Updated August 2023
These terms shall constitute an agreement between you, “the client”, and I, Greg Sandford or “the freelancer”, which operates from the acceptance of a quote until the project invoice has been paid in full.
This contract is a legal document under exclusive jurisdiction of English and Welsh courts, and you agree that you have the authority to enter into this contract on behalf of your organisation.
Neither party can transfer this contract to anyone else without the other’s permission.
We both agree to adhere to laws and regulations in relation to our activities under this contract and not to cause the other to breach any relevant laws or regulations.
If any provision of this contract shall be unlawful, void, or for any reason unenforceable, then that provision shall be deemed severable from this contract and shall not affect the validity and enforceability of any remaining provisions.
Services
At the beginning of each project we’ll discuss key deliverables, how long a piece of work may take and any dates the work needs to be completed by. Based on this I’ll provide you with a quote which will be valid for 30 days. Once the quote has been accepted (with the provision of a purchase order, if relevant) and, if applicable, the deposit has been paid, I will book out the time for you.
Should extra work be required during the project, for example due to changes to the deliverables requested, I’ll provide an additional quote.
My quotes are inclusive of local travel and travel time, but I will charge for longer distance travel and, if applicable, accommodation, and these will be detailed on my quote.
Where my work relies on gathering information or assets from you, these must be shared within the agreed timeframe in order to meet the schedule of delivery, and I cannot be held responsible for delays if those timings are not met.
I accept no liability for any failure or delay due to matters beyond my reasonable control.
Liability
I work professionally and in accordance with best practice. However, the responsibility sits with you to check that any content or materials provided are accurate, reflective of your organisation and meets relevant regulatory standards before sending it to print or sharing it publicly in any form.
In no event am I or anyone else in relation to my business liable to you or any third party for damages including:
i) lost profits, lost savings or other incidental, consequential or special damages
ii) the cost of procurement or substitute products or services;
iii) the interruption of use or loss or corruption of data.
My total liability for any claim arising out of or relating to this project shall not exceed the project fees paid by you, and that amount shall be in lieu of all other remedies which you may have against me.
You will not be liable to me or any third party for damages, including lost profits, lost savings or other incidental, consequential or special damages. Your liability to me will be limited only to the price stated in relation to this contract.
Data
It is your responsibility to ensure that you have consent to pass on details of any individual to me, for example employees that you may wish me to speak with. Any data sent across will be handled according to my privacy policy, which can be found here.
Notice and cancellations
To cancel a project, please let me know with at least 14 days’ notice. Should work be cancelled with less notice, I charge 50% of the quoted figure or time booked.
To pause a project, please let me know with at least 14 days’ notice. Should work be delayed with less notice, I charge 50% of the quoted figure or time booked within the next 14 days.
If a project is paused or cancelled part way through, I reserve the right to charge pro-rata for any work that has been done, and will charge 50% of any remaining time booked unless 14 days’ notice is given.
If I do not hear from you for a period of 21 days at any point during the project I will consider the work cancelled and this same term will apply.
Should I no longer be able to complete a project at short notice, for example through illness, I’ll do my best to complete the work using a substitute (see below) or refund any outstanding work.
In the event that I need to cancel the project or wish to terminate the relationship, I will give you 14 days’ notice.
If a project is paused or cancelled part way through by either party, I will send over any work which has been completed, but will not share notes, rough workings or early drafts.
Substitutes
From time to time it may be necessary for a substitute to carry out work on my behalf, for example in the event of illness, or where I think someone else can add value to a project. These individuals are trusted associates and equally skilled, experienced and able to deliver the activities in my quotes. It is my responsibility to pay these individuals.
Payment Terms
Invoices are issued electronically and my preferred payment method is by bank transfer. Details are listed on all quotes and invoices, and can also be provided on request.
I reserve the right to request a non-refundable deposit of 20% up front, which will be deducted from your final invoice.
Payment must be made within 14 calendar days of an invoice being submitted. If payment has not been received I will send a reminder on the 15th day. Unpaid invoices and late payments will incur additional charges according to the Late Payment of Commercial Debts Act.
I’ll invoice at agreed project stages or at the end of each month. At each agreed time I’ll contact you to confirm the work done, at which point any queries should be raised within a week. I’ll then submit my invoice on the 8th day.
Availability and Communication
If you have any queries, please email me and I will get back to you as soon as I can. I am also available for scheduled calls and meetings.
All assets and feedback must be sent across in written form by email.
Intellectual Property Ownership
Copyright of the work I produce remains with me until final payment is received. Copyright will pass to you once I have received payment in full, and you can then use the work as you wish.
Greg Sandford 