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Rules of Cooperation with Translators and Interpreters

Rules of Cooperation with Translators
and Interpreters


All translators and interpreters working for KONTEKST are obliged to protect confidential information.

  1. The Translator/Interpreter shall protect and duly secure the information being company secrets of KONTEKST or its clients. The Translator/Interpreter shall not be authorised to reveal such information to any third parties.
  2. When using confidential information disclosed by KONTEKST in his/her IT system, the Translator/Interpreter shall use an individual user ID (username) and a password to access the system.
  3. The Translator/Interpreter must not provide third parties with access to confidential information disclosed to him/her by KONTEKST.
  4. The Translator/Interpreter shall secure the data processed at his/her workstation with a password which meets the following requirements:
  5. The Translator/Interpreter must not disclose the password to third parties.
  6. If the password is lost and/or disclosed to a third party, the Translator/Interpreter shall change the password immediately.
  7. If the Translator/Interpreter uses confidential data/information in the form of printouts, he/she shall store them in places inaccessible to third parties.
  8. At least once a month, the Translator/Interpreter shall scan his/her IT system for computer viruses. Recommended software: Kaspersky Internet Security, McAfee Internet Security, Symantec Norton Internet Security, SOPHOS, ESET End Point, ESET Smart Security.
  • it should consist of at least twelve alphanumerics;
  • it must not be obvious (e.g. a name, surname, proper name, date of birth, etc.);
  • it should be changed on a regular basis, at least every 2 months.


  1. When entrusted with an interpreting job, an Interpreter is obliged to:
  2. As far as possible, KONTEKST ensures the Interpreter is provided with a detailed agenda of the meeting, texts of the presentations, reference materials, names of presenters and other information received from the client to facilitate service delivery.
  3. The remuneration amount is agreed with the Interpreter each time before accepting the order.
  4. All arrangements with the Interpreter must be confirmed in writing (e.g. in an email with the order number indicated).
  5. An Interpreter who has accepted an order from KONTEKST undertakes to refrain from performing any services directly to the benefit of KONTEKST’s clients for a period of 12 months since the Interpreter’s last service delivery for KONTEKST.
  • thoroughly prepare for the job, using reference materials provided by KONTEKST and by the client, as well as derived from other sources available to the Interpreter;
  • join the client in the designated venue and at the pre-arranged time, taking account of the time necessary to have the work station made ready for use, to perform any equipment check-ups and to be provided with appropriate training in equipment operation, if needed;
  • present a suitably neat and professional appearance and wear an appropriate outfit;
  • use ID badges and business cards provided by KONTEKST;
  • accommodate to the client’s needs as they emerge during the event;
  • upon completing the job, inform KONTEKST about the details and the actual duration of service performance.


  1. Every translation job for KONTEKST is assigned a unique order number. Financial settlements for translations are based either on the number of characters in the final version of the target text revised by KONTEKST, or on an analysis generated by a CAT tool. The number of characters is determined on the basis of the following principles:
  2. A Translator is notified about a translation job by phone or email. Following the notification, the Translator receives – by email, using a vendor portal or an FTP server, by fax or by courier mail – the source text and order details, including: order number, date and time of delivery to KONTEKST and the remuneration rate.
  3. The remuneration rate per page of the translation is determined by KONTEKST on a case-by-case basis.
  4. If the Translator accepts the conditions proposed by KONTEKST, he/she should immediately provide (by email) a written confirmation of order acceptance, indicating the relevant order number.
  5. The Translator should make sure the source document provided conforms with the description received beforehand (in terms of the number of pages, files, the general nature of the text). If the Translator identifies any inconsistencies in this matter, he/she should immediately notify KONTEKST; otherwise, the order is deemed accepted without reservations.
  6. Upon completing the job, the Translator sends the translation back to KONTEKST at or via another channel as specified in the order.
  7. The Translator is obliged to deliver the translation on time, no later than within the deadline specified in the order. Unless the order indicates otherwise, the translation should be provided to KONTEKST via email by 8:30 a.m. on the day specified as the date of delivery.
  8. Should the Translator find himself/herself unable to keep the deadline for reasons beyond his/her control, he/she must immediately notify KONTEKST about it and have the receipt of such notification confirmed by KONTEKST. Failure to keep the deadline can cause the Translator’s remuneration rate to be reduced or his/her contract to be terminated.
  9. The Translator is obliged to perform the translation to the best of his/her knowledge and ability, and in keeping with the applicable best practices. In particular, the Translator must:
  • CAT tools: according to an analysis generated by memoQ or another computer-assisted translation software, using pre-agreed thresholds;
  • MS Word: using the Word Count function or using dedicated software;
  • MS Excel and PowerPoint: by copying the text into an MS Word document and proceeding as above or using dedicated software;
  • other file formats: on a case-by-case basis;
  • translations certified by a sworn translator: according to the principles set forth in the applicable Resolution of the Minister of Justice;
  • use relevant terminology, taking account of the possible guidelines/client glossaries provided by KONTEKST;
  • ensure the target text is linguistically (grammatically) and stylistically correct;
  • ensure proper formatting of the text, without unwarranted section breaks, text boxes, non-standard line or paragraph spacing etc.;
  • adjust style to the intended use and target recipients of the text.
  1. The Translator should make sure to report in advance any emerging problems regarding the content of the text or formal considerations of the order. KONTEKST does not accept situations where problems are reported only on the translation delivery date.
  2. The Translator is obliged to use terminology commonly accepted in a given field and to take account of terminology guidelines provided by KONTEKST.
  3. Big volume translation orders performed in cooperation by many individual translators are coordinated by a representative of KONTEKST. In such cases, the Translators are expected to use unified terminology specified by KONTEKST.
  4. Before delivering the translation, the Translator is obliged to carefully proofread the target text produced.
  5. Should the translation be rejected by KONTEKST due to a large number or severity of errors identified in the text (quality issues), the translation may be sent back to the Translator with relevant instructions and a request to amend the text and/or the remuneration rate may be reduced in consequence.
  6. The remuneration rate may also be reduced if the Translator fails to deliver the translation job on time.
  7. Client complaints which KONTEKST determines to be justified will cause a reduction in the Translator’s remuneration.