Last Updated: 23 May 2026 Effective Date: 23 May 2026
1. Introduction
These Terms and Conditions (“Terms”) govern your use of the website www.ukvitranslations.co.uk and the certified translation services provided by UKVI Translations (“we”, “our”, “us”). By placing an order, accessing our website, or using our services, you (“Client”, “you”) agree to be bound by these Terms.
If you do not agree with any part of these Terms, please do not use our services.
2. About Us
- Business Name: UKVI Translations
- Address: 33 Willmore Road, Birmingham, B20 3JH, United Kingdom
- Email: info@ukvitranslations.co.uk
- Phone: +44 7459 947310
- Companies House Registration: [Insert if applicable]
UKVI Translations is an independent service provider and is not affiliated with, endorsed by, or part of UK Visas and Immigration (UKVI), the Home Office, any UK government department, university, or institution.
3. Services Provided
We provide certified translation services for personal, legal, academic, business, and immigration documents, including but not limited to:
- Visa and immigration documents (spouse, ILR, settlement, student, skilled worker)
- Passports, birth, marriage, divorce, and death certificates
- Police clearance and criminal record certificates
- Academic transcripts, degrees, diplomas
- Bank statements, employment letters, payslips
- Legal documents (contracts, affidavits, court orders)
- Medical and TB test certificates
Each translation is provided with a signed Certificate of Accuracy suitable for submission to the UK Home Office, courts, embassies, universities, and other authorities.
4. Quotes and Orders
4.1 Quotes are issued based on the documents submitted. Pricing depends on document type, language pair, page count, urgency, and additional services (notarisation, hard copies, etc.).
4.2 Quotes are valid for 7 days from the date of issue.
4.3 An order is confirmed only once we receive:
- Your written acceptance of the quote, and
- Full payment (or agreed deposit)
4.4 We reserve the right to refuse any order, including (but not limited to) cases involving illegible documents, suspected fraud, unlawful content, or documents we cannot reliably translate.
5. Pricing and Payment
5.1 All prices are quoted in GBP (£) and are inclusive of VAT where applicable.
5.2 Payment must be made in full before translation work begins, unless otherwise agreed in writing.
5.3 Accepted payment methods: bank transfer, debit/credit card (via Stripe), PayPal, or other methods as offered at checkout.
5.4 Promotional codes (e.g., UKVI35) are subject to expiry dates, eligibility conditions, and cannot be combined with other offers unless stated.
5.5 Late payments on agreed credit terms may incur interest at 4% above the Bank of England base rate, as permitted under the Late Payment of Commercial Debts (Interest) Act 1998.
6. Turnaround Times and Delivery
6.1 Estimated turnaround times:
- Same-day: within 4 hours (for orders placed before 11:00 UK time, subject to availability)
- Next-day: within 24 hours
- Standard: 2–3 working days
- Complex or lengthy documents: quoted individually
6.2 Turnaround times begin once payment is confirmed and all source documents are received in legible format.
6.3 Delivery is by email (PDF) as standard. Hard copies via Royal Mail signed-for post are available on request at additional cost.
6.4 While we make every effort to meet stated deadlines, delays caused by force majeure, illegible documents, or client-side delays in providing information are not our responsibility.
7. Client Responsibilities
By placing an order, you confirm and agree that:
- The documents you submit are genuine, lawful, and yours to submit (or you have authority to submit them on behalf of another)
- All information provided (names, dates, addresses, etc.) is accurate
- You will review the final translation for factual accuracy (names, dates, places) and notify us of any errors within 7 days of delivery
- You will not use our translations for unlawful, fraudulent, or misleading purposes
We are not liable for losses arising from documents that are fraudulent, altered, or unlawfully obtained.
8. Quality Guarantee and Acceptance
8.1 We guarantee a 99.4% first-time acceptance rate by UKVI and the UK Home Office. Every translation is:
- Performed by a certified, qualified translator
- Proofread by a second linguist
- Stamped, signed, and accompanied by a Certificate of Accuracy
8.2 Money-Back Guarantee: If a translation produced by us is rejected by UKVI, the Home Office, a UK court, or a UK university solely due to a translation error on our part, we will:
- Revise and re-certify the translation free of charge, OR
- At our discretion, refund the order in full
8.3 This guarantee does not apply to rejections caused by:
- Issues with the original document (forgery, alterations, illegibility)
- Client errors in details provided
- Changes in UKVI requirements after delivery
- Application-level issues unrelated to translation
9. Revisions and Corrections
9.1 Minor corrections (typos, name/date errors) requested within 7 days of delivery are free of charge.
9.2 Substantial changes to the source document, or revisions requested after 7 days, may incur additional charges.
9.3 Corrections do not extend any original deadline guarantees.
10. Cancellations and Refunds
10.1 Before work begins: You may cancel within 1 hour of order confirmation for a full refund.
10.2 After work has begun: A pro-rata refund may be offered based on the percentage of work completed. Once translation is more than 50% complete, the order is non-refundable.
10.3 After delivery: No refunds are available, except under our Quality Guarantee (Section 8).
10.4 Statutory Right (Consumer Contracts Regulations 2013): As a private consumer, you have a 14-day right to cancel digital service orders. However, by placing an urgent order (same-day or next-day), you expressly waive this right, as the service will be performed during the cancellation period. This is in accordance with Regulation 37(1) of the Consumer Contracts Regulations.
10.5 Refunds are processed within 5–10 working days to the original payment method.
11. Intellectual Property
11.1 The translation work itself becomes your property upon full payment. You may use it for any lawful purpose.
11.2 All website content (logos, text, design, samples) remains the intellectual property of UKVI Translations and may not be copied, reproduced, or distributed without written permission.
11.3 We retain the right to use anonymised translation samples for training, quality assurance, and marketing purposes, with all personal data removed.
12. Confidentiality
12.1 All client documents are treated as strictly confidential. Our translators sign Non-Disclosure Agreements (NDAs) as standard.
12.2 We will not disclose your information to any third party except as required by law or as outlined in our Privacy Policy.
13. Limitation of Liability
13.1 Our total liability for any claim arising from our services is limited to the amount paid for the specific order in question.
13.2 We are not liable for:
- Indirect, consequential, or incidental losses
- Loss of profit, business, or opportunity
- Visa application refusals not directly caused by translation errors
- Delays caused by UKVI, courts, embassies, or other third parties
- Loss of original documents sent by post (we recommend sending scans/photos only)
13.3 Nothing in these Terms excludes liability for death, personal injury, fraud, or any other liability that cannot be excluded by law.
14. Force Majeure
We are not liable for delays or failures caused by events beyond our reasonable control, including but not limited to: natural disasters, war, civil unrest, pandemics, government action, internet outages, postal disruptions, or strikes.
15. Complaints
If you are dissatisfied with our service, please email info@ukvitranslations.co.uk with your order number and details. We aim to acknowledge complaints within 2 working days and resolve them within 14 working days.
16. Data Protection
Your personal data is handled in accordance with our Privacy Policy and the UK General Data Protection Regulation (UK GDPR).
17. Governing Law and Jurisdiction
These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
18. Changes to These Terms
We may update these Terms from time to time. The most current version is always available on this page with the updated “Last Updated” date. Continued use of our services after changes constitutes acceptance of the revised Terms.
19. Contact
For questions about these Terms, please contact:
- Email: info@ukvitranslations.co.uk
- Phone / WhatsApp: +44 7459 947310
- Address: 33 Willmore Road, Birmingham, B20 3JH, United Kingdom