Terms & Conditions

Katie O Editorial Services

These Terms & Conditions (“Terms”) set out the agreement between you (“the Client”) and Katie O Editorial Services (“the Editor”). By commissioning any work, the Client confirms acceptance of these Terms.

1. Scope of Work

The Editor agrees to provide editorial services as described in writing prior to the start of the project.
Services may include proofreading, copyediting, structural/substantive editing, formatting, reference checking, or document quality assurance.

The agreed scope will be confirmed through:

· the completed Project Brief

· a written quotation

· written acceptance of these Terms

Any work outside the agreed scope, including additional text, new sections, significant rewriting, or expanded instructions, will require a revised quotation.

2. Ethical Standards

The Editor adheres to the Chartered Institute of Editing and Proofreading (CIEP) Code of Practice and upholds academic integrity.

The Editor will not:

· rewrite or alter core arguments

· add new content that constitutes authorship

· undertake academic work on behalf of students

· modify work in ways that breach university, institutional, or publisher ethics

The Editor’s role is to improve clarity, expression, structure, and presentation while preserving the Client’s original meaning and authorship.

3. Quotations and Pricing

Quotes are based on the information supplied in the Project Brief and, where appropriate, a short sample.

Pricing aligns with the CIEP Suggested Minimum Rates, taking into account:

• word count

• editing level

• document complexity

• referencing or formatting needs

• required turnaround

Quotations are valid for 30 days unless otherwise stated.

4. Deposits

For projects priced over £300, a deposit of 30% is required before work begins.

The deposit becomes non-refundable once work has begun, including sample assessment or document preparation.

5. Payment Terms

Invoices are issued on completion of the work, unless staged invoicing is agreed.

· Payment is due within 14 calendar days of the invoice date.

· Late payments may incur statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998.

· Payment is accepted by UK bank transfer (details provided on invoice).

Copyright in the edited material transfers to the Client only after full payment has been received.

6. Turnaround and Delivery

The Editor will meet the agreed deadline provided that:

· the Client supplies all materials on time

· instructions remain consistent and complete

· no substantial revisions are required after work has begun

Delivery will include:

· a tracked-changes version

· a clean final version

· a style sheet outlining editorial decisions

Delays caused by late delivery of materials, expanded scope, or incomplete instructions may result in a revised deadline.

7. Revisions

One round of light revisions is included within 14 days of delivery.
Revisions must relate directly to the original document and editing pass.

Significant rewriting, new material, or structural changes will require a new quotation.

8. Accuracy and Limitation of Liability

The Editor will make every reasonable effort to identify and correct errors. However:

· no editor can guarantee a completely error-free document

· the Client is responsible for final proofreading prior to publication or submission

· the Editor is not liable for consequences arising from the Client’s use of the edited document

The Client remains responsible for:

· originality and accuracy of content

· compliance with institutional, legal, or ethical requirements

· securing any necessary permissions

Nothing in these Terms limits liability for fraud or fraudulent misrepresentation.

9. Confidentiality and Data Protection

All documents and personal data are treated as confidential.

The Editor:

· stores files securely on encrypted, password-protected systems

· does not share files or personal data with third parties

· complies with UK GDPR

· deletes files after six months, unless otherwise agreed in writing

The Client may request deletion of files or personal data at any time, subject to legal record-keeping requirements.

10. Client Responsibilities

The Client agrees to:

· provide complete and accurate information in the Project Brief

· supply the final version of the document before editing begins

· specify all stylistic, institutional, or journal requirements in advance

· disclose any prior editing, heavy machine translation, or AI-generated text

· check the edited document upon delivery

The Editor cannot be held responsible for issues arising from missing, inaccurate, or late information.

11. Cancellation

If the Client cancels after the Editor has begun work:

· the deposit is retained; and

· additional work already completed beyond the deposit value will be invoiced at the agreed rate.

If the Editor must cancel due to unforeseen exceptional circumstances, the deposit (if unused) will be refunded in full and, where possible, alternative editors may be recommended.

12. File Formats

Work is carried out primarily in Microsoft Word using Track Changes.

PDF and other formats may be annotated upon request, but functionality may be limited depending on format.

13. Portfolio Use

The Editor may request permission to use anonymised samples of edited text for portfolio purposes.
No material will ever be published or shared without the Client’s explicit written consent.

14. Copyright

The Client retains copyright of all materials submitted.
The Editor claims no rights over the content beyond the right to work on it for the agreed purpose.

15. Governing Law

These Terms are governed by the laws of Scotland.
Any disputes will be addressed first through good-faith discussion. If unresolved, disputes fall under the exclusive jurisdiction of the Scottish courts.

16. Acceptance of Terms

By commissioning work, the Client confirms they have read, understood, and accepted these Terms.