Terms of Service & Privacy Notice

1. Introduction

Welcome to Certified Translation Agency. We provide professional NAATI-accredited translation and interpreting services within Australia. By engaging our services, you agree to the Terms of Service and Privacy Notice outlined below.

2. Confidentiality and Privacy

At Certified Translation Agency, we treat all client information with the utmost confidentiality and privacy.

Due to the nature of translation and interpreting services, your documents may be accessed by our registered translators and interpreters for the sole purpose of completing your requested service. Access may occur:

• On-site at our office systems; or
• Remotely through secure access arrangements.

All translators engaged by Certified Translation Agency hold current accreditation with the National Accreditation Authority for Translators and Interpreters (NAATI) at the time of service delivery.

All NAATI-accredited translators and interpreters are bound by the Australian Institute of Interpreters and Translators (AUSIT) Code of Ethics, which strictly mandates:

• Confidentiality of client information
• Accuracy and completeness of translation
• Professional conduct
• Impartiality
• Proper handling of sensitive materials

We take reasonable steps to ensure your documents are handled securely and accessed only by authorised personnel.

3. Use and Sharing of Information

We collect and use your personal information solely for:

• Providing translation and interpreting services
• Communicating with you regarding your request
• Issuing invoices and receipts
• Delivering completed translations

Your documents and personal information are not sold, traded, or shared with third parties for marketing purposes.

Documents may only be shared internally with assigned translators or interpreters strictly for service delivery purposes.

4. Payment Terms

All services are strictly prepaid. Work will commence only after full payment has been received and confirmed.

Refund Policy

You are entitled to:

• Full refund if we are unable to proceed with your job due to staff unavailability or other operational limitations or reasonable considerations.
• Full or partial refund if you change your mind within 30–60 minutes of payment, provided the translation work has not commenced.

It is the client’s responsibility to promptly confirm whether work has begun. Once translation has commenced, refunds may be reduced proportionally based on work completed.

5. Draft Review and Client Responsibility

For most certified translations:

1. A draft translation may be provided for your review.
2. You must carefully check and confirm that key details are correct, including:
   • Names
   • Dates
   • Places
   • Identification numbers

Once you confirm the accuracy of these details, we will proceed with certification and stamping.

We take all reasonable steps to ensure the accuracy and completeness of our translations, including internal quality checks prior to certification. Providing a draft for client review is an additional safeguard intended to minimise the likelihood of overlooked errors, particularly in personal details such as names and dates. While we strive for the highest standards of accuracy, translation is a human process and we cannot guarantee the complete absence of errors. If any errors are identified after certification, we will be happy to review and amend them promptly where appropriate.

6. Accuracy and Ethical Standards

As NAATI-accredited translators, we strictly adhere to professional and ethical standards. We do not accept requests to:

• Add information not present in the source document
• Omit information
• Alter meanings
• Distort content

Translations must accurately reflect the original source document. Reasonable minor corrections (e.g., clarification of name spelling where supported by evidence) may be accepted at our discretion.

7. Certification and Stamping

Most certified translations are issued with a digital NAATI stamp, including a QR code for verification of authenticity. The QR code allows authorities and institutions to verify the validity of the translation at any time. Final certified translations are delivered electronically to the email address provided by you.

Physical Copies

• Printed copies (identical to the emailed version) may be collected from our office by prior appointment.
• Traditional wet-ink stamped copies may be available upon request, subject to:
  • Translator availability
  • Additional fees

8. Limitation of Liability

While we take all reasonable care to ensure accuracy and professionalism:

• We are not responsible for rejection of translations by third parties due to their internal policies.
• Our liability is limited to the amount paid for the service provided.
• Clients are responsible for ensuring submitted source documents are complete and authentic.

9. Data Retention

We may retain copies of translated documents and correspondence for record-keeping, compliance, and verification purposes, unless otherwise agreed in writing.

If you wish to request deletion of your documents after completion of service, you may contact us in writing. Requests will be assessed in accordance with applicable legal and regulatory obligations.

10. Amendments

We reserve the right to update or modify these Terms of Service and Privacy Notice at any time. The most current version will be available upon request or published on our website.

11. Contact Information

For questions regarding these Terms of Service or Privacy Notice, please contact: