These terms and conditions apply to any work done for the Client by me, Matthew Robertson, trading as a Sole Trader under the name Check Matt Editorial.
OVERVIEW
- The Client is under no obligation to provide me, Matthew Robertson, work, nor am I under any obligation to accept work offered by the Client.
- The work will be carried out by me unsupervised at such times and locations as determined by me, using my own equipment.
- The contract of service requires that both I, Matthew Robertson, and the Client read, understand, and accept the terms and conditions in the contract of service. This acceptance of the terms needs to be acknowledged in writing.
- I will not subcontract any proofreading or copy-editing projects to any third party. In some cases, where I can see that the requirements for a project lie outside my abilities or remit, I may refer the Client to someone who might better be able to help them, but this will be done before any agreement is made between me and the Client. Any subsequent arrangements will be made between the Client and the aforementioned third party only.
INITIAL ASSESSMENT AND QUOTE
- A discussion with the Client will confirm the services that are required and the scope of the project.
- Following this discussion, a 1,000-word sample of the project will be requested, along with the word count of the project as a whole, to provide a quote for the entire project using my per-hour rate.
- This sample must be representative of the project as a whole. If subsequent material is found to be substantially different to the sample that was provided, the agreement, as well as the deadline, will be subject to renegotiation.
- Upon mutual agreement, the fee can be based on a rate per hour OR per 1,000 words OR per printed page.
- The Client will be asked to provide the start and end date of the project.
- Where applicable, the Client can choose to specify the dates on which instalments of the edited project are to be returned.
- Where any changes are made to the project length or scope, the agreement will be amended and, upon mutual consent from both parties, this new agreement will supersede the previous one.
- I reserve the right to decline the project should there be substantial changes to the project and where appropriate changes to the arrangement have not been or cannot be made.
TERMS OF THE AGREEMENT
- The agreement will specify the following terms:
- The medium in which the copy-editing/proofreading service will be carried out (on PDF, using Track Changes in Word, or on hard copy).
- The start and end times of the project, along with any dates where instalments of the project are due.
- The Client should deliver the material to me 24 hours before the start date.
- The editorial service required.
- The fee and any deposits or payment instalments (where applicable).
- The standard copy-editing or proofreading service involves one copy-edit or proofread of the work, unless otherwise agreed.
- Once the phrasing and terms of the agreement have been agreed, the Client will confirm the contract via email.
- Upon receipt of the confirmation and acceptance of the agreement by the Client, the agreement will become binding unless it is changed at a later date by mutual consent.
LIABILITY
- Matthew Robertson will do his utmost to ensure that all documents, texts, and files are correct and free of errors; however, no guarantee of this can be given.
- For more information, please read the statement from the Chartered Institute of Editing and Proofreading (CIEP) on what can be reasonably expected from a proofreader or copy-editor.
- Matthew Robertson will not be liable for any losses, of any kind, resulting from missed errors or the editorial advice provided. Matthew Robertson will not be liable for any consequential, indirect, or special loss/damage. Matthew Robertson will not be liable for any loss or damage arising out of any event(s) beyond his reasonable control.
- Matthew Robertson is not responsible for the factual accuracy or content of the Client’s project.
- Matthew Robertson will provide the Client with a sign-off form when the project is delivered to the Client. The form will request that the Client sign the form to confirm receipt of the project and that the project has been completed according to the project agreement and the terms and conditions in this document. It is the Client’s responsibility to complete and return the form to Matthew Robertson. Failure to return the form within 7 days will be interpreted as implicit acceptance of the project as delivered.
PAYMENTS AND DEPOSITS
- I confirm that I am self-employed and am responsible for my own income tax and National Insurance contributions. As such, I am not entitled to the benefits that are normally given to the Client’s employees.
- Non-UK clients are responsible for any transfer or conversion fees that may be incurred.
- An invoice will be sent to the Client for any payments due, including deposits or instalments.
- Work will not start until any initial deposit that has previously been agreed upon has been paid.
- Work will not continue until any instalment that has previously been agreed upon has been paid.
- The completed work/final instalment will not be returned until the total/final fee has been paid.
- I do not charge VAT.
- Unless the agreement states otherwise, payment will be made within 30 days of the receipt of my invoice, according to the Late Payment of Commercial Debts (Interest) Act 1998 (amended and supplemented in 2002 and 2013).
CANCELLATION
- If the project has been scheduled and is then cancelled prior to the start date, the Client will pay me a cancellation fee of up to 50% of the fee for the job.
- If the project is cancelled once work on the project has commenced, the Client shall pay me in full for that proportion of the project already completed, plus a cancellation fee of 50% of the remainder of the project.
- Should I judge the requirements of a project to lie outside my abilities or remit during the project, I may refer the Client (with the Client’s consent) to someone who might better be able to fulfil their brief. A fee commensurate to the proportion of the project that has already been edited will be charged; any previously paid fees that have been overcharged will be refunded. Any subsequent arrangements will be made between the Client and the aforementioned third party only.
- Should circumstances beyond my control affect my ability to complete a project when the contract for services for that project has already been signed by both me and the Client, I will notify the Client in writing at the earliest opportunity and attempt to negotiate an adjusted time frame or find an alternative proofreader/editor for the Client. Any deposit will be repaid to the Client.
PROMOTIONAL MATERIAL
- Unless the Client requests otherwise, I can use the Client’s name and a brief, general description of the project in my promotional material.
- Unless the Client requests otherwise, I can use written feedback or comments made by the Client in my promotional material.
COPYRIGHT
- All content delivered to me by the Client for proofreading/editing and all content adapted or altered by me as part of my services will become the copyright of the Client unless otherwise agreed.
DATA PROTECTION
- The information that both the Client and I may keep on record is covered by the terms of the General Data Protection Regulation (GDPR, 2018) and is used by me as stipulated in Check Matt Editorial’s privacy policy. 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 myself. Both the Client and I 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.