Commercial Terms of
Skrivanek Baltic SIA

1. Main Terms and Conditions

1.1. These general commercial terms set out the principles of cooperation between SIA “Skrivanek Baltic”, registration number: 40003626172, registered office: Lāčplēša iela 87C, Riga, LV-1011, hereinafter referred to as the Contractor, and its customer, hereinafter referred to as the Customer, and both together – the Parties.

1.2. The object of the Commercial Terms is the provision of services – hereinafter referred to as the Order – which constitute the business activities of SIA “Skrivanek Baltic”, in particular written translations and interpreting services, including localisation and notarised translations, as well as language training and courses, in accordance with these commercial terms and the conditions stipulated in the Order.

1.3. The contractual relationship between the Customer and the Contractor is established by drawing up a written Order, including in the form of e-mail correspondence or a WhatsApp or Teams message, in which the Parties agree on the time, procedure and payment terms for the execution of the Order.

1.4. If the terms of a specific Order differ from these commercial terms, the terms agreed in writing in that Order shall prevail. In all other matters, these commercial terms shall apply.

1.5. The Contractor is entitled to engage subcontractors (translators, interpreters, editors, IT specialists, graphic designers and other specialists) in the execution of the Order, while retaining responsibility for the execution of the Order in accordance with these commercial terms.

1.6. The Contractor is entitled to amend these commercial terms by publishing the current version. Each Order is subject to the version in force on the day the Order is confirmed.

2. Written translations

2.1. The Contractor, in accordance with Paragraph 1, agrees on the Order and executes the Order in the specified language and time, delivering it to the Customer in the agreed manner.

2.2. The Customer undertakes to accept the duly executed Order and pay the Contractor the agreed price.

2.3. The Customer is obliged to accept the Order at the specified time and in the specified manner.

2.4. The Customer or its authorised employee is obliged to confirm acceptance of the Order by telephone or in writing (including by e-mail, WhatsApp, Teams), indicating that it was received on time. If the Customer fails to fulfil this obligation and does not send a reminder about the order by telephone or in writing (including by e-mail, WhatsApp, Teams) within 24 hours after the Order delivery deadline, the Contractor may consider that the Customer has received the order on time and has no objections regarding its delivery deadline or procedure.

2.5. The Order execution deadline is not deemed missed if the Contractor, following the Customer’s reminder, resends the Order and proves that it had already sent it at the time and in the manner specified in the Order.

2.6. If the Contractor delays delivery of the Order without a valid reason, the Customer has the right to claim a contractual penalty of 0.1% of the order amount for each day of delay, but not more than 10% of the Order price.

2.7. If, for valid reasons, it is not possible to deliver the Order to the Customer in the predefined manner, the Contractor shall choose another method of delivering the order, the costs of which shall be covered by the Customer, who is notified thereof in advance.

2.8. If the Customer fails to submit a claim within the specified period and does not state a valid reason, but refuses to accept the duly executed Order, the Order is deemed to be executed, and the Contractor has the right to issue an invoice which the Customer is obliged to pay.

2.9. If the Customer cancels a confirmed written Order after its execution has begun, the Customer is obliged to pay for the volume of work actually performed up to the moment of cancellation, and the Contractor shall hand over the corresponding executed part to the Customer. If the volume performed cannot be precisely determined, the Parties shall agree on it, taking into account the degree of execution of the Order.

3. Machine translation, artificial intelligence and post-editing

3.1. The Contractor is entitled to use machine translation (hereinafter – MT) and artificial intelligence technologies in the execution of the Order. If the Order is executed using MT with subsequent post-editing, the Contractor provides this service in accordance with the requirements of standard ISO 18587 “Translation services. Post-editing of machine translation output. Requirements”.

3.2. The Parties agree in the Order on the type of service: a) human translation – the translation is produced by a translator without using MT; b) full post-editing of machine translation (full post-editing) – the post-editor edits the machine translation output to obtain a result comparable to a human translation that is accurate, comprehensible and stylistically appropriate, with correct syntax, grammar and punctuation; c) light post-editing of machine translation (light post-editing) – the post-editor edits the machine translation output to obtain a comprehensible and content-accurate text that is not stylistically refined and is not comparable to a human translation; such a result is generally not intended for publication; d) unedited (“raw”) machine translation – the machine translation output without human post-editing.

