Software Terms of Service

1. The Software

The website translationcenters.com (“Translation Centers”, “we”, “us”) is operated by Translation Centers LLC. The Software lets a translation office run its work in one private workspace:

• clients, quotes and a client portal;
• orders taken at the counter or online, priced from the office’s own price list, with due dates calculated from its working hours;
• the production workflow — translation, review, typing, printing and certification, legalisation — with tasks for staff and freelancers;
• files, delivery and the register of certified translations;
• invoices, payments, refunds, expenses, a daily cash drawer and reports;
• public pages reached from the office’s QR codes and links: order tracking, verification of certified translations, and job offers to freelancers.

Translation Centers provides the Software as a tool. We do not translate, review, certify or legalise documents. We are not a party to the office’s contracts with its clients or freelancers, and we do not receive, hold or pay the office’s money.

2. Definitions

• Office: the company or person that creates a workspace and subscribes to the Software.
• Workspace: the office’s private area in the Software, with its own database and file storage.
• Users: the owner of the workspace and the staff and freelancers the office invites to it.
• Office Data: all information the office and its users put into the workspace or receive through it, including clients’ personal information, documents, translations, prices and financial records.
• Plan: the subscription level that sets the workspace’s limits, such as the number of users, branches and file storage.
• Subscription period: the months or years paid for, one at a time or several together.

3. Workspace and users

• The person who creates the workspace becomes its owner and can manage its users, roles, settings and subscription.
• The office decides who it invites and what each role may see and do, and it is responsible for everything done in its workspace by its users.
• Users must be at least 18 years old, give accurate information and keep their passwords secret. Tell us immediately about any unauthorised use.
• The office must keep at least one owner with a working e-mail address, because we send subscription notices to the owner.

4. Free trial

Every new office gets a free trial of 7 days, starting when its workspace is created. We do not ask for payment details for the trial, and nothing is charged when it ends.

During the trial the workspace works within the limits of the trial plan. Each office is entitled to one trial; we may refuse a further trial to the same office under another name.

5. Plans, fees and payment

After the trial, the Software is available by subscription, paid monthly or yearly. Each plan sets the workspace’s limits, which are shown to you before you subscribe. Paying monthly, a one-time setup fee is added to your first payment; paying yearly, there is no setup fee, and an office that first pays yearly never pays it. Prices are in Egyptian pounds unless agreed otherwise in writing, and the current prices are shown on the Software page. The price that applies is the one we confirm to you before you pay; taxes are added where the law requires them.

At present you pay by bank transfer to the account we give you, quoting the reference we provide. Your subscription period is activated by our team after we have confirmed that the transfer was received; this is not instant. Your bank’s charges are your responsibility.

A subscription period does not renew automatically, and nothing is ever charged without your action. We remind the owner before the trial or the subscription period ends. At each renewal you may choose monthly or yearly payment.

You may move to a larger plan at any time; we confirm the price for the rest of your current period before you pay. Moving to a smaller plan takes effect at your next renewal.

6. When the trial or a subscription year ends

If the trial or a subscription period ends without renewal, nothing is locked away: you and your users can still sign in, read all Office Data, and finish and deliver orders already taken. You cannot take new orders, invite users or add branches until you renew.

If a workspace is not renewed within twelve months after its last trial or subscription period ended, we may close it as described in “Closing a workspace and your data”, after telling the owner by e-mail at least 30 days in advance.

7. Your Office Data

Office Data belongs to the office. We use it only to provide and secure the Software, to give the support you ask for, to make and restore backups, and where the law requires it. We do not sell Office Data, we do not use it for advertising, and we do not use it to train artificial-intelligence models.

Our staff open a workspace’s Office Data only when needed for support you request, to keep the service secure, or to comply with the law, and they are bound by confidentiality.

You give us the limited permission needed to store, copy, process and display Office Data to the people authorised to see it, only to operate the Software for you.

8. Personal information of your clients

For personal information in Office Data — about the office’s clients, their contacts, freelancers and staff — the office decides why and how it is used and is responsible for it under data-protection law. Translation Centers processes that information only on the office’s behalf and on its instructions, which are these terms and the way the office uses the Software.

