ProofWrite UK - Terms and Conditions

The following terms and conditions are provided so that both parties have an upfront and honest understanding of what is involved in the process of working together. If you have any questions or concerns, feel free to contact me so that I can provide clarity and reassurance.

General overview
These terms and conditions apply to the agreed work to be done on behalf of the Client (you) by me, Andrew Heasman (operating as ProofWrite UK).

I will provide editing/proofreading services agreed upon (in writing via email) by myself and the Client.
I will not subcontract any work without the agreement of the Client.
The Client is under no obligation to offer me work; neither am I under any obligation to accept work offered by the Client.
The work will be carried out unsupervised at such times and places as determined by me, using my own equipment.
I confirm that I am self-employed, am responsible for my own income tax and National Insurance contributions, and will not claim benefits granted to the Client's employees.
I am not VAT-registered.
The contract of service requires that the Client and I both acknowledge, in writing (via email), that we have read, understood and agreed to these terms and conditions.
Either the Client or I have the right to terminate a contract for services if there is a serious breach of its terms.
I may use the Client's name in promotional material by agreement with the Client.
The Client may not acknowledge ProofWrite UK/Andrew Heasman in any published material or promotional activity, or on social media or online except with my express permission.

Project terms

Prior to commencement of the editing/proofreading work, the Client and I will agree, in writing (via email), to the terms of the project:

the medium in which the proofreading service will be carried out (e.g. in Word, or PDF)
how the material will be annotated (e.g. Track Changes in Word)
the length of time required to complete the project, as advised by me
a fee for the project, based on a quotation supplied by me, in writing (via email), following my evaluation of the material to be proofread/edited and the time required to complete the job
any expenses (e.g. postage) that the Client will bear in addition to the costs of the proofreading/editing
the date by which the material will be delivered by the Client to me
the latest date by which the completed project will be returned, following my advice to the Client

Please note that if, on receipt of the project to be worked on (or at an earlier stage), it becomes apparent that significantly more work is required than had been anticipated in the preliminary discussion/brief or from the sample supplied, I may renegotiate the fee and/or the deadline, or decline to carry out the work.
If ProofWrite UK/Andrew Heasman's work is mutually agreed to be unsatisfactory, I will rectify it in my own time and at my own expense.

Quality assurance

Despite the best efforts of all parties, the finished work may contain a small number of residual errors. Perfection is never promised and rarely achieved. ProofWrite UK will use its best endeavours to make work as accurate as possible, however, no editorial professional can guarantee 100% accuracy. Please refer to the CIEP Code of practice for Standards in Proofreading. https://www.ciep.uk/standards/code-of-practice/ (“An experienced professional proofreader, reading a copy-edited typescript, should be able to spot and deal appropriately with at least 80% of all errors but at least 90% of typos – other things being equal.”)
The Client is ultimately responsible for checking and approving the final work once returned by me.
I will operate at the highest professional standards commensurate with my training, skills and experience, as outlined on the website and in correspondence with the Client. There will be no expectation that editing services provided by ProofWrite UK can produce a ‘bestseller’ or any guaranteed financial success for the Client.

Fees

A quotation for fees is supplied after an evaluation of the proofs and a discussion with the Client as to what is required.
The Client will pay me a fee per 1,000 words, OR per page (250 words), OR per hour, OR an agreed flat fee for the job, according to prior agreement.
Once the Client and I have agreed the full fee, it is non-negotiable unless the Client extends the word count of the job or requests additional services. In this case, a revised quotation and job completion date will be negotiated.
Unless otherwise agreed, I will supply the Client with an invoice immediately upon return of the completed editing/proofreading project (or earlier if specified).
If the project is lengthy, I may invoice periodically for completed stages (by agreement).
Payment should be received within a specified time, agreed in advance, from submission of the invoice or within 30 days, as set out in the Late Payment of Commercial Debts (Interest) Act 1998 -- Amended and Supplemented in 2002.
I am a signatory to the Pay On Time code of practice.

Deposit/retainer

I do not require a deposit or retainer for small projects. However, once I have received written (including by email) confirmation that the Client wishes to secure my editing/proofreading services for a specific and mutually agreed upon project, according to these terms and conditions, the terms of the cancellation policy (see below) apply.
For larger projects, having agreed terms with the client, I shall require a 50% deposit before commencement of any editing/proofreading, with the remaining 50% to be paid on completion.

Cancellation policy

Cancellation during the project: In the unlikely case that the Client cancels the work during the proofreading/editing project, if the job is over halfway complete I reserve the right to invoice for the agreed full fee; if the job is under halfway complete I reserve the right to invoice for 50% of the agreed full fee.
Cancellation prior to project commencement: In the unlikely case that the Client cancels the work prior to the proofreading/editing project commencing, but after making a booking and agreeing to the terms and conditions of service herein, I reserve the right to invoice for 50% of the agreed full fee.
Both the Client and I have the right to terminate a contract for services at any time if there is a serious breach of its terms.
If in the unlikely event that the Client is touched by extraordinary or difficult circumstances that cause cancellation or delay (e.g. family crisis, illness etc.), the Client should contact me to discuss the terms of the cancellation policy. I aim to be fair and helpful at all times.
If I am touched by similar extraordinary or difficult circumstances that cause cancellation or delay, I will contact the Client in writing at the earliest opportunity and do my best to renegotiate the time frame of the project or find an alternative supplier of proofreading services.

Confidentiality

The nature and content of the work will be kept confidential and not made known to anyone other than the Client and its contractors without prior written permission.
I will not, under any circumstances, upload the Client’s files to external websites or distribute them to third parties unless specifically authorized to do so, in writing (via email), by the Client.
Under the terms of the Data Protection Act 1998, the Client and I may keep on record such information (e.g. contact details) as is necessary. Either may view the other's records to ensure that they are relevant, correct and up to date.

All content delivered to me by the Client for the editing/proofreading project is owned by the Client.
I am not responsible for checking work for plagiarism (unless previously agreed). The Client retains complete responsibility for ensuring that their output/writing does not contain plagiarised material.
I am not responsible for identifying or requesting permission for the use of copyrighted material such as images, music lyrics, poetry, fiction or non-fiction writing. The Client retains full responsibility for obtaining such necessary permissions.
In this respect, the Client agrees to hold ProofWrite UK/Andrew Heasman harmless from and against all claims, liabilities and expenses arising out of any potential or actual copyright or trademark misappropriation or infringement claimed against them.
Following payment of my final invoice, any content created by me as part of the proofreading/editing process will become the copyright of the Client, unless otherwise agreed.

Legal jurisdiction

This agreement is subject to the laws of England and Wales, and both the Client and I agree to submit to the jurisdiction of the English and Welsh courts.