Dear contractor, thank you very much for working with us. As we strive to continue to deliver the highest quality to our clients, we would like to make you aware of the conditions that apply when you accept an assignment with MindByte.
What you commit to:
1. Read all emails, understand our briefs and adhere to any specific instructions.
2. Check that you have received all the relevant working files and immediately inform us if any are missing or corrupted.
3. Use reference materials, campaign/creative briefs, checklists, Translation Memories and glossaries provided at all times. For developers, we use the Jira Ticket System.
4. Ask any questions as early as possible so we can seek clarification without impacting the agreed deadline. Immediately inform us if you believe you are missing any relevant files or information.
5. Proofread your own work at least once and run a spell check before delivery. If you are working on the Transcreation of a TV commercial ensure that the copy flows and fits video timings.
6. Meet the agreed deadlines at all times.
7. Keep your Transcreation Account Manager regularly updated and alert of any potential delay, with at least 4 days’ notice.
8. If the quality of the work delivered does not meet any of the above criteria, you agree to rework it according to our feedback, promptly and within the original budget. Under no circumstances reopened Tickets can be charged a second time. You are obliged to fix the problems until they are solved at your expense.
9. In case you fail to comply with our deadlines and there is any damage your failure causes to our business you are fully responsible for such damages.
10. For hourly jobs Hubstaff must be used and after each period the time sheet must be submitted for control. A failure to submit a time sheet timely voids your work.
What we commit to:
1. Provide a full brief and clear instructions or assign tickets in the Jira System
2. Guidance throughout the project
3. Prompt answers to your queries
4. Whenever possible, provide repeat business or commit to a retainer contract
5. Support with any invoice queries
Non-compliance rate deductions
MindByte Communications reserves the right to deduct a percentage of the agreed budget for failing to meet any of the above requirements. The penalty will be fair and will depend on the length of the project, the severity of the error, its consequences and the amount of time and work required to rectify it.
Below are two matrices for reference:
Quality based penalties
Type of error Penalty deduction
No errors and/or less than 3 minor errors 0%
* 3-5 minor errors and/or less than 2 serious errors 1-30%
* 3-7 minor errors and/or less than 3 serious errors 30-60%
* 4 or more minor errors and/or 3 or more serious errors
and/or any critical error 60-100%
Payment deductions will be made at MindByte Communications’ discretion and adjusted according to the word-count or size of the project/sample being reviewed or problems with reopened Jira Tickets. Reopening a ticket a second time is considered as critical.
They will be communicated to talent with justification prior to any deductions being applied. See below for more information on the distinction between minor, serious and critical errors
Critical
* Critical errors make the copy not fit for purpose and the website – or parts of it – not fit for proper use. Reopening a Ticket more than 2 times for the same problem is considered critical.
Serious
* Serious errors of a lesser severity than a critical one, altering the meaning of the sentence or having to be reopened in Jira. They correspond to errors in accuracy, compliance, content or terminology.
Minor
* Errors that do not compromise the meaning and accuracy of the target text, when in comparison with the original source.
Punctuality based penalties – Translations
Type of delay (with no alert) Penalty deduction
On time or new deadline agreed 0%
0-1 hour delay 0-10%
1-4 hours delay 10-50%
More than 4 hours delay 50-100%
It is mandatory to keep MindByte Communications updated on your ability to stick to the agreed deadline via email or phone. Any delays should be notified with at least 4 hours prior notice.
Punctuality based penalties – Journal publishing deadlines
Type of delay (with no alert) Penalty deduction
On time or new deadline agreed 0%
0-1 days delay 0-10%
1-4 days delay 10-50%
More than 4 days delay 50-100%
It is mandatory to keep MindByte Communications updated on your ability to stick to the agreed deadline via email or phone.
Any delays should be notified with at least 4 days prior notice.
We expect that you send regular feedback on your projects. If after repeated unsatisfactory feedback no improvement has been noticed, MindByte Communications reserves the right to cease working with you.
It is important that both parties are clear on the terms of working together so if you have any questions at all please do let me or your Transcreation Account Manager know. Any dispute will be only settled in a Limassol Court.
Best wishes,
The MindByte Communications Team
Contact details (in full in front of the site):
MindBYTE Communications Ltd
5 Kosta Ourani
CY-3085 Limassol, Cyprus