The office is responsible for having a lawful basis to collect and use its clients’ information and for informing its clients about it. Translation Centers will:

• keep the information confidential and make sure that anyone who processes it for us is bound by confidentiality;
• protect it with the measures described in “Security and backups”;
• use only service providers that need it to run the Software — our hosting provider and our e-mail delivery provider — and require them to protect it;
• tell the office without undue delay after becoming aware of a breach of security affecting its information;
• help the office, where reasonable, to answer requests from people about their information;
• return or delete the information when the office leaves, as described below.

9. Security and backups

Each office’s data is kept in its own separate database, reached through its own database account that cannot open any other database, and its files are kept in a separate private folder. Connections are encrypted (HTTPS), passwords are hashed, the database passwords of offices are encrypted, access inside a workspace follows the roles the office assigns, and significant actions are recorded.

Each office’s database and files are backed up every night in encrypted form, and the backups are kept for 7 days. At the owner’s request we can restore a workspace from a backup; a restore replaces the workspace with its state at the time of that backup.

No system is completely secure. Keep your passwords safe and tell us immediately if you suspect a problem.

10. Pages your clients and freelancers see

Order-tracking pages show the status of an order and, when the office allows it, the finished files. Verification pages show the register details of a certified translation, never the client’s name. Job links let a freelancer accept or decline work the office offers. Anyone who has a link or QR code can open its page, so share them only with the right people.

The office alone is responsible for its translations, certifications, stamps, signatures and register entries, and for the messages it sends to clients and freelancers by e-mail or WhatsApp.

11. Acceptable use

You must not:

• use the Software for anything unlawful, or upload documents you are not entitled to process;
• falsify certifications, register entries or official documents;
• try to reach another office’s workspace or data, test our security without permission, or bypass the limits of your plan;
• copy, resell or give access to the Software to anyone outside your office, or copy, decompile or extract its code;
• overload the service, use automated scraping, or send spam through it.

12. Availability and support

We aim to keep the Software available at all times, but we do not guarantee uninterrupted service. We announce planned maintenance in advance when we can.

Support is available through the help desk and the contact form. We answer as soon as we can, normally on working days.

13. Changes to the Software, prices and these terms

We may improve, add or change features. During a paid subscription period we will not remove a core feature of your plan without offering the refund described in the Refund Policy.

New prices apply from your next renewal, never to a period already paid.

We may update these terms; the date at the top shows the current version. We will tell owners about significant changes by e-mail or with a notice in the workspace at least 14 days before they take effect.

14. Suspension

We may suspend a workspace if we reasonably believe it breaches these terms, puts the service or other offices at risk, or where the law requires it. We tell the owner and the reason, unless the law or a security risk prevents it. A suspended workspace can still be opened and read, but no new work can be started in it.

15. Closing a workspace and your data

The office may stop using the Software at any time by not renewing, or ask us to close its workspace earlier; refunds follow the Refund Policy.

Within 30 days after a workspace is closed, the owner may ask us for a copy of its Office Data: an export of its database and its files. After that period we delete the workspace’s database and files, and the remaining backups expire within 7 days. We keep only what the law requires us to keep, such as our own invoices and payment records for the subscription.

16. Disclaimers and limitation of liability

The Software is provided “as is” and “as available”. To the extent permitted by law, Translation Centers is not liable for the office’s translations, certifications or dealings with its clients and freelancers, for decisions taken on the basis of the Software’s reports, or for indirect or consequential losses, including lost profits.

To the extent permitted by law, our total liability to an office for all claims relating to the Software is limited to the fees the office paid us for the Software in the twelve months before the claim.

Nothing in these terms excludes liability that cannot be excluded by law.

17. Governing law

These terms are governed by the laws of the Arab Republic of Egypt. This does not remove any mandatory protection given to you by the law of the country where your office is established.

18. Contact

Questions about these terms can be sent through the help desk, the contact form or by e-mail to info@translationcenters.com.