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Terms and conditions

1. General Overview 1.1 These terms and conditions apply to any work done on behalf of the Client (you) by me (Caroline Palmer Academic Editor and Writing Coach​). 1.2 I will provide proofreading/editing services agreed upon (in writing, including email) by myself and the Client. 1.3 The Client is under no obligation to offer me work; neither am I under any obligation to accept work offered by the Client. 1.4 The work will be carried out unsupervised at such times and places as determined by me, using my own equipment. 1.5 The work will be carried out by me. I will not subcontract proofreading/editing projects, or parts of projects, to third parties. 1.6 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. 1.7 I am not VAT-registered. 1.8 The contract of service requires that the Client acknowledges, in writing (including email), that they have read, understood and agreed to these terms and conditions.

2. Project Terms 2.1 Prior to starting the proofreading/editing work, the Client will ensure I have received the relevant documents (typically 24hours prior to commencement). The client and I will agree, in writing (including email), the terms of the project. This will include: The medium to be used (e.g. in Word, Google Docs, PDF) and 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 (including email), following my evaluation of the material to be proofread/edited The time frame required to complete the job 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 2.2 Please note that if, on receipt of the project to be worked on (or at an early 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. 2.3 Payment of the full fee is required, as agreed, even if the Client disagrees with the edits and suggestions or chooses to not use the edited document.

3. Quotes and Fees 3.1 A quotation for the work will be provided by me to the Client following my evaluation of a representative sample of the materials to be worked on, and a discussion with the Client as to what is required. 3.2 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. 3.3 The Client will pay me a fee per 1,000 words in the original document, OR per hour OR an agreed flat fee for the project, as agreed in writing. 3.4 Unless otherwise agreed, I will supply the Client with an invoice immediately upon completion of the proofreading/editing project. 3.5 Payment should be received within 14 days for full edits, and within 3 days for booking fees. 3.6 I am a signatory to the Pay On Time code of practice. 3.7 Unless otherwise agreed, the fee quoted is for one pass of a manuscript. Additional passes are new projects, the terms of which will be agreed separately.

4. Booking Fees 4.1 If a Client wishes to book a time slot in my schedule, they will need to complete a booking form. When I have received the booking form from the Client, I will issue the invoice for the booking fee. 4.2 Booking fees are non-refundable. 4.3 For a project with a total fee in excess of £300, the Client will pay a booking fee of £300. 4.4 For a project with a total fee of £300 or less, the Client will pay the full fee up front. This is non-refundable. 4.5 By filling in the booking-confirmation form, the Client agrees to secure my proofreading/editing services for a specific and mutually agreed-upon project, at a specific and mutually agreed time. 4.6 By filling in the booking-confirmation form, the Client confirms that they have read and agreed to the terms and conditions herein. From thereon, the terms of the cancellation policy (see below) apply. 4.7 The booking fee will be deducted from the final invoice issued when the editing work is complete. 4.8 The booking is considered confirmed once the booking fee has been paid by the Client and received by me. 4.9 The booking fee should be paid within 3 days of sending the booking-confirmation form to secure the slot in my schedule.

5. Cancellation Terms and Fees 5.1 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. 5.2 This Client is free to cancel a service for any reason by providing me with written notice (including email); I must acknowledge this cancellation in writing (including email) for this to be valid. 5.3 I may cancel a service at any time for any reason by providing written notice (including email) to the Client. In the unlikely event that I cancel a service, I will provide a prorated refund of any overages of fees paid (including the booking fee). 5.4 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, bereavement), the Client should contact me to discuss the terms of the cancellation policy. I aim to be fair and helpful at all times. 5.5 If I am touched by extraordinary or difficult circumstances that cause cancellation (e.g. family crisis, illness, bereavement), 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/editing services. The booking fee will be refunded. 5.6 CANCELLATION DURING THE PROJECT: If the Client cancels the work during the proofreading/editing project, I reserve the right to invoice for up to 100% of the agreed fee (less the booking fee). 5.7 CANCELLATION PRIOR TO PROJECT COMMENCEMENT: If the Client wishes to cancel with less than two weeks notice of a booked time slot, I reserve the right to invoice for 100% of the agreed fee (less the booking fee). ​If the Client wishes to cancel with more than two week's notice, the booking fee will not be refunded but no other charge will apply.

6. Confidentiality 6.1 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. 6.2 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, by the Client. I do use the cloud as a storage system. 6.3 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.

7. Copyright 7.1 All content delivered to me by the Client for the proofreading/editing project is owned by the Client. 7.2 In this respect, the Client agrees to hold me 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. 7.3 Following payment of my invoice, any content created by me as part of the proofreading/editing process will become the copyright of the Client unless otherwise agreed.

8. Quality assurance 8.1 I make every effort to provide you with the highest quality academic proofreading and editorial services. I cannot guarantee that every project is completely free from typographical, grammatical or other errors, as perfection is rarely possible.

9. Legal jurisdiction 9.1 This agreement is subject to the laws of England and Wales, and the jurisdiction of the corresponding courts

10. Privacy policy 10.1 I collect minimal Client information for correspondance and invoicing purposes only. Typically this includes Client's name, email address and work postal address. 10.2 All data and documentation is kept confidentially in line with GDPR and HMRC requirements.

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