1. IDENTITY OF THE SERVICE PROVIDER

This site is published by SRL ACL LANGUAGES, whose registered office is located at 1180 Uccle, Av. Jacques Pastur 127, registered with the Crossroads Bank for Enterprises (BCE) under number 0799.364.726.

For any questions or information, you can contact us at the following e-mail address: info@acllanguages.com or at the telephone number +32478022649.

2. PURPOSE

These general terms and conditions define the rights and obligations of the parties in the context of the use of the website and the translation and/or interpretation services offered by ACL LANGUAGES.

3. ACCEPTANCE OF THE GENERAL TERMS AND CONDITIONS

By accessing the website or contracting with ACL LANGUAGES, you accept these general terms and conditions without reservation. Any order or request implies your acceptance. In case of a legal dispute, the English version of these conditions shall prevail.

4. SERVICES OFFERED

ACL LANGUAGES offers the following services:

4.1. Types of services

• 4.1.1. Written translation
• 4.1.2. Oral interpretation services, which can be consecutive, simultaneous, or of another type, depending on availability.
• 4.1.3. Language courses

Each service is the subject of a personalized quote established according to the nature, complexity, and estimated duration of the mission.

4.2. Multilingual services

4.2.1. Specific rates for multilingual services

Services involving translation or interpretation in several languages will be invoiced separately for each language, in accordance with the rates defined in the quote.

If an additional language is added after acceptance of the quote, an amendment to the initial quote must be validated by the client before the additional services are carried out.

4.2.2. Coordination for multilingual services

When several translators or interpreters are required to cover the requested languages, Mrs. Alba CARVAJAL LARAGEJO will be responsible for the coordination between the participants, unless otherwise stated in the quote. This coordination may give rise to additional costs indicated in the quote, which may include fees for extra translators or interpreters needed to ensure accurate communication across all requested languages.

4.2.3. Liability for multilingual versions

The service provider cannot be held responsible for discrepancies or inconsistencies between different language versions if these result from a lack of information provided by the client. In the event of a discrepancy, the original version will prevail.

4.2.4. Revisions or modifications to multilingual versions

Any request for revision or modification after delivery of the service, in one or more languages, will be invoiced at the hourly rate indicated in a subsequent quote or in proportion to the volume of additional work to be provided.

4.3. Services requiring travel

4.3.1. Travel and accommodation costs

For interpretation services or other services requiring travel to the site, travel, accommodation, and meal costs shall be borne by the client, unless otherwise agreed in the quote. These costs include, among others:

• Transport costs: expenses for trains, planes, taxis, and mileage calculated at the rate specified in the Belgian Official Journal on the date of the service.
• Accommodation costs
• Subsistence costs

4.3.2. Services abroad

For any service outside Belgium, the client undertakes to take care of the necessary administrative procedures (e.g., visas and work permits) and any insurance related to the service provider’s travel.

4.3.3. Travel time

Time spent traveling is considered work time and may be billed at the hourly rate agreed upon in the quote.

4.3.4. Cancellation of services requiring travel

In the event of cancellation of a service requiring travel, the costs incurred (transport, accommodation, etc.) not reimbursable by the service providers concerned shall remain the responsibility of the customer. If the cancellation occurs after the service provider has left for the place of service, the total amount planned for the service will be due, in addition to the costs incurred.

4.4. On-site services

4.4.1. Access and working conditions on site

The client is required to guarantee the service provider adequate access and working conditions that comply with professional standards (workstations, lighting, and necessary equipment). The client must resolve any logistical difficulties on site (for example, lack of equipment required for simultaneous interpretation) at their expense.

4.4.2. Exceeding the planned duration

A day of interpretation services is calculated on the basis of an 8-hour period, including breaks, unless stated otherwise in the quotation or PO. Any unplanned extension of the duration of the services initially agreed will give rise to additional invoicing at the hourly rate specified in the quote.

In particular, with regard to half-days provided (up to 4 hours of services—including breaks), any excess will transform the initial rate into a rate corresponding to a full day.

