Terms and Conditions

Apex requires all employees and subcontractors to maintain strict confidentiality regarding all documents, materials, and information received from the Client, as well as any information obtained through contact with the Client’s offices or personnel. Upon request, Apex will enter into a separate non-disclosure agreement (NDA) to further ensure the confidentiality of all documents and information shared.

Apex recognizes the importance of timely delivery and will make every reasonable effort to complete all translation projects within the agreed-upon timeframe. However, Apex shall not be held responsible for delays in delivery if the client modifies the previously agreed terms (including delivery deadlines, project scope, content, or service level) or fails to respond promptly to inquiries after Apex has received the client’s written project approval.

Upon request, Apex may provide a complimentary sample translation to allow the client to evaluate translation quality and style prior to placing a binding order. Sample translations typically include one or more excerpts from the document the client intends to have translated. Apex reserves the right, at its sole discretion, to determine the conditions under which a sample translation is provided, including the sample size and number of languages. If the client subsequently places an order based on the sample, Apex will make every reasonable effort—without obligation—to assign the same linguist(s) who completed the sample translation.

Upon receiving delivery of the translation, the client has 30 days to review the content. If no action or written feedback is received within this period, the translation will be deemed approved. If, within the 30-day review period, the client determines that the translation does not meet the quality standards associated with the selected service level, the client may reject the work. Upon such rejection, Apex will promptly conduct a comprehensive quality audit and respond within a reasonable timeframe. If the audit confirms that the translation does not meet the specified standards, Apex will accept the rejection and, at no additional cost to the client, provide a complete retranslation of the affected content.

All complaints must be submitted in writing within 30 days of delivery. Apex is under no obligation to consider complaints received after this period or those not submitted in writing. For this purpose, e-mail correspondence is considered “in writing.”

“Delivery” is defined as the transmission of the translation to the client by email, secure file transfer, postal mail, or shipping provider.

To the maximum extent permitted by applicable law, Apex shall not be liable for any direct, indirect, incidental, or consequential damages, including but not limited to financial losses, loss of profits, or other losses incurred by the client. By entering into a business relationship with Apex, the client acknowledges and accepts the provisions of these Terms and Conditions. A business relationship is deemed established once the client issues a purchase order to Apex or provides written authorization—by email or other written means—confirming acceptance of Apex’s cost and turnaround time proposal and instructing Apex to commence work on the project.

The client agrees to be solely responsible for the use of any translations provided by Apex , including free sample translations. The client is solely responsible for ensuring compliance with all applicable copyright laws in any jurisdiction. Apex shall not be held liable for any copyright infringements arising from the client’s use of its translations or from the client’s use of any copyrighted material not disclosed to Apex. The client agrees to indemnify and hold Apex harmless against any claims, damages, or liabilities resulting from such infringements.

Apex reserves the right to decline any translation project, including requests for free sample translations, at its sole discretion and without obligation to provide an explanation. Apex will not accept projects for which it is not qualified or that contain content deemed illegal, offensive, or otherwise inappropriate.

Notwithstanding any other provision of this Agreement, Apex shall not be held liable for any failure or delay in fulfilling its obligations under these Terms and Conditions if such failure or delay results from circumstances beyond its reasonable control. These include, but are not limited to, labor disputes, fire, flood, natural disasters, acts of God, governmental or political actions, communication network failures, or power outages. In the event of such circumstances, the timeframe for Apex’s performance shall be extended for a period equal to the duration of the delay caused by the force majeure event.

In the event of any legal dispute or litigation between Apex and a client, the client agrees—by placing an order with Apex and thereby accepting these Terms and Conditions—that the exclusive venue for any such proceedings shall be the competent District Court in Columbus, Indiana, and that the laws of the State of Indiana shall govern. Both parties further agree that the losing party in any such dispute or litigation shall reimburse the prevailing party for all reasonable legal expenses, including, but not limited to, attorneys’ fees, documented travel and lodging expenses, and mileage reimbursed at the applicable IRS rate.

The price of each translation project is determined based on the client’s specific requirements, including service level, language combination, formatting, editing needs, and the legibility of the source documents. Once the project scope has been defined, Apex will provide a written proposal outlining the project details, pricing, and turnaround time.

Work will begin upon the client’s written acceptance of the proposal—either through a purchase order or written authorization by email from an authorized representative of the client.

If the client cancels the translation after the order has been confirmed, the client agrees to pay all charges incurred up to the time of cancellation. No refunds will be issued.

Completed translations will be delivered via email, secure file transfer, or shipping service, as applicable. Unless otherwise specified in the proposal, payment terms are net 30 days.

All payments made to Apex, in any form, are considered final and non-refundable. Payments may be made by credit card, check, money order, or bank transfer (ACH or wire). A 3.5% processing fee applies to credit card payments for invoice amounts exceeding $3,000.