Terms & Conditions

Scope

These General Terms and Conditions (the “Terms”) govern the provision of translation, editing, proofreading, transcreation, linguistic validation, cognitive debriefing, readability testing of PILs, project management, consulting/outsourcing, and regulatory support services offered by NN TRANSLATIONS (collectively, the “Services”). Our Services include but are not limited to medical, pharmaceutical, marketing, and clinical documents, and these Terms define the service standards and conditions applicable to each engagement.

These Terms apply to all projects involving translation, editing, proofreading, transcreation, linguistic validation, cognitive debriefing, readability testing of PILs, project management, consulting/outsourcing, and regulatory support services requested via email and agreed upon through the execution of a respective Quote form (each, a “Project”), unless a specific written service agreement is in place between NN TRANSLATIONS and the client for a particular project. In such cases, the written service agreement will take precedence over these Terms.

We update these Terms periodically, so we encourage reviewing them from time to time for any changes. The latest version is always available on this page.

Definitions

In these Terms, unless otherwise indicated by context:

• “CLIENT” (also referred to as “you” or “your”) refers to any individual or entity that utilizes our Services.
• “NN TRANSLATIONS” (also referred to as “we,” “us,” or “our”) denotes NN TRANSLATIONS EOOD, with a registered address at 26A Smarch Street, Floor 4, Apt. 4, 1000 Sofia, Bulgaria, and VAT No.: BG 203333535.
• “Original Work(s)” refers to documents, files, materials, and any other content provided by the Client for the purpose of delivering the Services.
• “Services” include but are not limited to all translation, editing, proofreading, transcreation, linguistic validation, cognitive debriefing, readability testing of PILs, project management, regulatory support, and other consulting or outsourcing services performed by NN TRANSLATIONS for the CLIENT.
• “Translated Work(s)” refers to the documents, files, materials, and content translated and produced from the Original Works, completed according to your specifications and delivered by us to you.

Services

NN TRANSLATIONS will translate the Original Work(s) as requested by the CLIENT, in accordance with the details specified in the service Quote form agreed upon by NN TRANSLATIONS and the CLIENT.

Certified under ISO 17100 (translation services), NN TRANSLATIONS follows the standard process outlined below, unless the CLIENT specifies alternative requirements in writing:

• Translation of the documents by a senior, subject-specialized medical translator.
• Proofreading and editing by a second equally qualified medical translator to ensure accuracy and subject matter adherence, unless the CLIENT requests translation-only services.
• Review and validation of revisions by the original translator.
• Accuracy and compliance review by an in-house validator.
• Resolution of any questions or comments through direct communication with NN TRANSLATIONS’ translation team.
• Final quality review by a NN TRANSLATIONS project manager to confirm overall quality and project completeness.

Project Assignment Process

The assignment and acceptance of a new Project will follow these steps:

1. The CLIENT provides NN TRANSLATIONS with the Original Work(s) for which services are requested.
2. The Original Work(s) should be submitted in electronic or physical format, provided they are fully legible.
3. The CLIENT shall supply and email all Original Work(s), relevant instructions (e.g., deadlines, glossaries), and maintain written communication with NN TRANSLATIONS regarding the Services. NN TRANSLATIONS will prepare and deliver via email a service quotation based on the requested scope.
4. NN TRANSLATIONS will use its best efforts to provide a quotation within 24 hours of the request. The CLIENT may accept or reject the quotation. By approving the quotation, the CLIENT agrees to the present Terms outlined here on this page.
5. The CLIENT may withdraw from the agreed Services within 24 hours of approval. If cancelled within this period, the CLIENT agrees to pay a compensation of 30% of the quoted amount. If cancelled after 24 hours, NN TRANSLATIONS will invoice the full Project amount.
6. NN TRANSLATIONS will perform the Services in the language(s) requested by the CLIENT, as specified in the quote form, including translation, editing, proofreading, transcreation, linguistic validation, cognitive debriefing, readability testing of PILs, project management, regulatory support, and other consulting or outsourcing services.
7. NN TRANSLATIONS will make every effort to complete the Project by the agreed delivery date. If any circumstances arise that may impact timely delivery, NN TRANSLATIONS will notify the CLIENT and may request an extension, which the CLIENT shall not unreasonably withhold.

Fees

The agreed price for the Services will be specified in the corresponding Quote form. Standard projects, which include translation, proofreading, and project management, are priced per word, while proofreading/editing and other services than translation are billed hourly. For translation projects with 350 words or fewer, a minimum rate based on hourly pricing will apply.

Rates may vary depending on specific project parameters, such as language combinations, urgency, volume, changes in project scope, or additional services beyond translation. The CLIENT will receive a detailed quotation for any price adjustments and will have to approve it before proceeding.

Payment Terms

After Project completion, NN TRANSLATIONS will issue an invoice to the CLIENT within one month, itemized by Project, for all Services completed in the preceding month.

The CLIENT agrees to pay each invoice in full within thirty (30) days of issuance using a payment method acceptable to NN TRANSLATIONS.

In cases of non-payment, NN TRANSLATIONS shall apply interest at an annual rate of 10%, calculated daily, on any outstanding balance if the default remains uncured for fifteen (15) days after notice.

Any fees provided as listed in the quotations or the invoices, unless expressed otherwise, do not include applicable taxes of any kind in accordance with applicable laws.

