Transcription-Services-South-Africa

 

▪ The turnaround time begins once a 50% deposit has been paid into our business account and the proof of payment has been received by us.

▪ The full amount as per the invoice will need to be settled before completed work is delivered to the client.

▪ We do typing and transcription work in South Africa and Namibia.

 

Terms and Conditions

 

1. These terms and conditions of service delivery (this document) will be applicable to all service delivery contracts or undertakings between NC Maischatz Transcription Services (NCMTS) and any client.  Whether expressly agreed to or not.

 

2. Definitions

 

2.1 The paragraph headings in this document, as well as emphasising of content, are meant for easy reference and reading. They do not affect the correct interpretation of the contents.

2.2 In this document, except in a context indicating another meaning;

2.2.1 words referring to one gender also indicate the other gender;

2.2.2 singular also indicates plural and vice versa;

2.2.3 person, indicate a natural person as well as legal entities (including trusts and partnerships);

  2.2.4 client, includes any person and/or persons acting on the     Client's behalf;

2.2.5 recordings and transcription source means any correspondence, documentation, audio recording or broadcasts,

2.2.6 computer programs, or any other work, program, recording whether protected by copyright or not;

2.2.7 quoted value of a transcription or other service means the value which NCMTS and the Client agree as being

2.2.8 the fee payable to NCMTS in respect of any transcription or other services;

3. The Client's undertakings and indemnification

 3.1 NCMTS services may be used only for lawful purposes.

3.2 The Client confirms that it holds the necessary rights, title and interest, whether in copyright or arising from any other area of law, contract or arrangement, in the recordings and transcription source material in respect of which transcription services are needed.

3.3 The Client indemnifies NCMTS against any claim, loss or damage arising from any infringement of copyright in the recordings and transcription source material.

3.4 The Client is responsible for maintaining the confidentiality of his communications, files, materials and other information.

3.5 NCMTS will use all reasonable endeavors to provide its transcription service in a proper professional manner and within the time limit agreed with the Client for that purpose but excludes any liability for any failure or delay in providing its service where same is caused by a reason beyond the control of NCMTS including, but not limited to; breaks in continuity of electricity supply or telecom link;

4. NCMTS ability to provide the needed service and Client service policy:

4.1 These terms and conditions of service delivery (this document) will be applicable to all service delivery contracts or undertakings between NC Maischatz Transcription Services (NCMTS) and any client. Whether expressly agreed to or not

 

4.2 Client service policy

4.2.1 Delivery policy

 

NCMTS regards agreed upon deadlines as binding and will only deviate from that in the event of compelling unforeseen circumstances and then after re-negotiation of deadlines.

  4.2.2 Confidentiality policy

 

NCMTS is committed to protecting the confidentiality of all information entrusted to it by its clients.

It will safeguard such information from accidental spillage and will not divulge it or any part of it to any third party for any reason whatsoever except when it is obliged to do so in terms of applicable provisions statutory law, or, by an order of a competent court of law, or with the Client's explicit consent.

 

  4.2.3 Storage policy

 

NCMTS stores Clients contact details for invoicing purposes. On request by the Client, this information will be deleted immediately after the assignment had been completed and the account settled.  Content sent to NCMTS for processing is stored for a short time, in case of query by the Client. Hard copy materials shall not be returned unless otherwise requested by the Client. Transcripts are stored for a period of approximately 30 (thirty) days following completion of work.

 

  4.2.4 Payment policy

 

Payment for work done is due on completion of the work and the Client agrees to pay (in full without deduction) all charges invoiced by NCMTS within 30 (thirty) days of the date of the relevant invoice(s) issued for that purpose.  Interest shall accrue on late payments at the rate of 4% (four percent) above the base rate of the First National Bank from time to time.

The Client undertakes to remunerate NCMTS at the standard rate applicable from time to time as discussed and agreed between the Client and NCMTS.  NCMTS will be entitled to request the payment of a deposit in the case of a major assignment. In such event NCMTS reserves the right not to commence such work until such time as the deposit is paid.

 

5. Limitation of liability

 

Electronic transmission cannot be guaranteed to be secured. NCMTS cannot therefore accept liability for any loss, damage, corruption or interception of any of the Client's work, files, materials or other communications except where such loss, damage or other event is attributable to some negligent act or omission for which NCMTS can fairly and reasonably be regarded as responsible. The same provisions shall be deemed to apply to work, files and materials submitted to NCMTS in physical or hard copy form such as manuscripts, tapes or CD-ROMs.

