Terms and conditions

Below are the terms and conditions of service, which explain the expectations, obligations and responsibilities regarding all work carried out by Acrone Ltd, trading as Optimal Editorial Services (‘OES’) for you (‘the Client’). Should you have any queries or concerns then please contact me.

  1. Quotations and scope of work

1.1.  OES can only give firm quotations if a full draft of a project is available to preview; if only a partial draft is available, any quote is provisional and subject to confirmation on receipt of the work.

1.2.  If it becomes apparent that significantly more work is required than was agreed, or if additional tasks are requested, a revised fee and/or the deadline will be negotiated. If no satisfactory agreement is reached, then OES reserves the right to decline the work.

1.3.  OES and the Client will agree the scope, methodology and format of the work in the form of a written brief.

1.4.  The Client will deliver the materials on or before the agreed start date, accompanied by an official purchase order. Should unforeseen circumstances prevent or delay delivery of the project, the Client will contact OES at the earliest opportunity to inform them of the circumstances and either renegotiate the deadline or agree an alternative plan.

1.5.  OES will work on the project as per the Client’s brief, and will complete the work by the agreed deadline, at a time and place determined by OES, using their own equipment.

1.6.  Should unforeseen circumstances prevent or delay delivery of the completed work, the Client will be contacted at the earliest opportunity to inform them of the circumstances and either renegotiate the deadline or offer an alternative solution.

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

1.8.  OES reserves the right to refuse to work on a project for any reason.

  1. Payment terms and reimbursement

2.1.  The Client agrees to pay in full for work in relation to the project, on receipt of a duly completed invoice from OES.

2.2.  The purchase order will document the fee rate paid by the Client, as per hour, OR per day, OR per printed page, OR per 1000 words, OR a flat fee for the job (exclusive of any value added tax (VAT) if applicable).

2.3.  If a job is expected to take more than 1 calendar month to complete, OES will request the set-up of an invoicing schedule with the Client.

2.4.  Payment will be made within 30 days of the invoice date, according to the Late Payment of Commercial Debts (Interest) Act 1998.

2.5.  The Client agrees to pay any reasonable expenses (such as courier or postage) incurred in the course of a job. If it is necessary for OES to attend meetings inhouse, the Client agrees to pay for the time spent, and any reasonable expenses incurred.

2.6.  If a scheduled job is cancelled prior to actual start, a cancellation fee of up to 50% of the fee for the job may be charged.

2.7.  If a job is cancelled after commencement, the Client shall pay OES for that proportion of the assignment already completed.

  1. Standard of work

3.1.  All reasonable efforts will be made to complete the work as per the Client’s instructions, to the required standard, according to OES’s own working methods.

3.2.  OES guarantees that any subcontracted work will be completed to the same standard, schedule and budget and with the same conditions of confidentiality.

3.3.  Every effort will be made to avoid errors; however, no responsibility is accepted for any errors in the original material supplied.

3.4.  Should the work not be completed to the expected standard, OES will correct the work free of charge.

  1. Employment status

4.1.  The relationship between OES and the Client is one of supplying independent specialist services, and not ‘master and servant’ or ‘employer and employee’. OES does not act as an agent or partner of the Client.

4.2.  OES may accept work from other companies, firms or persons which do not conflict with or hinder its ability to deliver services to the Client.

4.3.  OES is registered for VAT. It is responsible for its own income tax and National Insurance contributions, and for paying VAT (where applicable) and will not claim benefits granted to the Client’s employees.

  1. Copyright and confidentiality

5.1.  Unless otherwise agreed, all work delivered by OES remains the intellectual property of the Client.

5.2.  The information that the Client and OES may keep on record is covered by the terms of the General Data Protection Regulation. No more such information will be held than is necessary, at any time, to comply with those terms and with any compliance statement or privacy policy published by the Client and/or OES. Both the Client and OES agree that, where consent is required to hold or process such data, such consent has been requested and obtained and both facts can be demonstrated. Either may view the other’s records to ensure that they are relevant, correct and up to date.

5.3.  All Client material and information will be kept confidential and securely stored, and OES will in any event abide by the Client’s confidentiality policy where this is in place.

5.4.  Any storage media, original artwork or other material supplied by the Client relating to the work will remain the property of the Client and will be returned promptly. OES will otherwise retain any project-related hard copies or data files for a minimum of 5 years.

5.5.  OES may use the Client’s name in its promotional material.

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