Terms & Conditions

Posted: 3 October 2018

Effective: 1 September 2018

These terms and conditions ("Terms") cover your use and access to our services and websites ("Services"). This is an agreement between you, or the organization that you represent, and Texas Interpreters Fellowship ("TIF").

The Services are provided by Texas Interpreters Fellowship, located at 5118 Woodcraft, San Antonio, Texas 78218, United States.

Acceptance of these Terms

You must be of legal age to enter into a binding agreement in order to accept these Terms. If you do not agree to the Terms, you may not use our services or access our website. By using our Services, you agreeing to be bound by these terms, including those additional terms, conditions, and policies referenced herein and/or available by hyperlink. Please read them carefully.

If these terms are considered an offer, acceptance is expressly limited to these Terms.

Any new features or tools which are added to our website shall also be subject to these terms. You can review the most current version of these Terms at any time on our website. We reserve the right to update, change, or replace any part of these Terms by posting updates and/or changes to our website. It is your responsibility to check this page periodically for changes. Your continued use of services following the posting of any changes constitutes acceptance of those changes.

Privacy policy

When you engage in our services, we collect the information you give us such as your name, address, phone, email address, and any information about the organization that you represent.

When you browse our website, we also automatically receive your computer's internet protocol (IP) address, browser and operating system information.

Email marketing (if applicable): With your permission, we may send you emails about our services. We will provide options to opt out of our email marketing which can be found at the bottom of the emails. If such information is not found, you can contact us to request to be opted out at any time.

We do not sell, share, or rent your information to any third party or use your email address for any unsolicited mail. Any email sent by us will only be in connection with the provisions of agreed services.

When using our services you consent to our collecting and using your information to provide the services requested.

Disclosure

We only disclose your information as needed to provide our services, collect on outstanding invoices, or as required by law.

Confidentiality and Security

Maintaining confidentiality and keeping confidential information secure is paramount, especially in today’s environment. In order to comply with local, State, Federal, and contractual requirements TIF has established policies that cover keeping confidential information secure and safe. The following documents are our policies covering this. Interpreters, TIF staff, contractors, vendors, and any other persons contracted to assist TIF are required to comply with these polices, and any client specific requirements, as part of these terms.

Policy for Information Security and Privacy Click here to view
Policy for Personally Owned Electronic Computing Device and Storage Media Standard Click here to view
Policy for Password Standard Click here to view
Policy for Electronic Media Sanitation Process Click here to view

Third Party Services

We use third party services to provide and coordinate services for our clients. Your data is stored through their data storage, databases and their general application(s). They store your data on a secure server behind a firewall. We continually evaluate their services and work with our data providers to ensure that all of your data is safe, secure, and meets all required confidentiality and security requirements.

Our Interpreters

Our interpreters are some of the best in our area. Our interpreters hold a wide range of training, skills and abilities, we are confident in our interpreters and their ability to serve all of our client's needs.

All interpreters must adhere to a Code of Professional Conduct. In Texas, local, State, and Federal laws are in place to ensure that they do adhere to the Code of Professional Conduct. To view the code visit Registry of Interpreters for the Deaf (RID) at “
http://www.rid.org/ethics/code-of-professional-conduct/”.

If you would like to let us know how are interpreters are doing or report any issues, please visit our website at “
https://www.tifsa.com/interpreter-feedback.html” or email us at tifsa@tifsa.com to let us know.

Scheduling

All requests for interpreting services should be scheduled as soon as possible.

Each assignment will be scheduled for a minimum of 1 hour, after that hour, or after the time scheduled, the time will be calculated in 15-min intervals.

If an appointment is longer than 1.5 hours it may become necessary to have two, or more, interpreters that will alternate. You will be charged for each interpreters.

When you call for an appointment we will need the location address and a general idea of the interpreting situation. Example: men prefer male interpreters at physical examinations. If a particular interpreter is requested we will do everything we can to arrange for that person, if the person is listed with us. There are situations where it is mandatory to have and interpreter who is legally qualified or where certain interpreters are needed because of skill level, and/or language, and/or technology needed, we will need to know that. Your needs are our first priority; we will do everything possible to meet them. Due to the shortage of interpreters please book appointments as soon as possible.

Clients can also request an interpreter from our secure website provided the appointment is 72-hours out. We will confirm the receipt of the appointment, if you do not receive confirmation within 2 hours please contact our office. See our Schedule an Interpreter page on our website for more information.