4.5. Specific clauses for multilingual events

4.5.1. Simultaneous interpretation equipment

For events requiring simultaneous interpretation (e.g., conferences, seminars), the client is responsible for providing the required technical equipment (booths, headphones, microphones). If the client fails to provide the equipment, the service provider can arrange its rental, and the client will bear the full cost.

4.5.2. Technical tests and rehearsals

Any technical test session or prior rehearsal requested by the client will be invoiced in addition at the hourly rate or according to an agreed-upon package.

4.5.3. Management of a multilingual audience

If the service involves the management of an audience speaking several languages, the client must provide clear instructions regarding linguistic priorities and any time restrictions.

5. ORDERS AND QUOTES

Any request for a service must be preceded by a quote drawn up free of charge.

The order is validated once the quote has been accepted in writing (e-mail or mail) and after possible payment of a deposit set out in the quote.

Changes to the order after acceptance of the quote may result in additional costs.

6. RATES AND PAYMENT TERMS

Rates are indicated in euros (€), unless stated otherwise on the quotation or PO, and are exclusive of tax (VAT applicable according to the regulations in force).

Payment is made by bank transfer or other means of payment as specified in the quote.

Unless otherwise agreed, invoices must be paid within 30 days of receipt.

In the event of late payment, late payment interest at the legal rate in force and a fixed recovery fee of €150 may be applied.

7. SERVICE PROVIDER OBLIGATIONS

ACL LANGUAGES undertakes to provide a professional service faithful to the documents or speeches entrusted while respecting the confidentiality of the information transmitted.

However, the service provider cannot guarantee absolute accuracy or a unanimously accepted interpretation in sensitive or ambiguous contexts.

8. CUSTOMER OBLIGATIONS

The customer guarantees the quality, clarity, and legality of the documents provided.

The client is responsible for the deadlines for the performance of the services, which must be reasonable.

9. COMPLETION DEADLINES

Delivery times are indicative and may vary depending on the complexity of the mission or unforeseen events. Specific deadlines are associated with the nature of the services provided.

9.1. Urgent translation

For translations requested urgently (deadline less than 48 hours), any cancellation after validation of the quote will result in full invoicing of the service, regardless of the stage of the work’s progress.

9.2. Interpretation with specific preparation

For interpretation missions requiring prior preparation (e.g., documents to be studied, specific technical terms to be mastered), the costs related to this preparation will be billed in full in the event of cancellation, even if the cancellation occurs within the deadlines without penalty.

9.3. Refunds and deadlines

Any refunds will be made within 15 working days of the service provider’s acceptance of the cancellation request.

9.4. Non-refund clause

No refund is due for services fully performed at the time of cancellation, even if the translated documents or services rendered have not yet been sent to the client.

9.5. Complaints

Any complaint regarding cancellation must be addressed within 10 days of invoicing.

10. LIMITATION OF LIABILITY

ACL LANGUAGES declines all liability in the event of abusive or incorrect use of the translations or interpretations provided.

In the event of proven fault, the liability of the service provider is limited to the total amount of the service concerned.

11. WITHDRAWAL AND CANCELLATION

For individuals/consumers, a 14-day right of withdrawal applies in accordance with the Code of Economic Law, unless the performance of the service has begun with their prior agreement.

For professionals, any cancellation after validation of the quote will result in costs proportional to the work already carried out, which may include fees for initial consultations, research, or any materials prepared prior to the cancellation.

11.1. Cancellation of translation services

11.1.1. Before the start of execution

If the client cancels a translation order before the service provider has started the work, no costs will be charged, unless a deposit has been received. In this case, the deposit will be retained by the service provider as compensation.

11.1.2. After the start of execution

If the cancellation occurs after the start of the work, the service provider will invoice the parts of the work already completed, in proportion to the volume processed at the time of cancellation, as well as a fixed compensation equivalent to a percentage of the amount remaining due to cover administrative costs.

11.1.3. Cancellation in the event of force majeure

In the event of proven force majeure (for example, serious illness, death, or natural disaster), no cancellation fees will be applied, except for the work already performed.

