Terms and Conditions

Thank you for choosing Island Confidential Associates Inc. for your secure and confidential recording and transcription needs.  We’re happy you’re here! Please carefully read our terms and conditions below. If you have any questions or concerns, please contact us prior to booking or placing an order.

Sound Recording

1. Cancellations: We understand plans change. If your booking needs to be canceled, we will do so free of charge up to three business days prior to the start date.  Cancellations less than three business days prior will be subject to a minimum $50 cancellation fee.  Cancellations less than 1 hour prior to the scheduled start time will be charged a minimum of a half-day fee.
2. Booking length: Our bookings are billed as a half-day or full-day increments.  A half-day is considered to be 3 hours in length from the scheduled start time.  If the booking extends longer than 3 hours, a full-day will be charged.  A full-day booking is up to seven hours in length from the scheduled start time.  If a booking exceeds seven hours, time will be billed at our standard hourly rate.
3. Invoicing & Payment: Bookings made online will be invoiced Net 30 to customers with pre-existing approved house credit accounts. A 2% service charge (24% Per Annum) will be applied to overdue accounts. Customers without pre-approved house credit should visit peica.ca/payment prior to booking for all of our convenient payment options. Invoices are generated based on the duration of the booked service.
4. Multi-day Bookings: For bookings of three (3) or more consecutive days, a non-refundable deposit for the amount of one full day of the booking will be charged. This deposit will be deducted from the final invoice.
5. Travel Fees: Travel fees are applicable for bookings outside the Charlottetown boundary. The travel fee varies based on the location of the booking. Please contact us prior to booking for the travel fee to your desired location.
6. Setup time: Your Confidential Associate will arrive at the location of the booking approximately 30 minutes before the scheduled start time to ensure adequate time for the setup. If you require our conference equipment (more than two mics) we may require additional time to complete setup, up to 1 hour before the scheduled start time. Delays in our staff being able to access the venue for setup may result in delays to the start time.  Please ensure the venue is ready in advance.
7. Sound Files:
   1. We consider our sound files our work product. We only release a sound file, either partially or wholly, under special circumstances and prior management approval is required in writing.
   2. The sound quality is dependent on all parties present maintaining order in the room. Please refrain from talking over one another, shuffling documents near the mics, or placing items or papers on top of the microphones.  We also request that you leave your cell phone on vibrate (and away from the mic).  We full the cooperation of all parties to provide the most complete transcript possible.
   3. We are unable to playback any recordings that have taken place during the booking or in a prior booking. Sound files must be processed and transcribed at our office.
   4. Sound files are archived after one year and additional fees may apply to retrieve archived files. We retain all sound files for a minimum of 10 years.
8. Undertakings and Exhibits:
   1. Creating the list of Undertakings is included in the cost of the booking and will be provided within 7 business days of the booking date.
   2. Exhibits will be stamped, dated, and signed by a sworn Commissioner of Oaths and Affidavits (Court Reporter) under the Prince Edward Island Court Reporters Act. Exhibit retention is the responsibility of the parties involved.
9. Equipment Damage: Any damage to equipment caused by a party will be deemed the responsibility of that party and a $250 charge will apply.

Transcription

Transcript orders are typically completed and delivered within 30 days from order receipt. On occasion Transcript orders may be delayed for technical or operational reasons. Island Confidential Associates will contact the Requesting party as soon as possible to provide an updated delivery date.
Transcript orders for hearings longer than 2 days may not be available within 30 days, please contact Island Confidential Associates Inc. for a delivery estimate prior to ordering.

Island Confidential Associates will contact the Requesting Party if there are any questions, clarification, or additional documents required to proceed.

Sound files and transcripts are retained for 10 years from the date of discovery or hearing

Upon written request, an official printed copy of the transcript (with signed certificate) will be provided directly to the Court, additional charges will apply, contact us for pricing. Rush charges will apply for requests received less than 30 days before required delivery date are subject availability and management approval.  You must contact Island Confidential Associates Inc. in writing to check rush availability. The availability of rush services cannot be guaranteed but every effort will be made to accommodate requests.

Invoicing
All invoices charged to a pre-approved in-house credit account are due within 30 days of the invoice date. Contact us to obtain a credit application if you do not have a pre-approved in-house credit account.  Past due accounts will be charged a service charge of 2% per month (24% Per Annum). All prices are subject to change without notice.

Orders placed without an in-house credit account (C.O.D.) are subject to management approval.  C.O.D. orders require a deposit to be made and full payment prior to final delivery.  Payments are accepted by Credit Card, Interac eTransfer and Cash.  Orders without pre-approved payment arrangements writing may not be processed. Cheques from parties without pre-approved in-house credit account are not accepted.

All transcripts are charged at a minimum transcript charge of $50.00 plus HST.

Invoicing All Parties: Parties involved in the same matter may request that the charges be split between the parties at the time of ordering. Island Confidential Associates may contact all receiving parties for approval of these terms prior to commencing transcript production. Delays in approval of billing terms will result in delays in transcript delivery. The cost of creating the transcript will be split evenly amongst all listed parties, additional fees for printed or electronic copies will be charged to the respective Receiving parties. IMPORTANT NOTE: Requesting party invoicing is the best way to avoid possible delays in transcript production.

Additional Copies
Other parties in a matter requiring a transcript that has already been produced should contact the original ordering party for additional copies. Alternatively, additional copies of transcripts may be requested from Island Confidential Associates Inc. by any party involved in the matter. After the production and invoicing of the original copy, additional copies will be subject to a $50 fee. The additional copy is an official copy, but the certificate will reflect that the transcript was ordered after original production. Island Confidential Associates will not provide credit to the original ordering party for transcripts ordered by another party in the same matter after the invoice is issued. All parties are encouraged to work together prior to ordering to ensure transcript costs are split appropriately.

Transcript Certification
Only original printed copies with the original signed certificate are considered valid. Unofficial electronic PDF copies can be provided for convenience but do not include a signed certificate and are not considered valid as an official transcript.

External Sound
Island Confidential Associates Inc. is able to transcribe all types of sound and video files, whether we were the original recorder or not. External sound will be graded, and additional charges may apply for sound quality issues such as but not limited to parties maintaining order in the room, cross-talking, shuffling documents, placing items or paper on mics.