*See the below section, "Conferences", for exceptions to this section.

Conferences

If you schedule a conference with us we offer a 5% discount, provided the conference is scheduled more than 10 business days before the start of the conference.

Once the conference is scheduled, if it, or any part, is canceled 5 business days, or less, before the conference start date, or the deaf participant(s) is a no show, you will be billed for the scheduled time.

Cancellations Or No-Show

Any appointment that is canceled with 24-hours, or less, notice* or is a no show will be billed as scheduled.

*Please refer to "Conferences" section for exceptions to this section.

Pricing For Services

We offer our clients a simple base pricing for regularly scheduled appointment. Requests that require specific certification, services, or technology may be charged at a higher rate. Requests for conferences, concerts or special/unusual situations may also be charged at a different rate. Discounts are also available. For specific rates please contact us to receive our pricing or to request a quote for services.

Below is the rate calculations for our basic services:
Weekday Day Rate (8 am to 5 pm) = Base Rate
Weekday Day Emergency Rate (Less than 48 hours notice) = Base Rate x 1.5
Weekday Night Rate (5 pm to 8 am, Monday thru Friday) = Base Rate x 1.5
Weekday Night Emergency Rate = Weekday Night Rate x 1.5
Weekend/Holiday* Day Rate = Base Rate x 1.5
Weekend/Holiday* Day Emergency Rate = Weekend/Holiday Day Rate x 1.5
Weekend/Holiday* Night Rate = Base Rate x 1.5
Weekend/Holiday* Emergency Night Rate = Weekend/Holiday Night Rate x 1.5

*All Federal holidays will be charged at the holiday rate.

Extended time: If an assignment runs 15 minutes or more beyond the scheduled end time then the extended time will be billed at 1.5 times the scheduled time rate.

Requests received with 48-hours, or less, notice will be billed at 1.5 times the regularly billed rate. Please refer to "Conferences" section for exceptions to this section.

You will be charged for each interpreter on each appointment (consecutive block of time) an administrative fee equal will be charged at the same rate as the start of service. For onsite appointments the administrative fee will be 1 hour and virtual appointments will be 30 minutes

Travel

Any appointment that is outside our service area that requires more than 20 minutes of driving one way will be charged a travel fee. We calculate travel the same way that the State of Texas requires us to calculate the travel time for their assignments.. Travel is charged based on the shortest route to the assignment, as determined by either MapQuest* or Google Maps. We will subtract 20 minutes each way from the travel time (the 20 minutes each way are part of the administration fee). Travel time is billed in 15 minute intervals. We charge for travel at the same rate as the administrative fee.

*Google Maps is normally used, MapQuest is used when requested.

Parking

If the appointment location does not have free parking or free parking permit is not provided, there may be a parking fee charged per interpreter on the appointment. If parking time is after 5 pm there may be an additional charge. Normally, parking is requested for all day events.

Billing

We will send an invoice upon completion of the appointment. Prior to the appointment we will need to know where to send the invoice. We can send the invoice by email (preferred method), fax or mail. Payment is due upon receipt. If payment is not received by the “Due Date” then there will be a 5% monthly late fee charged.

If you require different billing terms or wish to have us bill you weekly or semi-monthly please contact our office prior to scheduling any appointments for approval. With the exception of Government contracts we do not offer monthly billing.

If you request weekly or semi-monthly billing we try to make sure to bill for all assignments in the period covered on the invoice, but there may be situations that not all assignments will be billed in the period billed. Regardless of when an assignment is billed you are still responsible to pay for the service.

If you have any issues with an invoice received for services please contact our office immediately so that we can resolve the issue. We reserve all rights regarding the modification of an invoice. Once we receive a payment for the invoice, or the invoice has reached the status of past due, it will be considered accurate and complete.

Payments

Cash, Check, all Major Credit Cards, eChecks, Bank Transfer, PayPal are all acceptable forms of payment. Our terms of payment are payment due upon receipt. When you make a payment for services rendered your payment will be processed through an online, third party, service. Payment constitutes that we have met your needs, expectations and resolved any issues.

Any payment that does not clear, is canceled, or reversed will be subject to a $35 charge. We may also charge you for any fees or fines that arise from the payment not clearing.

If we owe you a credit, it will be applied to any open invoices or applied to your next invoice for service. Reimbursement of any credits will only be made if the credit is from an over-payment and we received written request. All other credits have no cash value unless it is applied to pay for our services. Reimbursements will be made by check and mailed to you, please allow 2-4 weeks to receive the reimbursement.