11.2. Cancellation of interpretation services by the client

11.2.1. Cancellation less than 7 days before the scheduled date

If the cancellation is communicated less than 7 days before the service, the total amount of the service will be charged, except in cases of force majeure.

11.2.2. Cancellation less than 15 days before the scheduled date

Cancellation within this period will result in the invoicing of 50% of the total amount planned for the service.

11.2.3. Force majeure

In the event of proven force majeure, the customer must provide documented evidence to avoid cancellation fees. Costs for any non-refundable travel or reservations incurred by the service provider remain due.

11.3. Client’s obligations in the event of cancellation

Any cancellation must be communicated in writing (e-mail or registered mail) and confirmed by the service provider. The date of receipt of the cancellation by the service provider will be used to determine the applicable fees.

12. INTELLECTUAL PROPERTY

Translations provided remain the intellectual property of ACL LANGUAGES until full payment. Their reproduction or distribution without prior and express authorization is prohibited.

If the interpretations are reproduced and distributed publicly (streaming or other distribution methods), an assignment of copyright and related rights will be considered.

13. PROTECTION OF PERSONAL DATA

ACL LANGUAGES processes users’ personal data in accordance with current legislation, in particular the GDPR (General Data Protection Regulation).

For more information, please refer to our Privacy Policy.

14. CONFIDENTIALITY

14.1. Confidentiality obligations

14.1.1.

The parties undertake to maintain the confidentiality of all information exchanged in the context of the execution of these general conditions of use, including, but not limited to, the terms of the agreements concluded, the agreed rates, and the details of the services provided, as well as any other commercial, technical, or financial information communicated by one of the parties to the other.

14.1.2.

The Recipient shall implement and maintain appropriate technical and organizational measures to protect Confidential Information against unauthorized access, disclosure, loss, or misuse, taking into account the nature and sensitivity of such information, in particular technical and organizational measures with a level of protection not lower than that for its own confidential information.

14.1.3.

The Recipient shall not copy, reproduce, or record Confidential Information except to the extent strictly necessary for the Purpose. Any copies or reproductions shall remain subject to the terms of these Conditions.

14.1.4.

The Recipient shall not remove, alter, or obscure any confidentiality notices or proprietary markings contained in or on the Confidential Information.

14.1.5.

The Recipient shall promptly notify ACL LANGUAGES in writing or via electronic means upon becoming aware of any unauthorized disclosure, access, or use of Confidential Information and shall cooperate with ACL LANGUAGES in good faith to mitigate the effects of such breach.

14.1.6.

The confidentiality obligations set out in this clause shall not apply to information that the Recipient can demonstrate:

• (a) is or becomes publicly available other than as a result of a breach of these Conditions;
• (b) was lawfully in the Recipient’s possession prior to its disclosure by ACL LANGUAGES;
• (c) is lawfully obtained from a third party without breach of any confidentiality obligation; or
• (d) is required to be disclosed pursuant to applicable law, regulation, or a binding order of a competent court, governmental authority, or regulatory body, provided that, to the extent legally permitted, the Recipient shall promptly notify ACL LANGUAGES in writing of such requirement.

In the event of a mandatory disclosure, the Recipient shall: (j) provide ACL LANGUAGES with reasonable opportunity to seek protective measures; (k) disclose only that portion of the Confidential Information strictly required; (l) take reasonable steps to assert the confidential nature of the information before the relevant authority; (m) use commercially reasonable efforts to obtain confidential treatment or a protective order; and (n) reasonably cooperate with ACL LANGUAGES in seeking to limit, prevent, or otherwise control the scope of such disclosure.

14.1.7.

The Recipient acknowledges that any breach of this clause may cause harm to ACL LANGUAGES. In the event of such a breach, ACL LANGUAGES shall be entitled to pursue all remedies available under these conditions and applicable law, including, without limitation, claims for damages, requests for cessation of unlawful actions, and applications for interim or injunctive measures.

