Terms and Conditions

This covers the bulk of Officina Publishing Services’ work. However, for the more specialised T&Cs on sourcing illustrations, please see here.

1. Parties and Interpretation

1.1 These Terms and Conditions apply to all work undertaken by Officina Publishing Services (“the Service Provider”) for the commissioning party (“the Client”). “Work” means any editorial, typesetting, design, or book production services as specified in the quotation or project brief.

1.2 The Client is under no obligation to offer the Service Provider work; neither is the Service Provider under any obligation to accept work offered by the Client.

1.3 By commissioning work, the Client explicitly agrees to be bound by these Terms and Conditions. Any variation must be agreed in writing.

2. Services

2.1 The Service Provider will complete work to the specification, deadline, and fee agreed in writing (whether by email, formal quotation, or contract). Any special instructions should be communicated before work commences.

2.2 The Service Provider will carry out all work with reasonable skill and care, to a standard conforming to generally accepted industry practices.

2.3 If the Service Provider’s work is unsatisfactory due to the Service Provider’s error, the Service Provider will rectify it at their own expense within a reasonable timeframe.

2.4 The Service Provider may subcontract work to suitably qualified third parties, and will inform the Client in advance when doing so. The Service Provider guarantees that any subcontracted work will be completed to the same standard, schedule, budget, and conditions of confidentiality.

3. Quotations and Fees

3.1 Quotations are based on the information provided by the Client and remain valid for 30 days unless otherwise stated. Quotations may be given as a fixed fee, hourly rate, per-page rate, or per-word rate as appropriate to the work.

3.2 If the scope, extent, or nature of work differs materially from that described in the original brief, the fee may be adjusted by mutual agreement before work continues.

3.3 Unless otherwise agreed, the quotation covers a single round of amendments or corrections. Additional rounds of changes may be charged at the Service Provider’s standard hourly rate.

3.4 The Client may be required to reimburse the Service Provider, in part or in full at the Service Provider’s discretion, for unforeseen additional expenses reasonably incurred in performing the work (such as stock imagery, specialist fonts, or courier charges).

4. Payment Terms

4.1 Unless otherwise agreed in writing, payment is due within 30 days of the date of invoice.

4.2 For projects with an estimated fee of £1,000 or more, the Service Provider may require a deposit of up to 30% before work commences, with the balance due upon completion or in agreed instalments.

4.3 Interest on overdue payments will be charged in accordance with the Late Payment of Commercial Debts (Interest) Act 1998 (as amended), which permits interest at 8% above the Bank of England base rate, plus statutory compensation (£40–£100 depending on debt size) and reasonable recovery costs.

4.4 Payment may be made by bank transfer (preferred), online payment service, or such other method as agreed. The Service Provider will provide payment details on the invoice.

5. Client Responsibilities

5.1 The Client will provide all necessary materials, information, and instructions in a timely manner and in a format suitable for the work to be carried out.

5.2 The Client will respond to queries and review proofs or drafts within the agreed timeframe. Delays caused by late responses may result in extended deadlines or additional charges.

5.3 The Client warrants that all materials provided do not infringe any third-party copyright, trademark, or other intellectual property rights, and that the Client has obtained all necessary permissions.

5.4 The Client is responsible for the accuracy and completeness of all factual content, including but not limited to names, dates, quotations, statistics, and any claims made within the text.

6. Intellectual Property and Copyright

6.1 Copyright in materials provided by the Client remains with the Client (or the original rights holder).

6.2 Copyright in original work created by the Service Provider (such as cover designs, illustrations, or bespoke typographic elements) shall transfer to the Client upon full payment of all fees, unless otherwise agreed in writing.

6.3 The Service Provider retains the right to display samples of the completed work in their portfolio and promotional materials, unless the Client requests in writing that the work remain confidential.

