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Linguist guide

 

 

Introduction

 

Welcome to Ordlee OÜ – the ethical translation company. This linguist guide contains important information about our company and processes. We prefer to keep things as informal as possible and build working relationships around mutual trust and respect. Our aim with this guide is to give you a point of reference for what you can expect from us and what we expect from you in return.

 

If you have any questions, you know where we are.

 

 

About Ordlee OÜ

 

  • Description of the business

Ordlee OÜ is an Estonian limited company that seeks to provide an innovative alternative to the traditional and existing players in the translation and language services market, in a way that is ethical and transparent in the interest of you our linguists, our clients, and us as a company. Ordlee OÜ caters primarily for other small and medium-sized enterprises in the Nordic region by way of an informal and personal approach. Ordlee OÜ specialises in creative translation and language services that are human-led and digitally streamlined.

 

  • Ownership and company details

Ordlee OÜ’s directors are Richard Gordon Green and Igor Albyn Solunac. The company’s address and registration details are:

 

Ordlee OÜ

Ahtri 12

10151 Tallinn, Estonia

 

General e-mail address: admin@ordlee.com

 

Registration number: 16307887

VAT number: EE102413362

 

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Working hours
 

  • Our working hours

You can expect us to be available between 09:00 and 18:00 CET, Monday to Friday.
We will respond within 60 minutes to any correspondence that is received during our working hours. We may work and/or respond to correspondence outside of these hours at our discretion.

 

On the rare occasion that we are unavailable during our standard working hours as stated above, we will always endeavour to let you know in advance and set an auto-reply for our e-mail accounts so that you know when you can expect a response.

 

  • Your working hours

As a freelance linguist, you are free to determine your own working hours. We kindly ask that you let us know what hours and days you generally work so that we can plan our workload and not disturb you unnecessarily. If there are changes to your working hours, due to either time off or a more permanent change, please let us know as far in advance as possible and set up an auto-reply for your e-mail account so that we know right away if you’re not around.

 

To ensure an efficient workflow and good client care, we kindly request that you respond to all correspondence that you receive during your stated working hours within 60 minutes. “Correspondence” includes all contact by e-mail, WhatsApp, SMS, phone call, or carrier pigeon.

 

 

The work process
 

  • Enquiries, orders, and confirmations

When we contact you with an enquiry, by which we mean a potential unconfirmed assignment, we require a response within 60 minutes stating your availability and how many working hours or days you need in order to deliver the assignment or, alternatively, an estimated delivery date. At the enquiry stage, any indication of availability is not binding on either you or on us.

 

When we contact you with an order, by which we mean a definite assignment for which we can issue a purchase order, we require a response within 60 minutes. In your response, let us know if you can deliver by the deadline we have requested or, if you cannot, offer an alternative deadline. Once agreed, please provide a clearly worded confirmation of your acceptance and we will issue a purchase order or a clearly worded confirmation that you may start the assignment. It is at this point that the order becomes binding on both you and us.

 

  • Cancellations

Sometimes it may be necessary for us to cancel a binding order due to circumstances outside of our control. Should this happen, we will pay you a cancellation fee, which is the greater of 50% of the assignment value or the value of the work that has already been completed.

 

  • Use of Memsource and machine translation

Ordlee OÜ’s primary translation tool is Memsource. You will be provided with a free linguist account and must use Memsource for any assignment where this is requested. Occasionally we may require you to work in other file formats, but this will always be agreed in advance.

 

Ordlee OÜ uses Google Premium machine translation solely as a background tool to support our linguists. It must never be relied upon or automatically inserted. Please check your Memsource settings to ensure that machine translation is never automatically inserted. We can provide help with this if needed – just get in touch.

 

Before delivering an assignment that has been conducted in Memsource, you must run a QA check for any minor errors or inconsistencies. We can provide help with this if needed – just get in touch.

 

  • Deadlines and delivery

You must always deliver on or before the deadline that we agree between us when the order is placed, unless there is very good reason for a delay. You must inform us in advance if you anticipate a delay to any delivery. In cases where we are penalised by our clients, we may have to levy a financial penalty.

