Terms of Service
Verbal Ink, a division of Ubiqus
Last Updated: May 25, 2018
The Terms of Service constitute a legal binding agreement between Verbal Ink, a division of Ubiqus, and you, the user of its website and the transcription, language and translation services offered therefrom, including any entity such you represent or are acting on behalf of (hereafter, the “Client”).
By engaging Verbal Ink, Client agrees to pay for any and all language services performed by Verbal Ink (the “Work”) on Client’s behalf associated with audio material submitted by Client (“Source Material”). Client acknowledges his/her/its review of the rates on Verbal Ink’s website for its services and agrees to pay for the Work performed by Verbal Ink promptly and in full. Client is fully aware and agrees that it is responsible for an accurate and truthful description of the content of its Source Material. Regardless of Client’s description of the Source Material and in the event its description is inaccurate, the appropriate classification below will apply for all purposes hereunder, including rates. If Verbal Ink determines that its classification of any Source Material is different than the Client’s, it will notify the Client before proceeding with the Work.
For transcription, Client agrees and understands that pricing is based on the number of speakers in an audio file or source. Client also agrees and understands that audio variables may increase the price. Client also agrees and understands that the level of turnaround time may or may not impact the cost. Verbal Ink guarantees a 98% accuracy rate or higher for properly recorded audio. Any Source Material should be clearly recorded in a controlled environment (preferably professionally) with one person either talking or interviewing one subject with minimal background noise interference and no media noise or defects. The format must be recorded digitally, on standard audio cassette, VHS, or DVD. Client understands that poor duplication procedures can lead to degradation of the original Source Material and could result in a higher price, depending on the degree of degradation. While Verbal Ink does its best to create the most accurate transcript possible regardless of the quality of audio, client should be aware that any audio that does not meet the previous criteria may impact the quality of the transcript and cause it to drop below the 98% accuracy rate. If for some reason, the client is not satisfied with his/her/its transcript and thinks it falls below the 98% accuracy rate and it was properly recorded audio, client has one full month to notify Verbal Ink so that it can examine the discrepancy.
For translation, Client agrees and understands that pricing is based on the number of words in the Source Material. Client also agrees and understands that variables may increase the price. Verbal Ink will notify Client of any increased costs as it relates to price, time, or completion of a project.
Client acknowledges and understands that no transcript or translation is ever “perfect.” Judgment calls must be made on punctuation, spellings, grammar, etc. Furthermore, often the spoken word consists of run-on sentences and other grammatically incorrect language. Verbal Ink does not correct grammar or proof-read transcribed material – it only transcribes what is on the Source Materials. If its accuracy rate is indeed below 98%, Verbal Ink will correct the mistakes free of charge. All Source Materials are subject to Verbal Ink’s acceptance, which it may exercise in its sole and absolute discretion. Verbal Ink has the right to reject, in its sole and absolute discretion, any Source Material for any reason whatsoever, including without limitation that it is considered to be of such poor quality that: 1. Transcription or translation is not possible or 2. the project is beyond Verbal Ink’s resources. If the audio quality of any Source Material appears to be different than the quality represented by Client, Verbal Ink will contact Client and discuss this discrepancy and a possible increased rate. If the parties are unable to agree on the appropriate rate, Verbal Ink may decline to work on the project and, in such case, all Source Materials will be returned and no Work will be performed by Verbal Ink.
If the source audio for transcription appears to have a large number of inaudibles or questionable words, Verbal Ink will contact the client with a 5 minute sample. All work will stop for that particular file until the client has notified Verbal Ink if he/she would like to proceed with the file. If the client would prefer to not proceed, Verbal Ink will not charge the client for the first 5 minutes of the sample transcript. Any audio that is completed that is over 5 minutes of audio on a file will be charged to the client.
