Agreement between Clarion UK and Freelance Communication Professionals

1. Fees

These are paid by the hour plus travelling expenses to and from the assignment. These will be agreed at the time of booking in writing.  Part hours are charged as full hours e.g., a booking from 10.30am until 2.00pm is equal to four full hours and is charged as such.

Standard rates: Monday to Friday between the hours of 9.00am and 6.00pm.  There is a minimum payment of 2 or 3 hours depending on the assignment.

Occasional rates: There may be times when it is necessary to negotiate different rates of pay, e.g., to reflect the complexity of the work or distance travelled.

Out of hours rates: Out of hours work is that which takes place between the hours of 6pm and 9.00am. It also includes any work on Saturday or Sunday and Bank Holidays. Rates will be confirmed at time of booking.

Travelling expenses: Mileage is paid at the rate agreed at the time of booking if travelling by car. Other travelling expenses (fares, parking, etc) will be paid as incurred on receipt of proof (except travel cards, where a daily fee will apply). You may be requested to provide proof of petrol or parking if claims are made for car mileage.

2. Payment

Invoices must be submitted through the online Clarion UK Supplier Portal at http://suppliers.clarion-uk.com/login.  Payment of your invoices will be made within 30 days of our approval of your invoice.  Invoices received more than 30 days after the date of the assignment will be subject to a 10% deduction of agreed fees.

If completion of a signed timesheet has been requested, this must be submitted through the portal. Payment will not be made unless the associated timesheet has been received by Clarion UK.

If the booking over-runs you must inform the office immediately by text 07885 553013, email or call us 01763 209001.  If we are not informed by the end of the working week, we will not be able to issue payment for the additional time worked.

3. Cancellation

If a booking has been confirmed in writing, we will pay you for that cancellation. Typically for cancellation with less than 7 days’ notice the full fee will be paid. For a cancellation between 7 to 14 days’ notice 50% of the fee will be paid.  Some public sector contracts do not have cancellation payments, and these will be discussed. For cancellations with more than 14 days’ notice there will be no fee. In line with NRCPD guidelines, we will attempt to offer a replacement booking, equivalent in geography and experience level. If this is turned down, the cancellation charge will not be paid, therefore please be “work ready”. 

4. Working Practice

The interpreter should be guided by the ethical demands of the professional arena in which the assignment takes place.  The interpreter will make every effort to arrive at least 10 to 15 minutes prior to the assignment time. Should either the hearing or deaf client not have arrived for commencement of the assignment the interpreter should wait for 20 to 30 minutes before leaving. Cancellation fees will then apply.

Interpreters arriving late for, or departing early from, a booking may be deemed in breach of contract and may forfeit their fee. The interpreter has the right to withdraw their services if an assignment is substantially different from that described at the time of the booking and if they feel that to continue to work would be detrimental to their own wellbeing and professional standing or if they feel that to continue working would not be in the best interest of the client.

Interpreters have a responsibility to inform Clarion UK at the earliest opportunity if sickness will prevent them from attending a booking.  We can be contacted by text on 07885 553013, by email to office@clarion-uk.com or call us on 01763 209001.  Likewise, if the interpreter experiences any travel delays they must contact Clarion UK as early as possible so that Clarion UK may contact the customer and manage their expectations.

Clarion UK will endeavour to provide the interpreter with written confirmation and details no more than 2 working days after verbal or email confirmation. 

5. General Data Protection Regulations (GDPR)

Through the Legal and Education Sector, external partners review the personal data we hold in order to complete their audits. This only applies to contracts governed by the Ministry of Justice and Student Finance England. 

 For Legal work our auditing partner is The Language Shop who will use your data as outlined below:

• To complete mystery shopping assessments, spot checks and in-person assessments
• To investigate and respond to complaints
• To provide training and learning opportunities that may improve your skills, knowledge, or experience
• To offer income generating opportunities e.g., to register with TLS as an assessor
• To seek your views and consult with you about the services we provide and how they can be improved
• Transfer/sharing of information so that the auditor can audit the organisation’s internal.
• Process for dealing with the delivery of Ministry of Justice Contact

 For Education work our auditing partner is DfE who will use your data as outlined below:

• Transfer/sharing of information so that the auditor can audit the organisation’s internal processes
• Process for dealing with the delivery of the Education Contract

We also expect each of our partners to be GDPR compliant.

6. Protection of Clarion UK’s contracts and interests

It is strenuously stipulated here when undertaking any level of work for Clarion UK that respect is shown to our contractors and clients at all times. Furthermore, there should be no attempt to enter into private consultation or arrangement with such contractors or clients that would threaten, undermine, or harm Clarion UK’s interests and respect that such contracts, for which your services are bought, belong solely to Clarion UK.

• Agency Workers Regulations

By signing these terms and conditions I confirm that I do not fall under the scope of the Agency Workers Regulations.

• Privacy Policy

By signing these terms and conditions I confirm that I have read and understood Clarion Privacy policy.

Privacy Policy can be found at https://www.clarion-uk.com/privacy-policy/