Last updated on September 29, 2026
Privacy & Confidentiality
This policy outlines how client documents are handled, stored, used, and protected in the course of professional translation services.
I. Professional Confidentiality
All documents submitted for translation are treated as confidential professional materials.
We recognize that documents provided by clients often contain sensitive information, including but not limited to personal identification documents, legal documents, academic records, and immigration-related documents.
All reasonable professional precautions are implemented to maintain confidentiality, including modern device security measures, strong authentication methods, professional anti-malware protection, and secure zero-access encrypted email services.
II. Use of Client Documents
Documents submitted by clients are used solely for the purpose of providing requested language services, including translation, editing, or related consultation.
Client documents will not be disclosed to third parties, except where disclosure is required by law.
Where reasonably necessary for the provision of the requested service, relevant documents may be processed, to the extent necessary, using third-party tools or services, including, where applicable, software such as Microsoft Word and Adobe Acrobat Reader.
III. Data Storage
Documents may be stored for record-keeping, reference, and professional documentation purposes.
Due to the nature of professional translation practice, documents are not routinely deleted after project completion.
Clients who have specific data retention concerns are encouraged to discuss them before submitting documents.
IV. Transmission of Documents
Documents are typically transmitted electronically between the client and the translator.
While high-level security precautions are implemented, including the use of modern device security measures, strong authentication methods, professional anti-malware protection, and secure zero-access encrypted email services, the Internet cannot be guaranteed to be entirely secure.
To the extent permitted by applicable law, we are not responsible for interception of communications, transmission errors, or similar events beyond our reasonable control.
V. Client Responsibility
Clients are responsible for ensuring that:
the submitted documents belong to them, or that they have the necessary permission to submit them
the documents do not violate copyright or other legal restrictions.
Image Rules & Legibility
When a source document must be submitted as an image, it is strongly recommended that you use a scanner rather than a camera unless the document is too large to fit into a scanner. The image must be clear, upright (not taken at an angle), unaltered, and free of any marks, including watermarks, glare, shadows, or other visual obstructions. Images taken with a mobile phone camera are generally not accepted unless prior approval is obtained. If you are unsure whether your image meets the standard, please contact the intake desk in advance for verification. Images should be submitted to intake@translationwizard.ca.
Please ensure that all information on your document(s) is fully visible and clearly legible. Do not upload any document in which the content is cut off, cropped, or partially obscured. At this time, only typed documents are accepted. If your documents contain any handwritten information, please contact us in advance to confirm whether all portions can be accurately deciphered.
This service does not provide quotations before reviewing the source documents. A quotation will only be issued after the submitted document images have been reviewed and confirmed as acceptable for translation. Please ensure that your document images meet the required submission standards. Unapproved or non-compliant images will be rejected. Do not make any payment unless you have first received a quotation from us. Any payment made without a quotation will not be refunded.
Agency / Subcontracting Policy
We primarily work with direct clients and do not accept subcontracted assignments from agencies unless the end client is permitted to communicate with us directly.
If you are a translation agency, please note:
We accept work only when the end client may communicate with us directly as needed for clarification.
The end client must submit the request via our website and complete our quote inquiry form personally. Agencies may not submit or complete the form on the client’s behalf.
We do not work under “white-label” arrangements where we are not permitted to contact the end client.
We can only stamp or sign certified translations that we personally translate and finalize from the source documents provided.
If these conditions do not fit your workflow, we may not be the appropriate service provider for your needs.
Revision Policy
I. Commitment to Professional Standards
All translation work is performed according to the professional standards generally accepted within the translation profession.
Reasonable care is taken to ensure that translations faithfully reflect the source text.
II. Notification of Issues
If the client believes that a translation contains an error, the client must notify us in writing at info@translationwizard.ca within 30 calendar days of delivery.
The notification should include:
the specific section in question
the reason for the concern raised
any supporting explanation.
III. Corrections
Where an error attributable to the translator is identified, reasonable corrections will be made free of charge.
Requests that involve:
modifications to the original source text
additional wording
formatting changes not included in the original agreement
may be treated as new work and may incur additional charges.
IV. Limitation of Remedies
Corrections of the translation constitute the primary remedy in the event of a complaint.
To the extent permitted by applicable law, our total liability arising from the affected translation service shall not exceed the amount paid for that service.
Unforeseen Circumstances
Reasonable efforts will always be made to complete accepted work within the agreed timeframe. However, circumstances may occasionally arise that could not reasonably have been anticipated or prevented.
These may include, for example, sudden illness or emergency, loss of electrical power or Internet service, computer or software malfunction, interruption of digital certification systems, postal or courier disruption, labour action, natural disaster, government restrictions, or failure of an external service on which completion or delivery depends.
Where such an event materially affects an order, the client will be informed as soon as reasonably practicable. If completion becomes impossible, any amount returned will relate only to the portion of the service that remains unperformed, subject to applicable law.
Governing Law
These policies shall be governed by and construed in accordance with the laws of the Province of British Columbia, Canada, without regard to conflict of law principles.
Entire Agreement
These policies, together with any written quotation, invoice, order confirmation, and service-specific terms provided to the client, constitute the agreement governing the services.