Terms & Conditions

Definitions

‘Work’ shall mean all goods and services supplied by ‘GHolden Proof’

‘GHolden Proof’ shall mean the business carried out by Genevieve Holden trading as GHolden Proof

‘Client’ shall mean the person(s) or organisation hiring GHolden Proof to supply editorial services

General

1. These terms & conditions apply to any work done for the Client by GHolden Proof.
2. The Client is under no obligation to offer GHolden Proof work; neither is GHolden Proof under any obligation to accept work offered by the Client.
3. GHolden Proof will provide service(s) as mutually agreed, confirmed in writing by the Client.
4. The work will be carried out unsupervised at such times and places as determined by GHolden Proof, using her own equipment.
5. GHolden Proof confirms that she is self-employed, is responsible for her own income tax and National Insurance contributions, and for paying VAT (where applicable) and will not claim benefits granted to the Client’s employees.

Booking

6. Before the commencement of work, GHolden Proof and the Client will agree in writing (via email) on the terms of the project. Which will include:

• the medium worked on
• the proposed fee
• the date the material will be supplied to GHolden Proof by the Client
• the latest date that the Client needs the completed project returned.

7. At the time of booking, the Client will pay a non-refundable booking fee and deposit of 50%of the agreed fee. This amount will be deducted from the final balance/sum owed to GHolden Proof on completion of the work. The Client will then pay the remaining balance on completion of work by GHolden Proof. This payment will be made before the completed work is sent to the Client.

Cancellation

8. If the Client wishes to cancel with less than one month’s notice, GHolden Proof reserves the right to invoice for 100% of the agreed fee, less any booking fee and deposit already made.
9. If the Client wishes to cancel with more than one month’s notice, the booking fee, will not be refunded. However, no further sum will be charged if the work has not begun.
10. Should an assignment be cancelled or postponed once the work has begun, the Client shall immediately pay GHolden Proof in full for the proportion of the work already completed. This will be in addition to the booking fee and deposit totalling 50% already paid as stated above.
11. GHolden Proof retains the right to subcontract work should circumstances require it.
12. While every effort is made to carry out agreed contracts, no responsibility is taken for cancellations owing to causes beyond personal control. GHolden Proof, or a third party acting on her behalf, will notify the Client as soon as possible in any such circumstances. If the Client then wishes to terminate the agreement, the Client may do so, provided that GHolden Proof is paid in full at the agreed rate for any work previously completed. In the spirit of goodwill, GHolden Proof or the party acting on her behalf may assist the Client in finding an alternative specialist to enable the assignment to be completed. However, there cannot be any guarantee that an alternative will be found by GHolden Proof or any guarantee that the subsequent work, will be carried out to the required standard.

Fees and Payment

13. GHolden Proof agrees to attend the Client’s necessary meetings (via videoconferencing) and agreed expenses for the time spent are to be reimbursed by the Client.
14. The Client will reimburse GHolden Proof for agreed reasonable expenses over and above the usual incurred in the process of editorial work.
15. The Client will pay GHolden Proof a fee per hour OR per printed page OR an agreed flat fee for the job, plus VAT where applicable.
16. The completed work will be delivered:

• on or before the date agreed,
• for the agreed fee,
• based on the description of the work required and the brief (both supplied by the Client).

17. If, however, on 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, GHolden Proof may renegotiate the fee and/or the deadline.
18. Similarly, if, during the term of GHolden Proof’s work, additional tasks are requested by the Client, GHolden Proof may renegotiate the fee and/or the deadline.
19. If the project is lengthy, GHolden Proof may invoice periodically for completed stages.
20. Unless agreed otherwise at the outset, payment will be made within 30 days of receipt of GHolden Proof’s invoice.

Copyright and Confidentiality

21. Any content created by GHolden Proof as part of the copyediting/proofreading/project management process will become the copyright of the Client unless otherwise agreed.
22. 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.
23. GHolden Proof reserves the right to refuse to accept or to terminate with immediate effect any work if its completion would involve the illegal copying of software or copyright material.

Accuracy

24. GHolden Proof guarantees that any work that she subcontracts on behalf of the Client, will be completed to the same standard, timescale, and budget and with the same conditions of confidentiality.
25. If GHolden Proof’s work is unsatisfactory, GHolden Proof will rectify it in her own time and at her own expense. GHolden Proof agrees to make all reasonable efforts to produce accurate work conforming to the Client’s instructions. The instructions must be given in writing before the work commences. The Client accepts that GHolden Proof undertakes to provide work of a current standard using the best literature and other sources available to GHolden Proof.
26. GHolden Proof accepts no liability for the omission of material to which she has no reasonable access. Every endeavour is made to avoid errors.
27. No responsibility is accepted for any errors, ambiguity or lack of clarity or the consequences of such in original material supplied by the Client or other party on their behalf to GHolden Proof.
28. The Client is ultimately responsible for their own work. Whilst GHolden Proof endeavours to point out any particular issues, the Client should ensure that the document is appropriate for publication. GHolden Proof can accept no liability for legal action arising from inaccurate or defamatory information in a piece of writing.
29. GHolden Proof accepts no responsibility for any changes or errors introduced to the work by the Client after it leaves GHolden Proof.
30. GHolden Proof accepts no responsibility for ensuring the word count of the finished documents for students, writers, or academics falls within the required limits. The Client should always recheck this.

Data Protection

31. Under the terms of the General Data Protection Regulation 1998 (UK) and the Data Protection Directive 1995 (EU) the Client and GHolden Proof may keep on record such information (eg contact details) as is necessary.
32. Either the Client or GHolden Proof has the right to terminate a contract for services if there is a serious breach of its terms.

Promotion

33. If GHolden Proof has made a substantial contribution to the proofreading/editing/project management of the work, she will be entitled to receive one free copy of the work. There is no need to acknowledge GHolden Proof in the Client’s work, but please ask permission before doing so.
34. GHolden Proof may use the Client’s name in her promotional material.

Jurisdiction

35. This agreement is subject to the laws of France (EU), and both GHolden Proof and the Client agree to submit to the jurisdiction of the French (EU) courts.

Last updated: 4 October 2022