Terms and Conditions

Latest version: September 30, 2026

These Terms and Conditions govern use of the Upstream Translation & Immigration website, our Instant Quote system, and translation-related services provided by Upstream Translation & Immigration (“Upstream”, “we”, “us”, or “our”). By requesting a quote, uploading a document, accepting a quote or purchasing services, you agree to these Terms and Conditions.

1. Instant Quotes and Order Confirmation

Prices and turnaround times generated by our Instant Quote system are estimates based on the information available from the uploaded document and the options selected by the client. An estimate may be revised if the document cannot be accurately read or analyzed, if the actual word count or scope differs from the estimate, or if the document requires services not identified during the quote process. No order is binding on either party until the client accepts the quote and Upstream confirms the request.

2. Automated Document Analysis

Documents uploaded through our Instant Quote system may be processed using automated text extraction or optical character recognition (OCR) technology for the purpose of estimating word count, price and turnaround time. Automated results may not accurately identify all text, particularly where documents are handwritten, scanned, damaged, poorly legible or unusually formatted. A technical failure of the Instant Quote system does not create an order or prevent the client from requesting a quote by email.

3. Client Responsibilities and Source Documents

The client is responsible for providing complete and legible source documents and accurate information concerning the requested service. Upstream is not responsible for errors or omissions resulting from illegible, incomplete or incorrect source material. The client confirms that they have the right to submit the documents and any necessary consent to share personal or confidential information.

4. Certification and Acceptance Requirements

The client is responsible for informing Upstream before work begins of any specific requirements imposed by the organization receiving the translation, including requirements for certification, affidavits, notarization, legalization, apostille, original signatures, hard copies or a particular translator qualification. Upstream cannot guarantee that a translation will be accepted by a particular organization where its requirements have not been disclosed to us in advance. Upstream does not currently provide affidavit services unless expressly agreed otherwise.

5. Other Translators and Language Professionals

Upstream may engage qualified translators or other language professionals to complete all or part of an assignment, particularly for language pairs or areas of expertise not handled in-house. Documents and information will be shared only to the extent reasonably necessary to provide the requested service and subject to appropriate confidentiality obligations.

6. Turnaround and Delivery Estimates

Turnaround and delivery dates displayed by the Instant Quote system are estimates. The confirmed delivery date will be provided when Upstream confirms the order. Dates may change if additional information, clarification or documentation is required from the client or because of circumstances beyond our reasonable control.

Where hard-copy delivery is selected, any estimated hard-copy delivery date includes an estimated postal transit period and additional processing time. Postal and courier delivery standards are estimates, and Upstream is not responsible for delays occurring after an item has been transferred to the postal or courier service.

7. Electronic and Hard-Copy Delivery

Electronic delivery is the default unless another method is selected or agreed. Where hard-copy delivery is requested, the client must provide a complete mailing address when accepting the quote. Upstream uses that address to prepare the job and hard-copy delivery. The client is responsible for providing accurate delivery information. Additional mailing, courier or replacement-delivery charges may apply where information supplied by the client is incorrect.

8. Corrections and Revisions

If the client believes a completed translation contains an error or omission, the client should notify Upstream promptly and identify the issue. Upstream will review claimed translation errors and, where appropriate, correct them without additional charge. Changes resulting from new or amended source documents, changed instructions, preferred terminology or information not provided with the original order may be subject to an additional charge. For certified translations, Upstream retains professional discretion to reject requested wording that would make the translation inaccurate or cease to be a true and faithful rendering of the source document.

9. Fees, GST and Payment

The client is responsible for the confirmed price together with applicable taxes and agreed additional charges. Website estimates show applicable GST where indicated. For projects of 500 source words or fewer, Upstream may proceed without advance payment and invoice after delivery. For projects over 500 source words, Upstream ordinarily requires a 50% deposit before work begins, with the balance due on delivery, unless otherwise agreed in writing.

10. Cancellation

A client may cancel a request before Upstream confirms the order without charge, except for any non-refundable third-party costs already incurred with the client’s authorization. Once Upstream has confirmed the order and work has begun, the client is responsible for work completed up to the time cancellation is received together with any non-refundable third-party costs already incurred.

11. Confidentiality and Privacy

Documents and personal information submitted to Upstream will be treated as confidential and used for purposes connected with providing the requested services, administering the order, communicating with the client and meeting legal or professional obligations. Information may be disclosed to translators, service providers or other persons only where reasonably necessary to provide the requested service or where disclosure is required by law. Personal information will be handled in accordance with applicable privacy laws in British Columbia and Canada.

12. Intellectual Property

The client retains ownership of the source document. Subject to full payment, the client may use translated deliverables for their intended lawful purposes. Upstream retains its rights in templates, certifications, formatting methods, workflows, glossaries, internal processes and pre-existing materials.

13. Responsibility and Limitation of Liability

Upstream remains responsible for the professional quality of its work and these Terms do not constitute an unconditional waiver of that responsibility. To the maximum extent permitted by law, Upstream is not liable for indirect, incidental, special, punitive or consequential losses arising from matters outside its reasonable control, including illegible or incomplete source material, undisclosed recipient requirements, postal or courier delays, or third-party service interruptions. Nothing in these Terms excludes liability that cannot lawfully be excluded.

14. Force Majeure and Technical Interruptions

Upstream is not liable for failure or delay caused by events beyond its reasonable control, including internet or platform outages, cyber incidents, labour disruption, fire, flood, severe weather, utility interruption, government action or similar events. Website or Instant Quote interruptions do not affect a client’s ability to contact Upstream directly to request service.

15. Changes to These Terms

Upstream may update these Terms and Conditions. The version in effect when the client accepts a quote will apply to that order unless otherwise agreed in writing.

16. Governing Law

These Terms and Conditions are governed by the laws of British Columbia and the applicable federal laws of Canada.

17. Contact

Questions concerning these Terms or a translation request may be sent to quotes@upstreamimmigration.ca.