3.3. If the type of service is not clearly specified in the Order, it is deemed that the Contractor provides human translation or full post-editing of machine translation, the result of which meets the quality requirements set out in the claims section of these commercial terms.

3.4. Full post-editing of machine translation is carried out by post-editors whose competence and qualifications meet the requirements of ISO 18587. Before providing the service, the Contractor evaluates the suitability of the source text for machine translation and, if necessary, carries out preparation of the source text (pre-editing). Before delivery to the Customer, the Contractor performs a final check in accordance with the agreed specifications.

3.5. The result of light post-editing and unedited (“raw”) machine translation is provided for informational purposes or for a general understanding of the content. It is not subject to the requirements regarding grammatical, stylistic and semantic quality set out in the claims section of these commercial terms, and the Contractor does not guarantee its accuracy, completeness or suitability for publication, official or legally binding use.

3.6. If MT or artificial intelligence technology is planned to be used in the execution of the Order in a manner that may affect the quality of the result or the nature of the processing, the Contractor informs the Customer thereof and, where applicable, obtains the Customer’s consent before commencing execution of the Order. The Customer is entitled to request in the Order that the service be provided without the use of MT or artificial intelligence; in such a case, the Contractor does not use these technologies in the execution of the relevant Order.

3.7. The Contractor ensures that the materials submitted by the Customer, in particular confidential information and personal data, are not entered into publicly available or free MT or artificial intelligence tools that may use the submitted content to train their models or for other purposes unrelated to the Order. The Contractor uses only such solutions that ensure the confidentiality of the submitted content and compliance with the requirements of the data protection section of these commercial terms.

3.8. Regardless of the technology used, the Contractor’s liability for the quality of the result of human translation or full post-editing is determined in accordance with the claims and payment sections of these commercial terms.

4. Interpreting (oral translations)

4.1. The Contractor, in accordance with Paragraph 1, agrees on the Order and executes the order (interpreting) in the specified language, time and place.

4.2. The Customer undertakes to accept the duly executed order and pay the Contractor the agreed price for the interpreting.

4.3. The Contractor provides interpreting through interpreter(s).

4.4. The Customer is obliged to accept the interpreting within the specified deadline and in the manner indicated on the order form.

4.5. If the interpreting was performed in accordance with the specified requirements and within the deadline and the Customer has no claims, the Customer or its authorised employee is obliged, immediately after the interpreting, to confirm in writing on the interpreting completion act form that the interpreting was performed in the required quality and on time.

4.6. If the Customer refuses without grounds to accept the duly executed interpreting, failing to submit a claim within the specified period, the order is deemed to be executed, and the Contractor has the right to issue an invoice which the Customer is obliged to pay.

4.7. The Customer is not entitled to request the interpreter(s) to perform any other activity not specified on the order form, for example, written translation, taking minutes of a meeting, etc.

4.8. The Contractor has the right to request payment for the entire agreed working time of the interpreter(s), even if the Customer does not use all of this time.

4.9. If the Customer cancels a confirmed interpreting assignment later than 72 hours before the planned start of the interpreting, the Contractor has the right to apply a service cancellation fee of 50% of the agreed interpreting price, and the Customer is obliged to pay it on the basis of an invoice issued by the Contractor. The cancellation fee is applied to compensate for the costs related to reserving the interpreter(s), preparing and organising the order, as well as the lost opportunity to provide the service to another of the Contractor’s clients at that time.

4.10. The Customer is obliged to ensure appropriate working conditions for the specified type of interpreting, including technical equipment, if it is not ordered from the Contractor.

4.11. The Customer is obliged to provide the interpreter(s)’ travel from the agreed place to the place where the interpreting is to be performed.

4.12. In the event that the interpreter(s) use a private vehicle, the Customer, by mutual agreement with the Contractor, shall cover all travel expenses of the interpreter(s).

4.13. The Customer must provide the interpreter’s accommodation – a single room with amenities.

4.14. The Customer is obliged to provide the interpreter(s) with lunch and rest breaks of at least 30 minutes once every four hours of interpreting.

