Contract of Service – Editing

WordServings
Effective Date: 2025-09-01

These terms and conditions ensure clarity and mutual respect in our work together. By confirming a project in writing, you agree to these terms. If you have any questions or concerns, feel free to contact me so that I can provide clarity and reassurance.

Overview

1.1 These terms apply to all editing services provided by Judith Arnold/WordServings (“I”, “me”) to you, the Client.

1.2 Work will be carried out independently, using my own equipment, at times and places of my choosing.

1.3 I personally complete all projects and will not subcontract without your written consent.

1.4 I am self-employed, responsible for my own taxes, and not your employee.

Project Terms

2.1 Before work begins, we will confirm in writing (including email):

  • The format of work (e.g., Word Track Changes, Google Docs, PDF).
  • How annotations or comments will appear.
  • The project scope and deliverables.
  • The estimated completion date.
  • The agreed fee (per word, per hour, or flat fee).
  • Any additional expenses (e.g., postage, travel if required).
  • The file delivery date (from you) and project return date (from me).

2.2 If it becomes clear your material requires substantially more work than expected, I may renegotiate the fee and/or timeline, or decline the project.

Project Quotations

3.1 Quotes are based on a review of a sample and discussion of your needs.
3.2 Once agreed, the fee is fixed unless you extend the word count or request additional services.
3.3 Fees may be quoted in CAD, USD, or GBP at the Client’s request. The Client is responsible for any bank or conversion charges.
3.4 Unless otherwise agreed, the quoted fee covers one pass of the manuscript. Additional passes count as new projects.

Payments & Booking Fees

4.1 All booking fees are non-refundable.
4.2 For projects under $150 USD (or equivalent): full payment is due up front within three (3) days of agreeing the fee.
4.3 For projects $150 USD or more: a 50% booking fee is due within three (3) days of agreeing the fee. This secures your place in my schedule.
4.4 The remaining balance is due before delivery of final files. Files will be released once payment is received.
4.5 Invoices are payable within the timeframe stated on the invoice. Late payments may incur interest as allowed by law.

Fees & Taxes

5.1 All fees on the website are in USD. Custom quotes are delivered in USD, CAD or GBP as agreed. Clients are responsible for any bank or currency conversion fees.
5.2 As a Canadian sole proprietor, I am not currently required to collect HST/GST. Should this change in the future, applicable taxes will be added to invoices as required by law.

Cancellation Policy

6.1 General: Either party may cancel for a serious breach of contract; notice must be in writing and acknowledged.
6.2 All booking fees are non-refundable.
6.3 Small Projects (< $150 USD): If you cancel before or after work begins, no refund is issued.
6.4 Larger Projects (≥ $150 USD): If you cancel before work begins, the booking fee is retained. If cancelled after work begins, the booking fee is retained and I may invoice for work completed, up to 100% of the total fee.
6.5 Extraordinary Circumstances: If illness, family crisis, or other serious events affect you or me, we will discuss options fairly. If I must cancel, I will refund all payments made, including the booking fee (if work has not begun).
6.6 Project Start Reminders: I will confirm two weeks before the scheduled start date. Files are due 24 hours before the start date; failure to deliver files by then may be treated as a cancellation.
6.7 Client Delays: If you delay providing materials, feedback, or approvals beyond the agreed schedule, I may need to reschedule your project. If the delay exceeds 30 days, your booking may be released, and a new booking fee may be required to restart the project.

Confidentiality

7.1 All material and communication will be treated as confidential.
7.2 I will not share your files without written permission.
7.3 I use secure cloud storage (e.g., onedrive, dropbox, google). See my Privacy Policy for details on data protection.
7.4 Portfolio Use: I may refer to anonymized details of your project (e.g., “memoir editing,” “romance editing”) in my portfolio or case studies. Your name, title, and identifying details will never be shared without your written consent. You may opt out of all portfolio references at any time.

Copyright

8.1 You retain copyright for all content you provide.
8.2 You indemnify me against copyright or trademark claims arising from your content.
8.3 Any edits, comments, or writing I create for you transfer to your copyright after full payment.

Use of Artificial Intelligence (AI)

9.1 I may, at times, use professional AI-assisted tools (for example, to check consistency, flag patterns, or generate alternatives) to support the editing process. These tools are always used under my direct supervision, and all final editorial decisions are made by me.
9.2 AI is never used as a replacement for my professional judgment or for your unique voice. Its role is limited to efficiency and quality support, allowing me to devote more energy to craft, clarity, and client collaboration.
9.3 Your manuscript remains confidential. I do not share your work with unsecured systems, and I take care to protect your intellectual property when using AI tools.

Force Majeure

Neither party will be liable for delays or failure to perform obligations if caused by events beyond reasonable control, including natural disasters, power outages, technical failures, strikes, illness, government restrictions, or similar circumstances. In such cases, both parties will make reasonable efforts to agree on a revised schedule.

Acknowledgements

You are not required to mention WordServings in your published work. If you choose to, I request the opportunity to review or decline the mention.

Governing Law and Dispute Resolution

This agreement is governed by the laws of Canada and the province of Prince Edward Island. Both parties agree to attempt in good faith to resolve disputes through mediation before pursuing court action. Disputes that cannot be resolved by mediation will be handled in the courts of Prince Edward Island and nowhere else.

Contact
For questions, contact:
hello@wordservings.com
www.wordservings.com