Translation Services Terms & Conditions

Authorization and Acceptance

Authority to Enable: By enabling automatic top-up for Translation Services, you represent and warrant that you have the authority to bind your organization to these terms and to authorize charges to your stored payment method.

Authorization for Automatic Charges: You authorize Gem City Cleaning Tools LLC to charge your stored payment method for the configured top-up amount whenever your translation balance falls below the estimated cost of translating a job. This authorization remains in effect until you disable automatic top-up through the Translation Settings page.

Payment Method Maintenance: You are responsible for maintaining a valid payment method on file and ensuring sufficient funds or credit are available. You must update your payment information if your card expires or changes.

1. Translation Service Overview

Gem City Cleaning Tools offers automatic translation services powered by DeepL AI to help cleaning businesses communicate effectively with Spanish-speaking cleaners. The translation service converts job-related content from English to Spanish in real-time.

Content Translated:

• Job notes (general notes, important notes, add-on notes)
• Room names and task descriptions
• Cleaner entry instructions (key descriptions, access codes, entry instructions)
• Custom add-on requests and descriptions

2. How Translations Work

Automatic Translation: When you create or update a job, our system automatically detects translatable content and sends it to DeepL's translation API. Translations are processed in the background without interrupting your workflow.

Room Template Optimization: Room templates (e.g., “Kitchen”, “Bathroom”) are translated once and stored for reuse. When you create a job using an existing room template, the system automatically uses the pre-translated version, typically saving 60-70% on translation costs.

Character-Based Billing: Charges are based on the number of characters submitted for translation (Unicode code points). We track the actual character count billed by DeepL and charge your account accordingly with a 50% markup to cover infrastructure and processing overhead. Actual billed character counts may differ from initial estimates due to formatting, structure, and content complexity.

Storage: Translations are stored in your Firestore database in dedicated fields (contentTranslations and roomTranslations) and remain accessible while your account is active, subject to our data retention policies described in the Terms of Service.

3. Cleaner App Integration

Cleaners using the Gem City Cleaning Tools mobile app can switch between English and Spanish at any time. When Spanish is selected, the app displays:

• Translated room names and task lists

  Example: 'Kitchen' becomes 'Cocina', 'Clean countertops' becomes 'Limpiar encimeras'

• Translated job notes and important instructions

  All notes, warnings, and special instructions appear in Spanish

• Translated entry information

  Key descriptions, access codes, and entry instructions in Spanish

• Automatic fallback to English

  If a translation is missing or unavailable, the original English text is displayed

4. Pricing & Billing

DeepL API Pricing: DeepL currently charges $25 per 1 million characters translated. DeepL’s pricing may change; if it does, we may update our rates accordingly.

Our Pricing: We currently charge $0.0000375 per character (DeepL rate × 1.5 markup). The 50% markup covers infrastructure costs, API management, error handling, support, and payment processing fees. All prices are in USD and exclude applicable taxes unless stated otherwise.

Character Count Definition: Billing is based on characters submitted for translation (Unicode code points). Character counts may include whitespace, punctuation, and formatting characters. Actual billed counts are determined by DeepL’s API and may differ from estimates shown in the interface.

Average Cost Per Job: With room template optimization, the typical cost is $0.30-$0.40 per job. Actual costs vary based on:

• Length of notes and instructions
• Number of custom rooms (rooms without pre-translated templates)
• Number and complexity of add-ons
• Cleaner entry instructions length

Translation Credits: Credits are a pre-paid balance for Translation Services only. Credits have no cash value, are non-transferable, and cannot be redeemed for cash or applied to other services. Credits may only be used for translating job content through Gem City Cleaning Tools.

No Monthly Fees: Translation services operate on a pre-paid credit system. There are no monthly subscriptions or recurring charges beyond the automatic top-up you configure.

5. Automatic Top-Up

How It Works: When you enable automatic top-up, you select an amount (minimum $10, no maximum). When your translation balance falls below the estimated cost of translating a job, the system automatically charges your stored payment method for the configured amount.

Trigger Conditions: Auto top-up is triggered when:

• A job is created or updated with translatable content
• Your current balance is less than the estimated translation cost
• Automatic top-up is enabled in your settings

Payment Processing: Auto top-up charges your stored payment method (Authorize.Net or QuickBooks Payments) automatically. You will receive an email invoice for each top-up transaction.

Disabling Auto Top-Up: You can disable automatic top-up at any time through the Translation Settings page. When disabled, jobs will be created normally but will not be translated until you manually add credits.

Configuration: You configure automatic top-up during the initial translation enable flow. You must accept these terms and conditions to enable automatic top-up.