4.15. An interpreting day is eight (8) hours, including breaks.

4.16. The Customer has the right to compensation for the time by which the interpreter is late.

5. Rights and obligations of the Parties

5.1. If the Customer has an internally approved terminology list, it is desirable for the Customer to provide it to the Contractor for the duration of the execution of the Order, or to provide the Contractor with other supporting materials that may help in choosing the correct terminology, or to appoint a responsible person who will provide the necessary consultations.

5.2. At least three days before the interpreting, the Customer must send the Contractor supporting materials (for example, minutes of previous meetings, reports, presentations or other materials). If this condition is not met, any claims regarding the inaccurate use of terms during interpreting will not be considered.

5.3. The Contractor is not responsible for possible consequences related to infringements of the Customer’s copyright. The proprietary rights to the translation produced by the Contractor (the result of the Order) pass to the Customer after the Order has been accepted and full payment has been made for it. Until full payment is received, all rights to the translation remain with the Contractor, and the Customer is not entitled to use the translation, except for review and acceptance.

5.4. The Contractor retains all rights to its general know-how, working methods, software, as well as translation memories, terminology databases and glossaries created or used in the execution of the Order. The creation and maintenance of such resources does not limit the Customer’s rights to the translation result itself. The Contractor ensures that the Customer’s confidential information included in such resources is protected in accordance with the confidentiality provisions.

5.5. The Contractor undertakes to keep confidential all information related to the subject of the Order and also undertakes to keep records of all materials received from the Customer, in particular confidential information.

5.6. The Customer undertakes not to contact the Contractor’s translator or interpreter without the Contractor’s consent. If the Contractor agrees that the Customer contacts the translator or interpreter, the Customer undertakes not to disclose to the translator or interpreter information relating to the specific content of the Agreement between the Customer and the Contractor. If the provisions of this clause are violated, the Customer shall pay the Contractor a contractual penalty of EUR 10,000.

5.7. The confidentiality obligation remains in force also after the execution of the Order and is binding on the Parties for 5 (five) years after completion of the relevant Order, unless regulatory enactments provide for a longer period.

5.8. The Contractor is entitled to name the Customer as its client and to use the Customer’s name and logo for reference purposes on its website and in marketing materials, unless the Customer has objected in writing in advance.

6. Claims

6.1. The Order has defects if it has not been executed in accordance with the terms specified in the Order.

6.2. For the Contractor, a written translation also has defects if it is not executed in the appropriate grammatical, stylistic or semantic quality.

6.3. If the defects specified in Paragraphs 6.1 and 6.2 are not found, the Order is deemed to be executed properly and in accordance with the Customer’s requirements.

6.4. Claims must be submitted in writing (including by e-mail). Claims must be substantiated and must indicate the type of defects and, if possible, their number.

6.5. If the Contractor acknowledges the Customer’s claim as substantiated, the Contractor shall rework the executed Order. In this case, the Customer has the right to a discount on the Order price.

6.6. The Customer is granted an appropriate discount on the order price if the Contractor acknowledges as substantiated the Customer’s claim that is not based on the defects mentioned in Paragraph 6.2, or in the event that the Customer refuses the proposed proofreading.

6.7. The amount of the discount is determined on the basis of a specialist’s opinion or by mutual agreement of both parties.

6.8. If a dispute arises between the Parties in connection with a claim submitted within the term by the Customer, in which the defects specified in Paragraph 6.2 are mentioned, both parties initially undertake to resolve the dispute out of court by choosing the opinion of a competent independent specialist. Both parties shall mutually agree on the specialist.

6.9. The amount of the discount depends on the opinion provided by the specialist or the agreement of both parties.

6.10. The Contractor is liable for any potential damages related to defects in the executed order in accordance with the “Limitation of Liability” section.

6.11. In the case of commercial translations, i.e. if the Customer is a merchant, the Customer is obliged to submit claims regarding defects to the Contractor without undue delay after noticing them, but not later than within 21 days after receipt of the executed Order.

6.12. If the Customer is a natural person, they are entitled to submit a claim in accordance with the Consumer Rights Protection Law.

6.13. A claim submitted late will not be considered and is deemed null and void.

7. Limitation of Liability

7.1. The Contractor is liable only for direct damages incurred by the Customer through the Contractor’s fault in direct causal connection with the improper execution of the Order.

