Translator Scandinavia’s General Terms and Conditions for Translation Services

Version 13-06-2026

These General Terms and Conditions apply to the purchase of translation services and other related services from Translator Scandinavia AB, hereinafter referred to as the Supplier.

1. Responsibilities

The Customer shall

define the scope of the assignment for the Supplier,
provide the Supplier with the information and materials required for the assignment to be carried out in accordance with the Customer’s requirements and within the agreed quality, time and cost parameters,
appoint a responsible contact person authorised to provide decisions binding on the Customer in matters relating to the performance of the assignment,
adhere to the agreed schedule in respect of the Customer’s obligations,
inform the Supplier, before the assignment begins, of any specific requirements concerning information security, confidentiality, processing of personal data, use of AI or machine translation, geographical location of data processing, or other specific conditions,
notify the Supplier of any comments or objections concerning the delivered material as soon as possible, and no later than 30 days after delivery.

The Supplier shall

prepare and send the Customer a quotation, order confirmation or other specification setting out what has been agreed,
specify the time, source material and other materials required to perform the assignment,
provide appropriate project management and expertise for the performance of the assignment,
comply with applicable professional standards and the agreed requirements concerning quality, confidentiality and information security,
adhere to the agreed schedule in respect of the Supplier’s obligations,
provide professional and clear service and transparent information concerning, among other things, administration, invoicing and the performance of the assignment.

The parties shall keep each other informed of any circumstances that may affect the scope, price, workload, quality or delivery time of the assignment.

The Supplier’s financial liability is limited to the amount quoted or agreed for the assignment in question, unless otherwise expressly agreed or required by mandatory law.

2. Confidentiality

The Supplier shall treat information and materials received from the Customer as confidential and may use such information only to the extent necessary to perform the assignment or otherwise fulfil the agreement.

The Supplier shall ensure that employees, translators, reviewers, other subcontractors and service providers who have access to confidential information are subject to appropriate confidentiality obligations.

The confidentiality obligation shall continue to apply after the assignment or contractual relationship has ended.

The confidentiality obligation does not apply to information that

is or becomes publicly available without any breach of this agreement by the Supplier,
the Supplier can demonstrate that it lawfully knew before receiving the information from the Customer,
the Supplier lawfully receives from a third party without any confidentiality obligation, or
the Supplier is required to disclose by law, regulatory decision or court order.

3. Personal Data and Information Security

i. Processing of personal data

Documents and other materials provided by the Customer may contain personal data.

The Customer is responsible for ensuring that there is an applicable legal basis for processing personal data and that the personal data may be provided to the Supplier for the performance of the assignment.

When the Supplier processes personal data contained in Customer materials on behalf of the Customer, the Supplier acts as a data processor. Where the processing is subject to the requirement for a data processing agreement under the General Data Protection Regulation (GDPR), the parties shall enter into such an agreement.

The Data Processing Agreement shall take precedence over these General Terms and Conditions in matters specifically relating to the processing of personal data.

The Supplier shall impose appropriate requirements concerning confidentiality, data protection and information security on subcontractors and service providers.

If personal data is transferred to a country outside the EU/EEA, such transfer shall take place in accordance with applicable data protection legislation and, where required, on the basis of the European Commission’s Standard Contractual Clauses or another valid transfer mechanism.

More information about the Supplier’s processing of personal data is available in Translator Scandinavia’s Privacy Policy and, where applicable, Data Processing Agreement.

ii. Information security

The Supplier shall implement appropriate technical and organisational measures to protect the Customer’s information against unauthorised access, loss, alteration, destruction or disclosure.

The Supplier’s information security management system is certified in accordance with ISO/IEC 27001.

Access to Customer information shall be restricted to persons and subcontractors who require the information to perform the assignment and who are subject to appropriate confidentiality and security requirements.

The Supplier shall manage information security incidents in accordance with established procedures and, where required by law or agreement, inform the Customer of incidents affecting the Customer’s information or personal data.

iii. Storage and deletion

Project materials are retained only for as long as necessary to perform the assignment, comply with legal or contractual requirements, and fulfil the purposes set out in the Supplier’s Privacy Policy, Data Processing Agreement or a separate agreement.

Materials in the Supplier’s translation systems and other production systems may be retained after delivery to enable quality assurance, traceability, reuse of previous translations and future assignments for the Customer.

The Customer may request specific storage or deletion procedures.

Translation memories, terminology databases and other linguistic reference materials containing the Customer’s material are used for the Customer’s assignments and are not shared with other customers unless expressly agreed otherwise.