6. Cost Optimization

Our system includes several cost-saving optimizations:

• Room Template Pre-Translation

  Room templates are translated once ($0.01-0.05 each) and reused for all future jobs. This provides 60-70% cost savings compared to translating rooms for each job.

• Recurring Job Optimization

  For recurring services, translations are copied to all job instances. Only the first job in a recurring series is translated; subsequent jobs reuse the same translations at no additional cost.

• Incremental Translation

  Only new or changed content is translated. If you update a job without changing the notes, no translation is performed.

• Automatic Room Type Creation

  When you create a job with a new custom room, the system automatically saves it as a room template with translations. Future jobs using the same room name will reuse these translations.

7. Balance Management

Real-Time Balance Tracking: Your translation balance is updated in real-time as jobs are translated. You can view your current balance, total jobs translated, and average cost per job in the Translation Settings page.

Manual Top-Up: You can manually add credits to your balance at any time through the “Add Credits” button. Manual top-ups are processed immediately using your stored payment method.

Transaction History: All translation transactions (usage and top-ups) are logged and available for review in your Translation Settings. Each transaction includes the amount, character count, timestamp, and balance before/after.

Usage Statistics: Track your translation usage with detailed statistics including total jobs translated, total cost, average cost per job, and character usage.

8. Rate Limiting & Processing Times

Rate Limiting: To ensure system stability and prevent overload, translation processing is typically limited to 10 jobs per minute per organization. If you create more than 10 jobs simultaneously, additional jobs will generally be queued and processed automatically within 5 minutes. Processing times and rate limits are not guaranteed and may vary based on system load and service availability.

Automatic Retry: Jobs that are deferred due to rate limiting are typically retried every 5 minutes until successfully translated. Under normal circumstances, no action is required from you.

Health Check: Our system typically runs a comprehensive health check every 6 hours to identify and queue any jobs that may have missed translation.

Processing Time: Most jobs are typically translated within seconds. For large batches (e.g., 60 jobs from recurring services), processing generally takes approximately 6 minutes. These are estimates only and are not guaranteed.

9. Payment Failures & Resolution

When Payment Fails: If an automatic top-up payment is declined or fails:

• Jobs will continue to be created normally (no interruption to your workflow)
• Jobs will be marked as needing translation but will not be translated
• Automatic translation will be disabled to prevent repeated payment failures
• You will see a payment failure alert in the Translation Settings page

Resolving Payment Failures: The Translation Settings page will display:

• The number of untranslated jobs waiting
• The estimated cost to translate all pending jobs
• The minimum top-up amount required (estimated cost + $10 buffer)
• Options to update your payment method or retry the payment

Batch Translation: When you resolve a payment failure, all pending jobs are queued for translation and processed at typically 10 jobs per minute. You’ll generally see a progress indicator showing the estimated completion time.

Chargebacks and Payment Disputes: If you dispute an automatic top-up charge with your payment provider without first contacting us, we reserve the right to suspend or disable Translation Services until the dispute is resolved. Repeated chargebacks may result in permanent disablement of automatic top-up functionality. Please contact chris@gemcitycleaningtools.com to resolve any billing concerns before initiating a chargeback.

10. Data & Privacy

Third-Party Processing: Job content is sent to DeepL’s API for translation. DeepL is a leading AI translation service based in Germany with strict data protection policies. DeepL’s handling of submitted content is governed by DeepL’s terms of service and privacy policies, which we do not control.

Data Transmission and Processing: All data is transmitted to DeepL over encrypted HTTPS connections. According to DeepL’s documentation, their API is designed to delete submitted text immediately after translation is complete in accordance with their data processing policies. We do not control DeepL’s systems and cannot independently verify their deletion practices.

Your Responsibilities: You are responsible for ensuring you have all necessary rights, permissions, and consents to submit content for translation, including any personal data about employees, customers, or other individuals. You must comply with all applicable data protection laws (GDPR, CCPA, etc.) when submitting content.

Data Storage: Translated content is stored in your Firestore database alongside the original English content. You maintain full ownership and control of all data.

Data Retention: Translations remain accessible in your account while your account is active and are retained consistent with our data retention policies described in the Terms of Service and Privacy Policy. To request deletion of your data, contact us at chris@gemcitycleaningtools.com.

For complete details on data handling and privacy, see our Privacy Policy.

