Terms of Service

These Terms of Service ("Terms") govern your use of the www.qualtranscribe.com website and transcription/translation services (the "Services") operated by Qualtranscribe LLC ("Qualtranscribe," "we," "us," or "our"). By accessing or using our Services, you agree to be bound by these Terms. If you disagree with any part of these Terms, you may not use our Services.

​1. Acceptance and Eligibility

​1.1 Acceptance

By placing an order, creating an account, or using our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms, our Privacy Policy, and our Refund and Cancellation Policy.

​1.2 Eligibility

You must be at least 18 years old and capable of forming a binding contract to use our Services. If you are accessing the Services on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

 1.3 Geographic Availability

Our Services are available globally. By using our Services, you agree to comply with all applicable local, state, national, and international laws and regulations.

​2. Services Provided

​2.1 Scope of Services

Qualtranscribe provides professional human transcription and translation services. We convert audio and video recordings into written text, and translate documents between languages.

​We provide:

• Transcription services (verbatim, intelligent verbatim, edited)

• AI-powered transcription (Instant Draft): machine-generated transcripts delivered within minutes

• Translation services in multiple languages

• Formatting and styling as specified in your order

• Quality assurance and review

• Smart Insights and AI Chat: optional AI-powered analysis tools for completed transcripts

​We do NOT provide:

• Legal, medical, or professional advice

• Certification or notarization of transcripts/translations (unless specifically ordered)

• Guarantees about the legal admissibility of transcripts

• Technical support for your audio/video recording equipment

​2.2 Human Transcription

All standard transcription and translation orders are performed by trained human professionals. We do not use automated speech recognition or AI tools as the primary method for standard transcription orders.

​We also offer Instant Draft, an optional AI-powered transcription service that uses automated speech recognition to deliver machine-generated transcripts within minutes. Instant Draft transcripts are not reviewed by a human transcriptionist unless you separately purchase a human review upgrade. By selecting Instant Draft, you acknowledge that your audio will be processed by AssemblyAI as described in our Privacy Policy.

​We also offer Smart Insights and AI Chat, optional features that process completed transcript text using Anthropic Claude language models to generate qualitative analysis and responses. By using these features, you acknowledge that transcript text will be processed by Anthropic as described in our Privacy Policy.

​3. Account Responsibility

​3.1 Account Security

You are responsible for:

• Maintaining the confidentiality of your login credentials

• All activity that occurs under your account

• Notifying us immediately at support@qualtranscribe.com of any unauthorized access or security breach

​3.2 Accurate Information

You agree to provide accurate, current, and complete information when creating an account or placing orders. You must update your information promptly if it changes.

​4. Acceptable Use

​4.1 Lawful Use

You agree to use our Services only for lawful purposes and in compliance with all applicable laws and regulations. You will not:

• Submit illegal, fraudulent, or stolen content

• Submit content that infringes third-party intellectual property rights

• Submit content containing malware, viruses, or harmful code

• Use our Services to harass, threaten, or harm others

• Attempt to gain unauthorized access to our systems or other users' accounts

• Use our Services for any activity that violates export control laws

​4.2 Content Responsibility

You are solely responsible for all content you upload, submit, or share with us. You represent and warrant that:

• You own or have the necessary rights to all submitted content

• Your content does not violate any laws or third-party rights

• You have obtained all necessary consents and permissions for us to process the content

​4.3 Prohibited Content

We reserve the right to refuse service for content that:

• Promotes violence, terrorism, or illegal activity

• Contains child sexual abuse material

• Violates our ethical standards or professional guidelines

​5. Pricing and Payment

​5.1 Pricing Structure

Our pricing is based on:

• Duration of audio/video (per minute of recording, not page or word count)

• Turnaround time (standard, expedited, or rush)

• Audio quality and complexity (may affect pricing)

• Language and specialization (for translation services)

​Current pricing is available at www.qualtranscribe.com/pricing. We reserve the right to modify pricing at any time; changes apply to new orders only.

