Terms
and
Conditions

1. General overview

1. These terms and conditions apply to any work done for you (the Client) by me (Sara Donaldson | Northern Editorial).
2. You are under no obligation to offer me work; neither am I under any obligation to accept work offered by you.
3. I will provide service(s) as mutually agreed upon between us and confirmed in writing via email.
4. My services may include: copyediting, line editing (or a mixture of both line and copyediting), proofreading, content writing, historical and genealogical research and transcription, developmental editing, manuscript assessments and editorial consultation. Other similar services may be agreed upon between us before booking.
5. The work will be carried out unsupervised at such times and places as determined by me using my own equipment.
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 your employees (if you have any).
7. I confirm that I am not VAT-registered.
8. I do not currently subcontract work.
9. The contract requires that you acknowledge in writing (via the booking form or via email if agreed upon), that you have read, understood and agreed to these terms and conditions before work starts.

2. Project terms

1. Editing work is carried out in Microsoft Word using its tracked changes function. Proofreading is usually carried out on PDFs, but may be carried out in Microsoft Word after discussion with you about your project. All other writing is carried out in Microsoft Word.
2. Historical research (including genealogical research) is carried out using a variety of online sources as needed, with reports written in Microsoft Word and submitted to you as a PDF.
3. Historical transcription services will require a high resolution image from you (we can discuss this during the quotation period) and the report will be provided as a PDF unless arranged otherwise at the project’s outset.
4. After an evaluation by me of the material during the quotation period we will agree, via email, on the time frame for the project.
5. A fee will be agreed by us, via email, after I evaluate the material and provide a quote for both work needed and the time frame involved.
6. You and I (we) will agree the scope of any reasonable expenses over and above the usual expenses incurred in the process of editorial work, for example postage or printing, that you will be liable for.
7. We will agree on the date you will deliver the material to me via email, which will be at least 24 hours before work is due to start.
8. We will agree on the latest date by which I will return the completed project to you via email, after discussion on the time frame and work needed.
9. If, upon receipt of the item 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, I may renegotiate the fee and/or the deadline, or decline the work.
10. If I agree to attend your premises or other premises for necessary meetings, the time spent and agreed reasonable expenses incurred are to be reimbursed by you.
11. After acceptance of the returned material via email the work will be deemed as being signed off.

3. Quotations and fees

1. I will provide a quotation following an evaluation of a representative sample of the project to be worked on, and/or discussion with you as to the nature/scope of the work involved.
2. Once a project is booked and a fee has been agreed on the fee is set, unless you ask to extend the scope (such as extend the word count) or add additional services. In this case I will provide you with a revised quotation and time frame for completion of the job.
3. You will pay me a fee per thousand words OR per printed page OR per hour OR an agreed day rate OR an agreed flat fee for the job, as agreed in writing via email.
4. Invoices will be in pounds sterling (GBP).
5. Payments should usually be made via direct bank transfer. For clients outside the UK, payments via Paypal can be arranged. Payments from outside the UK may incur bank or handling charges for both of us.
6. If the project is lengthy, I may invoice periodically for completed stages. This will be discussed with you before the work begins.
7. If the project is lengthy, you may request that I invoice periodically. You may discuss this with me before the work begins.
8. Unless agreed otherwise, before the project begins, full payment should be received within 14 days of receipt of my invoice and booking fees should be received within 7 days, and before commencement of the work.
9. Unless otherwise agreed, the fee quoted for editing or proofreading is for one round (I will edit the text, return the tracked document, and make any amendments as necessary to that edit). Additional rounds are treated as new projects, the terms of which will be agreed upon separately.

4. Booking fee

1. After we have discussed the scope of the project, dates and project fee, once you have completed the online booking form (or via email, if agreed upon) a booking fee will be issued to secure a place in my schedule.
2. The booking form should not be completed until the full scope of the project is discussed and agreed upon.
3. By completing the booking form (or via email, if agreed upon) you agree to the contract of services for the project.
4. By completing the booking form (or via email, if agreed upon) you confirm that you have read and agreed to these terms and conditions.
5. Booking is confirmed once the booking fee has been paid by you and accepted by me.
6. Once a booking is complete, terms of cancellation apply (see below).
7. Booking fees are non-refundable
8. For a project with a total fee in excess of £500, you will pay a booking fee of £500.
9. For a project with a total fee of £500 or less, you will pay the full fee up front. This is non-refundable.
10. Unless agreed otherwise, booking fees should be paid within 7 days of invoice, and before work commences.
11. Booking fees will be deducted from the final invoice issued once the work is complete.