7.2. The Contractor is not liable for indirect and consequential damages, including (but not limited to) lost profit, lost revenue, unobtained or lost business, reputational damage, loss of data, interruption of production or operations, as well as for any third-party claims against the Customer, regardless of whether the possibility of such damages was or could have been known.

7.3. The Contractor’s total liability for a single Order does not exceed the price of the relevant Order (excluding VAT). The Contractor’s total cumulative liability towards the Customer for all claims arising within 12 (twelve) months does not exceed the total amount actually paid by the Customer to the Contractor during that period for the services to which the claim relates.

7.4. The Customer has the right to bring a claim for damages within 1 (one) year from the day on which the relevant Order was executed (delivered) or should have been executed. After this period, the relevant claim is deemed extinguished. This period does not limit the time periods for submitting claims regarding translation defects set out in the “Claims” section.

7.5. The limitations and exclusions of liability set out in this section do not apply to: a) damages caused by malicious intent or gross negligence; b) liability that cannot be excluded or limited under applicable regulatory enactments; c) the rights of a Customer who is a natural person (consumer) arising from the Consumer Rights Protection Law.

7.6. If the service is provided as unedited machine translation or light post-editing (see the section “Machine translation, artificial intelligence and post-editing”), the Contractor is not liable for the quality, accuracy or suitability for publication of such a result, and the liability for quality referred to in Paragraph 6.1 does not apply to such a service.

8. Payment Procedure

8.1. The calculation of the Order price is based on the Contractor’s price list in force and the method of price calculation specified therein.

8.2. If the approximate Order price is derived only from the approximate number of units, the price is calculated by counting the actual units (in the target language of the translation) after the translation is completed.

8.3. The Contractor has the right to issue an invoice for the services provided immediately after the execution of the Order, on the basis of the conditions specified in the Order.

8.4. Payment of the Order is based on an invoice issued by the Contractor, which the Customer must pay by the end of the specified payment deadline.

8.5. If the Customer misses the invoice payment deadline, late payment interest of 0.1% of the amount due is calculated for each day of payment delay.

8.6. In the case of any delay in a payment specified in the contract, the Customer’s monetary payments are first credited as late payment interest, and the remaining amount is credited towards settlement of the relevant debt amount.

8.7. By agreement of both parties, the Contractor may issue the Customer a prepayment invoice. The prepayment invoice must be paid within the specified deadline.

9. Language training, courses

9.1. This section applies to language training and course services provided by the Contractor in person or online. With regard to group formation, cancellation and settlements, this section prevails over the other commercial terms.

9.2. Registration for a course is binding upon its confirmation (including electronically). A place in a group is reserved after confirmation of the registration and, where applicable, after payment of the prepayment.

9.3. For group classes, the Contractor sets a minimum number of participants. If the required number of participants is not reached, the Contractor has the right to cancel or postpone the course or offer an alternative (for example, individual or small-group classes at an adjusted price), informing the participant in good time. If the participant does not accept the alternative, the prepayment already made for the unused classes is refunded.

9.4. The course fee is set in the price list or offer and is generally paid as a prepayment before the start of the course, unless the Parties have agreed otherwise. Courses ordered by a company (legal person) may be subject to a separate payment procedure.

9.5. Postponement of an individual class at the participant’s initiative is possible if notice is given at least 24 hours before the start of the class. A class for which a delay or non-attendance has not been notified in good time is deemed to have taken place, and the fee for it is not refunded.

9.6. For the cancellation of individual classes later than 24 hours before the start, the Contractor may apply a fee in the amount of the full class to compensate for the reserved teacher’s time.

10. Notarised translations

10.1. The Contractor provides certification of the translation by a notary or with the office’s certification in accordance with what is specified in the Order and the applicable regulatory enactments.

10.2. The Customer submits documents (originals or certified copies) in the format required for the relevant type of certification and is responsible for the authenticity and lawful origin of the submitted documents. The Contractor is responsible for the conformity of the translation content with the original, not for the authenticity of the submitted documents.

10.3. The submitted originals are returned to the Customer after the service is completed. The Customer is obliged to collect them within a reasonable period.