​5.2 Payment Terms

Upfront Payment (Standard):

• Payment is required before work begins unless you have an approved institutional account

• Accepted payment methods: Credit/debit cards (via Stripe), PayPal, wire transfer

​Institutional Accounts (Approved Clients):

• Payment terms: Net 30 days from invoice date

• Late payments subject to 1.5% monthly interest charge

• To apply for institutional terms, contact support@qualtranscribe.com

​5.3 Payment Processing

• Credit card payments processed via Stripe (payment processing fees may apply for refunds)

• You authorize Qualtranscribe to charge your payment method for all services ordered

• Failed payments may result in project delays or cancellation

​6. Order Process and Delivery

​6.1 Order Placement

By submitting an order, you:

• Authorize us to begin work immediately

• Agree to pay for all services rendered

• Accept responsibility for the accuracy of your order specifications

​6.2 Turnaround Times

Standard Turnaround: 3-5 business days for most projects
Expedited Service: 24-48 hours (additional fees apply)
Rush Service: 12-24 hours (additional fees apply)

​Turnaround times may be extended for:

• Poor audio quality requiring additional time

• Complex or specialized content

• High-volume projects

• Files longer than 2 hours per recording

• Force majeure events (see Section 13)

​6.3 Delivery

Completed transcripts/translations are delivered via:

• Secure download from your account portal

• Email (for smaller files)

• Your institution's file-sharing platform (if arranged)

​You are responsible for downloading files within 30 days. After 30 days, files may be deleted per our retention policy.

 6.4 Revisions

See our Refund and Cancellation Policy for revision terms. In summary:

• One free revision round for legitimate errors within 7 business days

• Revisions completed within 3-5 business days

• Scope changes may incur additional fees

​7. Quality Standards and Accuracy

​7.1 Accuracy Guarantee

We maintain a 99% accuracy standard for clearly recorded audio in suitable recording conditions.

"Clearly recorded audio" means:

• Single speaker or distinguishable multiple speakers

• Minimal background noise

• Clear speech (not excessively fast, slurred, or heavily accented beyond transcriptionist capability)

• Adequate recording volume

​7.2 Factors Affecting Accuracy

Accuracy may be reduced by:

• Poor audio quality (background noise, distortion, low volume)

• Multiple overlapping speakers

• Heavy accents or dialects

• Technical jargon without glossary

• Inaudible sections

​7.3 Transcription Limitations

Important: No transcript is ever "perfect." Transcripts reflect spoken language, which may include:

• Grammatical errors or incomplete sentences

• Unclear phrasing or ambiguous statements

• Variations in interpretation of unclear audio

• [Inaudible] or [unclear] notations for unintelligible sections

​You are responsible for:

• Reviewing transcripts for accuracy before use

• Final proofreading for your specific purposes

• Understanding that transcripts are tools, not legal documents (unless certified)

​7.4 Quality Review Process

If you believe your transcript falls below our 99% standard:

1. Notify us within 7 business days with specific examples

2. We will conduct a free quality review

3. Confirmed errors will be corrected at no charge

4. See Refund and Cancellation Policy for full details

​8. Audio and Source Material Quality

​8.1 Client Responsibility

You are responsible for:

• Providing audio/video files of sufficient quality for transcription

• Accurately describing file characteristics (audio quality, number of speakers, accents, etc.)

• Testing audio quality before submitting large projects

​8.2 Quality Assessment

We assess audio quality within 24-48 hours of receipt. If audio is unsuitable for transcription, we will:

• Notify you immediately

• Offer alternatives (best-effort transcription with discount, partial transcription, etc.)

• Provide full refund if work has not begun

​8.3 Renegotiation of Terms

If audio quality differs significantly from your description, we reserve the right to:

• Renegotiate pricing

• Extend turnaround time

• Decline the project (with full refund if work has not begun)

​Misrepresentation of audio quality may affect refund eligibility.

​9. Confidentiality and Data Security

​9.1 Confidentiality Commitment

We treat all submitted content as confidential. All personnel and subcontractors sign:

• Non-Disclosure Agreements (NDAs)

• Confidentiality agreements

• Business Associate Agreements (for HIPAA-covered content)

​9.2 Data Security

• We implement industry-standard security measures including:

• 256-bit AES encryption for data at rest

• TLS 1.3 encryption for data in transit

• Secure, regionally isolated file storage (United States: us-east-1, N. Virginia; European Union: eu-central-2, Frankfurt)

• Role-based access controls

• Comprehensive audit logging

​For complete details, see our Privacy Policy and HIPAA Compliance Statement.