While Verbal Ink strongly recommends that its clients not submit any original or master Source Materials (“Masters”), in the event that Client elects to submit Masters of its original audio Source Material, Client shall do so solely at his/her/its own risk. Client hereby agrees to indemnify and hold Verbal Ink harmless from any expenses, claims, losses, costs, actions or damages, including reasonable attorneys’ fees, (“Claims”) arising out of or related to damage to or loss of any Source Materials whether Masters or duplicates, including without limitation, data and media. While Verbal Ink digitizes all audio it receives, it can make no guarantees that the Source Material will be received or returned free from damage during the shipping process. Under any circumstances, Client hereby acknowledges that any Source Materials submitted to Verbal Ink have no commercial value whatsoever. Client agrees to not hold Verbal Ink liable for any loss or damages to or destruction of any Source Materials, including those that may occur in shipping or transmission electronically. Verbal Ink only stores audio for 45 days on our servers and finished transcripts, translations, and other work for no more than 3 years. Verbal Ink in no way represents itself as an archival service and Client agrees to store all original Source Material, finished transcripts, translations, subtitling files, or any other work performed by Verbal Ink.
Client agrees to pay all shipping costs for submission and return of Source Materials. Verbal Ink offers Clients different shipping options, but when one is not selected, Verbal Ink will send Source Materials back to Client in the most cost-effective way possible (which will likely be the slowest way possible). Client acknowledges that Verbal Ink bills per minute of recorded audio for transcription and not on page count, number of characters, or work hours. Any additional seconds that do not make up a full sixty (60) seconds are billed as a minute. Client agrees to pay the rates prevailing at the time the Work is requested as set forth in the Rates section of Verbal Ink’s website. Payment is due upon delivery of the Work to Client. All clients whether paying by check or credit card must have a valid credit card on file with Verbal Ink. Payment is due within 30 days. For clients who are paying by check and have not paid within 60 days, Verbal Ink reserves the right to charge the credit card on file for the total amount due. Agreement to these Terms of Service hereby authorizes Verbal Ink to charge the credit card on file. Client further agrees that Verbal Ink may hold any Source Materials until it receives payment in full from Client for any Work related to such Source Materials. This agreement commences as of the date of the first online registration process executed by the Client and terminates upon the termination date of the last service contract in effect between the parties. The initial term (the “Term”) of each service contract will be for a period of twelve (12) months from the date of commencement of service(s) (as defined in the applicable Terms of Service), unless otherwise agreed to by both the parties.
Verbal Ink acknowledges that by reason of its relationship with Client, it may have access to certain information and materials contained in Source Materials in relation to the Client’s business, products, services, clients and marketing strategies that are confidential and of substantial value to the Client (“Confidential Information”). Verbal Ink undertakes not to use in any way for its own account nor for the account of any third party, nor disclose to any third party such Confidential Information revealed to it by Client unless and until required as a matter of law or by court order or other legal process to do so or such information passes into the public domain..
Client shall not copy, upload, post, publish, transmit, reproduce or distribute in any way, information or other material which is protected by a copyright or other proprietary right, or derivative works with respect thereto, without obtaining permission of the copyright owner or the right holder or violate any individual’s/organization’s right of privacy, right of publicity or other rights. The Work and any product of the Work shall be used solely for lawful purposes only. Client agrees that it will not use the Work or any product of the Work in any way that is, or is reasonably likely to be, harmful either to Verbal Ink’s customers, or operations or its reputation.
While Verbal Ink strives for a 98% accuracy rate or better for audio that is properly recorded, Client agrees to release and hold Verbal Ink, its employees, officers, directors, and agents harmless of any Claims or damages that may occur from the publication, quotation, distribution, public use or any other use of a quotation from the Work that may contain a typographical or factual or other error or even quotations that are without error. Client agrees that it is its responsibility to proofread and confirm the accuracy of a transcript before information from a transcript is published or printed or otherwise used and Client will not take any action against or include or implicate Verbal Ink, its employees, officers, directors, or agents as defendants in any litigation arising out of or related to Client’s use of the Work. Client hereby agrees to indemnify and hold Verbal Ink and its employees, officers, directors, and agents harmless from and against any and all Claims or threat of Claims and damages against Verbal Ink and/or its employees, officers, directors, and agents arising out of or related to Client’s Source Materials and any use of materials prepared in connection with the Work.