5. Cancellation policy

5.1 Cancellation terms

1. Both you and I have the right to terminate a contract for services if there is a serious breach of its terms.
2. You are free to cancel a project or service (or part thereof) for any reason by providing me with written notice (including via email); I must acknowledge this cancellation in writing (including via email) for this to be valid.
3. I may cancel a project or service (or part thereof) at any time, for any reason, by providing you with written notice (including via email). In the unlikely event that I cancel a project or service, I will provide a prorated refund of any overages of fees paid (including the booking fee).
4. If either you or I are subject to extraordinary circumstances that may require an extension to the times agree upon or cancellation (including family crisis, illness or bereavement), we should make contact as soon as possible to discuss the situation. Life happens, and I aim to be open to discussion and be flexible where possible.

5.2 Cancellation fees

1. Cancelling during the project:
   If you decide to cancel the work during the project I reserve the right to invoice for 100% of the agreed fee (less the booking fee, which is non-refundable).
2. Cancelling before the project:
   If you decide to cancel the work with less than one month’s notice I reserve the right to invoice for 100% of the agreed fee (less the booking fee, which is non-refundable).
   If you decide to cancel the work with more than one month’s notice the booking fee will not be refunded, however no other charges will apply.

5.3 Project reminders

1. Before the project start date I will send you a reminder by email of when we agreed that the material is due to be sent to me. Please reply to the email to let me know that the material will be delivered on time. I will then ask that you send the material to me at least 24 hours before work is due to start.
2. If you do not confirm in writing (including email) within five days before the mutually agreed start date that you will be supplying the material, the project is deemed to have been cancelled by you and the slot in my schedule will be released.

6. Copyright, privacy and GDPR

1. The nature and content of the work will be kept confidential if required and in this instance not made known to anyone other than you and your contractors without prior written permission.
2. Under the terms of the Data Protection Act 1998, you 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. Please see my Privacy Policy, which explains the necessary data I collect, how I use it and store it, and my compliance with the General Data Protection Regulation (GDPR).
3. I will not upload your files to external websites or distribute them to third parties unless specifically authorized to do so, in writing, by you. I do, however, use Dropbox and Microsoft One Drive as cloud storage systems to keep backup files when working and for storage, backup and recovery. Please see my Privacy Policy for more details.
4. To comply with the data protection complaints procedure, any complaints may be sent to GDPR@northerneditorial.co.uk where your complaint will be addressed within 30 days.

7. Copyright and acknowledgements

1. Content delivered to me for the scope of the project is copyright of you, the Client.
2. Any finished content created by me as part of the project will become the copyright of you, the Client, unless otherwise agreed, upon full payment of my invoice.
3. You, the Client, agree 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.
4. I may use your name/book title/project title in my promotional material and/or in my online portfolio of work, unless the work is of a confidential nature and you have asked me not to do so.
5. There is no need to acknowledge me in the finished work, but if you wish to do so, please ask first and allow me to review the acknowledgement. Should you make any large changes to the work (e.g. after an edit/proofread) you should include a line to this effect if I am acknowledged, as errors introduced (e.g. after the edit) may create an inaccurate impression of my work to potential clients. I may ask to be omitted from any acknowledgements should I feel it appropriate.

8. Quality assurance

1. As an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP), I abide by its General Code of Conduct and Professional Practice Code.
2. I undertake continuing professional development, and relevant training.
3. To see a short list of my qualifications and training please see my About page.

9. Legal jurisdiction

1. This Agreement is subject to Scots law, and both you, the Client, and I agree to submit to the jurisdiction of the courts of Scotland.
2. The exclusive venue for any arbitration or court proceeding based on or arising out of this Agreement shall be Wick, Caithness, Scotland.

