1About Us

Sr. Ramos Translations provides professional language services, including certified translation, non-certified translation, revision, proofreading, and interpreting services where available. References to “we”, “us” and “our” mean Sr. Ramos Translations.

2Scope of Services

Our services are provided on the basis of the source material, instructions and information supplied by the client. We translate the content presented to us; we do not independently verify the authenticity, completeness, legality or factual accuracy of the original documents. Our services are linguistic services only and do not constitute legal, migration, medical, financial or other professional advice.

3Quotes, Instructions and Project Confirmation

A quote becomes accepted, and a project becomes confirmed, when you accept the quote in writing, instruct us to proceed, upload or send documents after accepting the quote, or pay an invoice. Once confirmed, we reserve production time, allocate resources, and may commence preparation immediately.

Any delivery timeframe we provide is an estimate only, based on the information available at the time of quoting. Timeframes may be affected by file quality, document complexity, terminology research, formatting requirements, certification requirements, client responsiveness, and events outside our reasonable control.

4Fees and Payment

All fees are payable in the currency stated on the quote or invoice. Unless otherwise agreed in writing, payment is required in advance. We may withhold delivery until payment has been received in full and cleared.

If taxes, bank charges, foreign exchange costs, payment processing fees, courier fees, notarisation fees or other external charges apply, these may be added to the quoted price unless expressly stated otherwise.

5Cancellation and No-Refund Policy

Because translation and interpreting services require scheduling, file intake, project setup, terminology preparation, administrative allocation and reserved production capacity, all confirmed bookings are final.

Except where a non-excludable remedy is required by law, all payments are non-refundable once a project has been confirmed or payment has been received. This includes cases of cancellation, change of mind, delay, duplicate booking, withdrawal of instructions, or where the client later decides not to proceed. The same applies whether the work has already been completed, is in progress, has been scheduled, or has not yet been commenced.

For clarity, once you confirm a project or pay an invoice, you are authorising us to allocate time and resources to your matter on this basis.

6Client Responsibilities

The client is responsible for providing source documents and instructions that are accurate, complete, legible, and final. The client must ensure that names, dates, numbers, reference details, spellings, and any required terminology supplied to us are correct.

The client is also responsible for confirming the requirements of the receiving authority, including whether a certified translation, hard copy, digital copy, notarisation, apostille, particular formatting, or any other additional formality is required. Requirements may vary between institutions and may change without notice.

We are not responsible for errors, delay, rejection or additional cost arising from incomplete files, poor image quality, inaccurate source material, missing pages, conflicting instructions, or the client’s failure to confirm the receiving authority’s requirements.

7Revisions

We aim to deliver work of a professional standard. If you believe a delivered translation contains an objective error, you must notify us in writing within 7 days of delivery and provide reasonable detail of the issue. Where appropriate, we will review the matter and make corrections within the original scope of work.

Revision rights do not apply to new or amended source text, changed instructions, changed preferred terminology notified after delivery, stylistic preferences outside the original brief, or rejection by a third party for reasons unrelated to translation accuracy.

Revisions are the sole remedy offered for alleged defects in delivered work, except where a non-excludable remedy is required by law.

8Certified Translations and Third-Party Acceptance

Where a translation is issued as certified, it is prepared and/or reviewed in accordance with the relevant professional certification requirements applicable to the service. However, acceptance of any translation is always at the discretion of the receiving authority, institution, court, employer, university, department, consulate or other third party.

We do not guarantee that any third party will accept a translation, even where it has been properly certified. We are not responsible for rejection resulting from a receiving body’s internal policy, changing requirements, formatting preferences, or requests for notarisation, apostille, originals, wet signatures, or additional supporting material.

9Use of Technology and AI-Assisted Processing

To support consistency, efficiency, formatting, terminology management, quality assurance and workflow administration, we may use professional language technologies, including translation memory software, terminology databases, OCR tools, quality-assurance applications, and automated language-processing technologies, including AI-assisted tools.

These tools are used as assistive technologies only. Final professional judgment, final wording, certification decisions and final delivery remain subject to human review and control.