6.4 Where the Service Provider purchases or licenses third-party assets (such as stock images or fonts) on the Client’s behalf, the Client agrees to abide by the relevant licence terms. The Service Provider will advise on any restrictions.

7. Confidentiality

7.1 The Service Provider will treat all unpublished materials and commercially sensitive information provided by the Client as confidential and will not disclose such information to third parties without the Client’s consent.

7.2 This obligation of confidentiality does not apply to information that is already in the public domain, is independently developed, or is required to be disclosed by law.

7.3 Any non-disclosure agreement provided by the Client and signed by the Service Provider shall take precedence over this clause.

8. Proofs and Approval

8.1 The Client will be provided with proofs or drafts for review at agreed stages. The Client should check these carefully for errors.

8.2 Once the Client has approved proofs or final files in writing (including by email), the Service Provider shall not be liable for any errors that were present in the approved materials.

8.3 Corrections to approved proofs may incur additional charges, particularly where they require substantial reworking or delay production schedules.

9. Deadlines and Delivery

9.1 The Service Provider will use reasonable endeavours to complete work by the agreed deadline. Deadlines are estimates unless expressly agreed as fixed.

9.2 If circumstances beyond the Service Provider’s reasonable control (including illness, equipment failure, or force majeure) affect the deadline, the Client will be notified as soon as practicable, and a revised schedule will be agreed.

9.3 Rush jobs requiring completion in less than normal turnaround time may be subject to a premium charge, to be agreed before work commences.

9.4 Delivery of digital files will normally be by email, file-transfer service, or other electronic means as agreed. Physical materials will be sent by post or courier at the Client’s expense unless otherwise agreed.

10. Cancellation and Termination

10.1 Either party may terminate a project by giving written notice. If the Client cancels after work has commenced, the Client will pay for all work completed to the date of cancellation, plus any non-recoverable expenses incurred.

10.2 If the Client does not provide necessary materials or respond to communications for more than 60 days without explanation, the Service Provider may treat the project as cancelled and invoice for work completed.

10.3 Any deposit paid is non-refundable in the event of cancellation by the Client, except at the Service Provider’s discretion.

11. Limitation of Liability

11.1 The Service Provider’s total liability to the Client in respect of any claim arising from or in connection with the work shall not exceed the total fees paid or payable for that project.

11.2 The Service Provider shall not be liable for any indirect, consequential, or special loss, including loss of profit, revenue, or business opportunity, even if advised of the possibility of such loss.

11.3 The Client agrees to indemnify and hold the Service Provider harmless against any claims, costs, or expenses arising from the Client’s breach of these Terms or from content provided by the Client.

11.4 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded by law.

12. Professional Limitations

12.1 The Service Provider is not qualified to verify legal, medical, financial, scientific, or other specialist factual accuracy. Any comments or queries raised during editing are advisory only, and the Client should seek appropriate professional advice where necessary.

12.2 Editorial or design work does not guarantee commercial success, critical acclaim, or fitness for any particular market. The Service Provider makes no warranties beyond those expressly stated in these Terms.

13. Data Protection

13.1 Both parties agree to comply with the UK General Data Protection Regulation and the Data Protection Act 2018 in respect of any personal data processed in connection with the work.

13.2 The Service Provider will retain only such personal data as is necessary for performing the work and complying with legal and accounting obligations, and will keep such data secure.

14. Disputes and Governing Law

14.1 In the event of any dispute, both parties agree to attempt resolution through good-faith discussion before pursuing formal remedies.

14.2 These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the courts of England and Wales.

15. General Provisions

15.1 These Terms and Conditions represent the entire agreement between the parties concerning the subject matter hereof. Any prior discussions or representations not incorporated herein are superseded.

15.2 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

15.3 Failure by either party to enforce any provision of these Terms shall not constitute a waiver of that provision or affect the right to enforce it subsequently.

15.4 These Terms may be amended from time to time. The version in effect at the time work is commissioned shall apply to that project.

Version: January 2026