NCMTS does not carry any insurance for such matters or events and it is the Client's responsibility to make suitable precautions for the safeguarding of such material which is sent to NCMTS. NCMTS further suggests that the Client keeps a copy of all its material, which you send to us.

If the work carried out by NCMTS is not what the Client has instructed or is defective in some material respect, NCMTS shall have no liability to the Client unless the Client notifies NCMTS of the problem (in writing at our contact address) within 7 (seven) working days of the return of the transcribed work to the Client. If the Client notifies a problem to NCMTS under this provision. NCMTS only obligation will be to re-perform the work.

Notwithstanding the above NCMTS shall have no liability whatsoever for the accuracy of transcriptions including, but not limited to, proof-reading of transcription or mistakes in transcription due to inaudibility. The Client agrees that it is its responsibility to proof-read work.

NCMTS will not be liable to the Client for any loss, damage, costs or expenses of any nature whatsoever incurred or suffered of an indirect or consequential nature including, without limitation, any economic loss or other loss of turnover, profits, business or goodwill.

Notwithstanding any other provision of these Terms and Conditions, in any circumstances where NCMTS has not effectively excluded liability under or in connection with the services provided hereunder, NCMTS maximum liability to the Client whether in contract, negligence, breach of statutory duty or otherwise shall not exceed the amount paid or payable by the Client for the work assignment in question.

 

6. General provisions

 

These Terms and Conditions are not exhaustive. NCMTS may consider additional and/or revised terms and conditions at the request of a Client.

NCMTS reserves the right to change the terms at any time by posting such changes online. It is the Client(s) responsibility to refer to, familiarise itself with and comply with all the Terms and Conditions as agreed to between the parties.

 

FREQUENTLY ASKED QUESTIONS

 

1. In what format should we upload our audio files?

We would prefer files in mp3 format, however we are able to accommodate other digital formats.

2. How do I send my audio files?

Large audio files can be sent via

www.jumbomail.me or www.sendspace.com or www.wetransfer.com or www.dropbox.com

 

Upload the audio file(s) and type in our email address as the recipient. We will automatically be notified when the files are ready to be downloaded in order to transcribe.

 

Alternatively you can email smaller audio files to us for transcription at info@transcription-services-south-africa.com

 

3. How will the transcribed audio / general files be sent back to me?

 

After the completion of your audio files, we will email the transcribed document in MS Word or PDF format to you.

 

4. What type of transcription services do you provide?

• Legal transcription

• Verbatim transcription

• General transcription

• Meeting transcription

• Interview transcription

• Business transcription

• Research transcription

• Disciplinary hearing transcription

• Mediation and Conciliation transcription

• Arbitration transcription

• Grievance transcription

 

5. Why is verbatim transcription necessary?

Verbatim transcription of proceedings is the only acceptable and admissible version of events in proceedings.

6. When can I expect my transcription / general work back?

 A delivery date will be provided on all quotations.

7. What is your turnaround time for transcription services?

You can choose the turnaround time that will fit into your budget and/or time constraints.

8. How do I copy the audio files from a CD onto a PC to email to you?

You can use Windows media player to convert audio files from .wav format to mp3. Follow these basic steps to convert your CD files to mp3 files:

 

1. insert your CD into your CD drive

2. open Windows Media Player

3. Go to Rip tab

4. you should see the files from the CD listed

5. click on the Start Rip to start the ripping process of the CD files

9. What are your rates?

- Rates are provided per page on request by email, sms, whatsapp and/or verbally and can be negotiated.

-  A premium per page may be charged if work is accepted by us on an urgent basis and such rate can be negotiated on acceptance of the work.

- Payment of transcripts are required upon presentation of invoice for smaller assignments (1 to 5 hrs).

- 50% Deposit of quoted prices are required for larger assignments (5 hrs or longer).

- Clients are required to sign and return quotations prior to the commencement of the transcription.

- Payments are preferred by electronic fund transfer and can also be made in cash, bank guaranteed cheque or direct cash deposit.

- Banking details are provided when quotes are accepted and returned signed.

10. How do I make payment for completed work?

We only accept payment through Electronic Fund Transfer (EFT) straight into our bank account, the details will be provided upon completion of work

 

Please ensure that you email a copy of the payment confirmation to us on info@transcription-services-south-africa.com

 

CONTACT US

Address:  2nd Floor, Fountain Square Building

78 Kalkoen Street

Monument Park

Pretoria

 

Telephone:  +27 – 12 – 347 5595/6

Cell phone (South Africa):  +27 – 82 – 900 5354

Cell phone (Namibia):  +264 81 -244 1486

 

Email:  info@transcription-services-south-africa.com

 

 

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