10.4. At the Customer’s request, the Contractor may arrange the legalisation or apostille of documents; the related state fees and costs are covered by the Customer.

11. Consumer rights

11.1. A consumer (natural person) who concludes a distance contract has the right of withdrawal within 14 (fourteen) days in accordance with the regulatory enactments.

11.2. If the Consumer has expressly requested that the provision of the service commence during the withdrawal period and has confirmed that they are aware of the loss of the right of withdrawal once the service has been fully performed, the right of withdrawal can no longer be exercised after the service has been fully performed.

12. Protection of personal data of natural persons

12.1. The Parties undertake to comply with the requirements of personal data protection regulatory enactments, including Regulation (EU) No 2016/679 of the European Parliament and of the Council on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation), namely, to ensure that personal data:

• will be processed lawfully, fairly and in a manner transparent to the data subjects;
• will be processed for the execution of the Order, and the processing of personal data will not be carried out in a manner incompatible with the execution of the Order;
• will be processed in such a way as to ensure data security compliant with regulatory enactments, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

12.2. Each Party is responsible for informing the persons (data subjects) about the processing of their personal data that it carries out as the data controller.

12.3. The Parties undertake not to transfer the personal data received to third parties without the prior written consent of the Party from which they received the personal data. If, under regulatory enactments, a Party is obliged to disclose the personal data received, it is obliged to inform the Party from which it received the personal data about the transfer of the personal data, unless this is prohibited by regulatory enactments.

13. Force majeure

13.1. The Parties are released from liability for full or partial non-performance or delay in performance of the Order or other obligations set out in these commercial terms if it is caused by force majeure circumstances which the relevant Party could not foresee, prevent or influence and for the occurrence of which it is not responsible.

13.2. Force majeure circumstances are considered to be such events as natural disasters, fire, flood, storm, epidemics or pandemics, war, military aggression, terrorism, mass unrest, strikes, decisions or prohibitions of state or municipal institutions that prevent the performance of obligations, as well as significant and prolonged disruptions to the electricity supply, electronic communications or internet services that are not caused by the action or inaction of the relevant Party.

13.3. The insolvency of a Party, lack of funds, as well as circumstances that the relevant Party could have prevented by exercising due diligence, are not considered force majeure circumstances.

13.4. The Party affected by force majeure circumstances shall, without undue delay but no later than within 5 (five) working days from the occurrence of such circumstances, inform the other Party in writing (including by e-mail), indicating the nature of the circumstances, the time of their occurrence and the expected impact on the performance of obligations. At the request of the other Party, the relevant Party shall submit evidence confirming the force majeure circumstances.

13.5. If a Party fails to notify of force majeure circumstances in a timely manner, it loses the right to invoke them, except in the case where the notification itself was not possible due to the said circumstances.

13.6. Upon the occurrence of force majeure circumstances, the deadline for performance of the affected obligation is extended by a period equal to the duration of these circumstances and their consequences. The Parties shall take all reasonably possible measures to mitigate the damage caused by force majeure circumstances and to restore the performance of obligations as soon as possible.

13.7. If force majeure circumstances continue for longer than 30 (thirty) days, either Party has the right to unilaterally withdraw from the Order by notifying the other Party in writing. In such a case, the Customer shall pay for the part of the Order duly performed by the Contractor up to the moment of withdrawal, and neither Party is entitled to claim damages or a contractual penalty from the other Party in connection with such withdrawal.

14. Procedure for dispute settlement

14.1. Disputes arising in the course of performance of the Contract or in connection with this Contract shall be settled by the Parties through mutual negotiations within 60 (sixty) days. The agreement on settlement of the dispute shall be drawn up in writing and signed by both Parties. The said agreement shall be attached to this Contract. If no agreement is reached, the disputes shall be settled in court in accordance with the procedure specified in the regulatory enactments of the Republic of Latvia.

14.2. The laws and regulations of the Republic of Latvia apply to the Contract and these commercial terms.

14.3. If any of the provisions of these commercial terms is found to be invalid or unenforceable, the remaining provisions remain in force and applicable in full. In place of the invalid provision, a valid provision shall apply that is closest in content to the original intention of the Parties.

Prepared and approved on 2 January 2026 by V. Ragačevičs, Director of SIA “Skrivanek Baltic”.