Personal data and other materials are deleted when there is no longer a legitimate purpose, contractual requirement or legal requirement for continued retention, in accordance with the Supplier’s established retention and deletion procedures.

4. Use of AI and Translation Technology

The Supplier may use machine translation, artificial intelligence and other language technology as part of the provision of the services.

Such use shall comply with the Supplier’s requirements concerning information security, confidentiality, data protection and quality.

The Supplier is responsible for selecting an appropriate workflow and quality level based on what has been agreed for the assignment in question.

If the Customer has specific requirements concerning the use of AI, machine translation, particular technology, data storage or the geographical location of data processing, these requirements must be communicated before the assignment begins and agreed separately.

5. Quotation

The Supplier shall, upon request, provide a quotation for its services.

A quotation is binding for the period of validity and subject to the reservations stated in the quotation.

The quotation shall state the price or the principles for pricing and, where relevant, the estimated delivery time or time required.

The Supplier shall inform the Customer as soon as it becomes aware of circumstances that result, or may result, in material deviations from the agreed price, scope or delivery time.

The Customer shall cooperate to enable the agreed cost and time parameters to be met.

6. Orders

Work shall commence once the Customer has placed an order accepting the quotation or has otherwise approved the commencement of the work.

Orders may be placed in writing, including by email, ordering system or another method agreed between the parties.

7. Changes to the Assignment

If, after placing an order, the Customer changes the scope, source material, instructions, schedule or other conditions of the assignment, the Supplier is entitled to make reasonable adjustments to the price and delivery time.

The Supplier shall inform the Customer of such consequences as soon as possible.

8. Cancellation

The Customer is entitled to cancel an assignment.

If the Customer requests that the assignment be discontinued, the Supplier is entitled to payment for work performed, resources booked and other costs incurred up to the time of cancellation.

At the Customer’s request, the Supplier shall provide the material completed up to the time of cancellation, insofar as this is reasonably practicable and the Customer has paid for the work performed.

9. Payment Terms

Invoices are issued after delivery unless otherwise agreed.

Payment terms are 30 days net from the invoice date unless otherwise agreed.

Any objections to an invoice must be made within 10 days of receipt.

For amounts not paid by the due date, the Supplier is entitled to charge default interest in accordance with the Swedish Interest Act, unless otherwise agreed.

10. Ownership and Rights of Use

Upon full payment, ownership of the final deliverable passes to the Customer, except to the extent otherwise provided by third-party rights or a separate agreement.

The Supplier retains ownership of its general working methods, processes, templates, tools, technical solutions and other materials developed independently of the assignment in question.

Translation memories, termbases and other linguistic reference materials containing the Customer’s material may be used by the Supplier to provide services to the Customer and to maintain continuity and quality in the Customer’s future assignments.

Such Customer-specific material shall not be used for other customers unless expressly agreed otherwise.

11. Complaints and Corrections

The Customer shall notify the Supplier of any errors or deficiencies in the delivery without undue delay and no later than 30 days after delivery.

If the complaint is justified, the Supplier shall be given a reasonable opportunity to correct the error before the Customer seeks any other remedy.

The Supplier is not liable for errors resulting from incorrect, incomplete or misleading source material or instructions provided by the Customer.

12. Disputed Claims

The Customer is entitled to withhold the portion of an invoice that is subject to a bona fide dispute until the dispute has been resolved.

Undisputed portions of the invoice shall be paid in accordance with the agreed payment terms.

13. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations where this is due to circumstances beyond that party’s reasonable control.

Such circumstances may include, but are not limited to, natural disasters, war, government action, major disruption to telecommunications or IT infrastructure, a cyber incident of an extraordinary nature, industrial action, epidemic, pandemic or another comparable event.

The party invoking force majeure shall inform the other party of the circumstances and their expected impact as soon as possible.

14. Order of Precedence

If the Customer and the Supplier have entered into a separate agreement, quotation, Data Processing Agreement or other written agreement, the separate agreement shall take precedence over these General Terms and Conditions to the extent that the provisions conflict.

With regard to the processing of personal data, the Data Processing Agreement shall take precedence in matters covered by that agreement.

15. Disputes and Governing Law

These General Terms and Conditions and the assignments governed by them shall be governed by Swedish law.

Any dispute concerning the interpretation or application of these General Terms and Conditions or related legal relationships shall in the first instance be resolved through negotiations between the parties.

If the parties are unable to reach an agreement, the dispute shall be finally settled by expedited arbitration in accordance with the Rules for Expedited Arbitrations of the SCC Arbitration Institute.