Terms & Conditions

Last updated: 5 December 2025

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To keep things clear and stress-free for both of us, please take a moment to read my Terms & Conditions before booking. They cover fees, timelines, and revisions so everyone knows what to expect.

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A PDF copy will be provided with your contract.

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1. Overview

• These terms and conditions apply to any work carried out for the Client (you) by me (Simone Jopling).

• I will provide editorial services as agreed in writing between myself and the Client. The scope and nature of these services are as described on the relevant pages of my website.

• The Client is required to submit the entire manuscript in a single file. After submission, no further amendments may be made to the manuscript unless agreed in writing.

• The Client is not obliged to offer work, and I am not obliged to accept any work offered by the Client.

• All work will be completed independently, at my discretion regarding time and location, using my own equipment.

• I confirm that I am self-employed, am responsible for my own income tax and National Insurance contributions, and will not claim any benefits granted to the Client’s employees.

• I am not VAT-registered.

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​2. Project terms​

• All editing work will be carried out in Microsoft Word using Track Changes.

• Proofreading may be carried out on a PDF at the client’s discretion. The Client is aware that they will have to implement the changes themselves.

• The Client and I will agree by email the timeframe for completing the project, the Project Fee following my evaluation of the material, the delivery date for the Client to provide the material, and the deadline for the completed work.

• If, upon receipt or early review of the project, significantly more work is required than initially anticipated, I may renegotiate the Project Fee and/or deadline, or decline the work.

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3. Deposits & Project Fees

• Once the Client and I have agreed the total fee, it is fixed and non-negotiable, except where the Client increases the word count or requests additional services. In such cases, a revised quotation and a new project completion date will be agreed.

• The Client will compensate me either on a per-word basis for the original document, or by the hour, or via a mutually agreed flat fee for the project, as confirmed in writing.

• A deposit of 50% of the total Project Fee is required to secure the project.

• Unless otherwise agreed, I will issue an invoice for the deposit immediately upon agreement of a service.

• Deposits are non-refundable.

• The remaining 50% is due upon project completion and will be invoiced upon delivery of the final file(s).

• Full payment is required within seven calendar days of delivery.

• If payment is not received within this period, I reserve the right to apply reasonable late fees or interest to the overdue amount until payment is received.

• Small Projects (£300 or less): For projects with a total fee of £300 or less, the full Project Fee is due upfront, upon signing the agreement. This payment is non-refundable, and work will not commence until it has been received.

  • The minimum Project Fee is £50. Any work offered below this value will be charged at this minimum rate.

• Unless otherwise agreed, the quoted fee covers one round of editing/proofreading the manuscript. Any additional rounds will be treated as separate projects, with terms to be agreed upon individually.

• One round of reasonable revisions / follow-up questions is included in the fee.

• I may be able to offer a rush service. As these require overtime and schedule adjustments, an additional fee of 30% will apply.​

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​4. Cancellation Policy

• Both the Client and I have the right to terminate a service agreement at any time in the event of a serious breach of its terms.

• The Client may cancel a service at any time for any reason by providing written notice (including email). I must acknowledge this cancellation in writing (including email) for it to be valid.

• I may cancel a service at any time for any reason by providing written notice (including email) to the Client. In such cases, I will issue a prorated refund of any fees paid, including the deposit.

• In the unlikely event that the Client faces extraordinary or difficult circumstances leading to cancellation or delay (e.g., family emergency, illness, bereavement), the Client should contact me to discuss the cancellation terms. I strive to act fairly and accommodate such situations.

• If I encounter extraordinary or difficult circumstances causing cancellation (e.g., family emergency, illness, bereavement), I will notify the Client in writing at the earliest opportunity and make every effort to renegotiate the project timeline or provide an alternative proofreading/editing service. The deposit will be refunded.

• If the Client cancels the work during the proofreading/editing project, I reserve the right to invoice for 100% of the agreed Project Fee, minus any deposits already paid.

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5. Quality Assurance

• I am an Entry-Level Member of the Chartered Institute of Editing and Proofreading and adhere to their Code of Practice.

• I strive for objectivity in my editorial feedback, basing edits and suggestions on established principles and authoritative resources, such as literary theory and style guides. However, a degree of subjectivity is inherent in any creative project, and the editing process is collaborative, with the Client having the final say on decisions regarding their work.

• While I uphold the highest editorial standards, I cannot guarantee that the Client will secure agent representation, publication, or sales of their work.

• I cannot guarantee perfection, as achieving editorial perfection is impossible, and claiming otherwise would be unethical.

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6. Copyright

• All content provided by the Client for proofreading or editing remains the property of the Client.

• The Client agrees to hold me harmless against any claims, liabilities, or expenses arising from potential or actual copyright or trademark infringement related to the materials they provide.

• Upon payment of my final invoice, any content produced by me during the proofreading or editing process will become the copyright of the Client, unless otherwise agreed in writing.

• Copyright for any content I create during the developmental edit, manuscript critique, or manuscript assessment process remains with me. The Client may not share or distribute the content of these reports without my prior written permission.

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7. Use of Software and AI Tools

• I do not use generative AI to create or alter content.

• To support accuracy, consistency, and efficiency, I may use software tools such as Microsoft Word, PerfectIt, Google Search (for fact-checking), and macros.

• All edits are carried out and reviewed by me to ensure quality and contextual accuracy.

• The Client’s materials remain confidential. They may be stored securely on cloud or local systems for backup and workflow purposes but will not be shared with any third party without the Client’s express permission.

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8. Acknowledgements in published works

• The Client is not required to include an acknowledgement of my work in the published material. If they choose to do so, I have the right to review it beforehand or decline to be mentioned.​

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9. Legal jurisdiction

• This agreement is subject to the laws of England and Wales, and both the Client and I agree to submit to the jurisdiction of the English and Welsh courts.

• Any dispute arising out of or in connection with this agreement will be heard exclusively in the courts located in South Yorkshire, England.

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10. Contact Me

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If you have any questions or concerns about my terms and conditions, please get in touch:

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Refined By Heart
Simone Jopling
Email: simone@refinedbyheart.co.uk