14.2. Limitation of use and disclosure

Each party agrees to:

• Not to disclose the Confidential Information to third parties without the prior written consent of the other party, unless required by law or by a competent authority;
• Use the Confidential Information exclusively for the performance and compliance with these General Terms of Use;
• Take all reasonable steps to protect the Confidential Information and prevent its unauthorized disclosure.

14.3. Mandatory disclosure

If a party is required to disclose confidential information under a legal obligation or a court order, it undertakes to inform the other party as soon as possible, unless legally prohibited, in order to allow the latter to contest or limit the scope of this disclosure.

14.4. Duration of the confidentiality obligation

The confidentiality obligation applies for the entire duration of the contractual relationship between the parties and continues for 2 years after its termination, regardless of the cause.

14.5. Return or destruction of information

At the end of the contractual relationship or upon written request of one of the parties, the other party undertakes to return or destroy all confidential information, subject to legal retention obligations.

14.6. Additional provisions

This clause does not confer any rights or licenses to confidential information, other than those strictly necessary to execute these general conditions.

15. ACL LANGUAGES: CONTRACTORS’ OBLIGATIONS

By accepting an ACL LANGUAGES assignment, you accept the contractual obligations applicable to all contractors/language service providers working for ACL Languages. These obligations shall be enforced for the duration of the assignment and for a period of twenty-four months after the completion of this cooperation unless stated otherwise.

The Contractor agrees to perform their work in a professional and high-quality manner and to carry out the assigned tasks to the best of their ability, without in any way damaging ACL Languages’ reputation by their behavior or professional performance.

Purchase orders are binding contracts, establishing working conditions (daily hours, rates, overtime, working days, per diems, among others). If any of the above-mentioned elements are not reflected on the PO and they are applicable, the Provider will provide the necessary information verbally or in writing to the Contractor. If there is no written opposition within 48 hours, the Conditions are accepted by default. The contractor shall work for the duration of the time frame specified in the PO. Schedules are given as indicative and may be altered by the client at any time, provided the total duration of a working day, as stated on the PO, does not change. No days off are foreseen unless stated otherwise in the PO. Any paid day off is given at ACL Language’s discretion. For assignments lasting more than 14 calendar days, the Contractor is entitled to 1 unpaid day off, requested in writing 48 h in advance, and subject to approval by ACL Languages.

ACL Languages reserves the right to unilaterally terminate cooperation with 48-hour written notice. The Contractor shall terminate the cooperation with a 48 h written notice and after having found a suitable replacement for the duration of the assignment, with a penalty of 1 working day rate; without a replacement, ACL Languages reserves the right to pursue legal actions to cover the damages caused by the Contractor’s actions.

In the course of cooperation with ACL Languages, the Contractor may gain access to confidential information relating to the assignment or event, ACL Languages, its clients, partners, and business operations.

15.1. Definitions

15.1.1. Confidential Information

Means any and all information, in whatever form or medium (including written, oral, electronic or any other form), disclosed or made available, directly or indirectly, by or on behalf of ACL LANGUAGES or any entity related to ACL LANGUAGES, to the Recipient, or otherwise obtained by the Recipient in connection with the event or the cooperation with ACL LANGUAGES, whether before, on or after the Effective Date, including in particular: (a) any information constituting a trade secret within the meaning of applicable law; (b) information relating to ACL LANGUAGES’s business operations, including finances, sales, costs, pricing, pricing models, margins, suppliers, vendors, clients, customers, business partners, contractors, employees and ACL LANGUAGES Personnel; (c) information relating to the event, including its content, agenda, speakers, participants, logistics, organization, technical setup and materials; (d) any materials provided for interpretation or translation, including drafts, recordings, scripts, presentations and supporting documents; (e) any technical or proprietary information, including know-how, methodologies, workflows, processes, techniques, systems, models, platform configurations, software, source code, object code, equipment, designs, drawings, specifications, documentation, diagrams, flow charts, research, development, inventions, concepts, discoveries and technical data; (f) business and commercial information, including business plans, strategies, projects under consideration, opportunities, procedures and internal policies; (g) contact details, databases, lists and any information enabling identification of ACL LANGUAGES Business Partners or ACL LANGUAGES Personnel, including interpreter databases and availability or rate information; (h) any documents, analyses, compilations, summaries, translations, notes or other materials prepared by the Recipient or its Representatives that contain or are based on any of the above information; whether or not such information is marked or identified as confidential.