 

Nearly all of your translation work will undergo independent proofreading that you will need to finalise. We will indicate the finalisation window in our purchase order to you, so please ensure that you set aside the time needed both to deliver your translation by the first deadline and to finalise your proofread translation by the second deadline. Both deadlines will be stated in the purchase order.

 

You should deliver all assignments in the format in which they are originally sent to you or in the format requested.

 

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Financial matters
 

  • Prices and currency

The price for each assignment will be provided in writing in advance in our purchase order to you. As an Estonian company, our working currency is Euro (EUR / €). Wherever possible, we will agree to a separate pricing agreement with you to ensure predictability and stability for you and for us when pricing assignments.

 

  • Invoicing

    • You must send us your invoice no later than the last working day of each month.

    • Send your invoice in PDF format by e-mail to admin@ordlee.com.

    • Your invoice must be raised in Euro and contain a breakdown of the work that you have completed and delivered during the month. A specification of your work will be sent to you on the last working day of the month, or sooner on request.

    • Your invoice must state:

      • Ordlee OÜ’s address (Ahtri 12, 10151 Tallinn, Estonia)

      • Ordlee OÜ’s VAT number (EE102413362)

      • The invoice number, date, and due date

      • Your name and address

      • Your VAT details (if applicable)

      • Your bank details for payment

 

  • Payments

Payment will be made in Euro to the account specified on your invoice within 30 days of the date of the invoice.


 

If something goes wrong
 

  • Complaints

In the very unlikely event that we are unhappy with your work, we will contact you to start the process of putting things right. We will endeavour to raise any concerns within 30 days of the date of the invoice of the assignment in question.

 

  • Remediation

The first course of action is to work together to put things right at no expense to us or our client. We do everything we can to avoid having to grant our client a discount, although sometimes this is the only way a matter can be resolved. Where this is the case, we will pass on a proportion of the financial penalty to you in the fairest possible way.

 

  • Liability

Your financial liability is limited to the original monetary value of the assignment. You are otherwise covered by our professional indemnity insurance policy, although we always recommend that you take out your own insurance for your own work and peace of mind.

 

  • Disputes and legal venue

We feel certain that things will never reach this point, but should it happen, we will endeavour to settle any dispute by way of arbitration. Should matters progress further, our legal venue is Estonia.

 

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Formalities
 

  • Confidentiality and non-competition

It goes without saying that we uphold the strictest confidentiality in relation to all of the work we do in strict adherence to the General Data Protection Regulation (GDPR). Accordingly, we need you to agree to and sign the following non-disclosure statement:

 

I, _____________________________________ [INSERT NAME], hereby undertake not to disclose any information, documents, or materials of any nature which may come into my possession through my work for Ordlee OÜ. I further undertake not to disclose any personal data contained within the above-mentioned information, documents, and materials and understand that I have a responsibility to handle any such data in accordance with the General Data Protection Regulation (GDPR).

 

I understand that ‘disclosure’ includes the use of any machine translation engine that has not been specifically provided by Ordlee OÜ within the Memsource environment.

 

Should I make use of any translation community forums to seek help in my translation work, I understand that I must anonymise any sensitive information such as company names, product names, or personal names.

 

I understand that this undertaking applies indefinitely.

 

 

Signature: ________________________

Name:      ________________________

 

Date:         ________________________

 

 

In light of the importance that Ordlee OÜ attaches to good industry ethics and transparency, we want to ensure that we do not work in competition with our freelance linguists. The Nordic translation market is a small one, and there may be occasions when we find ourselves working with the same clients or companies directly. Should either of us discover this to be the case, we kindly request that you let us know, and we will let you know as well, so that we can ensure that we work in a way that is not detrimental to either you or us. To this end, we need you to agree to and sign the following non-competition statement:

 

I, _____________________________________ [INSERT NAME], hereby undertake not to engage in direct contact with any of Ordlee OÜ’s end clients without Ordlee OÜ’s explicit agreement. I further undertake not to knowingly solicit the business of any of Ordlee OÜ’s clients, and should it come to my attention that I am working directly with any of the same clients as Ordlee OÜ, I undertake to inform Ordlee OÜ of this immediately so that a suitable solution can be reached.

 

I understand that this undertaking applies indefinitely.

 

 

Signature: ________________________

Name:      ________________________

 

Date:         ________________________

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