Terms & conditions.

1About these terms

This website is run by ProFlow Co Professional Services Ltd (“ProFlow”, “we”, “us”), a private limited company registered in England and Wales, company number 17058438, registered office 171 South Lambeth Road, London SW8 1XW. Email info@proflow-pro.co.uk, telephone +44 7344 869000.

By using this website you accept Part A of these terms. Part B applies when you engage us to provide services.

2Using the site

You’re welcome to use this website to find out about us and to get in touch. Please don’t misuse it: don’t try to gain unauthorised access, interfere with how it works, introduce malicious code, or copy it in bulk by automated means. We may change, suspend or withdraw the site at any time.

3Content and ownership

The text, illustrations, drawings, code and design of this website belong to us or our licensors. The map data on our contact page is © OpenStreetMap contributors and available under the Open Database Licence. You may view and print pages for your own use and share links to them; please ask us before reusing anything else.

4Information on this site

What we publish here describes our services in general terms. It isn’t advice for your particular situation — legal, technical or otherwise — and it isn’t an offer: the terms of any work are those in your written quote. We do our best to keep the site accurate and up to date, but we can’t promise it’s free of errors.

5Links to other websites

Where we link to other websites, such as the public register at Companies House, we do so for your information only. We’re not responsible for their content or their privacy practices.

6Our liability for the website

The website is provided free of charge and as it is. As far as the law allows, we’re not liable for loss arising from your use of it, from relying on its content, or from any interruption or error. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow us to limit.

7How engagements work

Before we start, we send you a written quote describing the work, the deliverables, the timetable, the price and any assumptions. The contract between us begins when you accept the quote in writing — an email is enough — or ask us to start.

Each engagement is governed by its quote, these terms and any separate agreement we sign with you, such as a non-disclosure or data processing agreement. If they conflict, a signed agreement takes priority, then the quote, then these terms.

8Prices and quotes

Quotes are valid for 30 days. Prices are in pounds sterling unless the quote says otherwise, and exclude VAT, which we add where it applies.

• Software and consultancy work is usually priced as a fixed fee for each stage.
• Support and advice can be booked as a monthly block of hours.
• Translation is priced per word of source text, with a minimum charge per job.
• Interpreting is priced per hour, with a two-hour minimum. Travel within London is included; other travel is agreed in advance.

9Payment

We invoice as each stage is completed, or monthly for support, and our invoices are payable within 14 days. For larger projects we may ask for a deposit, which the quote will state.

If a business client pays late, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998, and we may pause work until the account is up to date.

10Changes and cancellation

• Changes. If you want to change the scope, we’ll quote the change before we make it. Work outside the agreed scope is never charged unless you’ve approved it.
• Ending a project. You can end a project at any time by telling us in writing. You pay for the work done up to that point, including a fair share of any stage in progress, and you keep everything you’ve paid for.
• Interpreting. Unless your booking confirmation says otherwise, an assignment cancelled less than two working days before it starts is charged in full, and one cancelled two to five working days ahead is charged at half the booked minimum.

If you’re a consumer

If you’re buying services as an individual rather than for a business, and the contract is made at a distance — by email, phone or online — you can cancel within 14 days of the day the contract is made, without giving a reason. If you ask us to start within those 14 days and then cancel, you pay for the work done up to the time you tell us. Once the work has been completed with your agreement, the right to cancel ends. To cancel, email info@proflow-pro.co.uk or write to us.

11What we need from you

Good work needs accurate information, the final versions of source texts, timely answers and approvals, and access to systems where the work requires it. Before we work on any of your existing systems, please make sure you have current backups: we’ll check this with you, but keeping them is your responsibility. If delays or changes on your side affect the timetable or the cost, we’ll tell you as soon as we know.

12Translation and interpreting

• Our linguists translate into their native language, and a second linguist reviews each translation before delivery.
• A translation can only be as accurate as its source. We’ll flag anything in the source that looks wrong, but we aren’t responsible for errors in it.
• If you find a problem with a translation, tell us within 14 days of delivery and we’ll correct genuine errors free of charge.
• Certified translations come with a signed statement of accuracy. If an organisation needs a sworn or notarised translation, we’ll confirm its requirements and arrange it at the price quoted.
• We translate legal documents; we don’t give legal advice about them.
• Interpreters work to professional standards of accuracy, impartiality and confidentiality, and don’t record meetings unless you ask us to in writing.

13Software and IT work

• We’ll show you working software at the points set out in the quote and ask you to test and accept each stage.
• Defects you report during the support period stated in the quote are fixed free of charge. After that, support is available as a monthly block of hours.
• Where the work depends on third-party services — hosting, payment providers, app stores, software licences — those services are provided under their own terms, and their charges are yours unless the quote says otherwise.
• Our advice is independent. We don’t take commissions from vendors, and our recommendations are our professional opinion at the time we give them.

14Intellectual property

Once you’ve paid in full for an engagement, you own the intellectual property in the bespoke work we create for you — code, translations, documents, designs, glossaries and translation memories. We keep ownership of our pre-existing tools, code libraries and know-how, and give you a perpetual, royalty-free licence to use any of them that are built into your deliverables. Open-source components remain under their own licences, which we’ll list on request.

We’ll only name your organisation as a client with your permission.

15Confidentiality and data protection

We keep confidential everything you share with us that isn’t public, and require the same of our linguists, interpreters and subcontractors. We’ll sign a non-disclosure agreement on request. We handle personal data as described in our privacy policy; when we process personal data on your behalf, we do so as your processor under a data processing agreement.

16Our liability

• Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law doesn’t allow us to limit.
• Business clients. Our total liability arising from an engagement — in contract, negligence or otherwise — is limited to the total fees paid or payable for that engagement. We’re not liable for loss of profit, revenue, data or business opportunity, or for indirect or consequential loss.
• Consumers. We’re responsible for loss you suffer that is a foreseeable result of our breaking these terms or failing to use reasonable care and skill. We’re not responsible for loss that wasn’t foreseeable, or for business losses. Nothing here affects your statutory rights under the Consumer Rights Act 2015.

17Complaints

If something isn’t right, please tell us: email info@proflow-pro.co.uk or call +44 7344 869000. We’ll acknowledge your complaint within two working days and aim to resolve it within 14 days. Complaints about how we handle personal data follow the process in our privacy policy.

18General

• Neither of us is responsible for delays caused by events beyond our reasonable control. We’ll tell you promptly and agree a new timetable.
• We may use subcontracted linguists and specialists, and we remain responsible for their work.
• Neither of us may transfer the contract to anyone else without the other’s written agreement, except that we may transfer it to a business that takes over ours, provided your rights aren’t affected.
• If a court finds any part of these terms unenforceable, the rest remains in force.
• Only you and we have rights under these terms; the Contracts (Rights of Third Parties) Act 1999 doesn’t apply.
• We may update these terms. The version that applies to an engagement is the one in force when you accepted the quote.

19Law and courts

These terms and every engagement are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction. If you’re a consumer living in Scotland or Northern Ireland, you may also bring proceedings in your local courts.