The small print.

These terms and conditions set out what's involved in the process of working with me. If you have any questions, please contact me and I will be happy to answer your queries.

1. Introduction

These terms and conditions apply to all work carried out by Ultimate Proof Ltd (Kelly Owen) for you, the Client.

They cover proofreading, editing, editorial coordination and publications project support.

By commissioning work, you confirm that you have read and agreed to these terms.

Ultimate Proof Ltd is a limited company registered in England (07720107) and is not VAT‑registered.


2. Nature of the working relationship

  • You are not obliged to offer work, and I am not obliged to accept it.
  • Work is carried out independently, using my own equipment, at times and locations I determine.
  • All work is completed by me unless we agree that a trusted freelance professional will assist.


3. Project scope and agreement

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

  • the nature of the service (proofreading, editing, editorial coordination or publications and communications support)
  • the format and tools to be used (e.g., Word with Track Changes, PDF markup)
  • the project schedule and delivery dates
  • the fee, based on a quotation following my review of your material
  • any specific requirements or constraints.


If the work proves significantly more complex than anticipated, I may renegotiate the fee or deadline, or decline the project.


4. Quotation and fees

Quotes are based on:

  • the complexity and condition of the material
  • the level of editing or coordination required
  • the timeframe
  • the number of contributors
  • the duration and working pattern for ongoing or retainer engagements
  • the format and stage of the document.


Once agreed, the fee applies to the defined scope. Additional work (e.g., extra passes, extended word count, new content, or reviewing designed PDFs after a Word proof) will be quoted separately.


5. Invoicing and payment terms

  • Invoices are issued on completion of the project unless we agree otherwise.
  • Regular clients may request monthly invoicing.
  • Payment terms are 14 days from the invoice date.
  • Charities, schools, colleges and public‑sector organisations may request 30‑day terms if required by their finance processes.
  • For larger projects or ongoing engagements, a deposit or staged payment schedule may be agreed in advance and will be confirmed in your project quote.


Late payment may result in work being paused on future projects until the balance is cleared.


6. Cancellation

  • Either party may cancel the contract in writing if there is a serious breach of terms.
  • You may cancel at any time by notifying me in writing; I will confirm receipt.
  • If I cancel, I will refund any fees for work not yet completed.
  • For ongoing or retainer engagements, either party may terminate the arrangement with two weeks' written notice for short engagements (less than three months) and four weeks' written notice for engagements over three months.
  • If either party experiences exceptional circumstances (illness, bereavement, family emergency), we will discuss a fair and practical way forward.


7. Confidentiality and data protection

All material you provide is treated as confidential. I will not share your files with third parties without your written permission.


I use secure systems including encrypted email, MFA, VPN, and protected cloud storage.


Printed materials are shredded after use, and digital files are deleted within a reasonable time after project completion and payment.


I am registered with the ICO and follow UK data protection legislation.


8. Copyright

You retain copyright of all materials you supply.

After payment, copyright for any edited or newly created content transfers to you unless agreed otherwise.

You agree to indemnify Ultimate Proof Ltd against any copyright claims arising from the materials you provide.


9. Quality assurance

I take great care with every project, but no proofreader or editor can guarantee 100% error‑free text.


You are responsible for final approval before print or publication.


If you identify issues after delivery, I will respond promptly and, where appropriate, carry out a reproof.


10. Liability

Ultimate Proof Ltd is not liable for:

  • loss of profits
  • loss of business
  • loss of goodwill
  • consequential or indirect losses.


Liability for errors remains with you once the project is complete and approved.


11. Use of subcontractors

Where agreed, I may engage a trusted freelance proofreader/editor/communications professional. All subcontractors follow the same confidentiality and quality standards.


12. Use of digital tools

I use a small number of trusted, locally hosted tools to support my work. These include:

  • Microsoft Editor
  • PerfectIt


These tools function as advanced spellcheckers and consistency checkers. They do not store, learn from or reuse your content, and they do not transmit your files to external servers. All proofreading, editing and editorial decisions are made manually, using my professional expertise and judgement.


13. Use of Artificial Intelligence (AI)

To protect your intellectual property and ensure the highest editorial standards:

  • I do not use generative AI tools (such as ChatGPT, Google Gemini, Claude, Meta AI or similar systems) to proofread, edit or review client content.
  • No client files, extracts or confidential information are ever uploaded to AI systems.
  • All proofreading and editing work is carried out by me, by hand, using human expertise.

If you would like me to use AI tools in any part of your project, this must be agreed in writing in advance.


AI in project management work

For work involved in publications and communications support – such as planning schedules, drafting timelines, creating checklists or supporting administrative tasks – I may use AI tools to assist with:

  • structuring project plans
  • generating task lists
  • improving workflow efficiency
  • supporting internal organisation.


These uses never involve uploading your content or sharing any confidential material. They are limited to general planning and administrative support.


If you prefer that I do not use AI tools at all during your project, I am happy to work entirely without them.


Human-produced work guarantee

You can be confident that:

  • all proofreading, editing and editorial coordination work is human‑produced
  • no part of your content is processed through AI or machine‑translation tools
  • your intellectual property remains protected at all times.


These digital‑tool terms sit alongside my confidentiality and cybersecurity commitments. Please also see Section 7 for full details of how your data is protected.


14. Governing law

These terms are governed by the laws of England and Wales.