Terms of Service

Effective Date: December 12, 2025.

IMPORTANT: PLEASE READ THESE TERMS CAREFULLY. THEY AFFECT YOUR LEGAL RIGHTS.

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)
Translation services in multiple languages
Formatting and styling as specified in your order
Quality assurance and review

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 transcription and translation work is performed by trained human professionals. We do not use automated speech recognition or AI transcription tools as our primary transcription method.

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:

Notify us within 7 business days with specific examples
We will conduct a free quality review
Confirmed errors will be corrected at no charge
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 1.2+ encryption for data in transit
Secure file transfer systems
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 request)
Secure deletion methods ensure data is unrecoverable
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 these Terms
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.

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 are governed by and construed in accordance with the laws of the Commonwealth of Massachusetts, USA, without regard to conflict of law principles.

17.3 Jurisdiction and Venue

For US-Based Clients: Any legal action or proceeding relating to these Terms shall be brought exclusively in the state or federal courts located in Boston, Massachusetts. You consent to the personal jurisdiction of these courts.

For International Clients: Disputes may be resolved in accordance with the laws of your jurisdiction where they do not conflict with Massachusetts law. See Section 17.5 for EU-specific terms.

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

Terms of Service

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