10. Business insurance

• I hold professional indemnity insurance for copywriting, editing, proofreading, graphic design, and consulting with WithJack for our peace of mind.

11. Digital tools information and artificial intelligence (AI)

1. Terms of use

• I use digital tools to help with consistency, accuracy, quality and efficiency, some of these tools may use AI-assisted technologies in the background, even if I do not actively use them.
• I will not upload your files to external websites or distribute them to third parties unless specifically authorized to do so, in writing (including via email), by you. I do, however, use Dropbox and Microsoft One Drive as cloud storage systems to keep backup files when working and for storage, backup and recovery. Please see my Privacy Policy for more details.
• I review and refine any digital outputs assisted by software or AI tools to maintain quality and accuracy. As a professionally qualified, human, editor, writer and researcher any software is used to support my work and does not replace my professional judgement, training or thought processes.  
• I do not use generative AI in any of my projects.
• I do not use open AI systems for client work. This ensures that my clients’ work is never used for language model training, and that your data, intellectual property and privacy are protected.
• I use reputable providers and treat your work as confidential.
• By agreeing to these terms and conditions you acknowledge and agree to the use of the digital tools I chose to work with in a professional capacity, as noted below.
• Any use of Artificial Intelligence (AI) in the creation of the manuscript / project should be made clear by you, the Client, before work is accepted. I do not work on material that has been created by generative AI, but may work on material that has utilised AI in a lesser capacity.
  

2. Digital tools

The digital tools I currently use are:

1. Microsoft Word and Excel hosted locally via a licensed version of Microsoft 365. Copilot may run in the background, but I do not have it enabled. Macros are used for textual analysis, and are also hosted locally within Microsoft Word or Excel, do not use AI or transmit data.
2. PerfectIt – a locally hosted, licensed, consistency checker, which runs offline as a Microsoft Word Add-in. This software does not use AI.
3. Editors Toolkit Plus – a locally hosted, licensed, consistency checker, which runs offline as a Microsoft Word Add-in. This software does not use AI.
4. Adobe Creative Cloud suite, including Acrobat for PDF checking, locally hosted through a licensed subscription. The suite works offline and AI options are not used.
5. Dropbox is used for secure file storage, backup and recovery through a cloud-based licensed subscription.
6. Microsoft One Drive is used for secure file storage, backup and recovery through a licensed Microsoft 365 subscription.
7. Family Tree Maker – licensed, locally hosted software used for recording family trees compiled during genealogical and historical research. Data is not shared, does not use AI, and links to Ancestry have not been enabled.

12. Disclaimer information

My work is carried out to a high professional standard, but some things cannot be guaranteed. Below you will find limitations and explanations so we know what to expect as we work together.

• Due to the subjective nature of writing and editing, perfection is neither possible nor guaranteed. All edits are suggestions only and you are under no obligation to accept them.
• Any research I carry out for you is based on evidence available at the time the research is carried out. I will provide you with any evidence collected during research but you are advised to review the sources yourself.
• I am not responsible for any changes made after I return a document to you post edit, nor how you use the files once they are returned to you.
• I am not responsible for any changes made to your material by third parties such as supervisors, agents or publishers after I’ve edited or written it.
• I cannot guarantee that after the work is done you will gain such things as good academic grades, funding agreements, agent or publisher acceptance, or gain ‘best seller’ ratings on self-publishing platforms.
• I can accept no liability for any legal action arising from inaccurate or defamatory information or plagiarism in material you have supplied.
• I am not responsible for files that are lost, damaged or corrupted by your systems or third-party platforms that you ask me to use or that you upload the edited files to.
• I am not responsible for missed deadlines caused by your delay in sending me your files.
• I cannot guarantee that I will be able to work with every type of software/platform you request, or that the files I return to you will be compatible with other platforms.
• I am not responsible for delays caused by force majeure (e.g. internet outages or emergencies).
• You, the Client are ultimately responsible for your own work, its content and how it is used. While I will endeavour to point out any particular issues, you are responsible for ensuring the project is appropriate for publication.