​9.3 Data Retention and Deletion

• Files are retained for 30 days after project delivery

• Files are permanently deleted after 30 days, or earlier upon written request. Earlier deletion requests are processed within five business days

• Secure deletion methods ensure data is unrecoverable

• For Instant Draft orders, audio submitted to AssemblyAI is deleted from AssemblyAI's systems upon transcript completion

• For HIPAA clients, PHI handling follows our HIPAA Compliance Statement

​9.4 Disclosure Exceptions

We may disclose information only when:

• Required by law, court order, or legal process

• Necessary to protect our legal rights or safety

• With your express written consent

​10. Intellectual Property Rights

​10.1 Your Content

You retain all ownership rights to content you submit. By submitting content, you grant us a limited, non-exclusive license to:

• Access and process your content solely to provide Services

• Store your content during the service period and retention period

• Use your content only as necessary to fulfill your order

​This license terminates when your files are deleted per our retention policy.

​10.2 Completed Work

Work-for-Hire: Completed transcripts and translations are works made for hire. Upon full payment, you own all rights to the completed work and may use it without restriction.

​Before Payment: We retain rights to completed work until payment is received in full.

​10.3 Our Property

You may not:

• Reproduce, modify, or distribute our website content without permission

• Use our trademarks, logos, or branding without written consent

• Reverse engineer or copy our systems or processes

• Use our work product to create competing services

​11. Refunds and Cancellations

All refunds, cancellations, and revisions are governed by our Refund and Cancellation Policy, which is incorporated into these Terms by reference.

​12. Limitation of Liability

​12.1 Disclaimer of Warranties

THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

​We do not warrant that:

• Services will be uninterrupted, timely, secure, or error-free

• Results will meet your expectations

• Errors or defects will be corrected

• The Services are suitable for your particular purpose

​12.2 Limitation of Liability

To the maximum extent permitted by law:

Qualtranscribe and its officers, directors, employees, and subcontractors shall not be liable for:

• Indirect, incidental, consequential, special, or punitive damages

• Loss of profits, revenue, data, or business opportunities

• Cost of substitute services

• Damages arising from your use of transcripts or translations

• Damages resulting from errors in transcripts (beyond correction or refund)

​Our total liability for any claim arising from or related to these Terms or Services is limited to the amount you paid to Qualtranscribe in the three (3) months preceding the claim.

​12.3 Exceptions

These limitations do not apply to:

• Liability that cannot be excluded by law

• Death or personal injury caused by our negligence

• Fraud or fraudulent misrepresentation

• Gross negligence or willful misconduct

​12.4 Consumer Rights

Nothing in these Terms limits your statutory consumer rights that cannot lawfully be excluded (e.g., EU consumer rights, Australian Consumer Law).

​13. Indemnification

You agree to indemnify, defend, and hold harmless Qualtranscribe and its officers, directors, employees, and subcontractors from any claims, damages, losses, liabilities, and expenses (including reasonable attorneys' fees) arising from:

• Your use of our Services;

• Your submitted content or materials;

• Your violation of any local, state, or international laws regarding the recording of conversations and "all-party consent" requirements;

• Your violation of these Terms;

• Any claim that our human transcribers’ processing of your audio violated the privacy or data protection rights of any person recorded in your files;

• Your violation of any third-party rights (including copyright, privacy, or other rights);

• Your use or misuse of completed transcripts or translations.

This indemnification survives termination of these Terms and shall be governed by and enforced under the laws of the State of Wyoming.