15.1.2. ACL LANGUAGES Business Partners

Means any natural or legal person with whom ACL LANGUAGES has a business relationship, whether existing, prospective, or past, including in particular clients, event organizers, agencies, sponsors, vendors, subcontractors, and other partners involved in the assignment or in ACL LANGUAGES’s business activities, and whose identity or involvement becomes known to the Recipient in connection with these Conditions or the Assignment.

15.1.3. ACL LANGUAGES Personnel

Means any individuals engaged by ACL LANGUAGES, whether as employees, independent contractors, freelancers, interpreters, consultants, project managers, or otherwise, who are or have been involved in ACL LANGUAGES’s business or in the Assignment and whose identity becomes known to the Recipient in connection with these Conditions or the Assignment.

15.1.4. Event or Assignment

Means the event, assignment, training, audit, or any other format for which ACL LANGUAGES provides interpreting and related language services, together with any related activities, preparatory work, and follow-up activities.

15.1.5. Purpose

Means the performance of cooperation between the Parties in connection with the Event and any related services.

15.1.6. Circumvention

Means any direct or indirect action aimed at bypassing, avoiding, or undermining ACL LANGUAGES in its business relationships, including in particular: (a) establishing or attempting to establish direct or indirect commercial, contractual, or business relations with any ACL LANGUAGES Business Partner introduced to or identified by the Recipient through ACL LANGUAGES; (b) using Confidential Information to compete with ACL LANGUAGES or to obtain a commercial advantage at ACL LANGUAGES’s expense; (c) interfering with or attempting to interfere with ACL LANGUAGES’s existing or prospective business relationships.

15.1.7. Affiliate

Means, with respect to any Party, any entity that directly or indirectly controls, is controlled by, or is under common control with that Party.

15.2. Non-circumvention

15.2.1.

The Recipient undertakes that, during the term of these Conditions and for a period of 24 months thereafter, it shall not, without the prior written consent of ACL LANGUAGES, directly or indirectly engage in any circumvention, including through any affiliates, subcontractors, intermediaries, or any third party acting on its behalf or in its interest.

15.2.2.

In particular, the Recipient shall not: (a) initiate, solicit, negotiate, enter into, or attempt to enter into any direct or indirect commercial, contractual, or business relationship with any ACL LANGUAGES Business Partner where such partner was introduced to or identified by the Recipient through ACL LANGUAGES, in connection with services that are the same as, similar to, or competitive with those provided by ACL LANGUAGES; (b) use any Confidential Information to establish or develop a business relationship with any ACL LANGUAGES Business Partner outside of ACL LANGUAGES; (c) bypass, avoid, or attempt to bypass or avoid ACL LANGUAGES in order to provide services directly or indirectly to any ACL LANGUAGES Business Partner; (d) assist, enable, or facilitate any third party in undertaking any of the actions described above.

15.2.3.

The restrictions set out in this Clause shall apply only with respect to ACL LANGUAGES business partners whose identity or involvement became known to the Recipient as a result of its cooperation with ACL LANGUAGES or in connection with the Event. Nothing in this Clause shall prevent the Recipient from engaging with an ACL LANGUAGES business partner where the Recipient can demonstrate that: (a) such a relationship existed prior to the Recipient’s cooperation with ACL LANGUAGES; or (b) the Recipient established such a relationship independently, entirely without use of or reference to Confidential Information, without involvement of ACL LANGUAGES, and outside the scope of the Event. The burden of proof in this respect shall rest solely with the Recipient. Any engagement by the Recipient, or by any entity acting on its behalf or in its interest, with an ACL LANGUAGES Business Partner within 24 months following the Recipient’s involvement in the Event shall be presumed, unless proven otherwise by the Recipient, to have resulted from the Recipient’s cooperation with ACL LANGUAGES and access to Confidential Information.