Where technology providers are used, client materials may be processed within secure business, enterprise or cloud-based environments selected for operational suitability, which may be located in Australia or overseas. We do not represent that any technology environment is risk-free, but we take reasonable care in selecting and using service providers appropriate to the nature of the work.

By submitting documents, instructing us to proceed, or paying an invoice, you acknowledge and expressly consent to the use of these technologies, including AI-assisted tools, and to the processing of your materials — including any sensitive information they contain — by the providers described in clauses 10 and 11, whether located in Australia or overseas. This consent is a condition of our providing the services.

10Confidentiality

We treat client communications and documents as confidential and use them only for the purposes of quoting, performing, administering and supporting the requested services, or as otherwise required by law.

We may disclose information to trusted service providers who assist us with email, cloud storage, invoicing, payments, website hosting, analytics, file handling, language technology, or professional administration, but only to the extent reasonably necessary for those purposes. Those providers may be located in Australia or overseas.

While we take reasonable administrative, technical and operational measures to protect client data, no system of transmission, storage or processing can be guaranteed to be completely secure.

11Privacy

We may collect and hold personal information, including your name, contact details, billing details, and the documents or content you submit to us. Because of the nature of translation work, those materials may contain sensitive personal information.

By providing such materials, you consent to our collection and handling of any sensitive information they contain for the purpose of providing the services, and you acknowledge and agree that your personal and sensitive information may be disclosed to and processed by service providers located outside Australia. To the extent permitted by law, you agree that we are not required to ensure overseas recipients comply with the Australian Privacy Principles, and we are not liable for the acts or practices of those recipients in respect of that information.

We collect, use and retain personal information for purposes including responding to enquiries, preparing quotes, providing services, communicating with clients, issuing invoices, maintaining records, handling complaints, enforcing our rights, and meeting legal or regulatory obligations.

Documents and personal information may be stored in email systems, file storage platforms, backups, invoicing systems, device storage, or other business systems used in the ordinary course of providing services. They may also be stored or processed in jurisdictions outside Australia.

We retain information only for as long as reasonably necessary for service delivery, record-keeping, dispute resolution, backup integrity, legal compliance and legitimate business administration. You may request access to, correction of, or deletion of your personal information, subject to applicable law, identity verification, technical feasibility, backup retention and our record-keeping obligations.

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12Intellectual Property

Unless otherwise agreed in writing, all intellectual property in translations, working files, terminology research, formatting work product and related materials remains vested in Sr. Ramos Translations until all invoices relating to the work have been paid in full.

After full payment, the client receives a non-exclusive right to use the delivered translation for its intended purpose. We retain the right to keep internal working materials, glossaries, translation memories, style references and administrative records created in the course of performing the work, subject to our confidentiality obligations.

13Limitation of Liability

To the maximum extent permitted by law, we exclude liability for any indirect, incidental, special, exemplary or consequential loss, including loss of opportunity, loss of income, loss of business, delay, reputational damage, or losses arising from decisions made by third parties in reliance on translated materials.

Without limiting the above, we are not liable for visa outcomes, migration outcomes, court outcomes, regulatory decisions, employment outcomes, academic admissions decisions, medical decisions, or any other result dependent on a third party’s assessment, policy or discretion.

Our total aggregate liability arising out of or in connection with any service is limited to the amount actually paid by the client for the specific service giving rise to the claim.

Nothing in these Terms excludes, restricts or modifies any right or remedy that cannot lawfully be excluded, restricted or modified under applicable law, including under the Australian Consumer Law.

14Suspension or Refusal of Service

We reserve the right to decline, suspend or discontinue work where we reasonably believe that a request is unlawful, misleading, abusive, unsafe, outside our competence, unsupported by adequate documentation, or inconsistent with our professional obligations.

15Governing Law

These Terms are governed by the laws of Western Australia and the Commonwealth of Australia. Any dispute arising in connection with these Terms or our services is subject to the exclusive jurisdiction of the courts of Western Australia, except where applicable law requires otherwise.