​14. Force Majeure

Qualtranscribe is not liable for delays, failures, or inability to perform due to circumstances beyond our reasonable control, including:

• Natural disasters (earthquakes, floods, fires, hurricanes)

• Pandemics, epidemics, or public health emergencies

• Internet, telecommunications, or technology infrastructure failures

• Cyberattacks, data breaches, or security incidents

• Government actions, laws, regulations, or restrictions

• Strikes, labor disputes, or supplier failures

• War, terrorism, or civil unrest

​Your Options During Force Majeure:

• We will notify you as soon as reasonably possible

• If delay exceeds 14 days, you may cancel for full refund of uncompleted work

• No additional compensation or damages beyond refund

15. Termination and Suspension

​15.1 Termination by You

You may terminate your account at any time by:

• Emailing support@qualtranscribe.com

• Requesting account closure

​Upon termination:

• You remain responsible for payment of any outstanding invoices

• Completed work will be delivered if payment is current

• In-progress work will be charged pro-rata

• Your files will be deleted per our retention policy

​15.2 Termination by Us

We may suspend or terminate your account immediately if:

• You violate these Terms

• You fail to pay for services rendered

• You engage in fraudulent activity

• You submit prohibited content

• You abuse or harass our staff

​Upon termination by us:

• You forfeit access to your account and any files

• Outstanding invoices become immediately due

• We may retain files as evidence of Terms violations

​15.3 Effect of Termination

Sections that by their nature should survive termination will survive, including: Intellectual Property Rights, Limitation of Liability, Indemnification, Governing Law, and Dispute Resolution.

​16. Modifications to Terms

​16.1 Right to Modify

We may revise these Terms at any time. Changes will be effective when posted on our website with a new "Effective Date."

Material changes will be communicated via:

• Email to registered users

• Prominent notice on our website

​16.2 Your Options

Continued use of Services after changes constitutes acceptance of updated Terms. If you disagree with changes, you must stop using our Services.

​17. Dispute Resolution

​17.1 Informal Resolution

Before initiating any formal dispute, you agree to contact us at support@qualtranscribe.com to attempt good-faith resolution. Most disputes can be resolved informally.

17.2 Governing Law

These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of the State of Wyoming, USA, without regard to its conflict of law principles.

17.3 Dispute Resolution and Binding Arbitration

Please read this section carefully. It affects your legal rights, including your right to file a lawsuit in court.

• Arbitration Agreement: You and the Company agree that any dispute, claim, or controversy arising out of or relating to these Terms shall be settled by binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Consumer Arbitration Rules.

• Remote Proceedings: The arbitration shall be conducted virtually or by telephone to the maximum extent permitted by the AAA rules. If an in-person hearing is required, the seat of arbitration shall be Cheyenne, Wyoming.

• Class Action Waiver: You and the Company agree that any arbitration shall be conducted in your individual capacities only and not as a class action or other representative action.

​17.4 Mediation

For disputes involving amounts over $5,000, parties agree to first attempt mediation through a mutually agreed mediator before pursuing litigation.

​17.5 EU Consumer Rights

EU consumers may use the European Commission's Online Dispute Resolution platform: https://consumer-redress.ec.europa.eu/dispute-resolution-bodies_en

​18. International Clients

​18.1 Currency

All prices are quoted in US Dollars (USD) unless otherwise specified. International clients are responsible for any currency conversion fees.

 18.2 Export Compliance

You agree to comply with all applicable export control laws and regulations. You may not use our Services if you are located in or subject to sanctions by the US, EU, or UN.

​18.3 Language

These Terms are provided in English. Translations may be available for convenience, but the English version controls in case of conflict.

​19. General Provisions

​19.1 Entire Agreement

These Terms, together with our Privacy Policy and Refund and Cancellation Policy, constitute the entire agreement between you and Qualtranscribe regarding use of our Services.

​19.2 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.

​19.3 Waiver

Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

​19.4 Assignment

You may not assign or transfer these Terms or your account without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

​19.5 No Third-Party Beneficiaries

These Terms do not create any third-party beneficiary rights except as expressly stated.

​19.6 Force and Effect

These Terms remain in full force and effect while you use our Services. All provisions that by their nature should survive termination shall survive.

20. Contact Information

For questions, concerns, or notices under these Terms:

Qualtranscribe LLC
867 Boylston St, Suite 500
Boston, MA 02116
USA

Email: support@qualtranscribe.com
Phone: 617-351-8271
Website: www.qualtranscribe.com

Effective Date: May 18, 2025.​

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