Terms and conditions

Last updated: May 2020

These terms and conditions are part of the contract you enter when you engage Heather Woods Media and apply to all work provided by Heather Woods Media.

Please read them through carefully and get in touch if you have any questions – Heather Woods / hello@heatherwoods.co.nz or +64278877701.

DEFINITIONS

“You” is the client, its employees and agents.

“We”, “Us” and “Our” is Heather Woods, its employees and agents.

Copy-editing” is enhancing the writing to ensure the target audience receives the intended message in the style that is required and fit for purpose.

“Proofreading” is correcting mistakes to ensure that there are no errors that could detract from the published work, and that the work looks polished and professional. It is usually the final step before publication, and after all other levels of editing have been completed.

COPYWRITING QUOTES AND PROPOSALS

All quotes and proposals are valid for 30 days from submission date.

All copywriting quotes include:

  • Two rounds of revisions at no extra charge.
  • One round of professional proofreading at no extra charge.

Additional charges, at an hourly rate of $85, will be charged for any additional revisions or proofreading outside of the proposal scope

You have maximum of 10 days to respond with revisions from submission of first draft.

Additional charges, at an hourly rate of $85, will be charged for any additional revisions or proofreading supplied after the 10-day revision period.

This quote does not include (unless specifically stated):

  • Liaison with other agents such as graphic designers or web developers.
  • Meetings outside of the initial creative brief.
  • Travel time for onsite meetings

Any travel is charged at wholesale fares and requires written permission from you before confirmation.

EDITING QUOTES AND PROPOSALS

All quotes and proposals are valid for 30 days from submission date.

All editing quotes include:

  • One round of editing (copy edit or developmental edit)
  • One round of professional proofreading
  • Additional charges, at an hourly rate of $85, will be charged for any additional edits or proofreading outside of the proposal scope.

A second round of editing (if requested) will be the subject of a separate agreement.

Copy edits and proofreading are carried out using Microsoft’s ‘Track Changes’ function and Comments within a Word document.

Style sheet – may be provided to indicate consistency-related style and spelling choices, and descriptions. ​

This quote does not include (unless specifically stated):

  • Liaison with other agents such as publishers, other editors, typesetters, graphic designers or web developers.
  • Meetings outside of the initial creative brief.
  • Travel time for onsite meetings.

Any travel is charged at wholesale fares and requires written permission from you before confirmation.

SERVICES

This includes checking and correcting:

  • ​Content and structure – we check if the manuscript is complete. Does the list of contents match the headings and page numbers? Are footnotes necessary? Do clickable links work?​
  • Correct sentence and paragraph structure and phrasing – Errors in spelling, punctuation, grammar, style and usage.
  • Consistency and appropriateness of language – we check that the language used is appropriate for the target audience. That is, is it at the right level, or is the slang used likely to be understood or match the character. In fiction, we also check that characters haven’t changed their name or hair colour, look for sudden changes from first to third person and monitor the timeline, among other things. We keep a style sheet of decisions on alternative spellings, hyphenation, italics, capitals, units of measurement, how quotations are presented and much more.
  • Layout of headings, paragraphs and illustrations – we format headings and paragraphs using Word styles and we check that images support the text, with clear captions.
  • Accuracy – We will check for misquotations, factual errors, misspelt names, misused words, numbers that don’t add up and incomplete references, and will check or query them. We will also query anything that does not seem to make sense. However, the author is ultimately responsible for what they write.
  • Legal issues – We will flag any instances we see of plagiarism or breach of copyright, libel, obscenity, incitement to racial hatred. However, responsibility for these remains with the writer and publisher.

Copy-editing does not include extensive rewriting or restructuring, ghost writing, proofreading, text or cover design, indexing, research, copyright permissions or project management.

PROOFREADING

This includes checking and correcting:

  • ​Spelling (following whichever convention is decided on)
  • Punctuation
  • Grammar
  • Typographical errors
  • Overall consistency throughout the document of spelling as well as of fonts, page numbers, headings, line spacing, and numbers relating to references, contents and diagram lists etc.
  • Formatting the document using Word Styles so that all parts of the document are consistent.

​​Proofreading does not include copy-editing (unless a sentence is grammatically incorrect, it will not be changed for style reasons). If extensive changes are needed, we will first discuss the situation with you. Proofreading also does not include indexing, page layout/design, seeking permissions.

DEPOSITS

A non-refundable deposit of 50% of the total amount quoted is required on approval of quote before work can begin.

Where the amount is less than $500, the full amount is required on approval of quote before work can begin.

The deposit invoice must be paid before any project work can begin.

PAYMENT

The final invoice will be issued on the day the first full draft is sent to ‘the client’ or when final sign off is given (whichever occurs first).

Payment terms are 7 days from the date on your invoice.

Heather Woods Media reserves the right to charge you interest on overdue accounts at a rate of 10% for the first 21 days overdue and 20% thereafter.

If we engage a third-party organisation to recover your debt, you are responsible for paying the additional costs involved, including any legal expenses.

You can pay via bank transfer (preferred) or PayPal.

PayPal payments incur a 3.5% surcharge

If your project is urgent and requires a turnaround of less than 2 working days, a rush loading of 25% will apply.

Any costs additional to the Services ordered (including couriers, other media and travel costs) are in addition to the amount quoted and shall be charged to ‘the Client’ as required.  These costs will be itemised separately in the invoice.