15.2.4.

The Recipient acknowledges that this Clause is reasonable and necessary to protect ACL LANGUAGES’s legitimate business interests, including its client relationships, commercial arrangements, and goodwill.

15.3. No direct contact with ACL LANGUAGES’ business partners

15.3.1.

The Recipient shall not, without the prior written consent of ACL LANGUAGES, directly or indirectly initiate or engage in any contact with any ACL LANGUAGES Business Partner in relation to services that are the same as, similar to, or competitive with those provided by ACL LANGUAGES, except for contact strictly necessary for the proper performance of services in connection with the Event and within the scope of the Purpose.

15.3.2.

Any contact between the Recipient and an ACL LANGUAGES business partner in connection with the Event shall be limited strictly to what is necessary for the Purpose and shall be carried out: (a) in accordance with ACL LANGUAGES’s prior instructions; (b) with ACL LANGUAGES’s prior knowledge and approval; and (c) with ACL LANGUAGES included in such communication, where reasonably practicable. The Recipient shall not use any contact details of ACL LANGUAGES’ business partners obtained in connection with the Event for any purpose other than the Purpose. The Recipient shall promptly inform ACL LANGUAGES of any contact or attempted contact by an ACL LANGUAGES business partner that is outside the scope of the Purpose. The restrictions set out in this Clause shall also apply to any contact made through affiliates, subcontractors, intermediaries, or any third party acting on behalf of or in the interest of the Recipient.

15.4. Penalties for violating ACL LANGUAGES terms and conditions

15.4.1.

The contractor acknowledges that any unauthorized contact with ACL LANGUAGES business partners may constitute a breach of these general terms and conditions regardless of whether such contact results in the conclusion of any agreement or business relationship.

15.4.2.

The contractor acknowledges that any breach of these conditions may cause significant harm to ACL LANGUAGES and agrees that the following contractual penalties shall apply: (a) for any breach of confidentiality obligations — a contractual penalty in the amount of USD 50,000 for each breach; (b) for any breach of Non-Circumvention — a contractual penalty in the amount of USD 50,000 for each breach; (c) for any breach of No Direct Contact with ACL LANGUAGES Business Partners — a contractual penalty in the amount of USD 30,000 for each unauthorized contact.

15.4.3.

Any contractual penalty shall be payable within 14 days from the date of receipt of a written demand from ACL LANGUAGES, without the need for the Recipient to acknowledge or accept the claim. Without prejudice to the above, ACL LANGUAGES shall have the right to set off any contractual penalties against any amounts payable by ACL LANGUAGES to the Recipient, to the extent permitted by applicable law.

15.4.4.

The payment of any contractual penalty shall not release the Recipient from its obligation to cease the breach and to comply with these Conditions.

15.4.5.

ACL LANGUAGES shall be entitled to claim damages exceeding the amount of any contractual penalty to the extent that the actual damage suffered by ACL LANGUAGES exceeds such penalty.

15.4.6.

ACL LANGUAGES shall have the right to pursue all remedies available under these Conditions and applicable law, including, without limitation, claims for damages, requests for cessation of unlawful actions, and applications for interim measures or securing of claims, independently of or in addition to the contractual penalties set out above. The Recipient shall be liable for any breach of these Conditions caused by its representatives, affiliates, subcontractors, or any third party acting on its behalf or in its interest, as for its own acts or omissions.

16. DISPUTES AND APPLICABLE LAW

These general conditions are governed by Belgian law. In the event of a dispute, the parties undertake to seek an amicable solution. Failing this, the French-speaking business court of Brussels will have sole jurisdiction.

17. MODIFICATIONS TO THE GENERAL CONDITIONS

ACL LANGUAGES reserves the right to modify these general conditions at any time. The modifications will be applicable as soon as they are published on the site.

18. CONTACT

For any questions regarding these terms and conditions, please contact us at the following address: info@acllanguages.com.