified Translations

Certified translations are provided in accordance with the applicable legal requirements and include the electronic signature, certification statement and VTI registration number of the certified translator.

The translator cannot be held responsible for the acceptance of the certified translation by public authorities or other institutions.

9. Electronic Delivery

Certified translations are, as a rule, delivered electronically and bear the electronic signature of the certified translator in accordance with the applicable legal requirements.

Upon the client's express request, a printed version may be provided and sent by post to the specified address. Printing, administrative and postal costs will be charged separately.

10. Liability

The translator shall not be liable for any damage resulting from inaccurate, incomplete or ambiguous source texts.

In any event, the translator's liability shall be limited to the amount invoiced for the relevant assignment.

11. Confidentiality and Data Protection

All documents and information provided by the client shall be treated as strictly confidential.

Personal data shall be processed solely for the purpose of performing the assignment and in compliance with the General Data Protection Regulation (GDPR).

12. Intellectual Property

The translation shall remain the property of the translator until full payment of the invoice has been received.

Upon full payment, the client acquires the right to use the translation solely for the agreed purpose.

13. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by Belgian law.

Any disputes arising from or relating to these Terms and Conditions shall fall within the exclusive jurisdiction of the courts of the judicial district of West Flanders.

Nieuwpoort, 2026

Polina Pavlova

Certified Translator (VTI No. 43431041)