Bookings accepted more than 30 days prior to the agreed start date:

  • Booking fee: A NON-REFUNDABLE booking fee of 10% of the total for all services scheduled more than one month in advance of the project start date will be due at the time the client agrees to the quote and the terms and conditions. The booking fee will be deducted from the final invoice. A space in the schedule is not reserved until this fee has cleared.
  • Deposits: Any required deposit will be due 14 days prior to the agreed start date.
  • Balance: Payment of the balance is due 14 days after the return of the completed manuscript.

Bookings accepted within 30 days of the agreed start date:

  • Deposit:​ A deposit of 50% of the total value of the project will be due at the time the client agrees to the quote and the terms and conditions.
  • Balance: Payment of the balance is due 14 days after the return of the completed manuscript.

FACE TO FACE MEETINGS

Additional face-to-face meetings can be added to the project at your request.

Face to face meetings will be charged at our hourly rate of $85, and will include any necessary travel time.

Where flights or accommodation are required, the Client is liable for the cost.

Heather Woods Media will follow any travel disbursement policy provided by you, otherwise will make reasonable arrangements.

Travel arrangements will be invoiced at time of booking travel.

Meetings must be cancelled at least 24 business hours in advance – or the full charge of the meeting will be added to your final invoice.

CHANGES IN SCOPE

Any modifications to the original project brief during execution will render the provided quotation invalid.

Additional fees/charges may be applied to cover time and expenses required to complete any new work.

The new quote will need to be approved and revised deposit paid before work can restart.

TIMEFRAMES

We endeavour to deliver all work by the agreed deadline. However, circumstances beyond our control, including major illness or family emergencies may prevent us from getting work to you on time.

We will inform you within two business days if there are any timeframe issues.

Unless otherwise agreed you will provide information and amends to use within ten days.

If we are unable to complete work because we have not received information from you, we will continue the project at our next opportunity. This may affect your overall timeline.

COMMUNICATION

You are asked to nominate one primary contact for all revisions and contact throughout the project.

If you do not communicate with us for 30 days, the project will be deemed closed and any final amount owing will be billed.

CONFIDENTIALITY

If we’ve signed a separate confidentiality agreement or Non-Disclosure agreement with you, then that agreement takes precedence.

We won’t disclose any information that you indicate is confidential.

You agree not to disclose any information about our pricing structure or project documents.

Heather Woods Media reserves the right to use ‘the Client’ projects for her own promotional use unless a Non-Disclosure Agreement precluding this has been signed by Heather Woods Media.

Heather Woods Media may approach ‘the Client’ for a testimonial after the project is completed to their satisfaction, although provision of the testimonial is not obligatory.

We reserve the right to refer to this project and your business name, and to use your logo and content for promotional or educational purposes.

Testimonials are how we demonstrate client satisfaction and the best way to thank us. If you leave us some kind words for a job well done, we may add this to our website (it can be anonymous if you like).

If you want us to help promote your book. Please advise the publication date so we can promote the launch. You may notify us any time you have exciting news we can share, such as winning an award.

We give you permission to publicise our working arrangement at any time and to include our name and business name in the Acknowledgments section of your book if you wish to do so.

Note that we reserve the right to decline public credit for editing your project, including in the Acknowledgments and on our website, and to request that you do not publicise our working arrangement. We will notify you of this request should it be necessary.

TERMINATION

‘The Client’ may terminate the job at any time via email.

If ‘the Client’ terminates the job, Heather Woods Media will invoice for the total stage in progress at the minimum estimated fee.

Heather Woods Media may terminate the job at any time via email.

If Heather Woods Media terminates the job, Heather Woods Media will invoice for the total stage in progress at the minimum estimated fee.

RISK

Heather Woods Media is not responsible for any delivery delay if the delay or failure to supply is caused by matters beyond reasonable control including, without limitation:

  • Acts of God
  • Power failure
  • Equipment failure

COPYRIGHT

You gain full copyright and intellectual property rights for any work delivered by Heather Woods Media when you complete the final payment.

Until final payment is received, Heather Woods Media retains the intellectual property for all work delivered.

CLAIMS AND LIABILITIES

We endeavour to ensure that our work doesn’t infringe on any copyright or other right of a third party.

We are not liable in any way for any direct, indirect, incidental, special or consequential losses or damages resulting from use of services including but not limited to: loss of data and other intangibles; costs or damages resulting from or related to any services purchased or obtained; resulting from unauthorised access to, or alteration of your transmissions or data.

You agree to indemnify and to hold us harmless against any and all claims, costs, and expenses, including solicitors’ fees, due to materials included in any work undertaken at your request.

All materials provided by you are assumed to be legal and accurate.

You are responsible for checking the factual accuracy of the content for this project.

We work hard to ensure our work is free from errors, but we don’t offer an error free guarantee. You are responsible for final approval.

Heather Woods takes no responsibility for the material and how it is used once you have approved the final draft.

If you wish to make a claim about incorrect performance or breach of these Terms and Conditions you must send it, in writing, to Heather Woods within six months of delivery.

Any imposed liability shall be limited to resupply of information or services.

We do not guarantee a promotion, good grades or any other achievement as a result of services provided.

All due care will be taken to ensure accuracy, effectiveness and the factual accuracy of the work. However, the client accepts full responsibility for accuracy and originality as well as any residual errors that appear in the final version.

ENTIRE AGREEMENT

These Terms and Conditions constitute the entire agreement and understanding of the parties and supersede any previous agreement between the parties. A waiver of a breach of any of the provisions of this Agreement shall not be construed as a continuing waiver of other breaches of the same or other provisions.

They shall be governed by Australian and New Zealand law, and the parties hereby agree to submit themselves to the exclusive jurisdiction of Australian and New Zealand Courts.