These terms and conditions cover working with me in an editorial capacity, and detail everything you need to know about the process. Note that paying a booking deposit will also serve as confirmation that you have read, understood, and agreed to these terms. If you have questions, please contact me and I’d be happy to clarify.

General overview

  • These terms and conditions apply to work done for the Client (you) by the Editor (Rachel Rowlands).
  • The Client is under no obligation to offer the Editor work; neither is the Editor under any obligation to accept work offered by the Client.
  • The Editor will provide service(s) as agreed upon and confirmed in writing.
  • The work will be carried out unsupervised at such times and places as determined by the Editor, using her own equipment.
  • The signed Client is responsible for keeping up to date with these terms and conditions after becoming a Client, and for reviewing them when booking in new projects.
  • The Editor confirms she is self-employed, responsible for her own income tax and National Insurance contributions, and will not claim benefits granted to the Client’s employees. The Editor confirms she is not VAT registered.
  • The Client confirms they are over the age of eighteen.
  • Payment of a deposit will serve as confirmation that the Client has read, understood, and agreed to these terms and conditions.

Content policy

If the Client’s work contains graphic, disturbing content involving children or animals, distressing sexual content, or graphic self-harm/suicide, the Client agrees to disclose this prior to signing these terms so the Editor can determine if this is something she’s comfortable working with. Should the Client fail to disclose this content, work on the project may be paused or ceased and the business relationship terminated. The Client agrees to pay to cover work completed.

Editorial process

  • If, during the term of the Editor’s work, additional tasks are requested by the Client, the Editor may renegotiate the fee and/or the deadline or bill for a separate job.
  • Should the Client wish to credit the Editor within the work, the Client will seek permission from the Editor prior to publishing her name and/or personal information.
  • The Editor may use the Client’s book in her portfolio, unless requested not to do so.
  • Any files relevant to the project are due at least 24 hours before the project start date. If the Client fails to deliver files on time, the project will be cancelled and the spot in the Editor’s schedule will be released.
  • The Editor adheres to the Code of Practice of the editorial associations she belongs to, and strives to provide high-quality services in line with industry standards. However, a small number of residual errors may remain after a line/copyedit or proofread. The Editor does not promise or guarantee perfection. The Client acknowledges that, despite the best efforts of all parties, the final work may contain residual errors.

Fees and deposits

  • The Client will pay the Editor the agreed fee, as discussed in writing.
  • A 25% non-refundable deposit will be required for full manuscript bookings and fees exceeding £290, which will be taken off the Client’s final invoice. The percentage may be adjusted at the Freelancer’s discretion.
  • Deposit payments are due within three days of the Client receiving the deposit invoice. The Freelancer cannot guarantee the spot in her schedule until the Client pays the deposit.
  • Fees for short jobs, and for jobs costing £300 or less, are payable upfront.
  • The project will not begin until the Client has paid the deposit/fee.
  • If on receipt of the work, or at an early stage, it becomes apparent that significantly more work is required than had been anticipated, the Editor may renegotiate the fee and/or the deadline or decline the work.
  • For lengthy or more complex projects (such as a developmental edit), the Editor may invoice the Client periodically. Payment plans will be confirmed and agreed upon in writing. 
  • The Client’s final invoice will be sent upon job completion (where a deposit was paid). This should be paid within three days of the agreed project end date.
  • The Editor will only release files once final payment is made.

Under the terms of the Late Payment of Commercial Debts (Interest) Act 1998, the Editor reserves the right to charge interest and compensation if payments exceed the date specified on the invoice. 

Cancellations and rescheduling

  • Should the Client fail to respond to communication of any form, after a period of of one month, the project will cease. The Client will forfeit all payments made.
  • The Client is free to cancel or reschedule at any time by providing three weeks’ written notice via email. The Editor must acknowledge this for it to be valid. The Editor will accommodate a request to reschedule depending on her availability, but cannot guarantee an immediate slot.
  • Should the Client provide the Editor with less than three weeks’ notice of cancellation, the Editor reserves the right to charge 25% of the remaining fee, not including the deposit.
  • If in exceptional circumstances the Client needs to cancel while the job is in progress, the Client is obligated to pay a fee proportionate to the amount of work completed by the Editor (if larger than the deposit).
  • Either the Client or the Editor has the right to terminate a contract if there is a serious breach of its terms.
  • The Editor is free to cancel or postpone at any time in the unlikely event of difficult circumstances such as illness, bereavement, etc. The Editor will contact the Client to renegotiate the time frame, or to find the Client an alternative editor.

Copyright and confidentiality

  • All content delivered to the Editor will remain the property of the Client. The nature and content of the work will be kept confidential and not made known to anyone other than the Client without written permission.
  • The Client agrees not to publicly release edits, editorial notes, comments, or critiques, including on social media, or to other parties, without written permission.
  • The Client is responsible for their own work and the Editor cannot be held accountable for its success, any legal or copyright issues, or negative feedback.

Data protection

  • The information that the Client and the Editor may keep on record is covered by the terms of the General Data Protection Regulation (GDPR). No more such information will be held than is necessary, at any time, to comply with those terms and with any compliance statement or privacy policy published by the Client and/or the Editor. Both the Client and the Editor agree that, where consent is required to hold or process such data, such consent has been requested and obtained and both facts can be demonstrated. Either may view the other’s records to ensure that they are relevant, correct and up to date.
  • In case of emergencies, such as the Editor becoming severely ill, and where the Editor is unable to contact the Client, the Client’s name and email address may be passed on to a trusted individual to notify the Client of any delays, disruptions to the service, or cancellations. The Client agrees they are happy for this information to be passed on in the case of an emergency or any severe circumstances impacting the work.

Legal jurisdiction

This agreement is subject to the laws of England and Wales. Both Editor and Client agree to submit to the jurisdiction of the English and Welsh courts.