Terms & Conditions

Terms & Conditions for Philstem Communications Services

The following Terms and Conditions apply to all transactions between Philstem Communications GmbH and its clients.

Services

Philstem Communications guarantees that the client will receive all services agreed upon. All services will be provided:

  • to the best of Philstem Communications’ knowledge and competence;
  • in agreement with reasonable and precise instructions given to Philstem Communications by the client;
  • in compliance with all applicable laws and regulations.

Delivery

Philstem Communications promises delivery of the services at or before the date agreed upon with the client. The file delivered will be in MS word format. The client can choose the delivery medium as email, courier, express post, or standard post.

Payment for Services

For the services provided, the client will make payment for the services based on the price agreed upon at the time of confirmation.

  • Invoice: Invoice is issued upon successful completion of services, payable within 7 days of delivery.
  • Payment method: Payment can be made by card or bank transfer. Bank transfer fees will be borne by the client. Advance payment may be requested, subject to status.

Failure to Pay

In any incident of non-payment:

  • All legal costs involved with recovery will be borne by the client, on an indemnity basis;
  • In instances when the account is referred to a collection agency, cost related to the collection agency will be added to the outstanding amount and borne by the client.

Payment Guarantee

Philstem Communications presumes the client will pay promptly for the services received through the client’s chosen payment method.

Confidentiality

Philstem Communications guarantees full protection and nondisclosure to any third party for all information declared confidential by the client. Philstem Communications employees and freelancers will also guarantee compliance to this clause.

Liability

  • Philstem Communications is not liable for consequences resulting from the service provided, including but not limited to errors or omissions.

Service Quality

  • Philstem Communications strives to provide accurate work. Philstem Communications will correct any errors or mistakes that are clearly the fault of Philstem Communications at no extra charge. Philstem Communications will re-transcribe and re-deliver files until it meets client satisfaction.
  • However, client requested revisions beyond the purview of quality will be charged.

Replacement Policy

Philstem Communications replaces files only if they are sent within an hour and under the following conditions:

  • The file can only be replaced if a completely wrong file is sent for transcription.
  • The file can also be replaced if the audio quality of the files sent earlier is bad.

There will be no charge if a wrong file/poor audio quality file is being replaced with the correct version/better audio quality files within one hour of confirming the assignment, after which it will be considered as cancellation of the file.

Cancellation Policy

  • A cancellation will only be allowed if the wrong file has been sent for editing.
  • Cancellation must be made by emailing us at hello@philstem.com.
  • The replacement of the file after the start of transcription/work is considered as a cancellation of the order.
  • There is a cancellation fee charged to cancel the wrong file sent and replace it with a completely new document.
  • The cancellation fee will be calculated based on amount of work done on the assignment.
ASSIGNMENT STATUSCANCELLATION FEE %
Work not started0%
Initial processing of the assignment is done25%
Assignment allocated to Freelancer and 25% of TAT is completed50%
Assignment allocated to Freelancer and 50% of TAT is completed75%
Assignment is completed and ready to deliver100%

Refund Policy

Refund after cancellation

  • Transfer fees will be deducted from the refund amount. Also, all additional charges for sending the refund back will be deducted from the refund amount.
  • Refund is not possible if any one of the following conditions are met:
    • If the payment is not done using Paypal
    • If the refund amount is less than 100 USD or equivalent
    • Cancellation is after 15 days of placing the order
    • If local invoice with VAT has already been issued
    • In such cases, this amount will be adjusted against future orders.

Termination

This agreement will be effective from the date you confirm and choose Philstem Communications’ services. Either the client or Philstem Communications may terminate these terms by informing the other party. All services rendered by Philstem Communications to the client will be payable under the agreed payment terms upon withdrawal by either party.

Relationship of the Parties

Philstem Communications will remain as an independent service provider and not an employee of the client and not bound by the client. Philstem Communications and the client agree to the following liberties consistent with the independent service provider status:

  • Philstem Communications has the right to execute services for others during the agreement term with the client.
  • Philstem Communications has the sole authority to direct and manage the process of completing the service.
  • Philstem Communications has the authority to appoint employees and freelancers to carry out the promised services.

Service Waiver

The client hereby agrees that all data provided to Philstem Communications are owned by the client or that the client has authorization from the lawful owner to use such data, and agree to release, indemnify, and hold Philstem Communications harmless from any claim that may arise from the use of such data.

Change Policy

Philstem Communications reserves the right to modify, amend, alter, change, reorganize, rewrite, or revoke these Terms and Conditions at any time with or without notifying the client of such changes.

The changes will only affect the client’s use of the services after the effective date of the change unless clearly expressed otherwise.

The client’s continued use of Philstem Communications’ services after being given a notification of such changes shall be considered as the client’s agreement to such changes.

These Terms & Conditions shall be governed by and construed in accordance with the laws of the operational countries. All these Terms & Conditions shall remain in full force and continue to be binding and enforceable.

Should any questions arise regarding the Terms & Conditions, please don’t hesitate to contact us.