11. Payment Processing

Payment Providers: Translation top-ups are processed using your organization’s configured payment provider:

• Authorize.Net - Industry-leading payment gateway with advanced fraud detection
• QuickBooks Payments - Integrated payments synced with QuickBooks accounting

Stored Payment Profiles: Automatic top-up requires a stored payment profile (credit card or bank account) on file. Payment information is stored securely by your payment provider, not by Gem City Cleaning Tools.

PCI Compliance: All payment processing is PCI-compliant and follows industry best practices for security and data protection.

Invoicing: You will receive an email invoice for each top-up transaction, including the amount charged, character count, and updated balance.

12. Disabling Translations

How to Disable: You can disable automatic translations at any time through the Translation Settings page. Disabling translations will:

• Stop automatic translation of new jobs
• Automatically disable automatic top-up
• Preserve your existing translation balance
• Keep all existing translations accessible in the cleaner app

Re-Enabling: You can re-enable translations at any time. Your previous balance will be preserved, and you can reconfigure automatic top-up settings.

13. Refund Policy & Credit Usage

No Refunds: Translation credits are non-refundable. Once purchased, credits remain in your account and can be used for any future translations. Refunds will not be provided for unused credits, partially used top-ups, or translation errors.

No Expiration: Translation credits never expire. Your balance will remain available while your account is active.

Credit Deduction: Credits are deducted from your balance when translation requests are successfully processed, even if you subsequently delete or modify the job. Translation costs are final once processing is complete.

Account Closure: If you close your Gem City Cleaning Tools account, any remaining translation balance will be forfeited. We recommend using your balance or disabling automatic top-up before closing your account. For data deletion requests after account closure, contact chris@gemcitycleaningtools.com.

14. Service Limitations & Translation Accuracy

Supported Languages: Currently, only English to Spanish translation is supported. Additional languages may be added in the future without notice.

No Guarantee of Accuracy: Automatic translations are generated by AI and may contain errors, omissions, incorrect terminology, or unintended meanings. We do not guarantee translation accuracy, completeness, or suitability for any particular purpose. No automated translation is perfect, and translations should not be considered equivalent to professional human translation services.

Customer Responsibility for Critical Content: You are solely responsible for reviewing and confirming the accuracy of translations, particularly for:

• Safety instructions or warnings
• Access codes, key locations, or security information
• Chemical handling or hazardous materials instructions
• Legal, compliance, or contractual communications
• Medical, allergy, or health-related information

Not a Substitute for Professional Translation: This service is not intended to replace professional human translators, especially for safety-critical, legal, medical, or compliance-related content. If accuracy is critical, you should have translations reviewed by a qualified human translator.

Service Availability: Translation services depend on DeepL’s API availability and our infrastructure. While we strive for high availability, temporary outages, errors, or delays may occur. We are not responsible for interruptions caused by DeepL, payment processors, or other third-party services. If translation fails or is unavailable, the original English content will be displayed to cleaners.

Character Limits: DeepL has maximum character limits per API request. Extremely long notes (>50,000 characters) may be truncated or split into multiple requests, which may affect translation quality or context.

Processing Times Not Guaranteed: Stated processing times (e.g., “within seconds,” “5-minute retry,” “6-hour health check”) are typical operational targets but are not guaranteed. Actual processing times may vary based on system load, network conditions, and third-party service availability.

15. Liability & Disclaimers

No Warranty: Translation services are provided “as is” and “as available” without warranty of any kind, express or implied, including but not limited to warranties of accuracy, merchantability, fitness for a particular purpose, or non-infringement. We do not guarantee translation accuracy, completeness, availability, or suitability for any purpose.

Limitation of Liability: To the maximum extent permitted by law, our total liability to you for any and all claims arising from or related to Translation Services, whether in contract, tort, or otherwise, is limited to the amount you paid for translation services in the past thirty (30) days. We are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to lost profits, data loss, business interruption, or damages arising from translation errors or miscommunications.

User Responsibility: You assume all risk for relying on automated translations. You are solely responsible for reviewing translations for accuracy and appropriateness before using them. Critical safety instructions, legal requirements, security information, or compliance communications should be verified by a qualified professional human translator.

Third-Party Services: We are not responsible for the performance, accuracy, availability, or security of DeepL’s translation service or any other third-party services used to provide Translation Services. Your use of Translation Services constitutes acceptance of these limitations.

16. Changes to These Terms

We reserve the right to modify these terms at any time. Changes will be effective immediately upon posting to this page. Your continued use of translation services after changes constitutes acceptance of the modified terms.

Notification of Changes: We will notify you of significant changes via email or through an in-app notification. We recommend reviewing these terms periodically.

17. Contact Information

If you have questions about these Translation Services Terms & Conditions, please contact us: