1. Terms of Business Short Term Freelance Work, Dec 2015

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.

  1. Payment

Invoices must be submitted through the online Clarion UK Supplier Portal at http://suppliers.clarion-uk.comPayment 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.

  1. 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”.

  1. Working Practice

The interpreter will be guided by NRCPD or ASLI professional codes of conduct.  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.

  1. Cancellation and Failure to Attend

Neither of us will be liable to the other in any circumstances for the financial consequences of any delay in or failure to deliver if the reason of the delay is due to an act of God, fire, inclement or exceptional weather conditions, industrial action, hostilities or governmental order or intervention.

Where this does not apply, if you do not arrive at an assignment at the allotted time without a reasonable explanation and the assignment does not proceed then you agree that we have the right to make the following claim:

  1. Failing to attendwe shall be entitled to claim the entire amount of the fee from you.
  2. Cancellation of a job less than 24 hours prior: we shall be entitled to claim 50% of the fee from you.
  3. Cancellation of a job between 24-48 hours: we shall be entitled to claim 25% of the fee from you.
  4. Cancellation at longer than 48 hours: we shall be entitled to claim 10% of the fee from you.
  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 DSA QAQ who will use your data as outlined below:

  • Transfer/sharing of information so that the auditor can audit the organisation’s internal
  • Process for dealing with the delivery of the Education Contract
  1. 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.

  1. Agency Workers Regulations

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

I have read and understood these conditions.


Name………………………………………….       Signature…………………………………….                  Date………………………….

How to Comment or Complain

We always like to hear what people think – good and bad. It is one of the ways that we find out if we are doing the right thing and how we can improve our service.

How do I comment?

Informal Stage

1.  The best way if you are unhappy is to discuss the problem with the person at the time.  This means that any problems can be dealt with quickly.  If you are not satisfied with this or do not want to discuss with the person directly, the next stage is:

2.  You can write to us, fill in a feedback form or send us a BSL letter by video or DVD. Or you can visit our office and speak to our CEO, Sally Chalk, please call to arrange this.

You need to state clearly what the problem is, with a date, what the booking was and what happened. If you have the names of whom you were dealing with, that is always helpful.  You can also tell us what you would like us to do to improve things.

We hope that complaints will be resolved quickly and in a calm manner, after discussions between you, the employee/freelancer and ourselves.  If you are not happy, it is time to move onto the next stage. The formal stage should only be used where all other ways of resolving a grievance have been tried.

Formal stage

Any discussions at this point should be recorded, agreed and signed by you and any staff involved.  Register your complaint in writing or by video/dvd letter to Clarion UK. We will keep a copy on file.  When we get the complaint, we will write back to you or send a video letter within a week.  We will investigate by writing to the person about whom you are complaining. The letter will be sent out within 2 weeks of getting the first complaint and we will ask for comment. We will ask the person to reply no later than within two weeks.  We will tell everyone what the outcome is within 2 weeks of receiving a response from the relevant person.  If you are still unhappy, after talking to everyone involved, the issue may be referred onto a separate, independent organisation for them to decide. Usually this will be the National Registers of Communication Professionals working with Deaf and Deafblind People (NRCPD).  If the complaint is made about a the CEO or member of the SMT then it may  be forwarded to the independent organisation. It will be their responsibility  to investigate the complaint.  They have their own complaints procedure which is available on request.


We will respect your confidentiality as well as that of other people involved.  We will only talk about confidential matters if you give us permission.