Terms and conditions


“I thank you so much and appreciate beyond words. I really appreciate the help I got from you.”

Barbara, PhD student, University of the Witwatersrand, Johannesburg, South Africa

The following terms outline the key principles of our working relationship. Before I start working on your project, I will need to have received written confirmation (via email) that you are happy with the terms outlined here and the quotation I have provided you with. Acceptance of these terms also constitutes acceptance of the NJE Proofreading Data Protection and Privacy Policy which details the information I hold about you and the purposes for which it is held.

If you have any questions or require further clarification, please do not hesitate to contact me.

1. Definitions

1.1 The “Freelance” shall mean the professional proofreading and language editing services provided by Nicola Everitt, trading as NJE Proofreading.

1.2 The “Client” shall mean the individual, company, or other entity engaging the services of the Freelance.

1.3 “Parties” shall mean the Freelance and the Client as appropriate.

2. General

2.1 The Freelance will provide the proofreading or language editing services as mutually agreed and confirmed in writing by the Client.

2.2 The services will be carried out unsupervised at such times and places as determined by the Freelance, using her own equipment.

2.3 The Client is under no obligation to offer the Freelance work; neither is the Freelance under any obligation to accept work offered by the Client.

2.4 The Freelance confirms that she is self-employed and is responsible for her own income tax and National Insurance contributions.

2.5 The Freelance is not VAT registered.

3. The role of the Freelance

3.1 All changes and any suggestions made as comments are the opinion of the Freelance and the Client can choose to accept or reject each change as they see fit.

3.2 The Freelance will not check facts or figures within the document or the accuracy of the subject content.

3.3 The Freelance does not claim to be an expert in all fields and so is not in a position to ensure the work is factually or academically sound.

4. Student work

4.1 For student work that is to be submitted for assessment, it is the student’s responsibility to ensure that their university permits the use of third party proofreading and language editing services. The Freelance assumes no responsibility for checking this.

4.2 The Freelance cannot be held responsible for the outcome of the student’s work, or grade achieved.

5. Copyright

5.1 For the avoidance of doubt, the copyright in the Client’s work will remain with the Client and any additional content that is created by the Freelance as part of the services carried out, will become the copyright of the Client, upon receipt of payment of the related invoice(s).

6. Payment

6.1 The Client will pay the Freelance a fee per hour OR per printed page OR an agreed flat fee for the job as agreed between the Parties before commencement of the work.

6.2 The Client will make payment in GBP by bank transfer within 30 days of the date of the invoice (14 days for student work), according to the Late Payment of Commercial Debts (Interest) Act 1998 (amended 2002 and 2013). An invoice will be sent to the Client along with the completed work.

6.3 For lengthy projects, the Freelance may invoice periodically for completed stages of the work.

6.4 The completed work will be delivered on or before the date agreed, for the agreed fee, which will be based on the description of the work required and the brief, both supplied by the Client.

6.5 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, or that the sample of the work previously sent by the Client was not representative of the whole piece, the Freelance may renegotiate the fee and/or the deadline, or decline to carry out the work.

6.6 Similarly, if, during the term of the Freelance’s work, additional tasks are requested by the Client, the Freelance may renegotiate the fee and/or the deadline.

7. Confidentiality

7.1 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.

7.2 The Freelance will not subcontract any part of the work to third parties.

7.3 Under the terms of the Data Protection Act 1998, the Client and the Freelance 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. The NJE Proofreading Data Protection and Privacy Policy details the Freelance’s compliance with the General Data Protection Regulation (GDPR), in force from 25 May 2018.

7.4 The Client agrees to provide feedback and/or a testimonial for use in promotional materials and the Freelance may use the Client’s name in such promotional material, unless otherwise agreed between the Parties.

8. Liability

8.1 Whilst the Freelance aims to provide a thorough service and eliminate errors, no guarantees are made as to the accuracy of the work or the services carried out by the Freelance.

8.2 The Freelance cannot be held responsible for the outcome of the Client’s work.

8.3 The Freelance cannot be held liable for errors or omissions and accepts no responsibility for any consequential losses or costs incurred as a result of any errors in relation to the Client’s work, whether direct, indirect or otherwise.

8.4 The Client hereby accepts full responsibility for their work and will not hold the Freelance responsible for the Client’s work in any way.

9. Cancellation

9.1 If the Client cancels with less than seven days’ notice then the Freelance reserves the right to charge for 50% of the agreed fee.

9.2 If the Client cancels after the Freelance has started working on the project then the Freelance reserves the right to charge for at least 60% of the agreed fee or for the amount of work already completed; whichever is greater.

9.3 Either the Client or the Freelance has the right to terminate a contract for services if there is a serious breach of its terms.

9.4 Both the Client and the Freelance agree to do their utmost to alert the other party of any circumstances (such as illness) which may affect or delay the work, at the earliest opportunity. In such cases, the Freelance will try to accommodate the Client’s needs and renegotiate the terms of the work, where possible.

10. Governing law

10.1 This agreement is subject to the laws of England and Wales and both the Freelance and the Client agree to submit to the exclusive jurisdiction of the English and Welsh courts.