Collections

If payment is not received by the "Due Date" of the invoice, there will be a 5% monthly late fee charged. To avoid the late fee contact us before the due date to make payment arrangements.

If an invoice is 90 days, or more, past due we will begin our collection process. In addition to the 5% monthly late fee we will charge an additional $15 monthly collection fee and any and all fees and additional cost, including any legal fees, that arise from the collection process. These fees will not be waived and it is your responsibility to pay them.


Non-payment for services that are 90 or more days late may be referred to the State of Texas, or appropriate local authorities, for additional legal actions, as required by law.

Governing Law; Disputes

By using our Services, you agree that the Federal Arbitration Act, applicable federal law, and the law of the State of Texas, without regard to its principles on conflicts of laws, will govern these Terms and Conditions, your use of our Websites and Services, and any dispute of any sort that might arise between you and Texas Interpreters Fellowship.

If a dispute arises between you and Texas Interpreters Fellowship, our goal is to provide you a neutral and cost effective means of resolving the dispute quickly. To that end, you agree to first contact Texas Interpreters Fellowship by phone, mail, or email via the contact information below to describe the problem and seek a resolution. If that does not resolve the issue, then you and Texas Interpreters Fellowship agree that any dispute or claim relating to your use of our Services or Websites will be resolved through binding arbitration, rather than in court, except that you may assert claims in small claims court if your claims qualify. In addition, you and Texas Interpreters Fellowship both agree that either party may bring suit in court to enjoin infringement or other misuse of intellectual property rights. If for any reason a claim proceeds in court rather than in arbitration, you and Texas Interpreters Fellowship each waive any right to a jury trial.

You and Texas Interpreters Fellowship agree that each may bring claims against the other only in your or its individual capacity, and not as a plaintiff or class member in any purported class, consolidated, or representative action. Further, unless both you and Texas Interpreters Fellowship agree otherwise, the arbitrator may not consolidate more than one person’s claims, and may not otherwise preside over any form of a representative or class proceeding. Notwithstanding the foregoing, this arbitration agreement does not preclude you from bringing issues to the attention of federal, state, or local agencies. Such agencies can, if the law allows, seek relief against us on your behalf. This entire arbitration provision shall survive termination of this Agreement and the termination of your Texas Interpreters Fellowship account.

To begin an arbitration proceeding, you must send a certified letter requesting arbitration and describing your claim to Texas Interpreters Fellowship, 5811 Woodcraft, San Antonio, TX 78218. The arbitration will be conducted by the American Arbitration Association (AAA) under its rules, including the Commercial Dispute Resolution Procedures and the Supplementary Procedures for Consumer Related Disputes of the AAA, as modified by this Agreement (collectively, "AAA Rules"). The AAA Rules and costs are available online at
www.adr.org or by calling the AAA at 1-800-778-7879.

Miscellaneous

Assignment. We reserve the right to assign or transfer our rights and obligations under this Agreement. These terms are personal to you and, as a result, you may not, without the written consent of Texas Interpreters Fellowship, assign or transfer any of your rights and obligations under this Agreement. There shall be no third-party beneficiaries to this Agreement.

Serviceability. In the event that any term of this Agreement is held to be invalid or unenforceable by a court of competent jurisdiction, the remainder of these terms shall remain valid and enforceable. We can replace any term which is not valid and enforceable with a term of similar meaning which is valid and enforceable.

Waiver. Any failure by us to enforce any term of the terms of this Agreement shall not affect our right to require performance at any subsequent time, nor shall the waiver by us of any breach by you of any provisions of these terms be taken to be a waiver of the provision or provisions itself.

Complete Agreement. This Agreement, including any terms, conditions and policies expressly referenced herein, together with any legal notices published on the Websites, shall constitute the complete understanding and agreement between you and us, and shall supersede and cancel any prior or contemporaneous understandings and agreements, except as expressly provided otherwise by Texas Interpreters Fellowship.

Periodic Review

TIF shall conduct an annual and, as needed, periodic review of these terms to ensure that it remains appropriate and relevant.

Information And Assistance

Texas Interpreters Fellowship will make available this and all applicable policies on their website.

Direct any questions, comments, suggestions, or requests for further information to the Owner of Texas Interpreters Fellowship by email at tifsa@tifsa.com or by mail at Attention: Owner, Texas Interpreters Fellowship, 5811 Woodcraft, San Antonio, Texas, 78218.