Liability & Indemnification

It is expressly agreed that the CLIENT shall be solely responsible for any damages, losses, injuries, costs, expenses (including attorney fees), fines, or penalties resulting from the content of the Original Work(s) translated by NN TRANSLATIONS, with NN TRANSLATIONS acting in good faith as a third party.

The CLIENT hereby agrees to indemnify NN TRANSLATIONS (including its officers, directors, employees, agents, and subcontractors) and keep NN TRANSLATIONS indemnified, from all losses, damages, injuries, costs, and expenses (including attorney fees), of whatever nature (including, but not limited to, indirect, special, punitive, or exemplary damages for loss of business, profits, business interruption, data, or business information) incurred by NN TRANSLATIONS, to the extent caused by or related to:

• The use or possession by NN TRANSLATIONS of any Original Works provided by the CLIENT in connection with the Services, including any infringement of third-party intellectual property rights associated with such Original Works.
• Any other breach of these Terms by the CLIENT.

NN TRANSLATIONS‘ liability to the CLIENT for any damages suffered by the CLIENT in relation with the performance of the Services by NN TRANSLATIONS shall never exceed the amount of the invoice corresponding to the complaint notified by the CLIENT to NN TRANSLATIONS, except in case of gross negligence or willful misconduct on the part of NN TRANSLATIONS.

Confidentiality

NN TRANSLATIONS is committed to maintaining the confidentiality of the Original Work(s) provided for translation and will ensure that all personnel and independent professionals/experts/translators involved—whether employees or subcontractors—sign a confidentiality agreement before accessing any such content or documents. NN TRANSLATIONS will not use the CLIENT’s confidential information, nor allow it to be used, for any purpose other than performing the Services. To safeguard this information, NN TRANSLATIONS will apply all appropriate and reasonable measures to maintain confidentiality, including implementing the same security protocols and level of care as applied to its own confidential information.

Personal Data

NN TRANSLATIONS is committed to complying with all applicable data protection regulations, specifically Regulation (EU) 2016/769 of the European Parliament and Council, dated April 27, 2016, concerning the protection of individuals with respect to personal data processing and the free movement of such data and repealing Directive 95/46/EC (hereinafter “GDPR”). Should the Original Work(s) contain personal data (as defined by the GDPR), it is the CLIENT’s responsibility to notify NN TRANSLATIONS accordingly, indicating the nature and categories of such personal data and implementing appropriate measures as the data controller. Upon such notification, NN TRANSLATIONS, as the data processor, will assume the respective responsibilities as mandated by law and as detailed in the data processing agreement to be signed between the parties.

In all instances, we commit to adopting all reasonable technical and organizational measures to maintain confidentiality and prevent the loss, misuse, alteration, or unauthorized disclosure of any information and personal data provided by the CLIENT.

Intellectual Property

NN TRANSLATIONS acknowledges and agrees that it holds no rights, title, or ownership interest in any document, work, or other material that may be deemed proprietary or protected by the CLIENT’s intellectual property rights. For the purpose of providing the Services, the CLIENT grants NN TRANSLATIONS a non-exclusive, revocable, free-of-charge, non-transferable, non-sublicensable, non-assignable, fully paid, global, and royalty-free license, free from all charges, liens, and encumbrances, to use such materials solely to the extent necessary for each specific translation project and for the provision of the Services.

The CLIENT acknowledges that NN TRANSLATIONS may retain a copy of the Original Work(s) for backup and in case of claims or complaints. All other rights to the Translated Works belong to the CLIENT, and such works are considered “work made for hire” for the CLIENT to the fullest extent permitted by law.

Complaints

Any complaints regarding the quality of the Services must be submitted by the CLIENT to NN TRANSLATIONS within a maximum period of 10 business days (as per the current Bulgarian work calendar) counted from the date of submission of the Translated Work(s) by NN TRANSLATIONS to the CLIENT.

Complaints should be accompanied by both the Original Work(s) and the Translated Work(s) in question, with specific references to the parts or sections/paragraphs under dispute.

Complaints shall be deemed unjustified and thus will be rejected by NN TRANSLATIONS if notified by CLIENT due to stylistic issues, unless the CLIENT had initially and expressly instructed NN TRANSLATIONS to comply with specific format and/or stylistic standards.

Upon receiving a complaint, NN TRANSLATIONS will acknowledge receipt and, following a thorough review, will provide the CLIENT with a written response detailing its assessment within 10 business days of receiving the complaint. If the complaint is determined to be valid, NN TRANSLATIONS will implement necessary corrections at no additional cost to the CLIENT within 30 business days from the date of validation, or as otherwise mutually agreed.

A complaint shall not have any effect on the agreed upon price, payment due date(s) and on payment method as indicated on the corresponding invoice. Indeed, under no circumstances shall the notification of such a complaint relieve the CLIENT from its obligation to pay the amount indicated on the corresponding invoice.

Severability

If any provision of these Terms is found to be unenforceable, that provision will be removed from the Terms, but the remaining provisions will remain unaffected. Should the unenforceable term be subject to amendment, it will be modified accordingly and will be considered a replacement for the original term.

Governing Law & Jurisdiction

These Terms shall be governed by and interpreted in accordance with the laws of Bulgaria, without regard to its conflict of laws provisions.

Any disputes arising from or related to these Terms – including questions regarding their existence, validity, termination, interpretation, or execution – shall, if not resolved amicably, be submitted to the competent courts of Bulgaria.