Verbal Ink shall not be held liable for any indirect, incidental, special or consequential damages, or loss of profits, revenue, data or use, by the Client or any third party, whether in an action in contract or tort or strict liability or other legal theory, even if Verbal Ink has been advised of the possibility of such damages. If Client is dissatisfied with the Work, Client’s sole and exclusive option is to have Verbal Ink correct mistakes in the Work. Verbal Ink’s sole liability for any Claim or loss, damage or expense from any cause whatsoever arising out of or related to this agreement, the Work or any Source Materials, shall in no event exceed sums actually paid to Verbal Ink by Client. Verbal Ink shall not be liable for any failure or delay in performing its obligations hereunder, if such failure or delay is due to circumstances beyond its reasonable control, including, without limitation, acts of any governmental body, war, insurrection, sabotage, embargo, fire, flood, strike or labor disturbance, interruption of or delay in transportation, or inability to obtain raw materials, supplies or power used in, or the equipment needed for the provision of the Work.
Please note: Verbal Ink only stores products of its Work for client for 45 days on our servers and, in its sole and exclusive discretion may elect to retain finished transcripts and translations for a period not to exceed three (3) years. Verbal Ink is not an archival services and should not be viewed or otherwise considered by Client as a storage service for Client. Client acknowledges and understands that he/she/it is solely responsible for storing all original audio, documents, and finished transcripts, translations, subtitling files, or any other product generated by Verbal Ink.
Client acknowledges that checking the box, “I agree that I have read and will abide by the Terms of Service agreement listed on this site” creates a complete and binding agreement between Client and Verbal Ink and binds Client to the terms of service listed in this document in which all prior or contemporaneous agreements are merged. During the Term of this agreement, each instance of provision of services hereunder shall be subject to these Terms of Service. Verbal Ink reserves the right to make changes to this Terms of Service agreement from time-to-time. Any such modifications made to it can be found on the current Verbal Ink website. This agreement is not assignable by either party. To the extent that any provision hereof is deemed unenforceable, all remaining provisions of this Agreement will not be affected thereby and will remain in full force and effect. All indemnifications and limitations on liability will survive any termination or expiration of this agreement. This agreement and any Claim related directly or indirectly to this agreement shall be governed and construed in accordance with the laws of the State of California (without giving regard to the conflicts of law provisions thereof). No such Claim shall be commenced, prosecuted or continued in any forum other than the courts of the State of California located in the County of Los Angeles or in the United States District Court for the Central District of California, and each of the parties hereby submits to the jurisdiction of such courts. Each of the parties hereby waives on behalf of itself and its successors and assigns any and all right to argue in any legal action that this choice of forum provision is or has become unreasonable.
Accessing Your Personal Information
You may view or edit your personal information and preferences by visiting the Website and logging into your Verbal Ink account (the “Verbal Ink Account”) online. From your Verbal Ink Account, you can update any of your personal information.
Collection of Your Personal Information
When you open a user account with Verbal Ink, we ask you to provide certain personal information, such as your name, e-mail address, home or work address, and/or telephone number. We may also collect general demographic information, such as your age, gender, ZIP code, preferences, and interests. We may also collect information about your visit to the Website, such as pages viewed, links clicked and other similar navigation action in connection with the Website. Additionally, we collect certain standard browser information, such as your browser type, IP address, and access times.
When you receive promotional e-mails or newsletters from Verbal Ink, we may use customized links or similar technologies to determine whether such newsletters or e-mail has been opened and which links you click. This information is used to provide you more focused e-mail communications and/or other information.
Use of Your Personal Information
Verbal Ink collects and uses your personal information to operate and improve the Website and better deliver the Services. These uses may include performing analysis aimed at improving the Service; making the Website or Services more user friendly by reducing the need for you to repeatedly enter the same information; and displaying advertising and content that are tailored to your preferences and interests.
Verbal Ink may support the Website and the Service by advertising, and accordingly, we may use some of the information collected in order to customize the advertisements to your interests and preferences. However, the process of selecting customized ads tailored to you will use data that does not personally identify you, such as using demographic data such as ZIP code
We also use your personal information to communicate with you, such as providing you with mandatory notices or discretionary notices about the Service. From time to time, we may also send you surveys or promotional mailings to inform you of other products or services available from Verbal Ink and its affiliates.
In the event that you are offered to participate in a survey, such survey will includes a privacy statement that details the way Verbal Ink will use the information submitted with that survey.
Personal information collected on Verbal Ink sites and services may be stored and processed in the United States or any other country in which Verbal Ink or its affiliates, subsidiaries or agents maintain facilities, and by using a Verbal Ink site or service, you consent to any such transfer of information outside of your country.
Sharing of Your Personal Information
Verbal Ink occasionally hires other companies to provide limited administrative and communication services on our behalf, such as hosting websites, the processing and delivery of mailings, providing customer support, or performing statistical analysis of the Services. Those companies will be permitted to obtain only such personal information as necessary for them to deliver the service. Those companies are required to maintain the confidentiality of the information and are prohibited from using it for any other purpose.
Security of Your Personal Information
The personally identifiable information Verbal Ink collects is securely stored within our database, and we use standard, industry-wide practices for protecting your information. However, as effective as this technology is, no security system is impenetrable. Verbal Ink cannot guarantee the security of our database, nor can we guarantee that information you supply won’t be intercepted while being transmitted to Verbal Ink over the Internet. We recommend that you not disclose your password to anyone.
Collection and Use of Children’s Personal Information
The Website and the Service are intended for general audiences, and Verbal Ink does not knowingly collect any personal information from children. During the registration process for a Verbal Ink Account, Verbal Ink does collect age information, and if users identify themselves as under 13 years of age, Verbal Ink will block such users from providing personal information
Collection and Use of Information About Your Computer
Certain features of the Service connect to Verbal Ink’s computer systems over the Internet. You will not receive a separate notice when these features connect. By using the Service or the Software, you expressly consent to the transmission and use of this information as set forth herein. These services use Internet protocols, which send to the appropriate systems computer information, such as:
- what software is on your computer;
- your Internet protocol address;
- type of operating system;
- browser and name and version;
- your hardware information;
- your regional and language settings;
- version of the Software you are using; and
- language code of the device where you installed the Software.
Verbal Ink uses this information to make other features and services available to you. Verbal Ink may use the computer information to improve the Service, including, but not limited to, the Software and the Internet-Specific Services. We may also share such non-personal information with others, such as hardware and software vendors. They may use the information to improve how their products run with the Service.
Verbal Ink uses “cookies” to collect non-personal data and information. Cookies are small text files a website uses to recognize repeat users, and is typically placed on your hard disk by a Web page server. Cookies contain information that can later be read by a web server in the domain that issued the cookie to you. The way cookies function is by assigning a number to the user that has no meaning outside of the assigning Web site.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to sign in or use other interactive features of Verbal Ink sites and services that depend on cookies.
For California Users: Certain web browsers may be used to signal your preferences to Verbal Ink about how or whether Verbal Ink may collect information about your online activities. This website is not presently configured to respond to Do-Not-Track (or DNT) signals from such web browsers.
The European Union (EU) introduced the General Data Protection Regulation (GDPR) to protect the privacy rights of EU residents. Organizations, including those outside of the EU, that handle the personal data of EU residents in any capacity are required to protect the data. As such, Ubiqus Group (the parent company of Verbal Ink) has taken extensive steps to ensure GDPR compliance, while providing transparency at the highest level.
Ubiqus undertakes not to store any personal information entrusted by its clients, other than that necessary for smooth performance of its jobs, namely: first name, last name, phone number, address, and e-mail address.
If the documents or recordings provided by the client (for the preparation of a quote, for the performance of the service, or as supporting material) contain personal information (for example and not exhaustively: birth or death certificate, marriage certificate, health data, school grades, etc.), Ubiqus considers that the client gives their express consent or that they have obtained the consent of the person concerned to store this data for the sole purpose of preparing the quote or providing the service requested from Ubiqus.
Unless otherwise requested by the client, files, documents, and recordings used for a quote or service by Ubiqus will be stored as long as deemed necessary.
Ubiqus pledges to implement all technical, legal, and operational measures necessary to ensure the confidentiality of this data and will ensure that all persons authorized to process it, whether internal or external to the Group, comply with this obligation.
In the event of a data breach, Ubiqus will inform the client within 72 hours of becoming aware.
As a division of Ubiqus, Verbal Ink observes the aforementioned.